Twenty (20) Minutes Prior to Class / Upon Arrival:
1) Introduce yourself to the adjudicator
2) On the desk you will find:
a. Master Program – THIS IS WHERE ALL MARKS ARE WRITTEN DOWN. This book should be closed when you are not sitting at the desk, as this is confidential information.
b. Volunteer Badge
c. Adjudication Sheets & Certificates in Envelopes marked with the Date and time of session
d. Box with pens, pencils, erasers
e. Gala Performers Sheet (handed out to students receiving a Gold)
f. Gold, Silver, Bronze “LABELS” to be placed on Certificates
g. Water bottles
h. Set of RCM Music Books Level Intro – Level 8 if needed
3) Put on “Volunteer Badge”
4) Find Envelope marked “Adjudicator Marking Sheets” with today’s date
5) Pull out sheets and certificates and ask the adjudicator to sign them. (Careful not to let them get out of order) Adjudicator keeps the adjudication marking sheets and you take back the certificates.
6) Pencils: make sure they are sharpened at all times. Have 3 in front of the adjudicator.
7) Ensure sessions (morning, afternoon, evening) start on time.
8) Opening Remarks are done by another Volunteer
9) Once this is done, you announce we will begin with class ____ and continue to class ____ before the adjudication. If students would have their music open and ready to the page and bring it to the table when you are called. Now let’s begin with class ______.
10) “Colleen Koop performing A Jolly Frog”. Student should then bring their music to the table and hand in.
11) Student performs their piece.
12) WAIT until the adjudicator gives you the “OK” before you call the next person.
13) At the end of the class (es) the adjudicator will then
a. Mark the adjudication sheets with a Gold, Silver, Bronze
b. Record info in his/her own program
c. Will give his/her program to you to put the appropriate “Gold, Silver, Bronze” seal on the certificate WHILE they go up to the front and do the adjudication.
d. When he/she is done they will come and get the completed certificates from you.
e. Give him/her the “Performers Gala Sheet” to give to all the GOLD performers.
f. Adjudicator will then give the students their books and papers.
14) As soon as this is done, move quickly to the next class. If there is a change over of levels/age groups review the housekeeping rules as needed.
15) At the end of the session (morning, afternoon, evening)
a. Thank the Students & the Adjudicator.
b. Remind Students receiving a Gold Certifciate to hand in their Gala Performers sheet to the desk outside.
c. Make sure the Master Program is CLOSED
d. Tidy up table, ready for the next session.
16) Make sure the Master Program is CLOSED.
Possible Questions:
1) Student was not there when the name was called.
a. At the end of the class call the name one more time, if no response write down WD in the book and set aside the adjudication sheet & certificate.
2) Class is finished, but a missing student comes to the desk to say they were there now. Can they perform?
a. Tell the student they’ll have to sit down and when you have a moment you will ask the adjudicator if they will still hear the student perform at the end of the session (morning, afternoon, evening). If he/she says Yes, tell them they have to wait till the end.
b. If the student does not perform at the end when called, they will not have another opportunity to play the piece they missed.
3) Student does not have an original copy of their music and does not have their piece memorized.
a. Adjudicator then should look at the music, then give to the student to use at the piano. Then after they are done, bring the music back to the table.
4) Student is performing, and then has a memory lapse.
a. Adjudicator will usually give the student their music and try to help them out.
Outside Door Monitor
· Greet people as they come in the door.
· Upon student arrival, check them off in the book and then confirm the following
o They have a copy of their music with their name in it
o Put a sticky on the page of their song, and write on it their name and what number they are in the class (i.e. 1,2,3,4)
· See any cameras, video recorders, ask them to review the Blue Sign.
· Keep the front lobby chatter to a whisper during performances and / or adjudication time.
· Do not allow people to exit OR enter DURING a performance and during the adjudication period as this is very distracting to the performer
· Missing Performers – As performers arrive check off. If a class is ready to begin and there is someone missing, please inform the Inside Door Monitor PRIOR to the class beginning. If they do arrive after their name has been called, please let the secretary know they have arrived.
· Check in with the inside door monitor where they are at in the program. As people arrive you can inform them where they are at in the program.
· Gold Performances: As students are leaving Gold Recipients are asked to confirm their attendance by handing in their Gala Performers Form.
· Cash Box – please give to the secretary at the end of your shift.
Things to Sell:
· Admission Pass: $10.00
o Give them a ticket and tear off the side that says “Admission Pass”
o Encourage them to write their name on the ticket if lost.
· Programs - $2.00 each – please mark down on the blue sticky how many are sold
INSIDE DOOR MONITOR
Here are a few housekeeping rules to keep in mind:
· If you see someone with a cell phone, kindly remind him or her to turn it off while they are inside the performance venue.
· Do not allow people to exit OR enter DURING a performance and during the adjudication period as this is very distracting to the performer
· If you see a camera, or video recorder please ask them kindly not to take any photographs during a performance. An opportunity will be given at the end of the (afternoon / evening) session.
o IF YOU SEE SOMEONE RECORDING THE ADJUDICATOR, OR A STUDENT THAT YOU KNOW IS NOT THEIR OWN SON/DAUGHTER, GO TO THEM IMMEDIATELY AND ASK THEM TO STOP. THEY ARE NOT ALLOWED TO DO THIS.
· Missing Performers - The outside door monitor will keep you posted if anyone is missing, as they will be checking off as performers arrive. If a class is ready to begin and there is someone missing, please inform the secretary of this PRIOR to the class beginning. If they do arrive after their name has been called, please let the secretary know they have arrived.
· When a performer is called up to the piano, stand in front of the door so that if someone accidentally opens it, you can prevent it from slamming shut.
· In between performers and while you are waiting for the adjudicator to begin his comments, open the door so people know they can come in.
· Keep the outside door monitor up to date when classes are finished. Then he/she can tell people as they arrive where we are at in the program.
· As students are leaving kindly remind all Gold Recipients to check in with the Outside Desk to confirm their attendance at the Hi-Lites concert on Sunday, April 13 at 6:00 pm in Squamish.
Enjoy the performances!