2O25-26 SEASON
MEMBER HANDBOOK

AUDITIONS

All students must audition for a seat in the orchestras, except Prelude Strings. Students auditioning prior to the start of the season will be given priority in chair placement for the first concert cycle. Students who wish to join after the first rehearsal can schedule an audition. Rolling auditions will be held throughout the season until there are no more open seats.

ATTENDANCE

All ASYO ensembles rehearse on Sunday afternoons during the concert season.

Youth Orchestra Rehearsals begin promptly at 5:00 PM and end at 7:00 PM. Plan to arrive about 15 minutes prior to the start of rehearsal.

Wind Orchestra Rehearsals begin at 3:00PM and end at 4:45PM.

Prelude Strings rehearsals begin promptly at 4:00PM and end at 4:45PM.

Parents should plan to stay for the first 30 minutes of the first rehearsal of the season for an informational meeting.

Students will sign in at each rehearsal and concert. Student attendance will be taken and input into an attendance log. It is very important for students to make every effort to attend every rehearsal. Unexcused absences are not permitted. For any conflict that arises, an absence form must be completed in advance using the ASYO Absence Form (see button below). A maximum of 2 excused absences are allowed per concert cycle to perform in the cycle concert. For last minute absences that cannot be avoided, fill in the ASYO Absence Form AND contact the ASYO team via email as soon as possible at youth@alpharettasymphony.org.

Examples of excused absences include but are not limited to: illness, school trip, sporting event that student is participating in, or serious emergency. Examples of unexcused absences include but are not limited to: a friend’s birthday party, family dinner, or “I forgot”. If you have any questions, please contact the Education Director.

Excessive tardiness and leaving rehearsal early will not be tolerated. If you have a good reason for arriving late or leaving early, this must be conveyed to us in writing as early as possible, preferably ahead of time. 3 tardies/early departures = 1 unexcused absence.

An unexcused absence or more than 2 excused absences can forfeit your place in the cycle concert or your chair placement in the orchestra, at the discretion of the ASYO Conductor.

CONDUCT

Students and parents are required to read the Member Handbook and complete the Membership Form (button below).

All students must treat each other with respect and always maintain a professional attitude and positive environment. Cell phones must be muted and not answered during rehearsals and concerts. Tuning apps are allowed at the start of rehearsal as well as after a break. Otherwise, cell phones must be put away in a personal bag or instrument case for the duration of the rehearsal or concert. On concert days, cell phones are not allowed on stage. Students can use their tuning apps before going on stage. The 1st offense will get a warning. A second offense will be an unexcused absence. The 3rd offense will result in dismissal from the program without refund.

The ASYO maintains a zero-tolerance policy on bullying or harassment of any kind. Students found bullying or harassing other students are subject to interview and possible expulsion from the ASYO without refund.

Substance abuse of any kind is prohibited. This includes cigarettes, vaping, drinking, and all legal and illegal drugs. If you are found in possession of a prohibited substance, you will be asked to leave the group immediately and removed from the member roster. Over the counter and prescribed medications should be taken prior to rehearsals and concerts. (Inhalers, epi-pens, etc. are allowed and must be self-administered.)

Weapon possession is prohibited. This includes firearms, knives, and other destructive devices. If you are found in possession of a weapon, you will be asked to leave the group immediately and removed from the member roster.

OPTIONAL COMMUNITY SERVICE

During the season, ASYO members will be presented with multiple opportunities to engage in community service projects, all of which are completely optional. Types of service projects may include: large group service projects organized by ASYO / Alpharetta Symphony staff or parent volunteers, hospice/retirement community and other independent performance opportunities, volunteer committees, and donations/fund raising of all kinds. The Education Director will sign all documented service hours worked for both community and curricular societies and programs.

REHEARSAL PREPAREDNESS & ETIQUETTE

Arriving punctually and well-prepared to rehearsals will help the entire ensemble succeed. General guidelines are as follows:

• Instrument: This includes bow, mouthpiece, working reeds, sticks and mallets, valve oil, extra strings – anything that you need to ensure that you will be able to play.

• Music: Do not rely on your stand partner or section mates. If you lose or forget your music, we cannot guarantee a replacement part will be available for that rehearsal.

• Music Stand: Stands should be black, non-wired, and heavy duty. An example is Peak FOLDABLE Music Stand.

• Pencil: Bring one and use it frequently. Nothing is more frustrating for conductors or your fellow musicians than reiterating the same rehearsal points every week.

• Accessories: May include rosin, shoulder rest, extra string, rock stop, working reeds, valve oil, mutes, etc.

• Water: A closed container (no straws or open tops) of room temperature (no ice due to condensation) water is permitted in rehearsals. No other liquids or foods of any kind are permitted in the rehearsal halls.

• Fragrance Free: Please be fragrance free for rehearsals and concerts. This includes perfume, cologne, smoke, etc.

ALL STUDENTS MUST BRING THEIR OWN MUSIC STAND TO EVERY REHEARSAL AND CONCERT.

MUSIC PREPARATION

All music will be available online and it is the responsibility of the student to print their music and bring it to each rehearsal/concert. Music is available for download and print in Dropbox, within the ASYO Music Library.

ALL MUSIC IS COPYRIGHTED AND FOR EDUCATIONAL PURPOSES ONLY. At the end of the cycle, members are also responsible for destroying/discarding the music. Please do not print multiple copies, do not share with anyone outside of our orchestra, and do not keep the music past the end of the cycle.

In addition to rehearsal attendance, it is important for students to practice on their own between rehearsals. Students will receive weekly emails from the Conductor with notes on what each section should practice and focus on before the next rehearsal.

CONCERTS

Concert attire is all black unless otherwise stated. Students are encouraged to wear their concert attire prior to arriving to call time.

• Boys: black suit, black shirt with black bow tie, black socks, black dress shoes; or black shirt with collar and sleeves, black slacks (no jeans or cargo pants), black socks, black shoes.

• Girls: full length black dress with 3⁄4 sleeves or longer (no short sleeves), black socks or stockings, black dress shoes; or full-length black skirts or black slacks (no jeans or leggings), black tops with 3⁄4 sleeves or longer (no short sleeves), black shoes, black socks, black panty hose.

• Call times will be announced 2 to 3 weeks prior to the concert date.

ANNUAL TUITION

Membership in the ASYO is for the entire season, from the initial acceptance at the beginning of summer through the final concert in May. Musicians are expected to remain active and committed for the entire season. Tuition pricing for the 2024-25 Season for the ASYO is $500 for the full season or $300 per “semester.” Pricing for Prelude Strings is $250 for the full season or $150 per “semester.”

PAYMENT

Tuition is due within 10 days of acceptance to secure a spot in the assigned ensemble. Tuition payments should be made before the first rehearsal of each “semester.”

TUITION REFUNDS

Students unable to continue participating due to policy violation are not eligible for a refund at any point in the season.