Orchestra Policies

COVID-19 Policy — Update August 2023:  
PSO follows the prevailing Alameda County guidelines on Covid-19, and patterns communications after Oakland Symphony’s guidance. Masking is encouraged but not required; vaccination is strongly recommended but not required. Do not come to rehearsal if you know you’ve been exposed, or have symptoms, for five days after.  This applies for both audience and musicians.

Rehearsals: Check Rehearsal Schedule because of a schedule issue at Merritt, and to confirm strings-only rehearsal start time.  Rehearsals are every Monday night including holidays except Winter Holidays and summer break. Arrive early to help set up and to warm up. Stay to help take-down after the rehearsal. Dress rehearsal is Wednesday before the concert. Pre-concert warm-up is 2 hours before concert. Allow time to park and help with setup.

Location: Before each rehearsal, check Rehearsal Schedule in case we’re not meeting at the usual Merritt site, or the rehearsal is strings only, or if weather has disrupted plans (don’t expect calls/emails).  Dress Rehearsal is at our concert site.

Music Parts:  Download and print your part before the first rehearsal of each set; links are on Rehearsal Schedule. Rented/printed parts are provided only for music not available online. Rented parts must be returned at concert to avoid late/missing charges. Mark your parts with tempi and dynamics given by Eric. Number measures if your part has no numbers.

Attendance: Joining Prometheus is a rewarding and joyful experience. Participation in rehearsals is required to fully prepare for the concert. Absence due to illness or unavoidable circumstances is understood, but should be discussed with your section leader, and hopefully limited (see Roster for leaders’ emails). Winds and percussion: please help find a substitute.

Vacancies and Instrumentation: Wind section leaders are responsible for filling vacancies or recruiting players for augmented instrumentation. Please check scores well in advance so extra players can be recruited before first rehearsal of the set.

Rehearsal courtesies: (obvious but a reminder): We need every minute of rehearsal to produce quality performances so, arrive on time, allow for traffic/parking, and stay to the end (Eric stops promptly). Limit talking to essentials in pianissimo voice. Don’t practice while Eric works with others.

Concerts, Dress, Venue: The Current Season page lists all concerts and repertoire, usually Sundays (sometimes Saturdays) always at 3:00 pm. Pre-concert talk by Eric Hansen at 2:40 pm. Call time for setup/warmup is 1:00 pm. Help with setup. Dress: Women: black dress or pants. Men: black tux or suit, white shirt & bow tie, or black shirt. Venue: St Paul’s Episcopal Church, 116 Montecito Ave., Oakland (map).

Concert Music Stands & Lights: Bring your own. PSO has a few Manhasset stands at Merritt that you may borrow for a concert, but these must be returned at the next rehearsal (don’t keep it over summer). Bring a battery-powered stand light since PSO does not provide stand lights or cords. You can find good quality, inexpensive battery-powered lights on Amazon or eBay.

Audience: We love their enthusiastic applause, but their attendance and donations are essential. Admission is free. We depend on you to get them to come. Use flyers and postcards to spread the word. Add friends’ emails to our mailing list (signup page) so they receive reminders before every concert.  

Membership Contributions: These are requested to ensure PSO’s survival. Regular members are asked to contribute $150 each term (by September 15 and February 15), or $60 per concert. See details on our Membership Contributions tab for online payment or how to pay by check. No one is ever turned away for financial reasons; speak in confidence to Treasurer Rich Trevor (bass), Vice-President Joyce Vollmer (violin) or President John Gilbert (percussion) for an adjustment. Additional donations: Members often donate more to help cover our myriad costs (conductor, music, venues, publicity, soloists…). Requested membership contributions, audience donations and grants don’t cover everything, despite economizing and hours of volunteer time. Your extra contributions are tax-deductible and acknowledged in the concert programs.

Admission to the Orchestra and Enrollment:

  • Admission to the Orchestra is by informal audition with Music Director Eric Hansen.
  • String players are always welcome. Wind vacancies are admitted only if regular players leave, but we often need substitute or extra players. Send inquiries to info@prometheussymphony.org for more information or to apply.
  • PSO’s relationship with Merritt College allows us rehearsal space if there is sufficient enrollment in Music 30 class. Members needn’t enroll unless PSO asks you to, based on eligibility. PSO will assist and also pay the enrollment fee.
  • Minors (under 18) are welcome but must provide parent/guardian information—ask a Board member for a form. Adult members must not be alone with a minor at orchestra activities or enroute. Contact any Board member with questions.

Member Roster: PSO relies largely on email communication but sometimes phone. Please check the Roster (ask Karl Sevareid, bass, if you don’t have the password) to see if your listing is accurate. Tell Karl if updates are needed. The Roster is only for PSO communication among members; do not share Roster data outside PSO.

Volunteering and Fundraising:  Everybody volunteers, so don’t be shy. Talk to a Board member with your ideas. Members setup for rehearsals and concerts; provide rehearsal refreshments and concert concessions; do publicity (distribute flyers, postcards); bring friends, neighbors, colleagues to concerts; get grants; plan parties; chat with the audience; offer venue ideas; seek employer matching grants; solicit program ads and tributes; etc.  Can you think of a business that might buy an ad in our concert programs? Our fees are modest (see rates). Likewise, you can purchase a tribute for a mentor, friend, family member or special event in a program.

Minors Policy:  Minors under the age of 18 are welcome as members. The Board adopted a policy providing protection for minors, including parent/guardian consent and emergency contacts provided to the Roster Coordinator.  Minors must not be asked or permitted to do heavy lifting or otherwise risk injury at a rehearsal or concert, and must not be alone with an adult member at any PSO activity, including carpooling, without express written or email consent from the parent or guardian.  Minors are encouraged to seek help, ask questions, and provide feedback.

Questions or ideas? Talk to a Board member. Or email us at promboard@PrometheusSymphony.org 

2023-2024 BOARD OF DIRECTORS and areas of responsibility

John Gilbert (timpani)   President + administrator; webmaster; concert program production; season brochures; venue liaison
Joyce Vollmer (violin)   Vice President + publicity; grants; Khuner competition
Rich Trevor (bass)   Treasurer + venue liaison & setup coordinator; website & technology
Sandy Roadcap (violin)   Secretary + Khuner competition; strings committee; production checklist; donation acknowledgements
Kris Antonsen (trumpet)   at-large, winds committee
Barbara Hodgkinson (oboe)  hospitality committee; fundraising
Genevieve Pastor-Cohen (flute)  member profiles; publicity chair; usher management
Karl Sevareid (bass) Roster manager; rehearsal refreshments; concert set-up coordinator; printer/post-office liaison
Keith Sklower (oboe) Concert recordings, winds committee, media publicity
Duy Tran (clarinet, violin)  at-large, winds/strings committees

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