2014-15 ORCHESTRA MEMBERSHIP POLICIES

Orchestra X membership is a privilege. Adhering to membership policies ensures the culture and integrity of the organization is consistent and for all members to enjoy.

Infractionsmay result in membership review by the
Personnel Manager, Executive Director and/or Music Director

FEES & MEMBERSHIP

  • Annual2014-15 season full orchestramembership fee is $140.00due by August 29th
  • Fees for musicians joining the orchestra after the first concert will pro-rated to $30 per concert. (Example – join for last 4 concerts =$120.00)
  • Full-time student membership is $50.00 per seasondue by August 29th
  • Auxiliary membership fee – members not required for all concerts- $20 per concert
  • Membership expires on June 30th, 2015 and is not automatically renewed for subsequent seasons.

TICKET PURCHASE

All members are required to purchase a minimum of 2 tickets for each concert they take part in or a total of 10 tickets over the course of the season. Tickets purchased through the box office must be in the member's name and communicated to the Executive Director.

NB: Even with every memberof OX paying fees and purchasing 2 tickets per concert that income will still only cover approximately 30% of Orchestra X's operating costs. We strongly encourage you to participate as fully as possible in fundraising efforts, ticket sales and general orchestra activities to ensure the strong future of our community and music.

VOLUNTEER COMMITMENT
Members are expected to assist with the activities listed below as organized by Orchestra X. Membership is more than just playing in the orchestra.

Examples include:

1. Rehearsal set-up and strike.

2. Distribute brochures and flyers in your community.

3. Perform at fundraising or marketing functions (small ensembles).

4. Selling additional season subscriptions and concert tickets above your required amount

5. Set-up refreshments for rehearsals (cost covered by orchestra members).

6. Providing administrative support when specific projects or needs are identified.

7. Bringing forward approachable names for sponsorship / advertising presentation.

8. Copying the bowings prior to the start of a rehearsal cycle

9. Participation in Musician's or other orchestra committee (marketing, fundraising etc.)

Over......

REHEARSALS

  1. Orchestra rehearsals are held at the X Centre for the Arts, xyz address Rehearsal Hall. Entrance and check in is by the stage door off x Road.
  2. Tuning begins promptly at 7:25 p.m. at the direction of the concert master.
  3. Orchestra members are expected to strike their stand and chair at the conclusion of rehearsal.
  4. In the event of a major weather event, call the OX office at 877 555 1212 to check for any announcements regarding rehearsal and check e-mail regularly.
  5. Orchestra members are expected to exhibit respectful decorum and rehearsal etiquette, along with courtesy for the podium and fellow musicians during rehearsal and in general.
    Respectful decorum includes;
  • Not being disruptive or chatting
  • Distracting other members while the conductor is commenting or working with another section.

Members who cannot exhibit decorum may be excused from rehearsal, and in cases of more serious disruption may have their membership terminated.

Members who have concerns about the decorum of another member should address them to the Personnel Manager or Executive Director.

  1. Parking in the XCA loading dock area or adjacent sidewalk area is STRICTLY PROHIBITED unless permission has been granted by XCA staff. Violators will be towed without warning.

ATTENDANCE

  1. Orchestra members are expected to attend all rehearsals and performances on the 2014-15 season calendar. If you know prior to returning the membership form that you are unable to attend dates published, you MUST indicate these dates on the form. Musicians who join Orchestra X and fail to disclose conflicts which will require Orchestra X to find substitutes may have their membership terminated.
  2. Any member who is absent for two rehearsals of any concert cycle will be assessed as to whether they are prepared enough for concert participation. If a member is unprepared due to absence, they will be excused from concert participation.
  3. Members are not allowed to “audit” rehearsals (i.e. Come and participate in rehearsals with no intention to participate in the concert). If a member is not going to participate in a concert, their seat may be offered to a substitute musician at the discretion of the personnel manager and music director.
  4. If you cannot attend a rehearsal members are expected to follow these steps:

a.Call the Personnel Manager at 877-555-1212or e-mail well in advance of rehearsal.

b.If required by your stand partner or a substitute, make arrangements to get your music folder to your stand partner or the XCA stage door prior to rehearsal

c.Under no circumstances are members permitted to arrange their own substitute musicians without first contacting the personnel manager and receiving permission.

Exceptions

Sometimes, absence from a scheduled rehearsal or performance cannot be avoided, it must be exceptional in nature, and excusable. These include responsibilities of daytime careers, religious observance, family vacation, illness or emergency. With notice, the personnel manager can usually find a substitute to fill-in and protect the integrity of the rehearsal process when a member is ill or away due to one of these situations.

ATTENDANCE cont......

Member Replacement

Rarely, absences may require the personnel manager, executive director and/or music director to make a decision on replacing the absent member for a performance cycle. Usually if the absence is causing issues which will affect the integrity of remaining rehearsals and performances.
These decisions are in the best interest of the orchestra and are final.

(E.G. - a member has been regularly absent due to illness, not practicing as a result, and may not be in good health for the concert. The member may be excused from the concert in favour of a replacement)

SEATING

Seating will not be fixed and may vary from program to program. The music director may suggest changes to the seating arrangement for individual programs, including rotations or doubling of parts in sections. The music director or string principal will communicate any changes to the seating plan prior to the beginning of rehearsal of a particular program. The librarian will distribute parts appropriate to the seating plan as music becomes available for a particular program.

MUSIC & FOLDERS

1. The music librarian will assign a numbered music folder to each member at the first season rehearsal (or upon payment of fees for members joining after the first rehearsal). Members are responsible for folders and music contained therein.

2. Music is returned to the librarian immediately following each concert in exchange for music for the next concert.

3. Members will be charged for missing or damaged parts at replacement cost as well as any cost incurred by the orchestra for music that is returned late.

4. Every shared stand is entitled to one original (not photocopied) set of parts between partners. Any part exchanges that occur after music has been assigned for a particular program should be immediately reported to the librarian. In the case where a member has taken a part that is not returned, including an un-reported exchange, that member will be responsible for that part.

5. All part markings done by members should be simple and in pencil. In the case of marking parts where large sections have been omitted or cut for performance, please observe the direction of the principal / section leader for appropriate markings. Some publishers charge the users where parts are over-marked, pages folded, etc.

6. Bowing and dynamic changes must be approved by the principals / section leaders.

DRESS CODE

Concerts:
Ladies: Black dress (long) or black skirt (long)/pants and black top, black shoes. Undergarments must not be visible.

Gentlemen: Black tuxedo or black suit with white shirt and black bow tie, black socks and black dress shoes. Undergarments must not be visible.

  • Members wearing excessive or highly reflective accessories may be asked to remove them prior to entry on stage.
  • Members may not wear heavy scents (perfume, cologne or other personal products)

Rehearsals:
Ladies: Undergarments must not be visible.

Gentlemen: Undergarments must not be visible.

  • Members wearing excessive or highly reflective accessories may be asked to remove them.
  • Members may not wear heavy scents (perfume, cologne or other personal products).

PROMOTIONAL RECORDINGS

Members grants to Orchestra X the right to record, film, or photograph them, including their image, voice, name, and/or performance, captured at and/or in connection with any Orchestra X event, including rehearsals, galas, outreach events, and concerts (collectively, “Recordings”), without additional payment or any other consideration outside of this policy.
The Recordings shall be used only for the following non-commercial/sale purposes:

  • Promotion and publicity of Orchestra X and its programs, including display in venues at which it performs.
  • Orchestra X educational presentations, courses and videos.
  • Orchestra X informational presentations.
  • Orchestra X outreach events
  • In support of Orchestra X’s grant applications and fundraising effort

As long as the Recordings are used by Orchestra X for the purposes set forth above,
members agree to the following:

  • Orchestra X may edit, copy, exhibit, publish, reproduce, distribute, use, broadcast, rebroadcast, mix, and create derivative work from the Recordings for publication purposes.
  • Orchestra X may publish the Recordings in all forms including, but not limited to: print, digital or electronic publishing via the Internet and other (social) media
  • Members waive the right to inspect or approve the final Recordings.

By signing the membership form, members (or their legal guardians) acknowledge that they have completely read and fully understand the above release and agree to be bound thereby.

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