Choosing and bringing assembly programs to your school can be a very tricky task. As a Cultural Arts volunteer, you have to come up with a list of excellent programs for the upcoming school year and manage to stay within your budget at the same time! Then you have the responsibility of choosing the programs that will really "work" for the children: assemblies that will keep their attention, teach them something new, entertain them and be presented in a professional manner. Finally, you have to convince principals and teachers that your choice is the best one. As performing artists we travel to hundreds of schools every year, meet many other artists in showcases around the US, and have collected some "Tried & True" tips for successful assemblies that we would like to share with you:

• Keep a Journal: Since many Cultural Arts volunteers keep the position for only a year or two, it is a good idea to create a journal with information on the shows booked. This info should include a description, price, date of show, artist contact info, grades that attended, and an evaluation of the performance. In this way, you help future Cultural Arts volunteers know which programs were a success, when they were last presented, to whom, and how to contact the artist again.
  
  
• Money saving tips: With budget cuts everywhere, it is always a good idea to try to save money while still bringing quality programs to your school.

  Coupons and special offers: Many performers and agents offer lower rates during certain times of the school year (e.g., September and other "quiet" times). Also, check websites as you may find special discounts for shows.

  Block Bookings: Many artists would prefer to have more than one show at your school. Always ask if there is a discount for additional shows on the same day. Also, try to find one or more schools in your area and bring the artist in for a series of shows during the same day or week. In this way, you may be able to negotiate a much better price, Don't be shy! Ask if the artist offers any special rates.

• Which show to choose? With a veritable "ocean" of programs out there, it is often hard to choose that special one just by looking at a brochure.

  Check if there are any showcases available during the year in your area. If so, you may be able to watch short segments of 20-30 different shows and meet the artists personally. In addition, you'll meet Cultural Arts people from other schools. To assist you with this vital task, we have collected a list of showcases. If you know of showcases that we may have missed, please contact us! (ctcshows@optonline.net) Call the artist and check if there is a performance in your area that you can attend. This is the best way to see how the show works with a live audience.

  Ask the artist for references. Try to call and talk with other school representatives who have recently hosted the show. Ask the artist for a demo video or DVD, and check their web site when available.

• Help the artist put on a great show in your school!

  Try to be in the school to welcome the artist, to introduce the principal, to enlist the aid of the custodian, and to make sure that all preparations go smoothly. If you can't attend, try to arrange for another PTA member to host the artist. Always make sure that the artist gets (in advance) a specific contact name to look for when arriving at your school. Please send the artist valid and updated directions to your school well in advance to help insure that shows will start on time. Artists are often traveling to areas they are not familiar with, and you may be able to give them a "heads up" about how to avoid rush hour traffic, or which roads may be closed due to construction.

  Many artists need to have a quiet place to get ready before the show begins. Try to arrange a room or space next to the performing area with a table and chair. A nice gesture would be to provide your guest artist with a cold/hot drink. Please extend hospitality.

  Technical list: Check with the artist in advance about the technical requirements for the show, e.g. stage, lights, tables, chairs, sound, electrical outlets, etc.). In most schools, one of the key elements for a successful event is the school's custodian. Make a written list of the arrangement for the room (how many chairs, center aisle, etc.) and give it to the custodian well in advance of the show. If the performance will be on the stage, please make sure that it will be empty and swept clean before the show. Make sure all stage lights have been checked and that burned out bulbs have been replaced. If possible, have spots focused on the stage area.

For comments and suggestions, please email bendor@optonline.net and put "Tips for Successful Assemblies" in the subject line. Thanks!