A PerusalCopy

Friends and Colleagues – Networking with friends and colleagues is one of the best ways to find music. Many ministers of music stay in touch with friends from college or graduate school, and they periodically exchange music lists. Talking with ministers of music from your local area and receiving packets of worship folders and other programs from friends is also helpful. When I need a song of a particular type, I often e-mail a friend or group of friends to get their suggestions.

Music Libraries – You should never ignore the possibilities of your own church's music library. Many ministers of music do not take time to get to know the library in their own church. Sadly, many ministers of music only use the portion of the library that they have purchased. In addition, perusing the library of another church is a great way to get to know new literature. When you visit other churches, keep your eyes open for new titles.

Your Browser Files – All ministers of music should have their own browser files. My files contain most of the pieces I've done through the years, classics I've not conducted, and hundreds of pieces that I think I may need at some point in the future. I recognize many of them to be good works; however, I've never had the right choir or right occasion to use them. I frequently refer to these files when I need music.

Catalogues – Most music publishers have catalogues available that can also be accessed on line. Some publishers have annotated catalogues that are particularly helpful; however, every piece that is labeled as a winner by a publisher may not be a winner to you. Catalogues can be good sources for securing browser copies.

Publisher Packets – Some publishers will send you packets of their new releases and standard pieces. Sometimes these are reduced or incomplete scores. They usually come with a listening CD.

Recordings – Some publishers will send recordings only.

Reading Clubs – Many publishers have a subscription service that allows you to receive all of their new releases each year. These memberships tend to be expensive; therefore, you should subscribe to a publisher who provides music that typically suits your church's needs. As a word of warning, many ministers of music (particularly part-time ones) depend too heavily on a single publisher when there are many suitable pieces available.

Web Sites – Most publishers and many large distributors have well-maintained web sites that include listening examples.

Reading Sessions – Reading sessions are available through local music stores, denominational groups, and other sources. Larger reading sessions can last from several days to one week. Some reading sessions provide concerts, inspirational speakers, recreation, and more music than you will want. These sessions tend to be very expensive. Before spending all of your conference money for such a session, be sure that you've exhausted the sources listed above. Before attending any reading session, be sure the publishers that are represented will provide music that is usable in your church. Also, reading sessions with music selected from several publishers are strongly preferred over the ones with materials that have been selected from one publisher. Publishers often send pieces to these sessions that are not good sellers, and you may quickly discover why!

Magazine/Journal Reviews – Many professional journals have monthly reviews of choral works.

Visit a Music Store – Music stores can be an excellent source for finding new music. Music stores that specialize in print music have thousands of browser copies that you may peruse and they can be great sources for securing browser copies. They usually have listening equipment available and a piano nearby. When I go to conventions, I spend a lot of time perusing browser copies. Generally, when you hear a choral piece that you like, you should purchase a copy. If you don't have a copy, you may not remember the title or know how to find it when you need it!

How Do I Distinguish What Is Right for My Group from the Rest of the Music That Is Available?

The following suggestions will prove helpful in this tedious process:

1) Have a List of Priorities (Written or Unwritten). These might include a solid text, good marriage of text and music, range, voicing, tessitura, difficulty of accompaniment, other instruments, rhythmic difficulty, and other items you consider important.

2) Be Specific. Don't settle for a piece that isn't just right for your group. There is plenty of music available, and you can afford to be choosy. If you need three pieces for a junior high ensemble with ranges for the boys of five notes, look until you find them or arrange something yourself!

3) Don't Settle for Less. Stick to your standards. If you're not finding what you need, you probably haven't looked in the right place. Talk with others and learn about their experiences. Often a more experienced church musician will know just the piece.

4) Know Your Group. There is no substitute for knowing the ability of your group. After you have been in a church for a year, you should know how long it would take your group to learn a piece. Be aware of accompaniment requirements, and never choose a piece for which you have no soloist! Your yearly choices should include pieces that are exactly in the middle of your group's abilities, music that will challenge them beyond their abilities, and easier ones that allow more time to work vocal quality and musicality.

5) Know Your Church's Worship Needs. There are many wonderful choral pieces that won't fit your church's worship. Be aware of this and choose accordingly; however, don't be too quick to rule out a great piece. With the proper worship placement, many pieces can work effectively.

6) Know Your Budget. Carefully consider your budget when choosing music. Creatively mix works that are already in your library with newly purchased music.

7) Learn to Recognize Composers and Publishers. Look carefully at music from publishers and composers that you know and trust. While this practice may keep you from discovering new writers, it is one of the surest ways to choose good music.

Ordering Music

You can order from several different sources. Consider the following:

Publishers – When ordering from a publisher, it is important to keep several things in mind. In most cases you will not receive a discount because publishers do not compete with their music dealers. The service will vary greatly — some will send out music the same day while others may take a while. Be aware that you will receive an invoice from each company when ordering titles from more than one publisher.

Retail Music Distributors – Retail music distributors include music stores and others who distribute music for various publishers. Establishing a relationship with the distributor, working with knowledgeable people, and receiving personal attention are among some of the benefits of working with retail distributors. Most retail music distributors do not offer large discounts but they may offer similar drop-ship services to those offered by discount dealers if requested.

Discount Music Distributor – A discount music distributor is a company that places orders to publishers on your behalf. They do not keep music in stock as does a retail music distributor. These companies take your order and immediately send it to the publisher, who sends the music directly to you. This process eliminates the middle person. Publishers offer retailers and discounters significant savings off the retail price of a piece of music. Depending on the quantity of the order, discount music distributors pass these savings along to the customer (usually with discounts of ten to thirty percent). These companies can send your order next day, two-day, three-day, or regular mail. However, when you receive music more quickly, you usually have to pay extra for shipping. When ordering from a discount music distributor, be aware of drop ship charges.

These are the charges that the publishers charge the distributor for sending the merchandise directly to you. Regularly check your invoices to be sure you're not being charged and, if possible, find a company that doesn't pass those charges along to you. When you order through a discount music distributor, your bill will come from the distributor rather than the publisher, even though the publisher sent the music to you.

What Information Do I Need when Placing an Order?

When placing an order, you will need the title, number of copies, publisher, product code, and voicing. If you are missing some of this information, the person servicing your order can often find it for you, or you may want to check an online source.

What Is the Process for Printing Music That Is Permanently Out of Print (POP)?

Music that doesn't continue to sell enough copies is taken out of print. In order to have access to this music for your choir, you can either borrow it from someone else or receive permission to copy it. In order to receive permission to copy the music, call the publisher. The publisher will probably need a written (mailed or faxed) request to copy the music. (You will need the same information as when placing an order.) They will process your request and send you a document giving you permission to copy the piece once you have paid them a fee. You will need a clean copy in order to duplicate the piece. Pay the fee, write any information they request on the bottom of the first page, and keep your documentation in case you need it in the future. These copies are usually for your church's use only; however, they can be filed for future use.

Borrowing Music

Borrowing music is an excellent idea, especially if your funds are limited or you do not perceive that you'll use a piece again. When you borrow or loan music, consider the following:

1) Count the number of copies, and sign a form stating the number of copies you borrowed.

2) If copies are lost, always order replacement copies before returning the piece. DO NOT give the loaning church money to replace the copies. Rarely can music be replaced for its face value. In order to replace the music, someone will have to order it and pay shipping charges. The price printed on the music may be only a fraction of the current cost.

3) Erase all marks before returning the music.

4) Return the music on time. Invariably, when you lend music, it is not returned on time; and when you need it, it's not there!

5) If you intend to repeat the piece in the future, buy a set for your choir.

Instrumental and Equipment Purchases

Throughout your music ministry, you will purchase a great deal of equipment; however, rarely will you lead a church to purchase a new organ or grand piano. While all purchases are important and should be approached with care, the purchase of an instrument for your church's worship space is an investment that will sometimes outlive you. This chapter will provide helpful information to assist you in purchasing all the equipment that you will need for effective music ministry.

Purchasing an Organ

Whether you purchase a pipe or electronic organ, your church's organ may be the single most expensive piece of equipment that your church owns. Purchasing an organ will require an extensive period of study, fundraising, and celebration.

The Need – An organ can provide the type of support for congregational singing that a piano or other keyboard instrument is not capable of producing. In many churches, the organ is the primary instrument that supports congregational singing. Although it is also used to accompany soloists and choirs and to provide preludes, offertories, and other solo organ music, the organ's primary purpose is leadership for congregational singing. Organs also play significant roles in other services of the church such as weddings and funerals.