How to Schedule a Program

Questions? Ready to go? Contact Melissa Bergstrom at scheduling@yamass.org or 617-629-9262 ex. 303

YAMA’s staff is prepared to assist you with the selection of the most appropriate artists and programs to meet your school’s specific curricular needs. Start your planning process early as YAMA programs are subject to each artist’s availability.

Tips for Date Selection

  • Choose a preferred date and, if possible, as many back-up dates as you can.
  • Make sure the dates you’ve selected don’t conflict with vacation days, testing days, field trips or early release days.
  • Check with teachers about their curriculum focus during your chosen date range.

Scheduling

Once you have made your selections, please prepare the following information for each program you would like to schedule:

  • Your name
  • Your school or institution
  • Your email address and phone number
  • Ensemble name and program title
  • Desired dates and times
  • Number of performances or workshops
  • Number of students in each audience (please consult audience limits) or workshop
  • Grade level of each audience or workshop

To schedule a program, email Melissa Bergstrom at scheduling@yamass.org or call 617-629-9262 ext. 303

Requests will be filled in the order they are received and scheduled on a first-come, first-served basis. Once the details have been agreed upon, a contract will be sent by email. In order to confirm and finalize your program, please have your school’s principal or lead administrator sign and mail the contract along with payment of the required 50% deposit (or a copy of a grant acceptance letter) within 14 calendar days of the contract date. If YAMA does not receive the signed contract and deposit (or grant letter) within this timeframe, the program may be subject to cancellation.

Payment and Evaluations

Balances are due five calendar days after the program date. Please do not give payments directly to YAMA artists. Payments should be mailed to the YAMA office. Be sure to reference your Contract # on your check so we know how to credit the payment.

Please make checks payable to:
Young Audiences of Massachusetts
89 South Street, Suite 603
Boston, MA 02111

Please return our evaluation form after the YAMA program has been completed. Your feedback will help to ensure the ongoing quality of our programs.

Audience and Classroom Procedures

Audience limits are agreed upon contractually and must be honored unless other arrangements are made at the time of scheduling. Limits are determined by YAMA and the artists in order to provide the optimal learning environment for students. Additional overage fees may be applied if the audience limit is exceeded. It is also our policy that a teacher or school employee must be present in the room and/or performance area at all times during the program. Artists have the right to refuse to conduct a program if a staff member is not in attendance.

Publicity

All artists and programs listed in the YAMA program guide are provided by YAMA and YAMA teaching artists and must be advertised as such in all school communications and related publicity.

Cancellations and Rescheduling

YAMA recognizes that a school/organization may need to cancel or reschedule a program. The fee for canceling a performance less than 30 calendar days before the scheduled date is 50% of the total program charge. If a school must reschedule a program less than 15 calendar days prior to the scheduled performance date, a fee of $125 may apply.

Cancellation by YAMA may be necessary should illness, weather, or other unforeseen circumstances prevent an artist from presenting/completing the program. YAMA will notify you immediately and reschedule the program at your convenience, arrange for a substitute if desired, or provide a full refund.

Travel Fees

Travel fees may be assessed as follows:

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
30+ miles negotiated negotiated

Additional fees may apply for longer travel distances, multiple locations in a single day, overnight stays, extended sitting time between performances, or other variables. If applicable, additional fees will be communicated at the time your event is scheduled. Use the embedded maps on individual artist/ensemble pages to calculate mileage.