Checklist for Hosts

If you want to host a Fifth Sunday, find an “open” date on the main page and contact Kevin via email: baltimoreshapenote@gmail.com .

Basic Event Details

  • Choose a date (a 5th Sunday or 5th Saturday)
  • Set start and end times (include setup and cleanup time, two hours at least for singing, additional for social time, if wanted).
  • Confirm host contact email and/or phone number for attendee questions.
  • Decide if RSVPs are helpful (especially for home-based or small venues).
  • Decide if there will potluck/social time or not.

Venue Considerations

  • Venue selected (home, church hall, library, community space, covered outdoor space, etc.).
    • If the venue has rental cost, freewill donations can be announced, but host accepts full responsibility for cost if no donations are received.
  • Confirm venue capacity for comfortable singing (8-20 people).
  • Confirm availability of bathroom facilities.
    • Note whether bathrooms are accessible or not.
  • Confirm general accessibility of the venue.
    • Note if there are stairs, narrow doors, or other considerations.
  • Decide if the exact address will be shared only with confirmed attendees (e.g., for home venues)
  • Ensure parking or transit info is clear (parking lot/street parking/long walk to singing spot).

Singing Logistics

  • Choose which tunebooks will be used. Any shape-note tunebook can be used, but anything without easily accessed loaners will limit singers.
  • Loaner books available from Baltimore:
    • The Sacred Harp: 1991 Edition – 16 copies
    • The Sacred Harp: 2025 Edition – 16 copies
    • The Shenandoah Harmony
    • The Valley Pocket Harmonist

Refreshments & Social Time

  • Decide whether the event will include a potluck or refreshments. Water should be provided.
    • If yes: clarify this in announcements (bring food/bring your own water/etc.).
    • Ensure some basic supplies like plates/cups/napkins are covered (by host or volunteers) if food is provided.
  • Confirm access to water & trash/recycling.

Communications & Announcements

  • Provide to Kevin:
    • Date & time
    • Street address.
    • Accessibility notes (venue + bathroom)
    • Book list and loaner availability
    • Potluck or social plan, if applicable
  • Announce venue address (if private) 3–7 days before the event to confirmed attendees
  • Share RSVP or contact method, if applicable