A piano recital is a big undertaking for a teacher. Not only are you hosting a large and important event, but you are also prepping a bunch of the guests for exceptional performances! Even the most seasoned event planners would shudder at your task.
But did you know that you actually have a secret army of “Recital Elves” that are ready to spring into action at a moment’s notice… lifting a heavy load from your shoulders?
Who are these magical helpers? Your piano students!
Creating A Community To Host The Best Piano Recital Ever!
Involving your piano students in the planning and execution of your recital is one of the best ways to build a sense of community in your piano studio. In addition, a “community-built” recital will…
- instil a sense of pride in your piano students as they become an integral part of the recital
- add a personal touch to your recital that will be appreciated by parents and other guests
- increase your recital attendance (if your piano kids have an important role, they’ll definitely show up)
- build relationships between you and your piano students and their families
- create the opportunity for your piano students’ other skills to shine
- provide the “student power” needed to include things in your recital that may have just been “too much”
Through careful delegation with your Piano Recital Elf Committee your studio can reap all of the benefits listed above. Keep reading to discover how to get the most out of your special helpers!
How To Create A Piano Recital Elf Committee
Below I’ve listed a range of jobs that I’d recommend piano students take on as part of your newly-founded “Piano Recital Elf Committee”. Spend a few moments considering which students (ages 9 and over) in your studio would best suit each position. If you have a large studio, delegate jobs to pairs of students. Once you’ve made your “hiring” decisions, send an email directed to your students asking them if they would accept their new role as a Piano Recital Elf, and then outlining their responsibilities.
With just one “Recital Elf Committee Meeting” you can check in on everyone’s progress one week before your event. Include parents in the meeting to ensure that everyone is on track. Hand out little labels that your helpers can wear on their shirt to identify them to others as “Recital Assistants”.
And finally… learn to let go and give your elves the chance to be responsible and dependable. It’s tough… but important 😉
10 Jobs For Your Piano Recital Elves
- Program designers: These elves will design the front and back cover of your recital program. Will it look like something from a 5th Avenue shop window? No… but it’s much, much more meaningful.
- Decorators: These elves will design, create and put up the decorations before the recital begins AND take them down. The last part is important 😉
- Greeters: These elves will greet audience members politely at the door, hand out the recital programs and direct the performers to their seats (if you have them seated separately from the guests).
- DJ’s: These elves will provide background music (either on the piano or as a “DJ” with carefully-chosen recorded music as guests are seated).
- Donation Supervisors: Including a place for people to donate to your local food bank or a local cause gives your Donation Supervisor Elves the chance to set up their “booth” and thank those who contribute. These elves then also take the donations to the appropriate charity after the recital is over.
- Photographer: These elves take pictures and video (in a non-disruptive manner) of your event, to be used in your newsletter and on your website and social media (with appropriate permission from all involved, of course).
- Emcee: This elf gives a short welcome speech detailing how your students assisted in the organization of the recital. It doesn’t take the place of your own welcome speech, but instead describes how this was a collaborative event.
- Helpers: These elves assist your very young students in finding their seats, finding their music/pages and feeling excited and happy before their turn to play arrives.
- Caterers: These elves organize refreshments, bake goodies, distribute utensils, plates and napkins, set up tables and then clean everything up after the event.
- Prize Helpers: These elves help to hand out certificates, prizes and/or small treats to performers at the end of the recital.
What Might Your Recital Elves Do?
Have you ever included piano students in the preparations for your recital? If so, what tasks did your students help you accomplish? Do you have any tips gleaned from your experiences? We’d love it if you would share in the comments below!
I absolutely love this idea!! I’m excited to try this and get the students more involved. Will let you know how it goes!
Hi Jennifer – yes! Do let us know 🙂 We’d love to hear how it works for you.
Fantastic! I’ve always had student greeters to welcome folks and hand out programs. But it never occurred to me to have students set up food and help clean up after. In fact, this answers my dilemma this year, since my usual helper is having surgery. Thanks!
Sorry to comment twice, but you got me going…
I’ll provide Elf or Santa hats for all helpers to wear, or something else that distinguishes them. A candy-cane + holly corsage? Jingle bells on a velcro’d collar (to be removed pre-recital)? Oh my, the thought of having help cleaning up afterward! 🙂
Hi Robin – glad to get your wheels turning! 🙂 If it were me I’d print labels with “Recital Assistant” on it and a small graphic. You can go to Avery.com to use their template designer to suit any of their label products. This makes it really easy – just print one sheet and you’re done! 🙂 I’m sure kids would love your hat idea too!
My Christmas recital involves having all kindergarten/elementary students play a Christmas carol before the official school Christmas program begins (I teach some at a private Christian school). It gives the beginners their first chance to play before a group of people without being the center of attention. It’s less stressful because we are off to the side in the gymnasium and there is some background noise while people are coming in. Some students slip out after they play and those who are a part of the school program meet up with their class after they play. It worked well for my students for over 20 years. My “elves” are the older kids who guide the littlest ones along the way. Next year, those littles will be my newest “elves”.
Sounds like a great idea Cheryl!
I love the idea of donating to a food bank. Awesome idea.
I do this every recital – even in the spring (when is a time that the food banks need it even more so after the holiday “rush” is over). It’s easy for families to participate and the amount of donations you collect is really inspiring 🙂 I like to show my students how they can use their music for good… and this is an easy-to-implement way!
I’ve had a program design contest for years, and it’s been very fun. I award a $10 prize to the winning designer, in a thank you card, at the recital They don’t know who won until they get to the recital. If I really feel ambitious, I will display all the entries at the recital too.
Thanks for a bunch of great tips!
I have done this recital I’m about to describe before and it has always been successful. This year I’m putting a little twist on it! I call the recital “Christmas around the piano” it involves the kiddos in the planning process, as well! The recital piano is placed in the center of the room with songbooks available on top of the piano. I put an on deck stool next to the piano for children who want to play next. It’s kind a like an open mic . I involve parents and grandparents to play their favorite Christmas song as well. A child can play their selections as many times as they like as long as the yield to the on deck chair first and a student that hasn’t had a chance to play.
It takes the trepidation totally away and invites participation from all. They truly feel like performers. The refreshment tables are also very special, which by the way are open throughout the whole event. There’s lots of singing, eating, talking and merriment right through the performances. I do not set up chairs, ( I do leave a few around the room for seniors to sit )
Three refreshment tables: Santa table, which we serve hot chocolate, peppermint sticks, coffee tea and cookies.
Here in the US little elf dolls called “Elfies” are invited via a hand written letter by the children to their elves to please show up at the elf table. The children are not allowed to touch the elves because if they do the elfies will lose their magical power, ✨at this table are only miniature snacks and sandwiches and of course the invited personal elves that show up, with little nametags around their neck!
The third table is the reindeer table which of course will have vegetable platters with dip and fruit platters.
every family contributes to the recital planning by contacting me via email so there are no overlaps in product. My food menu is complete and ready to go. I do make programs which students hand out. I ask everyone to wear their favorite Christmas outfit. This kind of recital frees up the teacher to be able to mingle, nipple, sing, play and be a part of the celebration in a unique way.
The best part of this celebration is that the people that always leave early, don’t! No one is bored, parents get to share kids are free to roam.
Sounds absolutely fantastic!
Love this ideas