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



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


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 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



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


EVC

Page Instructions: GRC Appendix III

Emcee Instructions: GRC Section E



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)


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


Excel Files (electronic)

OPL 30-Day Mailing and Emailing Sent Electronic: OPL

General Information

Final Order of Appearance


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



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



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



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



2018 regional project schedule - sweet adelines international · pdf filecome thru js meeting....

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