Members’ Guide
Auditions/Joining policy
SSO aims to be an inclusive and friendly orchestra and as such does not hold formal auditions.
It is expected that for performance in concerts, string players will have attained a minimum of grade six, however those learning instruments who have not achieved that level are most welcome to take part in rehearsals.
Higher standards are expected of woodwind and brass players.
On some occasions, it is at the conductor’s discretion that players are substituted for others.
Subscription fees
The standard yearly subscription for 2026/7 is £190 or termly instalments of £65 at the start of each term (September, January And April). If you can afford to pay the whole year in advance, that would greatly help with the Orchestra’s cashflow. If you do subsequently need to leave, we can refund you the fee for unused terms.
Concessions can be made available for those unable to afford full fees – please speak to or email the treasurer in confidence. Payment is made via our membership system using debit/credit cards, Apple or Google Pay. Also cash or cheques are accepted, or direct transfer into the bank account. Please register through our membership system first whichever method you choose for payment.
As the SSO is a charity, your membership subscription is eligible for gift aid if you are a UK taxpayer, so please indicate your gift aid status in our membership system. This benefits the Orchestra as it is able to reclaim tax from the UK Government at no cost to you.
Rehearsals
Rehearsals are held on Tuesday evenings during term-time, 7.45 to 9.45 pm at Christ Church, Christchurch Park, Sutton SM2 5TN. The rehearsal schedule is published here
Members are asked to arrive at the rehearsal in sufficient time to sort out their music and tune up, ready to start playing at 7.45 pm. Each member should bring their own music stand.
Please let your section leader know if you are not going to be able to attend a scheduled rehearsal. Principals are asked to arrange for deputies wherever possible and to advise the conductor if that is not possible so that the rehearsal plan can be amended if necessary.
Members who have registered and paid their subscriptions are encouraged to take music home to practise, however please ensure it is available for the next rehearsal.
Refreshments are usually provided halfway through the rehearsal: members are asked to contribute 50p per week to cover the cost of these and to bring their own mugs (although paper ones will be provided). Pay by card/Apple Pay/Google Pay etc for as many weeks as you will attend via the QR code on the refreshment table.
Member Communication
The committee communicates via the email address you provide through the membership system. Additionally, there is a whatsapp group where members can communicate with each other and which is also used for urgent information, such as a change of rehearsal time or venue etc.
To join this group, please use the following link or QR code:
Committee members/officers and election process
The Committee is elected at the Annual General Meeting which is held early in the Autumn term – please refer to the rehearsal schedule on our website. All paid up members are eligible to serve on the committee, and should make their willingness known to the Secretary one complete week prior to the meeting, the date of which will be notified well in advance. If there are more candidates than places, then an election will be held at the AGM.
The incumbents of the following chief officer positions are as follows:
Chairman: Sue White
Hon Treasurer: Richard Ellis
Secretary: Steph Reardon Streetz
Production Company
The orchestra’s production activities are principally run by a separate company, Sutton Symphony Orchestra Productions Limited and two representatives of the SSO committee are currently directors: Richard Ellis and Alex Clark.
Affiliations
The Orchestra is affiliated to MakingMusic (the trading name of the National Federation of Musical Societies).
Funding Acknowledgements
From time to time, the Orchestra has received funding from the Humphrey Richardson Taylor Charitable Trust but is not currently in receipt of any such grants.
Charitable status
SSO is a registered charity, number 278867.
Internet Presence
Website: www.suttonsymphonyorchestra.org
Facebook group: “Sutton Symphony Orchestra”
Instagram: @suttonsymphony.
You are encouraged to use social media to widen knowledge of the group and its activities.
Publicity
Members are asked to play their part in promoting the concerts of the Orchestra by distributing advertising material (such as leaving flyers in doctors’ surgeries, hairdressers etc and asking shopkeepers to display posters in their windows) and by actively selling tickets to friends and neighbours prior to the events, and through active sharing of social media posts on Facebook and Instagram.
Privacy Notices
SSO is committed to protecting your personal information and respecting your privacy.
Data Collection
Data Collection: We collect personal data (e.g., name, address, email, phone number) directly from you via membership application forms, event registrations, or when you contact us.
Purpose and Legal Basis: We process your personal data for the following purposes:
- To manage your membership, subscriptions, and communicate with you about SSO activities (contractual necessity).
- To comply with safety, legal, and insurance obligations (legal obligation).
- To send you newsletters and promotional materials about orchestra events (legitimate interest/consent)
Data Sharing: We will not sell your data. We may share your data with trusted third parties only when necessary, such as:
- National governing bodies or associations (e.g.Charities commission for trustees, HMRC for gift aid claims).
- Payment processors for membership fees.
- Service providers (e.g., mailing systems) who adhere to strict data protection standards.
Security and Storage: We keep your data secure. We will retain your personal information only for as long as necessary, typically [e.g., 2 years] after your membership lapses.
Photography and Video Recording
Consent and Usage: SSO may take photographs or videos of activities, events, and members. These images may be used for orchestra promotional purposes, including the orchestra website, social media channels, newsletters, and printed publicity.
Right to Opt-Out: If you do not wish to be photographed or for your image to be used, please inform the Secretary in writing. We will take all reasonable steps to ensure your image is not used.
Child Safety: In line with our safeguarding policy, we will not include personal details (names) of children in photographs. Written consent will be sought from parents/guardians for close-up photos of children.
Privacy Areas: Photography is strictly prohibited other than in rehearsal or performance spaces.
Data Retention: Images will be stored securely and deleted when no longer necessary for promotional purposes.
Third-Party Use: Members and visitors are permitted to take photos for personal use only. Images containing other members should not be published online without their consent.