SCHEDULING A PROGRAM
Once you have made your selections fill out the Scheduling Request Form with as much information as you have:
- Contact Information
- School/Institution
- Artist/Ensemble
- Program
- Number of performances or workshops
- Number of students in each audience or workshop (please consult audience and participant limits on program pages)
- Grade levels of students in each audience or workshop group
- Venue for each performance/workshop
Planning Tips
- Choose a preferred date and time and, if possible, as many backup dates as you can.
- Make sure the dates you’ve selected don’t conflict with vacation days, testing days, field trips, or early release days
- Check with teachers about their curriculum focus during your chosen date range
- You will find detailed pricing information on each program page under the ‘pricing’ dropdown. Note that each artist has a flat travel fee per day, additional fees may incur for longer distances.
- When scheduling please note performers typically need 5–15 minutes to reset between performances. Avoid scheduling performances several hours apart; in such cases, a "sitting fee" may be charged to compensate artists for idle time. If you schedule a performance at more than one venue on the same day, a $50 "cartage fee" will be assessed to compensate artists for multiple set-ups.
- Review the Technical Requirements under the ‘Technical Requirements’ dropdown on the program page, please notify your program coordinator if these requirements cannot be met. Many artists are able to bring sound equipment, visual arts materials, etc. for an additional fee.
Requests will be filled in the order they are received and scheduled on a first-come, first-served basis. Your request will be sent to a program coordinator who will be in touch by email or phone to discuss logistics, customizable elements, and requested curriculum ties. When artist availability and details are confirmed, a Program Agreement will be sent to you for electronic signature and processing. The Program Agreement will include the initial invoice, additional invoices will be sent from our finance department.
SCHEDULING REQUEST
SCHEDULING A RESIDENCY
What is a Residency?
Arts for Learning Massachusetts residency programs consist of three or more progressive, hands-on, arts workshop sessions with small groups of students, often building toward a culminating project. Residencies provide students with opportunities to actively engage with an art form and enable classroom teachers to partner with professional teaching artists. Because each workshop group has multiple sessions with an artist, residencies are a great way for students to develop skills over time and feel ownership of the final performance or project.
- A typical residency day consists of two to four classes per day, with 15–25 students per workshop
- Each session lasts between 45 and 60 minutes
- Residencies typically last a minimum of three days and can extend for as long as several weeks or months
- Residencies can be tailored to your school’s curricular objectives and/or as a complement to upcoming events
Residency Planning Tips
Scheduling should occur at least one month in advance. This will permit sufficient time to arrange a planning meeting between your chosen artist and participating teachers to determine logistics, goals, activities, curricular tie-ins, and outcomes. Residencies typically culminate in a finished project. In planning, it is helpful to provide AFLMA with a scheduling grid showing the weekly availability of participating students.
Note: If time or funding does not allow for multiple visits with each small group of students, some artists will provide introductory residencies in which they offer one workshop each for a whole grade or school.
SCHEDULING REQUEST
Consultation
Requests will be filled in the order they are received and scheduled on a first-come, first-served basis. Your request will be sent to our Program Coordinator who will be in touch by email or phone to discuss logistics, customizable elements and requested curriculum ties, make any necessary modifications, and once availability and details are confirmed, schedule your program. A Program Agreement and invoice will be sent to you for electronic signature and processing.
Confirmation
In order to confirm and finalize your program, please e-sign the Program Agreement within 14 days of receiving it. Once the agreement is electronically signed by all parties, a pdf will be automatically forwarded to you, and can be used as an invoice. A 50% deposit must also be received within 14 calendar days of the contract date. If Arts for Learning Massachusetts (AFLMA) does not receive the signed contract and deposit (or grant letter) within this timeframe, the program may be subject to cancellation. Please note that a $30 processing fee is charged for each contract.
Preparation
To prepare for your program:
- Review performance requirements with your custodian or site manager
- Distribute educational materials to teachers
- Publicize your programs for your school community using resources from AFLMA's website and the Program Coordinator.
- Let your front office know to expect our artists
Final Payment
Balances are due within one week of the program date. Please make checks payable to "Arts for Learning Massachusetts" and mail to:
Arts for Learning Massachusetts
89 South Street, Suite 603
Boston, MA 02111
Be sure to reference your Contract # on your check so we know how to credit the payment. You can also pay by direct deposit from a checking account, using the link provided in your invoice. Please do not give payments directly to AFLMA artists.
Cancellations and Rescheduling
AFLMA recognizes that a school/organization may need to cancel or reschedule a program. The fee for canceling a performance less than 30 calendar days before the scheduled date is 50% of the total program charge. If a school must reschedule a program less than 15 calendar days prior to the scheduled performance date, a fee of $125 may apply.
Cancellation by AFLMA may be necessary should illness, weather, or other unforeseen circumstances prevent an artist from presenting or completing the program. AFLMA will notify you immediately and reschedule the program at your convenience, arrange for a substitute if desired, or provide a full refund.
Evaluation and Reporting
Once your program is complete, you will be emailed a link to our brief Program Evaluation Form. Please forward this link to any other teachers, administrators or parents who experienced the program. Please also share photos and stories of delight, discovery, and transformation by emailing our Operations Manager, or tagging us on Facebook and Instagram. Your feedback will inform other arts coordinators and be used to develop our programming.
NEXT STEPS
Program Agreement & Payment
In order to confirm and finalize your program, please e-sign the Program Agreement within 14 days of receiving it. Once the agreement is electronically signed by all parties, a PDF will be automatically forwarded to you and can be used as an invoice.
A 50% deposit must be received within 14 calendar days of the contract date. If AFLMA does not receive the signed contract and deposit (or grant letter) within this timeframe, the program may be subject to cancellation. Please note that a $30 processing fee is charged for each contract.
The remaining balance is due within one week of the final program date. Payment instructions (check, electronic transfer, or credit card options) are outlined on invoices sent by our Finance Department. Please do not give payments directly to AFLMA artists.
Preparation for Artist Visit
- Review technical requirements with your custodian or site manager
- Distribute educational materials to teachers
- Publicize your programs for your school community using resources from
- AFLMA's website and your Program Coordinator
- Communicate with AFLMA staff any specific instructions to pass along to the artist for their arrival
- Let your front office know to expect our artists
Cancellations and Rescheduling
Arts for Learning MA recognizes that a school/organization may need to cancel or reschedule a program. The fee for canceling a performance less than 30 calendar days before the scheduled date is 50% of the total program charge. If a school must reschedule a program less than 15 calendar days prior to the scheduled performance date, an additional fee of $125 may apply.
Cancellation may be necessary should illness, weather, or other unforeseen circumstances prevent an artist from presenting or completing the program. AFLMA will notify you immediately and reschedule the program at your convenience, arrange for a substitute if desired, or provide a full refund.
Evaluation and Reporting
Once your program is complete, you will be emailed a link to our brief Program Evaluation Form. Please forward this link to any other teachers, administrators, parents, or guardians who experienced the program. Please also share photos and stories of delight, discovery, and transformation by emailing us, posting to our Facebook page, or tagging us on Instagram. Your feedback will inform other arts coordinators and be used to develop our programming.
We know this is a lot of info! Please always feel free to reach out to one of our program coordinators who can answer any questions you may have.