Tips for school cultural arts presenters
First, thank you for bringing cultural arts programming to your school.
As performing artists we appreciate the great work PTA / parent volunteers,
teachers and school principals do to enrich their students' educational experience.
If this is your first year as Cultural Arts chair, welcome aboard!
The process may seem daunting at first but there's plenty
of help to be found. Please don't hesitate to ask us for guidance and consider checking in with cultural arts chairs at other schools in your
district.
If you're an experienced programmer, congratulations! Please consider sending us your suggestions to help make this Tips page
more complete.
Over the years traveling to thousands of schools and other performances, we've collected some "Tried & True" tips for successful assemblies that
we'd like to share with you:
[Contact us about a show] [back to top]
Keep a Journal
Since many Cultural Arts volunteers are on board for a few years until their students graduate, it's a good idea to create a
simple journal or notebook with contact info for shows that were booked, copies of contract paperwork, a timeline, and how-to's for booking.
Your Arts-In-Ed file (or cardboard box : ) will be the place to save brochures from teaching artist who'ved reached out to you, plus contracts and other
paperwork for shows you've handled.
Money saving tips:
With budget cuts everywhere, here are some ways to save:
Multiple back-to-back shows & block bookings: With fuel costs on the rise, travel is a big part of the cost you to bring a program to your door. Performers have a joke - they play for free, and are paid for traveling.
Ask if there is a discount
for additional shows on the same day. You may save money by block-booking a series of shows on the same or successive days with another school in your district.
If your program requires an overnight stay-over, you may be able to negotiate a better price by offering host housing with a family in your school, or negotiating a not-for-profit rate at a local motel.
Multiple programs in one year: Some artists will offer a discount for booking a second show with one of their other programs during the
same school year. Referrals to other schools: Some artists will give you a "thank-you" credit towards another performance if another school you
referred books a program. Ask!
Booking the date:
You're almost there! A really good idea: Check with the school secretary and re-check the school calendar before you firm up the performance
date. Things pop up on the calendar all the time, so it's a good idea to circulate a memo - with the
show date - when you book the program so more classes can plan to be in the building on show date. It's a lot easier to move the date before the contracts are done!
Be sure to reserve the performance space (including pre-show set-up time) with your school office when you schedule the date.
Help the paperwork flow ..
Once the program is booked, it's time to make a simple to-do list or set up reminders in your computer calendar.
The artist or booking agency will send you contracts with a due-back date.
It's always a good idea to confirm that performance contracts have been signed
by the school and returned to the artist by the due date, to guarantee your
preferred program date. Also, be sure paperwork needed by any outside funding source
(Granting agencies, NYS BOCES, etc.) is sent in - and back - on time, too.
[Contact us about a show] [back to top]
Help the artists put on a great show in your school:
Check in with the artist a week or two before the show to confirm everything is on track. Confirm show times, payment agreements
and so on. You
may be able to give the artists a "heads up" about rush hour traffic, or which roads may be closed due to construction. This is also
a good time to pass along when your school's buses arrive so they can plan their load-in times accordingly.
Technical needs:
Most artists will send a stage plan or technical needs sheet. The school custodian will need a copy of that.
If they don't, check with the artist in advance about the technical requirements for the show, (stage, lights, tables, chairs, sound,
electrical outlets, etc.)
Keep your school custodians in the loop
by letting them know load-in time, technical needs and so on, and what the will need to do on show day. If the artists don't provide
you with a technical needs sheet, make a written list of the arrangement for the room (how many chairs, seating arrangements, and other needs such as use of a flatbed dolly for equipment, etc.) and give it to the
custodian well in advance of the show.
Please make sure the performance space will be empty and swept clean before the show and that
stage lights - if needed - and power outlets are in good working order.
On Show day
If you can't be there, try to arrange for another PTA member or teacher to greet the artists and show them to the performance space.
Give the artist a specific contact name ahead of time to look for when arriving at your school.
If you have a cell phone, it's helpful to exchange cell
phone numbers with the artists in case you need to call that day.
Hospitality: Artists aren't "rock stars" but they really appreciate a few nice gestures, such as bottled water and directions to the rest rooms. :
- ) If artists are staying over lunch, or visiting another school in your district for the afternoon, a heads-up as to where the locals go for lunch is helpful, too!
Calling classes to the assembly: It's helpful to ask the school office to announce the show around 10 minutes before the start time of each show. This will allow students to make their way to the performance space and be seated so the show can start on time.
During the shows: It should go without saying - it's a great help when teachers stay with their classes, and set the tone for courtesy. This is a great chance for students to learn to be good listeners and cooperate in group activities!
After the last show, artists will need to take down their equipment and "load-out." Giving them a head's up as to when and where the
buses will pick up students can be a big help. This "wind-down-time" is a good opportunity to give the artists feedback about the performance
and exchange creative ideas with them about programming themes they've learned about at other schools.
Right after the program ends:
Listen to the students and teachers for feedback on the show. What could have made it better? What really worked? How can the take-away from the show support the school initiatives?
If you've funded the program through BOCES, this is the time to bring the BOCES Program Confirmation form to the school principal for his or her signature ... then mail it out to your BOCES right away.
Last, but not least, congratulate yourself on a job well done!
Thanks again!
~ Brian & Susan