Internal — board reference

Annual update checklist for VPAF.

This is what VPAF will need to send Duford Digital each year to keep the website current. Sent ideally in one batch in late autumn or early winter (October to December), before the entry deadline opens.

Festival schedule and dates

The festival window dates (start date, end date).
The Gala Awards Night date and time.
The entry deadline date.
The Provincial Festival dates and host city for that year.
A schedule by discipline showing which days each discipline runs.

Syllabi and entry documents

Music syllabus for the festival year (Word doc or PDF).
Dance syllabus, by category if separate (Ballet, Modern, Stage).
Speech and Drama syllabus.
Workshop information document.
Any other entry-related documents (registration forms, consent forms).

These are the four documents I saw on the old Wix site as downloadable files. Some festivals update these annually, some keep them stable. The board should send the version that applies to the upcoming festival.

Adjudicators

For each adjudicator, the following:

Full name.
Discipline they will adjudicate.
Festival dates they will be present.
Bio text (the adjudicator should review and approve before publishing).
Headshot or photo (with photographer credit if applicable).
Consent confirmation that the bio and photo can be published on the website.

Award and scholarship recipients

Once the festival is complete, the verified list of:

Scholarship recipients by discipline and level (with sponsor name for each award).
Highest Marks recipients (cross-category awards).
Most Promising Junior, Intermediate, Senior recipients.
Choir Highpoint recipient.
Workshop and intensive recipients (Sol Convention, Okanagan Intensive, etc.).
Any other named awards.

For each recipient, also send: parent consent confirmation for full name display (per the registration software), or default to first name and last initial for under-16.

Provincial candidates

The verified list of performers recommended by VPAF to compete at the BC Provincial Festival, organized by:

Discipline (Dance Classical, Dance Modern, Dance Stage, Strings, Piano, Musical Theatre, Classical Voice, etc.).
Level (Junior A, Junior B, Junior, Intermediate, Senior).
Status (competitor, alternate, merited).

Gala program

The full Gala program, including:

Date, time, and venue.
MC names.
Performer name and piece title for each spotlight performance.
Order of performance if available.

News content

Any news posts the board wants on the website during the year:

Performing Arts BC announcements.
Festival wrap-ups.
Provincial Festival results.
Special events (fundraisers, workshops, community concerts).
Press release content.
Photos to accompany each post.

Board changes

Any updates to the board:

New board members (name, role, brief description).
Outgoing board members.
Any role changes within the existing board.

Photo and consent updates

Updated photo and name consent policy (if changed).
Updated privacy policy (if changed).
Updated photographer agreements summary (if photographer relationships have changed).

Operational updates

Any changes to:

The mission statement, values, or core philosophy.
The grading framework (RCM, ABRSM, etc.) if it changes.
The Performing Arts BC membership status.
The CRA charitable status (if it changes).
The contact email address (when @vpaf.ca emails go live).
Banking or donation processing changes (if Stripe, Keela, or PayPal setup changes).

Documents the board does not need to send (already on the site, persistent)

Mission statement.
Core values.
Society legal information (BC incorporation number, founding date).
Board structure description.
Festival philosophy.
Historical award recipients (kept indefinitely as public archive).
Historical adjudicator bios (kept indefinitely as adjudicator directory).
Historical Provincial candidate lists (kept indefinitely as public archive).
Historical Gala programs (kept indefinitely as public archive).