Staff and Performer Memo Template Tafelmusik - Creative Trust

Date: 09 June 2005
427 Bloor Street West, Box 14, Toronto, ON M5S 1X7
Tel: (416) 964-9562, ext. Fax: (416) 964-2782
Email:
MEMO
To:
Orchestra and Choir Musicians and Staff
From:
Re:
Name of Run-Out
Name of Run Out, Date & Time, Location (Venue, City, Address)
Schedule:
Include detailed schedule with all times for all musicians. Include: Call times,
Tuning, Breaks, Warmups, Sound checks, Rehearsals, and Concert times where
applicable.
Out of Town Run Outs: Under the schedule heading include ground transfer
information (loading times, travel times, meal stops). Also include any
information about meal breaks in other cities. (Ex. location, address, menu)
Repertoire:
Dress:
Include all Repertoire including Composer and Pitch (ex. a’=415 Hz) for all
performances. Find this info at the back of the schedule book or from Charlotte
Nediger.
Include the required dress for Men and Women of the Orchestra and/or Choir.
This could be one of the following:
Concert Dress – Men in Tails, white tie and black shoes
Women in Black Floor Length Skirt/Dress/Pants with Black
Blouse (Gold highlights optional)
Education/Outreach Dress – Men and Women Black Pants/Floor Length
Skirt/Dress with Jewel Tone or Black shirt/blouse
Warm Weather Dress
Dressing Rooms:
Include all Dressing Room locations and whether or not the rooms are
secure or lockable. Other information to include is the location of
Washrooms, Green Rooms, Instrument Lock-up, and the Volunteer on
“Guard Duty”.
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Directions:
Security:
Parking:
Include Directions to the run-out Venues, basing directions from Trinity St-Paul’s
Centre. Also include directions using public transportation. Include maps from
the Production Maps binder as a supplement to the Memo. To create maps use
various Web resources.
Ex. http://www.toronto.ca/torontomaps/index.htm
Often run-out Venues have specific Security procedures to enter the building.
Include all relevant information in this section as well as what door the musicians
should enter. Security Personnel sheets are often created for this. Be sure to
remind musicians that if they have any guests to invite backstage, these names
should be added to the security list.
Some of our musicians drive and therefore parking information should be
included for the run-out Venues. This information could be included with the
Directions section as well as being marked on the supplement maps.
Receptions: Include any receptions that may occur during the run-out event. Information
required: Who is the reception for, who is hosting the event, when the event will
occur, where the event is located, and will there be a lock-up for valuables while
musicians are at the reception.
Extras/Misc: Include any extra activities or secondary information that relates to the run-out.
Such activities include: Pre-concert Lectures, Education Activities, Promotional
Activities, Development Activities, CD Signings, Public Relation Activities, and
Camera Calls.
Include any other relevant information for musicians. Examples: Location of
Food in the area, Overnight storage of equipment, Food/Water provided at event.
Contact Info: Always include the following phone numbers: Name and Number at the Venue,
Cell number for Tafelmusik staff on duty.
Out of Town Run Outs: Include contact information including address, major
intersection, name of contact, phone number, fax, email of the Venue. Also be
sure to include any roaming cell phone number for the Tour Manager.
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