Starting an After-School Ensemble from Scratch

• Kelsey Helton
• Posted 10/30/25
• 0 comments

When starting a group, there are many things to consider. I have created a comprehensive worksheet to help you plan (see Appendix), but let’s talk through each step so you can consider all your options. 

First, decide what kind of ensemble you are proposing. Do you want to offer a choir? Orff ensemble? Recorder club? Ukulele group? Dance club? Think about what kind of group you would like to see in your school, how it would be received among your students and families, and how it could benefit your current music program. Think about what supplies you currently have (it’s hard to have an Orff ensemble with no instruments), and if you need to obtain anything before you start talking about this group. 

 Second, you will need to get approval from the administration. Whether it be your campus principal, Fine Arts Director, or any other administrative person, you need to have your thoughts and ideas organized so you are prepared to answer any questions they may have. There is a good chance they are excited for this offering, but their job is to consider student safety, campus budget, and a meaningful learning experience for all students. You need to be prepared to answer tough questions about money, communication, working with families, and logistics, which may not be music-focused. It is helpful to have a basic schedule in mind, along with the types of music you will perform and how this group will function. A principal may ask if this group will be available for district and community events, such as a PTO or district board meeting. Have a plan to showcase how amazing your ensemble will be and how it will benefit your program, the campus, the district, and the community. 

Once you get approval, it is time to hit the ground running. It is time to develop an orientation or audition packet, and promotional materials to spread the word about your group. If this is a brand-new concept to your area, a short letter or video explaining what the group will do and how to join would be beneficial. Promote your group everywhere you can; from the music room, to the lunch room, to the campus Facebook page. Ask teachers to share information on their class page on your learning management system or send home physical copies of a letter in their take-home folders. Always include your preferred method of communication so families can reach out with questions. This is also a great way to learn more about your community; perhaps Suzie’s mother was in drumline in high school and would love to help out with your Orff group! 

The school is buzzing with excitement for your group. Now it is time to select who will be in the ensemble. 

Whether it is an audition process, or a “y’all come” type of group, make sure you have paperwork in place so you know important information about the children. This includes contact information for their parents, especially if they are staying after school. Make sure to communicate all expectations very clearly to students and families so you can spend your time making music, not dealing with drama. 

If you are associating any cost with your ensemble and you potentially have families who are not able to cover that cost, have a plan in place, such as a scholarship, to help families participate in the group. Ask your PTO, counselor, or principal’s discretionary fund, to see if costs can be covered with these funds. Make sure you follow the proper channels for handling money per your district policy. 

Select your students either by audition or registration, then send home more in-depth paperwork if needed. Make sure to include a comprehensive schedule, social media release (if needed), and any other specific information you may need. Make a big deal about the inaugural class of this group. Create a bulletin board, have names read on the announcements, and other ideas to make the students feel special. After all, they’re taking a leap of faith by joining a brand-new ensemble!

Once all the organizing and recruiting is behind you (just kidding, it’s never truly behind you), it’s time to get started in rehearsals. Consider how you want rehearsals to run; you want a healthy balance of fun activities so musicians can get to know each other, musical activities to promote musicianship, and procedures to make your rehearsal efficient. 

The time between auditions and performance varies, but there are always a lot of things to do, regardless of length. During this season, take time to make decisions on performance music, logistics, uniforms, rehearsal environment, and schedule. Talk to your students and families about things that are going well and things that can improve. All ensembles can benefit from feedback, and even music teachers overlook things sometimes! 

Jumping ahead to the concert. The audience is so excited to see the premier of the shiny, new, performing ensemble. This is the moment everyone has been waiting for! You have worked so hard to organize and rehearse this group, your kids have put in the effort to create a beautiful performance, and your families have supported you through this exciting time. Make sure to take time to thank everyone who helped you along the way. If PTO provided funds, give them a shout-out at the concert. If a group of dads helped fold programs, thank them! This is your baby, but it truly takes a village to create something this amazing. 

I hope these tips give you the extra motivation you need to start a new group this year. I have started several different groups over the years and have learned what works, what does not work, and how to anticipate any problems. Remember, you can’t do it all, but all you can do is helping your program, and ultimately, your students. Thank you for everything you do! 

Use this comprehensive worksheet to guide your planning process as you develop your after-school ensemble program.