How to Book a School Assembly
copyright 2002 by Harlynne Geisler
“To
speak is to sow; to listen is to reap.”
Turkish proverb
Congratulations! You've just become
the assembly coordinator for your school. Now you have to book the assemblies, but
you've never done it before. Here's the answers to the questions you're thinking.
Where
do you find assembly performers?
Ask the school staff, previous program
chairpeople, public librarians, and other performers whom they recommend. Attend
shows at the public library, coffeehouses, and festivals.
Questions to
ask before hiring assembly performers:
Note: When calling to book an
artist, first identify yourself, your position, and your school. If you are looking
for a performer for a specific occasion, date, or age level, state this at the beginning
of the conversation. It may save time for you both. For instance, you may need a
storyteller for spooky tales at a Halloween assembly for junior high students on
October 28 from 9:00 to 9:30 a.m. Perhaps this particular performer only has scary
tales suitable for elementary students or is already booked for another engagement
for that morning. She or he may be able to suggest someone who can fulfill your requirements.
1. What experience do you have as a performer in schools?
2. Can you give me
any references?
3. Can you send me a brochure?
4. Where can I see you perform?
5. What do you charge? (Only ask this after explaining exactly what you are hiring
the performer for, as this may make a difference in the fee. If you can’t afford
the fee, the performer asks for, don’t be afraid to tell her or him what you can
afford. Often performers are willing to negotiate.)
Questions to ask once
you've hired an assembly performer:
1. Do you have any special requirements,
such as a mike on a stand, a glass of water, children seated in rows on the floor,
blackboard, particular type of introduction, etc.?
2. How long is each assembly?
(Let the artist know if s/he must stick exactly to the time allotted.)
3. How
much time is needed between shows?
4. Does s/he have an introduction s/he wants
you to read, or special things s/he'd like you to say during your own introduction?
5. May the show be videotaped or audio taped? (Never spring this request at
the last minute. Ask in advance if you plan to tape an assembly.)
6. Does s/he
have a contract to be signed? (If the performer doesn't, send a confirmation letter
clearly listing directions to the site, its address and phone number, the name of
the person in charge, dates and times of all presentations, specific details on what
the performer is hired to do, and what your obligations are, such as providing a
mike or copying handouts. NEVER change the schedule or any details without informing
the performer in advance. Notify the performer if invoices need to be sent and to
what staff person and address.)
Preparing for the Assemblies:
1. Make sure that the room you're using for the assemblies does not have anything
else scheduled to be in it at that time. Be sure that the assemblies are listed on
any scheduling calendar for that room and for the school. (You don't want half the
school gone on a field trip that day!)
2. Make sure the staff knows about the
assemblies' date and times and which grades are coming to which assembly. This is
generally done through the school secretary. If the performer has asked that the
grades not be mixed (such as no kindergartners at the sixth graders' assembly), be
sure the staff knows.
3. Make sure that all the performer's requirements (such
as mike on a stand) can be met. Always do this weeks in advance, and then check on
this the day before the assemblies.
4. Make sure that the performers' payment
is arranged, and tell the performer if extra paperwork needs to be filled out.
Saying
thanks to an assembly performer:
Flowers, a good meal, or a sign made
by the students is always a nice touch, but a letter that mentions specific things
that the children and staff enjoyed and learned from the assemblies--including feedback
on how to improve them--is most appreciated. An excellent way to say thanks to a
good performer is to recommend them to other schools. That way you support the artist
and the art.
More about one assembly performer:
Storyteller
Harlynne Geisler's answers to "Questions to ask before hiring assembly performers"
and to "Questions to ask once you've hired an assembly performer" are below.
Also read her School Assemblies and Workshops page. Then call or
e-mail her at the offices of The Story Bag; A Storytelling
Newsletter to find out more about her Multicultural Folk Tales, Spooky Stories, or
Holiday Tales assemblies and to learn how she can spend a full day at a school teaching
the students, staff, and/or parents about storytelling and creative writing.
Storyteller
Harlynne Geisler's answers to "Questions to ask before hiring assembly performers":
1.
What experience do you have as a performer in schools?
I have told for hundred
of thousands of students in elementary schools in California, Illinois, Idaho, Texas,
New Mexico, Washington, and Oregon since 1980. (I’d be happy to add your state to
the list of where I’ve performed--just book me!)
2. Can you give me any references?
See my School Assemblies and Workshops page.
3. Can you send
me a brochure?
Actually, you might consider all my web pages
that you are browsing as a giant brochure, but I'd be happy to send you any other
information you need.
4. Where can I see you perform?
See my A
Calendar of Upcoming Storytelling Shows and Workshops page which lists public
shows at libraries and festivals. Ask me what schools I am telling at in your area
so you can observe, if the school gives permission.
5. What do you charge?
My fees depend upon your location and number of shows. I am willing to work within
your budget, so feel free to tell me exactly what you have to spend on my assemblies.
Storyteller
Harlynne Geisler's answers to "Questions to ask once you've hired an assembly
performer":
1. Do you have any special requirements?
I like to
have a mike on a stand and the children seated in rows on the floor, but I am flexible
about the seating arrangements.
2. How long is each assembly?
My assemblies
run approximately 40 minutes, once the students are seated, and I do pre-show activities
as they come in. I can fit my shows to your schedule, however.
3. How much time
is needed between shows?
It's a good idea to have at least 15 minutes between
shows to allow one group to get out and the next to get settled.
4. Does s/he
have an introduction s/he wants you to read, or special things s/he'd like you to
say during your own introduction?
I introduce myself, so it's one less thing
you have to take care of.
5. May the show be videotaped or audio taped?
Pieces
of my shows may be taped, as long as no complete story is taped. I do not have copyright
permission from publishers for this.
6. Does s/he have a contract to be signed?
I will send you two copies of a performance confirmation. You can mail one copy back
to me once you've checked the details. On the day of my visit I will give the school
a packet of reproducible handouts to tie storytelling into the curriculum.
Storyteller
Harlynne Geisler
858-569-9399
Tales from the Story Bag
5361 Javier Street
San
Diego, CA 92117-3215
Fax: 858-569-0205
E-mail: storybag[a]juno.com
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