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Windswept Workshop Assistants

Help Wanted!

Conducting a successful Windswept Music Conference is a big job and many hands make light work. Find below the job descriptions for some of the leadership team and assistants at Windswept. Each assistant may be awarded a $50 credit toward workshop fees.
Workshop Team - Job Descriptions

First Vice President

 -- email
Director of Workshop -- email

Treasurer -- email

-- email

Faculty Liaison -- email

-- email

President -- email

-- email
Workshop Assistants
Director's Assistant: Auction Liaison:
Hospitality Chair: Volunteer Coordinator:
Treasurer's Assistant: Workbook Editor:
Marketing Liaison: Historian
Photographer: Videographer:
Student Monitor (RA) 1female, 1 male:
Listener
Director's Assistant -
Shadow/ Also Director of next year's workshop-- $50 credit off workshop fees  

  • Work with current director as assistant and shadow throughout the year – in  preparation for assuming responsibilities the following year.

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Auction Liaison 
-- $50 credit off workshop fees
Work with Auction/Fundraising Committee Chair
- inform director of scheduling and equipment needs pursuant to these tasks:

  1. Recruit items
  2. Recruit volunteers
  3. Coordinate setup
  4. Print/bring bid sheets
  5. Print/bring tax deductible contribution letters
  6. Print signage for promotion and procedures
  7. Facilitate auction clean-up
  8. Communicate with treasurer about financial issues after clean-up
  9. Purchase items for sale (water, snacks etc.)
  10. Determine pricing
  11. Arrange for those who house books and materials to bring them
  12. Maintain accurate records of for sale items purchased.
  13. Communicate with treasurer about financial issues by using the book.
  14. Work with director to obtain a list of all registrants for creation of the Auction book.
  15. Coordination of Annual Raffle

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Marketing Liaison 
-- $50 credit off workshop fees
Work with Marketing Chair and communicate with director of needs pursuant to:

  1. Print/Electronic Brochures – by December 1
  2. Brochure edits by Jenuary
  3. Faculty Recital – by June 15
  4. Email reminders and incentives – 1x month
  5. Postcards by April 1.
  6. Phone Tree
  7. Recruit volunteers, develop phone plan

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Historian
-- $50 credit off workshop Fees

  1. Research milestones, work with workshop planners and officers for recognition ceremony.
  2. Prepare lobby displays prior to registration
  3. Tear down displays after closing
  4. Facilitate storage of displays.

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Workbook editor
-- $50 credit off workshop Fees

  1. Seek edits of logistical pages from director, auction liaison, marketing liaison, reception/hospitality leaders– May 1st
  2. Seek edits of interior pages from the faculty liaison
  3. Docs received May 1, Send 1st draft out June 1, receive edits by June 15
  4. 2nd draft out July 1, receive edits July 10. Prepare for printing in Director’s hometown by July 15.

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Volunteer Coordinator
-- $50 credit off workshop Fees

  1. Monitor tasks that need to be done (director will have a list)
  2. Recruit / record volunteers
  3. Make announcements as needed at announcement time
  4. Communicate with director if there is a problem or concern in accomplishing tasks
  5. EXAMPLES OF TASKS
    • Deliver Classroom Equipment/Supplies to each class location (if known) – Saturday
    • Auction Room Set-up  - Friday-Sunday
    • Recruit Volunteers for others i.e. Recruit Auction Room Volunteers – Who will work a shift?, Auction Room Clean-up, Auction room Clearance Sale – Friday Evening, Recruit Luggage Assistants from Hospitality Chair, Recruit Bed Crew
    • arrange for pickup of food items, reception, meals, ice cream party
    • Tree and Arts/Table – Caution! Explanations – during registration 3-5pm
    • Leaf for the tree
    • Extra paper and hole punch for additional pages to your workbook.
    • Tidy and straighten throughout the week
    • Make reminders at announcement time.
    • Clean up and put items away after Friday party - 11:30pm Friday
    • Recruit Historical Display set-up assistants
    • Post signs for Scavenger hunt – before 5pm Sunday
    • Recruit Linen Check Out Crew – ongoing – Sat and Sunday
    • Assemble bedding sets 2 sheets, 1 towels, 1 wash cloth, 1 pillowcase, 1 pillow
    • As guests arrive, Pass out key packets
    • Remind registrant to select a blanket
    • Deliver the tree to spot for closing ceremony – Saturday morning
    • Pick up stereo systems and other equipment Friday –Saturday after classes are finished using them
    • Pick up tree from closing ceremony – after closing
    • Help gather all supplies, equipment  and choral music for return to storage

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Videographer
- $50 credit off workshop Fees
Work within budget to visually record aspects of the workshop

Stills:

  1. Take still shots and candids throughout the week
  2. Coordinate elements for the workshop t-shirt photo
  3. Receive photo orders from treasurer and director
  4. Have photos printed – oversee distribution
  5. Make photos available to Marketing/Website and Historian

Video:

  1. Film/record Faculty Recital
  2. Film/record Master Class
  3. Film incidental footage fragments of workshop (meals, classes etc)
  4. Film Friday event
  5. Film other classes/events upon request
  6. Compile edit footage, prepare for duplication
  7. Oversee duplication and distribution

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Reception/Hospitality Leader
- $50 credit off workshop Fees

inform director of needs pursuant to:

  1. Airport Ground transport Facilitation
  2. Luggage Ambassadors
  3. 1st timer buddies and orientation
  4. Reception
  5. Other meals
  6. Ice Cream Party
  7. Departure Facilitation
  8. Workshop participants’ Special Needs

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President
-- $50 Credit off workshop fees
– inform director and treasurer of scheduling and equipment needs pursuant to:

  1. Financial Aid procedures and recipients
  2. Scholarships awarded
  3. Executive Board Meetings
  4. Committee Lunch Meetings
  5. Membership meeting
  6. Scholarship Procedures
  7. Awards/Recognition

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Faculty Liaison
-- $50 Credit off workshop fees
Inform director of scheduling and equipment needs pursuant to

  1. Facilitate Contracts distribution.
  2. Faculty Recital Information for publicity - May 1
  3. Faculty Development weekend/retreat planning and implementation Jan/Feb (when applicable)
  4. Faculty supply and materials requests by June1.
  5. Faculty Lunch Meeting by July 1
  6. Faculty Recital Printed Program– by July 10
  7. Work with workbook editor and faculty to meet publication deadlines. May-July
  8. Work with liaison to marketing to publicize faculty recital by June 15
  9. Distribution of Evals

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Treasurer Duties
– Receives a $475 credit toward workshop fees

  1. Receive registration information and checks
  2. Process/prepare invoices
  3. Help with distribution of invoices and packets
  4. Prepare Receipts
  5. Cross-check lists for services requested:
    • Coaching
    • Private Lessons
    • Videos
    • Group Photos
    • Extra Night Stays
  6. Work with director, historian and volunteers to ensure services are delivered
  7. Work with director to ensure that all hononoraria and private lesson fees are paid, receipts received and reimbursed and payments are recorded.
  8. Work with Auction Liaison to facilitate close of auction and preparation for express checkout
  9. Conduct final financial checkout
  10. Prepare Windswept Expense Reports for Budget planning.

Assistant to the Treasurer
- $50 off workshop fees

            Work with the treasurer to accomplish tasks.


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FIRST VICE-PRESIDENT
Responsibilities include:

  1. Works with director of workshop to ensure a smooth flowing Windswept Workshop. Serves as a confidential resource and assists as needed.
  2. Accepts responsibility for planning and implementing Windswept Music Workshop.
  3. Appoints administrative staff as needed with the approval of the Board President.
  4. Secures and handles any claims associated with insurance for the workshop.
  5. Prepares planning committee reports and budgets and presents them to the board.
  6. Seeks board approval for Director of Workshop, faculty assignments and budget.
  7. Works with faculty liaison, marketing committee, director of workshop and other administrative staff to complete workshop tasks.
  8. Updates WMW Planning Committee Pages postings on the CM Website.
  9. Serve as a Liaison to the Marketing Committee
  10. Accepts responsibility for planning and implementing a Windswept Weekend workshop or Advanced Workshop at the board’s direction. These workshops will be primarily for those who have previously attended Windswept Summer Workshop and for any colleagues they deem ready to experience the Creative Motion concepts to be presented.

Listener $50 workshop credit

  1. Support workshop faculty in meeting participant needs.

  2. Be available for workshop participants who have questions of needs during the workshop week.


STUDENT MONITOR (RA)
- - $200 for one male monitor and $200 for one female student monitor.
An outline of your duties and responsibilities follows.
The Student Rules/Code of Conduct are included for your reference.

  1. Attend Meeting 5:15pm Sunday for “first-timers”
  2. Attend all meals and classes at which students will be “checking in.”
  3. Be able to account for student whereabouts as requested.
  4. Waken students no later than 7:00am.
  5. Assist with shower schedules and other logistics to encourage arrival on time with needed materials.
  6. Assist with interpersonal issues or suggestions for free-time activities as needed.
  7. Directly monitor students between 9:45-11:15pm.  Ensure that student whereabouts are known at approximately 10:10, 10:30 and 10:45pm.
  8. At 10:50pm, announce to students they should return to their floor, and begin preparing for bed so they can be in their rooms by 11pm.
  9. Ensure students are in their rooms by 11:00 and dorms are quiet after 11:15pm.
  10. Informally observe student conduct in large group settings. If concerns are noted, you may attempt to address the issue privately with the student, or contact the director for help and/or guidance. Typical concerns are behaviors which interfere with adult learning (student is too active) or student is withdrawn and failing to participate. (usually due to inadequate sleep, but occasionally due to emotional releases from body work.)
  11. If students are missing or fail to check in for noted classes, inform the director of workshop, who will inform the student sponsor and take other measures as needed to address the situation.
  12. If students incur a minor violation of rules or procedures, use a health/safety-oriented approach toward reminding the student of expectations. If the behavior continues, consult the director of workshop.
  13. If you believe the violation to be "serious" inform the director of workshop who will involve the student sponsor and/or parent address the situation as needed.

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Student Monitors ensure that students adhere to the following guidelines:
  1. Plan ahead! Make sure you have ALL of your materials for all of your classes before you leave the dorm.
  2. Always use the "Buddy System" wherever you go on campus (outside the dorm)
  3. Students may not leave the campus without being accompanied by an adult workshopper over age 21. They must also get permission from their sponsor and monitors.
  4. Make sure the Student Monitors know where you are at all times. Check in with them at each class, meal, and inform them of your plans for all free time.
  5. If there are any other questions or concerns about student monitor responsibilities, please contact the director of workshop.

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Student Rules (for student monitor reference)

  1. The minimum age of workshop attendance will be twelve years by the workshop date when accompanied by the teacher or parent. Special consideration may be given to students very close to twelve years of age when accompanied by a parent.  No other children under twelve years of age will be permitted to attend workshop classes. Minimum age of those students attending the workshop without their teacher or parent shall be fifteen years. In the event a teacher or parent is not in attendance an adult sponsor attending the workshop must agree to assume responsibility for the student with the approval of the student’s parent or legal guardian. High school graduates are considered part of the student body for the workshop immediately following their graduation; however they may petition for adult status with the recommendation of their teacher.
  2. For the student’s protection, we must know their location at all times during the week of the workshop.  Students will always be accompanied by another workshopper; the buddy system will be firmly enforced.  A “Student Monitor” will be appointed for both the boys and the girls.  Students are required to check-in with their monitor at every meal and each night when they are back in the dorm.  The Student Monitor must know where students are at all times, including the afternoon break.  If students leave the dorm for any nonscheduled workshop activity on campus, including practicing in the music building or exploring the campus, you must be with a buddy and let your monitor know where you are going!
  3. Students are required to be in the dorm between 9:30 p.m. and 7:00 a.m., unless special permission is obtained from the student monitor and the student’s teacher.  The dorm will be locked between midnight and 7:00am.
  4. Students should be in their own dorm rooms by 11:00pm and remain quiet after 11:15 pm.
  5. There is a swimming pool on campus. Students may only swim when accompanied by an adult over 21 and with the consent of their teacher and their Student Monitor.
  6. Student cooperation and participation are expected during all workshop activities, meals and classes.
  7. Students are not permitted in the dorm rooms of the opposite sex.  Lounge areas are available for co-ed socializing.
  8. Off-campus activities (e.g. shopping) will be allowed with the permission of the student’s teacher and student monitor.  An adult affiliated with the workshop who is over the age of 21 must accompany the student.
  9. All workshoppers will respect and take care of college property.  Fines will be assessed for all damages.
  10. Failure to comply with the workshop rules may result in the students being sent home for the duration of the workshop with no refund and at the student’s expense.  The Rules Committee in consultation with the student’s teacher, parent or sponsoring adult will handle all disciplinary measures.
  11. The workshop is a non-profit organization.  While we cannot be responsible for accidents or injuries of participants, we are careful to proved safe conditions for workshop students.
  12. Students will treat all members of the community with respect, including the student monitors.

 

 

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Director of Workshop – Windswept Music Workshop
-$500 credit towards workshop fees
The Director of workshop works under the guidance of the First vice-president in coordination with the First Vice-president and other members of the Windswept Planning Committee, other committees,  faculty and staff to implement the Windswept Music Workshop. (Note: Workshop location, dates and faculty salaries must be board approved.)

PLANNING, LOGISTICS and BUDGET

  1. Work with First Vice-president to select potential workshop sites, Gather financial data and construct preliminary budget
  2. After board approval, (board approves the location and dates of Windswept) work with hosting institutions, first vice-president, planning committee members, and marketing committee to develop content for brochure. (includes courses, descriptions, faculty, location, date, time, graduate credit and registration information)
  3. Work with Marketing committee to print and distribute brochures.
  4. Work with Webmaster to customize online registration.
  5. Work with planners to finalize budget.
  6. Work with planners to select personnel who will implement workshop plans. (Faculty is approved by board)
  7. Prepare contracts for Faculty, Student Monitors, Closing Ceremony leader. Send contracts for distribution to Faculty Liaison for review.
  8. Accomplish all tasks while staying within budget.  If unexpected expenses come up, contact the First vice-president.
REGISTRATIONS
  1. Work with hosting institution, auction chair, and other board officers to prepare contents of registrant information packet. Prepare packets for mailing and send as registrations are received.
  2. Work with planners to revise signature forms. Print and prepare for distribution.
  3. Work with president (financial aid) and treasurer to prepare invoices for mailing to registrants. Assist with correspondence between treasurer, registrants and relevant assistants and provide support for record-keeping pursuant to billable items such as private lessons, video, photo orders, ground transport etc.
  4. Correspond with the hosting organization, vendors, other assistants, faculty, and registrants regarding details, including:
    1. Insurance
    2. Applied Class requests
    3. T-shirt Sizes
    4. Saturday Stayers
    5. Flights and ground transportation
    6. Allergies, specialty meal requests
    7. Meal arrangements, food orders, receptions and food parties
    8. Participants with special needs
    9. Private Lessons
    10. Special features: i.e. Reiki, Massage, Raffle tickets, other optional events
    11. Student Forms (especially medical)
  5. Prepare reports regarding registrants as requested. I.e. numbers for breakout classes, special needs, dietary restrictions.
  6. Assign registrants to sleeping rooms.
  7. Prepare student check-in lists for student monitors (RA) and faculty.
  8. Prepare for participant housing check-in (lanyard, nametages, keys)
  9. Prepare registration materials for distribution (workbooks, choral music, t-shirts)
  10. Prepare registration check-lists.

COMMUNICATION with Participants, Staff and Hosting Institution
Acquisition of EQUIPMENT, MATERIALS, and SUPPLIES

  1. Assist in preparation for Fall/Spring report to the Executive Board with finalized schedules, contracts, financial info.
  2. Prepare communication with faculty about registrant information. (contact info, requests, special needs, etc.)
  3. Ensure that student monitors receive a preliminary student list, code of conduct sheet, and helpful hints in dealing with students.
  4. Arrange for creation, printing, assembly of Participant Workbook.
  5. Seek assistance from Faculty Liaison in learning about finalizing specific materials and equipment needs including potential additions to Creative Motion Choral Library.
  6. Arrange for tuning of pianos and other equipment needs and supply needs

CHECK-IN

  1. Confirm arrangements for volunteers for registration, luggage assistance, reception, historical displays, phone calls for registrants as needed, etc.
  2. Coordinate with treasurer – for more details see daily list.
THROUGHOUT THE WEEK 
- - detailed list – day-by-day list available on request
  1. Attend/visit Faculty meetings
  2. Handle facilities requests, or class supply requests.
  3. Ensure the week runs smoothly.
AFTER THE WORKSHOP
  1. Work on compiling evaluations, recommendations and send to First vice-president.
  2. Work with treasurer to finalize payment of all bills.

 

 




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Page last updated:
July 31, 2010 8:04 AM