Meeting Invitation

From the information you obtained with the aptitude survey, separate out the survey forms of those students you would like to have in the band. You may find the survey more useful in creating interest in both the parents and the students than in actually determining musical potential. Most directors believe in giving every student an opportunity to participate and prove themselves.

If there are students that you would like to have in the beginning class who did not express interest on the survey form, make a phone call to each; extend a special invitation and give them a pep talk about what the band plans to do and who plans to join. Praise their test results and apparent ability when possible.

Address an envelope to the parents of each child you hope to have in the beginning class–high school students can help with this. Fill in the meeting time on the invitation letters, sign them and put a letter and a brochure in each envelope. The envelopes may be distributed by mail or by the prospective beginners; however beginners may lose them and will require more follow up.

Collect the return slips several days before the rental meeting and make phone calls to the homes of any students who do not return slips before the meeting. In talking to the parents, explain that you did not want anyone to be left out, that you would really like to have the child in band, and offer to answer any questions they may have. You may want to make notes of what was talked about on the bottom of the survey forms.

Ask the elementary school principal to make an announcement of the rental meeting on the day it is to take place.

Keep in mind that a percentage of those who agree to come to the meeting and to allow the child to start band will change their minds for various reasons. You may lose up to 50% of your original number in this manner. Another percentage of those who start will not continue. Therefore, good planning requires recruiting many more than you will eventually need.

It’s generally a good idea to wait until after the rental meeting to pass out or even mention any school owned instruments. At that time you will be able to determine which of your prospective beginners’ families cannot afford to rent or buy an instrument. There are usually more students needing school instruments than there are instruments.

Download Rental Meeting Invitation in MS Word format