Chorus Support
We are here to provide advice and support on the various aspects of singing and performing together with information on how to effectively manage your chapter.
The information provided in this section has been compiled and collected from expert resources including experienced members of Sweet Adelines International. We aim to present you with this up-to-date information to help you overcome the challenges facing your chorus or quartet.
The content in these pages may be added, amended or removed from time-to-time.
Start a Chorus
If you live in an area where there is no chartered chorus within a reasonable distance, then we can help you start your own through our chapter-chartering program. It is designed to assist and inspire you throughout the chartering process.
A wealth of assistance is available to you from the Sweet Adelines International headquarters office and experienced members from the Quartet of Nations Region 31. Several resources are also provided to you along the way containing helpful information, for example:
- Finding a Director
- Holding an introductory meeting
- Planning the first and second rehearsals
- Planning for guests
- Basic criteria for public performance
- Barbershop techniques
- Teaching barbershop harmony
- Auditioning procedures
- Copyright and music licenses
- Developing chapter standing rules
- Determining membership eligibility
- Establishing dues and fees
- Forming chapter government
- Setting goals
- Regional visits
- Preparing to charter
To find out more, send a message to our Regional Membership Coordinator via the contact page.
Run Your Chorus
Running a chorus demands time, experience and willingness to make things happen. To run a successful chorus, here are the different areas that you must carefully consider.
Select The Right Governance
Having a governance structure that is appropriate for your chorus is a fundamental element of running a successful chorus. This is usually the first attribute that you decide when starting a new chorus as this will govern how decisions are made. Within the statutes of Sweet Adelines International, there are two approved forms of governance: a Board of Directors or a Management Team. Your selection of a governance structure depends on the leadership style of your Music Director and chorus members. Before making the choice, it is strongly suggested that your chorus holds a special meeting to discuss and agree on core values and goals.
| Board of Directors | Management Team | |
| Number of members | Six to 12 | Five to eight |
| Method of selection | Election | Election or appointment |
| Term of office | Two years | One or two years |
| Chorus Director involvement | May participate in discussion but not a voting member | Team member |
| Required positions | President, Vice President, Secretary, Treasurer | Team Coordinator, Secretary, Finance Manager, Music Director |
| Selecting officers | Board vote | Specified in the Standing Rules |
| Committee required | Membership, Nominating, Bylaws and Rules | Nominating plus other specified in the Standing Rules |
| Meeting schedule | At least monthly, specified in the Standing Rules | Specified in the Standing Rules |
| Decision making | Motion and vote | Discussion and consensus |
| Responsibilities | Manages chorus funds, plans for goal achievement, organises and evaluates, ensures open communication | Manages chorus funds, plans for goal achievement, organises and evaluates, ensures open communication |
Over time, your chorus dynamics may change and decide to amend your governance structure. This is allowed within Sweet Adelines International but can only made during the rechartering process.
The members-only section of the Sweet Adelines International website provides a detailed chapter guide, which covers chapter organisation, nominations and elections, standing rules plus tips for chapter leaders. You will need your Sweet Adelines member number to access these documents.
Set Your Goals
Goals are standards of achievement – they give purpose to plans and motivates actions. The art and practice of goal setting allows your chorus and its members to gauge the direction where you wish to go and what you want to do.
To significantly increase the chances for successful outcomes, your chorus’ goals must be SMART:
Specific – goals should pinpoint to specific things
Measurable – you should be able to know when you have achieved your goal
Action-oriented – you should be able to break down goals into tasks
Realistic – your goals should be attainable
Time-bound – you should set timelines and deadlines and stick to them
Examples of SMART goals are:
- Increase membership by 25% within the next three years
- Purchase new risers during the next fiscal year
- Raise funds to cover 100% of costs (chorus and members) for retreat
Goal setting should be an on-going process. It should be part of your annual chapter calendar and you should include time to evaluate current goals, then adjust, change or add new ones as needed.
Keeping Record
It is important that each member of your chorus’ leadership team (whether Board of Directors or Management Team) keep copies of important and relevant records and documents pertaining the affairs of your chorus relative to their roles. This allows future members to understand the rationale behind every decision in order to carry on the actions.
Each chorus shall determine which records to be retained. To help you decide, use the following criteria:
- Retain records indefinitely if they pertain to historical or legal documentation
- Retain records indefinitely if they document an activity, measure its accomplishment, and could materially aid a successor in these areas – performing duties, making decisions and arriving at timely and accurate solutions to problems
It would help even more if you are able to store these records electronically in a centralised and secure area to ensure that there’s one ‘true’ copy of each to avoid any discrepancies.
We recommend that you should keep the following records:
- Standard Form Chapter Bylaws*
- Policy Book*
- Chapter Guide*
- Standing Rules
- Chorus member directories
- Minutes of all meetings
- Copy of all legal contracts
- List of contacts at International Headquarters* and Regional Management Team
- All tax and financial records
* available online from the Sweet Adelines International website
Update Details
As an accredited chorus of Sweet Adelines International, you will need to keep the Regional Management Team and Sweet Adelines HQ up-to-date with the following details to ensure that your members are receiving timely communications.
Rehearsal information
Choosing a Director
As a music organisation, we understand the importance of the Music Director. She or he is an integral part of your chorus’ structure who can make or break your success from a musical standpoint. It is wise to allow sufficient time to find the best possible Music Director for your chorus, even if several months are required. In the interim, a temporary Music Director may be appointed to assume the musical responsibilities until a permanent director is found.
Before you even begin to advertise, you must first set your goals as a chorus including the members’ expectations of the Music Director. As a group, it is vital that you analyse and answer why you are looking for a Music Director and what can you offer.
Your chorus President/Team Coordinator should appoint a committee to oversee the search. This committee shall be responsible for drafting the job description, creating the application form and getting the post advertised. A sample application form is available in the Document Hub.
The search committee chair should also contact potential candidates directly and ask them to submit their CV and application. This should include any person within the chorus who has the existing or potential abilities that you require.
Advertise the post on appropriate channels such as websites of choral organisations, discussion boards and social media channels. Don’t forget to also include the job advert on your chorus’ website and social media pages.
The search committee shall review all applications received and prepare a shortlist for interview. We recommend using the prospective Music Director’s questionnaire to determine the actual experience and potential for each candidate. Only those who are deemed qualified by the search committee should be invited to audition for the chorus. Each audition should be scheduled in conjunction with the chorus members’ maximum availability. Members should be given the opportunity to observe and evaluate the candidate’s:
- Conducting techniques
- Ability to teach new material
- Method of reviewing repertoire
- General knowledge of vocal production techniques
- Communication style and potential as a leader of the chorus
- People skills
- Organisational skills in planning and delivering a rehearsal night
Following the auditions, the search committee should make a recommendation to the Board of Directors/Management Team who, in turn, shall present the recommendation to the rest of chorus members for a final vote.
An agreement is presented to the selected Music Director and negotiated with the chorus Board of Directors/Management Team. It contains the responsibilities of the Music Director for the chorus and what she or he will get in return. The chapter leaders are responsible for executing the agreement and gathering appropriate signatures on behalf of all parties. Sample agreements are available in the Document Hub section.
Finally, notify us of your new Music Director’s name, address and other contact information. You should also complete the online, automated Chapter Officer update form available in the members-only section of the Sweet Adelines International website.
There is a complete guideline document for conducting a Music Director search in the members-only section of the Sweet Adelines International website. You will need your membership number to access this document.