6 Inspiring Ways to Welcome Members to Your Program

First impressions matter, especially for new students and guardians joining middle school, high school, and community arts and music programs. They might feel unsure, wondering if the program is truly for them or if they're just obligated to be there. But with a little creativity, you can transform that initial hesitation into genuine enthusiasm and belonging.

First year middle and high schoolers, university students, and even adults are pulled in countless directions. Adopting new routines, new pressures, more extracurricular choices, all make retention in music and arts programs an even bigger challenge. And if they don't feel connected to your program from the beginning, the risk of losing them after their first year is significant. Investing time to cultivate a supportive community where everyone including new members (and their Guardians) can feel free to express themselves, not just participate, is an essential part of your role as a Program Director.

Here are six engaging ideas to help you welcome new and returning members and make them feel like an integral part of your program from day one:

1. Fist Bump Greeting at the Classroom Door

A simple, energetic fist bump as students enter the classroom can instantly create a positive and welcoming atmosphere. While it may feel like a small gesture, to a new member it goes a long way in building critical rapport. I used to stand at the door as students entered the classroom and greet them with a smile along with a hand shake, fist pump, and ask, “hi, how are you today”. Keep in mind this simple interaction could be the most positive contact a student has during the day and it will mean the world to them. Your members will look forward to greeting you each day and it will begin to form a lasting connection with each person in your program. My fist bump greeting became a vital tool in getting to know students one on one across several large ensembles.

2. Find My Birthday Peeps Activity

Ensembles (and individuals) do not perform their best unless there is a trust among the members. Spend time with team building activities early in the year to build this camaraderie and trust. One activity I found very powerful is having the students find all in the room who share their birthday month. (this can seem chaotic, however, they become quite determined to find their “people”!) Once in month groups, have them form circles facing each other and share their name and what day of the month their birthday falls on. After a set amount of time, ask random people who and when the birthday is of the person beside them. This fun icebreaker helps students take ownership for connecting on a personal level and is a low-pressure way to spark conversation and discover commonalities. Any activities like this can work. Gather by sections, grade levels, etc. The point is to build trust and connection within the membership of your ensemble.

3. Warm Up Vibes Leader for the Day

Empower new members by giving them the opportunity to lead a warm-up exercise while delivering good vibes to the group. Encourage them to share a fun fact about themselves or something positive that happened to them that day so far / a positive thought for the day. This builds confidence and provides a platform for their voice. In addition to being seen by other members, this has the added benefit of showing the individual what it is like to be in your shoes as a director while giving the ensemble a chance to do different warm ups over time.

4. Adopt a Newbie and Decorate Lockers/Cases

Foster a sense of mentorship and community by having senior students "adopt" a few new members. They can write personalized handwritten notes expressing their excitement for the new student to join the program and offering their support. Then have your Senior Leaders organize small groups to decorate lockers, instrument cases, or designated spaces for new members. This visual welcome makes them feel special and shows they are truly part of the program.

5. Create a Wall of Member Love

Create a vibrant infographic poster featuring photos of each student, their role in the program, and a fun fact about them. This allows everyone to learn about each other in a visually engaging way and helps new members recognize and connect with their peers.

6. Mix It Up Outside the Classroom

Create moments for everyone (including Guardians!) to gather together outside of the classroom. I used to have a “Christmas in July” gathering, before school ever started, as a way to get to know new members (I’d give 9th grade students an opportunity to meet upperclassmen so they could know / recognize them in the hallways during class changes) and start to work together as an ensemble. We would make a day of it working on the National Anthem, Winter Holiday pieces or All State Audition prep, including lunch / snacks in order to have the best bonding time together possible. Again, there are many ways to approach this type of activity. (Labor Day Movie Night, Back to School Grill Out at a local park, etc.)

Remember the 3 ‘C’s’...Caring Continuous Communication is Key

Welcoming new and returning members to your programs is an art in itself. A great onboarding experience will set the tone for everything else that comes next in your program. CutTime can be a creative problem-solver and innovator in your onboarding process. Here's how:

• Seamless Self-Registration and Welcome Messages: Utilize CutTime's self-registration feature to efficiently bring members into your system. Follow up with an automated welcome message to plug folks in right away, providing immediate information and next steps.
• "Newbies" Group for Targeted Communication: Set up a dedicated group in CutTime for all your new members. This allows you to direct announcements containing valuable program.
• "Meet the Performer" Highlights: Include a small "Meet the Performer" snippet in your weekly newsletter, using CutTime's announcements. Shine the spotlight on individual students, especially new ones, to help them feel seen, valued, and truly welcome within the program.

Beyond these ideas, remember to cultivate a supportive community where everyone can feel free to express themselves. Performing can be very intimidating for students which causes them to hold back or not do their absolute best. Consider offering an "Open Office Chair" – a designated space where students can come and sit for personal time out if needed. This was available during class, before and after school, during lunch, or whenever they needed a moment to breathe and compose themselves. I also liked to ‘drill down’ and have my students perform in smaller groups (say 16-20) then gradually pair it down to 8-10 and so on until it gets to the point where they feel comfortable performing by themselves or at the very least with one of two other members. Allow input from newer members on performance material to bring their voices to the forefront. Record a rehearsal and invite them to offer one or two pieces of constructive criticism.

You will be amazed at how intentional effort by you to welcome and engage new and old members can pave the way to stronger retention, more confidence and a lifelong love of the performing arts.