Junior City Council of Pretoria, Culture Committee

PROJECT PROPOSAL

The Junior City Council of Pretoria

Presents

Giovani Choir Festival8 – 9 March 2018

1. SummaryThe Junior City Council of Pretoria (JCC) is a non-profit organisation. We strive towardsenhancing the interest of the youth and the community and the building of friendships across thegreater Pretoria area. The JCC represents thirty-three different schools in Pretoria. The council usesthe young people of Pretoria to reunite its population. There are seven projects throughout the yearin which funds are raised for chosen charities, Gracia and Liefde Wen.

We want to raise enough money for our charities because each year their needs grow and the JuniorCity Council needs to keep up with the necessary funds to help them. We want to motivate you toparticipate in this extraordinary event to help the struggling people of Pretoria. We need yourhelping hand in improving the circumstances of the horrific conditions children live in, eitherthrough participating or sponsorships.

We need at least 100 choirs to partake in the festival to break even. Therefore, any amount ofsponsor will help with the contribution for the fundraiser. We want to make a net profit of at leastR70 000. All the money will go towards our charities for the year.

Our budget for the event amounts to R52 500; this includes extra for the venue and lighting. Wehave covered all expenses in our budget. We are working towards an estimated of

R115 000, but this will only be reached if 100 choirs partake in the choir festival.

The participating choirs will send in audition CD’s or videos, which will be judged by our judgesfor the year. The top 10 choirs will compete on the 8th, for High schools, and 9th, for Primaryschools. The winners will be announced at the end of each night.

We hope you look forward to working with us and share in the success of the City Councils primeevent of the year.

2. Introduction

The Junior City Council of Pretoria (JCC) is a non-profit organisation. We strive towardsenhancing the interest of the youth and the community and the building of friendships across thegreater Pretoria area. The JCC represents thirty-three different schools in Pretoria. The council usesthe young people of Pretoria to reunite its people. There are seven projects throughout the year inwhich funds are raised for chosen charities. The charities are selected by the Junior Mayor LeahWarmenhoven.

The Giovani choir festival is an event where choirs from across Pretoria compete to win theultimate price of R8000.

On the City Council, we have a vision for this extraordinary event. Music brings people togetherand what better way to bring the youth together than a friendly choir festival where they will becompeting to win the first prize. Our Junior mayor chose the phrase "to see one another" music hasbeen used for centuries to unite people of diverse cultures, religions, and races. The Giovani choirfestival is not a regular Junior City Council event. It will be a tradition and an event to be excitedfor, for years to come. This event will be the highlight of the year, where the youth can get totogether and show Pretoria the future and its leaders.

Each one of the Council's events has a mission, but as the Choir festival is such a big event, ourmission also grows. We aspire to raise money for our charities: "Gracia" and "Liefde Wen." Wewant to build a community where the youth can grow together and shape Pretoria. The event willbe used to discover the youth's hidden talents, as well as give them the necessary exposure.

3. Needs/Problems• Time: We have a limited amount of time to make this event a success. The Junior City Council

only has six months to plan this event and execute it smoothly.

• Place: The venue should be in the central of Pretoria, because we want to create a fair distancebetween every choir competing.

between every choir competing.

• Finances: The Junior City Council is a non-profit organisation. The council does not have thefinances to pay for the event out of our own account. Therefore, we are very reliable ofsponsors.

4. Goals/Objectives• Our biggest goal for the year is to from an event that will leave a legacy for the youth of

Pretoria. We want the event to be a haven for the youth to be able to reconnect in everyaspect.

• We want to make a profit of R70 000, that will all go to our charities.

5. Procedures/Scope of WorkParticipating choirs will send in their auditions tapes in February 2018, the precise time and datewill be confirmed. The tapes will be judges by our judges, where the top 10 choirs will compete atthe final night at Brooklyn theatre. In the beginning of the final evening the sponsors will beadvertised as per sponsor form. Each choir will follow the rules attached, because this will helpformulate a smooth event. The procedure regarding the final night will be according to general rulesof the competition. Each finalist will have 4 songs to sing. Three of the songs must be according tothe obligated song categories given. The fourth song may be a song of the school’s choice. At theend of the evening the judges will formulate a general criticism. The category winners will beannounced by the master of ceremony at the end of the night. The Junior City Council is reliable forthe cleaning of the venue, as well as minor details of the night.

6. Key Personnel

Organisation Junior City Council of PretoriaProject manager Ciara BuӱtendorpTeam Caelyn Fisher (VP), Zelmari Vorster (secretary), Chanri Theron, Tarik Lalla, Katlego

Kolotsi, Isak Mostert, Kayleigh Slement, Courteney Pike, Armandt Malan, AmandaMatie, Mbano Sibande, Liela van der Lith

7. Timetable

Description of Work Start and End DatesPhase One The marketing of the event, via Instagram,

Facebook, posters, etc. The sponsorhunting will be enabled.

18 September 2017 – 18January 2018

hunting will be enabled.Phase Two The entry forms must be handed out and

the payment of the entries.1 October – 31 October 2017

Phase Three The organisation of the food, water,drinks, printing of the certificates, makingof the trophies, finalisation of judges,venue, MC, programmes, and other minordetails

18 September 2017 – 5March 2018

ACTIVITY IMPLEMENTATION TIME RESPONSIBILITY1. The design of the programmes,posters, website, logo and themarketing.

Month 1 Month 2 Month 3

XXXXXXX XXXXXX Marketing team, led by councillorMostert

1.1. Conduct needs assessment XXXXXX Consultant: Necron Consultants1.2. The collection of sponsors XXXXXXX XXXXXX Culture Committee1.3. The collection of entry fees XXXXXXX XXXXXX Councillors of the Junior City

Council of Pretoria2. Improve procedure for projectmanagement

XXXXXXX XXXXXX XXXXXX Project Manager: Ciara Buytendorp

2.1. Conduct management auditof current procedures

XXXXXX Consultant: Necron Consultants

8. Budget Description of Work Start and End DatesPhase One The marketing of the event, via Instagram,

Facebook, posters, etc. The sponsorhunting will be enabled.

18 September 2017 – 18January 2018R12 000

Phase Two The entry forms must be handed out andthe payment of the entries.

1 October – 31 October 2017R 15 000

Phase Three The organisation of the food, water,drinks, printing of the certificates, makingof the trophies, finalisation of judges,venue, MC, programmes and other minordetails, lighting

18 September 2017 – 5March 2018R 50 000

Total R 55 000– R 70 000

9.

Next StepsSponsors

(Sponsor form attached)BRONZE SPONSOR

A sponsorship to the value of R500.00-R1450.00 (it can be cash, vouchers or prizes)

In return:

• You may advertise your company at the semi-final (banners, posters, etc.)• On the night of the final, you will be publicly announced, and thanked for your sponsorship by our

host.• Your logo will appear on the big screen on the night of the final • Complimentary tickets to join us at the final event.

SILVER SPONSOR

A sponsorship to the value of R1500.00-R4900.00 (it can be cash, vouchers or prizes)

In return:

• ALL benefits of the bronze AND:• Recognition on the final night (logo and contact details) in our program• You may hand out gifts or pamphlets on the night of the Final.

GOLD SPONSOR

A sponsorship to the value of R5000.00-R10000.00 (it can be cash, vouchers or prizes)

In return:

• ALL benefits of the bronze, silver AND:• You will be included in the advertising campaign for the choir festival.• If 60% of your sponsorship is in cash, you will receive a full colour, full-page ad in our booklet. We

print 500-1000 and each quest and judge will receive one.• You may put up branding at the finals of this event.

MAIN SPONSOR

A sponsorship to the value of R20000.00 or more (60% must be cash)

In return:

• ALL benefits of the bronze, silver, gold AND:• The Choir Festival competition will incorporate the specific companies name in the titles.• A representative of your company can make a 2-5-minute speech on the night of the finals.•

SPONSOR/DONATION FORM:

Name and Surname of Donator

Telephone Number

Amount donated/Value of Productsdonated

E-mail Address

Description of Products(Only if products are donated.)

EFT/Cash Payment

(Choose one in the case of a cashsponsor/donation)

Date on which Cash/Products is/aregoing to be received

Signature of Donator

Banking Details of the Junior CityCouncil of Pretoria

Junior City CouncilABSABranch Code: 632 005Account number: 108 452 3590Reference:

Please e-mail this form and the proof of payment to the

committee chairperson.

The Junior City Council of Pretoria thanks you for your valuable support andThe Junior City Council of Pretoria thanks you for your valuable support andcontribution.contribution.

Participation(Entry forms attached)

SONG CATEGORIES

• Traditional song: This includes any of the 11 official languages• Blues• Contemporary Jazz• Classical music• Spoken word• World: The song must be sung in that language

CATEGORY A

Primary – juniors & Primary – seniors• A program consisting of 3 works which display contrasting style (tempo, text and

atmosphere).• Duration of the program: 10 minutes maximum.

CATEGORY Ba

Primary – seniorA program consisting of 4 contrasting works. Requirements:

• An original composition by a South African composer, in any language. • (No SA traditional songs).• A unison composition. No arrangements.• A composition from another country (in any language).• Own choice.• Duration 15 to 18 minutes.• At least 1 piece must be performed A CAPELLA.

CATEGORY Bb

High SchoolA program consisting of 3 contrasting works. Requirements:

• An original composition by a South African composer, in any language.• (No SA traditional songs).• A composition from another country (in any language).• Own choice.• Duration 15 minutes.

CATEGORY C

A choice of 2 songs varied in style and period must be presented for this section. At least 1piece must be performed A CAPELLA by High School Choirs.

• A work in any African language (not English or Afrikaans), composed or traditionalmust be included.

• A composition from any period e.g. Baroque, Classical, Romantic, Modern or recentlycomposed.

• Duration: 10 minutes

REQUIREMENTS1. Each participating choir must nominate a "contact person" to:

• Come to the table to decide on the room where the choir may warm up• Hand in, to the convenor, the completed slip and the program, bound in a file in the correct order• Sit behind the convenor during the session to summon the choir when asked to do so.

2. All contact persons MUST report to the table at least 30 minutes before the scheduled time, otherwise they forfeittheir right to perform.3. Choirmasters must take responsibility for the room in which the choir warms up. It must be left as it was found.Primary as well as High School choirs must besupervised always while occupying the room.4. Please keep to the time stated on the entry form.5. Candidates and/or accompanists who arrive more than 5 minutes late forfeit the right to perform.

COMPETITION RULES

2. To qualify as Overall Winner in the High School section a choir MUST:

• Take part in category B and C. The choir with the highest aggregate in category B and C will receive thisaward. Minimum A+.

3. A choir must consist out of at least 20 members. There is no maximum.4. A traditional folk song is a song in any of the 11 official languages of SA and must be authentic. Folkmusic from any other country must be sung in the original language. 5. The duration of a program may not exceed the settime limit.6. Originality and diversity will be considered in the adjudication.

GENERAL RULES

PARTICIPATION.• A candidate and accompanist must be available at least 15 minutes before the time of participation.• Candidates and/or accompanists who are more than 5 minutes late forfeit the right to perform.• To be allowed to perform the participant slip must be handed to the secretary at the adjudicator’s table.• Time limits must be STRICTLY observed.• Withdrawals must be reported 48 hours before the scheduled time to the convenor.

ADJUDICATION

• Participation out of session will not be allowed.• It is the candidate’s responsibility to ascertain his/her time of participation.• The adjudicator’s decision is final and no discussion or correspondence on the issue will be allowed.• Candidates/family members/ teachers are not allowed to communicate with the adjudicator IN ANY WAY before,

during or directly after adjudication.• Problems must be discussed with the convenor before the start of a session. No problems will be discussed at the

table.• An adjudicator’s report will be handed to the participant directly after the session. Only a symbol is awarded.• Awards are as follows:

90% to 100% - Gold: A++85% to 89% - Gold: A+80% to 84% - Gold: A75% to 79% - Silver: B+70% to 74% - Silver: B60% to 69% - Bronze: C

• Certificates will be handed to the competitors as soon as possible after the session.• According to stipulation at each section (regarding the number of group members) each receive a certificate.

Additional certificates can be requested at a fee of R15 per certificate.• Certificates are printed according to the information on the entry form. It is therefore imperative that teachers verify

all the relevant information. If a certificate must be reprinted because of a mistake on the entry form, R15 will becharged.

charged.• Payment must accompany the request for a new certificate.

COSTS• Preferably ELECTRONIC payments.• Banking Details:

Junior City CouncilABSABranch Code: 632 005Account number: 108 452 3590Reference: Giovani Choir Festival

• Entries will only be processed once proof of payment is received.• Entry fees as stipulated at each section.• Entry fees will not be refunded.

AWARDS• The adjudicator’s decision as to awarding an award is final.• An adjudicator may withhold an award if the standard of work is inadequate.• All awards will be presented at the end of each night.• Awards will only be awarded according to merit.

TROPHIES• Most trophies are floating trophies and must be returned at the closing date of new entries.• An administration fee of R15 will be charged for the late returning of a trophy.• A trophy lost whilst in possession of a winner must be replaced at his/her expense.• When receiving a trophy each winner will be asked to sign a receipt and to give his home address, telephone

number/s and e-mail address.• The winner is responsible for the engraving of the trophy.

Contact detailsFor any inquiries, please communicate with the following

Ciara Buytendorp: Project Managerciara.buytendorp@gmail.com

076 992 5626

Caelyn Fisher: Vice ChairpersonmargouxF@gmail.com071 383 3225

Zelmari Vorster: Secretaryzelmarivorster@gmail.com061 690 2278

Project Client

Date: _____________

Project Sponsor

Date: _____________

Ciara Buytendorp, ProjectManager

Date: _____________

This Project Proposal Form is created for you by the Culture Committee of the Junior City Council of Pretoria