Cedar Rapids Community Orchestra

Letter from President

On behalf of our Board of Directors and leadership team, I am delighted to welcome you to our community orchestra. Whether you are joining us for the first time or continuing your musical journey with us, we are grateful for your commitment to making music together. Our orchestra is built on a shared love of music, collaboration, and community. We are musicians of diverse backgrounds, experiences, and abilities and each member plays an essential role in shaping not only our sound, but also the culture of respect, inclusivity, and mutual support that defines our organization. This handbook is designed to provide clarity about our policies, expectations, and values. It serves as a resource to help ensure a positive, organized, and fulfilling experience for all members. While it outlines important guidelines, it also reflects our commitment to open communication, flexibility, and understanding as we balance artistic excellence with the realities of being a volunteer-driven community ensemble.

With appreciation,

Megan Conrad

President, Cedar Rapids Community Orchestra

Handbook Summary

This document/website provides the minimum expectations for each volunteer MUSICIAN who desires to be a member in good standing in the Cedar Rapids Community ORCHESTRA

(CRCO). This information includes:

  • Mission Statement
  • Historical overview
  • How to become a member and current leadership identities
  • How to acquire performance music
  • Contact info for elected and appointed Board members
  • Electronic communications expected from Artistic Director
  • Where and when rehearsals are held and behavioral expectations for each
  • Attendance expectations and section PRINCIPAL additional roles
  • General scheduling for performances, including durations and intermissions
  • Performance Dress codes
  • Media/Marketing aspects
  • Non Discrimination Policy
  • How MUSICIAN behavioral issues are raised, addressed, and resolved
  • Revision control for this Handbook

 

General Information/Links

  • CRCO Website: www.crcorchestra.org (Includes Mission Statement)
  • CRCO Youtube Channel
  • CRCO Facebook Page
  • Mailing address: CRCO, PO Box 95, Cedar Rapids IA 52406-0095
  • Kirkwood Alerts: MUSICIANs not enrolled at Kirkwood Community College can receive alerts (e.g., campus power outage) by texting “KirkwoodAlert” to 67283.  You will receive a confirmation text once you have been enrolled in this text messaging service.
  • Kirkwood Security Office: (319) 398-7777 (e.g., need a room unlocked?) Note: Always use 911 for serious emergencies!

 

Mission Statement

The mission of the Cedar Rapids Community Orchestra is to provide opportunities for adult musicians of all musical ability to share, learn and advance musical interests to the social benefit of a broad sector of the local community through practice and performance of orchestra music. CRCO is committed to achieving musical excellence and diversity through live seasonal performances and other special performances at a variety of venues that are accessible, fun and nurturing environment that inspires individual talents and growth as performers.  

Historical Overview

The “Cedar Rapids Community Strings” ensemble first met in 2013 under the direction of the late Martin Clancey, and supported logistically and emotionally by both Doug Elam and John Schultz.  Cedar Hills Community Church in NW Cedar Rapids was our initial rehearsal “home,” and one year later the site of the first of many free concert performances. Organic growth led to a christening as the “Cedar Rapids Community Orchestra” by 2019. Social distancing challenges with the COVID pandemic resulted in the Board working to register CRCO as a 501(c)3 non profit in 2020.  A musical partnership was established with Kirkwood Community College in 2022, which resulted in a for-credit class, further organic growth and a rehearsal site large enough to support 80+ musicians.  We celebrated our 10th Anniversary with a free public performance at the Paramount Theatre in April 2023, under the direction of Dr. Ghyas Zeidieh, featuring our first commissioned work, ACCOLADES – A Tribute to a Vision, by Dr. Jerry Owen.  That same year, a string ensemble was established (independent of CRCO) for entry-level players named “Tyros.”

Terminology

Set: 12 rehearsals and one dress rehearsal leading to one formal performance constitutes a “set.”

Key Defined Groups

Capitalized terms used to facilitate manual scanning through this Handbook.

BOARD – Directors and elected officials

CONCERTMASTER – i.e., Principal violin player (if title requested by said player)

LIBRARIAN – Addresses set music

Artistic DIRECTOR

MUSICIAN – i.e., Individual players

ORCHESTRA – i.e., the assembly of musicians plus the Board of Directors

Personnel MANAGER – (future) role to address rosters, dues, attendance, etc.

PLAYER’S COMMITTEE – concept to resolve grievances

PRINCIPAL – i.e., Section leader

 

Membership

  • Applications: https://www.crcorchestra.org/join/ (Auditions not required)
  • Dues ($25/set) should be paid to the Treasurer by the 4th rehearsal for each set. The preferred method of payment is by:

○ personal check or money order,

○ Venmo @crorchestra (leave a Venmo note to indicate “dues”) 

○ PayPal from CRCO website (send an additional email to indicate “dues”).

○ Note: student members are not required to pay dues as they already pay tuition  to acquire college credit. 

  • Payment of dues for each set implies each MUSICIAN has read and agrees to the expectations set forth in this Handbook.
  • Paying your dues is your pathway to any/all formal performances for each semester. Please note that the ORCHESTRA can support any MUSICIAN who brings to the BOARD’s attention their inability to pay these dues. The BOARD will proactively contact those who haven’t paid their dues.
  • Music for each set is distributed to all MUSICIANs through the CRCO website with password controlled access as communicated by email from the LIBRARIAN

○ Artistic DIRECTOR supplies LIBRARIAN with paper or electronic copies of music.

○ LIBRARIAN assembles zipped PDF files (by instrument type) with PDF for easy download and printing by MUSICIANs.

○ LIBRARIAN manages secure download access infrastructure on CRCO website (password protected)

○ LIBRARIAN maintains backup copies of repertoire to simplify reuse by ORCHESTRA in a future set.

  • Once each set’s formal performance concludes, each MUSICIAN is expected to recycle or dispose of any copies of music that was distributed to them at the beginning of the semester. Be sure to delete any electronically downloaded source material you may have on your personal devices and/or computers.
  • Support for “outreach events” is currently limited to two ensembles, with the following contacts, should any MUSICIAN desire to serve:

○ String Ensemble (Contact Dale March)

○ French Horn Ensemble (Contact Teresa Wake)

 

Salaried Personnel, Elected and Appointed Officers and Contact Info (click here)

 

Artistic DIRECTOR Communications

  • These communications will originate from the BOARD (typically via the Secretary).
  • MUSICIAN email addresses will be used.
  • A welcome message will be sent 2-4 weeks before rehearsals start
  • Audio links will be provided, if possible, to aid in learning the music.
  • Once rehearsals begin, weekly “rehearsal agendas” will be communicated at least 24 hours before each rehearsal event.
  • Occasional sectional rehearsal plans will identify specific rooms where each section will rehearse, and (for security purposes) the location where the Artistic DIRECTOR will be assisting one or more sections.

 

Rehearsals

  • Scheduled approximately 12 weeks before performances on Mondays from 7-9PM
  • A minimum of 15 minutes bio break will be planned. The ORCHESTRA must collaborate to ensure that this minimum is achieved (e.g., Artistic DIRECTOR or BOARD officer asking for MUSICIAN patience to extend a given rehearsal some amount, if need be).
  • Rehearsal plans will be provided by the Artistic DIRECTOR and will include information indicating his planned whereabouts so that Kirkwood students (as well as all MUSICIANs) can be guaranteed an on-site employee responsible for addressing emergency responses (e.g., during sectional rehearsals that typically use rooms throughout the Kirkwood campus).
  • Held at Kirkwood Community College, Feder Music Center “3098 Band Hall,” Cedar Hall

○ Bring instrument, music, support equipment (eg mute), pencil/eraser

○ Stand/chairs provided (share stands whenever possible)

○ Turn off and stow cellphone (please limit use only in cases of emergency)

○ Cannot be under influence (drugs/alcohol)

○ No gum, food or drink (other than water) in the rehearsal seating space

○ Assist with seat/stand deployment, if needed, as you arrive

○ Communicate within sections as needed to ensure improvement 

○ Assist with seat/stand stowage, as needed, once rehearsal ends

○ Do not handle any percussion equipment unless you are a percussionist

○ Do not leave valuables unattended at rehearsals or concerts (Note: CRCO is not responsible for any lost or stolen items)

  • Attendance Expectations

○ Weekly attendance is a critical component for the success of the ORCHESTRA. MUSICIAN practice outside of formal rehearsals is the key to rapid convergence, as a group, on a quality performance “product” that our “consumers” will come to both expect and appreciate. 

○ Do let section leader (aka PRINCIPALs) know if you plan to miss a rehearsal

○ With the exception of timpani, keyboards and large percussion instruments, MUSICIANs shall provide a suitable instrument and protective case. 

○ MUSICIANs are responsible for providing their own instrument insurance. 

○ There is no need for concert apparel at dress rehearsals. 

  • Section PRINCIPALs

○ Selected by the Artistic DIRECTOR.  Contact information provided HERE.

○ Prepare section members for rehearsals (critical bowings and/or fingerings should be coordinated with the Concertmaster)

○ Provide personal email and/or cellphone number to ensure section members can

contact them, as needed.

○ Maintain awareness of individual section member attendance and bring concerns, if any, to the BOARD.  At the present time, attendance records will not be maintained in any uniform manner.

○ Determine seating for MUSICIANs in their section, seeking Artistic DIRECTOR guidance, if necessary.

○ Under the direction of the Artistic DIRECTOR, PRINCIPALs shall take active leadership through guidance and playing ability.  PRINCIPALs shall take initiative in communicating to members of the section the artistic suggestions of the Artistic DIRECTOR. 

○ CONCERTMASTER and Artistic DIRECTOR are responsible for preparing bowings.  When possible, CONCERTMASTER shall receive parts six (6) weeks prior to the first rehearsal of a set and return within one week. 

■ LIBRARIAN will deliver marked parts to String PRINCIPALs. 

■ String PRINCIPALs will have one week to return their bowings to the Library. 

■ Appropriate bowings will be marked in the string parts. Cuts will be marked in all parts before being distributed, to the extent reasonably possible. The objective is for MUSICIANs to have music two (2) weeks prior to the first rehearsal of each set.

 

Performances

  • There will usually be two formal performances each fiscal year, one in early Winter (e.g., December), and the other in late Spring (e.g., April or May). Historically, these performances have always fallen on a Sunday afternoon, in coordination with Kirkwood Community College Dean of Music and other performances competing for the stage at Kirkwood Community College’s Ballantyne Auditorium.
  • Additional performances will be addressed by the DIRECTOR as opportunities arise (e.g., a Veterans Day concert was performed in Fall 2024 and World Peace concert was performed in Fall 2025, both collaborations with the Cedar Rapids Concert Chorale).
  • The BOARD will run a survey near the midpoint of the planned rehearsal timeline for each set to determine which MUSICIANs plan to play in the formal performance. This survey data will be formulated into a sectional list which can be found online HERE.
  • The length of a single service shall not exceed two and one-half (2 1/2) hours. A service week shall not contain more than two (2), two (2) hour rehearsals.
  • MUSICIANs agree to be seated in their chairs, ready to play, having prepared the appropriate music, five (5) minutes before the scheduled starting time.
  • As a goal, there will be an intermission of at least fifteen (15) minutes for each service lasting two and one-half (2 1/2) hours or less.
  • Performance Dress Code

○ “Concert Black” 

■ Black dress shirt, or black suit with white shirt, long plain tie or black bow tie, black dress shoes and black socks OR 

■ Black skirt or dress no shorter than knee length, black tops with sleeves (modest necklines), black dress shoes, black socks, stockings or tights.

■ MUSICIAN attire shall be reasonably well-fitted, clean, non-faded and pressed;hair and facial hair shall be reasonably neat. 

○ Fragrances:  Excessive cologne or perfume (or other noxious odors such as smoke-infused clothing), no distracting jewelry or accessories. 

  • MUSICIANs interested in a future solo performance role with the ORCHESTRA should bring their ideas to the attention of the Artistic DIRECTOR during the summer months (May-June-July) in order to be considered and evaluated.

 

Electronic Media/Marketing

 MUSICIANs may not engage in, advertise under or use any terminology which could mislead the public or funding agencies, or tend to imply that an activity is under the auspices of CRCO without written permission from the BOARD. 

  • MUSICIANs may represent themselves as a “member of Cedar Rapids Community Orchestra (CRCO)” in their printed or online biography or in connection with an outreach ensemble event, a solo appearance or a recital.
  • MUSICIANs shall discuss any potential Conflicts of Interest with ORCHESTRA prior to occurrence.
  • Photographs: MUSICIANs agree to be photographed during any performance, including practices, and that their likeness can be used by the ORCHESTRA for marketing, fundraising, educational or public relations purposes.

Non-Discrimination Info

  • There shall be no discrimination on the part of the ORCHESTRA against any MUSICIAN on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, marital status, military status, union activity, political affiliation or disability in admission or access to, or treatment in, its programs and activities.

 

Special Considerations

  • Chamber Ensemble

○ If DIRECTOR schedules such a need, members will be nominated by their Section PRINCIPAL and ultimately chosen by the DIRECTOR.

  • Issue Management

○ PLAYER’S COMMITTEE: A committee of MUSICIANs elected by the MUSICIANs to represent their interests in such matters as defined in this Workbook. 

○ If a MUSICIAN’s performance or general behavior is considered by the DIRECTOR to be sufficiently deficient to warrant termination or reseating, upon DIRECTOR’s petition to the BOARD, the BOARD shall give notice via email and a physical copy at the next possible practice containing specifics of the alleged deficiencies by paper mail to MUSICIAN, with copies to the PLAYER’S COMMITTEE. 

○ Following receipt of the Notice, MUSICIAN will have three (3) separate sets to make improvements to the satisfaction of the Artistic DIRECTOR. During these sets, the Artistic DIRECTOR will provide written evaluations and progress reports to the MUSICIAN, 

○  Following the third set, the Artistic DIRECTOR shall do one of the following: 

■ i. Withdraw the warning letter of dissatisfaction and stop further action. 

■ ii. Offer the MUSICIAN the opportunity to perform another probation-status set for further evaluation. 

■ ill. Provide written Notice that the MUSICIAN will be dismissed or demoted at the conclusion of the current season. 

Future Edits to This Handbook

  • The BOARD reserves the right to make revisions to this Handbook.
  • MUSICIAN feedback regarding desired changes should be provided in written form.
  • As periodic revisions are made, electronic communications will be provided to all MUSICIANs in advance of promulgating any operational change that directly affects behavioral expectations of each MUSICIAN.
  • Where the BOARD recognizes changes are of a sensitive nature, MUSICIAN feedback will be secured as part of the annual ORCHESTRA meeting held near the end of the final formal performance set.