GUIDELINES FOR REGIONAL CONVENTION TABLE OF CONTENTS Page 1 TABLE OF CONTENTS
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1 Mission Statement Sweet Adelines International is a worldwide organization of women singers committed to advancing the musical art form of barbershop harmony through education and performance.
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3 Page 1 TABLE OF CONTENTS SECTION A SECTION B SECTION C INTRODUCTION Guidelines for Regional Conventions A-1 Introduction... A-1 Using the GRC... A-1 Introduction to Regional Conventions A-3 Supervision and Coordination... A-3 CONVENTION PERSONNEL Official Panel...B-1 General Information...B-1 Chair of the Official Panel...B-1 Panel Secretary...B-2 Events Coordinator...B-4 Basic Responsibilities...B-4 Project Schedule...B-6 Chair of the Regional Convention...B-9 Basic Responsibilities...B-9 Position Requirements...B-10 Project Schedule...B-11 Competition Coordinator...B-15 Basic Responsibilities...B-15 Project Schedule...B-17 Official Panel Liaison...B-20 Basic Responsibilities...B-20 Position Requirements...B-20 Project Schedule...B-21 Directors Coordinator, Education Coordinator, and Finance Coordinator.. B-25 Project Schedule...B-26 CONVENTION COMMITTEES Convention Steering Committee...C-1 Convention Assistance Chapter...C-2 Subcommittees...C-3 Afterglow...C-3 All-events/Tickets...C-3 Awards...C-3 Backstage Assistant...C-4 Bulletins...C-4 Convention Secretary...C-4 Decorations/Signage...C-4 Finance...C-5 Host Committee...C-5 Hospitality...C-5 Housing...C-5 Photography...C-6
4 Page 2 SECTION D Program...C-6 Public Relations...C-6 Security...C-6 Show of Champions...C-7 Transportation...C-7 Warm-up Rooms...C-7 CONVENTION PREPARATIONS Budget... D-1 Revenues... D-1 Expenses... D-1 Division of Profit... D-2 Site Selection and Inspections... D-3 Introduction... D-3 Initial Site Inspection... D-3 Site Selection Factors... D-4 Geographic Location... D-4 Safety Considerations... D-4 Hotels... D-4 Outside Restaurants... D-6 Competition Facility... D-6 Stage... D-7 Shells... D-8 Curtain... D-8 Lighting Standards... D-8 Signal System/Headphones... D-9 Sound System... D-9 Recordings... D-11 Judging Areas... D-11 Traffic Pattern... D-12 Photography Area... D-12 Warm-up Area... D-12 Holding Area... D-12 Purse Drop Area... D-12 Restroom Facilities... D-12 Space For Regional Personnel D-12 Hours... D-12 Seating... D-12 Facility/Union Personnel... D-12 Restrictions... D-13 Costs... D-13 Americans with Disabilities Act D-13 Contract Negotiations... D-14 Re-inspections... D-14 Working Inspection... D-14 Hotel... D-15
5 Page 3 SECTION D CONVENTION PREPARATIONS (continued) Competition Facility... D-16 Glossary of Hotel Terminology... D-18 Glossary of Food & Beverage Terminology D-20 Glossary of General Meeting Management Terminology D-22 Glossary of Room Setup Terminology D-24 Official Schedule of Events... D-26 Quartet Competition Schedule... D-26 Chorus Competition Schedule... D-27 Schedule for Other Convention Events D-27 Traffic Pattern and Schedule... D-28 Planning the Traffic Pattern... D-28 Contestant Needs... D-28 Facility... D-28 Traffic Pattern Schedule... D-28 Sample Traffic Pattern... D-29 Official Panel Arrangements... D-30 Housing... D-30 Transportation... D-30 Meals... D-31 Hospitality... D-31 Registration... D-32 Supplies/Equipment... D-32 Rest Area... D-33 Correspondence... D-33 Trial Scoring Judges' Arrangements D-35 Housing/Transportation/Meals... D-35 Registration... D-35 Supplies/Equipment... D-35 Seating D-35 Scoring Packets... D-35 Supplies... D-35 Rest Area... D-35 Correspondence... D-35 Performance Licenses... D-36 ASCAP/BMI... D-36 SOCAN... D-37 Convention Bulletins... D-38 Awards... D-40 Presenters... D-40 Ordering Awards... D-40 Chorus Recognition Awards... D-41 Regional Awards... D-41
6 Page 4 SECTION E SECTION F CONVENTION WEEKEND Official Inspections...E-1 Pages...E-1 Sound/Lighting...E-2 Audio and Video Recording E-2 Curtain Call...E-2 Postcompetition Meeting...E-2 Quartet Inspection...E-2 Chorus Inspection...E-3 Competition sessions...e-3 Quartet Competition...E-3 Chorus Competition...E-3 Contestant Briefings...E-3 Joint Briefing E-4 Quartet Briefing E-4 Chorus Briefing...E-4 Quartet Briefing Check List...E-5 Chorus Briefing Check List...E-7 Format for the Introduction of the Official Panel E-9 Emcee Instructions...E-11 Regional Quartet Competition Emcee Script E-13 Regional Chorus Competition Emcee Script E-14 Awards and Announcement of Results E-15 International Awards...E-15 Division A and Division AA Chorus Awards E-15 Most Improved Chorus Award...E-16 Regional Awards...E-16 Guide for Announcing the Official Quartet Results E-17 Guide for Announcing the Official Chorus Results E-19 Official Results...E-22 Photocopying and Distributing Results E-22 Contestant Packets...E-22 POSTCOMPETITION Final Reports...F-1 Postcompetition Meetings...F-1 Official Panel...F-1 Hotel...F-1 Convention Steering Committee...F-1 Billing for Official Panel Expenses...F-1 APPENDICES Appendix I Public Relations Appendix II Americans with Disabilities Act
7 Page 5 Appendix III Forms/Instructions/Diagrams: Audio Recording Regional Competitions (pg.1-2) Video Recording Regional Competitions (pg.2-4) Instructions to Regional Pages for Official Panel (pg.5) Instructions to Regional Pages for Trial Scorers (pg. 6) Function Sheet ( pg. 7) Sample Quartet Traffic Pattern Schedule Sample Chorus Traffic Pattern Schedule Request for ASCAP/BMI License form Sample Music Services Project Schedule Sample Proposed Schedule of Events Riser Placement Diagrams Judging Pit Diagram Final Pose Cue Sheet Sample Appendix IV Sound system guidelines Appendix V Guidelines For Evaluation By Video
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