School Assembly Planning Guide

School Assembly Planning Guide

Planning, choosing, finding assembly ideas, and presenting school assemblies can be a little daunting for parents and teachers that have been given this as a new task.  Where do I go to get school assembly ideas?  How do I find quality, dependable, and engaging are the school assembly programs?  How do I put it all together to provide students with enriching school assemblies?  This school assembly planning guide will provide you with everything you will need to know ensuring that your assembly choices and presentations will meet the requirements and expectations of your school and students.

School Assembly Directory Download

The Top Six Tips for successful school assembly planning!

Let’s start with general school assembly information:

  1. School assemblies generally fit into two categories:
    • Educational school assemblies that are clearly connected to Educational Standards with connections that support curriculum and standards.
    • Fun rewards assemblies that can feature standards and non-standards based programs used as an entertainment reward for goals that students have met.
  2. The length of a school assembly is usually 1 period long or up to 60 minutes.  Time varies depending on the presenter and the program.  You should discuss time with each presenter you book for your school assembly programs.
  3. There are different types school assembly programs you can choose from:
    • All school assembly programs – kindergarten through-5-8th grade.
    • Grade range specific assemblies – for example Kindergarten through 2nd grade or 3rd through 5th grade.
    • Grade level specific assemblies – all second graders or all kindergarteners.
    • Classroom visits – generally 1 classroom visited at a time, but this can also vary depending on the presenter you are interested in.
  4. Cost for primary school assembly programs will vary from $250 to over $1000 depending on the number of assemblies you choose, number of performers in a program, and your location.
    • Single assemblies – one program for one period.
    • Double assemblies – two programs generally completed performed back to back. Variations and modifications are often made to accommodate student schedules and you will need to discuss variations with the performer or presenter when you are booking or determining the fees for assembly programs.
    • Triple assemblies – 3 assemblies performed at your school.
    • Additional assemblies can be discussed with performers and presenters.
  5. The numbers of students attending a primary school assembly can vary depending on the type of program you book.  If there are restrictions to the number of students who can participate the presenters will explain that to you at the time you contact them for assemblies.

Tip One:  Choose standards based or rewards assemblies.

This decision will enable you to find the assembly that will best fit your purpose.

  1. Educational school assembly.  You will first have to decide on the educational content you want to showcase with an assembly.   For example, you may want to bring in performing arts enrichment assemblies (dance, music, or theater), or you may want visual arts programs, or you may want anti-bully, character or red ribbon week assemblies, or you may want science or animal assemblies or language arts programs. These decisions will help you as you search out ideas for performers and presentations that meet your needs.
  2. Rewards Assembly.  You can choose a standards based program for this as many of the programs listed are both educational and fun.  However, there are some programs that are focused on performance and fun and for a rewards assembly you could simply choose to have a magician, or a juggler, or a balloon program which do not have standards connections.

Tip Three: Address these school assembly fundamentals.

  • What dates and times are available assembly programs (check school calendar)?
  • Will assemblies take place inside (a classroom, multipurpose room, or theater) or will the presentation be outside (you will need a plan for bad weather).
  • How many assemblies do you need for your student population – one, two, or more?
  • What will be the grade level mix per assembly or program – K-2 and 3-5?
  • What is the length of the assembly needed – 30 minutes, 45 minutes, or 60 minutes?
  • Understand some basic staging.  Is the program on the floor or on a stage? Is there a PA system and microphone, table, chair, and if needed a dressing area (dance programs often need this) available?
  • Do you need to deal with school district purchase orders?
  • Do you need PTA contracts?
  • Are there insurance requirements?
  • For animal programs, does your district allow petting of animals at the end of the program?

Tip Four: Find assembly ideas and choose performers

  1. Once you know what you want, visit our home page and choose “Look For” “Who Can” and “To Do” to narrow your search for a program that fits your needs.  From there you can watch videos, obtain more information, and contact artists directly for booking and pricing information.
  2. Select “Artist List” from the navigation bar to explore all the artists and possibilities offered here.
  3. Choose “Programs Coordinator” if you would like us to help you find programs.  We’ll do the work for you.
  4. Download a School Assemblies Directory to look at ideas.

Tip Five: Ordering your primary school assembly program.

When contacting the artist, presenter, or performer you will need:

  1. Your school information: address and phone number, dates and times, number of presentations, and the program you are interested in.
  2. To get a confirmation on their current pricing including mileage fees and deposits.
  3. To provide them with information about any contract or insurance requirements.
  4. To go over any of their requirements – tables, chairs, PA system, etc.
  5. Provide your contact information for confirmations, contracts, and follow up information.

Tip Six: Presenting your primary school assembly program. 

  1. Be sure you receive an invoice, contract, or written confirmation within 2 weeks of booking your program.
  2. Always CONTACT the presenter at least one week prior to the assembly. 
  3. Confirm the date and times for the program you have requested.
  4. Find out when they will arrive, do they need any special parking for loading or unloading, and get a cell phone number in case of an emergency (late arrival or weather).
  5. Let the presenter know who will be meeting them or where they should check in.
  6. Check to see if there are any special requirements that the presenter will need – table, chairs, PA system, or set up time.
  7. Be sure and let the school office know that there is a program or presentation on the date at the school.