Look What I Can Do!

Developing Outstanding Elementary School Concert

ProgramsPresented by Shawn RobertsMusic Specialist

Saunders Elementary School

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.

Saunders Elementary School

• Classes per Grade Level - 600 students total3 Classes: 5th Grade 4 Classes: 3rd and 4th Grade5 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 Performances2nd/3rd Grade: January Kindergarten: February1st Grade: April

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.

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).

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).

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)

Funding the Concert

• How are you going to fund this concert?– PTA? – Fundraising? – School Funds?

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

CD?

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

Distributing Music (ctd.)• Keeping sheet music on the laptop

will help with printing an extra copy later if needed.

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.

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)

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.

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.

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.

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)

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).

Choose a Set Design• Set Design from “Freedom and Peace

America”Banner: Hung on top curtain, created by Art Teacher (Art Enrichment)

Flag / Statue of Liberty:Art Teacher/Enrichment

Background: Plastic Patriotic Room Setter from Party Store

Patriotic Bunting: Paper patriotic bunting from Party Store

Choose a Set Design• Set Design from “When the Lights All

Shine”Christmas Lights: Red, White, Blue and Green Christmas Lights (controlled from backstage)

Ribbon: Christmas Ribbons (15 total)

Background: Plastic Snow Room Setter from Party Store

Garland and Lights: Garland and Christmas Lights tacked to front of stage

Choose a Set Design• Set Design from “A New Day”

Christmas Lights: Red, White, Blue and Green Christmas Lights (controlled from backstage)

Flowers: Wall flowers created by Art Teacher (and Enrichment)

All Curtains: Blue Fabric (about 60 yds.)

12 ft. Sun: Created by Art Teacher / Enrich-ment Students (9 pcs – center and eight rays)

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)

Pre-lit Christmas Tree: Placed on A/V Cart to be seen by audience

Background: Maroon fabric (20 yds. back-ground only)

Garland and Christmas Lights tacked to stage

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.

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.

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…

Sound Equipment• 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

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.

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.

Fluorescent Lighting with Desk Lamps

Fluorescent Lighting

Desk Lamps

Portable Lighting and Indoor Spot Lamps

Portable Lighting

Indoor Spot Lamps

Portable Lighting and Indoor Spot Lamps

Indoor Spot Lamps on Back of Stage

Full Lighting forGrand Finale

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

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.

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!

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.

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

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.

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

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?

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.

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.

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

Simple Sequence Sample

Taken from “When the Lights All Shine Around the World”

Winter, 2007 Chorus Performance

Sequence Sample with Flower Ceremony

Taken from “A New Day”Spring, 2008 Performance

Sequence Sample for Grand Finale

Taken from “Light the Candles All Around the World”

Winter, 2008 Performance

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.

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.

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.

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.

Program Information

• 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

The Pipe-In• We use our Cafeteria as “Over-flow”

Seating.• Once the Gymnasium is full to

capacity, entering audience members are escorted to the cafeteria.

• We pipe the concert into the television system for the school.

• At some schools, the “Local Low Box” is on the stage.

The Pipe-In• At Saunders, the only Local Low Box

is in the Library.• We run two, one hundred foot cables

(with a booster) from the camera in the center of the gymnasium to the Local Low Box in the Library.

• We use am RF Modulator to convert the signal to a coaxial cable, and then a VCR to reconvert it back to A/V cables.

The Pipe-In• We also keep a television monitor

backstage to help the stage crew keep up with what is going on throughout the concert.

• The stage crew advisor is responsible for asking the camera technician to readjust the camera should the picture not be accurate.

Concert Week Timeline• Three Days Prior to Concert

– Portable Lighting Trusses Set-up on Stage (including floor trusses)

• Two Days Prior to Concert– Cable Set-up for Video Pipe-in

Concert Week Timeline• Day Before the Concert

– Morning• Background Curtains are Hung• Sound Equipment set-up in front of stage

– Mid-Day • Floor Risers arrive and are set-up• After classes are over, sound equipment

moved into place and set-up• All lighting moved into place and is set-up• All lighting and sound equipment plugged-in• All Lighting and Sound equipment tested

Concert Week Timeline• Concert Day

– Morning• Set-up Crew arrives at 9:00am• Classes are combined, condensed and

cancelled• Set-up Crew tapes down all wires/cables as

appropriate• All decorations are put up including

background and wall scenery

– Mid-Day• Dress Rehearsal – 1:00pm-3:00pm

(approximate)

Concert Week Timeline• Concert Day (ctd.)

– Lunch – 3:00pm-4:00pm– Final Preparations – 4:00pm-6:00pm– Change into Concert Outfit – 5:00pm– Students Arrive – 5:45pm– Warm-ups – 6:15pm-6:30pm– Doors Open – 6:30pm– Students Line Up – 6:45pm– Concert Begins – 7:05pm

Concert Week Timeline• Breakdown

– Usually next day AFTER in-school concert.

– If no in-school concert is performed, breakdown is usually that evening.

Where to go from Here…• All of the resources from today’s

presentation can be found on my website:

www.shawnroberts.net

**Follow the link titled: “NNPS Music Teachers”

Questions?

Need Assistance?• Please call me or email me at

anytime…– School: (757) 591 – 4781 ext.

54645– Cell: (757) 619 – 3059 – Email:

shawn.roberts@nn.k12.va.us– Email 2: bsgrw@yahoo.com

Look What I Can Do!

Developing Outstanding Elementary School Concert

ProgramsPresented by Shawn RobertsMusic Specialist

Saunders Elementary School