Welcome to the OnStage Field Trip Performance series! To help make your field trip as smooth as possible, please review the following FAQs. If you have further questions, contact me at firstname.lastname@example.org. Thanks for taking the time to enrich your classroom lessons at Overture!
Meri Rose Ekberg
Overture OnStage Coordinator
How do I reserve seats?
Order online at overture.org/onstage. You must use a credit card to complete your order. This card will only be used to HOLD your order unless you would like to pay immediately. You will have the option to PAY LATER with the card on file, another card, ACH or check. You will receive an email confirming your order with an attached invoice immediately following your submission. If it has been more than two weeks since you placed your order and you have not yet received an invoice, please contact the OnStage Coordinator.
When will I receive my tickets?
We do not issue physical tickets. Our ushers will greet you upon arrival and help you to your designated seats.
Will I be charged tax?
• Schools: If you are a non-profit and not a public school, send the OnStage Coordinator a copy of your Certificate of Exempt Status, otherwise we will request an additional $0.50 per ticket to cover tax.
• Homeschools: As of April 2019, we have increased the seat cost for homeschools and other non-taxexempt organizations by $0.50 to cover the cost of sales tax. You will no longer see tax on your invoice.
How do I figure out how many seats to order? Can I change my order?
As we have limited seats please make your best guess at attendance (including chaperones and teachers). Your school will likely have guidelines on chaperone to student ratios for field trips. You can increase pending availability and decrease once by up to 15% until 2 months before the event.
Is there a waitlist?
If a performance is at capacity, you will be prompted with the option of completing a waitlist form. We will notify you via email if seats become available.
How do I get the best seats?
We do our best to seat groups in an order that creates the most enjoyable and rewarding experience for students. Seating is determined first by accessibility accommodations and then by the date the order was received. To receive the best seats, we suggest teachers attend our OnStage preview event for educators, offered each year in April.
How do I request accommodations for students with special needs?
Please indicate any requests on your order form or contact the OnStage Coordinator to make a request.
What accommodations can you make for students with special needs?
Please notify us at least 2 weeks in advance. We can provide:
1. Transfer seats for students in wheelchairs who wish to sit in a regular seat
2. Wheelchair accessible spaces
3. Closer seats for students with vision impairments
4. Fewer stairs for those with other mobility issues
5. Sensory kits with noise dampening headphones and 2 fidgets
6. Monitors in the lobby for students who need to leave the theater
7. Assistive listening devices
8. American Sign language interpreter (please allow at least 5 weeks’ notice)
PRICING AND PAYMENT
How much are seats?
• Schools: $8 each
• Homeschools: $8.50 each for groups more than 15 | $9.50 each for groups less than 15
• Theatre LILA performances: $9 for groups more than 15 | $10 for groups less than 15
• One complimentary seat is offered for every 15 purchased.
• We do not offer lap seats for any OnStage performances—each audience member must have a seat.
When is payment due and how do I pay?
Full payment is due one month prior to the performance. Payments can be made by:
• Credit Card: Log-in to your Overture.org account, locate your order and click “pay now.”
• Check: Mail the check and a copy of your invoice to ATTN: OnStage Coordinator, Overture Center for the Arts, 201 State St, Madison WI 53703.
• ACH: If your school/district has the capacity to pay via ACH, please send me the necessary paperwork.
If you submit a payment via ACH, email a copy of the attached invoice along with payment information to email@example.com.
What if I can’t make the payment deadline?
If you anticipate being unable to make payment by the due date, please contact the OnStage Coordinator.
SEAT AND TRANSPORTATION SUBSIDIES
Do you offer financial assistance?
Yes, if at least 35% of your school is enrolled in the Federal Free and Reduced Meal Program, you may be eligible for subsidized seating and a partial transportation reimbursement. Seat subsidies are awarded as no cost seats and transportation subsidies are awarded as a partial reimbursement after the performance. Please note however that these funds are limited.
My group qualifies for a subsidy. How do we apply?
Answer the relevant questions on the order form. If you have already completed your order but would like to apply for a subsidy, please contact the OnStage Coordinator. Requests must be made 10 weeks prior to the performance you are attending. Once your application has been processed you will receive an email with additional information and an updated invoice.
Do you offer financial support for transportation costs?
Recipients of subsidized seats are eligible to apply for a partial transportation reimbursement after the performance. Reimbursements are subject to availability and are not guaranteed. Pay your bus costs; this is a partial reimbursement only. If awarded, Overture will reimburse up to $3 per subsidized participant OR the final transportation cost multiplied by the percent of students in your school who are enrolled in the free and reduced meal program. The lower amount will be awarded. To request reimbursement, submit an invoice from the bus company and proof of payment (a copy of the check used to pay for the bus or an invoice showing a $0 balance) within 60 days after the performance OR May 31 (whichever comes first). These documents can be emailed to the OnStage coordinator at firstname.lastname@example.org or mailed to ATTN: OnStage Coordinator, Overture Center for the Arts, 201 State St, Madison, WI 53704.
How long is the performance?
Unless otherwise noted, all performances are 60 minutes in length and sometimes offer an optional Q & A after this time. Theatre LILA performances vary and can be 90-120 minutes.
When should we arrive? Where does my bus park?
Please plan on arriving a half-hour before the performance to allow for seating. Approximately one month prior to the performance, you will receive an email with arrival/departure information, including parking and bus instructions. We provide bus parking on the street for all performances EXCEPT Theatre LILA shows.
Do you offer resource guides?
Yes, approximately one month prior to the performance, you will receive an email with a link to an educator’s resource guide, designed to allow you to make the most of your trip to Overture before and after the show.
What should we bring with us?
Unless you are enjoying lunch at overture (see ADD-ON PROGRAMS) please leave your large bags and backpacks at school or on the bus, they are not allowed in the theater. Bags with medical devices or supplies needed for students with special needs are permitted. We recommend you bring a jacket as it can get cold. Name tags are required for all adult attendees and can be acquired from the check in table if needed.
When will Overture cancel a performance?
We will cancel a performance if 1) Most MMSD schools have closed or adjusted their schedule in a way that would prevent groups from attending (i.e. delayed start or early release). 2) Madison Metro Transit busses stop running. 3) Weather makes it impossible for our performers to travel here.
How and when will Overture announce a cancellation?
We will announce a performance cancellation at least 3 hours prior to the scheduled performance start time. We will immediately send an email to all account holders with seats in the show and call each group. If you are not notified by 3 hours before the performance, assume the show is on.
Will our group be refunded if a performance is cancelled or we cannot attend due to weather?
We will refund payments if your school district (or the school district in which you live if you are a homeschool) CLOSES on the day of the show (regardless of the reason – snow, extreme cold, etc.), or has a schedule change that would affect the field trip. Refunds will be completed within 14 days from the performance date and will be sent either by check or refunded directly to the card used to pay for the performance.
Can we stay for lunch?
Yes! We provide space onsite for groups to have a brown bag lunch before or after the performance. Space is limited and offered on a first-come, first-served basis. All locations are open, public spaces with floor seating and tables/chairs are not available. Lunches must be brought and stored in large boxes labeled with the school’s name. Apply by filling out a Lunch Request Form at least five weeks prior to the performance.
What else is there for my students to do downtown?
Consider extending your day with a tour of Overture or the Overture Galleries and/or a tour at the nearby James Watrous Gallery, Capitol, Madison Public Library, Madison Children’s Museum, Madison Museum of Contemporary Art or Wisconsin History Museum.
Contact Programming and Community Engagement Coordinator Meri Rose Ekberg