Orchestra and Committee Roles

Orchestra Roles

Resident Conductor

Promotes the aims of the orchestra. Actively seeks to promote the orchestra in the community and to encourage a wider audience. Gives informed and unambiguous leadership of the orchestra and plans and delivers appropriate programmes of music for concerts as requested by the orchestra committee, taking into account the needs of players, audiences and music availability. Acts as a Rehearsal Conductor when the committee has employed a Guest Conductor for a particular concert, liaising with the Guest Conductor if and when the need arises. Organises a rehearsal schedule in collaboration with the Rehearsal Manager to be published before the first rehearsal. Informs the Rehearsal Manager should any changes need to be made following distribution of the schedule to the orchestra members. Assists with the auditioning of new players wishing to join the orchestra. Informs Section Organisers as to which of the available players will be required for each concert and on which part.

Resident Leader

Promotes the aims of the orchestra. Actively seeks to promote the orchestra in the community and to encourage a wider audience. Marks one set of string parts with bowing before the first rehearsal when requested to by the orchestra committee or the Orchestral Librarian. Co-ordinates the tuning of the orchestra before rehearsals and performances insisting that strings, woodwind, brass and percussion tune separately. Takes sectional rehearsals within the rehearsal period and gives guidance and instruction to individual string players when necessary to ensure that all players are well prepared for each performance. Actively leads the orchestra, particularly the string sections, giving appropriate guidance and instruction on aspects of technique, interpretation and tone quality (Demonstration should be carried out from a visible standing position facing the relevant section with instructions given at an adequate volume level so that members seated furthest away can hear.). Endeavours to serve the conductor’s wishes, to promote an atmosphere of engagement during rehearsals, and to maintain order amongst orchestra members should the need arise. Acts as mediator between orchestra and conductor should issues arise requiring this course of action. Assists with the auditioning of new players wishing to join the orchestra. Assists the Resident Conductor with the selection of players and section leaders for each concert.

Section Leaders

Section Leaders are orchestra members asked to play the lead parts for a particular concert or concerts by the Resident Conductor or the Resident Leader and are not to be confused with Section Organisers who help manage the players within a Section. They are accomplished players on their instruments and are able to lead others by example and direction. They support and encourage section members to perform to the best of their ability. String Section Leaders organise the copying of the bowing into the individual parts before the first rehearsal when the parts warrant this level of attention. The important outcome is that all section members are in possession of correctly bowed parts before the first rehearsal.

Section Organisers

Three weeks before the start of the rehearsal period, section organisers check player availability and feed this information through to the nominated Section Organiser who will liaise with the Resident Conductor and the Resident Leader to ascertain who will play and in what positions. The Orchestral Librarian is informed of decisions made as are the individual Section Organisers. If there are insufficient members available for the concert then the respective Section Organisers arrange for non-members to play with the orchestra, preferably capable local people. Travel expenses may be available for a player coming from out of town but generally “bring-ins” are not paid a fee for performing unless they are professional musicians. One week before the start of the rehearsal period the music will be made available. At the end of the year Section Organisers liaise with the Secretary to make sure that contact lists are kept up-to-date and that new players to the area have been included.

Committee Roles

Chairperson

Acts as the spokesperson for the orchestra when the views of orchestra members need communicating to the public. Chairs committee meetings. Prepares and presents an annual report at the AGM. Co-ordinates speeches and votes of thanks after concerts.

Treasurer

Maintains and presents accounts to the committee for ratification at each meeting (A copy must be filed with the minutes of the meeting). Presents accounts annually to the Accountant. Presents an annual report at the AGM. Organises accounts and term deposits with the bank as required. Keeps each concert’s expenses separate. Lists all incoming payments and grants, totalling these and all expenses every six months for GST returns on 30 June and 31 December each year. Adds interest on bank accounts. Totals income annually 20/1 each year. Ensures all employees have completed IR 330 forms and contracts. Payment is made removing appropriate PAYE. Keeps IR 330’s and records all payments - each concert separately - with start and finish dates for each artist. GST is given if the artist is GST registered - gets GST number and gives a Tax Invoice as this is reclaimable each 6 months. Pays the travel and accommodation costs for visiting artists. Makes sure all artists are paid appropriate fees as discussed by the committee. Checks all membership fees are paid and up-to-date. Provides floats if needed for events.

Secretary

Point of contact for members of the public requesting information about the organisation. Communicates with outside parties as requested by committee. Sends contracts to visiting and local soloists and imported players. Gives returned signed copies of contracts to Treasurer. Maintains a current-member mailing list and a database of contact details for current and past members, soloists, imported players and conductors. Organises and maintains stationery resources for committee. Attends committee meetings, sets and distributes agendas, and organises meeting venues. Keeps annual sets of minutes and other documentation pertaining to orchestra business.

Minutes Secretary

Attends NSO committee meetings and the AGM and takes minutes. Types up and distributes meeting minutes to committee members and AGM minutes to all members. Keeps copies of all minutes and accompanying paper work and collates at the end of the year for storage with the Secretary.

Orchestral Librarian

Liaises with the Resident Conductor and the committee about the programme for the coming year. Searches Cadence for availability of sets within New Zealand.
Ensures that each work is-
1. correct edition i.e. not an arrangement (unless required)
2. available for the time frame – two months before a concert to allow time for bowings and rehearsal, and up to a fortnight after the concert date
3. written for the appropriate instrumentalists available in Nelson
If a work is NOT found on Cadence, contacts other possible sources such as the APO, Manawatu Youth Orchestra, Hal Leonard Publishing (Australia).
When music arrives, checks to ensure the sets are complete and numbered. Notes at this stage how large a part is that is not available in Nelson e.g. cor anglais, contrabassoon, harp and whether it can be substituted by a local player on another instrument - discusses with conductor. Sorts music into appropriate folders for the orchestra members and arranges collection where possible before the first rehearsal. Photocopies any extra parts required including those to be mailed to imported players. Creates a player list for each concert to keep track of who has which part. Ticks off when music is given out and received back. Deals with any music issues arising from members during the rehearsal period. Reminds players at the final rehearsal where to return music after the concert and requests that all freshly made pencil marks are rubbed off. Gathers all music after the concert, sorts into sets, follows up missing parts and returns to source. Keeps copies of all postage receipts and gives to Treasurer for reimbursement.

Rehearsal Manager

Organises concert and rehearsal dates with the Nelson School of Music. Posts details of concerts and rehearsals on the web site along with a setting-up and tea-break roster. Co-ordinates the procuring of any extra equipment needed for rehearsals and concerts. Introduces and welcomes guests and gives apologies before a rehearsal commences by agreement with the Resident Leader. Informs members about concert and rehearsal details before the schedule commences and informs members via email of any subsequent changes made to the rehearsal schedule on the web site.

Concert Manager

Liaises with the Nelson School of Music to organise ticketing, time of concerts, front of house, ushers, lighting, stage manager etc. Liaises with the Resident Conductor and the stage manager to ensure all staging requirements have been met for each concert. Liaises with the Resident Leader and the stage manager to ensure that all backstage procedures and timings are clear for each concert. Checks all members have appropriate concert attire and maintains a supply of spare black dinner jackets for occasional use. Books bar one month ahead of concert if required. Organises flowers, bottles of wine etc. for soloists, conductors and concert masters. Organises the after-concert function.

Fund-raising

Maintains a database of current fund-raising opportunities with requirements, closing dates and contacts. Co-ordinates applications for these funds. Produces and distributes a sponsorship brochure. Keeps committee members informed of decisions and donations made.

Friends Co-ordinator

Acts as a point of contact for Friends. Maintains a database of Friends’ contact details. Helps produce an annual Friends brochure. Organises a closing date for subscriptions (around 2 weeks before the first concert), a time and venue for the Launch (a couple of days after the closing date), the season tickets, seat allocations and labels. Collects subscription payments and passes to Treasurer (receipts only issued for cash payments). Stores seat labels between concerts. Invites Friends to social events as requested by committee. Looks for ways to increase the number of Friends.

Concert Organisers

Plan an advertising campaign and decide on a marketing strategy/focus for each media type. Action with the help of those committee members with specific responsibilities. Talk to, and make the most of the Resident Conductor and the Resident Leader to help promote the concert in as many ways as possible. Design and produce a poster. Have someone check for errors. Check for the number of copies required and oversee production and distribution. Plan signboard design with help from the Signboard Co-ordinator. Organise travel plans for any visiting players with help of the Treasurer and check flights, billets and accommodation booked. Prepare and produce a programme - acknowledge sponsors and National Library. Ask reliable people to proof-read/spell-check all materials and have corrected copies proof read again before going to print. Check for number of copies needed and leave completed programmes with Concert Manager. Check organising of Stage Manager/Front of House Staff/Fire Warden/Lighting in hand and that any PA, recording or other special requirements are in place with help from the Concert Manager. Check that gifts for the Conductor, Leader and Soloists have been bought and the supper organised. Organise any thank-you letters needed after the concert.

Advertising

Series Brochures:
Plans and produces annual brochures with the help of the Resident Conductor and the Friends Co-ordinator.
Poster Distribution:
Organises a list of places to display posters across the region. Organises a team of helpers to distribute the posters before each concert.
Radio and TV:
Organises events listing, interviews and advertising with local and national radio stations and Mainland TV.
Displays:
Puts together and maintains displays of promotional materials in the Foyer of the School of Music, public libraries and other appropriate venues.
Signboards:
Books available sites with the Nelson City Council and completes application forms and organises payment. Organises production, placement and removal in conjunction with the Concert Organisers.
Newspaper:
Places notices of concerts in the “what’s on” sections of free papers. Helps the Concert Organisers arrange adverts and articles in local newspapers. Helps organise an article in the Nelson Mail Arts edition preferably for the week of the concert. Arranges for the Nelson Mail to review the concert and provides two tickets. Arranges notice of the AGM.
Events Listing:
Posts concert information on events sites and keeps them up-to-date with any changes that arise.

Newsletters

Prepares two newsletters per year. Sends to all members and posts a copy on the web site.

Web Site Maintenance

Updates concert information, membership, photos and reviews onto the web site.

Web Site Restructuring

Makes changes to the structure of the web site to make it more effective and user-friendly as requested by the committee.

Assets

Maintains an inventory of assets and checks this inventory annually. Labels all new assets to show NSO ownership. Organises the hiring out of equipment and instruments when requested using appropriate forms and the checking in of equipment and instruments after hire. Notifies the committee of any damage or loss. Keeps photos of assets for insurance purposes.