Look What I Can Do! Developing Outstanding Elementary School Concert Programs

1. Look What I Can Do!Developing Outstanding Elementary School Concert Programs Presented by Shawn Roberts Music Specialist Saunders Elementary School

2. Before we begin… • Please understand that the way you operate your concert season is based on the administration at your school. • The process described in this presentation comes from a school where the availability for concerts is made readily available throughout the school year.

3. Saunders Elementary School • Classes per Grade Level - 600 students total 3 Classes: 5th Grade 4 Classes: 3rd and 4th Grade 5 Classes: K and 2nd Grade 6 Classes: 1st Grade • 4th and 5th Grade Chorus Program with Leadership Circle • Performances: September, October, December, March, May and June • Grade Level Performances 2nd/3rd Grade: January Kindergarten: February 1st Grade: April

4. Timeline • Creating a timeline is the most important part of preparing for a concert. • The timeline serves as a checklist to ensure that all tasks are complete. • The timeline can help in delegating tasks to other individuals that will help you in the process of preparing for and executing the concert.

5. Choose a Theme • Choosing a theme before choosing music will help in choosing music to match the theme. • Choose Music • Choosing music early helps with preparing to hand music out. • Music is usually handed out six months prior to concert (or at the beginning of the school year if concert is earlier in year).

6. Choose Music • Choosing music early helps with preparing to hand music out. • Music is usually handed out six months prior to concert (or at the beginning of the school year if concert is earlier in year).

7. Selecting a Date • Select the date early • Get the date approved and on the school calendar • At Saunders, we have a dress rehearsal the day of the concert (usually from 1:00pm until 3:00pm)

8. Funding the Concert • How are you going to fund this concert? • PTA? • Fundraising? • School Funds?

9. Practice CDs • Are you going to use a Practice CD? • Are you allowed to make a Practice CD?

10. Distributing Music • First: Is copying allowed by the publisher? • At Saunders, all students are required to have a portfolio in Grades 2-5. • If copying the music is allowed, make the music into a song book. • Scan the music into laptop and create the songbook in Microsoft Publisher • Create a songbook with word only in Microsoft Word

11. Distributing Music (ctd.) • Keeping sheet music on the laptop will help with printing an extra copy later if needed.

12. Arranging Ensembles • At Saunders, we arrange our classes into ensembles. Each ensemble has atleast two classes. • Create a Student/Parent Agreement • Sending out an agreement form early will help in getting a commitment from parents.

13. Create a Student/Parent Agreement • Sending out an agreement form early will help in getting a commitment from parents. • At Saunders, all chorus students are required to agree to a Chorus Handbook with a Membership Agreement Form. • Students and Parents commit to attending every concert. • This results in a 90% attendance ratio at every chorus concert. • Students who do not attend a concert are placed on a Plan of Action. If they miss a second concert, they are dismissed from Chorus. (this has never occurred)

14. Choosing a Narrator • Choose a Narrator who would be good at reading the narration for the performance. • At Saunders, teachers and administrators are used as narrators for every concert.

15. Choosing a Technical Staff • At Saunders, students who are not in the Chorus Program may apply and interview for a position on the Technical Staff. • The Technical Staff operates all of the non-performing jobs for every concert throughout the year. • Only 4th and 5th Grade Students are eligible to apply for the Technical Staff.

16. Technical Staff Advisors • We use three advisors to supervisor the technical staff during the performance. • Each advisor is responsible for a group of students and carries a walkie-talkie for communication. • Advisor Roles: • Greeter / Lobby Advisor – Front of House Advisor • Back of House Advisor – Sound Technician • These individuals, in addition to the director are responsible for supervising the Technical Staff students and ensuring they are successfully completing their jobs.

17. Technical Staff Students • Report to Greeter/Lobby Advisor • Greeters (4 students) • Report to Front of House Advisor • Ushers (6-8 students) • Report to Back of House Advisor • Stage Crew (3-5 students) • Report to Director (highly qualified students) • Lighting Technician • Camera Technician • Media Technician (PowerPoint Presentation)

18. Choose a Set Design • Designing a set does not have to be hard. • Have the art teacher at your school help you in designing a set. They can create… • Banners – Props • Background Designs – Scenery • If the color of your stage curtains does not work, you can hang different colored fabric over the original curtains (get permission if necessary).

19. Choose a Set Design Banner: Hung on top curtain, created by Art Teacher (Art Enrichment) • Set Design from “Freedom and Peace America” Background: Plastic Patriotic Room Setter from Party Store Flag / Statue of Liberty: Art Teacher/Enrichment Patriotic Bunting: Paper patriotic bunting from Party Store

20. Choose a Set Design Christmas Lights: Red, White, Blue and Green Christmas Lights (controlled from backstage) • Set Design from “When the Lights All Shine” Background: Plastic Snow Room Setter from Party Store Ribbon: Christmas Ribbons (15 total) Garland and Lights: Garland and Christmas Lights tacked to front of stage

21. Choose a Set Design Christmas Lights: Red, White, Blue and Green Christmas Lights (controlled from backstage) • Set Design from “A New Day” All Curtains: Blue Fabric (about 60 yds.) Flowers: Wall flowers created by Art Teacher (and Enrichment) 12 ft. Sun: Created by Art Teacher / Enrich-ment Students (9 pcs – center and eight rays)

22. Choose a Set Design • Set Design from “Light the Candles All Around the World” Christmas Lights: Red, White, Blue and Green Christmas Lights (controlled from backstage) Background: Maroon fabric (20 yds. back-ground only) Pre-lit Christmas Tree: Placed on A/V Cart to be seen by audience Garland and Christmas Lights tacked to stage

23. Create a Floor Plan • Choose your set design first, then create a floor plan that entails the set design. • Although it is almost impossible to get a floor plan to scale, it is important to be as close as possible. • When setting up your stage, realize that some things may have to move due to the impossibility of the plan being to scale.

24. Sound Equipment • Many elementary schools do not have adequate sound equipment for good concerts. • The Sound Equipment at Saunders Elementary School is from the 1970s. • Last year, the school bought new sound equipment, but it has not been mounted yet. • We will use it as a portable system until it is mounted.

25. Sound Equipment • Half of the equipment used for our concerts belong to the school, the other half is optional. • The next slide lists the sound equipment we use for our concerts…

26. Non-powered Mixer 2 Powered Mixers 2 Speaker Stands 2-4 Monitors 2 Speakers 2 CD Players Wireless Microphone System (2 mics, 1 system) Multiple Wired Microphones Hanging Condenser Microphone 2 Condenser Microphones (on mic. stands) Microphone Stands (# based on # of mics. used) 4 50ft. Speaker Cables 2-4 25ft. Speaker Cables Multiple Microphone Cables Multiple Instrument Cables 2 - 1/4” to 1/8” Cables (for CD Players) 1/8” to 1/4” Instrument Cable for Laptop Portable Recorder Sound Equipment

27. Lighting Options • Many elementary schools do not have adequate lighting options for good concerts. • There are three options for lighting the stage at Saunders Elementary School • Top front stage lights (burnt out, cannot be fixed) • Top center fluorescent lighting (burnt out) • Back center fluorescent lighting • Fluorescent lighting is not adequate for creating an exceptional concert.

28. Lighting Options (ctd.) • There are many options when it comes to lighting a stage. • Here are some options we have used… • Option #1. Use desk lamps to assist in lighting the stage with the fluorescent lighting. • Option #2. Use indoor spot lamps that you can buy from your local hardware store. • Option #3. Purchase portable lighting that can be used and stored as needed. • Option #4. Combination of any of these.

29. Fluorescent Lighting with Desk Lamps Fluorescent Lighting Desk Lamps

30. Portable Lighting and Indoor Spot Lamps Portable Lighting Indoor Spot Lamps

31. Portable Lighting and Indoor Spot Lamps Indoor Spot Lamps on Back of Stage Full Lighting for Grand Finale

32. Lighting Costs • What does it cost to have this type of equipment? • Portable Lighting $319.99 • www.musiciansfriend.com • Includes: 8 PAR38 cans, 2 trusses, console and 2 relay packs

33. Lighting Costs (ctd.) • Indoor Spot Lamps: $10.99 each • You will need many of these in order to have enough to light the entire stage. (I used 18 for the stage only without fluorescent lighting) • If you use fluorescent lighting in addition to these lamps, you could get away with using less. • They use 60 watt PAR20 bulbs. • Desk Lamps: $8.99 each • I only used these in addition to the fluorescent lighting on the stage.

34. Lighting Costs (ctd.) • Before buying or using any lighting, ensure that you fully understand how it works and what you will need to make it successful. • Ensure to do a dress rehearsal to run the entire program prior to the concert. This ensures you will not blow a fuse or overload a circuit during the concert. • Always put lighting on a different circuit than sound…you can perform without proper lighting, you cannot perform without sound!

35. Posters • At Saunders, we print posters and place them around the school. • You can go to OfficeMax and blow it up to a larger size so it can catch more student attention. • Flyers are also sent home to every student on the day before the concert so that more students come out to the performance.

36. PowerPoint Presentation • There are two different philosophies on using PowerPoint Presentations during concerts… • They take away from the performance. • They add to the performance. • At Saunders, we use PowerPoint Presentations for all of our Performances

37. PowerPoint Presentation • We use presentations for several reasons… • For informational purposes • Remind audience to TURN OFF Cell Phones • Simple Etiquette Reminders • Song Titles • To help audience keep up with the song we are singing. • INTERMISSION • To inform audience that the concert is not over, but that there will be a short intermission.

38. Costumes and Props • During Chorus Concerts, students wear a white “Saunders Elementary School Chorus Program” Embroidered Polo Shirt. • Students DO NOT take the shirts home…shirts stay at school. • For Grade Level Performances… • Uniform/Costume is based on the theme and the amount of work the classroom teachers want to contribute. • For February, Kindergarten Teachers are tie dying t-shirts shirts. Jeans will be worn with the tie dyed shirts

39. Costumes and Props • Any other costumes and/or props are kept extremely simple. For example… • Blue and red leis and small American Flags for patriotic concert • Light sticks on lanyards (worn around neck) • Flashlights (with paper flames) to represent candles • The philosophy is…keep the focus on the music. After all, that is why the audience is coming to the concert. Right?

40. Prelude Music • Philosophy…the audience has come to hear music, so let’s make them sick of music. • When the doors open thirty minutes before the performance, the sound technician plays the Prelude CD, which has music that relates to the performance.

41. Audience Focus • During transitions, it is easy to lose the audience. • Again, the philosophy…the audience has come to hear music, so let’s make them sick of music. • In-between songs, we use narration to keep the audience focused on the performance. • During the narration, music is used to keep the musical aspect of the performance.

42. Performance Sequence • The performance is broken down into sections. • These sections are called “Sequences.” • Each sequence ends with a song being sung by the performing ensemble. • Contents of a Sequence • Narration (with transition if necessary) • Student Action (if necessary) • Song

43. Simple Sequence Sample Taken from “When the Lights All Shine Around the World” Winter, 2007 Chorus Performance

44. Sequence Sample with Flower Ceremony Taken from “A New Day” Spring, 2008 Performance

45. Sequence Sample for Grand Finale Taken from “Light the Candles All Around the World” Winter, 2008 Performance

46. The Sequence and Narration • The Sequence and Narration is the mastermind to the program. • The Sequence and Narration is the script and stage instructions for the entire production. • Write the Sequence and Narration early to ensure you can work out the bugs before it gets to close to the concert.

47. The Sequence and Narration • Process • Begin by composing the narration for the performance. • Add the stage directions for the students and director first. • Add the directions for the rest of the positions one by one. Use a different color for each position. • Print the entire Sequence and Narration and review before continuing.

48. The Sequence and Narration • Process (ctd.) • Go through and highlight each position’s job duties. • Print each copy with the job’s position highlighted to help the student/technician/advisor to see their tasks.

49. The Program • All Concerts at Saunders Elementary School have a program to go along with it. • Our programs range from simple one page programs to complex eight page programs. • Putting the right information in the program will help inspire the audience to enjoy the performance.

50. Title / Ensemble for Performance Director / Narrator’s Names Program for the Performance Concert Etiquette Guidelines About the Director Students’ Names Advertisements for CD/DVD Sales and Future Concerts Technical Staff Students’ Names Acknowledgements Program Information