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
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 out Sponsorships Coordinator, your responsibilities will 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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Collaborating with other committee members to ensure sponsorship agreements are fulfilled and sponsors receive their recognition and benefits.
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Providing regular updates on sponsorship progress to the festival committee, highlighting successes, challenges and opportunities. You will be well supported by the Committee!
Qualifications:
🎶 Passion for music and the arts.
😊 Strong communication and interpersonal skills.
💲 Previous experience in sponsorship coordination or fundraising preferred but not required.
💻 Experience in using Microsoft products (Word, Excel and Powerpoint).
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 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.
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, 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 assists the Registrar to check in entrants when they arrive. The Registration desk is very busy for only about 30 minutes before the session starts, and then gets very quiet until the end of the session, so the Registrar’s Assistant is free to watch some of the performances or enjoy refreshments during the quiet periods!
The Registrar’s Assistant should arrive 30 minutes prior to registration to help the Registrar set up the Registration Desk and the Adjudicator's desk (if necessary).
As the performer arrives at the registration desk:
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Ask the performer's name name and tick the name on each running sheet.
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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 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. One copy remains at the Registration Desk.
At the end of the session, the The Registrar or the Registrar’s Assistant collects the numbered folders from the Adjudicator's desk and hands out the Adjudicator's Reports.
Ticket and Programme Sales
The Ticketing & Programme Sales 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). Everybody else pays $5 admission. The entry ticket prices are as follows:
Single Events:
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ADULTS $5
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CHILDREN Free
Multi-Section Ticket:
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$20 Admittance to multiple Sections over the entire Festival competition
Programmes are also $5 each.
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. Likewise if they want a programme they had purchased through Stardom, they must show proof of purchase.
Usher
The Usher is one of our most important volunteer positions! The Usher helps keep the section running smoothly by preventing movement during performances.
Ushers should arrive 30 minutes prior to commencement of section to check audience tickets, direct the audience into the venue, and to man the doors to allow the audience to enter, exit and re-enter the venue between performances, and to close the doors during a performance. Keeping the doors closed during performances allows the entrant to focus and to perform without interruption and distraction.
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People can only enter and leave the hall between performances and during adjudication deliberation.
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The Usher may open venue doors during longer breaks (Adjudicator deliberation time, tea breaks etc) to let people freely move in and out for refreshments.
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People are not permitted to enter or leave between two pieces performed by the same entrant.
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Ushers also monitor any unauthorised recording of a performance and if necessary notify the Supervisor.
The usher may be required to assist the compere and Adjudicator’s Assistant in any way to carry out his or her duties.
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.
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The Adjudicator’s Assistant tidies up the Desk and prepare for the next section.
Marshals
The Marshals welcome each Choir or Ensemble and lead them to rehearsal spaces, and before a group's performance time, the Marshall collects the group from the rehearsal space to the stage.
If you have a calming and cheerful personality, then this job is perfect for you!
Marshals should arrive 10 minutes before registration time (40 minutes before commencement of section) to warmly welcome each Choir or Ensemble and guide them to the Registration desk to register and hand in their sheet music.
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Once registered, a Marshal leads each group to a designated rehearsal room to warm up.
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The first Marshal leads the first group to perform backstage a few minutes before the section begins, while the second Marshal goes to the second group and gets them ready for their performance 5-8 minutes later (according to the time limit of the section). The Stage Manager leads the group waiting backstage onto the stage to perform. The first Marshal then leads the third group to their rehearsal room.
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Once the first group has performed, they walk off stage 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 process continues until all the groups have performed.
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Once a group has performed, the Stage Manager directs them to join the audience in an area that had been allocated to them.
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The Marshals should remind each group to collect their belongings from their rehearsal room after the section has ended.
The Marshals should be prepared to assist the Registrar in any way to ensure the sections run smoothly.
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.
Marshalls should arrive 30 minutes prior to commencement of section to greet each Choir or Ensemble and ask them to head to the Registration desk to register and hand in their sheet music.
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Once registered, the Marshalls lead each group to a rehearsal room to warm up.
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The first Marshall leads the first group to perform backstage a few minutes before the section begins, while the second Marshall goes to the second group and gets them ready for their performance 5-8 minutes later (according to the time limit of the section).
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This process continues until all the groups have performed.
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Once a group has performed, they are welcome to join the audience.
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The Marshalls should remind each group to collect their belongings from the rehearsal room after the section has ended.
The usher should also be prepared to assist the Registrar in any way to ensure the sections run smoothly.
Small jobs
🥣 Catering a meal
🥕 Simply providing a lunch or dinner for the Adjudicator, Accompanist and Volunteers helps us enormously.
🍴 Most sessions require catering for about 8 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! Pizza and soups are always welcome alternatives.
Food can be transported in sealed plastic containers and reheated in your rice cooker, electric frypan or similar.
🥣 We provide serviettes and disposable plates, bowls and cutlery.
😋 You provide the food and serving utensils such as ladles, tongs or serving spoons!
🪑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 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.
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!
Committee Meetings
We normally meet every third Monday of the month @ 7.30pm at the High Street Road Uniting Church, 482 High Street Road, Mount Waverley, 10 months per year.
Each meeting is short and sharp - around 60 to 90 minutes maximum.
Contact us today, and request to attend to the next meeting!
