For community bands, orchestras & choruses
Rehearsal Letter is a member and board portal built for volunteer-run ensembles. Roster, dues, calendar, music library, minutes and recruitment — one place, under your own name, colors and web address.
One-time setup $1,500 $750 for ensembles that sign on by December 31,
then from $360 a year based on your roster size.
The problem
The roster lives in one person's spreadsheet. Dues live in another. Concert programs get rebuilt every season from last year's Word document. Rehearsal notices go out from a shared Gmail account, so nobody can prove who was told what. The music library exists mainly in the librarian's head.
Then the officers change. The treasurer steps down and the dues spreadsheet goes with them. A new secretary inherits a Drive folder with no structure and three copies of every file. Why the band stopped renting from that supplier, what the sponsor promised, which parts are missing from a set — all of it walks out the door.
The information should belong to the ensemble, not to whoever currently happens to hold it.
Data ownership
Each ensemble gets its own installation at its own web address, with its own branding. You are not a row in a shared customer table, and nothing you enter is mixed into another ensemble's data.
The roster, dues ledger, attendance history, library and minutes live in a Postgres schema belonging to your ensemble alone. Direct read access is available on request — plain SQL, no export queue, no API tier.
Everything, in open formats, any time you ask — including on the way out. A stated exit is worth more to a volunteer board than a discount, so it is not buried in a contract.
A board that cannot get its own membership list out of a system does not own its membership list.
Two doors, one system
They sign in at the ensemble's own web address and find what they actually need before Tuesday night.
Everything above, plus the running of the organization. Board pages are invisible to ordinary members — not merely unlinked.
Plainly
We would rather say this here than forty minutes into a walkthrough. If one of these describes your band, a different tool is a better use of the money, and we will say so on the call.
If the actual problem is who can make Thursday, a simple scheduling tool does that for a fraction of the price. Do not pay us to solve a scheduling problem.
Announcements and rehearsal changes go out by email and sit on the portal. There is no texting and no phone app to install. If a text the night before is how your band runs, choose a tool that sends one.
We keep the ledger and link out to whatever you already use to take payment. We do not sit between your band and its money. If online payment is the requirement, choose a tool that processes it directly.
A small band without money moving through it will not recover a setup fee. Start with a free tool and come back when the roster or the paperwork grows.
Setup runs about two weeks because a person does it. If the concert is Saturday and the roster is on fire, a self-serve tool with a free trial will get you further this week than we will.
Then the spreadsheet is free and it works. The question worth asking is what happens in the season after that person steps down — but if the answer is comfortable, keep the money.
What is left, after all of that, is a narrow description: a band with a real board, real dues, real donors and a roster large enough that losing track of it costs something — and nobody with a free weekend to rebuild the whole apparatus. That is who this is for.
Next step
Half an hour, no obligation. We'll walk your board through a working deployment and tell you plainly whether Rehearsal Letter fits how your ensemble already runs. Pick a time that suits you — evenings and Saturdays included.