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Bach Chorale Youth Chorus Manual

Table of Contents

GENERAL INFORMATION

Please read this handbook for basic information regarding our Bach Chorale Youth Chorus program and expectations.  For specific information not included, you may contact the Bach Chorale Office, 765-429-5151 or Jean Dahnke, Youth Chorus Coordinator, 765-296-2666.

Weekly updates are often sent home following rehearsals with information regarding upcoming concerts, scheduling and changes, parent meeting dates, fundraising opportunities, or other important information concerning the BCYC.  All choristers are encouraged to share this information with their parents immediately following the rehearsal.  As our website function continues to develop, we hope to post weekly information for all Internet users to access. 

Parents are welcome to observe their child’s rehearsals at any time.  However, we do require complete silence while observing.  Disruptive siblings (or parents) will be asked to leave.

Music and choral binders belong to BCYC and should be used and handled with care.  They are to be turned in at the end of each rehearsal, unless the director gives permission for choristers to take the binders home.  Each chorister is responsible for lost or damaged music and will be charged accordingly at the end of the season.

Exemplary behavior is expected of all choristers, whether at rehearsals or performances, on stage of off stage.  Disruptive and disrespectful behavior will not be tolerated, and after proper warning, will be grounds for dismissal.

Each chorister is required to fill out a registration information form and turn in a signed contract every year.  These will be distributed at the audition and must be returned no later than the first rehearsal date.

CALENDAR

Youth Chorus Calendar/Schedule
Each choral year consists of two seasons: September – December, and January – May.  BCYC holidays and breaks usually follow the Lafayette School District calendar.  Specific rehearsal and performance calendars for each season will be distributed at the beginning of each season.  The Youth Chorus will meet Monday evenings from 7:00 to 8:30 p.m. unless indicated differently on season rehearsal calendars.


Special Rehearsals and Performances

Public performances are an important component of the BCYC.  Singers in the BCYC participate in at least two major concerts each year: a Winter Concert and a Spring Concert.  Choristers can only experience the fruits of their labor by participating in the finished product, the concert.  This opportunity to share their works with an audience in the concert stetting is extremely valuable.  Every chorister has a special voice and unique talent to contribute, and everyone is expected to give his or her best!

The director will select activities and performances for the season.  Other community performances may be scheduled based on requests.  These will be communicated to the chorister’s families at the earliest opportunity.  Transportation to all rehearsals and performances is the responsibility of the chorister’s parent(s).

MEMBERSHIP AND ATTENDANCE

Youth Chorus Membership

Enrollment may be for the entire season (September through May), or per semester (first semester September through December; second semester January through May).   Choristers should plan on being available and on time for all scheduled rehearsals, concerts, and community performances throughout the season.   This will include all scheduled Monday night rehearsals at Grace United Methodist Church, 6715 N. 22nd, from 7:00-8:30 p.m. and any additional rehearsals scheduled during the weekend of our formal concerts on November 20, 2005; March 6, 2006; and April 22, 2006.

Attendance Policies

The Bach Chorale Youth Chorus meets only once each week, and learns a great amount of quality, often difficult music, each season.  Regular rehearsal attendance is a necessity for each member to fully participate and reap all the benefits of this unique choir experience.  Except for illness, we need to have each member present every Monday evening. We ask each member to limit his/her absences to one per semester.  If a child needs to be excused, please call Mrs. Dahnke at 296-2666 before 6:00 p.m. on the evening of a rehearsal.  All unexcused absent choristers will be contacted to ascertain the reason for absence.  If a member has laryngitis but feels well, he or she is encouraged to attend rehearsal in a listening capacity.  The chorister and parent(s) shall furnish in advance in writing all conflicts, which may arise during the season at the earliest notification of the conflict.

AUDITIONS/EVALUATIONS

Auditions to join the BCYC group will be scheduled by appointment.  Please contact Jean Dahnke, 296-2666 to arrange an audition time for either August 29 or 30th.  All returning choristers are required to go through the audition process each year, in order for the director to hear and identify voice placement, musical strengths and changes.  Acceptance into the Youth Chorus will be by invitation by the director once the audition process is complete.

UNIFORMS

BCYC Uniform Requirements

Informal Uniforms
Informal uniforms are required for BCYC members.  It consists of a white polo shirt with the BCYC log, black slacks or skirts, black shoes.

Formal Uniforms
Youth Chorus members are required to take responsibility for the purchase and maintenance of his/her choir outfit.  The BCYC outfit is a white, long-sleeved tuxedo--style shirt, black skirt for the young ladies and black slacks for the young gentlemen, cummerbund and rosette/bowtie, black socks/tights and black shoes.  The shirts and pants must be clean and unwrinkled, and the hoses must be clean and polished at the time of performance. 

Choristers will be measured for uniforms three weeks into the semester.  Parents will be notified of uniform charges, and payments must be received before uniforms will be distributed to choristers.  Cummerbunds, rosettes/ties will be distributed once a deposit of $10.00 is received.  These will all be distributed at the same time.  The deposit will be returned at the end of the season when the cummerbunds, rosettes and ties are all turned in and recorded.

Personal Appearance
Each chorister is responsible to look their absolute best and be dressed appropriately for a performance.  Earrings should not be worn during performances, and all hair should be pulled back from the face with a fastener that matches the color of hair.  No jewelry should be worn at the time of performance.  Any chorister that does not come dressed appropriately for a performance will not be allowed to perform.


FINANCIAL MATTERS

A non-refundable tuition payment is due upon registration.  Full year tuition is $70.00, tuition paid on semester basis is $40.00.  This tuition is to be paid in full by the first rehearsal in September (or in January for second semester auditioners). If for any reason, a chorister’s family is unable to pay the required tuition, a request for financial assistance form must be completed.  A chorister’s minimum financial obligation to the BCYC is a placement fee of $25.00 with the completion and approved acceptance of the Financial Assistance For by the BCYC Board of Directors.  No child will be denied the opportunity of taking part in the BCYC for financial reasons.

Payments may be mailed to the Bach Chorale Organization, or may be given to the Youth Chorus Coordinator when registration and contracts are completed and turned in.  We do not send out invoices.  It is your responsibility to 1) pay the right amount on time; 2) include on each check the chorister’s full name and include appropriate registration forms when applicable, and 3) if your check is to be used for more than one chorister or purpose, attach a note itemizing the charges to be covered.

Fundraising
Your annual tuition fees only cover part of Bach Chorale Youth Chorus ongoing expenses, which include rental of concert sites, staff salaries, insurance, choral music and practice resources, office supplies, etc.  Bach Chorale Youth Chorus relies on the efforts of the board and parents to raise additional needed funds (SEE PARENT COMMITTEES).


PARENT COMMITTEES

Parent Committee and Community of Volunteers
Bach Chorale Youth Chorus parents become participants in the success of the choir each year by accepting a volunteer support position.  Volunteer sign-up sheets will be available at the parent meeting which will be held at the beginning of the semester.

BCYC Committee
A group of parents representing the Youth Chorus which meets regularly to address needs of the Youth Chorus and provides implementation methods to meet those needs.


Chaperone
Oversees BCYC Choristers for rehearsals (in absence of Coordinator), concerts, community events, Youth Chorus travel.

Fundraising
  • Solicit fundraising opportunities
  • Assist with fundraising activities
  • Apply for grants

Mailing Preparations
Office volunteers to help with concert promotions, etc.

Music Sorting/Filing
 Assists with preparing folders and re-filing music following semester end

Communication
  • Phone calling
  • Website maintenance

Refreshments
Provide refreshments for concert receptions, other youth chorus events

Concert Set-up/Clean-up
  • Transport risers
  • Set-up and teardown risers
  • Reception coordinator and set-up/clean-up assistants

Event Support
  • Sound technician
  • Video or CD recording
  • Photography
  • Equipment transport as needed
  • Video/CD/Photo duplication and distribution
   
Uniforms
  • Measure choristers for correct uniform sizes
  • Assist with uniform distribution
Sewing
Sew chorister skirts

Public Relations
  • Contact media (radio, TV, newspaper, etc.) regarding BCYC
  • Search for performance venues for BCYC

Desktop Publishing
BCYC brochures, forms, handbook, programs

Serve on Bach Chorale Organization Board of Directors