American Youth Philharmonic Orchestras Student Handbook 2017-2018 Season 4026 Hummer Road Annandale, VA 22003 703.642.8051 www.aypo.org
Welcome to the 53 rd Season Welcome to the American Youth Philharmonic Orchestras! The Board of Directors, Administrative Staff, and Artistic Staff extend congratulations on your acceptance into the program. In order to uphold the level of musicality in all of our orchestras and ensembles, we expect a serious commitment from all members. Cooperation in following the guidelines set forth in this handbook will help to provide a rewarding experience for everyone. Recognized as one of the leading orchestral training programs in the nation, AYPO provides competitive world-class training and performance opportunities for musicians up to 21 years of age. With a nationally recognized artistic staff, a dedicated professional staff, and a host of volunteers, AYPO annually selects and trains more than 400 of the area s most talented young musicians. AYPO delivers programs of the highest caliber throughout the Washington metropolitan region, earning an unrivaled reputation for excellence and distinction. AYPO has represented youth in the arts through performances at Strathmore, the Kennedy Center, the National Gallery of Art, Carnegie Hall, the National Orchestral Festival, the International Rachmaninoff Festival (Novgorod, Russia), the Aberdeen International Youth Festival (Scotland), the British Festival of Youth Orchestras, the Festival of Youth Orchestras (Chicago and Washington, D.C.), and the Spoleto Festival (South Carolina). Consisting of five separate ensembles the Debut Orchestra, String Ensemble, Concert Orchestra, Symphonic Orchestra, and Philharmonic AYPO provides talented young people an opportunity to perform in one of the nation s premier youth orchestra programs. Each of the orchestras rehearse on Monday evenings from September through May, and prepares at least three programs of repertoire for performance. Musicians also have the opportunity to participate in Brass Ensemble, Percussion Ensemble, Harp Ensemble, Flute Ensemble, Chamber Ensemble Program and become mentors in the Music Buddies Mentorship Program. AYPO welcomes a new ensemble - Clarinet Ensemble - beginning in January 2018. Through the orchestras and ensembles, young people with a common interest, commitment, and discipline work together to achieve harmony and excellence. In concert, these young musicians share their remarkable achievement and appreciation for classical music with the community. www.aypo.org 2
Table of Contents Welcome 1 Programs and Ensembles 4 Who We Are 5 Who To Contact 5 Membership Policy 6 Sign-In Policy 6 Orchestra Rules and Policies 6 Absence Policy 7 Holidays 8 Inclement Weather Policy 8 Rehearsals 8 Tuition 10 Participating in Orchestras 11 Concert Attire, Tickets, Etiquette 12 Additional Information for Parents 13 2017-2018 Season Calendar 14 www.aypo.org 3
Our Programs and Ensembles American Youth Philharmonic: Our most advanced orchestra, AYP is a musical training ground for the most accomplished young musicians in the area, many of whom go on to have successful music careers. AYP will perform four concerts throughout the year alongside worldrenowned guest artists. Sylvia Alimena, conductor American Youth Symphonic Orchestra: AYSO is a full orchestral ensemble with a focus on musical and leadership development. Repertoire is carefully selected to give both brass and woodwind players solo opportunities, with an emphasis on classical masterpieces that are important for any young player s musical education. Guest conductors will lead AYSO on each of the 3 concerts American Youth Concert Orchestra: AYCO is the first full orchestral ensemble that a musician experiences within the AYPO program. The wide variety of concert repertoire is meant to challenge and educate musicians by exposing them to new styles and techniques. Strong emphasis is placed on training young woodwind, brass and percussion players in the art of orchestral playing. J.D. Anderson, conductor American Youth String Ensemble: AYSE is an intermediate string orchestra for musicians at a comparative level of Suzuki Book 4 or above. An emphasis is placed on understanding the roles and relationships between instruments in the ensemble. AYSE performs both original string orchestra works and arrangements of standard symphonic literature. Laura Cahn, conductor American Youth Debut Orchestra: AYDO is the youngest ensemble, designed to create a fun and focused environment where string players learn the fundamentals of orchestral performance, vital rhythmic and tempo techniques, and overall basic ensemble playing skills. AYDO focuses on the growth and development of musicians at the beginning of their orchestral training. Laura Cahn, conductor Chamber Ensemble Program: The Chamber Ensemble Program is for talented musicians who participate in AYP or AYSO. The program gives musicians the opportunity to enhance their musical development by studying and performing chamber music under the guidance of professional instructors. Coached by the Ensemble da Camera of Washington: Claire Eichhorn (clarinet), Ricardo Cyncynates (violin), Anna Balakerskaia (piano) Small Ensembles: In addition to the Chamber Ensemble Program, small ensembles offer an opportunity for students to rehearse and perform in a smaller setting. Percussion Ensemble (Doug Wallace, director); Harp Ensemble (Elizabeth Blakeslee, director); Flute Ensemble (Laura Kaufman, director); Clarinet Ensemble (TBD, director) www.aypo.org 4
Who We Are ADMINISTRATIVE STAFF info@aypo.org 703.642.8051 Office Hours: 10:00-4:00 (call-ahead encouraged) Dr. Graham Elliott Executive Director gelliott@aypo.org 703-642-8053 Eric Schnobrick Assistant Executive Director eschnobrick@aypo.org 703-642-8052 Jason Spencer General Manager jspencer@aypo.org 703-642-8051 Isabel Carpio Assistant General Manager icarpio@aypo.org 703-642-8051 Tom Daniels Operations Manager ARTISTIC STAFF Sylvia Alimena J.D. Anderson Laura Cahn Elizabeth Blakeslee Laura Kaufman Doug Wallace Stephen Dunkel Trevor Mowry Tsuna Sakamoto Interim Music Director & AYP Conductor Concert Orchestra Conductor String Ensemble & Debut Orchestra Conductor Harp Ensemble Director Flute Ensemble Director Percussion Ensemble Director Brass Coach Winds Coach Strings Coach Who To Contact General Inquiries: Absences: Tuition Questions: Rehearsal Schedule: Tickets, Program Ads, Merchandise: Audition Information: Fundraising, Donations, AYPO Board: AYPO Boosters: Music Buddies: info@aypo.org absences@aypo.org icarpio@aypo.org jspencer@aypo.org icarpio@aypo.org auditions@aypo.org gelliott@aypo.org aypoboosters@gmail.com icarpio@aypo.org www.aypo.org 5
Membership Policy The success of an orchestral ensemble depends on the commitment of every member. Consistent participation of each individual at weekly rehearsals results in successful performances. The attendance guidelines outlined here define each musician s responsibility in ensuring the success of each ensemble. Carefully review the calendars available online and mark your calendar with dates for all regular rehearsals (including the occassional Tuesday night), final rehearsals, and concerts. Sign-In Policy Upon arrival to all orchestra events, all musicians must sign in with their orchestra s personnel manager. Failure to do so may result in an absence being recorded. All musicians are expected to arrive and warm up at least 15 minutes before rehearsal is scheduled to begin and are expected to remain for the entire duration of all rehearsals, final rehearsals and concerts. Percussionists are to arrive at least 30 minutes prior to the start of the rehearsal to set up equipment. The downbeat of the rehearsal is given at the time noted on the schedule. Musicians will be considered tardy if they are not in their seats when tuning begins. Remember to allow extra time for any potential travel delays. Orchestra Rules and Policies There is a short break midway through the rehearsal. Musicians are expected to return to their seats promptly at the conclusion of the break, upon the signal of the personnel managers. Generally, rehearsals will conclude at the stated time, provided musicians are ready to begin promptly at the start time. The conductor may extend the rehearsal beyond the scheduled conclusion time if the rehearsal does not begin promptly. When rehearsing pieces that do not require all musicians (i.e. harp, percussion, low brass), those musicians not playing may be released early. Whenever possible, those musicians will be notified ahead of time at a prior rehearsal or by email. Always bring a pencil for marking parts. Musicians must help AYPO s operations team pick up after rehearsals when needed (each musician is responsible for stacking his/her chair and putting it away as directed, disposing of any trash, etc.). Musicians may not study or use a cell phone in any manner while inside the rehearsal room. Staff and volunteers reserve the right to confiscate distracting materials. No food or drinks are allowed in the rehearsal rooms, with the exception of bottled water. Possession of tobacco and alcohol is prohibited on all premises and will not be tolerated. Rehearsals are closed to parents. www.aypo.org 6
Absence Policy One (1) absence in a concert cycle is the maximum number allowed. Two (2) unexcused absences in a concert cycle result in disciplinary action and will be reviewed by administrative and artistic staff. Excessive absences and late arrival/early departures are considered violations of the AYPO attendance policy and may result in action at the discretion of the administrative and artistic staff. Possible disciplinary actions may include an Attendance Jury; dismissal from performing a concert, suspension from AYPO programs for the remainder of the year; ineligibility to re-audition for AYPO the following year; or in extreme cases, expulsion from AYPO. (One additional absence per concert cycle may be excused if it is due to a direct conflict with an event related to your school music program or a college audition. Any conflicts thereafter will not be excused.) MANDATORY REHEARSALS & CONCERTS The last two consecutive rehearsals prior to a performance are essential to the cohesion of any ensemble. Any musician who is unable to attend these rehearsals must receive approval from the administrative staff at least one week prior to the rehearsal. Failure to do so will result in a student being subject to disciplinary action at the discretion of the administrative and artistic staff. EARLY DEPARTURE Musicians must submit an absence email in advance if they need to leave a rehearsal or any scheduled AYPO event early. In some cases, an early departure due to a school commitment or an important family matter will be excused. Early departure due to transportation issues is not permissible. An early departure without advance notification (i.e. failure to submit an email) will be recorded as a partial absence. The absent musician is responsible for materials covered during rehearsal, including announcements, and should contact their stand partner or section principal prior to the next rehearsal to prepare. www.aypo.org 7
Holidays Rehearsals will not be held on Federal Holidays and during Fairfax County Public Schools breaks. On weeks with Federal Holidays, rehearsals will be held on Tuesday evenings. Monday rehearsals will take place on teacher workdays. Inclement Weather Policy When Fairfax County Public Schools are closed due to snow or other weather conditions, rehearsals will not be held. Members should listen for school closing information on radio and television; after school and evening activities will be announced specifically. The Fairfax County Public Schools website also posts up to the minute information at www.fcps.edu. Members may check the status of rehearsals on AYPO s website (www.aypo.org). For weekend rehearsals and concerts, musicians will be informed of cancelation by email. **AYP Musicians: If a rehearsal is canceled due to weather, the remaining rehearsals in the concert cycle will be extended by 15 minutes, to make up for the missed rehearsal. ETIQUETTE Rehearsals Musicians should not touch others instruments and should have their own instruments in the case or in hand at all times, rather than laying on a chair. Warm up carefully, discreetly, and in an organized manner. Respond quickly to the conductor s instructions and do not talk. Be considerate when the conductor is working with sections other than your own and be ready to play again as soon as the conductor asks. Show respect to your orchestra s conductor, coaches, personnel managers, librarians, staff and fellow musicians. Persistent, inappropriate behavior, including disrespectful behavior toward fellow musicians, administrative staff, artistic staff, or volunteers, is cause for dismissal. MUSIC Music is entrusted to each musician and must be handled with great care. Music is distributed at the first rehearsal of a concert cycle and must be returned immediately after the concert. If the music is lost, damaged, and/or not returned at the concert, the musician will be charged the cost of a replacement (minimum of $10). A musician who has failed to return music or pay replacement costs will not be permitted to participate in orchestra activities until he or she has arranged for replacement of the music. AYPO will not assume responsibility for personal items left in a music folder. Musical markings or notations should be made in pencil. www.aypo.org 8
Rehearsals STRINGS Musicians on the outside of each stand will be issued a folder with original parts and musicians on the inside will be issued a practice folder. The correct bowings will appear on the parts in the practice folder and the stand partners have joint responsibility to see that the bowings are transferred into the original parts within the first three rehearsals for that concert program. Folders with original parts must be used on each stand for all concerts. Practice folders are NOT to be used on stage for concerts. WOODWINDS & BRASS Musicians are accountable for the music that is contained in the folder when it is first issued. In the case of any switching of parts (which may occur at the conductor s discretion), all musicians involved must immediately inform the orchestra s volunteer librarian. In a case where changes occur but are not communicated to the librarian, the individual who originally signed for a particular set of parts will be held responsible for those parts. PERCUSSION The Percussion Director acts as liaison between the conductor and section members with regard to instrument and part assignments, and is responsible for reporting any instrumentation needs to the General Manager and Operations Manager. The section reports to the Operations Manager about all instruments and equipment. Percussionists are responsible for assembling, staging, and striking percussion equipment at rehearsals and concerts. All percussionists are expected to be at regular rehearsals, final rehearsals and concerts at least 30 minutes before the beginning of the rehearsal or arrival time for a concert in order to do a proper set up of the section. Percussionists are also responsible for assisting with the pick-up and loading of equipment for weekend final rehearsals and concerts. They are responsible for proper care of all equipment that is owned by AYPO or the facility being utilized, or that is on loan or rental. Members of AYSO and AYCO are expected to be available to perform with both ensembles as required by specific instrumentation. Principal percussionists must provide the General Manager and Operations Manager with a list of percussion equipment needed at the beginning of each concert cycle. Members of the section are expected to assist with procuring small and/or unusual instruments to complete instrumentation for each concert program. MUSIC STANDS All AYPO musicians must bring a music stand to every rehearsal. Be sure to write your first and last name on your music stand (all parts) and the carrying case. www.aypo.org 9
Tuition 2017-2018 SEASON TUITION American Youth Philharmonic (AYP): $1,200 American Youth Symphonic Orchestra (AYSO): $1,175 American Youth Concert Orchestra (AYCO): $1,125 American Youth String Ensemble (AYSE): $975 American Youth Debut Orchestra (AYDO): $775 Symphonic Harpists: $1,000 Pianists: $750 Harp Ensemble: $750 Flute Ensemble: $750 Chamber Ensemble Program: $250 Clarinet Ensemble (January 2018): $400 As part of tuition, every musician will receive a welcome package that includes an AYPO t-shirt, music folder, and admission for two for each of AYPO s main stage concerts. Tuition can be collected in three ways: Pay in full with a check mailed to the AYPO office (4026 Hummer Road, Annandale, VA 22003) Pay in full with a credit or debit card via this secure online payment portal (https://aypo.diamondmindinc.com/) *Credit cards will be assessed a 1.49% checkout fee on payments Pay in five monthly installments via this secure online payment portal (https://aypoinstallments.diamondmindinc.com) *Payment plans are automated to debit your account after the first month and incur a processing fee of 2.99% **Returning members already have a tuition payment account with Diamond Mind. If you do not remember your login information or password please select the Forgot Password option. AYPO does not have access to your personal account information. REFUND POLICY Musicians who withdraw prior to the first rehearsal of their orchestra will be refunded the tuition they have paid. Musicians who withdraw after participating in any of th first three scheduled rehearsals will be refunded 75% of the total tuition that is due. Musicians who participate beyond the third scheduled rehearsal on September 25 and then withdraw will not receive a refund and must pay tuition in full. Refunds must be requested in writing with the reason for withdrawal noted. www.aypo.org 10
Participating in Orchestras SEATING Orchestra members are selected by the conductor for principal or section positions based on auditions, the conductor s discretion, the quality of the sound to be achieved, and the good of the orchestra. The conductor reserves the right to alter any seating arrangements or procedures at any time. Conductors may select principal players during auditions and may elect either to seat them at the front of the section for the entire season or to hold seating auditions for each concert cycle. Section players will rotate every concert cycle, either by seating audition or by a mechanical rotation such as used by professional orchestras. Each conductor may decide how to seat the strings in order to create the best educational opportunity, to produce the strongest section, and to develop unity within the section. Winds, brass and percussion positions are determined during the annual audition. Part assignments may vary during the season at the discretion of the conductor and coach, with or without a seating audition. INSURANCE AYPO cannot be responsible for instruments owned by individual musicians. Parents should check their household policy to ensure adequate coverage. PRIVATE STUDY Musicians are expected to maintain an interest in music and at least the level of competency demonstrated at the time of their acceptance into AYPO. All musicians are expected, and strongly encouraged, to have a private music teacher. SCHOOL MUSIC PROGRAM PARTICIPATION All American Youth Philharmonic Orchestras members are expected to take an active part in their school music programs. Participation in school music programs is strongly supported by AYPO, strengthening and enhancing the students in their development within the school community and in their progress through the AYPO ensembles. Before a student can be accepted into an AYPO ensemble they are required to obtain the signed approval of their school music teacher for participation in AYPO. Musicians that are homeschooled or attend a school that does not have a music program should indicate this on the attached form. Musicians with extraordinary circumstances that prevent participation in their school music program are required to explain these in writing to AYPO. Following receipt of a letter, AYPO staff will in all instances engage with the school music staff in order to reach a fair and mutually agreed outcome. Misrepresentation of a musician s participation status in his/her school program is cause for dismissal. If you have any questions regarding the school music policy or this form, please feel free to contact the office at auditions@aypo.org. www.aypo.org 11
AYP and AYSO GENTLEMEN LADIES AYCO, AYSE and AYDO GENTLEMEN LADIES Concert Attire, Tickets, Etiquette CONCERT TICKETS Black tuxedo or black suit, white long sleeved dress shirt, black dress shoes, black socks, black bow tie Black long skirt below the knees (when sitting) with black tights/ hose or black dress pants with black socks. Black long sleeved dress shirt tucked in. Black closed-toe dress shoes. Jewelry selections and hair adornments must be unobtrusive and discreet. NOT Acceptable: skirts above the knees, jeans, stretch pants, open-toe shoes, athletic shoes. Black dress pants, white long sleeved dress shirt, black dress shoes, black socks, long black neck tie Black long skirt below the knees (when sitting) with black tights/ hose or black dress pants with black socks. White long sleeved dress shirt tucked in. Black closed-toe dress shoes. Jewelry selections and hair adornments must be unobtrusive and discreet. NOT Acceptable: skirts above the knees, jeans, stretch pants, open-toe shoes, athletic shoes. Every musician will have two tickets held for them for each of the 10 main stage concerts. These tickets will not be handed out prior to the concert; rather they will be available at the AYPO ticket desk under the musician s name. Additional ticket prices and policies as follows: Adults: $10 Students (between the ages of 6 and 18): $10 Seniors: $10 Children (under 6 years of age): Free Siblings: Free Alumni: Free Private Teachers: Free School Music Teachers: Free Tickets are available for sale online (www.aypo.org) or at the venue on the day of the concert. For Group Sale information, contact info@aypo.org. CONCERT ETIQUETTE Photography and videography are prohibited at AYPO events. Parents and audience members have the opportunity to purchase a professionally recorded CD of every concert. Turn off cell phones and other electronic devices during the concert and do not text message. If you are sitting with young children, please be considerate when choosing where to sit, and if you think you may need to leave the hall during the concert, sit near one of the exits. If there is another AYPO orchestra performing, all musicians and audience members are expected to stay for the entirety of the concert to learn, show support, and be courteous to the performing musicians. www.aypo.org 12
MEETINGS Additional Information for Parents Parents/Guardians are expected to support their musician s obligations to the orchestra program. At least one parent/guardian of each musician (or household for multiple musicians) is expected to attend the Season Orientation on September 10 and the Annual Parent Meeting in May. These meetings provide critical information for the membership that is best delivered in person. WEEKLY EMAIL REMINDERS The weekly emails are very important and the main form of communication from AYPO. They contain information about rehearsals, concerts, scheduling updates, and more. The email list is created from the acceptance forms over the summer and will only be used for internal purposes (information is never sold or given out). Members can update their subscription preferences using the link at the bottom of any email. Unsubscribing from the list can only be changed by the email address owner. REMIND APP Remind is an app that provides a more mobile-friendly way of communicating with AYPO students and parents. The app allows you to receive email/text alerts for important schedule changes, rehearsal schedules, and cancelations due to weather. Sign-up is easy for students and parents! Simply go to remind.com/join/aypo or find it in the app store, and join the class code @aypo AYPO BOOSTERS The AYPO Boosters is a group of parents who support and serve the AYPO organization through fundraising, student activities, enrichment support, and more. For more information or to join the boosters, contact aypoboosters@gmail.com. ANNOUNCEMENTS Announcements about schedule changes and pertinent information will be distributed via the weekly email reminder (see previous section for details). Additionally, verbal announcements will be made during rehearsals as reminders. All verbal information will be included in the weekly email to members. Each week, musicians and their parents should share and discuss this information. CONSENT/RELEASE POLICY On the acceptance forms, the legal parent/guardian of the musician either gave consent or did not give consent to the American Youth Philharmonic Orchestras, or any party authorized by AYPO, to use the musician s name and photograph, taken in connection with AYPO s concerts, rehearsals, and other activities. However, AYPO has the right to publish video recordings and photographs of any concert or activity without consent but will not use the musician s name if not authorized to do so. By completing the forms, the legal parent/ guardian released AYPO from any and all liability that may arise in connection with such use. www.aypo.org 13
2017-2018 Season Calendar REHEARSAL LOCATIONS AYP/AYSE/AYDO: Marshall High School (7731 Leesburg Pike, Falls Church) AYSO/AYCO: Kilmer Middle School (8100 Wolf Trap Road, Vienna) AYP 7:00-9:30PM // AYSO 7:00-9:30PM // AYCO 7:00-9:00PM AYSE 7:00-9:00PM // AYDO 5:00-6:30PM September 10 Season Orientation Fairfax High School September 11 First Rehearsal Marshall HS/Kilmer MS November 4 AYP Final Rehearsal Schlesinger Concert Hall November 5 AYP Concert #1 Schlesinger Concert Hall November 18 AYCO/AYSO Final Rehearsal McLean High School November 19 AYCO/AYSO Concert #1 Woodson High School December 2 AYDO/AYSE Final Rehearsal Marshall High School December 3 AYDO/AYSE Concert #1 Woodson High School December 10 Harp & Flute Ensembles Location TBD December 18 - January 1: WINTER BREAK January 20 AYP Final Rehearsal McLean High School January 21 AYP Concert #2 Schlesinger Concert Hall February 24 AYCO/AYSO Final Rehearsal McLean High School February 25 AYCO/AYSO Concert #2 Schlesinger Concert Hall March 3 AYDO/AYSE Finale Rehearsal Marshall High School March 4 AYDO/AYSE Concert #2 Ernst Community Center March 11 Flute & Clarinet Ensembles Location TBD March 17 AYP Final Rehearsal McLean High School March 18 Harp Ensemble Schlesinger Concert Hall March 18 AYP Concert #3 Schlesinger Concert Hall March 26-30: SPRING BREAK May 5 AYDO/AYSE Final Rehearsal Marshall High School May 6 AYDO/AYSE Concert #3 Ernst Community Center May 19 AYCO/AYSO Final Rehearsal Kilmer Middle School May 20 AYCO/AYSO Concert #3 Schlesinger Concert Hall June 1 AYP Final Rehearsal George Mason University June 3 Harp, Flute, Clarinet Ensembles George Mason University June 3 AYP Concert #4 George Mason University *Rehearsal locations subject to change. All concerts at 3:00 p.m.* WEEKLY REHEARSALS **does not include final rehearsals** September 11, 18, 25 January 2 (Tues), 8, 16 (Tues), 22, 29 October 2, 10 (Tues), 16, 23, 30 February 5, 12, 20 (Tues), 26 November 6, 13, 20, 27 March 5, 12, 19 December 4, 11 April 2, 9, 16, 23, 30 (last DO/SE) May 7, 14 (last CO/SO), 21, 29