4. Organization and Concerts

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Concerts with so many people is a difficult and time consuming task.  It relies on everyone's cooperation and understanding.  Please be courteous at all times and understand that we may have to move you for reasons that have nothing to do with your performance or history.  For example, we may need to balance the stage or have too many of one type of instrument.  We are looking for people willing and enthusiastic to help us in this effort.  Some of this is done at the last minute.  Your stage coordinator is your point of contact.  But, always remember we are a team and work together.

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Concert Call

 

The concert calls are initiated by the Stage Coordinators and Management one (1) month prior to the relevant concert. The concert calls schedule for each season are established every August and shared with the Stage Coordinators.

 

• Throughout each registration period, Stage Coordinators send only two (2) instant messages and notecards.

• During the same period, SL ISO Management publishes only two (2) in-world group notifications.

• The Supervisor is responsible for overseeing the organization and distribution of all concert calls.

• As we know from experience that logging into Second Life is not always possible, concert announcements are also sent to each musician-actor's email address once for each concert.

 

Concert Registration

 

• The concert registration period begins one (1) month before the relevant concert with the official concert call issued by the Stage Coordinators.

• The registration deadline concludes once all available stage positions have been filled. This deadline is determined by the Supervisor and the Artistic Director based on stage preparation requirements and the available performance capacity.

• Concert registrations are managed and processed by the Stage Coordinators. Each Stage Coordinator is responsible for maintaining communication with the instrument group or groups under their supervision and for ensuring that concert announcements and participation statuses are communicated and processed in a timely manner.

 

Stage Capacity

 

The maximum stage capacity is generally limited to fifty (50) Musician-Actors per concert. However, this number may vary depending on specific circumstances and operational requirements. Any decision regarding the final stage capacity and its structure rests solely with the Supervisor and the Artistic Director.

A sample stage configuration is provided below:

 

STAGE SETUP (Example):

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• First Violin Section: 5 Musician-Actors

• Second Violin Section: 5 Musician-Actors

• Viola Section: 5 Musician-Actors

• Violoncello Section: 5 Musician-Actors

• Double Bass Section: 5 Musician-Actors

• Flute Section: 2 Musician-Actors

• Clarinet Section: 2 Musician-Actors

• Oboe Section: 2 Musician-Actors

• Bassoon Section: 1 Musician-Actor

• Trumpet Section: 2 Musician-Actors

• Trombone Section: 2 Musician-Actors

• Saxophone Section: 2 Musician-Actors

• French Horn Section: 2 Musician-Actors

• Piano, Marimba, Harp, Congas, Timpani, Drum: 1 Musician-Actor each

• Acoustic Guitar, Electric Guitar, Bass Guitar, Jazz Guitar and Drum: 1 Musician-Actor each

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When processing concert registrations, the Stage Coordinator gives priority to the first Musician-Actors who respond, based on the available capacity for each instrument section.

Once an instrument section has reached its capacity, any subsequent Confirmed responses received for that section are recorded as Confirmed Late, together with the date and time the response was received.

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When the final concert lineup is prepared by the Supervisor and the Artistic Director, Musician-Actors listed as Confirmed Late may be assigned to available positions created by vacancies in other instrument sections. These assignments are made in chronological order, beginning with the earliest Confirmed Late registration.

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Concert call schedules and performance dates are shared with all SL ISO orchestra members at the beginning of each season. Musician-Actors are expected to monitor these periods carefully.

Musician-Actors who select "Notify me about concert calls." in the application form will also receive concert call notifications by email. The email channel is used exclusively for this purpose. No other announcements or organizational communications are distributed via email.

 

Concert Status

 

A Musician-Actor's concert status is determined according to the response provided to the relevant Stage Coordinator.

This status reflects whether the Musician-Actor will participate, will not participate, or—depending on registration capacity—the timing of their response, whether it was submitted on time, after capacity was reached, or not submitted at all.

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▶ No Response

If no communication has been received by the Stage Coordinator following the concert call, the Musician-Actor's status is recorded as No Response.

Recognizing the nature of the Second Life platform and the balance between virtual and real-life responsibilities, SL ISO allows members the opportunity to explain their absence at a later time without unnecessary follow-up during the season. As long as a reasonable explanation for the lack of communication is provided during the season, the situation will be treated with understanding, and the Stage Coordinator will continue to manage the process accordingly.

 

Musician-Actors who remain in No Response status for at least three (3) concert calls during a season, without providing either a positive or negative response, will be removed from the active roster for the following season.

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▶ Confirmed

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This status is used when a Musician-Actor confirms participation in the concert before the instrument section has reached its capacity and before the applicable registration deadline.

A Confirmed status indicates that the Musician-Actor has secured a place in the concert lineup with their primary instrument.

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▶ Confirmed Late

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This status is used when a Musician-Actor confirms participation after the instrument section has reached its capacity or after the applicable registration deadline has passed.

A Confirmed Late status means that participation in the concert depends entirely on the availability of positions within other instrument sections.

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The date and time of each Confirmed Late response are recorded by the Stage Coordinators. When vacancies become available in other sections, assignments are made according to the chronological order of these records. Priority is always given to the Musician-Actors who entered the Confirmed Late list first.

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If you feel this is in error understand that it may not be because you were late, it may be because others confirmed before you did.

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▶ Unavailable

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This status is used when a Musician-Actor informs the Stage Coordinator that they will be unable to participate in the relevant concert.

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If the member's circumstances later change and they notify the Stage Coordinator that they are available to participate, they will be added to the Confirmed Late list if their primary instrument section has already reached capacity.

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If capacity has not yet been reached, their participation will be evaluated based on the remaining stage availability.

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▶ Left With Notice

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This status is used for Musician-Actors who inform SL ISO that they will be unable to participate in concerts for the remainder of the current season.

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Stage Setup

 

Each instrument seat on the SL ISO stage is assigned to the corresponding Musician-Actor through a dedicated hover text script. The seating assignments used for each concert are determined by the Supervisor and the Artistic Director according to the concert registration list and the available stage capacity.​

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Although there is no fixed rule governing these assignments, a Musician-Actor's seating position within their instrument section may vary from one concert to another. However, except where required by the stage setup, stage aesthetics, or another significant operational necessity, the instrument section assigned to the Musician-Actor in the Concert Script will remain unchanged. The Supervisor is responsible for communicating seating assignments to the Musician-Actors.

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While this situation most commonly occurs within the Strings Section, Musician-Actors may occasionally be asked to assist by covering single-performer instruments, such as the Harp, Marimba, or Drum, if those positions become vacant.

 

Concert Script & Orchestra Crew

 

After the stage setup and concert lineup have been finalized, a document entitled Concert Script is prepared before each concert and distributed by the Stage Coordinators to all Musician-Actors participating in the performance.

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The Concert Script includes, but is not limited to, the following information:

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• Recommendations for reducing lag.

• A list of individuals assigned specific responsibilities during the concert, together with their role descriptions.

• Important information to review before arriving on stage.

• A detailed schedule covering the period from the official Arrival Time through the conclusion of the concert.

• The concert song order.

• The final stage lineup.

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Only the Orchestra Crew List for each concert is shared in the SL ISO | Musician-Actors in-world group after the stage lineup has been finalized by the Supervisor.

The Orchestra Crew List appears at the end of the Concert Script. Musician-Actors participating in the concert obtain the complete Concert Script directly from their Stage Coordinators via in-world instant message.

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Guidelines During the Concert

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• Arrive on stage at the designated Arrival Time on the day of the concert.

• Follow the dress code established for the concert.

• Attend the rehearsal scheduled approximately one week before the concert whenever your availability permits. Participation is encouraged but remains flexible based on personal availability.

• Remove all HUDs and unnecessary scripts from your avatar before arriving on stage.

• Avoid unnecessary animations, movements, or distracting behavior, in keeping with the discipline and presentation of a classical symphony orchestra.

• Refrain from using particles or visual effects that may negatively affect lag during the concert.

• Unless prevented by a real-life emergency or a health-related issue, remain on stage for the duration of the performance.

• In the event of a real-life emergency or an unexpected disconnect (crash), you may return to the performance by teleporting backstage and rejoining the concert without walking across the stage.