Policies & Procedures

TPAC’s SEASON FOR YOUNG PEOPLE PROMISE is our guarantee that when you reserve tickets for your school group during the 2020-21 Season for Young People, you can do so with confidence. In the event of school closures, if you have concerns about attending a performance at TPAC due to COVID-19, or if a performance is canceled, you can choose either to transfer your payment toward future Season for Young People performances or receive a full refund.

 

Click on a topic below for more information. Questions? Ask about the Season for Young People here by choosing “TPAC Education” in the drop-down menu.

Health and Safety Procedures due to COVID-19

TPAC will be following all policies and mandates put in place for Davidson County. Although your county may have different policies in place, visiting TPAC will require you to follow those policies and mandates that are in place in our county during your visit.

Masks are required for attendance to 2020-21 Season for Young People performances (ages 3+).

During the 2020-21 season, children under 3 will not be permitted to attend Season for Young People performances.

All of our procedures are designed to minimize outside interactions with our audience members, keeping schools group together based on bus groupings. Therefore, our Health and Safety procedures exclude additional parent chaperone attendance to our Season for Young People performances.

When your bus arrives, a TPAC staff member will come to the bus door to check in with a faculty member. TPAC will provide instructions for the faculty to share aloud to the students on their bus as well as their School Identification Sign. Anyone without a mask will be provided one at this time.

All groups must stay on their bus until a TPAC staff member alerts them to unload.

Groups arriving in vans or cars will use the Deaderick Street entrance and check in at the Season for Young People table to get their instructions and School Identification Sign. Groups will be gathered in sectioned off areas to keep them together, and seated once everyone has arrived.

  • Entrances to the theater will happen in 2 lines, socially-distanced, with all attendees wearing masks.
  • A faculty member should be at the front of the line holding the School Identification Sign for TPAC Staff to easily direct them to the correct location.
  • Hand sanitizer will be provided at the theater doors for your convenience.
  • Audience members will not be permitted to exit the theater until the theater is fully seated. Anyone exiting the theater will be asked to use the provided hand sanitizer before re-entering.

The 2020-21 health and safety procedures include changes to our seating plans. Groups will be seated together with the bus they arrive on, separated from others with empty rows between them. Additionally, 1-2 seats on each aisle will be empty to allow for spacing during any entrances or exits.

The exit from the theater will happen in lines, socially-distanced with all attendees wearing masks. Schools will be alerted by staff when it is time for their school to exit, and will be identified by School and Bus Number. Please note that the exit may take longer than in previous years due to these procedures.

Audience members will not be permitted to exit the theater until it is fully seated. In an effort to minimize interaction, restroom capacity will be limited. Hand sanitizer will be outside the restrooms and everyone will be asked to use the sanitizer before entering and after they leave. Any student exiting the theater should be accompanied by a school faculty member at all times.

TPAC Staff and all contracted Performers will have their temperatures taken daily. Staff is required to wear masks and Performers will wear masks when backstage.

Reservation Details

TPAC’s Season for Young People shows are not public events; no tickets are sold at TPAC’s box offices. All reservations for students and faculty must be made by the school. Groups much purchase a minimum of 10 tickets.

Regular student admission prices for performances are $8.00 each unless otherwise noted.  (See also ticket subsidies.)

All faculty reservations must be made by one reservation contact person, as part of a reservation for students. One school staff member may attend free of charge for every 10 students. Additional staff members may be added for $8 each. Our 2020-21 Health and Safety procedures exclude additional parent chaperone attendance to our Season for Young People performances.

Performance availability is constantly changing. For updated availability, call the Season for Young People Reservations Line at 615-687-4288. If there is not availability for a requested show, you be placed on a waiting list and contacted if seats become available.

TPAC can provide special assistance to enter the building, accessible seating, audio description, hearing devices, or sign language interpretation. Please advise us of accommodations that would benefit your students by noting them on your reservation request, or by contacting the Reservations Line at 615-687-4288 at least 14 days in advance of your visit.

Payment Policies

45 DAYS PRIOR TO THE PERFORMANCE OPENING you must submit the final attendance count and remit payment in full. Reservation numbers and payment amount due will not be changed after this point. Refunds are not issued due to illness, absence, transfer, or dissatisfaction of a performance. 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. Do not e-mail credit card information.

The deadlines for payment, final attendance count, and cancellation are 45 days prior to the show opening. If the 45-day mark falls on a weekend or school break, the deadline will be moved to the Friday before or the Monday after. Deadlines will be clearly stated on confirmations and invoices sent to schools. Reservation numbers and payment due will not be changed after this deadline.

(45-Day Deadline Example: Hamlet will be at TPAC October 21-25, and my school is attending the show on October 24. My deadline is September 6 which is 45 days prior to the show opening on October 21.)

The reservation contact person must submit all school paperwork to obtain approval and transportation in time to meet the 45-day deadline. Final attendance counts are submitted to TPAC by the deadline (45 days prior to the show opening) and cannot be lowered after this time.

TPAC doesn’t want cost to be a barrier for anyone to experience the arts, so please contact us if you have questions about ticket price. Ticket subsidies are available to schools in need of funding assistance when requested in advance. Subsidy requests should include the economically disadvantaged percentage of your school and must be submitted in writing before the final attendance count and payment are submitted (45 days prior to the show opening). For more information on how to qualify for subsidies, contact the Reservations Line at 615-687-4288. .

If your school policy does not allow you to submit full payment 45 days in advance, you will still need to submit your final attendance count and a copy of your Purchase Order for the full amount due. Reservation numbers and payment due will not be changed after this point.

All cancellations must be made in writing on or before the 45-day deadline (45 days prior to the performance opening). Failure to cancel by this deadline will result in a 50% cancellation fee.

Reservations which consist of fully subsidized tickets are required to submit a final attendance count 45 days prior to the performance opening.  Fully subsidized reservations dropping more than 20 tickets or canceling all tickets after the 45-day deadline will result in a $200 ticketing fee.

Deadlines for reservations made after the 45-day deadline will be determined at the time of reservation confirmation and will be clearly stated on confirmations and invoices sent to schools.

If you need to increase the number of seats after the 45-day deadline, request the additional seats in writing. Seats will be added to the reservation based on availability. Additional seats must be paid for no later than the day of the performance.

If you need to decrease the number of seats in your reservation, you must do so BEFORE the deadline date (45 days prior to the performance opening).  Attendance counts cannot be lowered after this time.   Fully subsidized reservations dropping more than 20 tickets or canceling all tickets after the 45-day deadline will result in a $200 ticketing fee.

Any school may apply for assistance with their travel costs by filling out our Transportation Assistance Grant Application. Travel Grants reimburse 50% of your travel costs and will be distributed after required documentation has been submitted to TPAC. Travel Grant forms and receipts are due by the 2nd week of May in any given school year.

Day of Show

Parking and directional information for school buses can be found on TPAC’s website in the “Forms & Printables” section of Field Trips to TPAC. Bus drivers should follow the direction of the TPAC bus parkers. Do not allow your students to get off the bus until instructed to do so by the TPAC staff. (SEE ALSO –  Health and Safety Procedures for the 2020-21 Season)

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

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. (SEE ALSO – Health and Safety Procedures)

Teachers are expected to inform students of appropriate behavior prior to arrival at TPAC.

Theatre etiquette policies can be found on TPAC’s website in the “Field Trips to TPAC” section of Education and Community. If students are disruptive, TPAC staff reserves the right to prevent them from entering the theater or to remove them from the theater. School staff members should sit among students to monitor behavior during the performance.

TalkBacks are Q&A sessions between students and performers after Season for Young People shows. Talkbacks will extend your trip time by about 30 minutes. To participate in TalkBacks, the reservation contact person must sign up prior to the show day.

Additional Policies

In the event of inclement weather, the show will go on – even if only one school is able to attend. If your school 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 Season for Young People production. (This applies for any official school closings – flooding, snow, illness, etc.)

TPAC’s Season for Young People performances are selected with the classroom curriculum in mind and connect to curriculum standards. Suggested curriculum connections for each show can be found on TPAC’s website in the “Standards” section of Field Trips to TPAC.

Our staff 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 call the Season for Young People Reservations Line at 615-687-4288 to discuss the performance content.

TPAC staff will email surveys to the reservation contact after your group attends the performance. Two weeks after the show closes, all survey respondents will be entered into a quarterly drawing to win travel reimbursement of up to $500 to towards your school travel costs to TPAC.