STEP 4 – INVITE SCHOOLS AND TRACK ATTENDANCE
Connect with school boards in your area and invite all schools to bring their grade 6-10 students to the event. The TRNP graphics team would be happy to create a customized promotional poster for you, as well as a customized e-invitation that you can send to board superintendents, school principals and community leaders. Please note that ALL promotional materials must be approved by TRNP.
The following material will help you to promote the event:
Link to sample promo poster – please let TRNP Events Director know if you would like a customized poster
Link to sample e-invitation – please let TRNP Events Director know if you would like a customized e-invitation
The following documents can be used as well:
For each school who would like to participate in the event, gather the following information:
School name, address, and distance to venue
Information for school contact
Cell phone for an attending staff member
Attendance information (if you have multiple dates, determine which day the school will be attending)
# of students attending
grades of students attending
# of staff attending
total attendance number
# and type of special needs seating required (if any)
# of buses the school will be sending
amount of financial assistance for busing being provided by TRNP
arrival time at venue (once busing schedule has been created)
departure time from venue (once busing schedule has been created)
Pre-show package information (see STEP 6)
# student concert booklets required (one per student)
# teacher guides required (one per attending staff member)
# bracelets required (calculate 15% of total students attending)
# song download cards (same number as bracelets)
when pre-show email has been sent (should be sent at least 2 weeks prior to the event)
when pre-show package has been sent (pre-show packages should be shipped so they arrive at least 7 business days before the event)
Specific notes about any special needs of each school or any issues that schools would like Robb to be aware of or to focus on.
As you track attendance numbers, make sure to leave some seats for guests and last-minute adjustments.
Once you have confirmation of numbers from each participating school, prepare a seating chart and a busing schedule to ensure that the flow of students into and out of the venue is as controlled and orderly as possible. The TRNP Events Director can help you develop a seating chart and a busing schedule. Make sure to block off a section of seats for guests when you develop the seating chart.
Here is a sample seating chart from a SuperShow at the Burton Cummings Theatre in Winnipeg:
It is recommended to have the seating chart prepared as a picture as well as a list of seating assignments. The TRNP Events Director can help you to prepare a picture form of the seating chart if you are unsure of how to approach this.
The following document can be used to keep track of participating school information: