The ‘How To’ Guide

Bringing a Live Performance To Your School for the First Time?

If your school has not welcomed an artist or company before, you may not know where to begin. The following is intended to guide you through the process of creating a “Performing Arts Program” in your school for the first time.

Step 1: Determine the benefits for your school community

Benefits for the Students

  • Gain additional knowledge (cultural, historical, geographical, social)
  • Exposure to culturally diverse performing arts that they may otherwise not experience
  • Encourages an appreciation for arts from an early age
  • Out-of-class time is reduced

Benefits for the School

  • Enhances curriculum; injects arts into school programs
  • Replaces costly off-site school trips
  • Reduces out-of-class time and expenses
  • Reduces liability associated with transporting students by bus

Benefits for the Parents

  • Parents save money on otherwise more costly multiple out-of-school trips
  • Sense of appreciation that children are getting exposure to culturally diverse events
  • Reassurance that the school is committed to providing varied learning opportunities

Step 2: Introducing a “Performing Arts Program” to your school

  1. Present the idea to the school council and administration.
  2. If necessary, survey the parents through the school newsletter or at a special meeting.
  3. Select a school council or staff member to serve as the “Arts Coordinator”.
  4. Inform the parents and staff about the “Performing Arts Program” and tell them the benefits to students, the school and the parents.
  5. Establish funding for the “Performing Arts Program” with the school council or school administration.
  6. Begin planning the “Performing Arts Program” calendar in the spring for next season’s performances.

Step 3: The Planning Process

Ideally, the planning process starts at the end of the school year so that by the start of the next year all events are booked and necessary arrangements are in place for first performances.

  1. Review Prologue performances and workshops
  2. Contact one of the Prologue sales staff for more information
  3. Obtain approval for bookings (from principal, school council)
  4. Confirm bookings with Prologue
  5. Finalize funding
  6. Inform other staff and parents
  7. Arts Coordinator monitors return of forms and payment
  8. Arts Coordinator acts as contact prior, on the day of and after the performance

Hosting a Performance

Prior to the performance, the school is responsible for:

Maximum Audience Size:
Audience Maximums are Strictly Enforced
A fee increase will be applied to all schools that exceed the maximum audience size without prior agreement.
Appropriate Grade Level:
Specific grade levels are suggested for each show, based on curriculum content and level of comprehension required for full enjoyment.
Size of Required Performance Space:
Different artists and companies need different space in which to perform, depending on set and other requirements. Read the technical checklist carefully.
Minimum Room Temperature Required:
Dance artists and companies CANNOT risk injury by performing in a space with a room temperature of less than 21 degrees. Please ensure that the performance space is heated the night before the show.
Student Help Requested:
It is a great experience for interested students to work with the artist or company, under the supervision of a teacher of course, to load in and out sets and props for the performance. This is also a real help to the artist or company.
Other Technical Needs:
Certain common items are needed for the performance, such as: access to electrical outlets and tables or chairs for use during the show. If a TUNED ACOUSTIC PIANO is requested and not available, please let us know so that the artist can bring an electric keyboard.
Student Preparation:
Teachers are encouraged to use the advance resource guide to prepare the staff and students for the performance. Many musicians supply a CD of the music in the show in advance to provide an opportunity for the students to learn the songs or storyline of the performance.

Once the artist/company is at the school, the school is responsible for:

  • Making sure someone is on hand to greet the performers upon their arrival at the school to make them feel welcome. Performers really appreciate the special welcome shown by providing juice or coffee and muffins.
  • Consulting with the company stage manager or performers upon arrival about audience size and grade level, seating and any special requirements.
  • Making sure that your students and staff know audience etiquette. A quiet and attentive audience means that everyone will enjoy the experience.
  • Designating a staff person or student to introduce the performance and to thank the performers at the end of the show.
  • Completing and submitting the Performance Evaluation Form.

Enjoy the show!