PHOTO DAY/DRESS REHEARSAL AND RECITAL

April (4 weeks before Photo Day)

Send hair, makeup, shoes, and extra accessory details to admin for coordination.

Week before photo day

Send Text Reminder

Day before photo day 

Send Text Reminder

April 19(TBC)

Photo Day takes place at Dance Directions.
(Check the recital website for full details.)

May

Book Photo Day for the next season.

Book Photographer:]

Confirm and book the photographer by June (10 months in advance).

Discuss package options, pricing, and photo day requirements.

Ensure the photographer knows your studio’s space and preferred backdrop setup.

Create Photo Day Schedule

Draft the Photo Day Schedule by December.

Include class times, teacher names, and estimated duration for each group.

Schedule extra time for costume changes, makeup adjustments, and family photos if offered.

Coordinate with instructors to confirm class groupings and any special needs.

Finalize Logistics

Confirm costume availability and any props required by January.

Arrange for a volunteer team or staff to assist on the day (e.g., helping dancers, managing check-ins, keeping the day running smoothly).

Review last year’s photo day feedback and adjust accordingly.

Release Photo Day Schedule

Publish and send out the finalized Photo Day Schedule by February.

Include detailed instructions for families (e.g., what to bring, arrival times, hair and makeup requirements, etc.).

Clearly outline costume expectations for each group.

Reminders & Updates

Send reminder emails and social media posts about Photo Day in March and early April.

Confirm final details with the photographer and staff by mid-March.

Prepare a Photo Day checklist for staff and volunteers.

Teachers

Plan photo day pose 2-3 weeks prior to photo day

Take a photo and send to studio phone

Office

Create a sheet with all students poses printed on it with classes labeled to put up for photo day

Create Photo Schedule – Develop both an internal and parent-facing schedule.

Photographer Approval – Submit the schedule to the photographer for approval and necessary adjustments.

Communicate with Parents – Send reminders and instructions regarding Photo Day, including attire, arrival times, and any additional details.

Coordinate Logistics – Ensure the venue is prepared with proper setup, lighting, and signage for seamless transitions.

September

Book lighting and sound tech for dress rehearsal and recital — Admin

Book Videographer for recital — iH Videography, Admin

Book Photographer for recital — Joern Rohde, Admin

October

Add recital fee to account (refer to studio manual) — Admin

Recital fees due — Yearly Program

November

Create recital graphics for show title announcement (website banner, Facebook, Instagram, tickets) — Admin

Add costume fee to account — Admin

Costume fees due — Yearly Program

December

Song choices due (noted in master recital spreadsheet) — Teachers

Create dress rehearsal schedule — Admin

Create photo day schedule — Admin

Create show line up — Admin

Create recital handbook — Admin

Create tickets for recital — Admin

Set up tickets for ordering on DSP — Admin

January

Create recital website — Admin

Create QR code for recital website — Admin

Confirm lighting and sound tech — Admin

Ask for volunteers for recital — Admin

Launch recital website & information; add to January newsletter — Admin

Start measuring students — Admin

Confirm videographer — Admin

Costume choices due (email to [email protected]) — Teachers

Costumes ordered — Admin

February

Hair, makeup, and extra choices due (master recital spreadsheet) — Teachers

Book theater for preview show for next season — Admin

March

Hand out costumes — Admin

April

Send hair, makeup, shoes, and extras info (four weeks prior to photo day) — Admin

Program ads for sale (newsletter, socials/stories) — Admin

Send award and scholarship recommendation form to teachers — Admin

Photo day at Dance Directions (refer to recital website for details) — Yearly Program (optional for teachers)

Scholarship and award recommendations due (submit Google form) — Teachers

Music and cues due (upload to Google Drive and noted in master recital spreadsheet) — Teachers

Book theater for recital next season (request early booking form from Andrea) — Admin

Get trophies engraved — Admin

Order trophies if needed — Admin

May

Recital tickets go on sale — Everyone

Book photo day for next season — Admin

Create scholarship and trophy certificates — Admin

Ask for volunteers for recital (add to ticket sales email) — Admin

Close program ads sale — Admin

Recital program ad images and text due — Admin

Create recital program — Admin

Order flowers — Admin or Cierra

Recital program complete and ready for printing — Cierra

Create pass-along list for trophies — Admin

Write recital closing speech — Cierra

Write recital opening speech — Cierra

Create recital playlist (four weeks before dress rehearsal) — Admin

Dress rehearsal reminder — Admin

June

Call scholarship students’ parents about show attendance — Admin

Dress rehearsal reminder — Admin

Email volunteers for dress rehearsal and recital — Admin

Confirm theater for dress rehearsal and recital next season — Admin

Dress rehearsal at Eagle Eye Theatre (teachers attend for their classes) — Everyone

Recital reminder and ticket reminder — Admin

Recital (year-end show at Eagle Eye Theatre) — Everyone

Book Theatre: 12 months in advance

Create Tentative Schedule: December (finalize major changes by January)

Release Final Schedule: February (share with staff and families)

Confirm Venue Details: 3-4 months out—verify booking, rental agreements, and policies

Book Additional Needs: 2-3 months out—coordinate sound/lighting tech and any additional requirements

Create a Detailed Schedule

Build a structured timeline for the day:

Arrival times

Rehearsal order (aim for at least one full run in show order)

Dismissal times for each group

Time for specialty routines or soloists as needed

Coordinate with Tech (Sound & Lighting)

Confirm with venue/hired technicians:

Is rehearsal order flexible (younger students earlier)?

Any tech or equipment restrictions?

Confirm on-site technician or venue tech support is scheduled.

Optimize the Schedule for Families

Prioritize younger students earlier in the day where possible.

Build in breaks for teachers, students, and tech crew.

Confirm Venue Logistics

Arrange:

Rehearsal space access and timing

Equipment (microphones, sound system, lighting presets)

Dressing rooms assigned and clearly labeled

Check-in/out table set up with signage

Safety protocols: emergency exits, first aid kit, emergency contact person

Communication & Materials

Distribute final schedule to staff, families, and volunteers (February)

Print schedules for teachers, admin, and volunteers

Prepare signage for entrances, exits, and dressing rooms

Create a contact list with phone numbers for teachers, volunteers, tech, and admin

Check-In/Out Parent Volunteer

Stationed at the entrance to sign dancers in and out

Maintain an accurate arrival/departure log

Ensure dancers leave with designated adult only

Class Supervisors

Assigned to each class or age group

Supervise dancers during rehearsal

Help dancers stay organized, assist teachers with quick costume changes or breaks

Monitor safety and behavior in dressing rooms and rehearsal spaces

Provide volunteers with rehearsal schedules and role descriptions in advance

Share contact info for lead admin or teacher on site

Prepare clear signage for check-in/out and class gathering areas

Encourage volunteers to arrive early and wear studio apparel if possible

Create a Group Chat (e.g., WhatsApp, Signal, or other preferred platform)

Include all staff and volunteers working backstage, supervising classes, and managing check-in/out

Use the chat for real-time updates, schedule changes, and urgent communications on rehearsal day

Assign a lead admin or stage manager to oversee the chat and coordinate responses

Internal Spreadsheet

Music Requests

Cue Sheet

Recital Lineup

Dress Rehearsal Schedule

Finale Lineup

Hair, Makeup, and Extras Requests

Parent-Facing Information

Dress Rehearsal Schedule

Recital Lineup

Hair, Makeup, and Extras Guidelines

Recital Website

Use last season's website as a template, duplicate and adjust accordingly

Event Details & Schedules

Costume & Makeup Requirements

Ticket Information

FAQs for Parents