Event Tips

Things Great Assembly Coordinators Know

1. Scheduling

Morning assemblies generate more excitement than those in the late afternoon.

Assemblies scheduled too close to the lunch hour can often lead to restlessness.

2. Timing

Most speakers require between 45 minutes to a full hour.

Always provide additional time for the seating process, any announcements, and the introduction and conclusion. Silence the bells during the program.

3.Venue

A theater or auditorium is the best place to hold an assembly.

A gymnasium will work if the technical aspects are appropriate, and only if the audience is seated on one side facing the speaker! If there are more students than will fit on one side of the gymnasium bleachers, seat the remaining students on the floor or in chairs.

4. Staging

Most speakers don't use a lectern.

So keep the stage free and clear, allowing plenty of room for freedom of movement. The microphone is positioned free-stauding with enough cord to permit the speaker to cover the full width of the venue. The audience should be as close to the stage as possible, with few or no empty seats between the speaker and those in the back rows.

5. Sound

If the speaker cannot be heard clearly by everyone in the assembly, the program is 'doomed' before it starts.

If your school does not have a quality sound system (quality microphone, quality amplifier, and quality speakers) buy, rent, or borrow...just make sure the speaker has this vital tool. The quickest way to sabotage an assembly is by overlooking the need for superb sound.

6. Lights

Students get 'antsy' if they cannot see what is happening.

Make certain that the speaker is fully lit so the audience can see facial expressions and gestures, props, chalkboards, etc.

7. Atmosphere

Ambience sets the mood and tone for the assembly.

Attention spans will easily evaporate in a hot stuffy gym or auditorium. Therefore, every effort is made to keep the room at a comfortable temperature adjusted to the size of the crowd. A positive climate is further insured when music (popular rock) is played as the students enter the venue.

8. Seating

To every great assembly, there is a sense of order.

Instead of 'open seating' (which can often be chaotic and disruptive) teachers should arrive with their respective class and sit among them in a preassigned section. This way, each teacher takes responsibility for the appropriate behavior of their students.

9. Introduction

The introduction is a critical part of the performance.

It builds credibility for the speaker and piques the interest of the audience. The introduction should begin only after the audience is seated and the room is quiet. Most speakers use their introduction to 'set-up' their talk, and prefer it to be read verbatim.

10. Conclusion

The speaker should not have to dismiss the students.

This task, and any other beyond the program itself, should be handled by a teacher or an administrator.