Months before your dance studio’s end-of-year recital, you’ll want to confirm the major details such as costumes, venue, and extras you plan to offer your dancers and their families. At least a month prior to the big event, you’ll want to pay attention to programs, which represent a huge part of recital preparations. After that, you’ll want to consider creating recital packets and securing volunteers.
Step 5: Pass Out Packets
Programs aren’t the only documents you need to have in place before the recital. Instead of sending home multiple reminders with students or even electronically through Jackrabbit Dance software, it can be helpful for parents if you communicate all details with them regarding your upcoming recital in a well-organized packet. Of course, you can still utilize your Jackrabbit Dance tools, including the Family Recital detail included in the Recital module as well as the Costume Module, in order to compile family-specific performance lists as well as personalized costume bag labels.
Ideally, a recital packet should include the following details:
- Recital rehearsal dates, times, and locations
- Information regarding recital photos
- Schedule for recital day, including information regarding drop-off, pickup, and parking
- Costume details
- Information regarding ticket prices and purchases
- Order forms and prices for any recital extras
- Any remaining volunteer needs (and related perks)
It may be helpful to hold a mandatory recital meeting which includes parents of all participants. In addition to a recital packet and related meeting, you may choose to communicate any important reminders via text messages, social media posts, e-mails, or hard copy notes as the date approaches.
Step 6: Verify Your Volunteers
If you’ve ever held a recital before, you realize that you can’t do it on your own. And as helpful as last-minute volunteers may be, well-organized volunteers are far more beneficial. Be sure ask people you know you can trust to take care of various tasks without requiring your constant supervision. Start by making a list of all the areas you need to get covered and then start securing enough volunteers to handle all of your needs. Here are some tasks which you might want to consider finding volunteers to cover:
- Helping with parking
- Taking tickets and handing out programs
- Manning flower table and CD or DVD table
- Organizing dancers backstage
- Supervising young dancers
- Overseeing makeup and props
- Collecting props as dancers exit the stage
- Designing and setting up the stage background
- Running the sound system and lighting
After you’ve had volunteers agree to perform various tasks, be sure to confirm with them; when in doubt, always recruit more volunteers than you think you’ll need. Be sure to distribute all information volunteers will need in order to perform their responsibilities; providing check sheets for each position can be helpful.
By securing and organizing plenty of recital volunteers you’ll save your own sanity and make sure every detail comes off without a hitch. To thank your many volunteers, you might want to consider providing each with a T-shirt to wear during the recital or offer another type of thank-you gift.
From the Jackrabbit Dance blog:
JackrabbitDance.com is the leading dance studio software for more than a decade. More than 11,000 studios use Jackrabbit because the system saves them so much time, keeps them organized and simplifies communication with their customers. The beauty of Jackrabbit is the ability to grow and scale your business without outgrowing your software.