Organised by the Waverley Music Eisteddfod Inc. Committee
2024 Festival Dates:
Solos: 3 - 23 August 2024
Venue: Huntingtower Orchestral Room
Ensembles Day: Saturday 10 August 2024
Choral Day: Monday 12 August 2024
Volunteer and then come meet us!
🤝 To encourage new volunteers and to welcome back our previous volunteers, we are holding an afternoon tea on 14 July at 2:30 - 4:00 pm.
We would love to meet you and answer any questions you may have while you enjoy a sumptuous afternoon tea!
Please contact our Secretary on YuCheng_MYMF@outlook.com
Join our Committee!
🎺 New opportunity! Be our Sponsorships Coordinator!
😊Let your friendliness and persuasive skills create a symphony of success for the Monash Youth Music Festival!
Join us on this incredible journey and help us inspire the next generation of musicians.
Why Join the Waverley Music Eisteddfod Inc Committee?
🎻 Support local talents and foster creativity in the vibrant community of Monash.
🙋 Leadership Opportunity: Take charge of the financial heartbeat of the festival and play a crucial role in its success.
🤝 Collaborative, Fun Environment: Work alongside friendly, dedicated people who share your passion for music and community engagement.
Role Overview: As our Sponsorships Coordinator, your responsibilities include:
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Researching potential sponsors and partners within Monash, including local businesses, organisations and individuals.
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Creating sponsorship packages tailored to the needs and interests of potential sponsors, outlining the benefits and opportunities for their involvement.
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Initiating and maintaining communication with prospective sponsors through email, phone calls, or face-to-face to present sponsorship opportunities.
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Providing updates on sponsorship progress to the committee, noting successes, challenges and opportunities. You will be well supported by the Committee!
Qualifications:
🎶 Passion for music and the arts.
😊 Strong communication and interpersonal skills.
💻 Experience in using Microsoft products (Word, Excel and Powerpoint).
💲 Previous experience in sponsorship coordination or fundraising not essential!
How to Apply: If you are interested in joining us as the Sponsorships Coordinator for the Monash Youth Music Festival, please send your resume and a brief statement outlining your interest and relevant experience to monashyouthmusicfestival@gmail.com.
We encourage applications from people of all backgrounds.
Or just volunteer to help at the Festival!
It's fun and rewarding.
No prior experience or music knowledge required!
You gain valuable insights into music event management.
Great for Personal Development, IB CAS Service Strand and an excellent addition to your Resumé or Curriculum Vitae.
Each solo session requires 7-8 volunteers:
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Supervisor (Committee member only)
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Registrar (Committee member only)
Each ensemble and choral session requires around 12 volunteers - all the above volunteers, plus:
to assist with marshalling ensembles and choirs from warm-up areas to the stage, and setting up music stands, chairs for each performance.
All the above are easy to do, and are essential for the running of our music Festival.
A morning, afternoon or evening session is usually only around 3 - 4 hours (with plenty of breaks), and we offer refreshments and light meals to keep up your energy!
Wait! There are other, smaller jobs available to help us run our Festival!
🪑 Setting up and packing away audience seating
Simply providing a lunch or dinner for the Adjudicator, Accompanist and Volunteers, or arriving early to help set up audience seating or packing the seating away at the end also helps us enormously.
Audience seating hard to do for one person!
But takes minutes with volunteers!
Audience seating hard to do for one person!
Supervisor's Assistant
The Supervisor and Supervisor's Assistant arrive at the venue at least 30 minutes before registration time to ensure the following are correctly set up:
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Directional signs
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Place signs
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Pull up Sponsor banners
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Registration desks
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Ticket and programme sales desks
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Competition venue(s), complete with:
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Piano and stool (if required)
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Music stand(s) for Solo Strings, Vocal and Wind
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Chair for performer if required
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Adjudicator’s desk
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Compere’s stand, including microphone if required
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Audience seating, etc.
The Supervisor then ensures that the Adjudicator, Compere and Assistants have arrived, the set up is correct and the section can commence.
On completion of the section the Supervisor and Supervisor's Assistant collect all the signage and equipment. The Supervisor is responsible for closing up the venue.
Compere/MC
The Compere welcomes everyone (audience and participants) and makes them feel comfortable. The Compere ensures the session runs smoothly and to time. The Compere is well-presented and well-dressed (shirt with collar and a jacket).
15 - 20 minutes prior to the session:
Arrive early to ensure lectern or desk is set up and familiarise yourself with the microphone (if available).
Ensure you have your compere notes and the latest running sheet for that section from the Registrar or Registrar’s Assistant. Read the Compere Notes and running sheet and ensure you can correctly pronounce the Titles, Composer names and Performer names.
On Commencement of Session
Maintain a smiley, friendly and calm disposition. Read the compere notes clearly, and loudly enough for the audience in the back row to hear you. Never skip any part of the compere notes. Always wait for the Adjudicator's bell or signal before announcing the next performer.
At close of Session
The Compere ensures all entrants have performed, then thanks all the performers, announces that the session is closed and and asks the audience to wait while the Adjudicator deliberates awards. The Compere may use the deliberation tome to reread the sponsor list. When the Adjudicator signals they are ready, the Compere calls the session to order again and welcomes the Adjudicator to the stage for presentation of prizes.
The Compere may assist the Adjudicator to present the awards or prizes, however if a sponsor is present, they may do so. The Compere then thanks everyone and brings the session to a close.
Registrar's Assistant
The Registrar’s Assistant should arrive 40 minutes before commencement of section (10 minutes before check-in) to assist the Registrar to check in entrants when they arrive. Once all the entrants have checked in, the Registrar’s Assistant is free to watch a few performances or enjoy refreshments during the quiet period!
As the performer arrives at the registration desk:
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Ask the performer's name and tick the name on each of 3 or 4 running sheets.
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Note the number of the performer on the running sheet.
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Confirm the title and composer of their music, and ask for the copy of their sheet music.
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Place the sheet music in the folder with their number on it.
When all the performers have registered, the Registrar or their Assistant takes all the numbered folders to the Adjudicator's desk and leaves a copy of the running sheet with the Adjudicator and another copy with the Compere. If there is an Official Accompanist, they get one too. One copy always remains at the Registration Desk.
At the end of the session, the Registrar or their Assistant collects the numbered folders from the Adjudicator's desk and hands out the Adjudicator's Reports.
Ticket and Programme Sales
The Ticket & Programme volunteers are responsible for selling tickets and programmes and checking that people have a valid ticket at the door. Admission is free for performers, accompanists and conductors (and teachers accompanying school groups). The ticket prices are as follows:
Single Events:
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ADULTS $5
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CHILDREN Free
Multi-Pass Ticket:
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Admittance to multiple sessions over the entire Festival $20
Programmes:
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$5
Please note that we also sell tickets via Trybooking and Programmes via Stardom, so people with Trybooking tickets must show their ticket, either printed or on their phone. People who had purchased their Programme through Stardom, must show their invoice.
Usher
The Usher is one of our most important volunteer positions - the friendly face of the Festival!
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Ushers arrive 30 minutes prior to commencement of section to welcome visitors into the Orchestral Room and check their tickets.
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Ushers direct visitors to the ticket desk if they don't have a ticket.
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Ushers also man the doors to allow the audience to enter, exit and re-enter the venue between performances. Keeping the doors closed during performances reduces movement and disruption and allows the entrant to perform without distraction.
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The Usher may open venue doors during longer breaks such as Adjudicator deliberation time and tea breaks to let people freely move in and out for refreshments.
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People are not permitted to enter or exit between two pieces performed by the same entrant.
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Ushers may notify the Supervisor if they suspect someone is recording a performance.
Please note that this position is only available to volunteers who are not related to any of the competitors of that section.
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The Adjudicator’s Assistant places the Running Sheet for the section and the numbered manila folders with the Entrant’s report form and the sheet music on the desk next to the Adjudicator’s desk (these will be brought in by the registrar's assistant). The running sheet lists the number of the entrants performing and their music to be performed.
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The Adjudicator’s Assistant records the actual starting time of the session (i.e. when the compere begins).
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The Adjudicator’s Assistant hands the Adjudicator the report form and music for each competitor strictly in the order shown on the running sheet.
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The Adjudicator’s Assistant starts the stop clock immediately after the entrant starts performing to ensure that entrants stay within time limits. At the end of the nominated period the Adjudicator or the Adjudicator’s Assistant gives the bell a short ring to warn the entrant that the time limit has been reached. The entrant then has 20 seconds to cease performing before a penalty or disqualification is applied.
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When the Adjudicator has finished the report form, the Adjudicator’s Assistant takes the completed form and places it in a neat pile, and then hands the Adjudicator the next performer’s blank report and sheet music. [Sheet music can be placed in a separate pile to be handed to the Registrar after the session has finished.]
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When the Adjudicator is ready, the bell is rung for the next competitor.
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This process continues until all the entrants have performed.
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The Adjudicator’s Assistant records the time all the entrants have completed their performance.
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Once the Adjudicator has selected the prize winners and Honourable Mention recipients, the Adjudicator’s Assistant writes their names neatly on the appropriate certificates. If cash prizes, fill in the cheques.
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The Adjudicator’s Assistant enters the results and marks on the Running Sheet and hands it to the Registrar.
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The Adjudicator’s Assistant also takes the folders containing the Adjudicator reports back to the Registrar’s desk in the foyer for collection by the entrants, and the copies of sheet music to be disposed of by the registrar.
Marshals
The Marshals welcome each Choir or Ensemble and lead them to warm-up rooms, and then collects them from the warm-up rooms to the stage just before their performance.
If you are cheerful, organised and calm, then this is the perfect job for you!
Marshals should arrive 40 minutes before commencement of section (10 minutes before registration) to warmly welcome each Choir or Ensemble and guide their leader to the Registration desk to register and to hand in their sheet music.
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Once registered, a Marshal leads each group to a designated warm-up room.
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A few minutes before the start, the first Marshal leads the first group backstage, while the second Marshal gets the second group ready to go backstage 5 or so minutes later (according to the time limit of the section). The Stage Manager leads the first group waiting backstage onto the stage to perform. The first Marshal then finds the third group and leads them to a warm-up room.
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Once the first group has performed, they make their own way off stage to sit in a designated area of the audience, and the second group moves onto stage. The second Marshal then leads the fourth group to their rehearsal room.
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The first Marshal leads the third group backstage and so on. This continues until all the groups have performed.
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Stage Manager and Stage Hands
The Stage Manager and Stage Hands are responsible for setting up the stage before each performance to ensure music stands, chairs and other items are arranged as per the Stage Sketch Plan submitted by the ensemble.
The Stage Manager and Stage Hands should arrive 30 minutes before commencement of section to receive the Stage Sketch Plans for that section.
Each ensemble should have their own individual sketch plan. Large instrumental ensembles will set up and perform on the main stage, whereas smaller ensembles generally choose to perform on the floor in front of the main stage where the grand piano will be located.
Any ensembles that require electronic equipment must bring all their own equipment and manage it themselves, although to keep things going smoothly, the Stage Manager and Stage Hands may of course assist the ensemble with their equipment.
Small jobs!
🥣 Why not cater a lunch or dinner?
🥕 Simply providing a lunch or dinner for the Adjudicator, Accompanist and Volunteers helps us enormously.
🍴 Most sessions require catering for about 7 people, and our Choral Day lunch and Ensembles Day lunch require catering for about 12 people.
🥪 Lunch can consist of a couple of trays of sandwiches, sushi rolls or any other finger food.
🥗 Dinner can be a one-pot wonder! Keep it simple and easy to transport and to serve onto disposable plates or bowls. Share your culture! Noodle dishes or soups are always welcome.
Food can be transported in sealed plastic containers and reheated in your rice cooker or electric frypan.
🥣 We provide serviettes and disposable plates, bowls and cutlery.
😋 You provide the food and serving utensils such as ladles, tongs or serving spoons!
🪑Why not help set up audience seating?
The solo performance venue, Huntingtower School's Orchestral Room, is used by the school during weekdays, so on the first Saturday morning of the Festival and every weeknight the audience seating must be put in place before the session can begin.
Likewise, from Sunday night to Thursday night, the audience seating must be packed away at the end of the sessions.
So we will love to have volunteers help set up audience seating or packing the seating away at the end.
Audience seating hard to do for one person!
But takes minutes with volunteers!
Audience seating hard to do for one person!
So volunteer now!
It's fun and rewarding.
Remember: no prior experience or music knowledge required!
You gain valuable insights into music event management.
Great for PD, CAS Service Strand and an excellent addition to your CV.
You are welcome to join our Committee!
क्या आप हमे शामिल करेंगे?
मोनाश युवा संगीत समारोह समर्पित स्वयंसेवकों की एक समिति, वेवर्ली म्यूजिक ईस्टेडफोड इंक कमेटी द्वारा संचालित है ।
अपने समुदाय के लिए कुछ करें - क्यों न हमारी समिति में शामिल हों? यह मजेदार और बहुत फायदेमंद है । किसी अनुभव की बिल्कुल भी आवश्यकता नहीं है , बस मदद करने की इच्छा है।
आगे बढ़ें - यह देखने के लिए आज ही हमसे संपर्क करें कि आप कैसे मदद कर सकते हैं!
