Roles within the Orchestra
Click on each role for further details:
Chair
• Chair the main Committee meetings and AGM / EGM meetings, agreeing and signing off minutes
• Ensure due process is followed in all activities as described in the Constitution, including duties of nominated officers
• Ensure the Committee meets regularly liaising with the Secretary and OM on agendas
• Give a casting vote when required
• Sign off the accounts with the treasurer
• Liaise with soloists and guest conductors as required
• Liaise with key partners, sponsors, and patron
• Steer the agenda and priorities for the CSO reflecting member interests
• Give press and radio interviews and represent the CSO as required
• Set vision and strategy for the CSO with the rest of the committee
• Authorise expenditure when required
• Make annual and informal reports to members
Orchestra Manager
• Make booking arrangements for rehearsal venues, concert venues, soloists, guest conductors, extra players, sectional conductors
• Liaise with Principal Conductor regarding rehearsal and concert planning
• Communicate with CSO members on rehearsal plans, concert dates and protocols
• Confirm fees to be paid with Treasurer
• Liaise with other organisations regarding collaborations eg choirs
• Prepare and update any necessary risk assessments for any venue used by the orchestra. • Liaise with section administrators regarding rehearsal and concert plans
• Provide concert dates to Website administrator for advance publication
• Coordinate front of house team for concert day assistance (guests, programmes, etc)
• Manage concert day logistics
Secretary
• Coordinate committee meetings, minutes, and action points in collaboration with Chair and other post holders
• Prepare materials for AGM (with others) and communicate with members
• Maintain list of committee members and terms of office
Membership Secretary
• Maintain the member database on Membermojo as an administrator, ensuring member contact details and mailing lists are up to date
• Ensure that use of member details is GDPR compliant
• Work with Treasurer to request and process payment of subs through Membermojo
• Reply promptly to membership enquiries from people interested in joining the orchestra
• Pass enquiries to the relevant section 'fixer'
Commercial and Sponsorship Lead
• Contact local businesses, employers and potential sponsors/grant agencies
• Discuss options for sponsorship within the committee guidelines/sponsorship pack
• Propose new options for income generation to the Committee and liaise with the Treasurer on all options before decisions are taken Treasurer
• Maintain accurate financial records for the orchestra
• Make payments for services accrued
• Work with the membership secretary to obtain subscription payments from all members. • Update the bank details as committee roles change
• Produce the annual statement of accounts for the AGM and ensure that they are independently audited
• Submit Gift Aid claims and PRS submissions
CSO Website Administrator
• Update public facing areas of the website with concert dates, photos, and other information
• Maintain member area of website in collaboration with member page owner and Committee
• Ensure that all public-facing information is consistent and up to date
CSO Members’ Webpage Owner
• Develop and maintain the confidential area for member information, with the CSO Website Administrator and the Committee as required
Librarian
• Liaise with Programming committee for music requirements
• Research the cheapest sources for each item required
• Order music and arrange payment
• Check parts on receipt and distribute to players
• Collect in and check parts after concerts and return promptly
Programming Committee Chair
• Coordinate meetings of the programming sub-committee
• Liaise with Principal Conductor and Orchestra Manager for future dates and ideas
• Maintain a suggestions list from players and feedback links (eg newsletter)
• Liaise with the librarian for music availability and costs
• Advise the main Committee on draft programme and costs
Publicity Production
• Produce flyers, posters, and season brochures in time for the first rehearsal in September • Produce flyers and posters for each concert in time for the preceding concert - to enable advertising at that concert
Specific tasks as follows:
• Collate information and photographs to be used in publicity material
• Liaise with design company for flyer/poster/brochure production
• Distribute first draft of flyer/poster/brochure around committee for checking
• Obtain final proofs from design company in formats required for all channels of advertising
• Order printed copies of flyers/posters/brochures using recycled media where possible
• Distribute electronic versions accordingly - for online advertising and programme design
Social Media Coordinator
• Manage Twitter and Facebook accounts
• Consider when paying for profile is helpful
• Consider reputation and profile of the orchestra in all materials
Publicity Assistant
• Advertise concerts on event websites
• Advertise in local papers and publications
• Send Mailchimp emails
Publicity and Engagement Leader
• Distribute/coordinate the distribution of leaflets and posters
• Determine location for posters and other material
• Coordinate re programmes and marketing in general when required
• Press and radio liaison – with orchestra Chair and Manager
Ticket Sales for Family Concert
• Set up online ticket sales using TicketSource
• Respond to customer enquiries for online purchases
• Regularly check CSO mobile phone for messages (ensure greeting is recorded and activated)
• Design and print tickets for in-person sales
• Sell tickets to members using SumUp device for payment
• Sell tickets to customers using orchestra mobile - post tickets once payment is received via SumUp remote payment links
• Input all sales into TicketSource
• Reserve seats for groups or specific parties on the day of the concert(s)
• Meet with door sales volunteers and provide instructions for ticket sales
• Download final sales records and send to Treasurer
Archivist
• Keep up to date the database of CSO concerts, programmes, conductors, and venues
• Organise and maintain the orchestra's online collection of photographs, programmes, and fliers
• Maintain the collection of paper programmes by adding a new programme after each concert
Concert Programme Coordinator
• Prepare concert programme in collaboration with OM, PC, Section Administrators
• Act as editor when other write programme notes Newsletter Editor
• Create periodic member newsletters in collaboration with other committee roles and members
• Ensure members are informed in the newsletter on key developments and decisions
Friends Administrator
• Manage the relationship with ‘friends’
• Ensure friends are well-information and looked after
• Advise the Committee on the service and how it can be improved
Percussion Move Coordinator
• Make van booking arrangements for concert days
• Liaise with OM to ensure that venue access is agreed
• Coordinate with percussion section principal on what is needed
• Liaise with other members of the transport team
Social Secretary
• Organise refreshments at AGM and Christmas party
• Plan and propose other social events when required Bernie Minder
• Make sure Bernie and friends are looked after
• Ensure Bernie is refreshed ready for family concert
• Ask Bernie for newsletter items
• Think of other ways Bernie can help the CSO
Orchestra Leader
• Leads the orchestra (the ‘Leader’) including setting the standards of the orchestra in consultation with the Conductor, the Orchestra Manager and, where necessary, the Committee
• Acts as Section Principal for the 1st violins (see below)
• Works with Section Administrator to oversee both violin sections, including selection of players to lead the 2nd violin section
• Liaises with Section Administrators (esp. strings) when needed
• Supports the conductor by helping the orchestra to perform as they want
• Determines the bowing in the string sections, delegating where appropriate to the relevant section principals
• Leads the tuning up at rehearsals
• Takes string sectionals when required
Section Principal
• Acts as Section Administrator if this is not a separate role
• Liaises with Conductor regarding balance of parts and in consultation with Section Administrator
• Supports the Programme Committee Chair to ensure section representation
• Auditions and selects new players, in consultation with the Conductor and Leader of the orchestra if necessary
• Supports the conductor in section phrasing and related interpretation
• Coordinates ‘sectional’ rehearsals, liaising with the Orchestra Manager
• Leads and maintains orchestra discipline in their section
Section Administrator
• Liaises with the Section Principal regarding auditions
• Arranges deputies for concerts or absences
• Arranges for section auditions and the selection of new players
• Ensure adequate cover (e.g., when there is illness)
• Organises seating plans in consultation with the Section Principal (and Orchestra Manager)
• Ensures new players are welcomed and understand about the CSO
• Liaises with the Orchestra Manager regarding logistics of the section in concerts
• Communicates with section players about parts and seating
• Seeks feedback on any routine matters and concerns of section players
• Ensures appropriate balance of players (skills and numbers)
• Deals with disciplinary and related matters in conjunction with the Section Principal
• Checks with players who is playing in concerts (absence notifications should be sent to the Section Administrator in the first instance)
• Provide list of players for a concert to the programme collator