Choral Boosters About

President

Skills: leadership, organization, management, detail-oriented, diplomacy, willingness/ability to attend all events, board meetings and additional committee meetings, familiarity with Google Docs/Sheets, Microsoft Word/Excel and have general comfort and experience with technology and software.

Duties: preside over monthly board meetings, executive officer meetings and other committee meetings as needed; represent the Boosters to the public; liaise with the school administration, school board, and other organizations; work directly with the choral director to implement fundraising and coordination of events; oversee all committee chairs and appointment board members; be willing and able to temporarily assume duties of any board member should they be incapacitated or resign (until a replacement is elected or appointed); oversee and help plan WWS, MASS, DSCC, and all fundraisers; work with treasurer on budget and cash flow; attend all events.

Hours needed: During a normal year, this position requires almost daily attention. ~2-3 hours monthly to prepare for and attend board meetings; additional time during the month as needed to discuss issues as they occur; several hours each week to respond to emails; coordinate with program chairs on current fundraisers; 10+ hours to plan WWS; 10+ hours to plan DSCC; 30-40+ hours to plan MASS.  

1st Vice President

Skills: willingness/ability to attend all board meetings and additional committee meetings; good organizational skills; cooperation with others; communication skills; attention to detail; comfortable with computers/technology; familiarity with Google Docs/Sheets and MailChimp

Duties: Assist the president; coordinate volunteers for events and collection of donations such as food and beverages; write directions for each volunteer position so they know what to do when there; send out monthly booster member newsletters and periodic family updates; co-chair MASS with President

Hours needed: During a normal year, this position requires weekly and sometimes daily attention. 1-2 hours weekly or bi-weekly to send out update emails; ~ 4-6 hours once a year to set up MailChimp with new families and updated email addresses with some other maintenance throughout; 3-4 hours per large-scale event to create/update volunteer and donation sign-up sheets; 30-40+ hours to plan MASS; ~2 hours monthly to attend board meetings, additional time during the month as needed to discuss issues as they occur

2nd Vice President

Skills: willingness/ability to attend all board meetings and additional committee meetings; good organizational skills; comfortable with computer technology

Duties: coordinate student sales fundraisers, spirit nights, tag sale (restaurant card/coupon book/tag sale); oversee dance recital fundraiser

Hours needed:During a normal year, this position requires weekly or bi-weekly attention. 1-2 hours per fundraiser event to organize/set up; 5-10 hours to organize door-to-door tag sale fundraiser; 8-10 hours to attend tag sale fundraiser; 5-10 hours to organize dance recital fundraiser; must be available for start of shifts for dance recital fundraiser (preferable to attend full event; must coordinate with other officers to have an officer in attendance for duration of event); ~2 hours monthly to attend board meetings, additional time during the month as needed to discuss issues as they occur

Treasurer

Skills: detail-oriented, organized, accounting background a plus, experience with Quicken/QuickBooks, willingness/ability to attend all board meetings and additional committee meetings

Duties: attend all events where money is collected; obtain cash before all events; count and deposit receipts after all events; maintain all accounting records, insurance and contracts; complete necessary tax and business forms; create annual budget and update budget and cash flow on a monthly basis; attend the entire event for MASS

Hours needed:During a normal year, this job requires almost daily attention; ~2 hours monthly to attend board meetings; additional time during the month as needed to discuss issues as they occur

Secretary

Skills: good note taking skills, willingness/ability to attend all board meetings and additional committee meetings

Duties: take minutes of each board and executive officer meeting, attend monthly board and executive officer meetings, provide minutes to board after each meeting, keep minutes from all meetings archived for legal recordkeeping purposes

Hours needed: ~2 hours monthly to attend board meetings, 1 hour to write up minutes of board meeting, additional time during the month as needed to discuss issues as they occur

Student Accounts Treasurer

Skills: detail-oriented, organized, accounting background a plus, experience with accounting software, willingness/ability to learn accounts management software DanceStudio-Pro (DSP), willingness/ability to attend board meetings and provide reports and information to officers and the choral director as needed

Duties: keep all records of payments to student accounts for costumes, show fees, band fees, travel fees, etc.; provide monthly reports of monies owed vs. paid; ensure scholarship recipients are informed of their payment plans (if any) and are adhering to payment schedules; answer parent questions; check email daily 

Hours needed: ~2 hours monthly to attend board meetings; 10+ hours in April to add new students and fees to DSP; several hours a month to maintain records, answer emails and prepare for board meetings; additional time during the month as needed to discuss issues as they occur.  This job is busiest from March/April (audition time/beginning of payment collection) to January.

Mid-Atlantic Show Choir Spectacular (MASS) Co-Chair

Skills: willingness/ability to attend board meetings and additional committee meetings; detail-oriented; experienced with Google docs/sheets; organized; event management experience would be great, but not required

Duties: help plan MASS competition; trophy ordering; coordinate donations from families and community (work with Hospitality chair and Concessions); print out materials for name tags, director packets, signage; ensure director letters and pre-competition materials are updated; coordinate receipt of materials from directors (track and follow up with directors as needed); set up Friday day before; attend all day of MASS; clean up

Hours needed: ~2 hours monthly to attend board meetings, several hours 2-3 times during the fall/winter to attend committee meetings, 3-6 hours per week in December/January/February, with 15+ hours the week leading up to MASS, attend MASS all day

Dominion Show Choir Camp (DSCC) Chair

Skills: willingness/ability to attend board meetings and additional committee meetings; detail-oriented; organized; experienced with Google docs/sheets; event management experience would be great, but not required

Duties: check DSCC email once a week July-January; check DSCC email daily January-June; attend any DSCC committee meetings during winter/spring; ensure DSCC marketing materials are updated by January; promote DSCC through email blasts, posters, and other marketing outlets; work with the choral director and Treasurer to get contracts to clinicians and track budget items; work with the graphic designer and Spiritwear Coordinator to order DSCC shirts; work with Concessions to plan daily lunch menu, snack menus and Friday sub dinner quantities/ordering/pickup; organize check-in; help set up for DSCC the weekend before camp; print out check-in lists, t-shirt lists, name tags; make sure daily schedules are printed for attendees; attend camp during the week to monitor students, be available for injuries/illnesses/questions; distribute surveys at event and enter data for review; help sell raffle tickets during final camp concert; clean up

Hours needed: ~2 hours monthly to attend board meetings, additional time during the month as needed to discuss issues as they occur, 3-6 hours per week in March/April/May, with 5-10 hours per week in June leading up to DSCC, attend DSCC for duration of camp (or ensure that a booster officer is there each day for the duration of camp)

Costume Coordinator

Skills: willingness/ability to help; knowledge of how to measure for garment is helpful but not necessary

Duties: willingness/ability to help the choral director source and order costumes and accessories; coordinate measuring of students; help unpacking, sorting and distributing costumes; return unwanted items; reorder replacement items

Hours needed: several hours in beginning of season (June/July/August) to help measure students; a few hours to help the choral director research costume pieces; periodic chunks of time to return orders, re-order items, sort/distribute items.  Most of time would be prior to January, with a little bit of time during competition season Jan.-March

Membership Chair

Skills: willingness/ability to attend board meetings, good organization, good with people, familiarity with Google Docs and Excel preferred

Duties: track membership submissions and payments; ensure members receive all benefits in a timely fashion; help recruit and retain members; attend all local concerts; maintain and coordinate tickets and concert seating for the Choral Booster Members that have paid for Benefactor and Sponsorship levels. 

Hours needed: ~2 hours monthly to attend board meetings in the summer and fall; a few hours each at several events (fee night, concerts, previews) to liaise with existing members and to recruit new members

Program Ad Sales Coordinator

Skills: organization, familiarity with Word and Google docs, willingness/ability to attend board meetings

Duties: work with board to establish sponsorship levels, ad sizes, benefits and pricing; update advertiser packets as needed; coordinate sales effort with students and families; track ad sales by each student in a Google Sheet; ensure that ad files are received by advertiser and sent to Program Designer in advance of deadline for each program; ensure that ad files are correct size/orientation for space purchased and work with student and/or advertiser to get correct files as needed

Hours needed: ~2 hours monthly to attend board meetings, 1-2 hours per week to check email and manage files.  This job is busiest from March/April through fall concert.

Travel Coordinator

Skills: willingness/ability to attend board meetings, detail-oriented, personable, persistent (especially when someone is not emailing or texting you back and you're on a time crunch to make travel arrangements), and willingness to travel to Richmond International Airport.

Duties: Make travel arrangements for any choreographers/clinicians/MASS judges who are not local throughout the year (summer choreography camps, clinics arranged by CHHS Choral Director, MASS*, Dominion Show Choir camp and any other activities/events as determined by the program.  Also, includes booking hotel accommodations and car rentals or rides via volunteers, as needed and coordinating with Hospitality for likes/preferences for gift baskets given by the choral boosters as a token of appreciation.  (*The competition we host, Mid-Atlantic Show Choir Spectacular, or MASS, is the event that takes the majority of the time and effort; generally takes place in February)

Hours needed: ~2 hours monthly to attend board meetings, ~ 0 - 2 hours per week from July - June, with much of the time commitment increasing between December - February after MASS.

Hospitality Coordinator

Skills: willingness/ability to attend all board meetings and additional committee meetings

Duties: purchase gift baskets for all guests (choreographers, clinicians, MASS judges, DSCC guest staff, etc.); plan menus and coordinate donations for Director’s Lounge and judges’ meals for MASS

Hours needed: ~2 hours monthly to attend board meetings, 1-2 hours for each gift basket needed, 4-8 hours per week from December through February MASS date seeking donations and coordinating volunteers and menus for MASS

Concessions Coordinator

Skills: willingness/ability to attend board meetings; good with planning for large group events; good at finding deals; detail-oriented

Duties: plan menus and pricing for concession sales at DSCC, MASS and other events as needed, purchase items and oversee concession sales; inventory items after events.

Hours needed: ~2 hours monthly to attend board meetings, several hours before DSCC to purchase items, several hours before MASS to plan menus and shopping lists, 6-8 hours on Friday the day before MASS to shop, attendance at MASS all day to oversee concessions and make additional purchases as needed.

Spiritwear Assistant

Skills: good with spreadsheets, phone calls, light research

Duties: coordinate logo/design needs with the graphic; investigate vendors (pricing, production time, etc.) for t-shirts, hoodies, other items as needed; place orders for spirit wear items with multiple vendors; count and sort items when they are received and prepare them for distribution; follow up with vendors as needed to correct errors

Hours needed: ~2 hours monthly to attend board meetings, a few hours before spiritwear orders start to establish items, vendors and pricing, a few hours to place orders, ~5 hours to inventory items and sort for distribution.  This job is only busy a 2-3 times a year when we want to do spiritwear orders.