How to Schedule a Program

Program Selection

You can find detailed information about all of our program offerings using the “Our Programs” tab above. Want help deciding? YAMA’s staff is prepared to assist you with the selection of the most appropriate artists and programs to meet your specific learning goals. Contact Melissa Bergstrom at scheduling@yamass.org or 617-629-9262 ex. 301. Also be sure to sign up for bi-weekly SmARTalk e-newsletter for scheduling suggestions, information on special events and more. Start your planning process early as YAMA programs are subject to each artist’s availability. Submit a Scheduling Request at any time using the “Scheduling Request” button.

Travel Fees

You will find detailed pricing information on each artist page. For some artists, travel fees are calculated by mileage traveled rather than as a flat fee. You can calculate mileage fees for these artists using the chart below. Use the Google Map embedded at the bottom of the artist page to determine the mileage the artist will travel to and from your site.

Scheduling

Once you have made your selections, please prepare the following information:

  • Contact Information
  • School/Institution
  • Artist/Ensemble
  • Program
  • Number of performances or workshops
  • Number of students in each audience or workshop (please consult audience and participant limits on artist pages).
  • Grade levels of students in each audience or workshop group
  • Venue for each performance/workshop

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.

Use the “Scheduling Request” button when you are ready. You will find this button on each artist page with that page’s artist and program options pre-filled. If you have questions, or have some information but not all and want to begin the process, you can. The Scheduling Request form has no required fields and includes space to submit questions and comments.

Consultation

Your request will be sent to our Program Coordinator who will be in touch by email or phone to discuss logistics, customizable elements and requested curriculum ties, make any necessary modifications, and once availability and details are confirmed, schedule your program. A Program Agreement and invoice will be sent to you for electronic signature and processing.

Confirmation

In order to confirm and finalize your program, return a copy of the Agreement e-signed by yourself or your principal (or other authorizing agent) within 14 calendar days of the contract date. A 50% deposit must also be received within 14 calendar days of the contract date.

Preparation

To prepare for your program:

  • Review performance requirements with your custodian or site manager
  • Distribute educational materials to teachers
  • Publicize your programs for your school community using bios and photos from our artist Webpages.
  • Let your front office know to expect our artists.

Final Payment

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.

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.

Please make a direct deposit from a checking account using the link provided in your invoice or  make checks payable to:
Young Audiences of Massachusetts
89 South Street, Suite 603
Boston, MA 02111

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.

Evaluation and Reporting

Once your program is complete, you will be emailed a link to our brief Program Evaluation Form. Please forward this link to any other teachers, administrators or parents who experienced the program. Please also share photos and stories of delight, discovery and transformation by emailing our Marketing and Development Manager, posting to our Facebook Page our tagging us on Twitter.  Your feedback will inform other arts coordinators and be used to develop our programming.