ACCORD Touring Project Resources: Great Granny Concert Event Plan

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Sample Event Plan, shared with ELAN by Brenda Rooney (Rooney Productions, Wakefield QC) during preparations for the March 22, 2012 ACCORD Touring Project Workshop with Regional Partners.
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  EVENT STRATEGY, PAGE 1   THE WAKEFIELD GRANNIES 3rd ANNUAL GREAT GRANNY CONCERT EVENT PLANNER As of June 20, 2008  EVENT STRATEGY, PAGE 2   THE GREAT GRANNY CONCERT   Sunday, August 24 th 2008 Wakefield Covered Bridge from 11 – 5:30 p.m. Key Messages ã AIDS is devastating Southern Africa and it will take all of us to halt the rising death toll, ã The Wakefield Grannies work as a group to offer financial and emotional support the AlexandraGoGos, a group of 50 women and men caring for their AIDS orphaned grandchildren ã We also assist the 200 children who attend the Clinic ã Reflections on WG trip to Alex ã We are grateful to the community for its support over the last 5 years ã Enjoy the music , food and the other activities, sign our visitors book and send a message toAfrica. Target Audience ã Families and community members who will enjoy African music in the outdoors ã Visitors from the region Program:Drumming Workshops On the Wakefield Covered BridgeTaught by Pierre BissonCharge $5Register at Library, Youth Centre and Solstice (if possible)1.5 hour sessions for up to 20 participants11 a.m., 1 p.m.Photo and Bio for publicity on website etc.Info out on Wakefield News and at Youth Centre – to register call 819 456 3522CONTACT: Mercedes20 djembes – all grannies to bring them,Mercedes has organized 3 from the Folklore CentreIlse to organize a messarge on Wakefield News to get additional ones for the day – 10:30 at thebridge on 24 th  (crew) 20 chairs without arm rests from Library to organize through Ilse and Ruth  EVENT STRATEGY, PAGE 3   CONCERT ON THE BRIDGE 2:30 p.m. – 5:30 p.m.Tickets: $12 Youth 6 – 16 $6 Families: $24Available at: The GATE, Solstice, Jamboree, Chelsea Books, The Outpost and any WakefieldGrannyBring a chair or a blanketMusic, Refreshments, Dancing, Swimming in the RiverCD EXCHANGEgive a donation and choose a pre-owned CD from hundreds your neighbours gave usCraft Tables and Information Tables about AIDS, the Wakefield Grannies and their GoGo partners inAlexandra Township, South Africa. Gogolaka spice will be available. Jewellry Sale. Raffle of quilt.Power Point Show. We would like to set up the power point with shading so it looks good and hopeMicheline will create a special show. Performers : Individual performers are to be offered $50 per person per diem , with groups of 4 or more receivingup to $200 to cover expenses. We will offer to sell CDs and provide publicity and promotion. We aredesigning a show that will have drumming, choral African singing and a 5 to 10 minute keynotespeech from Norma about the Wakefield Grannies trip to South Africa and how Lucia’s lifehas changed as a result of our village.The Notables Quartet : confirmed – they will sing for approx 25 minutes and include some Africansongs in their repertoire. World Voices Choir: up to 40 singers from Brookfield High School, their graduates and theHarmonia Choir. Launch of their CD. Announce they are hoping to travel to SA and perform for ourcommunity of Gogos and children. Remesha-Drums - African Drums Headliner : is a group of 10 – 16 performers who dance, drumand raise the roof. They have agreed to perform for $500 (we will earn this through the sale of plantsat the market). Also we will help them find a rehearsal hall. ã Edie Jane will give a church contact to Elena and ã Norma will check out Stewart-McLeod UC in Ottawa to see if they will allow the group to rehearsein their hall. ã Elena is their contact and is finding out what exactly their rehearsal needs are. Closing Jam Session : The World Voices Choir and the Drumming group under the leadership ofPierre Bisson (from the morning classes) will join together to perform one or two final songs. ã Pierre and Jeannie Hunter will speak on the phone and on the day the choir will come early andhave a quick rehearsal at 1 p.m. and then lunch with the drummers ã The Food Group will open early and provide vouchers for the choir so they can get a samosa anda drink from the stand.With MC’s and Norma’s speech this is a full 3 hour program.  EVENT STRATEGY, PAGE 4   Tasks NOTE to coordinators: if you need cash on the day notify Carol in advance.   Script: to be drafted by Brenda Rooney   MC : we want to tag team MCs like Micheline and Ruth did on Parliament Hill. If Micheline is too busywith the stage and the power point show we suggest Mercedes do it.(and she has agreed providingshe has a script) Insurance Insurance company has been identified and it is expected to cost approximately $200 for the day.There is a form to be filled in.Co-ordinator: Barbara Facilities: Barbara, Annick have money boxesEveryone to bring their tables and card tablesCarol and Linda to purchase stamps for hands at gates Tables, parking barriers, garbage bins:   These will be supplied by the Municipality which will deliver and pick up from the site. The tables willbe put at the village end of the bridge and used for the Choir/drummers to have lunch and then beavailable as additional seating.Cost of confirming the bridge is $200. Contact with the Municipality is Nicole. First Aid : Brenda will contact Leanne Olsen (emergency nurse) and Bob Walsh (ski patrol) toassist by bringing a First Aid kit and being available on the day. Tickets Printed: 500Ilse, Elena and Ruth are adding “Youth 6-16 $6” to the tickets and then we will distribute.Coordinating Gates: Norma will co-ordinate the gates.Barbara and Brenda will work one gate as a team.(crew) 2 Gates: 2 tables with clothes, 4 chairs, 2 money boxes with float, stamps for entry Event Signage : ticket prices, GRANNY GATE East and GRANNY GATE West, Drumming Classes flyer,Refreshments for the stand, CD Exchange, Information signs and the Event FlyerCreators: Felicity, Sandra and Pauline Staging Description: Ensure the set up and flow of the Stage Show including the music, equipment andstage. Extra speakers needed this year.
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