Use this procedure to create and confirm the Annual Program and to fulfil grant requirements.

1 Summary

1. The Artistic Director researches guest artists and proposes the annual program
2. The Treasurer reports on funds for the annual program
3. The President researches existing events to prevent program clashes
4. The Committee creates the draft annual program
5. The Secretary books venues as required for the draft annual program
6. The Grant Coordinator researches and applies for grants
7. The Committee confirms the Annual Program
8. The President announces the Annual Program to the Members
9. The Grant Coordinator reports to benefactors as required by the grant

2 Activities

2.1 Propose Program

Artistic Dirctor:

1. Researches items for the coming year's Annual Program, consulting with members as required
2. Creates a proposed Annual Program
3. Checks the availability of music copy and guest performers and adjusts the proposed Annual Program as required
4. Presents proposed Annual Program to the Committee

2.2 Report on available funds

Treasurer:

1. Prepares a budget for the coming year
2. Recommends an auditor for the year's financial statements
3. Presents the budget and recommended auditor to the Committee at the Annual Program Meeting

2.3 Research existing events

President:

1. Researches existing planned events in the community
2. Reports results to the Committee at the Annual Program Meeting

2.4 Create annual program

Committee:

1. Receives the proposed Annual Program from the Artistic Director
2. Receives the budget report and auditor recommendation from the Treasurer
3. Receives the report on existing planned events in the community from the President
4. Calculates Process Measures results
5. Reviews effectiveness of current year program and lessons learnt
6. Appoints the Auditor for the current year financial statements
7. Decides on improvements to documented procedures
8. Creates a draft Annual Program containing:
• Works to be performed
• Dates
• Venues
• Costs
• Grant required
• Alternatives depending on the level of the grant
• Risks to the program
9. Briefs the Grant Coordinator on the requirements for the grant

2.5 Book venues

Secretary:

1. Books the venues required for the program, confirming the hiring charges and other requirements
2. Updates the collection of venue charges and conditions information
3. If venues are not available, books alternatives, consulting with the Artistic Director and Committee if required
4. Updates the documented procedures
5. Reports the final venue bookings to the Committee

2.6 Apply for grant

Grant Coordinator:

1. Receives a briefing from the previous year's Grant Coordinator about effective methods and lessons learnt
2. Receives a briefing from the Committee about the grant required for the draft Annual Program
3. Researches effective methods of obtaining grants
4. Researches grants available and their requirements
5. Applies for grants as required
6. Follows up the grant application as it progresses, communicating with the benefactors as required
7. At the Annual Program Confirmation Meeting, reports progress and results to the Committee

2.7 Confirm Annual Program

Committee:

1. Receives a report from the Secretary on the availability of venues
2. Receives a report from the Grant Coordinator on the progress of the grant
3. Adjusts and confirms the Annual Program, including alternatives that depend on the grant outcome

2.8 Announce program

President:

1. Prepares a written summary of the Annual Program
2. Announces the Annual Program to the members

2.9 Report to benefactors

Grant Coordinator:

(After the grants are approved or rejected)

1. (If a grant is rejected or reduced) Obtains feedback from the benefactors
2. Reports the results to the Committee
3. Reports to the benefactors as required during the year
4. Updates the collection of information about grants
5. Briefs the following year's Grant Coordinator about effective methods and lessons learnt

3 References

Process for Managing the Amateur Performing Group (Parent Process)
Conduct AGM Procedure
Prepare Performance Procedure

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