oPERATIONs MAnual

January 2017
 CITY DAY CAMP
CHART OF OPERATIONAL TASKS

Stages of Description Host partner MCI contribution

preparation contribution
FACILITY FOR Camp Facility Provides facility
MUSIC CAMP - Rehearsal hall with places for all children who take part in the camp for Camp
(minimum 200-300 places);
- Rehearsal facilities must provide12-15 rooms for instrument classes and
MCI office. Some classrooms need chairs large enough for teenagers.
Some need flat-top tables. Some need open space for moving around. It is
best if the classroom furniture can be moved to accommodate the class
needs.
- Classrooms need to be secured and dedicated to Music Camp for the
duration of the Camp. Keys should be given to MCI personnel before Camp
starts. Rooms cannot be changed or moved during the week.
Facility for Music Camp may be:
- school; university;
- boarding school or orphanage;
- culture, art, or civic, or community center;
Convenient location for children to get to Camp facility.
CONCERT Concert Facility Provides facility
Music Camp final concert, where children play instrumentarium and sing together for the Concert
with philharmonic orchestra, has to be conducted in a facility, which is large enough including stage,
to accommodate 200-300 children on stage plus an orchestra of approximately 26 sound, and
instrumentalists. It should be a venue where other cultural events are held. It can be lighting personnel
facility of:
- theatre for drama, opera or ballet
- philharmonic, concert hall, or conservatory
- church or cathedral;
- civic center
Concert facility needs the following equipment:
- podium for conductor
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 Stages of Description Host partner MCI contribution
preparation contribution
- tables for Orff instruments (5)
- 26 chairs and music stands for orchestra
- chairs for guitar class (10-12) and cello class (5)
- good acoustics
Philharmonic orchestra Finds and makes Pays honorarium to
Usually orchestra consists of the following musicians: agreement with the musicians if
- 4 1st violins; orchestra ticket price and/or
- 4 2nd violins; Consults with registration is
- 3 viole; Director of MCI shared between
- 2 cello; MCI and host.
- 1 contrabass; If ticket price or
- 2 flute; registration is
- 2 oboe; received by host,
- 2 clarinet; host assumes
- 2 fagott responsibility for
- 2 horn paying the
- 1 percussiontympani and drum orchestra. If
- 1 arfa (it's desirable) registration is
Orchestra is involved with children on the concert day. Musicians arrive about 3 received by MCI,
hours prior to concert. Dress rehearsal75 minutes; 30-45 minute break; concert then MCI will pay
45 minutes Concert usually lasts up to an hour. for the orchestra.
It is desirable that Constance Fortunato has one rehearsal with the orchestra
sometime during the week before the concert.
Choir risers Provides choir
There should be choir risers on the stage. The number of risers depends on risers
number of children who take part in Camp. Usually one section of risers
accommodates 20 children. For 150-200 children 6-7 sections of risers is
necessary.
Repertoire Prints Concert Selects and
Constance Fortunato decides repertoire during the first days of Camp. Depending Programusually prepares all
on abilities children will sing from 6-8 songs in 4-5 languages as well will play one by 2nd or 3rd day concert repertoire
instrumentarium together with philharmonic orchestra. of Camp.
Technical equipment and technical staff Secures work of
Sound engineer should work during concert. Two microphones are needed for sound engineer
Concerts opening and closing (no microphones on the childrens voices.) and Lighting
Lighting operatorto control lighting on stage, for orchestra, for audience Operator.
Provides
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 Stages of Description Host partner MCI contribution
preparation contribution
microphones

CHILDREN Childrens registration and requirements Promotes Provides link for

1. An on-line registration form is created for each child to register. For children information for on-line and print
without internet access, a registration template form is provided by Music Camp online- registration form.
International. Organizers must print and distribute printed forms where necessary. registration.
The form is filled out by children or their parents. Forms are then submitted to the
partner organization and entered into the electronic data base by partner Distributes
organization. No printed registrations are accepted by Music Camp International printed
until they are entered online. Registration for all Camps is closed two weeks before registration forms
the beginning of the Camp. to children
without internet
2. All children must be 11 years old at the day when Camp begins. access;

3. Each child is required to present a copy of his/her Birth Certificate to the partner Uploads all
organization at the time of registration. information into
on-line
4. Partner organizations must submit copies of all Birth Certificates to Music Camp registration form.
International. The list of completed registrations will be determined by MCI and
given to the host partner two weeks before Camp begins. Data file is
maintained by
5. MCI and partners will work together to discuss whether or not to charge a Music Camp
registration fee for Camp participation. And agreement (AMU) for the amount of any International who
registration fee and the way it is divided between Music Camp International and the will verify
host partner should be established at the time the Music Camp is scheduled, and information and
BEFORE registration for the Camp begins. A registration fee motivates the child return confirmed
and the parents to understand the value of Music Camp, and to respect and follow registrations to
the rules of the Camp. The registration fee can be a resource, which can be used partners for
for the Camp needs (snacks for children or T-shirts). It should not be considered a printing.
cost for the classes or to use the instruments or music. Scholarship and financial
assistance should be provided for children who are unable to afford the registration
fee.

6. Children are not permitted to miss any classes or rehearsals or to come late or
leave early. Missed classes and rehearsals will result in the child being eliminated
from the concert. (The one exception may be the health of the child, in which case
Constance Fortunato should be notified).

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 Stages of Description Host partner MCI contribution
preparation contribution

7. Any and ALL questions regarding the participation of a child must be directed to
Constance Fortunato or Daryna Belyanska. There are no exceptions. Partners are
not authorized to make exceptions to any policies and requirements.

Instrument classes Assigns children to

MCI staff assigns children to instrument classes. Every child is assigned to two instrument classes
classes. Children do not select their instrument and there is no changing of classes.
MCI staff takes into account childs age and musical experience.
Name Badges Prints and Provides PDF file
Every child receives personal badge with name and personal schedule according to laminates badges with personal name
the classes he or she was assigned. The template for all badges will be provided to badge for every
the host partner by Music Camp International. Host partner assumes the cost of participant.
printing and laminating badges.

Snacks Provides snacks

During 5 days of Music Camp children work for 5 hours. Every child has 2 for children
instrument classes and 3 choir rehearsals. There is one 20-minute break during
which they are provided by snack. On concert day, the children usually receive a
banana and water instead of the normal snack.
T-shirts Prints T-shirts Provides logo
The concert attire for all children is a Music Camp T-shirt and black pants. (except and design
Christmas Campwhen red capes are worn.) T-shirts are distributed to the children
one day before the concert. Black pants are provided by the family. T-shirts must be
a bold color with bright contrast for the logo. Pastel colors may not be used. Design
will be provided by MCI and must be approved before going to print. The MCI
logo will be printed on the front of T-shirt. Logo of host partner and sponsors may
be placed on the back, or on the sleeve.
Diplomas Prints diplomas Provides list of
Every participant receives a diploma, which certifies his or her participation in Music children
Camp. Diploma has MCI logo, host partner logo and signature of Constance
Fortunato. The file for the Diploma is provided by MCI and printed by the partner on
certificate stock of a minimum of 250 grams. Printed diplomas should be delivered
to MCI Director at the start of the final day of Music Camp classes for distribution in
the final instrument class.

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 Stages of Description Host partner MCI contribution
preparation contribution
PUBLICITY Advertising the Music Camp Develops and Provides photo and
CAMPAIGN Each community may choose the ways of communication with children and their shares video materials,
parents. Many options are available and effective: informational basic information
press conferences; TV talk shows materials about MCI work.
outdoor ad (city lights, billboards), Posts information
posters in schools, stores, city centers, on MCI Facebook
leaflets for children and their parents, page
communication through social networks https://www.facebook.com
/MusicCampInternationalU
two mini films about Music Camp International work in Ukraine kraine
https://www.youtube.com/watch?v=2RAbA1UbTNQ OR
https://www.youtube.com/watch?v=BJLAzCoPMwU https:www.facebook.
can provide it in appropriate quality for screening on TV. com/MusicCampInterna
tionalRomania
Templates for all printed materials will be provided by MCI. (registration forms,
postcards for distribution, posters) Specific details will be added by host partner.
Final design must be approved by MCI before going to print.

Advertising the concert Advertises the Posts information

The Concert needs to be advertised throughout the city and region. It is important concert among on national MCI
that the community supports and recognizes the talent of its children. It is important community Facebook page
for the children to receive the affirmation of a well-attended concert. Each leaders. Prints https://www.facebook.c
community should choose the most effective way of advertising within their invitations and/or om/MusicCampInternati
onalUkraie
community. Usually a combination of multiple approaches is advisable. tickets for the OR
TV talk shows, interviews, print media, regional websites concert. https:www.facebook.
Delivers concert com/MusicCampInterna
MCI will provide templates for tickets. If tickets are sold or a donation box provided, invitations to civic tionalRomania
the cost of the ticket or the amount of donations and the division of the proceeds officials and Provides template
between Music Camp International and the host partner should be established dignitaries two for official invitation
when the Camp is agreed to before registration begins. (AMU) weeks before
concert.
Music Camp International provides a template for invitations for all city officials and
dignitaries. These should be personally delivered to city and municipal offices a
minimum of two weeks prior to the concert. When advisable, a reception for city
officials can be provided following the concert.

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 Stages of Description Host partner MCI contribution
preparation contribution
Print Materials Prints all
Templates for ALL print materials (posters, post cards, invitations, posters, tickets, appropriate
and programs, registration forms) are provided by MCI to the partners. No print materials
materials are designed by the host partners. The partners are responsible to cover
all printing costs. The quality of all print materials should be excellent quality.
Partnership with Mass media Contacts with Helps prepare
s experience of conducting projects in different communities documents that Media press
Music Camp is always an interesting event for Media representatives. Journalists announcements
like to visit Music Camp, talk with children, interview Constance Fortunato, and and press-releases
attend the final concert. Music Camp is a special event for the whole community. (if necessary).
There are possibilities to invite Constance Fortunato to local TV and radio talk Provides basic
shows to discuss her unique pedagogical methods where children run after information about
knowledge, as well as the powerful influence music has on child development and MCI and the
how it facilitates peace and reconciliation in the community. project.
Video and photo Provides photo
It is important to have professional photo and video filming of Music Camp and and video filming
Final Concert. All raw footage of video and photo materials made during Music
Camp and Concert must be shared with MCI. Additionally, all photo and video
materials that are posted publicly on any social or news media must contain the
Music Camp logo, and appropriate credits. Video and photographic material may
not be posted in any digital format on partner and sponsor advertising, social
media, or print materials of any kind without including the Music Camp logo.
TRANSPORTING Transportation of instruments and equipment Transports all Provides
OF EQUIPMENT provides a large inventory instruments, repertoire books, and curricula for instruments and instruments and all
conducting Music Camp. All equipment and resources are kept in the MCI office in equipment to equipment and
Kyiv. A small truck or large van with all seats removed is needed to transport the Camp, Concert, resources for
equipment from the office to the Camp location, to the concert site, and then and returns to conducting Music
returned to the office. A large van which does not have the seats removed is not office in Kyiv. Camp.
adequate. Likewise, instruments cannot be exposed, but must be in either a
covered trailer or enclosed truck. All persons who are involved in the loading, Transports
unloading, and transporting of the instruments and equipment are expected to instruments and
maintain the highest level of care and caution in the handling of all instruments. The curriculums from
instruments are extremely expensive and extremely fragile. Proper orientation camp facility to
needs to be provided by partners in instructing all handlers to follow instructions of concert facility.
MCI when loading, unloading, and transporting the equipment. The host partner is
responsible to furnish volunteers to load equipment for transport to concert
site; off-load for concert; and re-load for transport back to Kyiv office.

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 Stages of Description Host partner MCI contribution
preparation contribution
Volunteers must show utmost care for instruments.
TEAM Meals and Accommodations Provides round Provides two meals
TRANSPORT, The Music Camp team of teachers and leaders, led by Constance Fortunato comes trip transportation per day for each
MEALS AND to the community to conduct Music Camp. The number of team members depends for MCI team member of Music
LODGING on the number of children registered (usually 12-15 persons). Appropriate from home city to Camp team
accommodations are required for the team. Accommodations need to be close to Music Camp (breakfast and light
the Camp location, and have adequate heat, toilet and shower facilities at a ratio of location and supper).
1:3. back.

Provides one hot

meal per day for
each member of
MCI team. This is
the main meal for
the team.

Provides
accommodations
for all team during
Music Camp.
TEACHER Certified teachers receive an honoraria for his or her work during Music Camp. Provides honoraria
HONORARIA Volunteers and interns donate their time and services. for teachers.

VOLUNTEERS Volunteer Participation Recruits

Music Camp is a large event that benefits from the involvement of volunteers volunteers
Volunteers can help with distribution of name badges, directing children where to
go, collecting registration fees, distribution of snack, and general traffic control.
Volunteers that excel in English may help translate for Constance Fortunato during
choir rehearsals (5 hours per day). These should be the top students of linguistic
institutes or faculties. Volunteers MUST abide by all Music Camp policies
including no mobile phones in any class or rehearsal. Mobile phone usage must be
limited to the office.
All volunteers are required to attend an orientation session prior to the beginning of
Music Camp. This will be held approximately 2 hours before the beginning of the
Camp. Volunteers are not authorized to make any decisions or communicate
decisions with parents that involve participation in rehearsals, classes, or
concert.
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 Stages of Description Host partner MCI contribution
preparation contribution

VISITORS, PRESS, Music Camp classes and rehearsals are not open to parents and guests without Provides press and
PARENTS, prior approval from the Music Camp office. This is for the protection of the children guest badges for
GUESTS and the class. ALL VISITORSincluding press, teachers, volunteersmust obtain all visitors
a guest badge from the Music Camp office. This badge must be worn at all times
during his/her visit. Mobile phones may not be used at all while visiting Music
Camp. Young children may never accompany a visiting adult. Visitors may not
attend any classes or rehearsals without attending orientation.
ON SITE MCI staff consult with partner organizations throughout the different stages to Organizes MCI
OFFICE insure that the Music Camp is well organized. Once Music Camp has begun, office daily work at
maintains a mobile office on site during the Camp to provide adequate support different stages of
services, service the teaching team, and the Camp Director. Music Camp
preparation

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 TIMELINE AND PERSONNEL ASSIGNMENTS
Music Camp International and local partners will establish timeline and deadlines based on the profile of each project. Frequent progress reports
are the responsibility of the host partner.

# Task Deadlines* Responsible Progress of Notes

person implementation
Preparation Phase A
1 Identify potential partners 3-6 months before Camp

2 Identify potential in-kind and funding 3-6 months before Camp

sources
3 Identify local project coordinator to 3-6 months before Camp
work with Music Camp International
Director
4 Establish date of Camp 3-6 months before Camp

5 Identify possible locations for Camp 3-6 months before Camp

and concert.
6 Prepare preliminary budget 3-6 months before Camp

7 Establish goal for number of children 3-6 months before Camp

and establish strategy for target
groups to be involved
8 Finalize responsibilities of each 3-4 months before Camp
partner
9 All Agreements of Mutual 3 months before Camp
Understanding (AMUs) distributed,
signed, and returned
10 Finalize location of Camp and 3 months before Camp
Concert

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11 Finalize budget and funding sources 3 months before Camp

12 Establish in-kind donations 3 months before Camp

13 Confirmation of all facilities in writing 3 months before Camp

14 Begin fundraising 3 months before Camp

15 Develop strategy for publicity and 3 months before Camp
recruitment of children
16 Confirm dates and times for Camp 3 months before Camp
facility and concert facility
17 Launch online publicity campaign; 2 months before Camp
websites of all partners; Music Camp
International FaceBook page
18 Print invitations--begin registration 2 months before Camp
process
19 Establish guest-list of dignitaries and 1 months before Camp
honored guests

Preparation Phase B
20 Registration forms distributed to 6 weeks before Camp
children without internet access;
Online registration opens. Spread
online registration link with deadline
for registration 2 weeks prior to
beginning of Camp
21 Teaching Team confirmed (based on 2 weeks before Camp
number of children registered.
22 Confirm instrumentalists from 1 month before Camp
orchestra and rehearsal schedule and
location
23 Accommodations and meal 1 month before Camp
arrangements for Teaching Team
confirmed
24 Volunteers recruited 1 month before Camp
25 All print registration forms entered 2 weeks before Camp
into data base and submitted online.
Registration closes.

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26 Scan of all birth certificates submitted 2 weeks before Camp
to MCI office
27 T-shirts ordered (after close of 2 weeks before Camp
registration)
28 Transportation for equipment 2 weeks before Camp
confirmed
29 Transportation for Teaching Team 2 weeks before Camp
confirmed
30 Media exposure scheduled; press 2 weeks before Camp
conference, TV talk shows, interviews
31 Invitations for honored guests printed 2 weeks before Camp
and delivered to dignitaries and
honored guests
33 Class lists made 10 days before Camp
34 Name badges printed and laminated 1 week before Camp
35 T-shirts delivered to host partner 1 week before Camp
36 Non-perishable snacks for children 1 week before Camp
delivered to Camp site
37 Equipment is uploaded and 1 day before Camp
transported from Kyiv
38 Confirm media and documentation 1 day before Camp
39 Connie and Dasha arrive, meet with 1 day before Camp
lead partner and inspect facilities,
assign rooms, obtain keys
40 Volunteers and Team arrive 3-4 Opening Day of Camp OR
hours before beginning of Camp 1 day before Camp

41 Equipment off-loaded and rooms set Opening Day of Camp OR

up 3-4 hours before beginning of 1 day before Camp
Camp
42 Name badges sorted and prepared Opening Day of Camp OR
for distribution 1 day before Camp
3-4 hours before beginning of Camp
43 Curriculum distributed Opening Day of Camp OR
2-3 hours before beginning of Camp 1 day before Camp
44 Project office set up Opening Day of Camp OR
3-4 hours before beginning of Camp 1 day before Camp

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45 Volunteers assist in room set-up, Opening Day of Camp
distribution of name badges, seating
arrangement of children in rehearsal
hall
3-4 hours before Camp begins
46 Mediaopening of Camp; press Opening Day of Camp
conferencefollowing general
rehearsal
47 Diplomas for children printed 2nd Day of Camp
(Delivered to Inspectorat for signature
of Education Inspector)
48 Possible Open House for local 4th or 5th Day of Camp
teachers, partners, civic leaders, and
press
49 Possible orchestra rehearsal 4th or 5th Day of Camp
50 Concert reminders prepared and sent 5th Day of Camp
home with children
51 T-shirts distributed as children leave 5th Day of Camp
52 All financial documentation including 5th Day of Camp
in-kind donations completed and
submitted to MCI
Reporting Phase
53 Prepare Thank You notes for all 1st Day after Camp
partners
54 All video and photographic 1st Day after Camp
documentation submitted to Music
Camp International
55 Comprehensive financial report 2 weeks after Camp
prepared for partners and de-brief

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