It’s December 1st – you know what that means. Music teachers are concert planning.

For most music teachers, December is a chaotic time. The time of year where we feel anxious and stressed beyond belief. I know it’s concert season because I start to leave my belongings in other classrooms when I travel teach – oops!

In any case, this year marks my tenth winter concert and I’ve learned a few strategies along the way. I’ve taught in several schools and have often gotten feedback about how organized my concerts are. That’s how I plan them. To me, an organized concert means I can enjoy the performance without pulling my hair out with nine thousand questions on concert day. Today, I want to share some of those strategies to help you with a simple plan for your concert.

Early Concert Planning

Tip #1 – Plan your program early!

When I say early, I mean the beginning of the year – or earlier. I typically plan both my concerts in June! This allows me to order new repertoire as needed and decide on a theme (if I’m planning on) and how I will acknowledge various holidays in the winter concert. I usually keep my repertoire on a Google Sheet so I can keep track of what songs were performed at which school and when.

Tip #2 – Be Aware Of Your Performers

Sometimes that awesome song or band piece isn’t the best fit for your current group of students. I usually keep the up and coming grade in mind when I begin my concert planning. This year, I had brand new chorus students in 5th and 6th grade due to last year’s virtual learning. Since I knew I’d likely have a smaller ensembles made up of beginners, I selected easier 2-part harmony pieces, and that’s ok!

Tip #3 – Lock Down Your Concert Date (and an inclement weather date!)

Try to meet with your principal at the end of the year (or beginning of the school year) to set a concert date and also a plan for bad weather. The sooner you do this, the more likely you will secure a date that works for your rehearsal and teaching schedule. Don’t wait!

Tip #4 – Collaborate with Colleagues

I am lucky to work with a wonderful instrumental instructor who is always ready to assist with concert planning! I know this isn’t everyone’s situation, but don’t be afraid to include others in your planning! For example, what are your fifth graders learning in Social Studies during the Spring? That could give you a great idea for a concert theme!

Time To Start Practicing!

Tip #5 – Start Practicing Songs 2-3 Months Before The Concert

There are some music teachers who will say the earlier the better. This truly depends on your teaching situation – and you know your kiddos best! I see my students once a week for 38 minutes and I find I am able to prepare them well within the time span of 2 months. I usually start teaching winter concert songs the day after Halloween! However… you might adjust this timeline if you see your students multiple times a week or for longer stretches of time.

Tip #6 – Share Your Songs With Colleagues

If you teach elementary music, your students likely learn a lot of songs through repetition (especially if they’re K-2 students!) Sometimes, music class once a week isn’t enough repetition. I mitigate this by sending the concert songs to classroom teachers and asking them to play the songs whenever they have time. Usually they will do this during snack time or students packing up to go home and it squeezes in a few more listens for the students.

Tip #7 – Create Movements To Help Students Remember Lyrics

This is helpful especially if you teach early elementary students. Movements help students remember what words come when! You can search for movement ideas on YouTube, come up with your own, or (my favorite) ask the students for their ideas!

https://youtu.be/z2dwt5CPLyI

Concert Planning Season

Tip #8 – Communicate with Families AND Colleagues

I like to send a letter home about one month before the concert. Early in my career, my principal would send home communications regarding concerts. Lately, I prefer to write these letters myself. Why? I think it’s important for families to know who I am and understand how much pride I take in my work. I DO make sure my letter is approved by administration before it is sent home – every time. Here is a concert letter template you can use as a guide if you’re interested.

Some important things to consider if you’re planning on writing your own concert letter…

• Date of the concert
• Time of the concert
• Who are the participants (performers)?
• What is the dress code for the concert?
• What materials do students need to bring on concert day? (instruments, music folders, etc…)
• What can students and families do to ensure a positive concert experience?

Tip # 9 – Consider Recording A Rehearsal For Students To Hear

Sometimes I wish the students could hear what I hear. There are only so many times I can say “Sing louder!” “Fill the room with your voice!” “Memorize your parts!” “Fix the wrong notes at measure 11!” Sometimes telling them is not effective. They need to hear it. To demonstrate my point, sometimes I will record a run through of a piece using a voice recording app on my phone; then I will play the recording for students to hear for themselves. Often when I do this, students will say something like, “We sound horrible.” This is a great opportunity to facilitate growth mindset and help students identify areas of strength (and difficulty) and develop mindset to improve. For example, “We can improve our sound by putting more effort into our vocal warm-ups.”

Tip #9 – Audition Any Soloists 3-4 Weeks Before The Concert

If you’re featuring any soloists in your concert, be sure to make these decisions early. This allows students to gain comfort and confidence in their role as a soloist by practicing it during rehearsals with their peers and eventually leading up to performing in front of an audience. Avoid making any last-minute decisions about soloists. I learned this the hard way one year.

Tip #10 – Involve Your Art Teacher If They Are Willing

Art and music really go hand-in-hand. If you have a good rapport with your building art teacher, ask if they’d like to assist in making some decorations to make the concert experience more special (extra bonus if the students make them!) Another fun idea is to host a contest for a student to draw and design the concert program cover. The winning design appears on the front of the programs! It’s another extra step that adds an extra feeling of ownership among your students.

Concert Week for Music Teachers

Tip #11 – Know Your Staging Situation And Plan

What will your concert look like? Will it take place on a stage? Will your singers stand on risers? How many risers does your school have? What will you do to arrange students on stage? How will you organize students so that everyone will be seen and heard?

Here are some things I do as I start to work out my staging situation…

1. Inventory of # of risers, chairs, and music stands (if I don’t know this already, I ask the head custodian)
2. Knowledge of student heights (I don’t do height order but I consider heights in my staging process)
3. Knowledge of student behaviors (try to avoid putting students next to each other who will distract each other!)
4. How many students will need to fit within the riser or staging set-up – plan accordingly especially if safety is a concern.

Here’s a riser staging plan I created for one of my smaller ensembles. Again, the names and faces are blurred for privacy but you can at least get an idea of what my plans look like before my concert rehearsals begin.

The best part is you can always change your staging plan once you start practices. If someone is goofing off, not visible on stage, or needs to be moved, you can move them! I shift students around often during rehearsals so it’s a smooth experience on concert day.

It’s also helpful to have a LINE order for when students go onto stage. I typically have my students enter in single file but I’ve also seen many music teachers have students enter in two lines. Just make sure you have your students practice entering and exiting SEVERAL TIMES before the concert. They will need to practice it.

**PRO-TIP FOR ELEMENTARY STAGING: It takes a bit of extra time, but consider using masking tape to mark spots where students will stand or sit. I usually use a measuring tape to measure where exactly students will stand (sometimes I window/stagger them!) Then I use a sharpie to write a number on each piece of tape. During concert rehearsals, I tell the students to remember their number and put their two feet together to cover the piece of tape! This helps a ton with spatial issues and gives kids a “focal point” when getting to their spots on the stage and/or risers!

 

Tip #12 – Rehearse Your Students IN THE PERFORMANCE SPACE

You should try to coordinate your concert practices as early as possible (I try to get rehearsal dates when I schedule my concert dates!) I always try to advocate for a minimum of 2 rehearsals ESPECIALLY for early elementary. I don’t always succeed, but I try my best to get my students the rehearsal time they need before the big show!

Tip #13 – Plan Your Program

• Write repertoire pieces in performance order
• Be sure to credit the composer and/or arranger
• Acknowledge soloists, guest conductors, etc…
• Credit students who participate in voluntary ensembles in the program
• Make sure you acknowledge everyone! This includes the superintendent, arts supervisor, principal, secretary, custodians, art teacher, classroom teachers, etc…

**BONUS TIP – Consider using QR codes to share other important information with audience members! Planning a sing-along finale? Use a QR code to give parents the lyrics. Audience etiquette? QR Code! Music scholarship opportunity? QR code! Here’s an easy website you can use to generate QR codes!

Tip #14 – Plan Your Concert Speech (if you’re giving one)

Confession – I hate public speaking. I feel awkward and I get nervous! I would just prefer to get up, conduct the concert and go home without saying anything! Generally, I try to avoid long winded speeches for this reason and also because I try to keep the attention off of myself and on the students. Usually my principal will say a few words at the beginning or the end of the concert. If I DO give a speech, I usually write something in advance so I don’t make a fool of myself. If you’re anything like me, I recommend planning what you’ll say in advance!

Tip #15 – Consider Filming The Concert

No, it’s not to put it on YouTube. Reviewing the video after the performance will help you grow as a music teacher and also serve as a great opportunity for students to reflect on their own performance. If you have a camera, excellent! If not, maybe someone can film on your cell phone or device. I usually select two aspiring YouTubers among my 5th grade students to film the concert. They love helping out with filming!

Tip #16 – Assign “Helpers” for Concert Day If Needed

Helpers could be staff, student leadership, or really well-behaved students. I’ve used student helpers to assist me in the following ways…

• Distributing programs
• Videographers (yes, students film my concerts!)
• Runners (these students will “fetch” classes and ensembles before their performance time)

Tip #17 – Send any necessary information to classroom teachers in advance

What is necessary information? It might include…

• The date/time of the concert
• The dress code for students
• Things students need to remember from home (instruments, etc…)
• Report times for tuning, warm-ups, etc…
• Concert line order
• Any Concert “Helpers” You Need!

Concert Day

Tip #18 – Breathe. You’ve Planned for This.

If you’ve followed most of the tips above this should be the easiest day of the entire process. If you’ve communicated thoroughly, the questions you get today will be minimal or nonexistent. Treat yourself to a coffee and dress in something that makes you feel like the outstanding professional you are. Now you get to enjoy it!

Tip #19 – Check Sound, Warm-Up Students

Prior to the concert, make sure you double check all microphones, speakers and warm-up your students thoroughly. Don’t forget to tune!

Tip #20 – Enjoy Your Concert!

 

Post Concert

Tip #22 – Send A Thank You Email ASAP

It’s important that your co-workers and administration know how much you appreciate their efforts in making the concert a success. It’s also good manners.

Tip #23 – Allow Students To Watch Their Performance And Reflect

Looking for a concert reflection activity? Check out my best-selling concert reflection worksheet for older students! I also have a concert reflection for younger students.

Tip #24 – Party!!!!!

Okay, not literally. I do like to plan small celebrations for my chorus students with juice and cookies to congratulate them on a job well done. It’s a chance to take a break from the concert planning and enjoy some time with your students. You’ve earned it!

 

Do you have an idea to share about concert planning? Leave a comment below, or contact me!