Overview

This process describes how to create and carry out the annual program of the Amateur Performing Group (APG).

• Creating, confirming and announcing the annual program, applying for grants and reporting to benefactors
• Conducting the AGM
• Preparing for a performance, including rehearsals and publicity, and reviewing its effectiveness
• Conducting dress rehearsals and briefing performers
• Planning and managing front of house at a performance
• Conducting a performance

Procedures

Procedures are sets of connected activities. An activity is the set of steps that a role performs.

Support Documents

Work Instructions

Work instructions give detailed instructions for an activity.

Information documents

Information documents provide reference tables, lists and rules.

Forms

Forms enable you to record and send information in the process.

Related Links

This process refers to the following related sites and documents.

Put links to external documents here

Roles in the Process

Click your role for a list of the procedures that involve you.

Artistic Director
President
Secretary
Treasurer
Committee
Grant Coordinator
Concert Manager
Publicity Coordinator
Librarian
Front of House Manager

Artistic Director

• Sets artistic standards
• Recommends the annual program to the Committee
• Arranges and communicates with guest performers
• Directs rehearsals and performances
• Provides artistic and technical training and development to members
• Acts as artistic spokesperson for the Amateur Performing Group

Create Annual Program Procedure
Prepare Performance Procedure
Conduct Dress Rehearsal Procedure
Conduct Performance Procedure

President

• Is the public representative of the Amateur Performing Group
• Announces Committee decisions to the members
• Is aware of other cultural events in the community when creating the annual program
• Conducts meetings

Create Annual Program Procedure
Conduct AGM Procedure
Conduct Performance Procedure

Roles

Secretary

• Manages correspondence, minutes and venue bookings.

Create Annual Program Procedure
Conduct AGM Procedure
Prepare Performance Procedure

Roles

Treasurer

• Manages finances of the Amateur Performing Group
• Recruits and supervises the Front of House Manager

Create Annual Program Procedure
Conduct AGM Procedure
Manage Front of House Procedure

Roles

Committee

• Creates and confirms the annual program
• Makes decisions about the day-to-day management of the Amateur Performing Group.

Create Annual Program Procedure
Conduct AGM Procedure
Prepare Performance Procedure

Roles

Grant Coordinator

• Researches and applies for cultural grants
• Reports to benefactors as required

Create Annual Program Procedure

Roles

Concert Manager

• Planning
• Briefing the members about requirements
• Recruiting members to help
• Ensuring smooth running of the event by being aware of all aspects of its operation

Prepare Performance Procedure
Conduct Dress Rehearsal Procedure
Conduct Performance Procedure

Roles

Publicity Coordinator

• Publicity planning
• Recruiting members to help
• Ensuring smooth running of the publicity campaign by being aware of all aspects of its operation

Prepare Performance Procedure

Roles

Librarian

• Ordering music copy
• Receiving, distributing, collecting, stocktaking and returning music copy

Prepare Performance Procedure
Conduct Dress Rehearsal Procedure
Conduct Performance Procedure

Roles

Front of House Manager

Front of House Manager sells tickets at the door and admits the audience.

Manage Front of House Procedure

Roles

Process Measures

The Committee uses the following measures of process effectiveness.

Name	Description
Active Members	Number of active members of the group. This measures the how well we recruit and befriend new members, how efficiently we administer the group and how appropriate the program is for potential members.
Audience Size	Size of the audience at each performances with an admission charge. This measures the effectiveness of publicity, ongoing audience relationships and quality of performance.
Profit from Performance	Profit from performances with an admission charge (excluding income and matched expenditure from grants). This measures how efficiently the group operates its business.
Size of Grant	Size of grant from local government compared with other similar organisations. This measures how well we promote the APG and deliver what we promise to the community.

Recent Changes

Document Control

Where is the current version?

The current version of this document is on-line at the AGP website (www.qdt.com.au/apag).

Revision history