People always say "Practice makes Perfect". You may think that after doing the workshop for 3 times, it will be an easy piece of work. I would love to think it that way as well. Then I realised that was also the very reason I think I didn't do well enough, because of complacency. I knew that everything will turn out just fine.
I made a few mistakes this time round, in my own opinion. But no one reprimanded me in any way, not yet. But I will reflect upon it myself first. To be fair to everyone and myself. But I'm thankful for people who came in to help at the very last minute. MD, the conductors, the composers, the colleagues, and the participants as well. No one was being difficult at any time of the workshop.
Let's recap.
The first time I heard about and knew I had to do this project was 2 months into my job here, 4.5 years go. I was afraid and nervous all the time. Because I wasn't close to anyone it was really hard for me to get any good help. When my boss handed the news and all those things to me, she told me that people have been informed, and all the information are available... To my horror when I approached the people, nobody knew what was going on. No pianist engaged, no conductors involved and what else I can't even remember. Actually I think even the repertoires wasn't confirmed. I was told in July, the workshop was due to happen in end-Nov. I had about 4 months to get everything together. Meaning, to get colleagues to contact composers to have their composition reduced to piano version, get the pianists to commit their time, do a write-up for the event, draw out the timeline, put up the application form for people to sign up, coordinate with the conductors to view the application videos, eventually choosing suitable applicants as active participants. As well as, do all the emailing work, seating plan, schedule planning, etc. and the actual execution of the workshop.
At the end of the day, the workshop completed with some glitches, esp. when I didn't manage to control the timing for the podium session, due to many reasons. Haha! Also, all the participants were drained due to the long long hours every day, trying to squeeze everything into those short 4 days. That was when I promised that I will make it better for the next one.
I would also like to think that doing this contributed greatly to my promotion 1 year later.
The 2nd workshop happened in 2017, nothing much changed, I had slightly a little more time. The challenge was that we were having it in a less than satisfactory environment due to the hall undergoing renovation. All orchestra podium time were held in the Exhibition Hall, including the Final Presentation. The concourse was undergoing works so the building honestly didn't really look safe to be in. It was embarrassing I must say, though the participants didn't say it. And everyday I get complains from my colleagues about the lack in space in the hall and yet I wanted to add in more and more chairs.
Another challenge was when there were a lot of pull-outs from the programme and eventually we only had 6 participants. But, with lesser participants, it also gave us more leeway on the extra time allowance so there were less worries each day. Allocation was also pretty straight forward because there weren't so many pieces. The only constraint was really the room space, for participants and observers. We could only house very very few observers and they are all seated behind the winds section, which means they probably can't hear a lot as well. The good thing for me was that I had to sit next to MD and it was easier to manage his time. At the presentation, all the pieces were repeated; poor soloist also had to play extra although we cut the piece so that he only play one of the movements twice.
And then... after that workshop, again, I tried to suggest some other ideas and first and foremost is to make the final presentation an evening show so that we can draw more audience to support the participants. HOWEVER, dates were given without negotiation and obviously we were consulted, so the idea had to be compromised because there was a major concert going on the same week by the sub-CO, sy. Planner didn't even consider anything. Yup, the workshop may not be planned by them and they may think it's just an extra project that the company is doing, but well, I think that other than the programme itself, there are many other factors to consider. SY thinks that they are not the priority, but I felt the same way. Maybe then it's time to do it themselves so that there will not be clashes like that?
So just when I thought everything was planned out properly for this year's workshop, there were many many uncertainties, because there were too many variations available, a lot of things can happen and there is no just 1 formula for it. I blame myself for delaying a few things. But was also a little frustrated that some of the things were not done by other departments supporting. Of course, of course, even it's not my fault that I have already informed them earlier, it's my fault that I didn't follow up and caused things to be done last minute. And some of the things still was never done till the very end, and I also think that they have conveniently forgot about it altogether. At the end of the day, I really thought I single-handed managed the entire thing, except for some stuff that I really cannot do myself. I'd probably do them on my own if I have the resources. It was little of a pity that we couldn't reach out to more people but I was glad it went well. With a little overrun on 2 of the sessions. But honestly, I thought I have tried to make changes, but looks like I haven't done enough. I feel that I have made conscious effort to review every single session and provide views on how we can do better for the next one, but it wasn't recognised. Oh well... we will see for the next one then.
