School and 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?
- The program(s) that interests you
- Preferred program date(s) as well as an alternate date(s)
- Preferred program time(s)
- Audiences size and grade level(s)
- How you plan to pay for the program
- The name and phone number of one contact person who will be responsible for all aspects of the booking
Kansas City Young Audiences (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 a written confirmation in the mail that will include an Invoice/Performance Agreement, a Teachers Program Guide, and a Program Evaluation Form. Please make sure all equipment needs listed on the Invoice/Performance Agreement are met by the date of the program.
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.
Kansas City Young Audiences (KCYA) has prepared a Teacher Program guide for each program that details the Teaching Artists 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. Teacher Program Guides may be downloaded from our online catalog , one will also be included with your confirmation once a program is booked Please make copies of this guide and distribute to the educators, parents, and administrators prior to every KCYA program.
Credit Cards- Amex, Discover, MasterCard and Visa
Checks- payable to Kansas City Young Audiences
Mail checks to:
Kansas City Young Audiences
Kansas City, MO 64113
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.
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 program funding tips.
CANCELLATION: If you need to cancel a program, please contact your KCYA 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 KCYA 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.
If your school or organization is closed do to 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.
If you have any further questions, please call or email Kandice Gerdes at 816-531-4022 ext. 1009.