2019 AC&C - Chapter Responsibilites

A proposal to revamp the Area 4 Convention Team and redefine the chapter support role in executing the annual Area 4 Convention and Contests was approved September 2018.
Team Member
Additional / New Responsibilities
Convention Manager -
​Sara Stone​
  1. Contact CVB for publicity
Contest/Stage Manager -
​Susan Spencer
  1. Secure Sound & Lighting resource
  2. Secure CD/DVD recording resource
  3. Create CD/DVD forms
  4. Secure Photographer
  5. Create Photo Form
Treasurer - Linda Bloch
No additional duties
ACJC - Cookie Crews 2019, Maria Bunte 2020
No additional duties
Onsite Manager - Kelly Kahn, Robin Cabico, Katelyn Cabico, & Jacque Deaton (Serendipity Quartet (2019)

I am looking for a permanent person for this role in 2020 and beyond.
  1. Work with chapters to secure volunteers for the following coverage (see sample rotation schedule below):
         a. Registration
         b. Hospitality
         c. Education Classes
         d. Contest
    2.  Create and maintain supply kit for Registration
    3.  Act as Assistant Convention Manager
Registration Manager -
​Libby Brown
  1. Create Name Tags
  2. Create Program
  3. Create Ad Form
  4. Create Registration Form
  5. Create Single Session Tickets
  6. Prepare copies for Registration and Contest:
         a. Contest Line-Ups - Quartet and Chorus
         b. Education Classes
​         c. Maps to/from contest site and hotel
Banquet/Judges Liaison - TBD

I am looking for a permanent person for this role in 2020 and beyond.
Plan and organize Moonglow mean within budget (Sara doing this in 2019)
  1. Plan all judge and special guest (e.g. International Board Liaison) meals
  2. Plan and coordinate judges' snacks in hospitality suite and Green Room at the contest site
  3. Coordinate Judges Transportation to/from airport and contest site.
Moonglow
Keep in the rotation schedule for chapters - see below



​Sample Chapter Rotation Schedule:
  • Each chorus rotates off a year, on a year - either providing volunteers or in charge of the Moonglow.
  • New chapters will be added in subsequent years.
Rationale:
  • Some jobs are proving to be pretty standard year to year
  • It feels like a nature evolution to expand the team to handle these routing, recurring functions
  • This will streamline the planning year to year
  • We'll still have chapters involved with "the party" and to cover key functions, however, we will not be teaching a new group every year