The event

• Event: Australian Christian Proms · an evening of sacred music
• Date: Saturday 29 August 2026, 7:30 PM
• Venue: Chatswood Concourse Theatre
• Tickets: www.australianchristianarts.com/proms

What this site is for

Roles and training live here. Who is doing what, what each role needs to know, and the training for anyone working with young people. Detailed planning stays in the live Proms Show Runsheet & Stage Management sheet on the shared drive. Music and staging: production.christianarts.global.

Status as at 17 August

Planning is in place. The immediate work is closing the remaining safety and venue confirmations.

• Day flow: choir call at 1.00pm; orchestra at 1.30pm; percussion by individual arrangement (see the percussion note below, they are not a single call); walk-through at 2.00pm; dress rehearsal 4.00–6.00pm (photographers arrive 4.00, met by Ari); photos at 6.00pm; meal break 6.10–6.55pm; company prayer and doors at 7.00pm; show at 7.30pm; interval 8.18–8.38pm; curtain about 9.37pm; youth pick-up 9.40pm at Door 1.
• Youth: pick-up is 9.40pm at Door 1, opposite the box office. Under-18s arrive in concert dress. Adults may change at the venue.
• Supervision, changed 28 Aug (Ryan): the three separate youth supervisor roles are not being filled. Supervision on the day is Ryan and Liz Boughton only, with Ryan covering off-stage moments while youth are performing. Both of them also perform or present, so on their own there is no redundancy: four youth movements fall while Liz is playing (7.56, 8.11, 8.54 and the 9.21 finale entrance), and Ryan is on the apron for the giving at 8.14 and the message from 9.11 to 9.15. Two Home Team posts have therefore been requested (Ryan, 28 Aug), names pending from Yvonne: one holding the Youth Green Room, one on the stage door running youth check-in and check-out. Both come from the 12.00pm early call, so they are already on site before any young person arrives, and both must be WWCC-checked by Liz and at the 12.45pm briefing. Until those two names land, three rules in the plan are not covered: the bathroom escort rule (a young person is never alone with a single adult), continuous Youth Green Room cover, and the backstage door.
• Venue: the rider was sent to Century on 17 August and is being followed up daily.
• Planning scale: allow for about 105–110 people across green rooms, snacks and call sheets.

Guest musicians

Percussion: Steve Machamer, Rob Balfas. They are not a single call and they do not arrive together. Steve is on site from about 10.30am to bump in and set up all percussion, away at the Filmharmonia final rehearsal at Homebush 12.30 to 3.30pm, then back at The Concourse for our rehearsal and the concert. Rob arrives 1.00pm at the stage door with his own drums and percussion equipment, delivering and setting up his kit. Mobiles for both are held by Ryan and Kay and are deliberately not written on this page, because this page’s source file is stored in GitHub.
Horns: Michael Dixon (Horn 1), Maya T.-Ho (Horn 3), Declan McGillicuddy (Horn 3), Bowen X. (Horn 4)
Trombones: Joel Gilmore (Trombone 1), Thomas Borbilas (Trombone 2)
Cello: Antonio Aguilar

Doors and check-in

Doors 7.00pm (the scrim hides the stage, so doors open while the company prays backstage). Tickets checked at the theatre doors from the ticket list; walk-ups buy at the desk if capacity allows. Capacity on the night is 499 — the orchestra is on stage, the pit is not in use. Ticketing system, scanner/device and door training: TBC with Ryan this week — until then the printed door list is the fallback. If walk-ups would exceed 499, sales stop (Yvonne authorises), the queue is held in the foyer, and the script is a warm apology plus the livestream/next-concert line. Latecomers are held by ushers and seated in applause breaks only — never during a piece. The walk-in loop runs on the scrim from 7.00; the audience should feel the night has already begun.

Seating

General admission apart from a reserved front block: rows held for soloists’ families, sponsors and invited guests (list with Yvonne at the desk). Keep two aisle seats near the door free for the first aider and the duty manager. Performers’ families sit in the house like everyone else — no backstage visits before or during the show.

Accessibility

The Concourse has step-free entry, lifts, accessible toilets and wheelchair positions — confirm allocated wheelchair spaces with the venue when the rider is confirmed, and keep the accessible aisle clear. One Home Team member is the named assistance point at the front door from 6.45; anyone needing help is walked to their seat first, before general seating pressure builds.

Ticketing and headcount

Tickets: www.australianchristianarts.com/proms. Theatre capacity 499 (464 with the pit in use). Final sales number is pulled the day before and given to the venue duty manager and catering; the door list plus walk-up count is reconciled after doors close and recorded for the CRM attendance sync.

Audience information sent

Ticketholder email in concert week: doors 7.00 for 7.30, formal dress for the company (audience dress as they please), The Concourse at 409 Victoria Ave Chatswood, five minutes’ walk from Chatswood Station, paid parking under The Concourse, interval about 8.20, finish about 9.35. Owner: Ryan; still to send.

Briefing

Yvonne briefs the Home Team at their 6.00pm call: the running times above, latecomer rule, reserved rows, accessibility point, where the first aider sits, and the two escalation lines — anything about the show goes to Kay via com, anything about a young person goes to the youth supervisors or Liz Boughton immediately. If someone is unwell, the first aider and duty manager handle it; FoH never stops the show themselves — Kay does.

Green room

Two rooms, kept strictly separate all day: the adult green room and the Youth Green Room (youth + their supervisors only; no other adults without a supervisor present). Both set up by 1.15pm with water, cups and call sheets. Yvonne and the Home Team run both rooms; the youth supervisors hold the Youth Green Room; instruments cases stay in the green rooms, not in corridors or wings.

THE WHOLE DAY IS A PEANUT FREE ZONE (Ryan, 28 Aug)

One of our young people has a peanut allergy. Nothing containing peanuts, peanut butter or peanut oil, and nothing labelled may contain peanuts, goes on the snack table or into either green room. If you are not sure about a product, leave it off. Because everyone brings their own dinner, this has to be said out loud at the 12.00 and 1.00 calls: ask people not to bring peanut snacks of their own either.

Two other dietary needs sit alongside it. One young person is coeliac and dairy allergic, so strictly gluten free and dairy free, and needs his snacks kept separate from the shared table rather than a gluten free option placed on it, because cross contamination is the risk with coeliac. One is allergic to walnuts. Names and the full register are on the welfare site, which only the allow-listed team can open.

Catering — SNACKS ONLY (changed 17 Aug)

No dinner is provided. Yvonne and Kay inspected the backstage spaces: there are no facilities to heat food or keep it cold, so AChA provides snacks only and every member (and every youth family) brings their own dinner, packed to keep without a fridge. Meal break 6.10–6.55pm, youth at their own tables with their supervisors — supervisors confirm every young person has food and flag anyone without to Yvonne, who holds a small reserve of extra snacks for exactly that case. Yvonne runs the room with the Home Team. Provisioning (Yvonne owns, per her 17 Aug decision): snacks and water for ~105–110 people across the whole day, transported in with the 12.00pm early crew; one Home Team post owns water refills, cups and bin runs across both green rooms all day.

Post-concert fellowship

None planned this time — the show finishes ~9.37 and youth pick-up is 9.40 at Door 1 (opposite the box office), so the night ends with pack-down. Foyer conversations happen naturally; the venue needs the theatre cleared promptly for handback.

Guests and sponsors

Invited guests and sponsors sit in the reserved front block and are greeted at the door by Yvonne’s team; Ryan hosts them at interval in the foyer. Name any personally-hosted guests here as invitations are confirmed.

Child welfare site

Every young person attending, with guardians, contact numbers, dietary and medical needs, plus the whole team’s working-with-children position, lives on the confidential welfare site: welfare.christianarts.team. Access is tighter than this site — staff, the Child Welfare Officer and the board only. It is the register to work from on the night.

Child safety contacts

Role	Who	On the night
Child Safety Officer	Ryan Gilpin	Overall responsibility. Not a rostered supervisor; as CEO his contact with youth is managed at his own discretion as need arises (Ryan, 18 Aug)
Reporting Officer	Elizabeth Boughton	Receives any child safety concern, allegation or disclosure by a child, immediately
If the concern involves the Reporting Officer	A designated alternative Board member	Per child safety policy clause 30.2

Youth Orchestra and Youth Choir members are performing, so under-18s are present. Any concern goes to the Reporting Officer immediately, not at the end of the night.

Supervision model on the day (Liz’s plan, 18 Aug)

Liz’s draft Supervision Plan and her 18 Aug edits to the runsheet’s Child Safety tab set the structure: Child Welfare Officer (Liz — an adult performer on violin 2, so mobile rather than zone-fixed) and three named youth-focussed roles — Youth Stage Manager, Youth Green Room Supervisor and a Floating Supervisor who doubles as Deputy CWO whenever Liz is performing or unavailable (plus a possible backup). Supervisor roles are confirmed at check-in.

• Supervisor call 12.40pm, mandatory briefing 12.45pm — supervisors are briefed, sweep for hazards and take their posts before any youth enter the building (per the full youth movement table on the runsheet’s Child Safety tab).
• The Youth Green Room is locked during rehearsal segments while the youth are on stage, and unlocked at breaks.
• Lifts: one supervisor may ride with a group of young people, but a second supervisor must be waiting to meet them at the landing.
• Youth Green Room is locked whenever all youth have departed (key arrangement to confirm with the venue).
• Phones (Ryan’s call, 18 Aug): young people’s phones are put away and silent — not collected. Ryan wants them able to contact their families; supervisors do not confiscate.
• Code of conduct: a stack of the general Code of Conduct sits at the registration desk and every backstage adult signs on arrival.
• Prayer call location: set with Kay once the floor plan lands — it cannot be the adult green room (Liz). The 7.15pm youth regroup point after prayer also needs naming (open question on the Child Safety tab).

NSW Child Safe Standards (OCG) — the rule set behind this plan

On 20 August the full NSW Office of the Children’s Guardian child safe document set was loaded to the welfare-safeguarding SharePoint (Child Safety Resources › OCG templates): the ten Child Safe Standards, plus templates AChA is adopting for its Statement of Commitment, Child Safe Policy, Code of Conduct, Reporting Policy, Recruitment Policy and Risk Management Plan. The rules that bind every adult on the day:

• Never alone with a child without supervision or risk management in place; no out-of-hours or private online contact with young people, and any direct correspondence includes the parent or carer.
• No photos or videos of children on personal devices without permission, and nothing on social media without consent — the legal baseline behind our no-photography-backstage rule.
• No personal gifts to a child without direct parental permission; declare any relationship with a child that exists outside AChA.
• Report immediately, never at the end of the night: immediate danger 000; criminal allegations to NSW Police first (131 444) before any internal step; risk of significant harm to DCJ 132 111 (24 hours). Failing to report a child abuse offence to police can itself be a criminal offence (s316A Crimes Act).
• WWCC is a legal requirement, not a preference, for child-related work, paid or volunteer: verified on the OCG register (never self-verified), renewed five-yearly, and anyone barred or expired comes off child-related work immediately.
• Concerning behaviours are reportable too: favouritism, babysitting AChA children without organisational consent, or seeking time alone with children — on their own not always breaches, together a grooming pattern.

The full welfare rule set, reporting detail and document-adoption status live on the welfare site’s Policies and Gaps tabs. A parent-facing summary is published at members.christianarts.global/events/child-safety.

Working With Children Checks — who needs one (board policy)

Required: the youth supervisors, stage management and production crew who interact with young people backstage, section leaders, the Home Team and the leadership committee — all of whose checks AChA holds. Not required: performing adult members. That is a standing board decision, previously communicated to members — do not chase performers for checks.

Register position (updated 18 Aug): ten team members’ checks are on Liz’s WWCC register with numbers, dates of birth and expiries now in the CRM. Alisa Moore’s expiry was recorded wrongly as 2026 — it is 23 August 2028, so nothing lapses before the concert, and her check has a register result (valid for paid and unpaid work). Verification of the rest against the NSW register is with Liz and starts the moment she is added to the AChA employer profile (with Ryan). Two dates of birth are still being collected (Liz has messaged both).

Risk assessment and approvals (split per Liz, 18 Aug)

The performance risk assessment is being updated by Liz and Kay to include the child-safety aspects (high-risk activities: stage blackout, youth dismissal, transitions; medical, injury and venue-specific hazards). The CEO approves the risk assessment and safety plan — they are operational documents and do not need board approval. The board’s part is appointing the CWO, establishing the Child Welfare Committee, and approving the role descriptions and the general Adult Code of Conduct (board pack in preparation, Ryan + Liz). The signed copy will live in the shared drive with the concert documents, and Kay carries a printed copy in the show book on the day.

Youth sign-in register (DRAFT v1 built 19 Aug — Liz to approve format)

The register every promise hangs on. It captures, per young person: name and ensemble · parent/carer names and mobiles · the named adults authorised to collect · medical conditions, allergies and medication with written doses (self-carried EpiPen/inhaler noted) · photo/publication consent · sign-in time and signature · sign-out time, collector name and signature. Ari prints it (two copies: desk + Liz’s muster copy).

Status 19 Aug: DRAFT v2 is built from the live CRM and the roster (17 under-18s with parent/carer + mobile pre-filled — the restored cellist included as of 19 Aug — and 7 over-18 youth members on a roll-count section) and is with Ryan and Liz. Still blank, by design, until parents update by Wed 26 Aug: authorised-to-collect, medical detail, and photo consent (never recorded in the CRM, so it is collected on this sheet). Reprint after 26 Aug with the parent updates in.

Lost child (FoH side)

For a lost audience child or sibling (not a performer): the finder stays with the child at the program table (the reunification point), the desk records a description and radios Kay, ushers sweep foyer → house → toilets in that order, and any house announcement is made only by the duty manager or Kay. Agree this with the duty manager at the 1.00pm walk-through. A missing PERFORMER is a child-safety escalation to Liz immediately.

First aid

A named AChA first aider (TBC from the roster, current certificate) sits house-left near the door; the venue’s duty staff and first aid kit are the backup, and the venue induction at 8am confirms the kit location and nearest hospital. Every incident, however small, goes on an incident form (printed by Ari, kept at the youth sign-in desk) and to Kay’s show log.

Emergency and evacuation

Venue procedure governs; our crew learn the exits and muster point at the 8am induction and the company hears it at the 1.30 call. The youth block exits as one counted group with its supervisors before anything else, and Liz takes the roll against the sign-in register at the muster point. The duty manager or Kay speaks to the audience; nobody else makes announcements.

Drop-off and pick-up

Drop-off at the stage door (1.00pm choir, 1.30pm orchestra; percussion arrives separately by individual arrangement, see the percussion note). Pick-up 9.40pm at DOOR 1, opposite the box office — the venue builds a signed, bollarded Youth Pickup Point there during the interval and the sign-out register moves to it; the youth exit via Door 1 as one supervised group. Youth are signed in and out against the register by a parent or a named adult — never released to anyone else. If a parent is late, the young person waits inside with two supervisors and Liz until collected; supervisors never leave until the last young person is signed out. The show finishes ~9.37 — protect the clock all night; the 9.40 pick-up never moves. Kay's lever if late: trim the interval to 15 minutes.

Doors map: arrival vs pick-up (schematic, not to scale)

Insurance and compliance

AChA public liability cover is current and the certificate of currency goes to Century with the rider paperwork. All backstage adults sign the code of conduct before entry (checked at the 1.30 call); WWCC coverage per the table above is the outstanding compliance item.

Youth Supervisor training (required before the day)

Anyone supervising minors backstage is doing child-related work in NSW. Before 29 August every supervisor must hold a valid WWCC, be formally appointed with a role description, and be trained on:

• Boundaries: appropriate interactions, no one-to-one situations, visibility at all times
• Zones: you are assigned as the Stage Door supervisor, the Youth Green Room supervisor, or the Floating supervisor (Liz’s supervision plan) — know your zone and stay in it
• Two-adult rule: supervision is never done alone; two WWCC-verified adults present or immediately visible
• Transitions: every youth movement has a named adult and no unassigned children — transitions are where incidents happen
• Bathroom protocol: two-adult rule, visibility, supervisor escort
• No photography backstage, including phones
• Incident reporting: recognise, respond, document, escalate to Liz Boughton (Child Welfare Officer) immediately
• Emergency: the youth block exits as one counted group with its supervisor to the muster point before anything else

The supervisor briefing before the day is run by Liz — her Youth Supervisor Handbook and supervisor briefing doc are drafted. On the day: mandatory briefing 12.45pm, before any youth enter. Sign-in/out register and incident forms are printed by Ari.

Every adult backstage

• Sign the code of conduct before entering backstage on the day — checked at the 1.30pm call. This includes youth-ensemble members over 18, who count as adults for all compliance: adult desk, adult green room, self sign-out; they follow their ensemble only for stage timings and entrances
• Adults never share the youth green room; do not take a young person anywhere alone
• Concerns of any kind go to Liz Boughton, immediately, however small they feel

Home Team on the night

• Call 6.00pm: positions, name tags, welcome briefing, pre-concert prayer
• Doors 7.00pm: welcome in, programs, seating and accessibility, latecomers held to breaks
• Interval: bar support and youth-corridor awareness — the youth room corridor stays clear
• After: farewelling, then pack-down per the roster

Transport and storage

Piano and percussion leave with their contracted movers (booked with the 8am dock slot; confirm the evening collection window with the venue). AChA stands, banners and FoH kit go back to storage in the packdown team’s vehicles the same night — name the drivers here once the roster lands.

Print list (all printed by Friday 28 Aug — Ari)

Youth sign-in register ×2 · incident forms ×10 (youth desk + foyer) · Code of Conduct stack + sign sheet (registration desk, every backstage adult signs on arrival) · call sheets for both green room walls · door/ticket list · reserved-guest list ×2 · program price card · lost-property log · cash reconciliation sheet · signage set (wayfinding, accessible entry, toilets, Youth Green Room, no-photography) · Kay’s show book contents.

Quick view

View

Shared-drive files that are not published to the web ask you to sign in to Google first — anyone with drive access can view them.

Decisions log

Date	Decision
Live	The full dated decisions log lives on the production site Notes tab and in the promscoms STATUS file — this site carries operations, not history

Open questions

• Ticketing system, door device and float amount (with Ryan this week)
• Names for the three youth supervisor roles + backup (Liz’s plan)
• First aider name from the roster
• Wheelchair space allocation (with the venue rider)