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Scheduling Guidelines
If you
have questions, call or email Jackie Arko, Program Coordinator, at (617)
629-9262 x26 or scheduling@yamass.org.
Please read the following guidelines before scheduling
your program with Young Audiences.
Program Availability
Programs and prices are for in-school programs during school hours only.
Most ensembles are available only in the morning, unless three or four
programs are being presented. Scheduling of programs is subject to availability
of the artists. Programs are scheduled on a first-come, first-served basis.
Hereafter, we will use the word "sponsor"
to refer to the contact person who calls us to schedule a program.
Useful Tips
Generally, two or more programs must be scheduled if a school is significantly
far away from the artists' home region. Or, a single program can be scheduled
for the price of a double. A "pair" (2 performances) must begin and
end within a three hour time frame, in the same or nearby schools. A "triple"
must begin and end within a four and a half hour time frame, in the same
or nearby schools. If schools exceed these limits, additional fees may
be charged. Higher fees may apply for groups with long setup times and
travel distances.
Contracts and Payments
After the program has been scheduled, YA will issue a contract.
In order to secure the performance date:
- the SCHOOL PRINCIPAL must sign and return the contract within
14 days of the issuing of the contract.
- The school or sponsor must submit a deposit of 50% of the total
program cost OR a order for the full amount with the contract.
- Principal-approved performance times must be written on the contract.
- The sponsor and school principal must sign and return the Performance
Requirements sheet.
Note: If a contract and a deposit / purchase order are
not received within the 14 day period, YA reserves the right to release
the date(s) when they are requested by other schools.
Contract Packet
After scheduling your program(s) with YA over the telephone, fax or e-mail,
you will receive a contract packet that will contain:
- Contract
- Performance requirements
- Educational materials
- Sample press release for your local or school paper
- Evaluation forms
Program Confirmation
The signed contract will serve as the primary confirmation for the
program. Please make sure that performance dates have been marked
on the school's master calendar.
A final confirmation/final invoice will be sent
a week before the performance. Remaining balance must be paid within
15 days following the program. YA reserves the right to refuse to
schedule additional programming at schools that have overdue balances
from previous programs.
For Residencies and Block Bookings
YA realizes that cash flow can be a problem for schools when scheduling
long-term residencies or block bookings. At the same time, we must protect
our artists from cancellations that come too late for them to secure other
work. For those events lasting 10 or more days, therefore, $100 for each
day is due within 14 days of the issuing of the contract, instead of the
full 50%. (For example, $1,000 would be due for a 10-day residency; $1,500
would be due for a 15 day block booking ) By 6 weeks before the first
day of programming, the remainder of the 50% deposit must be paid in order
to hold the dates. Any remaining balances must be paid within 15 days
of the end of the residency or block booking.
Additional Fees
| Mileage (round-trip) |
1-2 performers |
3+ performers |
| Up to 40 miles |
$20 |
$40 |
| 41-70 miles |
$30 |
$60 |
| 71-100 miles |
$40 |
$80 |
| 101-150 miles |
$50 |
$100 |
| 151-200 miles |
$60 |
$120 |
| 201-250 miles |
$70 |
$140 |
| 251-300 miles |
$80 |
$160 |
Fees will be negotiated for round trip over 300 miles.
For certain groups, additional fees may apply.
Per Diem. Round-trip mileage exceeding 150 miles
may require fees for per diem ($35/artist/day) and overnight accommodations.
Audience Limit Surcharge. Audience size limits must be observed. Limits
are determined by each artist or ensemble to provide an optimal learning
environment for students. In the rare event that schools exceed audience
limits slightly, $1 will be charged for every student over the limit.
Cartage Fees may also apply to programs scheduled
in more than one location per day.
Method of Payment
Please make checks or Purchase Orders out to YOUNG AUDIENCES OF MASSACHUSETTS,
and mail to:
Young Audiences of Massachusetts
255 Elm Street, Suite 302
Somerville, MA 02144
Performers are instructed not to accept payment directly
from sponsors.
Cancellation Policy
Young Audiences recognizes that a school/organization may find it
necessary to cancel a program. YA makes every effort to reschedule
cancelled programs. Since YA must make partial payment to artists
if the program cannot be rescheduled, the charge for cancellation
with less than 30 days notice is fifty (50%) percent of the total
program charge plus $125. Cancellation by Young Audiences is possible
should weather or illness prohibit an artist from performing a scheduled
program. If Young Audiences cancels a program, schools may reschedule,
substitute, or request a refund.
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