# Production Committee Charter *Last updated Mar 20, 2026* ## I. Purpose The Production Committee (“the Committee”) is a standing committee of the Silicon Valley Gay Men’s Chorus established to support the planning, coordination, and oversight of SVGMC’s choral concerts, performances, and related music events. The Committee exists to ensure that all events reflect SVGMC’s artistic mission, community values, commitment to LGBTQ+ visibility, and fiscal responsibility as a limited-membership nonprofit organization. ## II. Duties and Responsibilities In addition to responsibilities outlined in the SVGMC bylaws, the Committee shall: * Support the planning and coordination of SVGMC concerts, outreach performances, benefit events, and special musical programming approved by the Board. * Coordinate key logistical elements for approved events, including: * Venue requests and scheduling (for performances) * Performance timelines and basic run-of-show planning * Coordination with the Artistic Director, accompanists, clinicians, guest artists, or collaborators as needed * Work with the Finance committee to monitor event-specific budgets and resource needs. * Participate in developing the budget process. * Provide accurate and timely event details (dates, repertoire highlights, acknowledgments, participant information) to the Marketing/Communications function or Board liaison. * Serve as a coordination bridge between artistic leadership and the Board regarding concert and event logistics. * Maintain simplified documentation or continuity notes to support future SVGMC events, given the Committee's small size and volunteer-based nature. * Oversee any subcommittees established under this charter to support event logistics, production operations, and travel coordination. The Committee’s role is coordinative and advisory, not executive or managerial. ## III. Authority Granted Subject to SVGMC bylaws and Board oversight, the Committee is authorized to: * Make recommendations to the Board related to concert and event planning. * Request relevant information from Board officers, the Artistic Director, or designated volunteers related to facilities, budgeting, and compliance. * Communicate with external partners (venues, accompanists, vendors) for planning and information-gathering purposes only. * Organize and supervise internal subcommittees for operational support, provided those subcommittees do not exercise authority beyond that granted to the Committee itself. ## IV. Authority Withheld The Committee is not authorized to: * Bind the corporation to any contract or expenditure outside of the Board-approved annual marketing budget without express Board approval. * Conduct fundraising solicitations, donor commitments, or public relations activities unless expressly delegated by the Board. * Direct singers, volunteers, or artistic staff beyond coordination and information-sharing. * Independently approve travel expenditures, lodging contracts, equipment purchases, or vendor agreements without Board authorization. ## V. Meetings * The Committee shall meet at least monthly, or more frequently as needed to fulfill its responsibilities. Meetings may be held in person or via an electronic platform. A majority of the Committee members shall constitute a quorum. * The Committee Chair shall establish the agenda and ensure minutes are kept for all proceedings. The Committee shall submit a report of its activities and recommendations to the Board prior to each regular Board meeting. ## VI. Committee Roles Given SVGMC’s scale and volunteer structure, roles may be combined. ### a. Committee Chair (Music Events Chair) **Duties** * Serves as the primary liaison between the Committee, the Artistic Director, and the Board. * Coordinates meeting schedules and planning timelines. * Ensures alignment between artistic intent, logistics, and Board expectations. * Provides oversight to any subcommittees formed under this charter, unless such oversight is delegated to another designated lead role. **Selection & Term** * Appointed by the Board. * Term length determined by the Board; renewable without limit. ### b. Committee Member(s) **Duties** * Assist with planning, scheduling, budgeting, coordination, and logistics. * Support communication and documentation as needed. * May serve on or help oversee subcommittees as assigned. **Selection & Term** * Appointed by the Board or by the Committee Chair with Board approval. * Terms are flexible and renewable. ### c. Stage Manager **Duties** * Oversees concert-day and rehearsal-day production logistics as assigned. * Supervises the Set-Up/Break-Down Crew subcommittee in matters related to the handling, set-up, break-down, loading, and unloading of production equipment. * Helps ensure proper care, storage, and transport of microphones, speakers, and other technical equipment. * Coordinating the front of the house duties: Opening the house, setting up the tables, setting up advertising, house lights, opening restrooms, and coordinating volunteer ushers. **Selection & Term** * Appointed by the Committee Chair or Board, as appropriate. * Term length is flexible and renewable. ## VII. Subcommittees To support the work of the Production Committee, the following standing subcommittees may be established and maintained: ### a. Set-Up/Break-Down Crew The Set-Up/Break-Down Crew shall consist of **2 to 5 members** and shall be supervised by the **Stage Manager**. **Duties** * Learn and carry out the proper set-up and break-down of microphones, speakers, and other production equipment used for SVGMC events. * Assist with the loading and unloading of vehicles used to transport equipment. * Help ensure that delicate and expensive production equipment is handled only by trained and designated individuals. **Purpose** The purpose of this subcommittee is to improve efficiency and safeguard equipment by limiting technical handling to volunteers familiar with the process. This helps reduce delays, confusion, and the risk of damage that may result when untrained individuals assist with production equipment. ### b. Chorus Travel Committee The Chorus Travel Committee shall consist of **2 to 3 members**. **Duties** * Assist with navigating and coordinating travel arrangements for the chorus. * Support planning for retreat accommodations, carpools, and rooming assignments. * Assist with additional long-distance or overnight travel coordination as needed, including events such as GALA and other similar chorus trips. **Purpose** The purpose of this subcommittee is to provide focused logistical support for chorus travel needs so that accommodations, transportation, and rooming arrangements are coordinated clearly and efficiently. ### c. Oversight of Subcommittees All subcommittees formed under this charter shall operate under the authority of the Production Committee and remain subject to Board oversight. Subcommittees may not independently bind SVGMC to any contract, expenditure, or organizational commitment. ## VIII. Committee Membership * All members have an equal voice; voting procedures may be informal. * The Chair may vote as a regular member. * The Artistic Director(s) must be part of this committee to handle concert logistics and musical performances. ## IX. Dissolution The Production Committee is a standing committee of SVGMC and may be dissolved or suspended by Board action if no longer necessary. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://governance.svgmc.org/governing-documents/committee-charters/production-committee-charter.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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