Rehearsal and Show FAQs
Excel spreadsheet and tabs for rehearsals:
We have switched to using an excel spreadsheet/google doc to schedule and coordinate the many rehearsals amongst many various gigs and groups.
This contains gig information, as well as requires a quick turnaround on your scheduling - if planning to attend or perform in something, as soon as you've been tagged in the spreadsheet, take a moment in fill it out.
A singular person not filling out the spreadsheet creates chaos for the ENTIRE group. (No, I am not exaggerating).
When in doubt, check the spreadsheet first before turning to email or WhatsApp with questions.
You’ll also use the sheet to communicate all your personal availability details and conflicts - don’t email your availability to us as we can’t keep track of it on email!
Rehearsal schedules
Our preference is to schedule when EVERYONE is there. Imagine: we polish a singular step. This is repeated for an hour. You were missing that day. Now the whole group either has to repeat an hour of polish or you will stick out and the whole group is now working at a disadvantage.
Thus, we will sometimes be asking you to accommodate your schedule to ours, rather than the other way around, because we cannot possibly accommodate each person’s conflicts and preferences.
Often, I have seen that you have said you are unavailable and we ask that if a rehearsal gets scheduled at a time that’s difficult or inconvenient for you, you do your best to make it work rather than asking us to change it.
How rehearsals get booked:
Rehearsals in green are tentative - Sahi trying to work out schedules and see what is possible.
Rehearsals in red are CONFIRMED and waiting to be put in the system.
Rehearsals that say "booked" have been booked in the system and you will get reminders for, and will go back to being a neutral color.
Please keep an eye on the spreadsheet and don’t just wait to receive the booking confirmation email, which can be delayed.
Then we officially book each rehearsal in our scheduling software system and you will receive an email notification confirming the booking. This email will contain the payment link as well as a link to add it to your online calendar.
If you notice a mistake - like you receive a booking confirmation for a rehearsal that you said no for in the sheet - you must let us know right away so we can correct it.
Rehearsal payment policies:
Rehearsal cancellation policy - 24 hours notice required:
We expect consistent attendance and clear communication for rehearsals and cannot be too flexible about this. If you’ve previously confirmed attendance for a rehearsal but something changes and you can’t attend, you must let us know at least 24 hours in advance in order to not be charged. If you inform us less than 24 hours in advance or do not show up for a rehearsal, you will still be charged in full.
Zoom option: Attending rehearsals on Zoom is there as a back-up option, but for those in the NYC area it can only be used as a last resort. Being in-person is crucial for working in a group like this. If there is a particular rehearsal that you can only attend online, you must mark it in the sheet and inform the teacher and group in advance. For those who are out of town, we know you’ll be on Zoom for most rehearsals and will plan accordingly.
The big thing to emphasize is that timeliness, communication, and attention to emails are essential for this process to go smoothly and to make the Showcase a success:
Let us know if any additional questions!
We have switched to using an excel spreadsheet/google doc to schedule and coordinate the many rehearsals amongst many various gigs and groups.
This contains gig information, as well as requires a quick turnaround on your scheduling - if planning to attend or perform in something, as soon as you've been tagged in the spreadsheet, take a moment in fill it out.
A singular person not filling out the spreadsheet creates chaos for the ENTIRE group. (No, I am not exaggerating).
When in doubt, check the spreadsheet first before turning to email or WhatsApp with questions.
You’ll also use the sheet to communicate all your personal availability details and conflicts - don’t email your availability to us as we can’t keep track of it on email!
Rehearsal schedules
Our preference is to schedule when EVERYONE is there. Imagine: we polish a singular step. This is repeated for an hour. You were missing that day. Now the whole group either has to repeat an hour of polish or you will stick out and the whole group is now working at a disadvantage.
Thus, we will sometimes be asking you to accommodate your schedule to ours, rather than the other way around, because we cannot possibly accommodate each person’s conflicts and preferences.
Often, I have seen that you have said you are unavailable and we ask that if a rehearsal gets scheduled at a time that’s difficult or inconvenient for you, you do your best to make it work rather than asking us to change it.
How rehearsals get booked:
Rehearsals in green are tentative - Sahi trying to work out schedules and see what is possible.
Rehearsals in red are CONFIRMED and waiting to be put in the system.
Rehearsals that say "booked" have been booked in the system and you will get reminders for, and will go back to being a neutral color.
Please keep an eye on the spreadsheet and don’t just wait to receive the booking confirmation email, which can be delayed.
Then we officially book each rehearsal in our scheduling software system and you will receive an email notification confirming the booking. This email will contain the payment link as well as a link to add it to your online calendar.
If you notice a mistake - like you receive a booking confirmation for a rehearsal that you said no for in the sheet - you must let us know right away so we can correct it.
Rehearsal payment policies:
- All group rehearsals with 3 or more students cost $18 per hour.
- Rehearsals for 1, 2, and 3 people vary in cost. (Between $35 - $110 depending on number attending)
- Rehearsals are charged individually and payment is due in advance. You are responsible for making the payment before each rehearsal. Each payment should be made through the payment link contained in the automated reminder emails you’ll receive ahead of each rehearsal.
- If your credit card is on file in the system and you forget to complete a payment on time, we will charge your card. If your credit card isn’t on file, we will bug you until you catch up with payments.
- Please keep on top of your own rehearsal payments and make a habit of paying as soon as you receive the reminder emails. Chasing those who forget to pay on time is a huge hassle for us.
Rehearsal cancellation policy - 24 hours notice required:
We expect consistent attendance and clear communication for rehearsals and cannot be too flexible about this. If you’ve previously confirmed attendance for a rehearsal but something changes and you can’t attend, you must let us know at least 24 hours in advance in order to not be charged. If you inform us less than 24 hours in advance or do not show up for a rehearsal, you will still be charged in full.
Zoom option: Attending rehearsals on Zoom is there as a back-up option, but for those in the NYC area it can only be used as a last resort. Being in-person is crucial for working in a group like this. If there is a particular rehearsal that you can only attend online, you must mark it in the sheet and inform the teacher and group in advance. For those who are out of town, we know you’ll be on Zoom for most rehearsals and will plan accordingly.
The big thing to emphasize is that timeliness, communication, and attention to emails are essential for this process to go smoothly and to make the Showcase a success:
- You need to be timely in your responses and not make us chase you for things
- Your availability notes always need to be complete and up to date in the Showcase spreadsheet, otherwise scheduling becomes a mess
- You must proactively keep track of your rehearsal schedule and any changes.
Let us know if any additional questions!