Download our Workshops & Performances Catalog

Download our Arts for Learning Services Catalog

How to Schedule a Program

Planning and preparation will help make your program successful. Start the process early, as Young Audiences programs are subject to artist availability.

These five steps outline the scheduling process.

1. Preplanning: Questions to Get You Started
   • What is the age group of my audience? (see recommended grade levels for each program)
   • How many people will be in the audience? (see maximum audience size for each program)
   • Do I want this to go along with a specific SOL unit?
   • When do I want to schedule my performance and/or project?
   • Click here for important scheduling and planning details



2. Find out more about Artists and Program
   • Review our artists online or in our catalog. Assembly Programs and Workshops
   • Still have questions? Call Young Audiences (800-314-ARTS). We will be happy to answer your questions and work with you to further plan and schedule your program.



3. Schedule a Program
   • Use the “request a reservation” feature built into the Website
   • Call Young Audiences at 800-314-ARTS (extension 306)
   • E-mail your request to schedulingdirector@yav.org
   • Review your responsibilities and our cancellation policy listed below



4. Confirm and Prepare for Program
   • Our Scheduling department will call or email you to confirm your reservation.
   • Confirmation will be sent to you within 10 days of booking your service.
   • All confirmations are considered binding, legal documents that serve as your invoice and provide important information regarding the performance.
   • Click here for Publicity and Documentation Information
   • Please read over your confirmation/invoice carefully and advise school personnel of the technical requirements listed and any special notes.
   • If you do not receive your confirmation, please notify the main office/scheduling department immediately at 800-314-ARTS (extension 306).



5. Submit Payment & Return Evaluations
   • Payment must be postmarked no later than three days after your event.
   • Please make checks payable to Young Audiences of Virginia and mail to:
     Young Audiences of Virginia
     ATTN: Finance Department
     420 North Center Drive, Suite 239
     Norfolk, VA 23502
   • A 5% fee will be added for credit card payments. Call to use a credit card.
   • We will apply a late fee of $25.00 to invoices more than 30 days overdue.
   • Return evaluation forms to help ensure the quality of our programs. Click here to download a PDF of the evaluation form.

Important Scheduling Information

Scheduling Office Hours

Monday – Friday, 8:00AM – 4:00PM
Toll Free: 800-314-ARTS (extension 306)
Hampton Roads / Direct Number: (757) 466-7555 (extension 306)
Fax: (757) 455-9859

Your Responsibilities

Connect with the Artist
Artists are asked to contact you 48 hours before the program. Discuss arrival time and necessary materials. If an artist does not contact you, and you have questions, please contact the YAV Scheduling Department.

Be Prepared
It is Young Audiences’ policy that a teacher, school employee, or other responsible adult representing the site must be present in the room or performance area at all times during the program. Artists have the right to refuse to conduct a program if a staff person is not in attendance. Thank you for your attention to this serious issue relating to the safety of all students involved.

Cancellations

Emergency Cancellations
If you need to cancel a program owing to weather or other emergencies, please notify Young Audiences as soon as possible. We will work with you and the artist to reschedule as applicable. Rescheduling fees may apply.

Artist Cancellations
If an artist is unable to fulfill the commitment, Young Audiences will offer the options of rescheduling, substituting another program or a full refund.

Other Cancellations
If you cancel after your program has been confirmed and your paperwork has been issued, you are required to pay at minimum one half of the program fees. If you cancel seven or fewer days before the scheduled program, you are required to pay the full program fee.

Scheduling and Planning Details

Artist Availability

• Artist availability is on a first-come, first-served basis. In order to book the performer of your choice, please schedule early.
• YAV works hard to build tours and secure artists to reach the entire state of Virginia, however, geographic limitations may apply to a service you request.
• Please note that YAV’s guest artists from around the country have limited availability. Specific schedules are listed with each guest artist program - book early!

Audience Size

• Audience size shall not exceed size specified in the catalog for each program.
• Artists reserve the right to not perform if the audience size is above the maximum noted for each program.
• A $50 large audience fee will be charged for every:
  • 100 students in a performance in attendance over the published limits.
  • 20 students in a workshop in attendance over the published limits.

Catalog Pricing


• Applies to daytime, in-school performances only.
• Reflects YAV’s underwriting support.
• May be higher (subject to negotiation) for performances taking place in the evening or for the general public.
• May reflect special pricing for certain geographic areas.

Discounts (Limit of one discount per booking)

• Book, Pay & Play: Book and Pay by October 15th for a program to Play by December 31st and save 10%.
• Back-to-Back: End of 1st show and start of 2nd must be no more than 45 minutes apart.
• Book onto a Tour: Reduced fees may apply for filling tours outside of artists’ home base.
• Multiple Bookings: Book 4 or more performances at the same site (does not have to be same day)!

Extended Learning Package Options

• Extended Learning Packages add an hour of workshop or follow up discussion to each performance. These packages provide in-depth learning with greater arts exposure and connection to curriculum.
• Each workshop hour involves artists visiting two classrooms each, for 25-minute workshop sessions directly related to their performance. A solo artist will reach two separate classes within one hour, while an ensemble with five members can reach up to ten classrooms within one hour.
• If even greater depth of learning is desired, you may choose to convert two 25-minute workshops into one 50-minute workshop (maximum 35 students per workshop).
• Package A
  • Includes one performance and two 25- minute workshops (within one hour) or one 50-minute workshop conducted by each member of the ensemble.
• Package B
  • Includes two performances back to back and two 25-minute workshops (within one hour) or one 50-minute workshop conducted by each member of the ensemble.