School & Community Programs FAQ

 

What information do I need to have ready when scheduling a program?
How will I know when the program I booked is confirmed?
Who is in responsible for classroom management?
What is the Teacher Program Guide?
What forms of payment does KCYA accept?
When is the payment due?
Is there any funding available for KCYA programs?
What if I need to cancel or reschedule my confirmed program?
What happens when there is inclement weather or a snow day?

 


 

What information do I need to have ready when scheduling a program?

  • The programs that interests you
  • Preferred program dates as well as 2 or 3 dates that will work for your schedule
  • Preferred time of day 
  • Audience size and grade levels 
  • How you plan to pay for your program
  • Name, title, and phone number of contact person who will be responsible for booking the program

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How will I know when the program I booked is confirmed?

KCYA programs are subject to artist availability. After the artist has verified his/her availability, we will confirm the details with you by phone or e-mail. We recommend that you schedule programs as early in the school year as possible to reserve the artists and dates of your preference.

 

Upon program confirmation, you will also receive an email confirming the details of the booking. Three to four weeks before the event you will receive a Program Confirmation/Invoice, a Teachers Program Guide, and a Program Evaluation Form in the mail. Please make sure all equipment needs listed on the Program Confirmation are met by the date of the program. 

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Who is responsible for classroom management?

For all workshops, residencies, and performances, a teacher or a school administrator representative must be present in the room at all times. There are no exceptions to this policy.

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What is the Teachers Program Guide?

KCYA has prepared a Teachers Program Guide (TPG) for each program that details the teaching artist's biography, program goals and objectives, discussion ideas, pre- and post-activities, vocabulary words, and teacher resources. These guides provide the teacher with supplemental information to enhance the educational value of the program.

 

The Teachers Program Guides will be included with your confirmation email once a program has been booked. It is included with the Confirmation/Invoice that will be mailed to you 3 to 4 weeks before the event. The guide may also be downloaded from our online catalog. Please share this guide with educators, parents, administrators, and other interested parties prior to every KCYA program.

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What forms of payment does KCYA accept?

Credit Cards:  Amex, Discover, MasterCard and Visa
Checks: payable to Kansas City Young Audiences

 

Mail checks to: 
Kansas City Young Audiences
3732 Main Street
Kansas City, MO 64111

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When is the payment due?

Once you receive your confirmation, please return the invoice along with your payment to the Kansas City Young Audiences office. Payment must be received at least 5 days before the scheduled program. If payment is not received by that date, the program may be cancelled. Please do not give payments to the artist at the scheduled event, as they are not authorized to accept payments. If your payment is late please notify our scheduling coordinator as soon as possible.

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Is there any funding available for KCYA programs?

KCYA has limited funding to assist Title 1 schools with program fees. In addition, there are several grant opportunities available to schools in both Kansas and Missouri that will cover some of the costs of our arts education programs. See Funding Assistance

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What if I need to cancel or reschedule my confirmed program?

CANCELLATION: If you need to cancel a program, please contact your scheduling coordinator 2 business days prior to the scheduled program. Clients who cancel a program with fewer than 2 business days notice will be billed the full cost of the program.

RESCHEDULE: If you need to reschedule a program, please contact your scheduling coordinator as soon as possible. Clients who reschedule a program with fewer than 2 business days notice will be charged an additional fee equal to 20% of the total program cost.
 

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What happens when there is inclement weather or a snow day?

If your school or organization is closed because of inclement weather please contact us immediately so that we can notify the Teaching Artist. We will then reschedule the program for another date. There will be no rescheduling fee, as these things are uncontrollable.

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If you have any further questions, please call or email Anne Gouty at 816-531-4022 ext. 1007.