FUNDRAISING OFFICER MANUAL

PROCEDURE CODE: FUN002.1

TITLE:

HIRE A CHOIR PROCEDURE

1.0 OVERVIEW
Hire a choir performances can be anything from a small group singing the national anthem at a
boxing match, to performing hymns at a wedding, to a full choir flash mob QUMS is open to any
request within the choirs capabilities. Carolling is also a major part of the hire a choir remit;
however, being so large and somewhat different to other performances, specifics of carolling are
covered in a separate procedure, FUN002.2. This procedure will look at the general process for a
variety of events.
2.0 BOOKINGS
2.1

2.2

Booking requests for hire a choir events usually come via email from clients who have
seen the QUMS website, have previously hired QUMS, or have heard about QUMS
through choir members.
2.1.1

Advertising can also be used to bring in bookings, such as having fliers or

business cards on hand at carolling events, concerts, on noticeboards, etc for
interested persons.

2.1.2

Another useful method is to establish connections with hotels, catering

companies, wedding planners, and/or event management companies, so if they
receive a booking, QUMS is one of the groups they call on to provide
entertainment.

The main details required from the client are the date, time, duration, location, type of
event, and number of singers needed, and if they have any preference for music.
2.2.1

Often the client may not know some of these details, such as the number of
singers or music choices, in which case the Fundraising Officer can provide a
couple of quote options, as well as some suggestions or guidance in suitable
music for the event.

2.3

Once the details have been determined (music may still not be finalised), the Fundraising
Officer sends a formal quotation to the client. The client may have already agreed on the
hire fee in emails or other communication; however a formal quote is needed to keep
official records.

2.4

The quotation is sent on QUMS letterhead and includes a section at the bottom for the
client to sign and return with the 25% deposit as acceptance of the quote.

2.5

When the deposit has been received by the Treasurer, the gig booking is confirmed and is
entered into the calendar.

3.0 FEES
3.1

Fees are charged at an hourly rate for the number of singers, and current fees are listed in
the Hire a Choir rates spreadsheet. These are split into types of events, with different
fees for carolling (non-corporate, such as shopping centres), carolling (corporate), and
weddings/other events.
3.1.1

Issue No: 1
Issue Date: 4/02/2014

There are also fees for an accompanist and a soloist for weddings/other events
these are not offered for carolling gigs.
Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.1
3.2

There is a minimum fee of one hour, with additional time charged in half-hourly
segments.

3.3

All fees are updated each year, usually in October prior to the carolling season, with a
standard increase of 3% (rounded to the nearest $5) for CPI. Other changes may be made
as necessary.
3.3.1

3.4

All changes are listed beneath the table of fees, with the date, brief description
of the change, and initials of the person making it.

Travel fees are also charged for any event located outside the Brisbane area. For
example, a performance at the Gold Coast incurs a 2 hour travel cost (one hour each way)
as the average travel time from Brisbane.
3.4.1

Travel fees are available to provide reimbursement to singers for petrol costs.

3.5

A 25% deposit is required to secure any booking (note deposits are not required for
carolling gigs, nor are quotations in most cases), as stated on the quotation sent to the
client. The deposit is forfeit if notice of cancellation is given by the client less than one
month prior to the performance date, but is otherwise fully refundable.

3.6

The quotation also includes a disclaimer that additional hours will be charged at the same
rate, and that extra fees may apply to cover the cost of sourcing music the latter in the
event that the client requests specific pieces to which QUMS does not have easy access.

3.7

Cancellation fees may also apply to gigs cancelled with less than a weeks notice, and
particularly with less than 24 hours notice. In the latter case, the charge is 50% of the
total gig fee.

3.8

Invoices are sent to clients shortly after the performance, or at an earlier time if requested
by the client. Payment terms are 14 days from the invoice date, with payment occurring
by EFT or cheque. These details are included on the invoice.

3.9

Should the client have sent full payment prior to the issuing of an invoice, a receipt may
be returned to them instead, acknowledging that all fees have been paid in full.

3.10

NOTE: QUMS is not currently eligible to charge GST, so all fees are without GST.

3.11

Quotations, invoices, and receipts are uniquely identified with a alphanumerical code,
prefaced by the letters QTE (quote), INV (invoice), or REC (receipt). The code consists
of two letters to identify the client these are listed in the Hire a Choir rates spreadsheet
on the Company Abbreviations tab and are unique to the client followed by four
numbers representing the year and month, then two numbers to differentiate if more than
one quote/invoice/receipt is sent to the same client in that month these begin at 01 and
increase incrementally.
For example, the first invoice sent to Mighty Management in December 2013 is
identified as MM131201. If a second invoice is issued, it becomes MM131202.

4.0 MUSIC
4.1

If possible, a standard repertoire should be built up for weddings and general events,
including songbook songs, songs requested by previous clients, and other pieces from the
QUMS library.

Issue No: 1
Issue Date: 4/02/2014

Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.1
4.2

Fortnightly rehearsals on a weekend (for example) to rehearse this music would allow
choristers interested in performing at hire a choir gigs to become familiar with the
repertoire so fewer (and less panicked) rehearsals are needed immediately prior to each
performance.

4.3

Pieces from this repertoire are then suggested to clients looking for background music or
unsure of the exact songs they are after.

4.4

If the client requests a piece that is not in this standard repertoire, the Fundraising Officer
first checks with the Librarian/s whether it is in the QUMS library or easily sourced for
free online or through our connections with other choirs.

4.5

If this is not the case, a suitable arrangement can be purchased for the gig, with the cost
of that passed on to the client. Alternatively, a request is sent to the Librarian/s and other
members of QUMS interested in arranging music, so an arrangement can be developed
specifically for the event. These arrangements then enter the library and can be
incorporated in the standard event repertoire.

4.6

It is essential to begin sourcing the music as soon as the request is received from the
client, as to locate it or create new arrangements can be very time-consuming and the
singers (and accompanist if applicable) will also need sufficient time to learn the piece.

5.0 ORGANISING THE SINGERS

5.1

As with all other fundraising events, announcements are made in person and via email to
request volunteers for a hire a choir gig.

5.2

Where these differ from other events, such as barbeques, however, is that not only are
sufficient numbers required, but those numbers must include a balance and blend of all
four voice parts, and the singers must be confident in a small group (especially for
quartet and other small gigs).
5.2.1

If regular rehearsals have occurred to build up a core of singers with

knowledge of the standard event repertoire, it may be preferable to choose
some of these for the gig as they are already familiar with the songs.

5.3

Advice may need to be sought from section leaders or the conductor regarding the
musical ability of volunteers, particularly where blend is important, for smaller groups, or
when new pieces need to be learnt in a short timeframe.

5.4

Note that although the booking is made for a multiple of 4 singers (4, 8, 12, etc), it is
common practice to supply a slightly greater number to ensure a full sound. For
example, for most quartet gigs a group of 5 singers (2 sopranos, one of each other part) is
supplied, and for an octet gig up to 10 singers can be supplied. This makes the
performance easier for the singers, and the client is not charged for the extra performers.

5.5

Once the group is decided, music is issued to them, and extra rehearsals are scheduled as
needed before the performance.

5.6

There is a set of 20 black display folders available for these gigs to ensure uniformity
across the group.

5.7

Performance uniforms are usually all black with purple scarves for most events; however
this should be checked with the client while confirming the booking. If the client

Issue No: 1
Issue Date: 4/02/2014

Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.1
requests something different for instance, coloured shirts instead of all black this is
accommodated where possible.
5.8

Ensure the singers all arrive at the gig location half an hour in advance for a quick
warmup and to familiarise themselves with the venue. Singers must behave
professionally at all times while at the venue.
5.8.1

5.9

A gig leader should be nominated either a Fundraising Officer or other

responsible QUMSian to ensure everyone arrives and that QUMS part of
the event flows smoothly. This person is given a list of the volunteers and
their contact numbers.

Once the gig has ended, music and folders are returned to the library or Fundraising
Officer/s; and an invoice/receipt and thanks for the booking sent to the client.

6.0 REVISION HISTORY

Issue

Date

Authorised By

Issued By

Comments

01

4/02/2014

K. Hajek

K. Hajek

First Issue

7.0 REFERENCES
FUN002.2 Carolling procedure

Issue No: 1
Issue Date: 4/02/2014

Author: K. Hajek
Authorised by: K. Hajek

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