Volunteers

As the Classical Voice Singing Competition is run by volunteers, we warmly welcome all who are interested in helping out. We need people like you to help us run this wonderful event that showcases the talent here in Victoria. 

The competition is run over one weekend, with a total of three sessions: two heats taking place on the Saturday, which culminates in a final on Sunday. At each heat and the final we will require around 15 volunteers to help us create a smooth running competition and provide the best possible experience for our competitors, their families, and their teachers.  

If you are interested in becoming a volunteer for the Classical Voice Singing Competition, all you need to do is send us an email at: classicalsingingcompetition@gmail.com   

We will promptly respond and request some details, which will then be passed on to our secretary. Following this you will receive details about your duties, as well as a volunteer manual which will outline all the information you will need to know as a volunteer of the Classical Voice Singing Competition. 

💡 Consider including in your initial email how many sessions you would be available for, and some duties that may interest you. Please read below to get an idea of what each position entails. 

VOLUNTEER POSITIONS

*working with children check required

TICKET SELLER

The Ticket Seller is responsible for the sale of all tickets and programs. This volunteer will be given a float upon arrival, and will be shown to the ticket sales table that is set up by the main entrance of the foyer. The Ticket Seller is required to accurately mark the sale of tickets and programmes in the sale log for reconciliation by the Treasurer. If a Ticket Seller requires a break, they are requested to inform the volunteers on the registration table to ensure that the table and float are not left unattended. 

STAGE MANAGER*

The Stage Manager has the responsibility of ensuring that the back stage activities run smoothly, and assist with ushering competitors on and off the stage. The Stage Manager works closely with the Competitor Controller to help feed the competitors safely on and off the stage, maintaining continuity and ensuring the performers needs are met. Also, the Stage Manager must ensure the wellbeing of the competitors whilst they are side stage waiting for their turn to perform. It is also the Stage Managers responsibility to oversee and promote the safety and wellbeing of all personnel in the stage area, including competitors. 

In the event of an emergency, the Stage Manager needs to facilitate an immediate response by procuring personnel to deal with the emergency, while instructing the compere to make any necessary announcements pertaining to the emergency. The Stage Manager must also facilitate the evacuation of the stage and back stage area if required. 

COMPETITOR CONTROLLER*

The Competitor Controller is responsible for ushering the competitors between the green room and dressing rooms into the side stage area to await their performance. This must be done in the order of appearance in the program. The Competitor Controller must liaise with the Back Stage Door Attendant for numbers of competitors who have presented back stage, and who have registered as in attendance for performance. If a competitor is registered and is absent from the back stage area when it is time to move to the side stage area, the Competitor Controller must immediately alert the Stage Manager. Once in the side stage area, the Competitor Controller will seat competitors in order of appearance in the program to ensure continuity of performance. The Competitor Controller will coordinate with the Stage Manager to feed the competitors on stage in the correct order of program. The Competitor Controller is responsible for overseeing the overall wellbeing of the competitors and alerting the Stage Manager or the Site Manager if there are any issues or problems that could affect a competitors performance or safety. In an emergency the Competitor Controller will follow directions from the Stage Manager and assist them where needed. 

THEATRE ATTENDANT / USHER

A Theatre Attendant (or Usher) are responsible for helping audience members find seats and assist with general enquiries. Ushers need to be familiar with the rules of the competition, as it is expected that the ushers will remind the audience of the rules if these are not being followed (ie. mobile phone use, making noise during a performance, or taking photos). If there is an ongoing issue with an audience member, or an audience member is requiring help that the Usher cannot provide, Ushers must call on the Site Manager for assistance in dealing with the issue. Ushers must arrive 45 minutes before the commencement of a session to be instructed on general emergency procedures (such as evacuation procedures) and any special considerations (such as permitted areas of audience seating). In an emergency, Ushers must be responsible for safely clearing the auditorium. Ushers are requested to wear comfortable, flat shoes that have closed in toes. Ushers may not leave the auditorium until the sessions has concluded. 

 

SCRIBE

The Scribe is the assistant to the adjudicator and sits with the adjudicator for the entire period of competition. In this position, the scribe is responsible for sorting critique sheets (which includes filling in appropriate information such as song title and competitor number) and sheet music for the adjudicator in order of appearance. The scribe must then feed these to the adjudicator once the adjudicator has finished writing the previous critique. It is then that the adjudicator will ring the bell for the next performer. The scribe is not expected to take dictation from the adjudicator, only if requested. 

The scribe is expected to answer the adjudicators queries where possible, and if needed, seek out the information requested. If an official photographer is unavailable, it is the scribe’s responsibility to take photos of the presentation of special awards. 

THEATRE DOOR KEEPER

The Theatre Door Keeper controls the flow, inlet and outlet, of audience members during the competition sessions. Audience members are not permitted to leave the auditorium during the performance of a competitor. When the stage is free of a performance, the door keeper will open the doors to the auditorium allowing audience members in or out. Once the compere begins to announce the next competitor, this is the cue for the door keeper to close the door and refuse entry. It is also the responsibility of the door keeper to check tickets from the audience members as they enter. 

REGISTRATION DESK ATTENDANTS

The role of the Registration Desk Attendant is one of the most crucial in ensuring the competition runs smoothly, and as such it is preferred that the people in this role are available for the duration of the competition. This is a two person job, and is will be shared accordingly. The registration desk attendants are responsible for the registration of competitors as they enter, collecting the competitor’s adjudicator’s copies of their music, and entering these details onto the running list. This role requires volunteers who are confident with the use of computers and applicable software, and can confidently deal with the public. The registration desk attendants need to answer enquiries from competition patrons and clearly instruct competitors regarding their registration requirements. 

Another crucial part of this role is the maintenance of the Prize Record Book, ensuring that all place getters in heats and the finals, as well as special prize winners are accurately recorded. 

Training is provided for this position, as well as a Registration Manual. Volunteers with experience in administration would be well suited to this role. 

BACKSTAGE DOOR ATTENDANT*

The Backstage Door Attendant is responsible for signing competitors in and out of the backstage area, as well as checking off all competitors in the program as they enter the backstage area. The backstage door attendant must also accurately direct competitors into appropriate dressing rooms. The back stage door attendant is seated at a table by the backstage door and is required to greet competitors (and representatives that may be with them), check that they have registered in the foyer, and advise them of their appropriate dressing rooms, or warm up areas (if required), and the procedure for being called up on to stage. The backstage door attendant marks the competitors as being present and checks the list against the registration sheet for any discrepancies. It is also the backstage door attendant’s job to alert the Competitor Controller of any competitors who have not presented backstage but are noted as being registered so that the Competitor Controller may take the necessary steps to locate them. 

DRESSING ROOM SUPERVISORS* 

The Dressing Room Supervisor is responsible for ensuring that competition patrons are using the dressing rooms safely, appropriately, and are following rules such as keeping the noise levels to a minimum and no photography. If competitors wish to take photos, there are other areas within the facility that competitors may safely take photographs without imposing on other patrons privacy. A monitor is located in the dressing room behind the stage, so competitors may view performances happening on stage whilst they wait. It is recommended that the dressing room supervisor may bring a hobby such as knitting, something to read, or a crossword puzzle.

COMPERE

The Compere is required to make announcements including the welcome, general house keeping, and inform the audience about the sessions program. The compere introduces the competitors by competitor number, and the title of the work they are performing. The ability to confidently pronounce titles in languages other than English (notably Italian, German, and French) is desirable, but not a necessity. Compere’s will be suitably instructed with details fort he procedure for each session, and given information about special awards and announcements that can be made at the compere’s discretion throughout the session while awaiting the adjudicator to complete their adjudication. 

REFRESHMENT VOLUNTEER

The Refreshment volunteer is to assist those volunteers who are unable to leave their positions of responsibility and the adjudicator by preparing them tea/coffee etc. The refreshment volunteer is also expected to offer relief to the ushers so that they may take a short break if needed. The refreshment volunteer is only required to work for roughly half an hour, approximately half way through the session. As such, this may be a good position for someone who is unable to do any extraneous work, and can enjoy the performances either side of their duties. 

*working with children check required