How to Schedule a Program » Young Audiences of Oregon & SW Washington

How to Schedule a Program

Here is the basic process for scheduling programs with Young Audiences.  If you have any questions, please call Josephine Kuever, Program Operations Manager, at 503-225-5900 x231 or email josephine@ya-or.org

Performances (including Family Arts Night Performances):

  1. Contact us with the name(s) of the performers you’re interested in.  (Or ask us for suggestions!)
    Other helpful information to have is:

    • The grades and number of students attending
    • If the performer offers more than one performance, which one you are interested in
    • Any questions you have about logistics (space, setup, etc.)
  2. Work with us to determine a date and time(s) for the performance. We may need to confirm the date and time with the performers.
  3. We’ll send you a contract and invoice.  The contract must be signed by your principal and returned to us.  The performance is confirmed when we receive the signed contract.
  4. At least 3 days before the performance, the artist will be in touch with you to confirm all the details.

Rescheduling and Cancellation:

  • Canceling within 15 days of the program date: $50 fee
  • Canceling within 7 days of the program date: subject to full payment
  • School may reschedule without being assessed any fee if the change is due to illness, inclement weather, or other unforeseen circumstance.

Payment:

Due within 10 days following the program.  Please do not pay the artist directly.  Mail payments to:
Young Audiences of Oregon and SW Washington
1220 SW Morrison, Suite 1000, Portland, OR 97205-2228

Residencies and Workshops (including Family Arts Night Workshops):

  1. Contact us with the name of artists you are interested in or ideas about curriculum you’d like to support with a workshop or residency.  It’s helpful if you can tell us how many classrooms will be participating and a rough idea of dates.
  2. We’ll pass along your information to the artist, who will then contact you. If they are not available, we will contact you.
  3. You will work out the details of the programming with the artist in a face-to-face planning meeting (for Residencies) or by phone and e-mail (for Workshops).
  4. You or the artist will send us the Residency Planning Agreement or the Workshop Agreement that has been signed by the artist and your principal.  This is your contract.
  5. We’ll send you an invoice.

Rescheduling and Cancellation:

  • Canceling within 30 days of the program date: $50 fee plus the costs of the planning meeting, completed prep hours, and, if applicable, any supplies that have been purchased.
  • Canceling within 15 days of the program date: full payment for the planning meeting, prep hours, all classroom sessions and any purchased supplies.
  • School may reschedule without being assessed any fee if the change is due to illness, inclement weather, or other unforeseen circumstance.

Payment:

Payment for workshops and residencies less than 30 days in length is due upon completion of service. For residencies over 30 days in length, 50% of payment is due at midpoint of service and the balance upon completion.

Please do not pay the artist directly.  Mail payments to:
Young Audiences of Oregon and SW Washington
1220 SW Morrison, Suite 1000, Portland, OR 97205-2228