Much learning has taken place in respect of GDPR

​This may also be useful if you are starting your own community group


The exemption from registration for ‘not-for-profit’ organisations - Data Protection ActThe GDPR and the Data Protection Act 2018 set out exemptions from some of the rights and obligations in some circumstances.The choir is a not for profit body and therefore as other charities and voluntary organisations has an exemption from the requirement to register under the Data Protection Act 1998 (the Act) for ‘not-for-profit’ organisations. 

 Who is this exemption for?
Organisations which are established for not-for-profit making purposes can be exempt from registration. The exemption may therefore be appropriate for small clubs, voluntary organisations and some charities.
A not-for-profit organisation can make a profit for its own purposes, which are usually charitable or social, but the profit should not be used to enrich others.
Any money that is raised should be used for the organisation’s own activities.

The exemption applies to processing which is only for the purposes of:
 establishing or maintaining membership;
 supporting a not-for-profit body or association; or
 providing or administering activities for either the members or those who have regular contact with it.

It is also clear that although the contact the organisation has with people should be regular, it does not need to be frequent. So an organisation that provides activities or support on an ongoing basis to the same individuals (even if a minority only contact the organisation once) will fall within the exemption. However, one that deals with either few or many individuals on a one-off or isolated basis, such as in a drop-in centre, will not.

The exemption also restricts:
 the type of personal information an organisation can hold;
 the people that it relates to; and
 the disclosures that an organisation can make; to only those necessary for the purposes described above unless the individual agrees their personal information can be released.
The information must not be kept after the relationship between the individual and the organisation ends, unless it is necessary for the purposes described above.

BACC will still must comply with the eight data protection principles of good practice.
They are still obliged to respond in 21 days to a written request to provide the information that would have been included in the public register if they had registered. 

In line with Making Music guidance: 
Where we knowingly collect or store data of children under 13 we will ensure the person with parental responsibility for the child has seen the relevant information relating to the child data or has given consent on behalf of the child. 
Once a child is over 13 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent

​Health and Safety at The Barn on Friday and Saturday
Graham is in charge of the stage area and will be briefing his team. 
AUTHORITY.  Whilst on site at the Barn Steve King is the Supervising Authority and we must all accept his instruction.  
CAREFULNESS.  Our stage has been designed and built with great care.  It is a temporary structure and like all stage sets it demands of its users care on their part so: Don’t move your chairs around Don’t lean against the safety rails – they are there to prevent you falling and not for your comfort. Take care where you step, especially when moving from one level to the next.
SAFETY AT WORK.  Following the Concert, the Stage Team will be doing some things that carry risk to the untrained or unwary.  Please all move away from the stage area after the concert and as politely as possible encourage others to do the same

Graham is leading this massive and tiring venture
Access can be arranged after 3 pm on the Thursday 
The drum kit will be removed this year and the staging can go further back on a tarpaulin.
This is to allow a wider auditorium as some space has been lost due to changes in the flooring configuration.
Please, could people stay and help at the end as it has to be dismantled and the floor returned to normal for the service the next day.
Please do not drag the metal along - again this is to protect the floor.
Please make yourself known to Graham if you can help

Raffle
The Barn asks please, that the table is placed at the edge of the carpet in the middle on the Friday night and all ticket ripping etc be done in the Pod so as not to distract the audience. The tables will form a natural barrier encouraging people to stand on the hard floor areas.
Prizes will be collected on the way out as before.
Helen Smith and Richard Warner will be organising 
Please bring any gifts for the raffle and place them on the table on Friday night
 
Gathering rooms
Adults and teens will congregate in the room at the back. This will be locked during the concert and opened for us at the interval.
Choir members refreshments will be in here due to lack of space.

Children will meet in The Pod - this is behind the kitchen.  A stair gate is in place for safety purposes. Parents can take children out to this area during the concert if they need a space to escape to. It will not be locked so please do not leave any valuables in here. Children must be supervised by parents at all times. They must not be left in this room unattended.

Photos and video will be taken for promotional purposes and valuables are at owners own risk.
First aiders will be on hand but let's try not to press them into service 
Our choir First aiders are listed on the website - please take a moment to find out who they are!
The Barn also will have 3 first aiders present and their own kit behind the bar area as well as our own kit

Friday night rehearsals.
In order to get the mics set up etc please arrive on time


There will be no Saturday afternoon rehearsal but children are asked to arrive no later than 6.15pm on the Saturday to warm up in The Pod

Adult helpers please also arrive no later than 5.30pm to be briefed by Louise re money etc and by Sue re Patrons
The concert will start promptly at 7pm
The programme
You will notice that some songs will be introduced and sung as a pair
You will be told when to sit and stand etc
This is to move things along a bit faster
 Please find your place on stage in good time and then the MD will ask you to stand
John Winter our Master of Ceremonies will welcome the audience
Children will sit with their parents when not on stage - parents please save them a seat to return to

Choir clothing and music
Ladies will wear a red scarf - this will be handed out to you at rehearsals on the Tuesday before the concert
Ladies in black please
Bow ties for men will also be provided at rehearsal on Tuesday before the concert
Please hand these back at the end of the concert on the way out
Folders will be given out two rehearsals before the concert so you can order your music at home at your leisure
Programmes will be numbered and act as tickets
Music will also be collected back in on the way out
Thank you

Children
Outfits for the concert
Children can choose what they want to wear 
On concert day, children should arrive no later than 6.15pm for a warm up in The Pod just before the concert.
 During the concert, children are the responsibility of their parents and will return to sit with parents or a nominated adult arranged by parents after their singing is over. They will sit with parents until it is their turn to sing and will then come up to the front to join Lilya. They are very welcome to stay until the end but can leave at the interval if they wish. Some of the little ones do get very tired. The Pod will remain open as a retreat / play area for any children attending - an adult must be with the child at all times.
​All medals etc will be given out before the interval.
A professional video is made of the concert and will be on sale for approximately £3.00.
Photos will also be taken.

https://bidfordareacommunitychoir.weebly.com/diary-dates.html
Please check the website for last minute changes etc
Concert Tickets are available on the door - £7.50 each including refreshments - under 16's free.

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