The Recital Module Can Help You Organize and Manage Your Exhibitions, Showcases, and Concerts in the Fall

With the arrival of fall, many of you are already hard at work on planning the events you’re going to have for the year such as exhibitions, showcases, and concerts. Some of you may have Winter events and are deep in the trenches right now, some of you are working ahead on your Spring events, and some of you are doing both.

You may not know that Jackrabbit has a module that you can use to make this process hassle-free. You may know that dance studios using Jackrabbit take full advantage of the Recital Module to help them make sure all the details are covered and that gaps and overlaps won’t wreak havoc on their recitals.

Have you ever considered that your exhibitions, showcases, and concerts are very similar to recitals? Your classes participate, you have music to organize, your students may have leotards or props for each routine, you want to provide programs to attendees, and you, too, have concerns about overlaps and gaps in your events.

One detail makes it very easy for you to use this helpful module: renaming it.

And in Jackrabbit you can do that.

It couldn’t be easier. Simply set your preferred module name as show below.

Since you now know you can put this module to work for you, we thought it was the perfect opportunity to give you some insight into how this Jackrabbit module can help you!

Why is this event module so helpful?   

Because it takes you through everything you need to organize and pull off an amazing event.

Start out by creating a new exhibition, showcase, or concert – name it in the settings as shown in the image above. Set your event date and times and set your Performance Conflict Gap number. The Conflict Gap is the minimum number of performances you would like in between performances with the same students in them. Viewing the Conflict Gap will help you identify which students are scheduled in performances too closely together. Once you’ve created and entered the basic details of your exhibition, showcase, or concert, start adding each individual performance or routine or piece.

Include all your critical details.

Jackrabbit allows you to include the performance name, song title, and run time. Once you’ve added all your performances, then you can drag and drop individual classes into each performance. You can even add multiple classes to one performance!

Click on the [+] sign by each class to see the individual names of each student in the performance. If you have any students that won’t be performing, just uncheck the box by those students’ names and Save Changes. Use the View/Refresh Conflicts button to see any students that may have performances too close together, and then drag and drop classes as needed to resolved conflicts. Don’t forget to use the Refresh Rosters button any time you’ve added or dropped students within your database, that will keep the class enrollments current in the exhibition, showcase, or concert.

Export your plan as your recital program.

Once you are satisfied with your performance order, then make use of all of the buttons at the top of the module Editor. Export Program to Word will export all of your exhibition, showcase, or concert information (including performance and individual student names) into a Word document that can be edited and printed for your program. No more need to type in each individual student’s name from scratch!

This module covers all the details.

You can print Sign In/Out Sheets for each exhibition, showcase, or concert, print reports to show all student performances in one family, and print show summary and detail reports. These reports can be exported to Excel and edited to create lighting/set/prop cue sheets and more!  And if you have exhibitions, showcases, and concerts running simultaneously, you can use the Multi-Exhibition (for example) Family Detail Report to see all performances (grouped by families) for all exhibitions, showcases, or concerts within a given date range. The opportunities are almost endless!

Jackrabbit knows it takes a lot to keep your business productive. And we want to make sure you have everything you need at your fingertips to do so. If you get frustrated or stuck on something, don’t forget that you can find extra support by clicking on the Help button in your database.

If you’d like a reminder outline to prevent you from missing any of your details in Jackrabbit, we’ve got your back.

Print out this reminder outline and pin it up where you work in Jackrabbit.

Getting Ready in Jackrabbit for Your Exhibition, Showcase, or Concert

Here is a set of bulleted details that will help you plan the best exhibition, showcase, or concert ever.

• Add your Exhibition, Showcase, or Concert User Permissions
• If you will be posting specific Exhibition, Showcase, or Concert-related fees, setup dropdown list options
  • Transaction Types (i.e. Exhibition Fee)
  • Category 1 (i.e. Exhibition)
• Create New Exhibition
• Set Conflict Gap
• Add individual performances (routines) to each exhibition, showcase, or concert
  • Include Performance name
  • Include Song Title
  • Include Run-Time/Length
• Select classes from your locations and drag/drop them to the appropriate Performance
• Exclude non-participating students
• View/Refresh conflicts and adjust performance order (by dragging) to minimize conflicts
• Make sure to use Refresh Rosters button any time you have added/dropped students to classes within your database to update changes in your exhibition, showcase, or concert.
• Use extra features to make your exhibition, showcase, or concert even better
  • Export Program to Word – include each performance and all student names for each performance in a document that can be edited as your Exhibition, Showcase, or Concert program
  • Print Detail and Print Summary show listing of performances, songs, length, and more
  • Check In/Out Sheet can be used for attendance at your exhibition, showcase, or concert – and your rehearsals
  • Print Family Detail will provide a summary of performances for all students in a family
  • Multi-Exhibition (for example) Family Detail Report will provide a summary of performances for all students in a family for all shows within a specified date range