SchoolTime Policies & Registration Procedures

Please review all information below prior to placing an order.

SchoolTime Booking Process

STEP 1: Online Order Form

• Complete the online SchoolTime Order Form.
• If you are requesting ticket and/or subsidy, please complete all required information at the bottom of the order form. (Learn more about subsidies below)
• Click the “Submit” button at the bottom of the order form. (No payment will be required when you click “Submit.”)
  • Please note that a submitted order form is not a guarantee of field trip reservation or seat availability.
  • We will respond within 5 business days to confirm submission. If you have not received a notification within 5 days, please email education@cincinnatiarts.org.

STEP 2: Invoice & Payment

• Once your order has been processed, you will receive a SchoolTime confirmation email, which will contain your invoice and other performance details.
• After receiving your SchoolTime Invoice, seat reservations will be placed a temporary hold. To finalize a reservation and guarantee seats, groups must do one of the following, no less than 6 weeks before a performance:
  • Submit a copy of a school purchase order (PO) for the full amount due OR
  • Submit full payment for the full amount due
• There are two ways to pay for your SchoolTime seats: mail a check, or call 513-977-4116 to pay with a credit card.

STEP 3: Get Your Students Ready and Attend the Performance!

Ticket Prices

• School groups of 10 or more: $8 per ticket
  • One complimentary for every 15 purchased
  • Additional chaperones may attend at the regular seat price
• Small groups of 9 or less, $10 per ticket.
• Ticket & Transportation subsidies are available for schools with financial barriers. See more information below.

 

Ticket & Transportation Subsidies

Ticket Subsidy

• Thanks to our generous sponsors, ticket subsidies are available to low-income schools.
• Schools confirmed to have 80% or more students on free and reduced lunch qualify for $4 tickets.
• A limited number of reduced tickets are available to schools with less than 80%. Seat costs vary based on the performance and needs of the school. Please indicate your interest in receiving a ticket subsidy on your order form.

Transportation Subsidy

• We are pleased to offer a Transportation Subsidy Program, which helps offset transportation costs to and from SchoolTime performances.
• Funds are allocated on a first-come, first-served basis.
• Schools are responsible for scheduling and paying for their transportation, and subsidy funds are provided on a reimbursement basis. Please indicate your interest in receiving a transportation subsidy on your order form.

 

Finalizing a SchoolTime Reservation

• After receiving a SchoolTime Invoice, seat reservations will be placed a temporary hold. To finalize a reservation and guarantee seats, groups must do one of the following, no less than 6 weeks* before a performance:
  • Submit a copy of a school purchase order (PO) for the full amount due OR
  • Submit full payment for the full amount due
• Reservations with seats on a temporary hold will be released if a purchase order or payment has not been received by six weeks before the performance.
• If reservations are finalized using a purchase order, full payment is due 2 weeks before the performance.

• *For performances occurring in October, the deadline is September 25
• *Groups who come off a performance’s waitlist less than 6 weeks before a performance will be given an alternative timeline.

 

Payment

The teacher coordinator serves as the contact person and is the person responsible for the timely payment of fees and sending the SchoolTime Invoice to the person at their school in charge of payment.

CHECK

• Payment should be made out to Cincinnati Arts Association and mailed to the address below. Please include the coordinator account# on payment

CREDIT CARD

• Please call 513-977-4116 and a CAA team member will take your payment over the phone.
• If you reach voicemail, please leave a message and we will return your call.

 

Reservation Changes

• Groups may adjust the number of tickets on their order up to 3 weeks before the scheduled performance, subject to availability. Reservation decreases or cancellations will not be accepted after this time.

 

Cancellations

• A group may cancel their reservation up to 3 weeks prior to the scheduled performance.
  • No refunds will be issued for schools who choose to pay in full prior to this deadline.
• A group who cancels less than 3 weeks prior to the scheduled performance is still expected to pay their full balance. Groups are responsible for paying for the seats they reserve.
• No refunds will be issued for students who are absent on the day of the performance. 
• If a group’s transportation falls through, the group is still responsible for paying for the seats they reserve. Please be sure to confirm reservation details with bus companies prior to a performance.
• If a group plans to walk to a performance, but the weather conditions prevent them from doing so on the day of the performance, the group is still responsible for paying for the seats they reserve.

 

Seating

• Seating will be assigned by the Education Department based on registration date, age group of attendees, and accessibility needs.
• "Tickets" will not be distributed for SchoolTime performances, but groups will have assigned seats. Upon arrival, ushers will escort the students to their seats.
• If bringing an infant, please inform the Education Department so we may seat you near an aisle. Infants and toddlers are only permitted in age-appropriate shows for preschool and kindergarten students.

 

Waiting List

• We offer a waiting list for all sold-out SchoolTime performances. Any orders placed on a waiting list will be approved on a rolling basis from the time of order submission. Educators will be notified as soon as space becomes available.

 

Inclement Weather & Snow Days

• CAA will monitor the weather report and school closings if bad weather is expected. If CAA decides to cancel a SchoolTime performance, we will contact you either by phone or email. Please provide us with an alternative phone number that is not the school's.
• Facts that influence our decision:
  • Can the staff and performers make it to the theater?
  • Is the yellow bus service running? For which school districts?
  • Are the schools that are scheduled to attend opened or closed?
• If CAA cancels a performance:
  • Schools may switch to a different performance in the same school year or receive a refund
• If a school is unable to attend due to a school closing:
  • They may schedule another performance in the same school year or receive a refund

 

Transportation

• All groups are responsible for scheduling their own transportation, regardless of transportation subsidy status.
• Invoices will state the number of buses groups plan to bring to their performance. Due to parking logistics please DO NOT bring more buses than what is listed. Arriving in additional vehicles requires permission from CAA.
• If you requested transportation subsidy, please refer to your Transportation Subsidy Award Letter for more information.

 

Accessibility

• Please indicate your accessibility needs when placing an order.
• All Cincinnati Arts Association venues are wheelchair accessible. We request that there be an attendant for each wheelchair patron who cannot move the chair on their own.
• See performance descriptions for sign language interpreter availability.

Day of the Performance:

For what to expect on the day of a SchoolTime performance, please visit the "Day of SchoolTime Performance" page.