Organizing Tips for Concerts

The following post is taken from Denise Gagne's monthly newsletter of "Themes and Variations" Music

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Holiday Concert Survival Guide

By Stacy Werner

 
As I write this post, I can already feel the panic and stress setting in! Thankfully, as I’m on maternity leave this year I don’t have to worry about this busy time of year for music teachers. I would have to say music teachers are the ultimate event planners. Who else can coordinate and organize 500 students, 50 teachers and school staff, and nearly 1000 parents for multiple shows! It’s an extremely busy time for music teachers, so I hope some of these tips that I have used in the past might be helpful! These are some ideas for before the show so you have less work to do during your concert week!
 
Start Planning Early:

·       I begin planning my concert over my summer holiday. I make sure the dates are set in the school calendar before the previous school year finishes.

·       There are many great concerts to choose from with Themes and Variations. My personal favorite is “The Best Gift Ever”

Auditions and Performers Contracts:

·       I begin auditions for speaking roles in early November. I send home a performers contract, and the students must have this filled out to audition. Nothing is more frustrating than a student backing out last minute because they have something else happening that evening. See my example of the audition process and performers contract I use below:

Performers Contract:
Dear parents and guardians,

Your child has been asked to do a speaking part during our upcoming Holiday Concert. To ensure our show will run smoothly, we would like students with speaking roles to attend both the afternoon and evening performance. Also, your child will be required to practice their lines at home and may be asked to attend additional rehearsals during recess time. To ensure students are prepared to take on these responsibilities, I ask that they fill out the following performers contract and return it to Mrs. Werner as soon as possible. If your child feels they are not a good fit for this role, we can then assign the role to someone else.

 
Please contact Mrs. Werner if you have any questions or concerns! Thanks again for your continued support of the Music Program at Rainbow Creek Elementary.   Mrs. Werner  sw@rockyview.ab.ca
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Performers Responsibilities:

·       Practice my lines at home

·       Attend extra practices if needed

·       Attend both the afternoon and evening performance (unless student is too ill to perform)

Performers Name: __________________
Performers Signature: __________________
Parent/Guardians Signature: __________________
 
Safety First!

·       Make sure to look into your school’s fire and safety code for how many people you can have in your school gym at one time. At my school, our numbers have grown so dramatically in the last few years that we have to limit the number of people who attend the concert to meet fire code regulations. I send a letter home to parents and they have reserve tickets for the concert.

·       Remember to have plenty of room in the aisles for your audience to move around.

·       I’ve heard of some schools having a “Paparazzi” zone where parents can take pictures instead of crowding the aisles

Organize a Rehearsal Schedule:

·       I like to send out a schedule to my staff in early November about upcoming rehearsal dates. My staff is very flexible in making changes if we need to, but it assists the classroom teachers in planning their days accordingly too!

Keep Costumes and Props Simple:

·       I like using costumes that the students can easily find at home or make themselves. Pajamas, Santa hats, mitts, scarves, winter hats, etc, are all things students already own. This saves you (and parents) money and storage space. I was lucky enough to inherit two storage bins full of Santa hats, which have also been very handy!

·       Send out a props list to staff and the school community for what you need. Again, the more items you can borrow, the more money and storage space you save.

·       Always purchase extra costume and props in case there are students in your school community that cannot afford, or forget, these items for the show. 

Teach How to Behave on Stage:

·       This is a tough one sometimes, depending on the students you teach! Ask your students, “Where should you be looking when you perform?” Remind them constantly to look at you! Play watching and listening games during each rehearsal to reinforce these ideas. Here are some examples:

o   Follow my hands – wait for the clap!

o   Brain Gym

§  Arms rotate in opposite directions

§  One arm up and down, other arm reach up, then side, then down

o   Follow my fingers.

o   Tap hand for different consonant sounds. Hold for sustained sounds.

o   Consonant echoes with movement in hands and fingers.

·       Practice and teach the students how you want them to walk on and off the stage or risers. I usually line up students tallest to shortest from each class and show them how to walk onto the risers. I remind them to have quiet feet, not to chat with their neighbors, and not to touch the microphones!