On second thought, pivot tables may be a better option to accomplish this than my last suggestion of VLOOKUP. It can be done with one tab containing your raw data set as a "named range". I've called mine "ChoirList". From there, add separate tabs for each discipline.
Example, sign in sheet for the mass choir call - you can select the "choir group" from a drop down menu, and your sign in sheet is populated with the names of those in that group.
For wardrobe, you select the "choir group" and a list of robe sizes and quantities is populated so they know exactly what's required for that show.
You can manipulate the data any number of ways doing this, and for any number of disciplines - you could even create a contact sheet for that night's show based on the choir groupings.
It takes some work to get it going, but once you do disseminating information for that night's rehearsal or show takes about 2 minutes.
Here's a very basic example.
Disclaimer - this is very much FUNCTION over form
I put this together in about 10 minutes over morning coffee, please go easy on the formatting