Top Tips for Planning a Student Concert: Rehearsals, Tech & Logistics

Part 3 of the Student Concert Success Series

This is the final post in the Student Concert Success Series! If you’ve already planned your concert and helped your students feel ready to shine, it’s time to bring it all together.

This post will cover how to structure rehearsals, set up your space, manage transitions, and pull off a smooth, joyful event.

👉 Start with Part 1: Timeline & Repertoire
👉 Read Part 2: Student Roles & Communication

Introduction

Welcome to the final post in the Student Concert Success Series! If you’ve followed along, you’ve:

• Mapped out your concert planning timeline
• Selected the right repertoire for your students
• Involved every student in meaningful ways
• Helped students manage stage fright
• Communicated effectively with families

Now, it’s time to bring it all together.

This final post is all about the practical side of concert execution:

• Organizing rehearsals that prepare students (without exhausting them)
• Managing the setup of your space and tech
• Creating a smooth, memorable concert experience

Let’s dive in and get your concert-day ready!

1. Planning Effective Rehearsals

Rehearsals are where everything comes together. But they don’t have to be overwhelming or chaotic to be productive.

Types of Rehearsals to Include

• Classroom Rehearsals – Practice pieces individually and in sections
• Combined Group Rehearsals – Bring classes or ensembles together if needed
• Dress Rehearsal – Full run-through with transitions, tech, and student roles
• Optional “Preview Performance” – Invite another class or younger grade as an audience

Keep Rehearsals Focused

Use a whiteboard or projector to outline the rehearsal plan, so students know what to expect.

• Warm-up and settle
• Rehearse selected pieces (in order or focused sections)
• Practice transitions (walking on/off, cueing, adjusting mics, etc.)
• Wrap-up with reflections or encouragement

Tip: Use timers or music cues to manage timing during rehearsal.

2. Concert Day Setup & Equipment

Preparation = peace of mind. The more you think through the setup, the smoother your day will be.

Physical Space

• Chair setup (for performers, audience, or both)
• Risers or platforms, if needed
• Clearly marked spaces for each class or group

Tech & Equipment

• Microphones (test levels!)
• Instruments (tuned, labeled, and placed)
• Backing tracks or digital audio
• Projector or slides (with a clicker or assigned tech helper)
• Extension cords, power strips, and backup batteries

Create a Concert Kit: Tape, scissors, markers, paper towels, water bottles, extra music copies, safety pins, name tags, a clipboard, and tissues. Trust me—you’ll need at least three of those.

3. Managing Transitions & Student Movement

A concert’s success often comes down to what happens between performances.

Smooth Transitions

• Use student MCs or narrators to fill the space between acts
• Have a clear system for groups entering/exiting the stage
• Pre-assign seating or waiting areas for each group

Student Supervision

• Assign support staff, older students, or parent volunteers to help manage classes
• Provide activities (quiet games, coloring) for students waiting backstage

Rehearse the transitions just like the music!

4. Creating a Memorable Experience

Your concert should feel like a celebration—not just for families, but for students.

Add Special Touches

• Decorate the space with student art or class-made posters
• Let students introduce their pieces or reflect on what they’ve learned
• Include a group finale or singalong
• Hand out certificates or a keepsake (even a class photo works!)

Encourage Reflection

After the concert:

• Hold a class discussion: “What went well?” “What would you do differently?”
• Let students write or draw about how they felt
• Send thank-you notes or emails to volunteers

Tip: A short highlight reel or photo collage makes a lovely post-concert email or bulletin board display.

Wrapping Up the Series

Congratulations—you’ve made it through the full Student Concert Success Series!

You now have a roadmap for:

• Planning and scheduling
• Repertoire selection
• Inclusive participation
• Managing nerves and communication
• Rehearsals, tech, and performance day logistics

Whatever size your concert is, remember this: It doesn’t have to be perfect to be powerful.

Your students will remember how it felt to perform, to contribute, and to be celebrated.

Here’s to a smooth, joyful, music-filled concert!

Plan Your Best Concert Yet! 🎶

Get organized and stress-free with our Concert-Day Standard & Deluxe Checklists — a two-in-one download designed for busy music teachers!

✅ Choose the simple checklist for a quick prep guide or
✅ Use the deluxe version for detailed, step-by-step readiness.

Perfect for ensuring every detail (and every student!) is concert-day ready.

DOWNLOAD your FREE Concert-Day Checklists HERE!

📌 Don’t forget to bookmark or share this series with your fellow music teachers!

Would you like more music teaching strategies? Check out these related posts to keep your lessons fresh and interactive! 

Blog Post: Best Warm-Up Routines for the Music Classroom

Blog Post: Benefits of Body Percussion Activities

Blog Post: Music Trivia Showdown

Blog Post: Musical Elements in Peter and the Wolf

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