EDUC 3872

Elaine Kao
June 2014

Concert Planning Assignment
For this assignment I am assuming I teach in Victoria, BC and am planning a concert for my
Grade 9-12 ukulele group.

Who?
-class of around 30 ukulele students: theyre responsible for practicing repertoire, bringing their
instruments, helping set up and taking down, spreading the word of the concert.

-parent volunteer drivers: they need to fill out driver forms, help transport students to and
from the venue, some need to help transport sound system and other equipment (potentially
drums, and bass), some need to help with refreshments for the students after the performance

-teacher (me): responsible for organizing concert and parent volunteers, arranging concert
venue time and place, creating invitations to be handed out to parents, friends, colleagues,
administrators, other schools and general public; collecting all necessary forms; leading
students and making sure they dont wreak havoc on the venue, conducting, encouraging
students, remind them to have fun, make sure the space is left as clean or cleaner than it was
before we arrived; thank you notes to venue staff, parent volunteers, and other helpers after
the event.

-venue staff: make sure booking information and details are accurate, equipment, stage set-up,
provide chairs for front row of student performers

What?
-Spring Ukulele Concert: showcase what the students have learned so far in a semi-outdoor
venue. Invitations will be sent out to other schools as well to try and expand the public interest
in a middle/high school ukulele program. The venue is downtown Victoria close to many tourist
attractions so visitors from around the world can experience the music as well.
-in my fictitious music program, students are encouraged to create their own music solos or
ensembles in addition to group repertoire. If they wish, they have the opportunity to perform
these pieces at the concert as well if approved by me.
Why?
Having a performance planned gives students an opportunity to share what theyve learned
and developed. They can get a sense of accomplishment and become more excited about their
instruments. It also gives them a short term goal to work towards while they develop long term
musical proficiencies.
Performances will also give parents and the community a chance to see what the students are
capable of, and may even inspire others to take up the ukulele.
For the teacher, its an opportunity to see all the students hard work come together in a
setting outside of the classroom.
Its an opportunity for students to be proud of themselves, parents to be proud of their sons
and daughters, teachers to be proud of their students, and administrators or other community
members to realize the good and importance of musical education.

Where?
Market Square.
Market Square is home to some of Victorias finest outdoor performances and events. Each season
brings new sights and sounds to the courtyard; from visiting bands and choirs in the spring, through the
busy summer season, to the celebrations at Christmas time.
One of the citys oldest landmarks, Market Square is centrally located in downtown Victoria. Just one
block south of Chinatown and an easy 5-10 minute walk from the Inner Harbour. A must see for
visitors on vacation; a regular stop for locals enjoying some of the best shopping and dining in the city!
Market Square ~ http://www.marketsquare.ca/information/our-story/
There are often musical and dramatic performances in Market Squares semi-open space. I
have performed there several years in an annual ukulele Christmas performance. Rather than
make my students suffer the cold with only a few heat lamps to keep them warm, I thought
having a concert in Spring would be much more enjoyable for the performers and spectators.

When?
-Concert: On a Sunday in May because the flea market is open from May-September and would
draw a larger audience.
-discuss concert details with school administrators in January
-book venue by beginning of February at the latest, request adding concert information on the
Market Square website in the Upcoming Events section
-send out invitations to the performance to parents, administrators, colleagues and other
members of the community in February-April
-collect forms such as parent volunteer driver forms by the last practice before the
performance

How?
Concert plan:
May 4
th
: Hypothetical concert date at Market Square at 12pm
10:00 am: Students arrive, meet in green room where well warm up and go over the repertoire
order. Theyll also meet back here after performing for some treats. Students will help set up
stage area- sound equipment, drums, bass, chairs. Sound system check.
10:30 am: Students should have all arrived, start vocal warm-ups, tune ukuleles, run a few
pieces. Go over order of repertoire to be performed.
11:15 am: Students who have solos or smaller group numbers have some time to practice
together. Other students can practice things they think they need to work on, make sure they
remember lyrics to songs.
11:45 am: Students stand in the order theyll walk onto stage, head to stage and final sound
system check with group.
12:00 pm: Concert start. Announce group, welcome audience, thank-yous.
1:30 pm: Concert end. Thank-yous, information on the group, and opportunities to become
involved with the uke community. Info about other concerts coming up for the ukulele group,
as well as other music groups of our school.
1:45 pm: Students and audience can mingle a little bit while we take down and load our
equipment back into parent volunteer cars. Students can also have some juice and cookies in
the green room.
2:00 pm: Meet back in green room for post-concert chat. How do they feel the concert went?
What did they enjoy the most? What do we need to work on? Important that everyone leaves
happy and satisfied.
2:15 pm: parents take students home. Teacher leaves last.



Sample memos
Memo to administrators:
Dear Principal Somebody,

The Grade 9-12 Ukulele group and I will be performing at Market Square on Sunday, May 4
th
at
12:00 pm (noon). Parent volunteer driver forms will be going out and will be returned by April
28
th
. Because most parents will just drive their own child(ren) to and from the venue, I dont
expect many driver forms. However, I will provide a list of students participating and their
mode of transportation for your records.
It would be lovely if you are able to attend the concert as well. Let me know if you have any
other questions.
Sincerely,
Elaine Kao

Sample letter of invitation
Dear parents of ukulele students in Gr.9-12,
You are invited to our Spring Concert at Market Square, Sunday, May 4
th
at noon.
There will be a range of musical styles performed by our very talented students who have
worked hard for the past several months. We hope you will join us in celebrating our successes,
and a few breakthroughs. In addition to music performed as a group, we will feature a few
soloists and smaller ensembles.
If you are unable to drive your child to and from the concert venue, please let me know and we
can arrange for a ride. If you are able and willing to drive students who dont have rides, please
fill out the attached volunteer driver form and return to me by April 28
th
.
Please share the date with all your friends and family. This is a free concert at a lovely semi-
outdoor venue. If you wish to volunteer, please contact me as we are always grateful for a
helping hand!
Sincerely,
Miss Kao



Concert Program order
Students will be assigned to announce specific pieces, give a little bit of background on the
piece and introduce any soloists.
1. Hes A Pirate mass number
2. William Tell Overture mass number
3. Blue Moon/Santa Catalina/Silhouettes mass number
4. Henne Henne (Hawaiian song) solos sung by ______, ______, and _____
5. Hawaiian Rollercoaster Ride mass number
6. (solo piece by _______)
7. (quartet with drums and bass)
8. Abba dabba Honeymoon mass number, ukulele solos by ______, _______, ______
9. (solo piece by ________)
10. (solo piece by _______)
11. Here Comes the Sun mass number
12. (small ensemble)
13. Beatles Medley mass number
14. (original song composition by student)
15. Hava Nagila mass number