EVENT DAY
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Choir arrival time: [1:00 pm]
Check-in location: [Lobby/Choir Checkin Table]
Choir entrance: [Any entrance]Please arrive on time so there is enough time to check in, get settled, warm up, and review any final instructions before the program begins.
When you arrive:
Enter through [insert entrance].
Check in with [insert person or team].
Pick up [music folder, name tag, event information, or other materials].
Place personal belongings in [insert location].
Report to [insert warm-up or choir gathering location].
Singers arriving late should contact [insert name and phone number] as soon as possible.
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The final warm-up may include:
Vocal exercises
Review of entrances and endings
Balance between voice parts
Practice with accompaniment
Stage movement and seating instructions
A final run-through of “Together We” and “Heart to Heart”
Review of cues from the choir director
Please be ready to begin at the scheduled time with your music, pencil, and water.
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Recommended parking area: [Insert details]
Accessible parking: [Insert details]
Choir entrance: [Insert details]
Public entrance: [Insert details]Please allow extra time for parking and walking to the check-in area.
Include any helpful details here, such as:
Whether parking is free
Overflow parking instructions
Where not to park
The closest entrance for singers
Whether the choir entrance will be locked after a certain time
Directions from the parking area to check-in
Map or parking link: [Insert link]
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Choir attire: [Insert clothing guidance]
Possible wording:
Please wear [insert colors or style], along with comfortable shoes suitable for standing and walking onstage. Clothing should be neat, comfortable, and free of large logos or distracting patterns.
You may also wish to include guidance about:
Long or short sleeves
Pants, skirts, or dresses
Shoes and footwear color
Jewelry
Jackets or layers
Fragrances
Whether choir robes, scarves, or accessories will be provided
Please avoid: [Insert any restrictions]
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Please bring:
Your choir music or booklet
A black music folder, if required
A pencil
A labeled water bottle
Any personal medication you may need
Reading glasses, if helpful
Your event-day contact information
[Add anything else]
Please leave unnecessary valuables at home.
Music folders will be: [Provided / not provided]
Printed music will be: [Provided / singers should bring their own copies] -
Choir members may leave coats, bags, and other personal items in:
Belongings area: [Insert location]
Please keep valuables with you or leave them at home. The venue and event organizers cannot be responsible for lost or unattended items.
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The Together We Community Choir will be seated:
Before the program: [Insert location]
During the program: [Insert location]
While not singing: [Insert location]Please follow the choir director’s instructions regarding:
Seating by voice part
Entering and leaving the stage
Standing and sitting cues
Holding music
Applause and acknowledgment
Remaining quiet during stories and reflections
What to do after the final choir selection
Singers should remain in their assigned places unless directed otherwise.
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Water: [Insert availability]
Snacks: [Insert guidance]
Restrooms: [Insert locations]Please eat before arriving unless otherwise instructed. A light snack may be helpful, but avoid bringing food into the performance area unless permission has been given.
Only water in a closed container should be brought into the choir seating or backstage area.
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CPAC accessibility information:
Accessible parking: [Insert details]
Step-free entrance: [Insert details]
Accessible restrooms: [Insert details]
Wheelchair or mobility-device seating: [Insert details]
Hearing assistance: [Insert details]
Seating accommodations for choir members: [Insert details]
Choir members who need an accommodation should contact:
Name: [Insert name]
Email: [Insert email]
Phone: [Insert phone]Please reach out by [insert date] so arrangements can be made in advance.
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Do choir members need a ticket? [Yes / No]
Guest tickets: [Insert instructions]
You may include:
Whether singers receive complimentary admission
Whether friends and family must purchase tickets
Where tickets may be purchased
Whether advance purchase is encouraged
Whether tickets will be available at the door
Whether seating is reserved or self-selected
Whether complimentary or sponsored tickets are available
Ticket link: [Insert link]
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The event may be photographed, filmed, or recorded for promotional, educational, archival, or documentary purposes.
Photo and recording policy: [Insert final language]
Choir members should be told whether:
A media release is required
Audience members may take photographs
Flash photography is permitted
Personal recording is allowed
Images may appear on websites, social media, or future project materials
Anyone with concerns should contact [insert name] before the event.
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Estimated program conclusion: Approximately 4:30 PM
Choir dismissal time: [Insert time]After the final selection, singers should:
Remain in place until dismissed
Return any borrowed music or folders
Collect personal belongings
Help with cleanup only if requested
Check out with [insert person], if required
Post-event gathering or reception: [Insert details]
Choir members may leave immediately afterward unless they have been asked to remain for photographs, cleanup, a reception, or another activity.
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If illness, an emergency, or another unavoidable circumstance prevents you from participating, please contact the choir team as soon as possible.
Contact: [Insert name]
Phone or text: [Insert number]
Email: [Insert email]Please do not attend if you are experiencing symptoms of a contagious illness.
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For questions, delays, or urgent event-day concerns:
Primary contact: [Insert name]
Role: [Insert role]
Phone or text: [Insert number]Secondary contact: [Insert name]
Phone or text: [Insert number] -
Before leaving home, make sure you have:
Music or choir booklet
Music folder
Pencil
Water bottle
Appropriate choir attire
Comfortable shoes
Arrival and parking instructions
Day-of contact number
Any medication or personal necessities