Contents:
Organizing Committee
Time line
Responsibilities
Sample Budget
Choir members
Invitation letter
Registration form
Sweatshirt order form
CD Response form
Final letter to Choir
Promotion and Advertising
Advertising Summary
Promotion Information
Poster
Radio – CBC Chorale Concert
Church announcement
Email to local paper
Final News release
Sponsors
Letter to Township
Ad Sponsorship Invoice
Thank You Letter
Tickets
Ticket Distribution
Ticket Distribution Sheet
June – Start up meeting
· decide on dates for rehearsals
· confirm church availability – both rehearsal and performance churches
· decide dates for set up and tear down of venue (stage, etc.)
· assign responsibilities to committee members
· order posters and tickets – to be printed after date confirmation
· confirm availability and condition of Harpsichord
· request music stands
· check on lights for orchestra
· stage
September
· report on progress
· send out letters to former choir members (example attached)
· Order musical instruments needed for the performance
Timpani - if needed
Harpsichord
· Consider sound and recording of performances
· also consider photograph of choir
October
· set up seating plan as soon as possible
· finalize all responsibilities
· make sure music instruments, etc. are being looked after
· plan party
· designate person to lead choir in prayer before each performance
· sign up list for stage crew
Performance
· make sure everyone knows what to wear – what time to be there, etc.
Wrap up meeting
· critic event
· financial report
- donations to churches, UMST, other organizations
· letter to choir members stating financial picture, CD availability, etc.
(copy attached)
· decide dates for next performance – Tom to make sure orchestra would be available on those dates
RESPONSIBILITIES:
Promotion and Advertising: including posters, tickets and programmes.
All public communication for both rehearsals and performances with the objectives of maximizing attendance and financial return.
Chorale Concert on CBC
Front of house:
Manage all aspects of performance except music. Doors, lights, ticket taking, intermission, refreshments, lock up.
Contact Youth of Trinity United to arrange refreshments during break of Messiah performances.
Music:
Responsible for all matters to do with musical performance and standards.
Obtaining and contracting orchestra, rehearsal pianist and selecting soloists
Communications:
Responsible to ensure all persons (choir, orchestra, exec., all committees) are informed on all relevant issues.
Facility:
Preparation of performance space. Stage, seating, lighting, music stands, etc.
Refreshments:
purchase rehearsal and performance refreshments (juices and water) for Choir and musicians
Cast Party:
Book the Uxbridge Music Hall for cast party following last performance date.
Arrange for finger food (ask choir members)
Purchase other supplies (plates, napkins, cups, etc.)
Prepare refreshments other than bar.
Contact Udora Lions to bartend
Host Relations:
Rehearsal host (should be member of the rehearsal church)
Greeters at the door for rehearsals to collect money, have sign in sheet available, arrange seating plan, answer questions, hand out CDs, sweatshirts, etc.
Rehearsal and Performance clean up.
Correspondence:
Take meeting notes – follow ups
Thank you notes
Website maintenance
Finances: – two signing officers per cheque
receive/ deposit funds
confirm and pay invoices for expenses incurred
reconcile bank statements
report to committee regularly
send donations from proceeds as directed by Organizing Committee
invest any start up funds in secure investments for time between performances
SAMPLE BUDGET
REVENUE
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EXPENSE
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Event offerings
Donations
Membership Registration
Advertising Sponsorship
Performance Sponsorship
Music & Score Sales
Promotional Item Sales
Interest & other income
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13,000
500
2,500
1,500
1,000
500
600
400
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Musicians & Professional fees
Advertising & printing
Instrument rental & tuning
Insurance
Postage
Promotional item production costs
Rehearsal refreshments
Stage & set expense
Music & scores
Miscellaneous
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9,000
2,000
300
100
100
650
400
200
350
400
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TOTAL REVENUE
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20,000
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TOTAL EXPENSES
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13,500
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Donations from proceeds to:
rehearsal church
performance church
Local Food Bank
Uxbridge Music Scholarship Trust
21 September 20__
Dear Choir Member(s):
We would like to extend to you again this year an invitation to join in the 20__ Production of Handel’s Messiah. We are looking forward to another enjoyable season of practices, concerts and fellowship. We hope you will be able to join us.
The practices will again be held at __ Church in Uxbridge, Sunday afternoons from 2:00 PM until 4:00 PM. Practices will start on October __. Please come a little early on the first day to facilitate registration. As always, there will be a cost of $20.00 to each choir member to cover the expense of practice refreshments etc. Scores and practice tapes will be available to purchase for those who do not already have one. Our concerts will be on December __ and __ with a dress rehearsal on Sunday December __, all at Trinity United Church, Uxbridge.
Once again we will need the assistance of Choir members to help make this year a success. We require involvement in promotion, stage set up, enlisting sponsors, practice refreshments, concert organization, and ticket distribution to name a few. Please consider how you can help and be prepared to sign up at our first few practices.
Once again, we are looking forward to seeing you on October __.
Yours very sincerely,
UXBRIDGE MESSIAH SINGERS EXECUTIVE
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Letters to include: Registration form, sweatshirt order form, CD order form, sign up to help with set up or clean up of cast party. Ask if choir members know anyone who might like to be a sponsor.
(Brian has Master list of choir members)
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February 20__
Dear Choir Member:
What a tremendous performance!! The 20__ edition of Handel’s Messiah can only be billed as the greatest success in our history as a group….and your participation was an important part of that success. Comments received from those in attendance were very positive. We performed to almost full house audiences both nights. Most comments we heard from the choir members were very enthusiastic. Our soloists were top notch, to say the least, and the orchestra was fabulous.
Oh, there were a few glitches, but they were not too noticeable and certainly did not take away from the effect of the whole event. Many have said they are already looking forward to our next production. By the way, the dates for the 20__ edition are set at December __, __, and __, with practices starting on October __. You can mark it in your calendars if you like.
Now, for the really exciting news! Financially, we had the most successful event in our history as well. As some of you will already know, our costs are fairly significant. The professional musicians alone cost us close to $10,000.00. However, with the proceeds of this year’s production we have been able to make significant contributions to our community. First of all, we were pleased to be able to make donations to the churches that so willingly offered us the use of their properties for practices and performances. From our remaining balance we have made a donation of __ to the Loaves & Fishes Food Bank and a donation of __ to the Uxbridge Music ScholarshipTrust. We know that you will be as delighted with these opportunities as we are. Thank you for helping make this possible.
We would like to thank each of you again for your part. Especially, we would like to thank those who went out of their way to help in so many ways to make the event possible. We look forward to seeing you all in 20__!
Yours very sincerely,
UXBRIDGE MESSIAH SINGERS,
Organizing Committee
The Uxbridge Messiah Singers
Present
G.F. Handel’s
MESSIAH
Monday & Wednesday
December & , 8:00 PM
TRINITY UNITED CHURCH
First Avenue, Uxbridge
No Set Admission Fee
An Offering to Defray Expenses Will Be
Received at the Door
(Suggested Donation $20.00)
Tickets are limited in number and are available in advance at:
BLUE HERON BOOKS,
PRESENTS, PRESENTS
Presentation of
Handel’s
MESSIAH
December 20th and 21st
Trinity United Church, First Avenue
Uxbridge, Ontario
Starting at 8:00 PM
Tickets are free,
Donations will be received at the door to defray expenses.
Suggested donation is $15.00 per person
Details
The bi-annual gala production of Handel’s Messiah will be presented Monday and Tuesday evenings, December 20th and 21st at Trinity United Church in Uxbridge. Performances begin at 8:00 PM.
This unforgettable seasonal tradition will be presented by the Uxbridge Messiah Singers; a volunteer organization which exists solely to bring Handel’s much loved oratorio to area music lovers. The Uxbridge Messiah Singers are known for their high quality and well directed production.
The 2004 production will be conducted once again by Thomas Baker, with a chorus of over 90 voices from around Durham & York regions, and a 15 piece professional orchestra.
Although there is no set admission charge for the Messiah, donations to defray expenses are received at the door each evening. Producers are suggesting a $20 donation per person. Only 750 tickets are available for each performance, and it is strongly recommended that you obtain your tickets in advance. Please call (905) 852-3184 for ticket information.
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Samples of information to be sent to churches and to local paper.
One before Thanksgiving to enlist singers and one in December to announce the Messiah performances.
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UXBRIDGE MESSIAH SINGERS
CHURCH BULLETIN ANNOUNCEMENT
Could you please give this information to your congregation regarding the Messiah Production for 2004?
CALLING ALL SINGERS! We are beginning preparations for the 2004 production of Handel’s Messiah. The choir practices are planned to start on October 17th at St Paul’s Anglican Church in Uxbridge. Practices begin at 2:00 PM and end at 4:00 PM each Sunday until performances on December 20th & 21st. If you have been a choir member in the past or would like to accept the wonderful challenge and experience of this inspirational musical production, please come and join us.
For further information contact Wendy Auger at (905) 852-5153 or Brian Evans at (905) 852-3184
Email to local paper for Community Events
To: Judi Bobbitt at jbobbitt@durhamregion.com
Hi Judi
Please include the following announcement in the Coming Events of the Times Journal.
A CHRISTMAS CLASSIC - HANDEL'S MESSIAH will be presented by the Uxbridge Messiah Singers on Monday, December 20 and Tuesday, December 21, 8 p.m. at Trinity United Church, First Ave., Uxbridge. The 90 member choir and professional orchestra will be conducted by Thomas Baker. An offering ($15 suggested) to defray expenses will be accepted at the door. Tickets available at Blue Heron Books, Presents, Presents and Radio Shack in Uxbridge.
Thank you,
Carolyn Hicken
Secretary,
Uxbridge Messiah Singers
February, 2003
Uxbridge Messiah Singers
News Release
For Immediate Release
Productions Success Is Good For the Community
The Uxbridge Messiah Singers have completed the most successful production of Handel’s Messiah in their history. With that success came some really practical benefits to local community groups. After the performances were over and all the expenses paid, the choir was able to make contributions to two worthy causes within our town. A donation for $1,000.00 was given to the Loaves and Fishes Food Bank, and $2,000.00 was contributed to the Uxbridge Music Scholarship Fund.
“We are very pleased to be able to make these contributions to our town.” George Pratt, President of the choir, commented. He adds, “Our expenses are fairly significant for this event because we hire professional musicians to ensure a top notch production. These high quality musicians cost the choir close to $10,000.00. The Choir of over 100 members are volunteers and work hard for 10 weeks to prepare. But they also make financial contributions that help our event to be the success it is every two years.”
The production of Messiah continues to draw full house audiences from Uxbridge and the surrounding communities, even as far away as Toronto. Many cannot believe the quality of the performances and compare them to professional productions elsewhere in Canada. Support for the event comes from the Choir, Township of Uxbridge, Corporate Sponsors and the suggested donation of $15.00 per ticket received at the door from the audience. “We are always a bit concerned before each production that we will meet our financial commitments”, says Mr. Pratt, “So far over these many years we have been okay. It is just tremendous that we are also able to make these presentations to support organizations in our community.”
The Uxbridge Messiah Singers will perform again in December 2004.
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Wording for under the attached Photo
The Uxbridge Messiah Singers once again held successful performances of Messiah in December. Wendy Auger (Centre), on behalf of the choir, is pleased to make presentations of $1,000.00 to Mary Lobban (left) of the Loaves and Fishes Food Bank and $2,000.00 to Anthony Holt (right) of the Uxbridge Music Scholarship Fund.
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