FUNDRAISING OFFICER MANUAL

PROCEDURE CODE: FUN002.2

TITLE:

CAROLLING PROCEDURE

1.0 OVERVIEW
Carolling is the single biggest fundraiser of the year and easily makes QUMS more than $5000 each
year (current record $11,295), as long as the organisation begins early and plenty of volunteers are
available. This procedure should be read as an extension of FUN002.1 Hire a Choir Procedure.
2.0 ORGANISING GIGS
2.1

As distinct from other hire a choir gigs, carolling clients are proactively sought out by the
Fundraising Officer/s.

2.2

The first clients are contacted around July/August each year, particularly Mighty
Management (Treasury and Jupiters Casinos), with other clients contacted progressively
during August and September.

2.3

All past and some potential clients are included in the Carolling <year> spreadsheet
from the previous year. When beginning to contact clients, copy this spreadsheet and
save as the current year, deleting the progress and gig information from the previous
year.

2.4

Summaries of all communications with clients are listed in the status column of the
spreadsheet, including the date; and the to do column is updated as a reminder of the
next stage (e.g. contact; wait to hear; invoice; etc).

2.5

To assist in organising clients, those who have been contacted and therefore potentially
hiring QUMS are highlighted in green; while those who have already booked a gig are
highlighted in yellow. Any left non-highlighted have either not been contacted or have
replied that they do not require QUMS as carollers.

2.6

The initial email to each client should contain a brief summary of QUMS and the
carolling services that QUMS offers. If QUMS has performed carols for that client in the
past, this should also be mentioned. The previous years emails may be used as a guide.

2.7

If no response, or an indefinite response, is received, follow up should occur after a

month, or with increasing frequency as the Christmas season approaches.

2.8

Any confirmed gigs are listed in the Carolling spreadsheet, and entered into the QUMS
calendar. Gigs are also listed in chronological order in the Schedule tab of the
Carolling spreadsheet.

2.9

Pricing for gigs is determined using the Hire a Choir rates spreadsheet, under either the
corporate or non-corporate carolling fee structure, with a surcharge applicable to any gigs
on Christmas Day.

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

2.9.1

Some adjustments may be made to these fees where applicable, for example
half price fees for a hospital gig, or increased fees for a gig booked at very
short notice.

2.9.2

Each year QUMS also usually does a couple of volunteer (i.e. free) gigs for
hospitals, nursing homes, or other charity groups.

2.9.3

If we have performed for the client in previous years, the payment sought then
can be used as a guide for the current year.
Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.2
2.10

Some clients may also set their own budget for the gig for example, Mighty
Management and Brisbane Marketing. The latter will also initiate contact about carolling
gigs for the year. Both these clients have a history of offering fees higher than our
standard rates.

2.11

For longer gigs, it may be necessary to discuss with the client the breaks required by a
small group of a cappella singers. Many clients accept a short break every half hour,
with a longer break in the middle of the gig (if 3 hours or more).
2.11.1 Should the client require non-stop carols, the gig can be split in half for roster
purposes, with a new group of singers arriving halfway through. However,
this sort of arrangement should be avoided wherever possible.

2.12

2.13

Other points to be discussed with the client, particularly if they have not hired QUMS in
the past, include:

uniforms (QUMS orchid t-shirt, black bottom half, and Christmas accessories);

policy on singers having drinks/bags with them while performing;

if a secure area will be available to store belongings;

if an induction or similar is required prior to the performance, or if the singers

need to check in with a specific member of staff;

parking arrangements.

Further requirements may apply to particular gigs; however these should be made clear
by the client.

3.0 ORGANISING SINGERS

3.1

In November, or once a number of gigs have been booked, the gigs are put into a gig
roster form (in the Form tab of the Carolling spreadsheet), which is distributed to all
QUMSians at rehearsal and via email.

3.2

At this time, the QUMS Carolling Guide is also updated for the current year, for instance
with meeting place details for the relevant venues, and is issued to QUMSians along with
the roster form.

3.3

On receipt of completed roster forms, the Carolling Roster <year> spreadsheet is

opened from the previous year and resaved for the current year. Details of the previous
years gigs and availabilities are deleted, and the current years gig details are entered
across the top of the spreadsheet, with singers details down the left-hand side.

3.4

Volunteers availabilities are then entered as Y, N, or ?, according to their form.

3.5

Once sufficient information is entered, or the first gig draws near!, the most taxing part of
the Fundraising Officers duties begins, which is to determine the rosters for all carolling
gigs.

3.6

Each gig will have nominated the number of singers required, which is the minimum
number as for any other gig (see FUN002.1). This number is made up of an even spread
of voice parts, usually with an extra soprano to ensure the melody is clear, and/or an extra
voice in another part if required.

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

Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.2
3.6.1

As with other gigs, the Fundraising Officer/s must take into account the
musical abilities and blend of the singers, particularly for smaller gigs.

3.7

However, as carolling typically involves about 40 hours worth of gigs over about 6
weeks, the total number and hours of gigs for each singer must also be taken into
account. Some QUMSians volunteer for every gig, as they are available, but they cannot
be rostered on for all of them; also singers of lesser confidence/ability also volunteer and
must be allowed a share in the performances.

3.8

The spreadsheet calculates the number of gigs and number of hours of carolling each
singer is available for (adding up the Y gigs) and lists these in columns on the righthand side. These numbers are highlighted if the singer is rostered on for 10 or more gigs,
or for 20 or more hours; and the aim is to ensure no highlighting occurs, while allowing
every volunteer to perform in at least one gig.
3.8.1

If a singer is available, but not rostered, for a gig, their entry in the spreadsheet
is changed from Y to 1. This makes it clearer to see who is available
should a change to the roster be required later.

3.9

Preference needs to be given to the most confident singers performing at the smallest
(quartet) gig; then to ensuring a combination of strong singers on each voice part
alongside weaker singers at the larger gigs. Better groupings should also be given
preferably to corporate (higher-paying) clients, without sacrificing quality for the others.

3.10

One person is chosen to be the contact person / leader for each gig. If possible, this
person should be a member of committee, and their main responsibility is to check that
all rostered singers have arrived, and that the performance proceeds on time and as
requested by the client.
3.10.1 A list of contact phone numbers for the volunteers, and any specific details
required for that gig are sent to the contact person in advance.
3.10.2 This person may also give notes and lead the singing; however this task may
be delegated as preferred. E.g. a Fundraising Officer will always be first
choice as contact person, but may defer to the conductor to lead the gig.
3.10.3 After the gig, the contact person sends a report to the Fundraising Officer/s
stating how the gig went; if any rostered singers did not arrive or if additional
singers did; any feedback received from the client or audience; and any other
comments that may be useful for planning later gigs at that venue or
elsewhere. Details of the singers attendance is the most necessary for
planning future gigs, for instance if a volunteer failed to turn up without
providing any advance warning or offering an explanation, that person may
not be suitable to include in a group that would rely on their presence.

3.11

When the rosters for at least some gigs have been determined, these are sent out by
email, again with the QUMS Carolling Guide, and any other reminders that may be
needed.

3.12

Changes and updates are made as required, and further information communicated by
email to the choir, or to the specific volunteers rostered for a particular gig.

3.13

Towards the end of December, or as requested by the client, invoices are issued for
payment, and followed up with the Treasurer and client as required. Each client is

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

Author: K. Hajek
Authorised by: K. Hajek

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PROCEDURE CODE: FUN002.2
thanked for their patronage, and the hope expressed that QUMS might have the pleasure
of performing for them again the following year. Details of invoicing and payment are
also recorded in the Carolling spreadsheet.
4.0 REVISION HISTORY
Issue

Date

Authorised By

Issued By

Comments

01

4/02/2014

K. Hajek

K. Hajek

First Issue

5.0 REFERENCES
FUN002.1 Hire a Choir

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

Author: K. Hajek
Authorised by: K. Hajek

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File: FUN002.2 Carolling procedure issue1