Volunteer

FAMILIES VOLUNTEERING FOR COMMITTEE CHAIRMAN DUTIES ARE EXCUSED FROM ALL OTHER VOLUNTEER DUTIES.

Parent Committees

In addition to stage/snack duties, all families are expected to participate in at least one committee. Any families not participating in the formal committees listed below will be called upon throughout the year to participate in one-time events such as concert support, envelope stuffing, equipment inventorying, storage reorganization, etc.

A BYO Board Member or the Orchestra Manager acts as an advisor to each committee. S/he is responsible for initiating and facilitating the first committee meeting each season. The objective of this first meeting is to brief the parents on the objectives for this committee, and work to identify a parent chairman. When a parent chairman has been identified, the Board Advisor becomes just that – an “advisor” to the committee, bringing questions/issues to the Board on the committee’s behalf, scheduling committee reports to the Board, and coaching/assisting the chairman if the committee is having difficulty achieving its objectives.

Committee Chairmen are excused from all other volunteer obligations.

Silent Auction : Plan and execute the Silent Auction which is planned as part of the final gala concert of the season. Organize the acquisition, bundling, presentation and documentation of all donations. Track donations and ensure appropriate thank-yous are sent by the Orchestra Manager. Plan and organize logistics for setting up, sales, and cash collection on day of the event. Oversee event, reconcile cash and oversee clean up.

Practice-a-Thon : Plan and execute February Practice-a-Thon. Ensure all forms, instructions, etc., are reproduced (with assistance from Orchestra Manager). Identify prize lists, present/promote program to parents and members. Collect and reconcile donations with assistance of Treasurer; acquire and distribute incentive prizes for members. Coordinate solicitation of matching funds, and ensure thank-yous are sent by the Orchestra Manager as appropriate.

Violin Raffle : Plan and execute the Violin Raffle (violin donated by Ifshin). Acquire violin from Ifshin, produce promotional materials for distribution to members and at concerts and/or via mailings. Ensure tickets are produced, and organize and oversee sales at concerts.

Marketing/Publicity Committee : Write and send press releases, maintain press list. Produce and issue press releases to promote auditions and concerts. Develop materials for mid-season mailings to music teachers, etc., to promote auditions mid-season.

Concert Coordination Committee : Organize and oversee “front of theater” concert activities, including ticket sales, bake sale, ushers, CD sales. Direct ushers and coordinate with Orchestra Manager to determine when to open doors to theater. Identify volunteers required for each concert, and assist Orchestra manager to acquire them from the parent community. On concert day, direct all volunteers in front of theater, arrange oversight during concert to ensure BYO materials are safe and late arrivals are able to enter the theater. Direct clean up post-concert.