I. Obtain a copy of the day's programme from the Convenor or from the Front Desk.
2. Approach the teacher/conductor in charge of each group, and ask how many chairs and music stands they need. Set up the stage (or front of stage) area with the required number of chairs and music stands for each group. Assist the teachers who need to rearrange drums, chairs etc.
The Eisteddfod provides some leads, stands, drums and some amplifiers , keyboards etc. but schools will also bring their own equipment in some cases. Familiarise yourself at the start of the session with what is being provided and try to ensure that equipment provided by the Eisteddfod is not inadvertently taken away by any group!
3. Assemble each group on one side of the hall just before they are ready to be called. Ask the preceding group to leave the stage area on the other side of the hall - to limit crowding and congestion.
4. Ask waiting contestants to sit in designated areas. If the hall is really crowded, some groups may have to be asked to wait outside. Instruments and instrument cases should not be permitted to clutter the aisle-ways. The aisles should be kept clear for emergency evacuation in case of fire. Instrument cases and school bags can be kept on the floor between the seats, except for very large ones such as tubas, vibraphones etc. These should be kept against wall near the back or right up the front of the hall.
5. Make sure each group is ready and waiting to go on in order. If a group is outside and practising, and has not come when summoned, ask the stage manager if a subsequent group can go on instead. Time cannot be wasted waiting for someone to arrive. The late ones may
be permitted to perform last on the program. As timing is crucial (because of bus bookings etc), it is important to keep things moving. You cannot afford to stand and watch or listen to a performance, you must be always organising the next group to go on, or hurrying the previous group out.