Pro Coro Canada - Master Task Board

Create and articulate artistic vision to all stakeholders

Research and select repertoire for the 26/27 season

Conduct and supervise all rehearsals and performances

Design each production (theme, staging, lighting, guest artists)

Select MCs and review scripts for all concerts

Supervise all audio and video recordings

Plan artistic elements of all tours (Ontario, UWR East)

Provide comprehensive program info for printed/digital programs

Prepare and maintain annual and multi-year budgets

Manage financial reporting and track budget actuals

Develop annual business and operations plan

Sign all notes, agreements, and organizational instruments

Hire, retain, and review staff and contractors

Review and approve all external contracts for services

Review and approve operational expense claims

Establish and optimize administrative systems and processes

Schedule and coordinate internal production meetings

Select and contract singers via audition processes

Maintain an active pool of extra and substitute singers

Evaluate singer performance and conduct re-auditions as needed

Develop continuous singer recruitment and retention strategies

Provide mentoring and coaching for future Pro Coro roles

Attend Board, ExCom, and committee meetings

Provide written management reports in advance of Board meetings

Assist Board in policy development and change management

Draft and submit CCA "Concerned Status" governance response PRIORITY

Set philanthropic mindset and Champion Model at meetings, and concerts

Coordinate high-level advocacy events with the Board and the community

Act as primary public spokesperson and representative

Network across arts, education, philanthropy, and government sectors

Pro-actively research, pursue, and secure grant funding

Execute donor and funder meetings

Finalize program design and musical direction

Coordinate 'Singing the Land' integration with Jacquelyn Cardinal

Confirm repertoire with Edmonton Young Voices (Lyndsey Olsen)

Finalize rehearsal schedule and workshop integration

Draft and execute artist contract: Jacquelyn Cardinal (MOU terms)

Draft and execute agreement with Edmonton Young Voices

Provide artistic direction for all 4 summer activations

Coordinate with Noel Fanaeian on musical preparation and system use

Confirm singer rosters (16-20 voices) per activation

Select and confirm guest electronic/ambient artists

Manage project budget against the $68,355 grant envelope

Resolve Music & Beyond booking contention (Julian Armour)

Confirm joint repertoire details with Mark Vuorinen (Elora Festival)

Confirm Cameron Crozman for Concerto 1666 performance

Brief all singers on finalized itinerary and repertoire

Conduct pre-tour rehearsal intensives

Lead all concerts and workshops across the 5 venues

Approve overall release calendar and visual branding

Approve rights classifications (Lane A/B/C)

Review and approve YouTube metadata and tagging strategy

Act as first point of contact for the office

Handle all incoming communications professionally

Purchase inventory of office supplies and equipment

Manage score purchase

Coordinate team task assignments and workflows

Manage annual reports, submission and communications with legal entities (City of Edmonton, etc)

File society annual returns

Assist in securing all venues for the season

Maintain an efficient filling system (google drive, paper) related to production and administration

Plan payment schedules and prepare cheques for signature

Deposit cheques and manage credit card payments

Review and update actuals in the annual budget regularly

Manage bookkeeping and accounting workflows (liaise with SIGMA)

Compile documentation and assist in the annual audit

Process and execute singer payments post-concert

Review operational expense claims

Maintain Keela database and accuracy (tags, interactions)

Build and execute donor list segmentation

Process all renewals and issue official tax receipts

Manage the online and offline donation journey mechanics

Ensure strict privacy and accuracy of all donor information

Build outreach package, oversee design and distribution

Execute thank-yous according to action plan, phone calls, handwritten notes with impact statements, etc

Coordinate touchpoints at every performance

Execute the Sing into Spring, Holiday campaigns and other seasonal drives

Generate monthly reports on supporter data, outreach, and recognition

Identify and hand off major-capacity donors to acquisition pipeline

Plan and manage subscriber renewal programs and campaigns

Execute minute-taking at Board and committee meetings

Manage comp tickets and VIP seating arrangements, Stewardship

Plan and execute FOH touchpoint and Board engagement

Process invoices per activation (Noel, Corey, Skye)

Process singer payments per activation

Secure and process security guard contracts for all dates

Work with FD Specialist on downtown sponsor activation

Secure/Pay all travel bookings (flights, train OTT-TOR, bus charter)

Secure/Pay accommodations (in Ottawa, Toronto, Owen Sound, Elora)

Prepare and distribute fees ahead of time

Secure insurance and liability certificates for all tour venues

Track tour budget and conduct final expense reconciliation

Manage score library: printing, scanning, and cataloguing

Create concert programs: design, typesetting, printing, ads, and proofing

Manage FOH logistics: ticketing platforms (Ticket Tailor/Square), volunteers, venue setup

Coordinate livestream operations: slides, digital programs, monitoring

Confirm arrival times and call sheets for all personnel

Set up FOH table, organize volunteers, and secure venue doors

Close out ticket sales and manage complimentary tickets

Troubleshoot technical issues during live performances

Collect scores and materials from performers post-concert

Compile attendance data and prepare final concert reports

Complete and submit SOCAN and Entandem data sheets

Scan and archive timesheets, photos, and performance materials

Execute subscription and ticket campaigns (phone, letter, digital execution)

Populate and manage online ticketing systems

Draft, proofread, and schedule organizational newsletters

Draft press releases and media alerts

Create images and source photos/bios for marketing materials

Respond to general inquiries via email and phone

Manage general day-to-day correspondence with singers

Prepare and distribute all singer and artist contracts

Maintain and update organizational calendars

Maintain physical and digital filing systems (correspondence, archives)

Provide day-to-day customer service for patrons and inquiries

Assist with website maintenance, content updates, and formatting

Receive, and manage inventory of office supplies

Prepare and manage singer contracts via DocuSign

Maintain and update database contact lists

Manage digital file systems and organize shared drives

Prepare materials for organizational management reports

Compile Annual Report (stats, testimonials, financials, graphics, photos)

Singer contracts for 24-voice tour

Confirm rehearsal venue for pre-tour

Collect required information to AGM report

Review and update policy index

Manage venue production: lighting, sound, and stage plot

Confirm floor plan with venue management

Execute FOH setup and volunteer coordination

Communicate and secure permit applications for all 4 downtown parks

Coordinate with Noel to book and plan outdoor PA setup and sound engineering

Coordinate LED screen rentals and setup (June, July)

Coordinate 10,000+ lumen projector rental and setup (Aug, Sep)

Set up and test Twilio SMS platform with Noel/Skye

Research & Schedule security guards (2 per show, Laura to contract)

Manage busker stage logistics (Michael Phair Park)

Secure building projection approval (Beaver Hills facade)

Ensure all 24-voice tour contracts are signed and filed

Quote block rooms in Ottawa (deposit required)

Quote transport options for July 17 in Ottawa

Book train tickets (Ottawa to Toronto)

Book van rentals (Toronto to Owen Sound to Elora)

Create concert day call sheets for all 5 venues

Build production file for each Ontario venue

Contact technical teams at all tour venues, tbc

Design and launch tour landing page on website, and setup blog and associated assets

Verify digital streaming/distribution rights

Email composers for 1-paragraph addendum if contract does not exist

Audit Spotify artist page: verify bio, photos, links

Audit Apple Music artist page: verify bio, photos, links

Gather ISRC/UPC codes from TuneCore for existing releases

Execute YouTube tag & description updates

Apply YouTube metadata templates to back-catalogue

Schedule social media posts for each streaming release date

Set up fan funnel links: streaming -> social -> email -> donate

Research Spotify playlist submission processes

Design cover art templates (JUNO badge, photo/text layout)

Upload each release to TuneCore (auto-generate ISRC/UPC)

Create Spotify Canvas video loops (3-8 sec, no text)

Schedule releases 28+ days ahead in TuneCore

Submit Spotify editorial playlist pitches 7 days pre-release

1. Beatch: A Boy and a Boy (Rights Check)

2. Faure: Cantique de Jean Racine (Metadata)

3. Dett: Cheer the Weary Traveler (Metadata)

4. Giacomin: There was a time (Rights Check)

5. Bruckner: Christus Factus Est (Metadata)

Michael will confirm all and add more!

Create 2026/2027 Season Marketing Plan TOP PRIORITY

Create overall annual marketing plan and implementation strategy

Plan and coordinate major marketing campaigns

Develop season timeline for promos, press, and social

Build and manage overarching social media presence

Submit events to community publications and calendars

Engage reporters, bloggers, and guest artists for interviews

Create editorial calendars and syndication schedules

Analyze social data/metrics and act on insights

Design and execute high-level Meta ads campaign

Monitor Meta ads performance and optimize spend

Manage traditional media outreach for the concert

Attend ICE concert to capture live media

Coordinate ECF podcast communications

Call, meet, and follow up with existing donors

Call, meet, and follow up with prospective major donors

Call, meet, and follow up with corporate sponsors (Stantec, EPCOR, ATB, see list for starters)

Develop corporate LOI and Sponsorship matrix

Execute follow-ups with donors/sponsors for the 26/27 season

Review PCC donor database to identify capacity

Identify major donors to prioritize for immediate contact

Collaborate with internal staff on donor data accuracy and easy wins

Assist in Case for Support document/Outreach package

Incorporate JUNO Award-winning status into pitch narrative

Incorporate Ontario tour narrative and impact

Incorporate digital recording and performance initiatives

Incorporate UWR East Tour narrative (not PCC-led)

Engage Board with clear, fast win tasks

Coach Board of Directors on fundraising and the champion model

Increase Board participation and comfort at donor events & concerts

Welcome, host, and steward donors attending the concert

Welcome, host, and pitch potential sponsors attending the concert

Coordinate overarching hosting strategy with team

Implement strategic measures with marketing to support acquisition

Execute sponsor follow-up during the tour window

Leverage the JUNO win + national tour for corporate pitch meetings

Archive digital materials from the 25/26 season

Archive physical materials from the 25/26 season

Archive sheet music library (physical & digital files)

Archive video and audio materials

Prepare materials and folders for the upcoming 26/27 season

Print and package sheet music for 26/27 repertoire

Organize media archives

Update annual statistics report

Collect performance data (Excel/Google Sheets)

Execute general data entry and database updates

Create Wikipedia entry

Update website content (based on provided templates & copy)

Assist with Front of House and production tasks as assigned

General office work: filing, shredding, scanning

Office and basement cleanup and organization

Organize the newsletter archive

Organize the contract file system