How to Plan an Engaging School Assembly
Planning a school assembly can be stressful and time-consuming—especially when you have a million other things on your plate. That’s why, after more than 10 years of experience working with schools like yours, we’ve created this step-by-step guide to help simplify the process.
Whether you’re planning your first event or looking to improve your planning process for the year ahead, this guide is for you.
Reaction Dance Company NYC performs their assembly Fuego: Dances From Latin America
📍1. Gather Your Key Decision-Makers
Start by meeting with everyone involved in the event planning process—this might include the PTA, world language department, or school leadership (like your principal or assistant principal). This ensures all voices are heard before major decisions are made.
Pro tip: Don’t book talent or finalize your theme before getting buy-in. It saves time and frustration later.
🎨2. Choose a Theme
What values or educational goals does your school want to promote this year? Popular themes include:
Anti-bullying
Social-emotional learning
Cultural awareness
Diversity and inclusion
You can also align with school-wide celebrations such as:
Hispanic Heritage Month (Sept 15 – Oct 15)
Diwali
Black History Month (February)
Multicultural Week
🕺 Looking for a Black History Month assembly? Check out our Hip Hop assembly here
💰3. Know Your Budget & Funding
How much can you spend—and where’s the money coming from?
PTA funds?
School budget?
Government or arts council grants?
Different funding sources may come with stipulations (e.g., content requirements, vendor insurance). Knowing your funding situation helps narrow down your options.
📅4. Pick a Date
Timing is everything. Align your event with the appropriate month if tied to a celebration (e.g., February for Black History Month). Also:
Check the school calendar for field trips or other events.
Reserve your preferred space early (auditorium, gym, etc.).
Take a peek at our Hip Hop Assembly
🔍5. Find Your Presenter
Where to start:
Google searches (e.g., “cultural dance assemblies near me”)
Arts council or presenter directories (e.g., assemblyshowsforschools.com)
Ask other schools for referrals
Local theater or dance groups
✨ Or look no further than Reaction Dance Company NYC!
Choose from:
📄6. Finalize Paperwork
Once you’ve booked your presenter:
Get a signed contract or performance agreement
Collect invoices
Request certificates of insurance (if needed)
Ensure all approvals are in place
📣7. Spread the Word
Put your event on the school calendar and notify attendees:
Send emails to staff and parents
Post on bulletin boards
Add to parent newsletters
Send students home with flyers
🎤8. Prepare Tech & Stage
Two to three weeks before the event:
Confirm presenter’s tech needs (mic, speakers, projector, etc.)
Test equipment ahead of time
Clear the performance space
Coordinate with custodial or AV staff
No one wants to troubleshoot sound issues mid-show!
📸9. Photos & Video
Capturing the moment is a great way to promote future events:
Assign someone to take photos/videos
Ensure media permission slips are signed
Use images for newsletters, school websites, or social media
Teaching students Hip Hop during our Globalization of Hip Hop assembly
🎉10. Day of the Show
Day-of checklist:
Send reminders to staff and students
Have a setup crew ready to help
Keep your presenter’s contact info handy
Enjoy the show!
📝11. Reflect & Improve
After the event:
What worked?
What could be better next time?
Would you invite the presenter back?
Stay in touch with performers who made an impact—they may have new programs next year!
✅ Want to learn more about our school assembly programs? Click here
