12 Essentials for a Flawless Performance (with Checklist!)

Your annual concert, recital, or show is more than just a performance; it's the culmination of months of dedication, a powerful educational tool for your students, and a moment of pride for families and the wider community. While you've undoubtedly "nailed". the rehearsal side of things for your band, choir, or orchestra, don't let the crucial logistics and communications stuff fall through the cracks! Taking care of the operational side is just as critical to delivering a truly memorable and enjoyable experience for everyone.

Here is a 12-point checklist - complete with helpful hints and recommended best practices - to ensure you're set up for success before your next performance arrives:

1. Reserve the Venue: Secure your space - whether it's the school auditorium, a community center, or an off-campus performing arts center - six months in advance to guarantee an optimal date and location. Once confirmed, add the event details to your public and district calendars so families and fans can save the date right away. CutTime enables you to do this in just a few clicks!
2. Choose Program Selections: Search for literature that will both challenge your performers and delight your audience. Don't forget to look for inspiration by searching CutTime's shared libraries within your district or the wider community.
3. Lay Out the Run of Show: Detail the structure of the event: Who is handling the welcome? Will there be breaks between selections to share background stories with the audience? Are intermissions necessary? How will you handle announcements, thank yous, and the final close? A smooth sequence keeps the audience engaged and your performers enjoying more of the moment.
4. Recruit Volunteers: It truly takes a village! Enlist parents, students, and alumni well ahead of time - people's calendars fill up fast! Clearly post your volunteering needs (ushers, concession staff, backstage helpers) with the event date. With CutTime, you can allow members and outside guest to sign up and receive automated reminders 24 hours before the event.
5. Notify the Custodial Staff: This is a non-negotiable step to ensure your venue is clean and ready. Forget this, and you might find yourself frantically cleaning up the aftermath of a prior event! Send a personal message to your school janitor or facilities team with your concert plans. Pro-tip: a small token of appreciation, like a box of chocolate, goes a long way to guarantee their enthusiastic support.
6. Set Up Ticketing to Raise Funds: Selling tickets, even for a nominal fee, is a great way to bring additional funds to your program. Avoid the hassle of collecting cash, handling checks, or managing a card reader at the door. Leverage tools like Simple Raise that can instantly add ticket sales to any event you create in CutTime, providing a convenient online store and a handy gate flier with a QR code for advanced and on site ticket sales.
7. Begin Advertising and Promoting: ideally, this follows the set up of your ticket sales. Get your students involved by having them deliver a fun morning PA announcement. Add the Simple Raise store QR code image and/or ticket purchase URL to your weekly newsletters and social media posts.
8. Notify Your Administration: Your higher-ups are busy, but they don't want to miss an opportunity to show their support for your program. Send a personal message to each person with a direct link to your event listing on the District Calendar. They won't want to miss the chance to see your students shine.
9. Plan and Purchase Decorations: Elevate the atmosphere and make the performance even more memorable with decorations. If your event is seasonal (Winter, Spring), visuals definitely reinforce the mood. The best time for shop for a ready supply is right after a major holiday to take advantage of the sales.
10. Organize Concessions/Reception: Decide if your patrons will purchase snacks/beverages or if you are hosting a post-performance reception. Tap a trusted person to organize this part of the event - you don't want to go to Costco and lug everything yourself! Remember to account for everything: the food/drinks, cups, plates, napkins, signage, and payment collection if selling items.
11. Confirm Equipment Readiness: Inspect all technical and physical equipment. Are your lights, audio, music stands, chairs, and risers in good working order? Test the audio and lighting in the weeks leading up to the concert, recital, or show. You don't want a dirty, broken, or missing piece of equipment to dampen the artistry you and your students have created.
12. Create Your Program: A well put-together program helps your audience follow along and serves as a treasured momento. Don't skimp on the design, as parents, grandparents, and friends love seeing their student's name in print. Print extra copies - they go amazingly fast!

The importance of planning ahead cannot be overstated. By addressing these twelve logistical steps, you clear the way for your band, choir, or orchestra to focus purely on the music.

To make your life even easier, download a copy of our Performance Checklist below with space for your personal due dates so you can keep on top of these important planning items.

Most importantly, play your hearts out! Take a moment to fully enjoy the opportunity and privilege you have to create music and art with your students each and every year.