Adam Bodony
Artistic Director

Janette Brown
Executive Director

Susan Kitterman
Founder and Artistic Director Emerita

Member Handbook 2021-2022 

Contact Information

Questions? Contact IYO 
32 E Washington Street, Suite 950
Indianapolis, IN 46204
317.912.0547
            www.indianapolisyouthorchestra.org
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Contact the Artistic Director
         Adam Bodony
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Contact the Executive Director
         Janette Brown
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Contact the Administrative Assistant
         Marie Farber
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Contact your Conductor
           Symphony – Adam Bodony
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           Symphony Associate Conductor – Tom Chen
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          Philharmonic – Craig Ghormley
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          Concert – Johanna Kitchell
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Absences

Absences can make rehearsals difficult for everyone, particularly in the case of soloists or those with unique parts. We may also schedule sectionals for an individual section if deemed necessary, but this will only be effective if most of the section will be present.

Therefore, missing excessive rehearsals (more than two per concert cycle, except for COVID-19 related absences) is unacceptable and the conductor may take this into account during seating and if the problem persists the conductor may take further action.

 It is each student’s responsibility to check in at rehearsal each week. A Parent Volunteer will be stationed at the entrance to assist with the check-in procedure.

In light of the COVID-19 pandemic, it is important that you stay home from rehearsal if the student is experiencing any of the following symptoms:

  • Temperature 100.4 degrees Fahrenheit of higher when taken by mouth
  • Sore throat
  • New uncontrolled cough that causes difficulty breathing (for those with chronic allergic/asthmatic cough, a change in cough from baseline)
  • Diarrhea, vomiting, or abdominal pain
  • New onset of sever headache, especially with a fever
  • Close contact (within 6 feet of an infected person for at least 15 min) with a person with confirmed COVID-19
  • Traveled within the last two weeks to an area where there are large numbers of COVID-19 cases being reported.

Reporting an Absence

Excused absences are those reported by the Friday before rehearsal or those due to illness or family emergency such as a death in the family. Absences not reported by Friday prior to the missed rehearsal will not be considered excused, except in the case of illness or family emergency.

  • Absence due to a positive COVID-19 diagnosis: please contact Executive Director Janette Brown immediately. All confidentiality surrounding student’s identity will be maintained. Families in that student’s ensemble will be notified and rehearsals may be canceled for the following 2 weeks.
  • Regular excused absence: Submit an absence notification via our website (MembersàReport an Absence) or link in weekly email by 5pm Friday before your absence.
  • Absence due to Emergency/illness: text 317-912-0547 or email This email address is being protected from spambots. You need JavaScript enabled to view it. You may not receive a response until after rehearsals are finished for the day.
  • Dress rehearsal/Concert absences: These should be EXTREMELY infrequent and are subject to your conductor's approval. We will NOT accept absence notifications for dress rehearsals within the week prior to the rehearsal/concert except in the case of illness, death in the family, or similar cases. For those with an individual part (winds, brass, percussion, soloists) and principals, there is less flexibility. Please note possible conflicts early so that we can work together to compromise or resolve the conflict altogether.
Weekly Rehearsals

Check in Procedure – All members must complete the check-in procedure BEFORE entering the rehearsal space. Completion of the procedure will suffice as your attendance check-in for the day. Those who do not check-in will be counted as absent that day.

Rehearsal Procedure

  • Students will be required to wear masks at all times indoors
  • Students should bring to rehearsal: their own hand sanitizer, water bottle, music, music stand, and pencil.
  • Wind players will continue to be socially distanced. Other social distancing requirements eliminated except when eating or drinking (any time a mask is removed, maintain a 6 ft distance)

 Parents at Rehearsals – Due to COVD-19, the decreased capacity of rooms, and the difficulty for social distancing in the hallways, parents who are NOT volunteering are encouraged to drop off students and pick them up after rehearsal. Parents must be masked any time they are indoors. Please make sure we have a current emergency number on file in the event we need to reach you during rehearsal.

Music Stands and Rehearsal Clean-Up

  • Each student must bring their own music stand to rehearsal.
  • Stack chairs/return room to specified set-up as needed

Student Expectations -- Members are expected to behave in a manner that reflects positively on the Indianapolis Youth Orchestra. This means:

  • Smoking, use of other substances including juuls and alcohol use are not permitted while the member is engaging in IYO activities.
  • No weapons of any kind are permitted while the member is engaged in IYO activities.
  • Keep voices low in hallways; IYO is often not the only group rehearsing and respect should be paid to others.
  • Drinks/water bottles with caps are allowed.
  • Trash from snacks should be disposed of at the end of rehearsal.

Rules are in effect before, during and after rehearsals, rehearsal breaks, road trips, retreats, and performances. Policy violations may result in the member being asked to relinquish membership in the orchestra. It is a privilege to rehearse at each location. Members are expected to treat the staff and the facility with grace and respect.

Rehearsal Locations

The locations we use most often are listed below. See the Season Calendar and be sure to check weekly email updates for the most up-to-date rehearsal location information.

Jordan College of Fine Arts (Lilly Hall), Butler University

  • Lilly Hall is located next to Clowes Memorial Hall near the corner of 46th and Sunset Avenue.
  • Parking is available in the parking garage located behind Clowe’s Hall. Free parking is available on surrounding side streets (46th street in particular) but is limited.       Parking in “A” spots may result in a ticket issued by Butler PD. Parking in “FIR” spots will result in towing.

Indianapolis Opera, Basile Opera Center

  • ​4011 N. Pennsylvania Street 46205
  • Plenty of free street parking along Pennsylvania (the lot behind the opera center will not be accessible once construction projects begin).

The Haverstick, on the campus of Church at the Crossing

  • 9111 Haverstick Rd 46240
  • The Haverstick is a co-working space/coffee shop behind the main church building. There is plenty of parking and outdoor seating.

Hilbert Circle Theatre / Symphony Centre (32 E Washington Street)

  • Enter through the Symphony Centre at 32 E. Washington Street (NOT the main HCT entrance on Monument Circle).
  • Parents have access to the 3rd floor lounge area during rehearsals, unless volunteering backstage.

Food and drinks are allowed in the backstage lounge only. The only exception is water for woodwind and brass musicians who may have water on-stage for instrument purposes only.

Weekly Newsletter

A weekly newsletter will be e-mailed, usually on Thursday afternoon, to all IYO participants to provide the most up-to-date information and announcements for that week. Please add This email address is being protected from spambots. You need JavaScript enabled to view it. to your contact list to be sure to receive these reminders. If you are not receiving the emails, check your spam or promotions folder to make sure they aren’t being filtered out of your inbox.

Weekly emails are archived on our website, so if you miss one you can find it at www.indianapolisyouthorchestra.org --> Members -->Weekly Updates.

Weather Policy

IYO students travel from many different areas of central Indiana, and weather is not always consistent across that entire space. Therefore, we rarely cancel rehearsal due to weather. Please use your best judgment in determining if it is safe for you and your child to travel to rehearsal. If rehearsal is canceled, we will send a text message to the IYO Remind group (to join, text the message “@IYO21” to the number 81010) We will also send a group email and post notices on our Facebook and Instagram pages.

Refund Policy

Tuition will be fully refunded if the member chooses not to participate prior to the first rehearsal/retreat and this information is submitted in writing or via e-mail to the IYO office prior to the first rehearsal/retreat.

Tuition will be refunded according to the schedule below if a member cannot participate in orchestra activities due to documented medical reason or relocation of the student's family only.

Requests for tuition refunds must be submitted in writing to the IYO office.

Symphony Orchestra Refunds

$350 if withdrawal received by 11/1/21   $175 if withdrawal received by 2/1/22

Philharmonic Orchestra Refunds

$280 if withdrawal received by 11/1/21   $140 if withdrawal received by 2/1/22

Concert Orchestra Refunds

$200 if withdrawal received by 11/1/21   $100 if withdrawal received by 2/1/22

Delinquent Tuition Policy

IYO will issue reminders of balances due throughout the season. If a member has not paid his or her balance in full either by the specified payment plan date or April 1, that member may lose his or her seat for the final concert in May. If a member is unsure as to the ability to pay by the required deadline, please contact the IYO office immediately to discuss options.

Seniors must be paid in full to participate in the final performance of the season.

Audition applicants for the following season must have their balances paid in full prior to scheduling an audition.

Seating Auditions

**Note: for the 2021-2022 season, it is highly probable that all seating auditions will be submitted electronically.

General Information

  • Seating takes place once during each concert cycle.
  • Check the calendar for the date of each orchestra's auditions.
  • Recordings of the auditions will either be taken at rehearsal or recordings submitted electronically from home.
  • Specific procedures for seating auditions will be communicated at least 2 weeks in advance of the due date.
School Music Participation

We expect each of our members to participate in his or her school music program. School music programs are the backbone of music education in our country, and as an organization we support school music programs.

 

Is it a requirement? Although IYO expects that each member participate in his or her school music program if one is available to them, we do occasionally make some exceptions. These exceptions must be documented at the start of each school year.

 

The School Music Participation Form gives you a space to explain lack of participation in school music. If deemed necessary, IYO will contact you and ask for you to describe the steps you've taken as a family to try to include school programs in your schedule. If steps still need to be taken, IYO staff will help facilitate discussion that may result in a creative solution unique to your child! We've found that there are solutions to boredom and scheduling conflicts that can be overcome with just a few conversations.

Concert Attire

Members are expected to provide their own concert attire. Concert dress is not required for dress rehearsals

Concert attire for Symphony and Philharmonic Orchestras is black bottoms and black tops.

Bottoms should be dress slacks or skirts, calf-length or longer.

Black blouse, collared, or button-up dress shirts are acceptable. Shirts must be ¾ sleeve minimum. No sleeveless shirts or tank tops.

Black tux jacket/suit jacket can be worn with white dress shirt and black bow tie.

Black dress shoes and black dress socks should be worn with slacks. Black hose must be worn with skirts. Black calf-length socks should be worn with slacks. No bare feet in shoes. Tennis shoes or hiking boots are not appropriate for performance.

No conspicuous jewelry or makeup, please.

 

Concert attire for Concert Orchestra is black bottoms and white tops. 

Bottoms should be dress slacks or skirts. Skirts should be at least knee length.

White blouse, collared, and button-up shirts are acceptable. No sleeveless shirts or tank tops, shorts, or casual shoes.

Black dress shoes are appropriate and black socks should be worn with slacks.

 

Volunteers

Parents and families provide much needed support to the staff of IYO by assisting with concerts, rehearsals, office work, and the music library. Our staff depends on this assistance to provide the musical services to your child.

Concerts - Volunteers are responsible for helping set up, tear down, sell merchandise, check in, backstage help, and audience surveys.

Rehearsals - These volunteers help with set up, tear down, check in, passing out music, seating auditions and other miscellaneous tasks.

Other – do you have a skill, resource, or connection that you feel would benefit IYO? Contact us!

Janette Brown This email address is being protected from spambots. You need JavaScript enabled to view it.

Financial Support for IYO

Tuition funds received from members of the orchestra account for only a portion of the income needed to support IYO’s programming. Tuition may account for about 40% of the annual budget leaving IYO to raise funds in other ways. Below are some of the ways in which your family can help IYO fundraise in the community:

Student Sponsorships

Student sponsors are financial supporters of the IYO. These student sponsors can be comprised of friends, family, co-workers, or anyone who wants to make a tax-deductible contribution in the name of the student who procured the sponsorship. 

We do ask that all participants in IYO be responsible for a minimum of $100 per student. Of course, you may raise more than that amount! Once the sponsorship has been procured, please mail it to the IYO office or have the donor mail it directly. Once a sponsorship has been received the donor will be sent a letter recognizing their donation to IYO. The donor's name will also be printed in the concert program for the duration of the season. Sponsorships may be eligible for matching funds from the donor's employer! 

Corporate Sponsorships/Program Advertising

IYO offers advertising spots in concert programs, social media, email blasts, website, and virtual concert sponsor recognition throughout the season. Sponsors may choose to support IYO at a level that works best for them.

This is another one of the many opportunities for your own company or one that you frequent to show support for the arts and the non-profit community and advertise their products/services. Information is available on-line.

Those who submit a tax-deductible contribution to IYO may be eligible for matching funds from their employer. Check to see if your company offers a matching program to make your contributions go even further!

Graduating Seniors

IYO recognizes each of our graduating seniors in our May concert program. We ask each senior to submit an information form that will be used to complete a bio.

Program Notes

Members of the Symphony and Philharmonic Orchestras may request to write program notes for the pieces being performed in each concert. Program notes help our audience and members to learn more about the pieces they are performing, creating a deeper understanding of the music and lives of the composers. Those who would like to write program notes may request to do so by speaking with their conductor AND the Executive Director.

Ticket Donations

Concert tickets can be donated to charities and other non-profits for fundraising purposes (silent auctions, raffles, etc). If you are involved in a fundraising event and would like IYO to consider a ticket donation to the charity or non-profit, please mail a letter from the organization to the IYO office. These donations are free publicity for our concerts and will broaden our audience base.

2022-2023 Auditions

All returning members will be required to audition to retain their seats in IYO. Information about the audition process will be handed out in the spring and posted on the website.

IYO Board of Directors
Paul Helft, President
Ben Kitterman, Vice President
Connie Campbell, Treasurer
Tara Ascioti, Secretary
Adam Bodony, ex officio
Janette Brown, ex officio
Tim Hogan
Ronald Gilbert
Robert Goodlett
Leonid Sirotkin
Bethany Swain Stone
David Wilcox

THANK YOU TO OUR SPONSORS. PLEASE VISIT THEIR WEBSITES TO SHOW YOUR SUPPORT!

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  • IAC Logo
  • IndianapolisSymphony
  • S.G. Bodony, Inc.
  • Insurance Associates Of Indiana
  • Indiana Federation of Music Clubs
  • DePauwMusic

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