Strategic Plan

Strategic Plan adopted by the Board in September, 2014.

MISSION STATEMENT
The Greater Victoria Performing Arts Festival Association is a volunteer-based organization. We are dedicated to working with performing arts educators to develop artistic skills and a love of the performing arts for all ages and skill levels in music, dance and speech arts. Our annual community festival provides reputable professionals who foster inclusion, education and performance opportunity during adjudicated sessions. We celebrate participation, achievement and excellence through a series of special concerts and an awards program.

GOAL I: IMPROVE & EXPAND OUR WORK WITH PERFORMING ARTS EDUCATORS

Strategy: Improve the flow of information/communication.
Action Plan
  • Post Syllabus on the website earlier. *
  • Continue to refine on-line registration process. *
  • Allow registration to continue for extra week (trial 4 deadlines for F15). *
  • Send competitor cards to teachers/participants to advise performance date & session. *
  • Improve clarity and consistency across Sections during annual Syllabus revision. *
  • Monitor interface between our Syllabus and Provincial/National Syllabi. *
  • Continue to survey our customers and respond to their needs.*
  • Continue to expand information on our website and make it more user-friendly. *
  • Develop our Facebook and Social Media platforms.
  • Arrange publicity throughout the annual cycle to raise Festival profile. *

Strategy: Expand our reach within the performing arts community.
Action Plan
  • Increase ‘all-age/novice/general’ registrations. (M)
  • Increase registrations from up-island/off-island/outlying communities. (M)
  • Increase registrations from public/private schools and private teachers' studios. (M)
  • Market adjudicated sessions as a professional development opportunity for teachers.

GOAL II:  IMPROVE THE ADJUDICATION STANDARD AND EXPERIENCE ACROSS FESTIVAL

Strategy: Ensure high standards of quality in adjudication pool.
Action Plan
  • Ensure sufficient funding for transportation of high-quality adjudicators to Victoria.
  • Undertake more rigorous adjudicator reference checks prior to hiring.*
  • Tailor adjudicator selection to discipline genre whenever possible. *
  • Seek corporate/individual donors to underwrite adjudicator costs.
  • Feature exceptional adjudicators in annual Festival marketing.

Strategy: Improve communication with adjudicators to ensure understanding of GVPAFA culture.
Action Plan
  • Send Festival guidelines to adjudicators prior to their arrival in Victoria. *
  • Create check-list for Section Heads to review Festival culture with adjudicators.
  • Send draft awards spreadsheets to adjudicators prior to arrival.
  • Send report to adjudicator (if requested) with Class, Grade/ Age, Repertoire and Composer.*

GOAL III: IMPROVE QUALITY OF HIGHLIGHTS CONCERT PROGRAM.

Strategy: Examine all factors which contribute to effective concert provision.
Action Plan
  • Ensure choice of appropriate venue for discipline. *
  • Expand audiences – tap into Senior population/Seniors' homes. (M)
  • Maintain publicity year-round to encourage concert audiences.
  • Board & Section Heads review concert formats: content, length, awards inclusion.
  • Seek individual/corporate underwriting of venue to maintain venue quality standards.

GOAL IV:  IMPROVE AUDIENCE ATTENDANCE AT SESSIONS.

Strategy: Raise community awareness/profile of Festival Sessions.
Action Plan
  • Send publicity/invitations to Seniors' Homes and Community Activity Centres. (M)
  • Ensure publicity encourages audiences to stay for sessions.
  • Publish schedule of Sessions on website. *
  • Maintain regular updates of Sessions on GO page in Times Colonist. (M)
  • Market sessions as a professional development opportunity for teachers.
  • Encourage Section Heads to mention at the beginning of each session that teachers and performers will benefit from the learning that comes from watching other performers and listening to their adjudication.

GOAL V:  IMPROVE VOLUNTEER RECRUITMENT AND RETENTION

Strategy: Improve communication with volunteer sector to attract recruits; improve/expand our communication with current volunteers; develop improved models for volunteer recognition; develop models for succession planning.
Action Plan
  • Regularly advertise vacant positions on Volunteer Victoria website, in Times Colonist. (M)
  • Make presentations to Newcomers to Victoria & service clubs. (M)
  • Develop job descriptions for all key volunteer positions. * (M)
  • Expand training/mentoring/support to improve volunteer retention. *
  • Ensure ongoing communication between Office, Board of Directors and Section Heads re: anticipated vacancies.
  • Adopt ABR (Always Be Recruiting!) and maintain the 'Green Room'. *
  • Ensure annual volunteer recognition events. * (M)
  • Welcome hybrid roles such as Co-Chairing a Section, Assistant Section Head etc. to encourage succession planning with each Section.*
  • Further develop committee format as a way of recruiting/introducing new volunteers.


MONITORING & EVALUATION
The Festival Board is committed to monitoring and evaluating the attainment of all five Goals and implementation of the Action Plans outlined in this Strategic Plan.  The Strategic Plan will be reviewed and updated annually to reflect achievements.  Emphasis will be placed on the outcomes and impacts of the Action Plans outlined, and we will seek to continually identify opportunities for improvement.

* Action Plan task is now in process.
(M) = Measurable.  Quantitative measurement will be undertaken for this Action Plan task.