Hawai‘i Youth Symphony

When the lights dim and the first notes of a Hawai‘i Youth Symphony concert fill the hall, most people in the audience are thinking about the music. Very few are thinking about the year of planning, dozens of logistics calls, carefully packed equipment, and team working behind the scenes to make it all possible. Keep reading to get a glimpse into what it actually takes.

HYS runs on a staff of just five full-time employees. For an organization that produces 50 to 60 events a year (think everything from major symphony concerts to chamber performances, ‘ukulele showcases, jazz programs, and our all-organization ROARchestra Rally) that number is striking. To make it work, the team relies heavily on part-time staff and a network of dedicated parent volunteers, with anywhere from 15 to 30 people supporting any given event.

There’s also the challenge of space. HYS doesn’t own any of its own performance or rehearsal venues, which means every single event requires securing a rental. It’s no small task when you need a space large enough to accommodate a full youth orchestra and its audience! “We really only have five full-time HYS staff,” Programs Director, Hannah Watanabe notes, “so volunteers and our part-time staff make events possible.”

None of this happens without flexible, unrestricted funding. Program dollars put instruments in students’ hands and faculty at the front of the rehearsal, but general operating support keeps the lights on, the venues booked, and the team in place to make it all happen! Infrastructure isn’t always glamorous, but it is the difference between a vision and an actual concert. 

“It takes a lot of great people to make our courageous dreams a reality. From troubleshooting what goes sideways at the worst possible moment, to making  decisions that reflect our values and priorities: operations work is not easy, nor is it something that just anyone can do,” says Randy Wong, our President & CEO. “We are so lucky to have the caring, detail oriented, and personable team that we have here at HYS. Even under pressure, they execute with accuracy, grace, and professionalism every single time, whether for a weekly rehearsal or a public event … all while living our values and role modeling them for those around them. To me, operational work is an embodiment of our organizational culture, and it is at the core of all that we do. When donors fund unrestricted operating support, they are helping us to make identifiable inroads towards fulfilling our mission and vision.”

Concert planning begins over a year before the event itself. The first priority is locking in a venue and confirming availability with conductors and teachers. Once that’s in place, a shared planning document goes out to staff, covering everything from the run-of-show schedule to equipment needs and packing lists. Operations Manager Lauren Sergent takes the lead on sourcing equipment and staying in close communication with venues. About a month out, detailed information goes out to students and families so everyone arrives prepared.

That pipeline applies not just to the big symphony concerts, but to every event on the calendar — including ones the public rarely thinks about. As Hannah puts it, “Most people only think about the Symphony events, but there are so many other programs and groups that do performances throughout the year.” A small chamber recital or a ‘ukulele ensemble performance may not fill a concert hall, but it requires the same core elements: a venue, a schedule, equipment transport, parent communication, and staff coordination. Every event, regardless of size, gets the full treatment.

For the Ops team, the payoff comes in a moment that most audience members share, but experience a little differently. It’s when an event runs smoothly and they can step back and watch the students perform. Not just as a logistics checkpoint, but as a witness to something meaningful. Working alongside these young musicians across an entire season means watching their growth in a way that most people never get to: from the tentative early rehearsals through to a confident, polished performance on stage.

“It’s rewarding to know that all of the planning and logistics ultimately support something much bigger: creating an environment where students can grow, challenge themselves, and experience the joy of making music together,” shares COO, Rachel Schultz. “One of the best parts of working at HYS is getting to witness students’ growth firsthand. We see the hard work, the persistence, and the small breakthroughs along the way, so when they walk on stage and perform with confidence, it feels incredibly rewarding for all of us!”

The team’s message to anyone attending an HYS concert is simple: the smoothness of the experience is intentional. The moment you walk in and everything feels easy. The stage is set, the program is in your hand…that ease is the result of months of work by people who wanted it to feel that way for you.

Behind every performance is a web of coordination: venue logistics, equipment transport, student and staff scheduling, family communications, vendor relationships, and countless decisions made on the fly. It’s work that’s meant to be invisible. And when it is, the team knows they did their job.

“When you come to a concert and watch a performance,” Hannah says, “remember that it took a lot to make that concert or event happen. We want you to enjoy and for things to go smoothly, which is why we work really hard behind the scenes.”

The next time you settle into your seat for an HYS concert, take a moment before the music starts. Look around at the venue, the setup, the programs, the staff at the doors. A whole team planned all of that.

Mahalo nui, HYS Programs & Operations Team!