Sub-Ensembles: Affordable Pricing for Chamber Choirs and Project Ensembles

The Challenge: Multiple Ensembles Under One Roof

Many choirs consist not just of a single ensemble but of an entire family of groups. The large concert choir forms the centerpiece, but alongside it often exist smaller formations: a chamber choir for demanding a cappella literature, a project choir for special occasions, a vocal group for church services, or an ensemble for contemporary music. Each of these groups has its own identity, its own rehearsals, and its own organizational requirements. At the same time, they share members, resources, and often the administrative structure with the main choir.

This constellation previously presented a financial challenge. If a choir wanted to manage multiple ensembles in Chorilo, a separate subscription had to be purchased for each ensemble. With a regular annual price of 100€ per ensemble, this quickly added up to considerable costs. A choir with a main ensemble and two chamber choirs paid 300€ per year. For many choirs, especially smaller ensembles or project choirs, this was simply unaffordable. The result: either multiple ensembles were reluctantly combined into a single Chorilo ensemble, leading to confusion, or the management of smaller groups was abandoned altogether.

The Solution: Sub-Ensembles with 67% Discount

With the introduction of the sub-ensemble feature, this situation has fundamentally changed. Choirs with an active annual subscription can now create unlimited sub-ensembles and manage them for just 33€ per year. This represents a savings of 67% compared to the regular price. A chamber choir managed as a sub-ensemble costs less than three euros per month. This dramatic price reduction makes it economically sensible to professionally organize even smaller ensembles and provide them with the full functionality of Chorilo.

The calculation is simple: the main choir pays 100€ per year for its annual subscription. Each sub-ensemble costs an additional 33€ per year. A choir with a main ensemble and two chamber choirs thus pays a total of 166€ instead of 300€ and saves 134€ per year. With three sub-ensembles, the savings already amount to 201€ annually. The more ensembles a choir manages, the greater the financial advantage. This pricing structure was deliberately designed to reflect the reality of the choir landscape: the main choir is the central element with the greatest organizational effort, while the smaller ensembles are independent but benefit from the shared infrastructure.

Technical Requirements and Setup

Using the sub-ensemble feature requires that the main choir has an active annual subscription. The monthly subscription does not entitle management of sub-ensembles. This restriction has a practical reason: the annual subscription signals a long-term commitment and a stable organizational structure necessary for managing multiple ensembles. Choirs that only use a monthly subscription can switch to the annual subscription at any time and thus unlock the sub-ensemble feature.

Setting up a sub-ensemble takes just a few steps. First, the ensemble to be managed as a sub-ensemble must already exist in Chorilo. This can be a newly created ensemble or an existing ensemble that was previously managed separately. In the billing area of this ensemble, there is an option to link it as a sub-ensemble with a main choir. After selecting the main choir and confirming the link, the ensemble becomes a sub-ensemble. From this point on, the reduced price of 33€ per year applies.

It is important that the person making the link must be an administrator of both the main choir and the sub-ensemble. This ensures that the link can only be made by people who are actually authorized to decide on the structure of both ensembles. The link is not automatic but requires conscious confirmation. This prevents accidental links and gives administrators full control over the organizational structure.

Independence Despite Connection

A sub-ensemble is not an appendage of the main choir but a full-fledged, independent ensemble with all the functions of Chorilo. It has its own member list, its own sheet music, its own events, and its own communication structure. The connection with the main choir is purely administrative and financial in nature. It enables the reduced price but does not limit the functionality of the sub-ensemble in any way.

This independence is crucial for practical use. A chamber choir managed as a sub-ensemble can plan its own rehearsals without them appearing in the main choir's calendar. It can upload and manage its own sheet music without it being visible to members of the main choir. It can send its own notifications that only reach its members. Each sub-ensemble has its own identity and its own protected area within Chorilo.

At the same time, members can easily be active in multiple ensembles. A singer can be a member of both the main choir and one or more sub-ensembles. In the app, they see all the ensembles they belong to and can switch between them. Events, sheet music, and notifications are automatically assigned to the respective ensemble. This flexibility corresponds to the reality of many choirs where members sing in different formations and hold different roles.

Practical Application Scenarios

The sub-ensemble feature opens up diverse possibilities for organizing choir structures. A classic scenario is the large concert choir with one or more chamber choirs. The main choir rehearses weekly and performs several large concerts per year. The chamber choir meets additionally for demanding a cappella literature and smaller performances. Both ensembles share some members but have different rehearsal times, different literature, and different organizational requirements. As a sub-ensemble, the chamber choir can be professionally managed for 33€ per year, with its own events, its own sheet music, and its own communication.

Another common scenario is project choirs. Many choirs organize time-limited projects alongside their regular work: a Christmas oratorio, a passion performance, or a special anniversary concert. For such projects, additional singers are often invited who are not part of the main choir's core. Managing these project choirs as separate sub-ensembles enables a clear separation between regular choir work and special projects. Project members receive access only to information relevant to them, while core choir members continue to find their familiar structure.

Vocal ensembles for special occasions also benefit from this feature. Some choirs have small groups that regularly provide music for church services, sing at weddings, or musically accompany corporate events. These ensembles need their own organization with their own events and their own communication but are closely connected to the main choir. As a sub-ensemble, they can be professionally managed for a fraction of the cost.

Financial Transparency and Management

The billing of sub-ensembles is transparent and traceable. Each sub-ensemble has its own subscription that is billed separately. In the billing area of the sub-ensemble, it is clearly visible that it is managed as a sub-ensemble and which main choir forms the prerequisite for the reduced price. Payment is made via Stripe, as with all Chorilo subscriptions, and can be settled with the usual payment methods.

Important is the dependency between main and sub-ensemble. A sub-ensemble can only be active if both the main choir has an active annual subscription and the sub-ensemble itself has an active subscription. If the main choir's subscription expires or is downgraded to a monthly subscription, the sub-ensembles lose their authorization. They remain in existence but can no longer be used until the main choir takes out an annual subscription again. This regulation ensures that the pricing structure remains consistent and cannot be circumvented.

Management of sub-ensembles is done through the main choir's billing area. Here administrators see an overview of all linked sub-ensembles with their respective subscription status. This central overview facilitates management and provides a quick overview of the entire ensemble structure and associated costs.

Flexibility with Changes

Choir structures are not static but develop over time. A chamber choir can grow and develop into an independent ensemble that should no longer be managed as a sub-ensemble. A project choir can be dissolved after completion of the project. The sub-ensemble feature offers the necessary flexibility for such changes.

A sub-ensemble can be separated from its main choir at any time. After separation, it becomes a regular, independent ensemble. From this point on, the normal price of 100€ per year for an annual subscription or 10€ per month for a monthly subscription applies. The separation is done through the sub-ensemble's billing area and requires confirmation by an administrator. All data of the ensemble is preserved: members, sheet music, events, and notifications. Only the connection with the main choir is removed.

Conversely, an existing ensemble can also be linked as a sub-ensemble with a main choir retrospectively. This is particularly useful when a choir initially managed several ensembles separately and later realizes that the sub-ensemble feature would be more economical. The link can be made at any time, provided the main choir has an active annual subscription.

Limits and Restrictions

The sub-ensemble feature is deliberately kept simple to prevent abuse and keep the pricing structure fair. A sub-ensemble cannot itself have sub-ensembles. The hierarchy is limited to two levels: main choir and sub-ensembles. This restriction prevents complex nesting that would be difficult to manage and could undermine the pricing model.

Likewise, an ensemble that already has sub-ensembles cannot itself become a sub-ensemble. A main choir must first separate its sub-ensembles before it can itself be linked as a sub-ensemble with another choir. This rule ensures that the structure remains clear and traceable.

The number of sub-ensembles is not limited. A main choir can theoretically have unlimited sub-ensembles. In practice, the number is limited by the organizational capabilities of the choir. Each sub-ensemble requires its own administrators and its own management. The technical platform sets no limits here but leaves it to the choirs to design their structure according to their needs.

Impact on the Choir Landscape

The introduction of the sub-ensemble feature has the potential to change the way choirs organize their structures. Previously, managing multiple ensembles was often a question of economics. Smaller groups were either not digitally managed at all or reluctantly combined with the main choir. Both led to compromises: either lack of transparency and organization or confusion through mixing different ensembles.

With the new pricing structure, it becomes economically sensible to professionally organize even small ensembles. A chamber choir with ten members can use all functions of Chorilo for 33€ per year: event management, sheet music management, communication, attendance tracking, and much more. This corresponds to 3.30€ per member per year or less than 30 cents per member per month. These costs are affordable for practically every choir and far justify the organizational added value.

The feature also promotes the founding of new ensembles. Choirs that previously hesitated to found a chamber choir or project ensemble because management seemed too complex or too expensive can now experiment without major financial hurdles. A project choir for a special concert can be professionally organized for 33€ without excessively burdening the main choir's budget. This low entry barrier can lead to more diversity and innovation in the choir landscape.

Future Perspectives and Development

The sub-ensemble feature is a first step toward more flexible organizational structures. In the future, additional features are planned that will facilitate the management of ensemble networks. Conceivable are shared resources such as a shared sheet music pool from which all ensembles of a network can draw. Cross-cutting statistics and reports could also be interesting for main choirs to get an overview of all connected ensembles.

Another possible development is flexible membership models. Currently, each member is either part of an ensemble or not. In the future, more differentiated models could be possible where members have different roles in different ensembles or time-limited memberships exist for project choirs. Such features would even better reflect the reality of choir work and further simplify management.

Integration with other Chorilo features is also continuously improved. The cashbook feature could, for example, be extended to allow costs to be split between main and sub-ensembles. Ticket sales could support joint concerts of main and sub-ensembles. The possibilities are diverse, and development is guided by user feedback.

Practical Tips for Setup

When setting up sub-ensembles, there are some practical aspects to consider. First, it should be clearly defined which ensembles should be managed as main choir and which as sub-ensembles. As a rule, the largest and most active choir is the main choir, while smaller formations are organized as sub-ensembles. This structure is not only economically sensible but also reflects organizational reality.

When linking, it is important that all administrators are informed and agree to the connection. The connection has financial implications and should not be made without consultation. It is recommended to discuss and decide on the connection in a board meeting or administrator meeting.

After the connection, members of both ensembles should be informed about the new structure. For most members, nothing changes in daily use, but it is important to create transparency and clarify any questions. A brief notification about the new organizational structure and the associated benefits can help create understanding and acceptance.

Conclusion: A Win-Win Situation

The sub-ensemble feature is one of the most significant innovations in Chorilo since the platform's launch. It solves a real problem for many choirs and makes professional management of multiple ensembles economically attractive. With a discount of 67% compared to the regular price, chamber choirs, project ensembles, and vocal groups can be managed for just 33€ per year. This dramatic price reduction makes it possible to professionally organize even smaller ensembles and provide them with the full functionality of Chorilo.

The feature is technically mature, securely implemented, and easy to use. The connection is made in a few steps, and management is transparent and traceable. Sub-ensembles are full-fledged, independent ensembles with all functions of Chorilo but benefit from the shared infrastructure with the main choir. This combination of independence and connection corresponds to the reality of many choir structures and makes management more efficient and clearer.

For choirs with multiple ensembles, the sub-ensemble feature is a clear recommendation. The savings are considerable, the functionality is complete, and management is simple. For choirs that have previously hesitated to digitally manage smaller ensembles, the new pricing structure provides an incentive to take the step. The investment of 33€ per year is minimal, but the organizational added value is considerable. With the sub-ensemble feature, Chorilo becomes even more attractive for the diverse and vibrant choir landscape.