MENC Forums

Scimmia · 2008-05-30 07:35:30

Here we are in the middle of concert season...

As a first year teacher, I'm compiling many files of "what I wish I knew..." information. I'm currently trying to put together a "countdown to concert" document. What should be done 3 weeks before the concert? 2 weeks?

Right now, these are some items that are on my countdown:
- Testing lights and soundboard to make sure everything functions correctly
- Finalize soloists a little bit earlier in the game, so they can have more time to feel secure
- Send home reminders to parents
- Send out faculty invitations
- Submit a blurb for the AM announcements

And then I thought, maybe I'm not the only one that would benefit from some of these reminders! And maybe my older and wiser colleagues would have more suggestions!

Do you use a checklist? What sorts of things are important to remember in the weeks leading up to a concert?

Christine Nowmos · 2008-05-30 21:05:36

Thanks for thinking of this topic because I need to make myself a checklist!!!! This is what I can think of off hand...

At least 1 month ahead -
Send home a "here's what's coming up" letter to parents to remind them to put concert on calendar (even though this info has gone home several times already in newsletters and other chorus correspondance) and reiterating attendance policy and attire for concert
Filling out facilities request form to have risers or stage set up and requesting performance space (gym or auditorium) for rehearsal and concert, and reserving classrooms for students to report to
If necessary, make a request for parent or teacher volunteers to help supervise students on night of concert (our parent volunteers need to be board approved so need to make sure this is done prior to board meeting)
Audition and choose students for special solo/small group parts or percussion parts
Send music to accompanist (at least 2 months ahead if I get my act together!)

3 weeks ahead-
Start working "off book" and hone in on any memorization problems

2 weeks ahead-
Decide on final concert order and begin typing up programs including kids' names (spelled correctly!!)
Work out which students/classes need to report to which room and adjusting riser standing chart accordingly (I can't fit them all in one classroom so I have to group them on the risers in groups of classes)- and pracice standing in the music room in riser order
Begin working on seating chart for gym/auditorium (our kids sit in the audience while other groups are performing)
Have soloists or special instrumentalists (kids playing percussion etc.) rehearse coming to the front of the group at the right time and have mics on stands (not necessarily plugged in)

During the week before-
Finalize program and seating chart
Send home reminder flyer to parents
Practice with accompanist
Work out seating chart in gym/auditorium
Call maintenance to make sure risers will be set up on time for rehearsal!!! and practice on risers and with seating arrangement in gym/aud.
Remind students about concert etiquette and behavior during concert
Make sure equipment works and figure out setup w/piano, speakers, mics, instruments, etc. and practice with microphones
Make reminder calls/emails to parents or teachers who are volunteering
Send out group email to school employees inviting everyone to the concert

A couple days before-
(if necessary, depends on the responsibility of the group) Send home another reminder flyer
Choose students to hand out programs at the door
Copy programs
Email person in charge of announcements to make sure info about concert is included in announcements the day before and the day of the concert
Make up alphabetical attendance lists and line-up order lists for volunteers who are supervising students
Confirm with accompanist the time of the concert (and... he also usually records the concert so remind him to bring recording equipment)

Day of the concert-
Set up mics/sound system, instruments, piano, etc.
Mark reserved seats in gym/auditorium and put signs on classrooms for students to report to
Make sure volunteers show up and give them attendance/line up order sheets (and get from them afterwards!!)
Circulate between rooms and help get kids lined up, warmed up, and one last reminder about behavior, and quick pep talk
Get the kids in the gym/auditorium without major mishap and perform!!!

After the concert-
(that night) Make sure all equipment is put away
Send thank you notes/emails to volunteers
Have students help file music
Remember to tell students when I see them what a great job they did :-)

If I think of anything else I'll add to the list...

Last edited by Christine Nowmos (2008-05-30 21:08:26)

isis · 2008-12-08 06:48:10

You want to MAKE SURE that the custodians and ANY ONE or organization who will be affected by the date (for example, a community or after school group) is informed of the date, and that if you need risers and extra charis from somwhere else that you know where you are getting everything from.

You also want to make sure that the RISERS ARE SAFE and not loose.

Also, if a group uses you room for warm-up or borrows equipment, that they understand to put things away after wards.

Some schools now have emails and bulletins -- some classroom teachers also send calendars home. USE THES RESOURCES.

Also if you need to reserve different rooms for classes to gather in -- those also ned to be reserved.

Whoever is "MC"ing needs a list of people in correct order with their roles/titles to thank.

And I like to meet with my students and critically review the performance together -- video if you can (book that too)

I like to make sure students can list 2 things that went well and WHY (so we can do it again) and then one thing that needs improvement and how can we improve it. (Check, check Delta-learned from another teacher)

It is important to focus on how to recreate success and build the culture of competence and confidence. I THIANK everyone for showing up, making an effort, and if kids had to work hard to get there -- rides, etc. And i thank families that helped with getting kids there as well.

I also teach them how to stand on risers or stage for an extended period. There is another teacher who has been posting who outlined how he teaches his students what to do if they or someone else feels faint. I think that is a good idea as long as you can keep the hysteria out of it. It really does happen with prolonged standing and bright lights (heat). I usually have a person watching my students in case that happens -- they get them off stage for me and attend to them. Not frequent, but it does happen.

Last edited by isis (2008-12-08 21:45:25)

KJS01 · 2008-12-09 14:08:59

A couple of other detail things I've figured out over the years:

I create my program several weeks ahead, and then I'm not spending three hours on it the day before a concert. I email the program (specifically the personnel list) to the homeroom teachers to check for spelling and that every child's name is on the program a week or two before the concert. With older grades, the students themselves can check. I consult old programs - and sometimes cut and paste - to see who to include in the "special thanks" portion. (Be careful not to paste in a thanks for a teacher or principal who has retired, however!)

I photocopy every song and put it in a single three-ring binder in concert order. (I feel this is appropriate since I legitimately own every single thing that goes in the folder.) The reason I do this is so that I won't have to worry about having an octavo slide out of my folder somewhere between my room and the concert and then discovering it is missing during the performance. I accompany my own concerts and the students sing from memory, so there are no extra copies onstage to grab if that happens. I make this binder a few weeks ahead of time so that I can get comfortable with using it and make any marks in the music that are needed.

At my school, parents have the option of placing their child on a "do not photograph" list - if any students on that list are in chorus, I have to get special written permission from the parents or I can't videotape the concert. I like to do this a couple of weeks in advance.

Since I prefer not to talk to introduce each song, I write narrations for students to read, and they need to have those at least a week before the concert. I also print them out (in large type, with each narration on a separate page) so that it is easier for the students to read their part in the performance without being distracted by other paragraphs.

I live too far from the school to go home on concert days, so I bring my outfit to school a few days ahead and keep it in my classroom. Even when I lived close to my school, I still needed to have every thread of my concert outfit set out days ahead of time for peace of mind. I also put my video camera and tripod in the cupboard a few days ahead so they're ready to hand off to my videographer. As a migraine sufferer, I make sure I have medicine on hand since stress is a trigger for me.

I also have certain routines that I do only on concert nights. I grab a light fast-food dinner, treat myself to a certain type of coffee from Dunkin Donuts, and usually peruse a small gift shop in the area (a great place to get thank-you gifts if those are needed.) Taking care of your mental health and getting into your performance mindset are almost as important as making sure the programs are folded and the risers are set up.

MENC Forums

Announcement

#1 2008-05-30 07:35:30

Preparing For Concerts

#2 2008-05-30 21:05:36

Re: Preparing For Concerts

#3 2008-12-08 06:48:10

Re: Preparing For Concerts

#4 2008-12-09 14:08:59

Re: Preparing For Concerts

Board footer