Band Member Survival Guide

How to Find the Band Room

The band room is accessible from the parking lot across from the baseball field. The door is small and is likely propped open. Between 6:30 PM and 7:00 it should be easy to find. Just look for a horde of adults carrying instrument cases. 

If this is your first rehearsal, we need to get you entered into our records. This will prepare us for the creation of concert programs and prepare you to stay abreast of what is going on each week. 

As soon as you enter the band room, you will see a small member check-in station just inside the door. If you are new, your name will not be on the sign-in sheets. To get your information entered into our system, add your name and email address to the form on the check-in station titled New Member Sign-up Sheet. The Pops secretary will send you an email within a day or two to get the gears turning.

If you are already a member and have questions, just send an email to scribe@lpops.org. If you are not yet a member, submit your question on our contact form and one of our conductors will be in contact with you. 

Once you’ve been with us for a bit, Thursday night rehearsals will be as smooth as melted butter on pancakes. For our new members, though, things might seem a little puzzling. No worries! Here’s a breakdown of our Thursday night routine. If anything’s ever unclear, just ask. We’ve all been in your shoes, and we love helping new folks settle in.

Practice Set Lists – To help everyone be prepared for Thursday nights, Jim sends out an email earlier in the week with the rehearsal setlist and other announcements. This information is also available on our website’s member homepage (www.lpops.org/band-member-home).

Thursday Night Setup – Each Thursday between 6:00-6:15 pm, band volunteers come to the HHS band room to set up the chairs and stands for rehearsal. Anyone is welcome to help, you can sign-up to help on particular days. Many hands make light work!

Attendance Check-in – At the band room entrance, you’ll find a small table with the Attendance Sign-In Log. When you arrive, check the date’s box next to your name to indicate you’re present. The attendance log helps us determine the number of active members in each instrument section and assists with rehearsal setup and concert preparation.

Warmups – Jim begins our rehearsals promptly at 7:00 pm.

When Practice Is Over – Before heading home, everyone is asked to help clear the bandroom by stacking their chairs and music stands in the storage racks. Just watch everyone and follow the herd. Again, many hands make light work!

  1. All Lynchburg Pops members are expected to regularly attend Thursday rehearsals and concert performances. In the event of illness, vacation, or another conflict, please notify Jim in advance of your absence by posting a message on WhatsApp.  
  2. Home practice is encouraged so you can bring your best to rehearsal each week.
  3. Our band consists of people with varying levels of playing ability. Some of us had put our instruments down for decades before joining Lynchburg Pops. Don’t be embarrassed if you struggle, and remember to be kind if you don’t. We’re all here to enjoy music and support each other!

You’ve joined us, you’ve been to a few rehearsals, and we hope you’re currently riding that initial wave of excitement—that “new band smell.” That feeling is great, and we’re truly thrilled you’re here.

As an all-volunteer, passion-driven community band, we need to share a secret with you right away: the “new” will eventually wear off.

It happens to everyone. The shiny, new thrill of joining a group, playing your instrument for the first time in years, learning new music, and playing your first concert at the Academy eventually settles into a routine. That is not a sign of failure for the band; it’s simply life. You’ll have rehearsals where you’re tired, concerts where you don’t love the music, and evenings where you feel less than inspired.

This transition point—when the initial energy wanes—is where the most successful, longest-lasting members are made. The members who stay and thrive for years aren’t the ones who manage to keep the new band smell forever. They’re the ones who come in with a sustainable perspective.

The Currency of Lasting Enjoyment

So, how do you make sure you’re still loving Lynchburg Pops five years from now? It all comes down to what you put in and what you choose to value.

  1. Adjust Your Musical Expectations. We are a band that welcomes all comers, which means that not every performer in Lynchburg Pops might meet professional expectations. A big part of the magic of Pops is that in spite of our approach of having no auditions or try-outs, no paychecks, and no pressure, we are surprisingly musical in our concerts. This does not mean, however, that every piece will be played perfectly. Choosing to see the benefit of our approach instead of its limitations will help you avoid frustration when you might prefer musical perfection.

  2. Bring the Right Currency. Since no one is paid, the real currency we exchange with each other isn’t money; it’s patience and gratitude.

    • Patience for the conductor, for the person next to you who might be socially awkward, and for yourself when you don’t sound as good as you want to.

    • Gratitude for the volunteers who run the band, for the space we get to play in, and most importantly, for the incredible gift of sharing music with a room full of people every single week.

  3. Manage the Human Element. This band is cram packed full of people—not robots or flawless organizational machines. This means that two things are inevitable: you will hear things you don’t agree with, and a decision will be made that you don’t understand or appreciate. When these things happen, lean on your patience and gratitude instead of your frustration. Since everyone here is a dedicated volunteer, always assume positive intent. If a decision is confusing or upsetting, engage thoughtfully and respectfully, but also recognize that sometimes the most valuable thing you can do is trust that others know what they are doing… or that they are in the process from learning from their mistakes.

  4. Choose Your Contribution. The members who stay the longest are the ones who shift their focus from “What am I getting out of this?” to “What can I contribute?” Contribution can be playing well or helping to set up chairs; but it can also be helping a newcomer or being a positive, reliable presence in your section. When you focus on your contribution, your role feels meaningful even when the music isn’t your favorite or someone made a statement you didn’t appreciate.

When that inevitable day comes and the new feeling is gone, we encourage you to pause, take a deep breath, and choose patience and gratitude instead of frustration or disappointment. That choice is the simple, powerful secret to making music with Lynchburg Pops for many years to come.

There are a few ways that band members stay in touch throughout the week.

  • Email List – Our band email list is used by band leadership to send out announcements each week. This is Jim’s primary way of communication with the band.
  • WhatsApp – Our WhatsApp group was originally created to share official announcements, and we still use it for that. But it’s also become a busier place for casual conversations and a lot of band humor! If you are in a hurry, you can get announcements from the lpops.org band member homepage.
  • LPops.org Band Member Homepage – We have recently added a page on lpops.org just for band members. It provides direct access to the most recent set list and announcements along with links to our commonly used tools.
  • Section-Specific Communications – Though not required, some of our instrument sections have devised their own ways to stay in touch throughout the week. There is no standard approach for all sections, so check in with your stand mates to learn about specifics for your section.
  • Social Events – In addition to rehearsals, Lynchburg Pops has three to four social events throughout the year. These include outdoor picnics and, as of 2025, appreciation banquets. Attendance is not required, but these events create an opportunity to get to know people from other sections and a chance to have more than a few quick sentences of conversation at rehearsals.

If something comes up that you need to discuss with someone, feel encouraged to do so. If your question or concern is with the music or a program, you may speak to Jim or Steve (our conductors). If you have any questions regarding the administration of Pops, you may email scribe@lpops.org and our secretary will route your email to the appropriate party or our board of directors.