2018 Regional Project Schedule - Sweet Adelines International · PDF filecome thru JS meeting....
Transcript of 2018 Regional Project Schedule - Sweet Adelines International · PDF filecome thru JS meeting....
TARGET DATE STAFF TASK RESPONSE DUE DISTRIBUTION
Judges, PS
CC: President, EDC Chair, JS
New and Reappointed Competition Coordinator Email CC
Appointment letter
Job description
Outgoing Competition Coordinator email:
Thank you letters
August Emily Post Judge and Panel Secretary assignments online
Precompetition Information - Bulletin #1
Regional Dates and Deadlines
Music Services Regional Project Schedule
Reminder to send in contact info changes
Multi-year schedule
Competition Directory
Judging Directory
Panel Secretary Directory
Natalie/KaitieReview 30-day mailings. Note all printed/mailed material and have ready for changes that
come thru JS meeting. Inventory Competition supplies.
Natalie/Kaitie Update regional competition leadership Web page
Events Begin updating competition ePackets
CC, CRC, EVC, OPL
CC: Journey House, Deb
Chapter Eligibility Letter CH President
Memo to chapter presidents needing to compete to remain eligible to charter. President, IBOD, CoC, CEO
Recordings Instruction CC
GRC audio/video instructions (appx III)CC: EVC, CRC, FC, JS
Moderator, President
Information Update - Bulletin #2 EVC, CRC, CC, OPL
Official Inspection instructions/activity checklist Recording instructions for Competition
Coordinators Forms to return:
Proposed Schedule of Events
Riser Configuration
Award Order form
EmilyJanuary Pitch Pipe article/reminder that new quartet registrations must be received by Jan
15 to avoid late fees.
Finalize quartet/chorus competitor ePackets
Create regional meetings
Update Web site online registration link -
Competition ePackets available December 5
Handbook Updates
Competition, GRC, Panel Chair, Panel Secretary, Competition Coordinator
Events
CC: President, EDC Chair, JS
Moderator, CEO
Sweet Adelines International
2018 Regional Project Schedule
August
End of August
CC: President, JS Moderator,
CoC , EVC
Emily Notification of Judge and Panel Secretary Assignments Email
Kaitie/Natalie/
Emily1-Dec-17
November
Kaitie/Natalie
Kaitie/Natalie 15-Nov-17
Natalie/Kaitie
15-Sep Kaitie/Natalie
13-Oct
CC, EVC, CRC, OPL, IBOD,
EDC, JS, CEO
September
Natalie/Kaitie
Emily Official Panel & Panel Secretary Assignment Email
Natalie/Kaitie 1-Sep-16
www.sweetadelines.com
Kaitie/Natalie Director of Music Services and Membership Proposed Schedule of Events Approval
Approval by
November 15,
2017
Open Regional Meetings
Enter judges/trial scorers - assist and proof
Create chorus/quartet competitor information pages on website
Upload Competitor ePackets to web pages
RMT, IBOD, International
President
CC: Kirsten, CEO, Kaitie
11/29/2017 (106 Days Prior to Contest) Events ONLINE CONTEST ENTRY OPENS
Chorus Presidents and
Quartet Contacts
Entry Form
Regional Competition Timetable
Eligibility Requirements for Competition
Regional Dates and Deadlines
List of Competing Members Verification Form - chorus only
Basic Criteria for Public Performance
Evaluating Your Contest Performance
Performance Level Guidelines
Guidelines for Evaluation by Video - chorus only
Copyright Letter, Questions and Information
Competition Handbook Update Memo
Single-Copy Sheet Music List
Process Entry Forms weekly throughout competition
Entry confirmation by email
Withdraw notifications by email as received
Kaitie/Natalie Traveling Plaque Inventory CRC
ED, DC, EVC, CRC, CC, OPL
Quartet Update Emailing ED, CoC
Full quartet report listing all registered quartets in region.
Reminder: Quartet registrations must be received by January 15 to avoid late fees.
Trial Scoring Invitation Email:
Response Form
Competition Dates, locations and panel assignments
Trial Scoring Guide (new ACJs)
Events Set up postcompetition report auto-emails, standard comment emails
Kaitie/Natalie Update OAP Web page
Kaitie/Natalie/E
milyUpdate documents and assemble 30-day generic packets - throughout January/February
2/1/2018 Target
completion
Kaitie/Natalie Emergency Contact Numbers and Equipment Needs Email 26-Jan-18 Judges/ Regions
Official Panel and Trial Scorer Newsletter Official Panel, Trial Scorers
CC: President, President-
elect, JS Moderator, EDC
Chair
CC: JS, EDC, Kaitie, Kristen
Natalie/Kaitie
End of November
Emily 5-Jan-18
January
Kaitie/Natalie GRC Handbook Update - 2018 UPDATES Posted to Website and link emailed
Emily
December
Refer to Dates and Deadlines document for schedule. Events
CC: IBOD, EDC, EVC, CRC, CC,
Director of Comp Services
and Membership
January
Emily 31-Jan-18
Events
CC, CRC, EVC, PC, PS
Competitor ePackets - emailed to competitors
2 days before registration opens Events Send email annoucing regional contest registration open
Kaitie/Natalie/
Emily
www.sweetadelines.com
General Information Memo
Regional Schedule of Events
Judge Specialist Moderator Information
Regional Panel Assignments
Judge/Panel Secretary Directories
Regional Competition Directory
Evaluation Forms (google doc)
Panel Chair Pre-Contest Newsletter
Judge Specialist Moderator Information
Competition and Panel Chair Handbooks (links with hardcopy available onsite)
Format for Intros
Level DVD notice, key and script (mailed)
Guidelines for Electronic Media
Expense statements and Postcompetition Reports
Panel Secretary Pre-Contest Newsletter
What to Expect on My Panel Weekend
Judge Specialist Moderator Information
Judge and Panel Secretary Directories
Competition and Panel Secretary Handbooks (links with hardcopy available onsite)
Expense statements and Postcompetition Reports
Invitees
CC: Pres, PresElect, EDC
Chair, JS
Level DVD and ACJ DVD mailing
For review prior to instructing at the ACJ Workshop
Regional Competitor Reports
Emailed weekly until draw for final order of appearance
15-Jan Emily LAST DAY FOR NEW QUARTETS TO REGISTER WITHOUT ADDITIONAL FEES
Regional Quartet Report Email ED
Report of registered quartets in region CC: CC, CRC, EVC
Emily Reminder email to book travel45-days prior to
contestJudges, PS, TS
Emily Regional Analyst Invitations 9-Feb-18
Kaitie/Natalie Request Initial Recording Stipend for Regions from Accounting CC: FC, EVC
Emily Official Panel Travel Itineraries Due
45 days prior to contest(Refer to Dates and Deadlines) Final Entry Deadline for Contest
Pre-Contest Update - Bulletin #3 CC, CRC, EVC
Judging Assignments and Directory
List of Trial Scorers
CRC
Instructions to Pages for Official Panel/TS from PC Handbook
Timing Instructions from Panel Secretary Handbook
Audience Choice Ballot Templates
55 Days prior to contest(Refer to Dates and Deadlines)
Early February
1-Feb-182018 Overseas Official Panel Invitation EmailEmily
Competition
Services
CC, CRC, EVCBegin Order of Appearance Draws
1-Feb
Kaitie/Natalie
End of JanuaryEmily
January
Emily
Panel Secretaries
Emily 5-Feb-18
CC: President, President Elect,
EDC Chair, Judge Specialist
Judge Specialists
EventsEVC, CC, CRC
January
Emily 31-Jan-18
Emily
Panel Chairs
www.sweetadelines.com
Postcompetition Report (google doc)
CC Evaluation Report (google doc)
CC
Lighting and Sound Instructions
Audio/Video Instructions
Chorus list of competing members form and competing verification form
Open Division cue sheets
Postcompetition Report (google doc)
EVC
Page Instructions: GRC Appendix III
Emcee Instructions: GRC Section E
Postcompetition Report (google doc)
CC Evaluation Report (google doc)
ACJ Workshop Email ACJ's, JS, CRC
General Information and Workshop Schedulecc: EVC, CC, OPL, Pres., EDC
Chair
Emily Overseas Official Panel Notification Email Panels, EVC, CC, CRC, OPL
ACJ Workshop Mailing
General Information Update
ACJ videos and corresponding scoresheets
Mini contest scoresheets
Instant level DVD
CRC 30-Day Mailing and Emailing CRC
Schedule of Awards (electronic)
Guidelines for announcing official results (electronic)
CRC Postcompetition Report (google doc)
CC Evaluation Report (google doc)
Links to additional resources (electronic)
Certificates and folders (mailed)
Panel Secretary 30-Day Emailing PS
Order of Appearance (electronic)
Excel Files (electronic)
List of Trial Scorers (electronic)
Panel Chair 30-Day Emailing PC
Order of Appearance
Copies of Itineraries
List of Trial Scorers
Excel Files (electronic)
OPL 30-Day Mailing and Emailing Sent Electronic: OPL
General Information
Final Order of Appearance
List of Trial Scorers
Instructions for official results from the GRC
Travel Itineraries Mailed:
CC: JS, EDC Chair
JS Moderator, Host region's
CC and CRC
cc: EVC, CC, President, EDC
Chair, JS Moderator
30-days prior to contest(Refer to Dates and Deadlines)
cc: EDC Chair, JS Moderator,
PC, Kaitie
cc: EDC Chair, JS Moderator,
Kaitie,
CC: JS, PS, EVC, CRC, CC
Emily
Emily
Emily/Kaitie
Emily
Emily
Early February
Kaitie/Natalie
Emily
www.sweetadelines.com
Instructions for Contestant Packets Packet supplies:
Envelopes, Evaluating Contest Performance, Performance Level
Guidelines, International Education/Event Information (if applicable)
CC 30-Day Mailing and Emailing CC
Judging Directory (electronic)
List of Trial Scorers (electronic)
CC postcompetition report (google doc)
Final Order of Appearance (electronic) MAILED ITEMS:
Materials Checklist
Emcee Cards and Instructions
Champion Chorus and Quartet memo
Panel Secretary Supplies Packet (to be delivered to PS onsite)
Final Order of Appearance
Previous Year's Tabs (chorus)
Chapter Name Changes
Penalty Forms
Competition and Panel Secretary Handbooks
Manual Scoring Packet
Trial Scorers Work Envelopes
UPS Return Envelope
Judging Packets (to be given to judges onsite)
Scoresheets, JP-1s, cardboard, Expense Statements
Panel Chair Packet (to be given to PC onsite)
Order of Appearance
Chapter Name Changes
Extra Scoresheets and forms
Performance Level Guidelines
Instant Level Descriptors
Competition and Panel Chair Handbooks
Expense Forms
Thermometer
Cardboard
March Emily Archive previous year's regional files
Kaitie/Natalie Monday Morning Follow-up Begins
Emily Upload competition scores and print tabs
Post summary sheets and tabs online
Send Champion ePackets, update quartet SF OAP
Postcompetition reports (google doc)
Process data from previous weekend
Choruses scoring over 600 and 700 points
Protect quartet champions
Update MI, AA, A chorus competition data; Aud. Choice chorus and quartet Performance
license reminders
Recording Duplication - throughout contest
Review quality/sound assist with duplication as needed
Emily Analyst Mailing - links and DVDs to Specialists
cc: EVC, CRC, Panel Chair,
President, EDC Chair, JS
Moderator, Kaitie
30-days prior to contest(Refer to Dates and Deadlines)Kaitie/Natalie/E
mily
30-days prior to contest(Refer to Dates and Deadlines)
CC: JS, PS, EVC, CRC, CC
Emily
Kaitie/Natalie
Events
www.sweetadelines.com
One week prior to contest(Refer to Dates and Deadlines) Emily Email copy of official results script CC, CRC, PC
2018 International 2-15 Quartet Emailing
International competition entry form
Order of Appearance
Guidelines for preparing/judging performance package
Convention information and housing documents
International Event Promotional Items (if applicable)
ACJ Billings Reminder
Follow up with ACJ region if invoices have not been received
April Kaitie/NatalieUpdate Membership Department with choruses that did not meet the 3year competition
rule/requirement
EVC
CC: EDC Chair, JS
CC Recommendations
Sourced from Postcompetition Report and CC Evaluation Form
Judge and Panel Secretary 2017 Availability Judges
Availability for assignments memo and form CC: EDC Chair, JS
Overseas Panel Secretary Assignment EVC
Request name of assigned panel secretary or need for appointment of panel secretary by
InternationalCC: JS
Post Competition
Communications (for Pitch Pipe)
List of Choruses scoring B+ and Above
Names/Region# of 10 wildcard quartets
Name/Region# of 5 division A and AA
Name/Region# of 10 wildcard choruses
Activities
Notify Wildcard Choruses (phone/email)
Notify Wildcard Quartets (phone/email)
Notify Harmony Classic Choruses (phone/email)
International and Harmony Classic Competitor and Convention Information Emails:
Wildcard Chorus
Wildcard Quartet
Harmony Classic
KaitieFollow up on any choruses in May's contest weekends that did not meet 3year competition
rule/requirement
Kaitie Deadline Reminder
Natalie Performance Licenses
Emily Postcompetition Reports Due
Kaitie/Natalie Competition Information Sheet -To be completed by EVC 30-Jun-17
Accounting Dept
CC: FC, EVC
EVC, CC, CRC, CoC
CC: JS, IBOD, Kaitie
Official Tabulated Results EVC, CC, CRC, CoC
Statistical Reports
Regional Statistical ReportsKaitie/Natalie
Emily CC: JS, IBOD, Kaitie
2-Jun-18Multi-Year Schedule Update EmailKaitie/Natalie
8-Jun-18Emily
Kaitie/Natalie 2-Jul-18
CC, CRC, EVC, Judges, Trial
Scorers, PC, PS
1-Jun
Second Recording Stipend Request for all regions with recordings submittedKaitie/Natalie
May Kaitie/Natalie
CC: IBOD, CoC, JS, EDC
End of May
April (mid) Emily Deb
15-May
Kaitie/Natalie 2-Jun-18 CC, EVC
Emily 8-Jun-18
12-Apr Events 2-Jul-18
www.sweetadelines.com
Panel Evaluations of the Region
Events Close Regional Competition Meetings
Kaitie Inventory and order supplies as needed Revise Project Schedule
Emily CC: JS, IBOD, Kaitie
1-Jun
www.sweetadelines.com