Lessons learned in starting a community youth orchestra.

Beginning a community youth orchestra can be one of the most rewarding--and draining--experiences in music education. Forming a group requires administrative expertise, interpersonal skills, expert musicianship and a lot of elbow grease. Developing these attributes and skills was an exciting challenge for me and something I need to continually work on. I was founding director of the Spanish Fork (Utah) Chamber Players Preparatory Orchestra. Based on the lessons I learned through this experience, I offer these ideas and suggestions to those considering a similar venture.

Recruiting

One of the principal challenges of launching any new music ensemble is recruiting. I found that effective recruiting starts with contacting all local school orchestra teachers and inviting them to post fliers and make in-class announcements for the new ensemble. Teachers love promoting extracurricular performance opportunities for their students. With the school district and teachers' permission, consider visiting the local schools' orchestra classes to promote your new ensemble personally. Distribute to interested orchestra students your fliers with rehearsal times, location, dates and the conductor's contact information. Above all, make the new orchestra seem like the "funnest" thing ever!

Involve local private string teachers in the recruiting process. They enjoy giving their students additional ensemble performance opportunities. Studio teachers frequently teach high-caliber students who are perfect for a new ensemble. Local private music teachers may also be willing to run sectionals, help with auditions or assist in other ways. They are a valuable resource.

Use local music stores to further the sign-up effort by posting announcements advertising the group. This serves the dual purpose of notifying the community of the new orchestra and bringing business to the store as parents and students rent instruments and buy music for the new ensemble. In addition, many local music stores provide music groups with free music folders as advertising.

Send a press release to the local newspaper to reach a large audience of prospective players. Although a youth orchestra's target audiences of middle and high school students may not regularly read the paper, their parents often do. Recruiting parents is often the best way to recruit children for a community youth orchestra.

Auditions

One of the first things a conductor must do to form an orchestra is to hold auditions. Remember that the audition process can be very traumatic for adolescents. This is especially true for younger, inexperienced players. Ensure that the try-outs are appropriately formal, yet relaxed. To help young players feel at ease during this process, encourage parents and even siblings to accompany the student player to the audition. Then hold auditions in a private area cordoned off from the family members. If the student becomes flustered during the audition, offer plenty of encouragement.

Auditions should include an excerpt from music to be played during the upcoming season and another piece selected by the string player. Developing the sensitivity and skill to help youngsters through the audition process takes time and experience. Be patient and kind, and above all, smile!

Scheduling

Finding rehearsal space can be a headache. Consider enlisting the help of a music teacher in the area to help requisition an orchestra room. While some school districts allow the public to use, without charge, music rooms during non-school hours, other schools prohibit the practice or charge a fee. Be persistent with your inquiries to school administrators--without being obnoxious, of course.

Religious centers are a boon for rehearsal space. I started both a senior citizen's orchestra and a youth symphony in church buildings. Religious halls work well if they are used immediately after school, but problems can arise if rehearsals take place in the evenings or on the weekends because the religious congregations often want the space for their own functions. Local arts facilities also hold good potential for rehearsal space. These facilities cater specifically to community ensembles. Remember that most arts buildings need to be booked well in advance.

Once a suitable space is arranged, it is time to schedule the rehearsals. Determining rehearsal times and lengths can be tricky. There is no single time that will work with everyone's schedules--someone is going to get left out. To create a minimum amount of conflicts, publish the year's rehearsal and performance schedule well in advance. Most youth groups should begin rehearsals in late September-avoiding the beginning-of-the-school-year rush. Rehearsals should conclude a couple of weeks before the local school district's summer break commences. Most student groups do not rehearse over the summer, when parents and students usually vacation. Instead, many ensembles host a short intensive summer music camp. This is usually easier to manage than trying to rehearse and perform when kids are often out of town.

One final note about scheduling: if students miss a rehearsal, some directors require them to attend a make-up rehearsal. In addition, if students consistently miss rehearsals, some directors prevent them from participating in the next concert. This practice encourages orchestra members to make rehearsals a priority. However, be wise with rehearsal and performance requirements. Establishing hard-nosed rehearsal rules may drive your whole orchestra away the first month.

Building a Music Library

Beginning any music group is financially challenging. In fact, the first few years of a group are the most difficult financially. (Youth orchestra directors often don't make any money anyway!) Finances are especially tight when it comes to building a music library. Since a new orchestra's library contains little or no music, collecting orchestra music can be expensive.

To locate appropriate music repertoire, consider contacting a local school orchestra teacher to view the school's sheet music library. Some districts rent music to local orchestras at a discounted rate. Ask the music teacher for his or her advice about specific pieces in the school's library. When I initially formed my youth orchestra, I made the mistake of buying some orchestra pieces online--without first seeing the full score. This wasted a lot of money because the sheet music did not fit the needs of the orchestra. Some of the music I purchased was too easy, and some of it was too hard. Later, I developed a good relationship with a local music teacher who loaned me some of the music from his school's library for free. Be creative when acquiring sheet music for the youth orchestra.

Administration and Conducting Challenges

Many successful children's groups separate the conducting and administrative responsibilities. This reduces the strain of running an entire program single-handedly. In a similar vein, some youth orchestras employ several conductors for the same group. This eliminates the problems associated with a lone conductor who may need to miss an occasional rehearsal. Using additional sectional coaches for small break-out sessions can also help share the load. When I formed my youth orchestra, I occasionally brought in substitute conductors for variety. Consider inviting parents with solid music backgrounds to help with musical responsibilities. Other parents can help with administration.

Rehearsals

Youth orchestras have more rehearsal-length limitations than adult ensembles. Most youth orchestras can probably rehearse for no more than two hours in one day. In addition, youth groups need a short break in the middle of the rehearsal. Conductors who work their orchestras too long can take the fun out of music for the students.

Successful conductors schedule rehearsals around community conflicts. I'll never forget trying to rehearse on a Saturday that also happened to be on a holiday (No one showed up of course!). Many orchestras rehearse on Saturday mornings to avoid school conflicts and other conflicting activities. Find a time that works with as many people as possible, and stick with it.

Tuition

How much should community youth orchestra members pay? This depends on several factors. If several other youth groups are in the area, charge a comparable fee. If there are few groups, look at the areas demographics to determine tuition. Enrollment helps dictate costs as well. If 40 people enroll in the orchestra, the orchestra will probably cover its own expenses with tuition fees. If only a handful of people want to play, tuition may need to be higher. In the first year, expect to charge less for tuition than later on when the group is more established.

Performances

Youth symphony conductors must actively seek out both formal and informal performance opportunities wherever possible. This could be at local schools, churches, colleges, arts centers, museums, parks, senior citizen centers, outdoor amphitheaters, shopping malls, other stores, or wherever. Kids and parents love to perform in different localities, and too many youth orchestras play in the same place year after year. Ensembles should perform as often as their skills allow. Advanced youth groups can perform monthly, while less experienced groups may only perform once a semester.

Make your informal concerts into a big event. Consider having a picnic or pot-luck dinner before or after the concert. During the last concert of the year, present awards to the students such as "most punctual," "most improved," "most musical" and "most fun." Dress up for "pops" concerts. Most of all, make performances an exciting and memorable experience, not one to be dreaded. Help make pleasant musical memories for your student musicians and their families.

Conclusion

Forming a community youth orchestra is a time consuming but fulfilling endeavor. It requires developing a unique combination of skills--administrative knowledge, scheduling expertise, musicality and a love of children. Those who dedicate themselves to starting this kind of group often sacrifice their time and money for their students. Working with beginning musicians is not for everyone. But from one who has founded and conducted a youth orchestra, the rewards are well worth the effort.

Burke Sorenson earned bachelor and master's degrees from Brigham Young University He has taught orchestra and general music in the Alpine and Provo, Utah, School Districts. He also has been on the faculties at Brigham Young University, Utah Valley State College and Western Governors University