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!

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.

As Lynchburg Pops grows, so do our needs. If you have an interest and the time, feel free to volunteer for a committee.

Weekly Setup Crew
Technology Team

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.