PSO Musicians’ Manual

updated August 12, 2025

With a fine heritage since its founding in 1955, the PSO strives to preserve the congenial atmosphere of a community orchestra while also addressing the elevated need for structural organization in celebration of the tremendous growth of our roster, the level of musical excellence consistently experienced, and the increasing number of new musicians desiring to audition for admission.

Attendance Policy

PSO musicians are expected to attend all rehearsals and concerts, although rare absences may be necessary due to illness, professional obligations, or family emergencies. Consult the PSO website and PSO emails to musicians to confirm dates, times, and locations of rehearsals and concerts for the season. Musicians must report all absences as soon as known by emailing absent@penfieldsymphony.org. It is the responsibility of the absent musician to provide music to rehearsal personnel if needed for their replacement or stand partner.

Out of respect for all participating musicians, please endeavor to honor the following criteria, with exceptions at the discretion of the Music Director musicdirector@penfieldsymphony.org and Personnel Manager personnel@penfieldsymphony.org

• Missing more than 1 rehearsal for a concert cycle or missing the dress rehearsal requires prior approval from the Director.
• Instrumentalists not playing in the full concert program should clarify with the Director when they will be needed.
• Leave of Absence for 1 year (or the equivalent consecutive concerts) may be requested after 2+ years of consistent participation. Leave may possibly be extended to 2 years. Absence for 3+ years will require an audition to rejoin. In all cases, clear communication with the Music Director and/or Personnel Manager is crucial to clarify plans and status. Extended and/or frequent absences may result in relinquishing a position on the regular roster and a possible transfer to the sub list.

Substitute Protocol

• Winds/Brass: Given the importance of covering all parts in rehearsals and performances, all absences must be reported, as soon as known, to absent@penfieldsymphony.org so that the Personnel Manager can secure a substitute from the PSO sub list. Music must be provided to the section leader and/or Personnel Manager. If less than 24 hours’ notice is given (e.g. sudden illness), please contact both absent@penfieldsymphony.org and personnel@penfieldsymphony.org and in coordination with the Personnel Manager work to find a sub for yourself. If missing an entire concert cycle, please inform both your section leader and Personnel Manager personnel@penfieldsymphony.org as soon as possible to arrange a sub for the full cycle.
• Percussion: Any known absence should be reported both to absent@penfieldsymphony.org and also your section leader to determine whether a substitute is needed, or if other section percussionists can cover parts for the absent player.
• Strings: Given the size of the sections, subs are typically not needed for rehearsal, but a list of auditioned subs may be consulted if needed to fill out the string section for a particular concert cycle.

Rehearsal Cancellation

If after-school activities for Penfield High School are cancelled due to weather or any other reason, the PSO rehearsal will also be cancelled. If in doubt, please check email and text messages for any update directly from the PSO.

UPDATED Concert Dress

“Concert black” attire for all. Accent colors or modifications may be announced for individual concerts.

• Black shirt and jacket OR blouse (3/4 or long sleeves, modest necklines)
• Long black skirt below the knee OR black dress pants
• Black dress shoes, black hosiery/socks
• Black tie optional

General Protocol

• Music is available in advance as will be communicated by the Librarian lib@penfieldsymphony.org
• Make every effort to acquire your music prior to the first rehearsal for personal part preparation and optimal use of rehearsal time.
• Arrive at each rehearsal with sufficient time to be fully prepared with all instrument needs, music, and pencil.
• Music must be returned immediately after each performance as specified by the Librarian. If late return of music incurs a fee from a rental company, the responsible musician will be expected to pay the fine.
• Refrain from unnecessary talking in rehearsal and minimize any audible or visual disruption in both rehearsals and especially performances. Show respect for all!
• Please refrain from wearing strong fragrances of any kind at both rehearsals and concerts.

New Member Auditions

The Music Director is responsible for all additions of members. All auditions will be heard by the Director and at least 1 pertinent section leader. The Director and/or Personnel Manager will extend any invitations and relay relevant information, including Manual and schedule, for any potential new members. Auditions will typically take place before the start of a new season, and sometimes as needed mid-season. Please direct capable and interested musicians to the new member form on the PSO site to be considered for regular roster or sub list, and for audition information!

PSO Board

Musicians and community members are invited to consider joining the PSO Board, our governing body which is responsible for the overall policy, promotion, planning, general management, financial management, and operation of the 501c3 corporation. Meetings are held monthly (currently on Thursday evenings).

Orchestra Representatives on the PSO Board

Two orchestra representatives are elected by musicians to be Board members. Contact them any time with your concerns and suggestions at orchreps@penfieldsymphony.org or at rehearsals.

Musicians’ Advisory Committee (MAC)

The two elected Orchestra Representatives chair MAC meetings for the purpose of discussing concerts, repertoire, and other pertinent items. All PSO musicians are automatically members of the MAC and are encouraged to attend meetings, usually held twice a year on Monday nights between concert cycles.

Music Fund

The Music Fund is overseen by the MAC to supplement the purchase and rental of additional music. Each orchestra musician is strongly encouraged to contribute $5/concert or $20/year (tax-deductible). Payments may be made through the PSO website or collected when announced at a rehearsal. Orchestra reps are responsible for documenting musician contributions they collect (date, name, amount) and promptly delivering cash and checks with that documentation to the PSO Operations Manager. Donor names without dollar amounts will be listed in concert programs unless a donor requests anonymity. To secure reasonable confidentiality, access to any donor data will be limited to orchestra representatives collecting donations, the Operations Manager, and Treasurer.

The PSO is run by volunteers and needs YOU!
Please get involved in various volunteer opportunities
that will be announced – many hands make light work!

This Musicians Manual is also available for download here.