Member Services guidelines

Harmony Fusion Member Services

Page 1 of 26

Member

Services

Responsibilities

and

Procedures


Page 2 of 26

Contents

Overview ............................................................................................................................................................. 3 Fiscal Month - Considerations ............................................................................................................................ 4 Attendance ......................................................................................................... Error! Bookmark not defined. Publicity & Promoting Membership ................................................................................................................... 5

Attendance Recording ......................................................................................................................................... 5 Managing the Guest Table .................................................................................................................................. 5 Greeting Guests ................................................................................................................................................... 6 Managing Guest Handouts .................................................................................................................................. 6 Welcome to the Chorus ..................................................................................................................................... 13

Chorus Dues ...................................................................................................................................................... 19

Per Capita Fee (International Re-Charter) ........................................................................................................ 19

Regional Assessment ........................................................................................................................................ 19 Costumes and Makeup ...................................................................................................................................... 19

Events – General Information ........................................................................................................................... 19 Performance Readiness ..................................................................................................................................... 21

Performance Readiness Checking ..................................................................................................................... 22 Communications ............................................................................................................................................... 22 Arranging Voice Placement ................................................................................................................................ 7

Planning Guest Nights ........................................................................................................................................ 7 Maintaining Guest Music Books ........................................................................................................................ 7 Arranging for Auditions ...................................................................................................................................... 8

Providing Membership Applications .................................................................................................................. 9 Processing Membership Applications................................................................................................................. 9

Maintaining a Guest Mailing List ....................................................................................................................... 9 Following-up with Guests ................................................................................................................................. 10

Maintaining a Chorus Roster/Mailing List ....................................................................................................... 10 Ordering Name Badges ..................................................................................................................................... 11

Presenting New Members to the Chorus .......................................................................................................... 11 Diva (Big Sister) Program ................................................................................................................................ 11 New Member Orientation ................................................................................................................................. 12

Maintain Membership Handbook ..................................................................................................................... 12 Sunshine Activities ........................................................................................................................................... 12 Hospitality .......................................................................................................... Error! Bookmark not defined.

Membership Retention/Rewards/Recognition .................................................................................................. 12 Member Out-Processing ................................................................................................................................... 12


Page 3 of 26

Overview The Membership Committee is a Sweet Adelines International (SAI) requirement. Every chapter must have a

membership committee and membership chairperson.

The Membership Chair and her committee wear a lot of hats. These hats encompass the following

responsibilities/tasks:

Publicity & Promoting Membership (ongoing)

Attendance Recording (ongoing)

Managing the Guest Table (ongoing)

Greeting Guests (ongoing)

Managing Guest Handouts (as needed)

Arranging Voice placement for guests on their first night (ongoing)

Planning Guest Nights (coordinate with Events Director) (2 per year)

Planning Friends & Family Night (coordinate with Events Director) (1 per year)

Maintaining Guest Music Books (ongoing – coordinate with Music Librarian)

Introducing Guests (as needed)

Arranging for Auditions (as needed)

Maintaining a Guest Mailing List (ongoing)

Following-up with Guests (as needed)

Maintaining a Chorus Roster/Mailing List (ongoing)

Providing Membership Applications (as needed)

Application Processing (as needed - coordinate with treasurer)

Ordering Name Badges (as needed)

Presenting New Members (as needed)

Diva (Big Sister) Program (appoint a chairperson)

New Member Orientation (as needed)

Maintaining Member Handbook (as needed)

Sunshine (ongoing)

Membership Retention/Rewards/Recognition (annually at retreat)

Member out-processing (as needed)


Page 4 of 26

Fiscal Month - Considerations

May – Regional Contest

June

July

August

September – AIM Weekend

October

November

December – Holiday Performances

January – AIM Weekend

February – Chorus “retreat”

March – Regional Contest

April – Regional Contest


Page 5 of 26

Publicity & Promoting Membership A Member Services representative will provide chorus flyers and business cards for all performances. Contact

the chorus secretary for supplies.

Attendance Recording A Member Services representative will take attendance at each rehearsal, using an attendance tracking sheet of

her own design, and advise the Member Services Director of any absences of 2 weeks or longer. The Member

Services Director will contact the missing member to determine the situation. If there are issues that need to

be addressed (dissatisfied member, family issues, health issues, etc) the Member Services Director will work

with the Sunshine Committee, Chorus Team Leader (President) and/or Director as appropriate.

Managing the Guest Table A Member Services representative will arrive 15 minutes prior to the beginning of rehearsal. This person will set

up the following items on the “guest table”:

Guest Book

A functioning pen

Blank name tags

Name tags of previous guests

Star Stickers (for indicating at least 3 visits by a guest)

Handouts (see appendices)

Applications

Chorus information flyers

Chorus business cards

Guest music books – to be provided by the Music Librarian

o Guests may provide $20 cash or check (payable to Harmony Fusion) as a deposit on a Guest music

book to review between rehearsals.

o The Member Services Director will provide a written receipt for the deposit to the guest

(duplicate receipts book is stored in the member services cart).

o The cash or check will be returned at the time the guest returns the book or becomes a member

(at which time the Guest Music cover will be replaced with an HFC Repertoire Cover – copies of

the cover sheet are available in the Member Services cart or can be emailed to the new member).

o The receipt book will be updated to indicate that the money has been returned. Enter the date

of return and Member Services representative name.


Page 6 of 26

Greeting Guests A Member Services representative will remain at the guest table until 15 minutes after the beginning of

rehearsal. The representative will then monitor the guest table from the risers and attend to any guest that

arrives after rehearsal has begun.

Ask the guest to sign the guestbook with complete mailing and email information (information is used to

follow-up with them and to advertise performances)

Provide a badge/name tag and a music book

Ask how they found out about us

Provide the guest with appropriate handout (see Guest Handouts section below)

Introduce the guest to the director for voice placement

Introduce guest to the chorus

Find a “Big Sister” to help the guest “learn the ropes”

Managing Guest Handouts The handouts should be distributed in the following order:

Handout Title Distribution Timing

Welcome to the Harmony Crossroads Chorus Week 1

Audition Information Week 2

Financial Information Week 3

Performance Readiness & Communications Week 4


Page 7 of 26

Arranging Voice Placement

A Member Services representative will coordinate a voice placement with the director or her designated

representative (if you are uncertain, ask a Section Leader to voice place the guest).

Planning Guest Nights

Guest nights are to be coordinated with the Events Director. A Member Services representative will attend all

guest night coordination meetings.

The following items must be covered:

Date / Time / location

Who to invite

Guest Flyer

Format for the evening (may coordinate with the director to teach a song)

Refreshments

Set up volunteers

Clean up volunteers

Greeters

Guest book availability (Member Services to provide)

Handouts (Week #1 – see handout section)

Brochures

Business Cards

Gifts (See member gift basket in Member Services Cart)

Thank you cards to guests after the event (sent by Member Services Director or designate)

Maintaining Guest Music Books

A Member Services representative will work with the Music Librarian to ensure an adequate supply of guest

music books are available. Member Services will

store guest books

provide guest books during rehearsals.


Page 8 of 26

Arranging for Auditions

Visitors interested in joining the chorus are defined as a Prospective Members. An Associate Member and

Members on Leave-of-Absence must re-audition after 1 year of absence; they follow the same procedures set

forth below for a Prospective Member.

1) Prospective member must attend a minimum of 3 out of 5 consecutive rehearsals before auditioning.

2) Prospective member may choose one song of her choice from the following list: How We Sang Today,

Harmonize the World, the current competition up-tune or ballad.

3) Sing with Section Managers in a quartet formation without music. The Section Manager for the part that is

being auditioned will step out and listen.

4) Prospective member is informed of decision the same night as the audition.

5) Process Flow is as follows:

a. Membership Chair starts process by informing Audition Coordinator that a prospective member is

ready to audition

b. Prospective member auditions with Section Mgrs

c. If prospective member has passed the musical portion of her audition, the Visual Coordinator is

informed by the Audition Coordinator; Visual Coordinator provides input on candidate‟s visual

competency

d. Once it has been determined that the prospective member has passed both portions of the

audition, the Audition Coordinator informs Members Services Director

HFC_Audition_Process_(Final_1-6-08)


Page 9 of 26

Providing Membership Applications

Member Services will maintain a supply of membership forms in the Member Services Cart.

If no forms are available in the cart, master forms can be downloaded form the Sweet Adelines International

website.

Applications will be given to the guest once she has successfully completed her audition.

Processing Membership Applications

Member Services will assist the prospective member in completing the forms.

1. Collect the application and a check for $XXX ($XX for 1st year International dues, $XX for chapter dues

and $X for monthly costume rental).

2. Inform the chorus (no later than the next rehearsal) that the guest has passed her audition (can be

announced using email).

3. Ask the chorus to provide comments or concerns regarding the application to the Member Services

Director via email no later than the following rehearsal (1 week).

4. At the next rehearsal, if there have been no major concerns raised by the chorus, submit the application

to the Board of Directors for a vote.

5. If the vote is “yes”, pass the application form and check to the Treasurer (KEEP A COPY for Member

Services Records).

6. Inform the new member that she has been accepted.

7. Send an announcement to the chorus and ask the Noteworthy News editor to include it in the next week‟s

news.

8. Supply the Roster maintainer with the appropriate information from the roster (some information can be

taken directly from the application form while other information has to be obtained from the guest – see

“Maintain a Chorus Roster/Mailing List”).

9. Order a name tag for the new member (procedure located later in this guide).

10. Present the new member with her Sweet Adelines identification card when it arrives.

11. Confirm the new member has a “Big Sister”.

Maintaining a Guest Mailing List

Member Services will create and maintain a guest mailing list. The guest mailing list will be updated at least once

per month using entries from the guest book.


Page 10 of 26

Following-up with Guests

A Member Services representative will take the guest book home each week and write a follow-up message to any

guests that attended rehearsal that week. The note should include:

thank you for attending

a contact name and number for questions

an invitation to return

information about upcoming events they may want to participate in

Example:

Susie:

Thank you for visiting our chorus on <date>. We really enjoyed having another <voice part>

singing with us. We hope you enjoyed your evening and will join us again soon. Please note

that our annual “First Wednesday” performances in Pleasanton are about to begin and we‟d

love to have you join us as either a guest or a new member. If you have any questions

between now and your next visit, please feel free to contact <name, phone #> or you can

reach me at <phone number>.

In Harmony, <name>, Member Services

Maintaining a Chorus Roster/Mailing List

Member Services will create and maintain a membership list which will fulfill the purpose of both roster and

mailing list.

Member ID#

Member Name (Member spouse name)

Mailing Address

Email address

Member Phone # (work, home, cell, fax, etc.)

Sweet Adeline anniversary date

Birthday

Voice part

Member status (if other than full member)

SAMPLE:

Doe, Susie

XXX That Street

City, CA zip

Associate

HOME PHONE:

WORK PHONE:

CELL PHONE:

WORK EMAIL:

B-DAY: mm/dd

ANNIV: mm/dd

Voice part

MEMBER#: XXXXXX


Page 11 of 26

Ordering Name Badges

Name badges are gold with black lettering and have a magnetic clasp.

Badges are ordered from:

Name of Vendor

website

address

email

phone

Send an email to: <email address above>

From: current Membership Chair

Harmony Fusion Chorus

You will need to supply payment and then submit receipt to the chorus treasurer for reimbursement

The completed badges should be mailed to the Membership Director or her designee or may be picked up by any

member of the chorus.

Membership Chair Name

Street Address

City, State Zip

Presenting New Members to the Chorus

At the first rehearsal following the acceptance of the new member, invite her to come down from the risers and

face the chorus. Announce her new membership, and provide her with the following:

a. a welcome letter

b. a copy of the handout titled “Things I wish someone had told me when I first started singing with

Sweet Adelines”

c. a small token (plant, star earrings, etc.)

d. If the member has been appointed a “Big Sister” announce who the big sister is and thank her for

taking on this task.

e. Ask the chorus to Sing “Our New Sweet Adeline” and serenade our new member back to her

position on the risers.

Diva (Big Sister) Program

Member Services will maintain a list of chorus members willing to provide dedicated assistance to a new member.

If desired, Member Services will provide a dedicated Diva to the new member based on characteristics desired

by the new member (part sung, younger, older, etc.).


Page 12 of 26

New Member Orientation Member Services will coordinate with other team managers to provide a comprehensive new member orientation

on a quarterly or “as needed” basis. A suggestion orientation outline is included on the next pages.

Maintain Membership Handbook

Member Services will create and maintain a handbook that will be given to each chorus member. Member

Services will review and update the Membership handbooks annually. Membership handbook may be stored on the

Harmony Fusion website in the Members section.

Sunshine Activities

The Sunshine committee with ensure that members who are experiencing hardships in their lives will know that

they have the support of the chorus. The sunshine committee will arrange to send cards or flowers to members

based on their situation. The Sunshine committee will give encouragement to all members in whatever fashion

they deem appropriate and within the budget allocated by the chorus.

Membership Retention/Rewards/Recognition

Birthdays

Longevity Awards (to be presented annually at the retreat)

Big Sister/Diva recognition

Weekly/monthly recognition submitted by members

Personal announcements (professional accomplishments, new grandchild, etc.)

Member Out-Processing

Membership Services will work with the Treasurer to ensure that all forms are completed and fees are collected

or returned as appropriate.


Page 13 of 26

Appendices

Guest Handout #1

Guest Handout #2

Guest Handout #2

Guest Handout #4

Attendance Sheet – Sample

New Member Orientation Outline


Page 14 of 26

Welcome to the Chorus

We‟re so glad you‟re here! Feel free to join us on the risers to feel what it‟s like to sing four-part harmony in the

barbershop style. You‟ll probably have lots of questions before the rehearsal is over. This letter attempts to

answer some of them for you. For any others, please feel free to ask anyone in the chorus. Chances are you‟ll

find our members so enthusiastic that they‟ll supply much of the information you want before you ask. For

instance, you might be wondering…

Who are Sweet Adelines?

We are women who enjoy singing the marvelous four-part harmonies of barbershop music. Our organization

began in Tulsa, Oklahoma in 1947 when women decided that all good harmony shouldn‟t belong exclusively to the

men of the Society for the Preservation and Encouragement of Barbershop Quartet Singing in America. Our

International Headquarters are still located in Tulsa. Today nearly 30,000 women belong to over 600 chapters

(choruses), divided into about 30 geographical regions. We have chapters in all 50 of the United States and in

many other countries such as Canada, England, Sweden, Finland, Japan, New Zealand and Australia. We are truly

an international organization!

How About the Harmony Fusion Chorus?

Our chapter is the result of a merger between two small choruses that had been active for many years in the

Oakland and Pleasanton areas. The newly formed chorus has a diverse membership and wide range of audiences.

Our collective histories are documented in albums as well as the memories of many of our members and we are

starting a brand new album to track our experiences from here on.

Our chorus has about 40 members, several of whom have been Sweet Adelines for 25+ years. They come

from as far away as Palo Alto, Burlingame and Miwuk Village to rehearse with us each week. Our Director, Barb

Vander Putten, lives in San Jose and has been directing this chorus since February „06. She is also an assistant

director at Mission Valley chorus. She is a regional faculty member, chorus and quartet coach, active quartet

member and has been very active at both the chorus and regional level during her 13 year Sweet Adelines career.

Our chapter is governed by an elected 5-member Board of Directors, which includes 4 officers. Board

members hold 2 year terms and terms of office start on May 1, which is the beginning of our fiscal year. The

chapter is administered entirely by volunteers from within the chorus and a large percentage of chorus members

participate in administrative and/or music staff activities, most of which take place behind the scenes.

Harmony Fusion is one of about eighteen choruses that make up the Pacific Shores Region (known as Region

12), which includes northern California, northern Nevada and Hawaii. The Region 12 leadership consists of

volunteers from these choruses. They provide organization of conventions and education weekends as well as

administrative consulting when requested.

What Do we Do?

Most of what we do focuses on learning and performing. The learning occurs during our weekly rehearsals

and, a few times a year, we have extra rehearsals or coaching sessions on weekends. We perform for public

events and private functions and are always looking for more opportunities to bring our joyful music to others.

We produce our own shows, and members proudly sell tickets to their families and friends, confident in the

ability of the chorus to stage a truly professional event. Finally, we participate in a Sweet Adelines chorus

competition once a year. Members are not required to attend rehearsals, performances, shows or competitions,

but most do, and we encourage everyone to participate as much as possible. However, to perform in certain

events you must attend rehearsals prior to the event to ensure you are qualified on the music and choreography.

Most of us are just ordinary singers and we hope you‟ll feel right at home with us.


Page 15 of 26

How Do I Become a Member?

You must attend three out of five consecutive rehearsals before you are eligible to apply for membership.

This time will allow you to get to know us, what we do, and how we do it, and it will give others in the chorus a

chance to get to know you as well.

A musical audition is required. You may request an audition after your third rehearsal. You can choose 1 of

four songs; How We Sang Today, The Winner Song or one of two current competition songs. After you have met

the attendance requirements, passed your audition and turned in your application materials, the Board of

Directors will check to see that everything is in order and vote upon your membership application. This usually

takes a couple of weeks. In the meanwhile, you will continue to be introduced to the chorus as a guest who has

passed her audition, and you will hear the chorus‟ most enthusiastic response to that announcement!

What is involved in an Audition?

Auditions are informal, private affairs, held in a separate room. The Director and the Section Managers will

be there from each of the four voice parts. You‟ll sing in a quartet with three of them, while the Section Leader

for your part and the Director both listen. They know you are likely to be nervous and they‟ll be eager to help

you. We‟ll give you more information about the audition process when you return for your second visit. Just keep

in mind that everyone in the chorus has been through this and they will all be very supportive of you!

What about Expenses?

Yes, there are expenses involved with being a member of the chorus. The total required for membership is

$420 per year ($250 for chorus dues, $30 for Region 12 assessment, $80 per year for Sweet Adelines Int‟l

membership and $60 for costume rental). The chorus collects $30 each month portioning the dues ($20.83 to

operations, $2.50 to Region 12 Assessment and $6.67 toward your next year‟s international dues). An additional

$5 per month is collected for costume rental. The chorus owns the costumes and accessories. Shoes and makeup

are each member‟s responsibility. We‟ll give you more information on finances when you return for your third

visit.

How Much of my Time is Required?

We rehearse for about three hours each week and that is the minimum commitment that we ask of you. In

addition, you need to budget some time between rehearsals to work on memorizing music and choreography. We

also ask members to attend our scheduled coaching sessions, pre-competition weekend retreats and the

conventions at which our chorus is competing. While we ask this time commitment of you, we understand that

things happen in everyone‟s life requiring flexibility in scheduling. There are no penalties for missing a rehearsal

(except for the training and fun that you‟ll miss!). Outside of these minimum time requirements you are free to

get involved with administrative and/or musical activities to whatever extent you feel comfortable. As an all-

volunteer organization we depend on our members to keep things going and the members usually feel they get

back much more than they give!

In Harmony…

We hope that this handout has answered some of your questions. Please don‟t hesitate to ask anyone in the

chorus if anything is not clear to you. We hope you have enjoyed your evening with us and will come and sing with

us again next week!

<name>, Member Services Director <phone> <name>, Director <phone>


Page 16 of 26


Week #2 Handout - Audition Information

We hope you‟ve enjoyed visiting chorus rehearsals and singing with us! We‟re eager to have you join our

chorus and contribute your own special talents to what we think is a pretty special organization.

In order to become a member you‟ll need to pass an audition – a process that sounds a lot scarier than it

actually is! Here is some information to help you understand our audition procedures.

Who will I be auditioning for?

The audition committee is composed of a leader from each of the four sections. The Director is not required to

attend but may from time to time. You will meet with them in a quiet room away from the rest of the chorus.

You can choose a song from the following:

* How We Sang Today * The Winners Song * Our current competition “ballad” __________________ or “up-tune” _____________________

Learning media (tapes or CDs) are available for a nominal fee.

What are we looking for in the audition?

Barbershop is a particular style of singing with some specific characteristics. We don‟t expect you to come in

already knowing these things, but we‟ll be interested in your ability and willingness to learn how to do the

following:

- sing your own voice part accurately in a quartet

- sing with a vocal quality appropriate for barbershop (for example, not operatic)

- accept instruction to help improve vocal production

- sing with a pleasant and engaging facial expression

How do I prepare for the audition?

1. Select the chorus song from the above list that you would like to use for your audition.

2. Listen to the learning media for that song if one is available. The learning media contain a four part

version of the song followed by the tenor, lead, baritone, and bass parts and are available at most

rehearsals. Check with a Membership Representative regarding the procedure for obtaining these media.

3. Sing with a practice quartet. The Membership Representative or your section leader will help you find

three other singers who can help you practice the audition song before or after chorus rehearsal. Just

let her know when you are ready. We encourage you to do this as soon as possible to get a sense of what

it‟s all about.

4. You may want to pre-audition on any of your visits in order to have a chance to talk with the Director and

make sure you are singing the right voice part for you. And you can get some coaching on how to address

any problems you are having. Tell the Membership Representative when you would like to do this.

When should I audition?

You should audition when you feel ready, but you may audition after your third rehearsal. Let the Director or a

Membership Representative know when you arrive that you would like to audition that evening at the end of

chorus rehearsal.


Page 17 of 26

What else should I know before I audition?

Our chorus performs at a high level that requires a good deal of physical stamina. It is our expectation that all

members will stand and perform choreography during an entire 2-and-a-half hour rehearsal. You‟ll notice that we

do have some members sitting on stools on the risers. These members have made special arrangements because

of physical disabilities. If you feel that physical stamina might be an issue for you, please let us know so we can

discuss your needs with you.

What happens after the audition?

After you have sung your song you will be asked to leave the room and the audition committee will assess the

audition. Their discussion will be brief, so please stay and visit with other chorus members until they let you

know the result. A member of the audition committee will notify you regarding the outcome of the audition.

When you have passed, you will be given the application materials and instructions about completing them. You can

take the application home, read it, fill out the form, write a check and bring the form and check back to the

Membership Director the following week. Your application will be presented to the Board to be voted upon

(continue to use your guest music folder until the Board has voted on your membership). Assuming everything is in

order you‟ll be welcomed into the chorus the Monday after the Board vote. At that point you will receive your

official music folder.

Your application and Sweet Adelines dues will be forwarded to Sweet Adelines Headquarters in Tulsa. Within a

few weeks, your membership card will be sent back to the chorus and you will be on the list to receive the Sweet

Adelines quarterly magazine (“The Pitch Pipe”) and all the other benefits of being a Sweet Adeline.

We‟re here and eager to help you

Auditioning is a necessary step in the process of joining Sweet Adelines. Harmony Fusion is anxious to keep

growing, both in size and the quality of our musical product. New members help in both respects and we are

always looking for women who like to sing and perform. You will be helped and encouraged all the way through the

audition process. If you have any questions please talk to your section leader, the director or a membership

representative. We‟re anxious to help you!

Rehearsal Courtesies In a group our size, and one that works as hard as we do toward excellence in musical performance, it is

important for each of us to understand what is expected of us and to demonstrate the common courtesies that

make our rehearsals more successful. Please read and observe the following guidelines:

As a guest, you will usually be invited to join us on the risers and sing with us. Riser positions are

assigned to particular chorus members and you will be given the spot of an absent member, or otherwise

placed in a position where you can hear others of your voice part singing behind you. If the absent

member appears and takes the spot you were assigned just move to a nearby spot or step off the risers

and wait for the Director to find you a new spot.

Guests may occasionally be requested to leave the risers and participate as audience members so that the

chorus can perform in formation on the risers in the locations specified for them by the Director.

While you are on the risers (as a guest or as a member) please refrain from talking or asking questions of

the Director or members. Talking while on the risers is disruptive to others and prevents you and those

near you from hearing important information.

Please avoid using scented cosmetics or fragrances on the day of a Chorus function. These do cause

serious allergic reactions among some Chorus members.


Page 18 of 26

If you are not feeling well please stay off the risers so you don‟t spread your germs. If you feel able to

attend but cannot sing, please sit at the end of the risers facing the Director or else become part of our

audience for the evening.

Music purchased by the Chorus is the property of the Chorus and may be used only by Chorus members

and guests during rehearsal. Guests should return Guest Music Books to the Membership Table at the

end of each rehearsal. Guest music can be taken home for a refundable deposit of $5.00 (payable to the

Membership Services Director).

Smoking during rehearsal is not permitted except outside the rehearsal hall during breaks.

Children should not attend rehearsal unless they are prospective members and intend to apply for

membership within the following four months.

If you have any questions about these guidelines, please talk to one of us.

<name>, Member Services Director <phone> <name>, Director - <phone>


Page 19 of 26


Week #3 Handout Financial Information

Welcome back! We hope you are enjoying your visits with us, and that you will soon become a member of our

chorus. You may be wondering about the expenses that are involved in being a member of our chorus. Following

is a summary of the financial commitments. As you review this information, please keep in mind that not all

amounts are due right away. Some expenses will occur much later in the year, and some are optional. This

information is provided to allow you time to budget your expenses and to discuss with the Membership

Representative or Treasurer, any questions or concerns you may have.

Paying your Expenses – Every effort will be made to announce upcoming expenses well in advance of the due

date. The chorus operates on a “pay-as-you-go” basis meaning that payment is expected at the time that you sign

up for an activity or item. Checks should be made payable to “Harmony Fusion Chorus”. Please be sure to

indicate on the check exactly what items or events you are paying for, especially if you are combining several in

one check. In addition, you will find a payment log near the cash box on which you will note your name, whether

paying cash or check (check #) and a description of payment.

Chorus Dues

The dues for belonging to the Harmony Fusion Chorus are $30 per month. These dues are to be paid at the

beginning of each month. Your first month‟s dues must be submitted with your application. You may prepay any

number of months. Note that dues are to be paid as long as you are a member, regardless of whether you are

actively attending rehearsals or not. Dues finance our chorus operations (facilities, risers, director, music) and

are an important component of the chorus budget. (Note: if you are 25 or under, you pay 50% of the amounts

listed above.)

Per Capita Fee (International Re-Charter)

The fee for belonging to Sweet Adelines International (also called the „Re-charter fee‟) is $80 per year. It is

payable upon first joining Sweet Adelines, and annually thereafter during your anniversary month. Notice of

renewal is sent by Sweet Adelines International to the chorus, and our Treasurer will pay this fee to

International headquarters (from your dues escrow account). Note: if you are 25 or under, you pay 50% of the

amount listed above.

Regional Assessment

Harmony Fusion Chorus is part of Sweet Adelines Region 12, which is the geographical area covering Northern

California, Northern Nevada and Hawaii. The Region 12 management Team provides support for choruses,

quartets, and members in our region, including a number of educational opportunities. The annual fee to support

Region 12 is $30 per member. The treasurer will pay this fee on your behalf from your dues escrow account.

Costumes and Makeup

Chorus members pay a costume rental fee of $5.00 per month. The chorus owns the costumes and as a new

member your costumes will be given to you to use a long as you are a member. You will need the appropriate

costume before you can perform with the chorus. Details about costumes will be given to you as soon as you

become a member. Shoes and makeup are purchased by each member and not owned by the chorus.

Events – General Information

On an ongoing basis, you will have expenses for events other than chorus rehearsals. Although these are

optional, you will most likely want to participate in the events, and thus you should budget for these expenses.

Most of these events require payment in advance (sometimes as much as a year in advance). The money is

collected by the chorus and forwarded as required by the event. If you wish to participate in the event, you must

pay in advance. The chorus does not “loan” money for these purposes. The major events are described below.


Page 20 of 26

Event – Sweet Adelines Regional Convention (Contest)

The convention is held every spring and the chorus always attends. Registration is typically paid in January

and is approximately $80 per person. The conventions are currently held in Sacramento, so you will also have

hotel expenses (varying from $50/night to $75 per night for 2 or 3 nights) and meals. Beginning in 2010, the

regional convention will be held in Reno, NV)

Event – Sweet Adelines International Convention

This convention is held every fall. This is not regularly attended by Harmony Fusion Chorus but all members

are welcome and encouraged to attend and get to see and hear the “best of the best”.

Events – Fall and Winter Regional Weekends

Sweet Adelines Region 12 sponsors educational weekends in August/September and January in which talented

faculty give classes relating to our craft. These are currently held at a hotel in San Ramon. Registration for the

event is $20 if paid in advance, $25 on site. If you attend a Regional Weekend within your first year of

membership, the chorus will pay this fee for you. This is our way of letting you know that these events are

important. Hotel and meal expenses will be up to you (you are not required to stay at the hotel).

Other Expenses

While we cannot promise that the expenses listed above are the only ones you will incur, we believe we‟ve

listed most of them!

If you have any questions or concerns, please talk to one of us.



Page 21 of 26


Final Handout – Week 4 Performance Readiness & Communications

You may now be considering an audition (or perhaps you have completed your audition). In either case, this final

handout will hopefully give you the information you need to finalize your decision to join Harmony Fusion Chorus.

Performance Readiness

Performing for the public – We require that members become “Performance Ready” before they can

participate in a public chorus performance. This handout covers several aspects of performance readiness.

When you become a member you will receive a membership handbook which is the “Bible” in all areas of

performance readiness and membership opportunities/responsibilities.

Learning Music – We announce several weeks in advance when we are going to learn a new song, so everyone

can be there if possible. The song is usually taught by a quartet that has worked with the director in

advance. Learning media is usually available that night. Sheet music is distributed and members follow along

while the song is taught, even if they don‟t read music. We‟ll sing the song frequently in rehearsals for a few

weeks, but members are expected to work on the song between rehearsals, and to be “off the paper” or “off

the spots” (able to sing without the sheet music) within a few weeks.

Taping and Tape-checking – to verify that everyone has learned the music correctly, we make individual tapes

and have them checked for notes, words and breath accuracy. The process consists of

1. Singing into a tape recorder during rehearsal, without using sheet music.

2. Having the recording checked by a designated Tape Checker (usually the section leader).

3. Listening to your tape when it is returned, along with any comments noted by the Tape Checker.

4. Re-taping as often as needed to correct the problems found by the Tape checker (if any).

Once you‟ve demonstrated accuracy, the Tape Checker “passes” you on that song and the master tracker

sheet will be updated to reflect that you are performance ready on that song. Try to tape as soon as you are

comfortable with the song. The small tape recorders we use do not truly represent your voice quality; the

tape is simply used by the Tape Checker to verify that the notes, words and breaths are accurate. If you do

not own a portable tape recorder (the regular size – not the mini-cassette) you will want to purchase one

soon. Sometimes qualification can be done in a quartet where the other 3 parts are already performance

ready and your section leader listens to you sing. Check with your section leader for details.

“Catching up” – for new members learning all the songs in our repertoire is one of the most daunting tasks

they face. It may take several months to pass all of the songs. To help learn and pass the repertoire attend

rehearsals regularly and listen to your learning media as much as possible (many members listen and learn in

the car!). You may even find someone who sings the same part who will practice with you outside of

rehearsals.

Tips for Learning and Performing Choreography –

- Try it! If you can keep moving in the same direction as the people on either side of you, that‟s a big

accomplishment! We were all newcomers once so we know how awkward you might feel.

- Don‟t worry! It takes time to acquire this new skill. Try to follow those around you. The chorus

occasionally schedules extra choreography practice (especially prior to competition or our annual show).

- Use your face! We strive for an energized, alert, happy look most of the time. Remember, until you feel

like you look a little foolish, you‟re probably not projecting enough facial expression.

- Keep your eyes on the director - unless specifically directed to focus elsewhere.

- If you miss a move, let it go. It is better to leave the move out than to do it late or to “sneak into it”.

Moving to correct your mistake when everyone else is standing still will only draw more attention to it.


Page 22 of 26

- If you forget a move or make a wrong move do not act embarrassed or try to “recover”, just act cool and

pretend you did the right thing. If you act embarrassed, the audience will feel embarrassed for you, and

that will make them uncomfortable – the last thing we want to do to our audience!

- Have fun with it!! Choreography is designed to enhance the story of the song, not to get in the way. Just

as we do with the music, we practice our choreography until it projects just the image we want.

Performance Ready Choreography – You are considered performance ready in choreography when you

demonstrate that you can do the correct moves at the correct time, while standing in your place on the

risers. Choreography is checked as a group by one or more members of the choreography team. The

choreography team will work with individuals to ensure that corrections are made.

Unified Style –

The goal of Sweet Adelines performances is to provide polished, wholesome, total entertainment in a unified

style that adheres to the barbershop tradition. Just as we work toward unity in blending our voices we strive

for unity in the appearance of the chorus when performing. The eyes of the audience should not be

distracted by the one person who looks dramatically different from those around her. An overview of our

unit style is described below.

- Costumes – are designed with the interest in presenting the most flattering image of the chorus as a

whole. Not everyone will look their very best in every costume, however if the chorus as a whole is

successful – that‟s what really counts. Your costume will be checked and fitted to you. Periodically

costume checks will be held (announced in advance). You will need to present yourself in costume at the

appropriate time.

- Makeup – Chorus shows and competitions are typically in large auditoriums or arenas with white stage

lighting. To avoid looking “washed out”, performers use heavy amounts of vivid stage makeup. The chorus

Makeup/Hairstyle Committee has a list of required makeup items and will help you get your look just

right.

- Hairstyle – Use your own hair, a hairpiece or wig to obtain fullness of the hair at the top and sides of the

face, some curls, bangs or other softness at the forehead. Hair should not obscure or shadow eyes or

eyebrows and should not drape over shoulders.

Performance Readiness Checking

Prior to every performance your costume, makeup and hairstyle will be checked by various committees to ensure

compliance with the unit style discussed above.

Communications

Noteworthy News – Our weekly newsletter, “Noteworthy News”, contains important announcements,

schedules and locations of coming events, and information of interest to members. The Noteworthy News is

distributed via email on Thursdays. If you do not have an email address please ask Member Services or a

friend in the chorus to provide you with a hard copy.

Business Meetings –Every rehearsal includes a brief business meeting at the end of the evening. Important

announcements and reminders are made at this meeting (and will be published in the Noteworthy News later

in the week). We encourage you to stay for the business meeting each week and then a circle of song

directed by one of our assistant directors.

Asking Questions – One of the best ways to get information is to ask someone. The member(s) who greet you

each week at the Membership Table will be happy to talk to you about any questions or concerns you have.

Membership handbook – When you become you will be given a Member Handbook. It is yours to keep. It

contains important information regarding every aspect of your membership in Sweet Adelines. Please review

it carefully. It contains our written Policies, Bylaws and Standing Rules, and a copy of the Director‟s

Contract. When you sign your membership application, you are agreeing to abide by the bylaws of Sweet

Adelines International and the Standing Rules of Harmony Fusion Chorus.


Page 23 of 26

E-Mail and E-Mail Buddies – Over 95% of the chorus members have e-mail, and increasingly announcements

are made electronically. Members‟ e-mail addresses are included in the chorus roster. The roster is sent

electronically but a hardcopy can be requested. You may send email to any chorus member. In addition there

are several group mailing lists noted at the beginning of the chorus roster and in the Noteworthy News).

In Harmony,



Page 24 of 26

Attendance Sheet


Page 25 of 26

NEW MEMBER ORIENTATION

<DATE>

I. History of Sweet Adelines

a. 1945 – Tulsa OK – non-profit-educational

b. Current membership #

c. How any countries # (former member founded and directed the Tokyo Japan chapter)

d. Wide range of music – pass around arrangers list

e. How governed

f. “Pitch Pipe” magazine

g. SA Int‟l Website as resource

h. Region 12 website

II. History of Harmony Crossroads

a. 1993 – shy and how we started – co-directors

b. Show tape of first competition if available

III. Current Goals

a. Membership responsibilities

b. Standing Rules/Director Contract

IV. How our Chapter runs

a. Board/Officers

b. Committees

c. Fund raisers and grants

V. Competition – Where – Why – When (Dea)

a. Costumes

b. Makeup

c. Typical Competition Day

i. Breakfast – skits

ii. Floor rehearsal

iii. Makeup and dress

iv. Start pattern (“win” lobby)

v. Photo

vi. Warm up room

vii. Stage (show last competition tape)

viii. Watch rest of comp.

ix. Wait for results

x. Return to hotel

xi. Dinner – read scores

xii. Show of champions

VI. Annual Show – where – why – when

VII. Annual Retreat – where – why – when


Page 26 of 26

VIII. Christmas

IX. Other

a. Costs

i. Int‟l Dues

ii. Regional Assessment

iii. Chapter Dues

iv. Competition

1. All events

2. meals

3. hotel

4. etc

Costumes

Makeup

Regional meetings

Retreat

X. Rookie Skit

XI. Feedback & questions

Member Services guidelines

Documents