First published Taqasim Spring Issue 41

This article is written from an organisers point of view – however even if you are just taking part it may be useful for you to know what goes on behind the scenes which makes any show a great success!

It is drawn on personal experience (and at sometimes mild panic!) as in July my students and I presented Recital 2001. The Recital idea was born in 2000 by Afra Al Kahira whom I’m sure you all know used to teach in Reading and Basingstoke before her move to North Devon, when I took over her classes. It was devised as a means of the students performing in a “safe” environment as only their fellow students, and invited family and friends would be in the audience. From a teachers point of view it is a cunning way of persuading your students to perform!

It is also one of the requirements for the Al Kahira Methodology teaching course for which I was in my final year. It includes putting on a dance event 'theatre-style' providing an opportunity to learn about lighting, makeup, stage management, motivational skills, planning and organisational skills, as well as writing and teaching at least one third of the material performed.

The following is only meant as a guideline but it roughly follows the timeframe I developed over the pre show phase.

6 months pre event

	Choose a date, book your venue, book your sound equipment (if required) and inform your students.
	Decide if your show will be themed or a medley of Middle Eastern Dance Styles
	Ask/persuade/cajole/bully any of your students into doing solos or duets.
	Decide who will help you organise the show – you need: A Stage Manager, with an assistant; Dressing Room Manager; Ticket Seller; Videographer; Photographer; MC; sound technician; First Aider(s); Doorman Optional – lighting technician, Programme designer

4-6 months pre event

	Start writing the choreographies for groups.
	Make sure you have all your key people committed.
	Continue encouraging your soloists – experience shows they start to regret their decision at this stage and will need to enthuse them to continue!
	Decide on your ticket pricing strategy – it will need to take into account hall, equipment and technical assistants hiring costs, printing costs, rehearsal costs etc.

3 months pre event

	Start to teach some of the group choreographies – it allows the students to become familiar with what they are expected to do and also keeps their enthusiasm going.
	Discuss costuming and make up. If necessary set aside time to show your students exactly how stage make up needs to be applied.
	Confirm your venue is still available (remember you will need at least 2 hours pre show set up time and at least ½ hour post show to tidy away).
	Ask your soloists ( especially first timers) how their choreographies are developing – it allows you to give practical advice that can be acted upon.

2 months pre event

	Design, print and start selling your tickets.
	Design your programmes.
	Confirm your videographer and photographer.
	Confirm dates for dress rehearsal(s). I found that we had two rehearsals– one was for anyone who wanted to run through their piece(s) in front of a friendly audience– the other was a full dress rehearsal to which every dancer had to be present, in full make up and the costume they are to appear in.
	Preliminary running order (remember to show it to someone else to check!) Make sure you leave enough time for people with multiple performances time to change, catch their breath etc. This will also need to take into account the timing of the pieces (you want each half to be about the same length with a mix of styles).

1 month pre event  

	Confirm the running order of the show.
	Produce the technical sheets. You will need ones for the Stage Manager, lighting and music technicians, video and photographer and also the MC.
	Write out what you would like the MC to announce for each number.
	Visit your venue and decide on your layout. This will include your stage area, sound equipment and MC position, lighting, audience sitting area and style (show vs cabaret). You need to take into account where you would like your audience and performers to enter and exit, Fire Exits, dancer sitting area and dancers changing room.

1 week – 1 month pre event

	Dress rehearsal(s). It is good for the photographer and videographer to be present at the rehearsal- it gives them the chance to be at the right place at the right time!
	All tickets sold and monies collected.
	Ask your performers to be at the show venue at least an hour before the show starts. They can then help with the setup of the stage etc and gives them a chance to calm their collective nerves.
	Make sure you have all the music for the show so that you can produce a Master Tape. Also ensure that the performers bring their music on the night ( CD/tape and back up tape)

The morning before

	Collect presents for all your helpers
	Collect your sound equipment
	Make sure you have sometime to yourself!

In the few hours before the start of the show

	Test your sound equipment – experience has taught me that you should always take along your own music player as well as you never know!
	Set up the hall

Finally…

Get yourself ready and go out there and enjoy it!!

© Emma Pyke