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  Home > TPAC Education  > HOT Programs for Schools > Policies and Procedures  

 
HOT Policies and Procedures


Click on a topic below for more information or click here for a printable PDF of all HOT policies.

Questions? Ask about the HOT Season for Young People.

Reservation Request Refunds
Admission Cancellations
Free Teachers/Chaperones School Bus Parking
Tickets Vehicle Parking
Availability and Waiting Lists Seating
Classroom Connections Babies and Young Children
Accessibility Behavior Policy
Payment Talkbacks
Last-Minute Reservations Inclement Weather
Payment Extensions Recommended Grade Level
Adding Seats to a Reservation Ticket Subsidies
Decreasing Reservation Numbers Travel Grants


Reservation Request: Reservations can be requested online at www.tpac.org/hotreservations, or by calling 615-687-4288. Someone will contact you within 48 hours to confirm your reservation.


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Admission: Regular student admission prices for performances are $8.00 each. Each group must purchase a minimum of 10 seats.  (See also ticket subsidies.)

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Free Teachers/Chaperones:One adult may attend free of charge for every 10 students. Additional adult seats may be purchased at the student rate. All adult reservations must be made by the contact teacher at the time of reservation, including teachers, chaperones and bus drivers. Parents who contact TPAC directly will not be permitted to reserve seats or allowed to enter the theater.

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Tickets: HOT shows are not public events; no tickets are sold at the box office. All reservations must be made by the school’s contact teacher, including seats for additional teachers, chaperones and bus drivers.

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Availability and Waiting Lists: Performance availability is constantly changing. For updated availability, call the HOT office at (615) 687-4288. If there is no availability for a requested show, you will be placed on a waiting list. You will be contacted if seats become available.

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Classroom Connections: HOT performances are selected with the classroom curriculum in mind.  All of our performances connect to curriculum standards.  Suggested curriculum connections for each show are listed on our website and the performance information pages.

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Accessibility: With advance notice, we can arrange special assistance to enter the building, accessible seating, audio description (live narration), hearing devices, or sign language interpretation. Please advise us of accommodations that would benefit your students prior to your visit by noting them on your reservation request or by calling (615) 687-4288. Audio Description and American Sign Language interpretation require a 14-day advance notice.

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Payment: Full payment is due four weeks prior to the performance. Please mail checks with a copy of your invoice to TPAC Education, PO Box 190660, Nashville, TN 37219. Credit cards are accepted by phone at (615) 687-4288. Please do not email credit card information.
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Last-Minute Reservations:Payment deadlines for reservations made between five weeks and one week prior to the performance will be determined on a case-by-case basis.

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Payment Extensions:Payment is due 4 weeks prior to the performance. Payment extensions are at the discretion of the HOT office. A credit card number or deposit of 20% is required to hold a reservation. You are responsible for the number of seats reserved by the payment deadline.

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Adding Seats to a Reservation:  If you need to increase the number of seats after you have made your reservation and/or payment, please contact the HOT office. Seats will be added to the reservation based on availability. Additional seats must be paid by the day of the performance. 

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Decreasing Reservation Numbers: If you need to decrease the number of seats in your reservation, you must do so BEFORE the payment deadline. You are responsible for the number of seats reserved by the payment deadline. Once we receive payment for a final number of seats, a refund will not be issued.

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Refunds: Once an invoice is paid, a refund will not be issued. Refunds are not issued due to student illness, absence, transfer, or dislike of a performance. (See also Inclement Weather)

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Cancellations: Reservation cancellations must be made in writing at least six weeks before your scheduled performance date. Failure to cancel by this deadline may result in a 50% cancellation charge to your school.

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School Bus Parking: Parking and directional information will be mailed with the guidebook packet, about 5 weeks prior to the show date. Bus drivers should follow the direction of the TPAC bus parkers. Do not allow your students to get off the bus until directed to do so by the TPAC bus parkers.

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Vehicle Parking: Personal vehicle parking is not provided by TPAC. Cars and vans are not permitted to park around the building. Please plan to park personal vehicles in one of the surrounding parking facilities. A downtown parking guide is available on our website in the forms section. Availability and rates are not regulated by TPAC and may change. Please arrive early to allow time for parking.

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Seating: All seating is pre-arranged by sections. Seating assignments are based on several factors, including the date full payment is received, special needs, age of students, size of group, and arrival time. You will be seated as a group when everyone in your group has arrived.

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Babies and Young Children: HOT performances are intended for school-age children. We discourage bringing children ages 3 and under. We reserve the right to ensure that all patrons have an enjoyable experience. At any time if a child becomes disruptive, be considerate of others and exit the theater promptly.

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Behavior Policy: Teachers are expected to inform students of appropriate behavior prior to arrival at TPAC. Theatre etiquette policies are mailed with guidebook packets, about 5 weeks prior to the show date. If students are disruptive, TPAC staff reserves the right to prevent them from entering the theater or to remove them from the theater.  Teachers and chaperones should sit amongst students to monitor behavior during the performance.

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TalkBacks:  TalkBacks are Q&A sessions between students and performers after HOT shows. TalkBacks add about 30 minutes to your trip time. To participate, sign up with the HOT office ahead of time.

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Inclement Weather: The Vice President of TPAC Education reserves the right to cancel a show due to weather related occurrences. However, in most cases, the show will go on even if only one school is able to attend. If a show is cancelled due to weather, or your school system is closed, TPAC will attempt to offer available make-up days. If that is not possible, TPAC will offer a refund or apply the funds to another upcoming HOT production.

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Recommended Grade Level: TPAC Education carefully considers grade level recommendations to ensure the best experience for everyone. If you would like to reserve seats for a group outside of these recommendations, please contact the HOT office at (615) 687-4288 to discuss the performance content.

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Ticket Subsidies:Don't let a lack of resources keep you from participating in the HOT Season for Young People. Student ticket subsidies are available for HOT performances. Please submit your request by mail or email stating the percentage of students qualifying for the free and reduced lunch program. Ticket subsidies are not based on Title 1 designation. Questions? Ask about the HOT Season for Young People.

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Travel Grants: Any school may apply for assistance of up to 50% reimbursement of travel costs. The Travel Grant Application may be found on our website in the forms section. Reimbursements will be distributed after the performance and once all necessary forms have been turned in to TPAC.

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Tennessee Arts Commission

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