Laying the Groundwork

Incredible! Another calendar year is history and now it is time to kick off the 2024 spring semester. The months ahead will be a blur of conventions, contest preparations, musicals, pep band, jazz band, solos and ensembles, fundraising, and the best things - making music with our students. If we are not super intentional, we might neglect spending appropriate time focusing on budgeting and recruiting. Laying the groundwork for a successful school year starts right now. Two of the most critical components to a strong band and orchestra program are recruiting the right students and securing adequate funding through the budgeting process.

Recruiting

There is no better time to think about recruiting for next year than right now! The first step is to find out when your next crop of potential band and orchestra students have to make final decisions on whether or not to participate starting in the fall. Use that as your target date and find many opportunities to spread your message and reach potential students prior to that date.

What choices do students have? What class choices are you "up against" as you recruit for your program? There are advantages and disadvantages to the structure of every district so leverage the things that are in your favor and be stronger than the obstacles by being creative and persistent. Line up school visits with performances at elementary schools wherever and whenever possible. Visit the classrooms of potential students to introduce yourself and talk about the awesome things about the band or orchestra program. Bring select high school students that will make a great impression, who will identify with the kids, and talk about how much fun they are having. Get information home to parents early and often. Recruiting is a year-round task that will absolutely bear fruit and benefit the program literally for years to come. 

• Visit with counselors and administrators about recruiting for your program.
• Prepare letters to all students in the fifth grade (or other corresponding grade).
• Create posters to hang in elementary classes and hallways.
• Schedule a recruiting concert or assembly.
• Write articles for school publications, the website, parent folders, the newspaper, etc.
• Find ways to reach potential students at least once per month throughout the spring semester. Getting the word out once or twice is NOT ENOUGH!

Budgeting

One of the blessings of working with so many school districts is seeing what is working and what is not, especially when it comes to funding and administrative support. Districts that provide exceptional facilities, staffing, scheduling, and funding do so because of directors making a strong case for what they need and why they need it. Administrators do not inherently know what you need, and they have a hundred other requests pulling at their time, attention, and available funding. Here are some suggestions for you to consider as we start this semester. 

• Be Positive - How do your administrators feel when you walk in their office? How do they feel before they open one of your emails? Are they dreading the interaction because it is always about something that is wrong, or have you worked to build and develop a positive, collaborative, and trusting relationship? Stay positive and be sure to consistently pass along the GOOD things that are going on in your program, with your students, and with the school in general. Administrators have a very difficult and often thankless position where they deal with one problem after another. Be a bright spot in their day. Not only is this helpful in developing a positive school climate, but it is helpful to build the trust needed for the next step, which is to ask for things. 🙂
• Just Ask! - One of the surprising things I observe is how often educators are apprehensive to ask their administration for things. It is easier to just "take what you get" with your budget and complain to everyone around you than build a strong case for what you need, why you need it, and then take the initiative to present your requests to the people that can make a difference. Don't take the easy path. Instead, build your case, frame it in a positive manner, and then present it in a timely manner before budgets are set for the coming year.
• Raise Awareness - Both with your administrators, parent support group, and even fellow colleagues need to know what financial demands are on the horizon. Here is a quick list of items to consider when building your budget requests. 
  • When are budgets for your building and/or district compiled and presented to the board? In other words, when are budget requests due?
  • Who is in charge of the budgets?
  • What is your current budget? What needs are being met and what problems occur because of underfunding?
  • Do you request adequate funds for:
    • Music for all performing groups
    • Dues and association fees
    • Festival entry fees and transportation
    • General office supplies and equipment
    • Instrument maintenance and repair
    • Instrument replacement and expansion (Do you have a five-year plan? If not, talk to us! We can help!)
    • Uniform replacement and expansion
    • Technology and electronic equipment - sound systems, front ensemble amplification, microphones, recording equipment, tuners, metronomes, computers, mixing consoles, software, etc.
    • Method books and other educational resources
    • Support staff, drill writers, adjunct instructors, etc.
    • And yes...the list goes on and on 

The final tip as we kick off the new year is to utilize your resources. At the top of the list should be our team at Palen Music Center. We take pride in the contribution we make to bolster you and your program by providing excellent repair, helpful visits, quality instruments, and reliable services. We have walked in your shoes and understand the joys and challenges of teaching. Please let us know if you have any ideas and feedback or if there is anything we can do to support you. Here's to an amazing 2024!