10 Practical Tips to Ensure Your Festival Experience Goes Smoothly

Festival season is one of the most exciting and nerve-wracking times of the year for music directors. Months of preparation, rehearsals, and fine-tuning all lead up to a single performance where your students get the chance to showcase their hard work. However, even the best rehearsed ensemble can be thrown off by logistical hiccups, miscommunications, or avoidable distractions. Having a solid plan in place can ensure your day runs as smoothly as possible and allow you and your students to focus on what really matters—the music.

1. Collect and Organize All Music in Advance

At the last rehearsal before your festival, have students leave all their folders and keep their instruments at school. This not only prevents the all-too-common "I forgot my music" dilemma, but it also ensures that you have everything accounted for before traveling. When collecting folders, organize them by row and place them in a sturdy container you will travel with. This simple step saves time and stress on festival day.

2. Bring Originals as a Backup

This is simple and quick—bring your originals. Keep the music in the folder it came in from the publisher. If you ever need to prove that you purchased and own the music, you’ll have it. More importantly, you’ll have every part with you. If a student loses a part or something happens to it, you won’t have to scramble to make a copy. We may not like it, but it’s our job to anticipate problems and have solutions. While this issue doesn’t happen often, it does happen to every director at some point. The solution is easy, fast, and free—just bring your originals in the same box that carried the student folders.

3. Pack Essential Supplies

Festival days are long, and minor instrument malfunctions can happen. Be prepared by bringing a small emergency kit that includes:

• A tuner/metronome

• Extra reeds (various strengths for students in need)

• Valve oil and slide grease

• Extra strings for string players

• Extra horn string, enough for 3 valves.

A well-stocked kit ensures that a missing reed or sluggish valve doesn’t derail your performance.

4. Go Over the Schedule and Expectations in Advance

Before festival day, walk your students through the schedule in detail. Discuss expectations for behavior, performance, and professionalism. Answer every question—even the seemingly ridiculous ones. This prevents wasted time and confusion on the day of the event. Students perform better when they know exactly what to expect.

5. Set the Tone for the Bus Ride

A festival bus ride sets the mood for the day. Allowing soft talking or quiet music helps students stay relaxed yet focused. A chaotic, noisy bus ride can lead to overstimulation and distractions before the performance. Set clear guidelines, and if needed, assign seat partners who will maintain a calm environment.

6. Dismiss from the Bus Strategically

When arriving at the venue, dismiss students by section or row—slowly. The rush to get instruments out of cases can lead to congestion and misplaced equipment. Consider leaving flutes and clarinets on the bus to unpack before placing their cases neatly outside. This method improves student management and keeps things orderly.

7. Keep the Case Area Tidy

A messy case area can be a tripping hazard and makes your ensemble look unorganized. Have students line up their cases neatly, leaving space for other groups. Not only does this demonstrate professionalism, but it also saves time when packing up after your performance.

8. Line Up in Performance Order

Before walking into the venue, have students line up by row in one or two straight lines. This simple practice streamlines movement into the warm-up room and ensures that students can grab their folders and sit down quickly, maximizing warm-up time.

9. Focus on the Positives Before Performance

Before you perform, tell the students how well they have prepared. Acknowledge the hours of practice, the improvement they’ve made, and the effort they’ve put into the music. This feedback needs to happen before they step on stage—because if they don’t receive the rating they were hoping for, they won’t value the feedback afterward. This ensures they know your praise is sincere and helps boost their confidence before they play.

10. Discuss the Results on the Bus

Once the festival is over, plan to discuss the performance and results on the ride home. Since you have already given positive reinforcement before the performance, students will be more receptive to post-performance critiques. Use this time to talk about what went well, areas for growth, and how the experience can shape future performances. This method keeps students engaged and helps them process their festival experience constructively.

Free Bonus Tip: Organize Your Scores

Set up your scores in order for each judge with the necessary form either on each stack or at the front of all scores. The night before, place your conducting scores, bus roster, chaperone list, and baton in the middle of your desk so you won’t forget them. Make this the first thing you pack and the last thing you check before you leave. This small step ensures you stay organized and can focus entirely on your students and their performance. If you need sub plans we got you covered. Make sure you read our post about quality sub plans that you can use today.

Final Thoughts

A smooth festival experience starts with preparation. By implementing these simple yet effective strategies, you can eliminate unnecessary stress, present your program in a professional manner, and set your students up for success.

Looking for more ways to improve your rehearsals and performance preparation? Check out our guide on maximizing student engagement and discover new ways to elevate your music program!