Guidelines for hosting your own BRATS Day

1. Find a venue

The most successful events are held in places that are easily accessible and recognizable. Examples include a local university, high school, performing arts center, community center or youth orchestra venue. Pick a place students are familiar with. A university venue can attract students from elementary school to college level and may provide an opportunity to have your students work with other professors or other teachers. A youth orchestra venue is a place that many students are familiar with - reaching out to 6-12 violist students in such a venue could immediately ensure the success of your B.R.A.T.S DAY.

The location you select may also provide a connection with other viola teachers or professors that could serve as co-hosts for the event. Knowing the other teachers in your area is one of the most important links to your community in terms of work and career and is beneficial to all concerned. Giving your students exposure to other teachers, the experience to perform, and helping them to make contacts is a very important part of their education.

Spaces needed within your venue:

• Large Rehearsal Space/Hall

One of the biggest attractions of the BRATS DAY event is a large ensemble reading of works for multiple violas. This event allows all students to play in one large group conducted by the host/co host. The large rehearsal space or hall can also be used for master classes, recitals and opening and closing ceremonies.

The ideal space is a large recital hall with a stage that can fit 50 + violists, all playing at once. The best situation enables all violists to fit on the stage at once to rehearse and perform. However, the first few rows of the hall can also be used for those participating. Seats or chairs in the hall can also be used for parents to sit and listen as they come to pick up their children at the end of the day and.

• Smaller Rooms

If you decide to host a full B.R.A.T.S DAY, you may need smaller classrooms for individual lessons, classes, or meetings. Take a look at the proposed schedule to see examples of events that may work in your viola community.

• Reception Area

An entrance foyer often works well, providing an area where you can take admission, sell T shirts, CDs or other memorable objects. You can advertise upcoming events or programs or even have a booth for a local instrument maker! This may be the place where parents drop off their children and staff volunteers hand out program packets or other information at the start of the day.

2. Checklist of other things you may need:

• Prizes

Local music shops or record stores are often willing to donate prizes. A shoulder rest, T shirt, CD or a score are perfect prizes and can make a very memorable day for any young violist. If you are more ambitious, a set of strings, a viola case or ergonomic strap, tuners or metronomes make terrific prizes! The AVS is willing to donate a prize for your event as well! Just let us know when your event will be held and who the contact person is and we shall send a gift for your event.

3. Plan your events. Events should include some of the following:

• Opening welcome
• Sectionals/rehearsals for the large ensembles
• Master class with guest from local university professor, orchestra principal or studio teacher
• Recital with guest
• Large & small ensemble performances
• A variety of classes by student teachers/high school teachers/guest teachers

4. Decide Fees

Suggested fees should be a minimum of $15, which provides a special discounted student membership to the AVS. (Normal AVS student membership is $21, with a group rate of $18).

Additional optional fees might include:
• Optional - $10 for an additional packed lunch
• Optional - $10 for an AVS B.R.A.T.S T-shirt
• Optional - $10 for an AVS B.R.A.T.S Tote

All registrants must be members of the AVS and at least one host who will apply for the grant.

5. Recruit attendees:

• Pick a team to call every college, high school, elementary school teacher in the area to invite their viola students to your special day event. (AVS has a national teacher directory and so does ASTA).
• Visit high schools and hand out flyers
• Contact local violin and viola teachers
• Pitch your special guest and activities
• Make announcements in local media publications such as community newspapers or work with your local AVS chapter
• Contact youth orchestra sectional coaches
• Start with a base of 5 local teachers. If they all bring 5 students that provides 25 participants first time around!
• Invite the youth orchestra to play a special role and perform as a section. That’s a possible 8 more!
• Talk with local universities and college professors who are looking for way to contribute to the community (it is generally part of their tenure requirements to do so.) They also have a vested interested in recruitment and can offer a venue. They could have all their students participate or even team-teach or staff the event. That could be up to 10 more participants!
• Contact the local symphony viola principal. Many of the players will have students and might also be interested in helping out. They could provide another 10 students for your event between them!

This could already be over 50 participants! But you could also keep it small and just approach one organization or studio. You don’t need more than 10 students to have a B.R.AT.S DAY in your neighborhood!

6. Plan Classes

Invite one fairly high profile guest to give the master class and perform. Try to find someone inspiring or well-respected in your area - that guest will attract students to your event.

Local teachers should teach all the other classes/demonstrations and act as coaches for the various ensembles if you decide to split the participants up into several smaller groups outside of the one large ensemble.

Topics could include:

• How to practice
• How to break down difficult passages
• Tips on sight-reading
• How to take auditions
• Careers in viola
• History of the viola
• Listening to recordings (you can have viola CDs playing during all the breaks and when audience being seated)

7. Set your Schedule

Potential B.R.A.T.S DAY schedule:

8:30-9:00am CHECK IN
9:00-9:30 WELCOME and possible performance by guest or student group
9:30 Move to small rooms
9:45-10:30 CLASS
10:30-10:45 Move to different room
10:45-11:30 CLASS
11:30-11:45 break
11:45-12:30pmLUNCHTIME RECITAL guest/students/community members
12:30-1:30 LUNCH & activities/musical games
1:30-2:30 MASTERCLASS (20 min. each student x 3 students)
2:30-2:45 Move to next activity
2:45-3:30 FINAL REHEARSAL for large ensemble performance
3:30-4:15 FINAL RECITAL
Hand out prizes
Special thanks
Farewell

8. Find a sponsor

The AVS will provide a limited number of $200 grants available directly to the organizers of this or other viola related events. It is a good idea to approach a local violin/instrument shop or dealer or perhaps the local symphony (which usually has an outreach program) or even a local chamber music festival or series to help cover some costs. They might donate $100 if you insert one of their flyers into every membership/program packet at registration. You might be able to find a restaurant or grocery store that could sponsor (or provide) the lunch. You may be able to bring in more guests or have more supplies with a small grant from a local business. It just takes one phone call to the right party for you to get the help you might need.

9. Secure additional funding

How to apply for an AVS grant:

To apply for a $200 AVS grant for your BRATS Day event, please download and complete the following application form:

BRATS Day Grant Application

Any awarded AVS BRATS Day Grant will be distributed in the form of a reimbursement check which will be available upon receipt of final actual budget. Final budget must be received at the AVS National Office within 30 days of the culmination of the proposed event. Please submit this form and the final actual budget by email attachment, fax or postal mail to:
info@avsnationaloffice.org
OR
American Viola Society
ATTN: Madeleine Crouch
14070 Proton Road, Suite 100 LB 9
Dallas, Texas 75244 USA
Fax: 972 490 4219
Tel: 972 233 9107 x204

The AVS will send you a membership form for the special discounted student membership of $15. Please make copies and distribute to all participants at registration.

Once the event has taken place please send the program and final budget to Madeleine Crouch for processing. Reimbursement checks will be available within 30 days of receipt.

Requirements state that at least one host of the event must be a member of the AVS. Please click here to link to the online instructions for
membership.