Before your panic really sets in as to how much needs to be done for concert season, we thought we would put together a checklist to help! Here is our Ultimate Concert Checklist:
2 Months Out:
- Choose concert and dress rehearsal dates (be aware of other events going on)
- Choose Venue (be aware of where to receive keys and alarm codes)
- Ask a student or students to design and create posters and invitations
- Write short press release to put in local paper
6 Weeks Out:
- Get event in all known school calendars
- Create Facebook event (can have students create short video commercials for Facebook page)
- Find accompanist
- Schedule a piano tuner as close to performance date as possible
4 Weeks Out:
- Send invitations to important school and community members
- Get event on school marquee
- Put commercial #1 on Facebook (Provided that you have media releases specific for this)
- Collaborate with Art teacher for students to create 2 invitations for friends and family members
- Have students put up posters around schools and town (If the space allows it)
- Get event on school website
- Get event in PTA newsletter
- Ask parents to be chaperones for event
- Have a student or students create a program design
- Schedule videographer, if desired (ask a parent volunteer)
- Decide on uniforms/ concert dress
2 Weeks Out:
- Decide a stage set up and plan how to execute
- Commercial #2 on Facebook
- Promote future concerts in concert program
- Put your website and Facebook page in concert program
- Get event in school bulletin
- Send home note that explains dress, dress rehearsal times, concert times and other important info
- Confirm with accompanist
- Confirm chaperones
1 Week Out:
- Have students practice entrances and exits
- Practice stage presence and audience behavior
- Print programs
- Commercial #3 on Facebook
- Confirm that all tech needs are taken care of
Day of Event:
- Tech check (just in case)
- Stage set up check
After Event:
- Follow-up with thank-you notes to those important school and community members that attended
- Remove posters
- Celebrate with students on a job well done!