Auditions for Admissions

Overview:
Auditions for Admissions is a program for recruiting new members. It was a successful in the 1970's. We will build it on this with the guidelines: (1) If it ain't broke, don't fix it, (2) If it won't work in 2015, fix it (3) Modernize.

The program is as follows:
(1) Promote as "Audition for Admissions".
(2a) Sing-out at a busy mall, with announcement about Audition.
(2b) Barbershop pictures while tagging with a quartet (during Sing-out and Auditions).
(2c) Auditions shortly following the Sing-out.
(3) Follow up via phone/letters/email.

Task Owners:
Game Plan - Jerry Wong
Review/Staffer - Andy Maurer (to get staffing for all tasks)
Promotions - Jerry Wong
Quartet - (Bascom Avenue 4 or MetroGnomes or Boomerang?)
Photographer - (Jerry Wong or Jeff Harris?)
Risers - (Someone with a truck + key + a few more?)
All Chorus members will be assigned to a Head Schmoozer's team
Head Barker Schmoozer - Focus on passers by, direct to singout/picture/audition
Head Guest Schmoozer - Focus on guests, fill order forms, direct to picture/audition
Head Audition Schmoozer - Focus on auditioning guests
Head Followup Schmoozer - Float among guests gathering info and follow up (John Hinkle or Nigel Endersby or Dave Kocharhook?)

Resources:
Location - (Dave Kocharhook or Nigel Endersby?)
Barbershop: Stool, smock, accessories, costumes for quartet (and photographers) - (?)
Camera (PC+webcam+art+color printer+paper+folders+pad+felt pen) - (Jerry Wong or John Wooldridge?) and Jeff Harris
Media - Order forms, pencils, posters, flyers for Voice Lessons / Open House

Calendar:
Mar 1 - First Draft of Plan
Mar 8 - Final Draft of Plan, CD Monthly Report
Mar 14 - Board Meeting Approval
T-28days - Location and Date Finalized
T-21days - Final approval on all Media 
T-14days - Promotional material sent
T-14days - Schmooze training and assignment to teams
T-7days - Schmooze reminders with teams
T+0days - Program - Give them several things to talk about, and the language to describe it, thank them several times during the program.
 6:30 Quartet(s) during setup and barking
 6:30 - 8:30 Photos
 7:00 Consider flashmob start (polecat) (a modern mode, worth talking about)
  Singout 1st half
  Announcement about Auditions and Photo
  Singout 2nd half
 7:30 Auditions
T+1days write personal letters reminder to practice / voice lessons / open house
T+7days write personal letters after the first practice

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Location Instructions: (Clarify all, Handoffs, Info gathering, Job fit)
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The location should ideally be a busy mall, with a side hall for taking "Barbershop" photos, and a comfortable restaurant/pizza for auditions and talking.

Promo Instructions:
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Media should promote the event as "Auditions for Admissions", but may also mention other upcoming events (e.g. Free voice lessons).
Promotions should be primarily targeted to singers that can pass the auditions.

Quartet Instructions:
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Your job is to get the guest to ring a chord in two minutes, and take a photo:
Greet the guest warmly and introduce. (Each quartet member take a role)
Set up a photo with the photo pickup number.
Get the guest to ring a chord.
If good, compliment him and ask if he liked it, consider auditioning.
Tell him what he just did, so he can describe it to others. 
Express thanks/enjoyment.
Remind of his photo pickup number.
Hand off to a guest schmoozer.
Repeating the compliment if appropriate, hope to see again if appropriate.

Photographer Instructions:
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Your job is to give the guest a photo that he can show-and-tell:
Take the guest's order form and write the next photo number on it. 
Give the guest a slip with the number on it and the approximate wait time.
Call the next guest to be ready for the barber chair. 
Set up a photo with his number on the pad, and leave the guest with the quartet. 
Take a few photos
Merge a good photo with art
Make a master <number-name>.png
Print photo
Call the guest by name and number
Present the picture to the guest for approval (possibly redo), see if he wants his picture emailed.

Head Barker Schmoozer Instructions:
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Your job is to talk to passers by and funnel them in:
Prior to the sing-out/audition/picture, stand in the hall with a quartet and make announcements
Call to people (town crier, carnival barker)… Sandwich sign could help here
Let them know when and where
After the sing-out, stand in the halls with a quartet and continue to make announcements

Head Guest Schmoozer Instructions:
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Your task is to find out what the guests would like:
Look for guests standing around (after the sing, or maybe waiting for their photo/audition)
You can also reinforce their enjoyment… "A lot of people like that one too…"
You can give them the language to describe it… "That was a song called…One of our contest..."
Generally respond to their interests with offers, if appropriate… Don't push.
"Thanks for coming out… What did you think/How did we do/What was your favorite part?"
 … "What we did at that point is…/The name of that one…/We sang that in contest..." 
Have Order Forms to take their orders.
We've got a menu of stuff going on today…
Can we do anything for you in the way of an Audition… 
An Old Time Barbershop Quartet Photo (these guys don't charge anything)… 
We have free voice lessons coming up (particularly if you like this music)… 
If interested in information about Peninsulaires, continue to talk with them...
 "What are you interested in hearing about the Peninsulaires?…"
 Give them a fact or two that they can retell
 We have upcoming events? We have an email list… Take email and write instruction in "Other"
 We have free voice lessons coming up on (Date)
 We have an open house coming up on (Date)
 We have Ice Cream Social and Dinner shows coming up in the Fall
 We have some Peninsulaires posters
If interested in Old Time Barbershop Quartet Photo, help queue for Photo
If interested in Audition, help queue for Audition
Follow up schmoozers will be coming by, mention any follow up items.
Thank them again for coming out… 
Express enjoyment talking/singing for them…
Hope to see them some time at a show or coming by one of our practices…
Return Order Forms at the end of the day to Jerry Wong

Head Audition Schmoozer Instructions:
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You job is to pre-qualify the candidate
If promising, increase his desire to join
Follow his interests, your tools include:
 Tagging
 Hearing them discuss their qualifications, music/barbershop stories
 Peninsulaires posters
 19 Unique things about the Peninsulaires
 Stories about people touched by Peninsulaires

Perform audition and propose next actions:
 "You've passed my audition, I'd like to offer your name up for consideration, can I introduce to someone who will be in contact with you" -> Introduce to Followup
 "We'd like to recommend that you attend the voice clinic where you'll get some things to work on, and have a second audition" 
 "There is a group of singers that do not join us in contest, but sing with us on stage during the holidays, would you be interested in that"
 "… If none of these programs match your availability, we'd like to invite you to our mailing list so you can try out again in the future."
Do you know of any others that might be interested in joining with you in the same timeframe?
At the end of the day, all Order Forms end up with Jerry Wong

Head Followup Schmoozer Instructions:
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Your crew's task will be to follow up with every guest. A team of 6 following up 10 each should cover. You will be their main contact to the Peninsulaires.
The task initially will be to touch base with each guest in process, introduce and give a Peninsulaires business card with your name. Ask how things are going… 
From the Order Form and the discussion try to find a follow up point for each one and decide on the mode (phone/note/email). Write your name and take a note on their order form (in a way they would be okay to see). You will end up with the order forms in the end. Invite them to the next practice. Take note of their response. Possibly see if they know of others that might be interested in coming to the next practice.
Follow up with each at least twice. Once before the next practice, once after the next practice. Prospects that we want to pursue, follow their decision process and timing.
Always thank them.
All Order Forms end up with Jerry Wong
Jerry will take statistics, send photos by email, and return all Order Forms to you for followup.

Order Form (previously called survey):
Look like an old time menu with check boxes.
How did you hear about us _________________
What did you like the best __________________
Guest ____________ is interested in:
[ ] Audition for Admission
[ ] Old Time Barbershop Quartet Photo (Free) ______
  [ ] Emailed Photo ___________________________
[ ] Free Voice Lessons (Date)
[ ] Information about Peninsulaires
[ ] Other _______________________

Media Assets (to be attached):
https://www.dropbox.com/sh/jmv6t1n5brr1lk0/AAA63ALLyY4MHbfV0tUjcynCa?dl=0 (6 pieces)
Promo Flyers:
 Singer's Mailing List [X] - Same
 Peninsulaires Mailing List [X] - Same
 Pin Up Flyers [X] (Print 40 copies to promote event)
 Local Papers Information Section - Text Only
 Sunnyvale City Announcements - Text Only
Sandwich Board (Hallway Promotion): [ ] (Print 2 copies each)
 17x11" TBD
Order Form: [X] (Print 40 copies and cut to make 80 Order Forms)
Old Time Barbershop Artwork: [X] (Plan for 80 photos)
Voice Lesson Flyer: [X] 
 "Hero" (Print 30 copies to have on hand)
 "Choir" (Print 20 copies to have on hand)
Open House Flyer: [X] (Print 20 copies to have on hand)
Peninsulaires Mini-Posters: [X]
https://www.dropbox.com/sh/iehrfbwvxb4qifp/AABr1tCVzWOguNPm7Da_cSXSa?dl=0 (9 pieces)
 Several types (Print 10 copies of each to have on hand)