Concert Prep for Beginners | Amateur Bands & Choirs Track Readiness, Split Roles

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Concert Prep for Beginners | Amateur Bands & Choirs Track Readiness, Split Roles

This beginner template helps amateur choir, concert band, and orchestra members prepping for a concert track each piece's readiness from 6 months out and split venue, flyer, and stage roles. The 4-page whiteboard: page 1 sets date, venue, pieces, and goal and counts back in 6 stages; page 2 grids each piece's readiness by part and lists trouble spots; page 3 picks your practice focus and builds a 4-rehearsal plan; page 4 assigns roles and the day's flow through to a retrospective. The task board has 3 columns - in progress, awaiting check, done - with 4 parent tasks matching the 4 pages, each with 3 subtasks, all starting in progress with deadline and owner blank. Rewriting the "e.g." notes for your group walks you from choosing pieces to packing up after the show. Members collaborate on a limited-share board, publishing just the programme notes on a separate embedded board. Sheet-music copies, royalties, ticket sales, and admission aren't covered here.

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① How to Use This Board (Start Here) ② Date & Venue ③ Pieces to Perform ④ Audience & Goal ⑥ Decide Early ⑦ Likely Snags ⑧ Piece x Part Readiness Grid (rows =... ⑨ Trouble Spots ⑩ Note-Reading & Pitch ⑪ Ensemble Slips ⑫ Sort ⑧'s grid and ⑨-⑪'s notes by re... Low readiness x low visibility Low readiness x stands out Ready x low visibility Ready x stands out ⑬ Rehearsal Schedule (assign the prio... ⑭ Venue & Reception (from ②'s venue) ⑮ Flyer & Programme ⑯ Stage & Music Stands ⑰ Recording & Wrap-Up ⑱ Concert Day Flow ⑲ Post-Concert Retrospective (feed in... Concert Prep Board How to use (4 pag... Goals & decis... Rules, roles &amp... Trouble spots &am... Insights & ideas 1/4 Set the concert f... Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Log each piece's ... ↙ 3/4 Writing orderFrames ②-④ → the countdown in ⑤ → then ⑥ and ⑦ Using the examplesRewrite the "e.g." notes for your own group. The marks in ⑧ are ◎ performance-ready, ○ nearly there, △ shaky in places, × not started Match part names to your groupe.g. band: woodwind, brass, percussion; orchestra: strings, winds, percussion e.g. Concert day: a Sunday in November, 2 p.m. start e.g. Small hall at the civic centre (300 seats) e.g. Only the morning of concert day is free for a hall rehearsal Note the venue booking deadline too e.g. Piece 1: a bright opener march e.g. Piece 2: the group's signature hometown song e.g. Piece 3: the main suite (about 15 min) Add the running order and each piece's role e.g. Give families and the local community an enjoyable evening e.g. Aim for an audience of 150 e.g. Play the main suite all the way through without slipping Only write goals the group has actually agreed on ⑤ Timeline (Worki... 6 months out - choose pieces e.g. Decide the pieces in ③ and confirm how you'll get the sheet music with the group 4 months out - venue & schedule e.g. Book the venue from ② and set every rehearsal date 3 months out - flyer e.g. Make the flyer and decide where to distribute it 1 month out - programme e.g. Write the programme notes and print the programme 1 week out - rehearsal e.g. Run through in concert order and check lineup and entrances/exits Concert day e.g. Follow the flow in ⑱ and look back in ⑲ e.g. Whether to pay a conductor or accompanist, and how much e.g. The budget ceiling from group funds Start writing this from early in ⑤ e.g. Unsure about sheet-music copies or royalties → check with your group's rules and office e.g. Few dates when everyone can attend rehearsal Note who to ask when you're stuck Soprano Alto Tenor Bass Piece 1 e.g. ◎ Can sing it straight through e.g. ○ Pitch unsteady in the second half e.g. △ Bar 12 entrance e.g. ○ Volume too quiet Piece 2 e.g. ◎ Off book e.g. ○ Lyrics are shaky e.g. △ Entrances don't line up e.g. △ Entrance comes in late Piece 3 e.g. ○ High notes go thin e.g. △ Drops after the key change e.g. △ Falls behind in the fast section e.g. △ Drops after the key change Piece 4 e.g. ○ Little dynamic contrast e.g. ○ Unsure on fiddly passages e.g. ◎ Can sing it straight through e.g. × Notes not learned yet Piece 5 e.g. × Haven't read the score yet e.g. × Haven't read the score yet e.g. △ Chords sound muddy e.g. △ Chords sound muddy e.g. Pitch drops after the key change in piece 3 e.g. Tenor entrance in piece 1 comes in late at bar 12 From ⑧'s △ and ×, note the piece and bar e.g. Alto hasn't learned the notes for piece 3 e.g. Soprano and alto haven't read the score for piece 5 Also note how many rehearsals you want to finish in e.g. Entrances in piece 2 don't line up e.g. Soprano falls behind in the fast section of piece 3 Note what you notice when the whole group plays together 3/4 Pick your practic... → 4/4 4/4 Assign concert da... 縦軸: Readiness (to... e.g. Fiddly inner-voice passage in piece 4. Fix it gradually in sectionals e.g. The key change in piece 3, the piece 2 entrance, the piece 5 chords. Pick these as your practice focus and assign them in ⑬ e.g. Tenor part of piece 4 (◎ can sing it straight through). Just confirm in the full run-through e.g. The opening of piece 1. Run it once every rehearsal so it never slips Priority piece Sectional Full run-through Rehearsal 1 e.g. The key change in piece 3 e.g. All parts check pitch together (30 min) e.g. Run piece 3 (20 min) Rehearsal 2 e.g. The entrance in piece 2 e.g. Tenor and bass line up the entrance (20 min) e.g. Run pieces 2 and 3 back to back (30 min) Rehearsal 3 e.g. The chords in piece 5 e.g. Each part checks its chord notes (30 min) e.g. Slowly put piece 5 together (20 min) Rehearsal 4 e.g. All pieces in concert order e.g. Fix only the remaining △ spots (20 min) e.g. Run through in concert order (60 min) e.g. Confirm load-in time with the venue e.g. Set up the reception desk and signage e.g. Assign 2 members based near the venue How to assign: start with members with the smallest role on stage e.g. Distribute the flyer by ⑤'s 3-month mark e.g. Include ③'s piece notes in the programme e.g. Assign 1 member who writes well plus 1 checker How to assign: ask for volunteers first, then assign e.g. Draw a chair and stand layout diagram e.g. Plan how to reposition between pieces e.g. Assign 1 member from each part How to assign: one member per part e.g. Record audio and photos (check with the venue first) e.g. Make a checklist of what to bring back e.g. Assign 2 members plus family helpers How to assign: ask helpers who aren't performing too Gathere.g. 10:00 gather. ⑯'s team sets up the stage, ⑭'s team preps reception Rehearsale.g. 10:30-12:00. Run through in concert order and check the fixes from ⑬ Doors opene.g. 13:30 doors open. Hand out the programme at reception Concerte.g. 14:00-15:30. Reposition between pieces following ⑯'s plan Pack upe.g. 16:00-17:00. Check ⑰'s list for anything left behind, then pack up Performance Logistics Audience Within the group Went well e.g. The key change in piece 3 held together e.g. Reception never got crowded e.g. The hometown song went down well e.g. Splitting roles let us focus on rehearsing Ran into trouble e.g. The chords in piece 5 stayed muddy to the end e.g. Repositioning took too long e.g. The flyer went out late e.g. Work piled up on a few people Next time e.g. Start hard pieces 6 months out e.g. Hand out the layout diagram the day before e.g. Make the flyer 4 months out e.g. Pair up 2 members per role → 2/4 Log each piece's ... ↙ 3/4 Pick your practic... → 4/4 Assign concert da...
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Task board contents

In progress 16 items

Frame the concert
Log piece readiness
Pick practice focus
Assign concert roles
Set date & venue
Choose your pieces
Plan the countdown
Build piece grid
Mark readiness
List trouble spots
Sort into quadrants
Choose the focus
Build rehearsal plan
Venue & reception
Flyer & programme
Run day, look back

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