Tips for the Twenty-Fifth

In celebration of ALCM's 25th anniversary, members share some tips for . . .

Planning Ahead (part 2) & Recruitment

August 9, 2011

One of the most challenging aspects of our work as church musicians can be recruitment for our ensembles. At the same time, it can also be a very rewarding opportunity to become more engaged in the life of our congregation. There are numerous ways to extend a welcome - some of which are natural fits for the local context and personality of a congregation. Our August "Tips" include more ideas for planning for the upcoming year with a special focus on recruiting new members.

As you look over the tips, think of your area specifically, whether it be children, handbells, choral, or instrumentalists and keyboardists. Many of the planning ideas are helpful for different areas. Happy planning!

Children

1. CONTACT: Get a list of all children eligible for choir. Include parents' names and mailing/email addresses. Create mailing labels, addressed to the children. Your membership administrator can help compile the mailing and email distribution lists. In early August send a mailing to all eligible choir members with an invitation to join; include the year's singing/rehearsal schedule and dates of special events. Be positive; include photos (boys & girls). List the benefits of singing in choir (fellowship, musical training, identity with your church) and a sampling of what the children will learn (hymns, liturgy, anthems, rhythm & note training, Biblical stories, commitment, and team work - where all members continually participate). Stamp a colorful musical symbol on the envelope so folks know that yours is not another stewardship letter from the church! (I use a large eighth note stamp near the return address.) Follow up with a colorful email invitation the week before rehearsals begin.

2. REGISTRATION CARD: As children sign-up for choir, provide a registration card that collects all information needed for the year. Child's name, DOB, age, grade in school, address, home phone number, parents' names, parents' or teenager's cell phone numbers and email addresses, and allergies. Be sensitive about using the terms "mom" and "dad"; these do not apply to all families - just indicate "parent". Color code registration cards by choir for easy reference later. If you prefer online registration, post forms before the mailing is sent and be sure to print copies of all completed forms. Post dates of rehearsals and singing on the church website; update as changes are made.

3. BE VISIBLE: Several weeks before school starts, set up a table after church services to draw attention to the choir program and to greet families. Have a colorful display with photos, instruments, registration cards and pens. If you want lots of visitors, set out a candy or cookie dish! Greet children and learn their names. You may have met children through Sunday School and VBS that have never joined choir - encourage them to try choir this year.

4. MUSICAL CHALLENGES: Suggestions: Choose a list of musical terms (forte, piano, crescendo, etc.), use flash cards and touch on one each week, letting the choir experience its meaning. Review weekly and ask singers to find these terms in their music. Teach children to sing a hymn from the hymnal. Choose a hymn-a-month to study; include a variety of traditional, contemporary and global hymns. Schedule the hymns to be used in worship at least once this year. Challenge your choirs to sing a hymn descant each time they lead worship. Learn three communion anthems and sing them in worship throughout the year, building a repertoire of communion music.

5. SET FELLOWSHIP GOALS: Play singing name games early and often so children learn each other's names. Involve parents: Plan an all-choir meal so families can meet and make connections. Invite them to provide occasional treats, assist during rehearsals, take photographs, sort music, maintain bulletin boards, and welcome other parents who are new to the choir program. Create parent choir robe teams to help before and after worship. Plan a few "treat days" during rehearsals for singers: graham crackers, vanilla wafers, or cheese & crackers. Pay attention to food allergies. Decide how to celebrate birthdays: weekly, monthly or yearly. (We have an UNbirthday party and celebrate all birthdays at once with small cupcakes, candles and party hats!) Create a special birthday prayer. Have a short devotion each week in rehearsal and alternate children's participation. Schedule the choirs to sing at congregational events, not just worship.

Karol Kinard Kimmell

Director of Children & Youth Music

All Saints' Episcopal, Atlanta, GA

Choral and Other Ensembles

1) If the church utilizes a database for its membership, create and utilize specific sub-lists that can provide helpful information such as names, grades, and phones numbers. This can be far more focused and efficient than jumping around a church directory (that is quickly outdated), hunting for particular pools of the congregation's population from which to draw. (The director is also less likely to beat himself up for not having 20 in the children's choir when he/she discovers that only 25 or less children exist in the entire congregation!!)

2) Keep an on-going list of potential singers and make recruiting an all-year project. Even with the best of intentions, if one only recruits prior to the fall season, chances are that not all the names on the lists will be contacted. During the course of the year, there are natural times to add new singers. But if mid-semester, a potential singer has a window of opportunity to join and the timing of his/her presence does not negatively the ensemble, why wait? Waiting might enable another activity to come along and snatch him/her up.

3) Don't shut the door on people who decline the invitation to participate, especially with folks whose schedules provide the main obstacle to joining. Life's events such as demands in the work place, evening classes, family obligations can change, meaning that one who originally declined an invitation might later accept. (I recall one singer who received 7 years of invitations prior to saying "yes.") And even if one never joins - provided there is no harassment from the director - I find the folks appreciate that the congregation/staff cares enough about them to reach out more than once.

4) Invite those currently involved in the music ministry to share in recruiting. Active singers can be wonderful resources for identifying and inviting potential singers. Enabling singers to share in the process gives them more ownership in the ensemble. In addition, without encouragement of "sheep stealing," this might be one of the most effective ways to reach those NOT within your congregation, especially children and youth..

5) Think outside the box when it comes to various forms of written recruitment. The reality is that a printed brochure sent one time to the home can easily get lost on the kitchen table. So consider multiple means of making the information known including newsletters, follow-up brochures, bulletins, posters, websites, e-blasts and targeted mailings of invitation to non-members in your community. (This summer I am trying something new with our youth: we are going to have a texting party where they have a chance to text or tweet invitations to their peers.)

6) The best response to recruiting will come from a direct personal conversation - either by phone or in person. Personal contact requires more time on our part as directors but the end results are generally more favorable, both personally and numerically. When a conversation takes place, provide exciting reasons to join for the particular year (which requires planning ahead) such as trips and special services/concerts that might stir additional interest in the music program.

7) Review existing policies/requirements for choir membership that might prohibit potential growth. I have "mellowed" on a couple of issues. I have permitted several non-members to participate in our program which has led to their subsequent membership. Furthermore, if a singer has work assignments (or a child moves from one parent's home to the other) every other week-end, is it better to have to have him/her two week-ends out of the month or not at all? I, myself, would rather have them be involved part of the time than not at all.

Regardless of methods for recruiting, it is vital for all of us to remember that the primary reason for recruiting is NOT to build up a section or ensemble - although it's great when it happens. Rather, we have a unique opportunity to share God's peace and joy through our area of ministry as we seek to build and strengthen the community of faith. And each person's presence, regardless of age and ability, makes the community richer and God's message to us even more profound.

Get your lists compiled and your phone charged - we have work to do!!!

Bob Hobby

Director of Music

Trinity English Lutheran

Fort Wayne, IN

Handbells

1. When a vacancy occurs in your choir, first talk to the other ringers in the group. They may know of someone who would like to join the group. Sometimes choir members are the best recruiters, because they can speak from first hand experience.

2. Speak with piano teachers or school music teachers about promising students... a vacancy in your adult bell choir can sometimes be filled by a mature student!

3. Consider teaming with bell directors from other churches to host a "Bell Boot Camp" as a way to introduce handbell ringing to people who have never had the opportunity. Potential ringers might appreciate the chance to get to know ringing technique outside the regular rehearsal. This is a fun, low pressure way to introduce more people to the art of handbell ringing.

4. Develop relationships with other bell directors in your area. You may be able to "share" substitute ringers between congregations, as a way of building community.

John Jahr

Director of Worship & Music

Vinje Lutheran Church

Willmar, MN

Share your "tips" with others!

Do you have an idea you would like to see addressed in "Tips for the Twenty-Fifth?" Would you like to contribute to an upcoming issue? Do you have comments on this particular set of tips? Contact us at office@alcm.org.

Association of Lutheran Church Musicians
810 Freeman Street
Valparaiso, Indiana 46383
800-624-2526