May in Band

Saying Hello and Goodbye

May — or June for many areas of the country — is a month full of emotions. As a music educator, it's a whirlwind of contrasting feelings. You're saying hello to new students, welcoming them with auditions, and finishing up those "last-minute" recruitments for the incoming class. But, at the same time, you're preparing to say goodbye to those who are moving on.

For many directors like myself, these are kids you've known for six to seven years. From the time they were recruited into beginning band, to their graduation day, you've watched them grow and evolve into musicians, performers, and young adults. The bond formed over those years is deep, and sending them off can be an emotional task.

But it's more than just that — there are the practicalities. There's the banquet or year-end celebration, and the busy weeks leading up to it where everything else seems to be on fire. Inventory has to be done, Pomp & Circumstance needs to be prepped, and you have to manage everything from instrument fittings to solving unexpected problems. It’s a lot.

Looking back, I wish I had found a better way to handle those final moments with my graduating students. Beyond the usual public celebrations like concerts or awards, there's value in having those final, personal conversations — almost a heartfelt exit interview. They deserve that recognition, and so do you. Those moments of closure are invaluable, not just for the students but for you as well. Decades later, I still wish I’d done more in those final weeks to prepare them — and myself — for the next step.

Avoid the Main Office During May at All Costs

If there's one piece of advice for May, it's this: Avoid the main office at all costs. In most states, the school year is coming to a close in May or June. By this point, it’s no secret that the system feels like it’s about to implode. With only a few weeks left, the energy in the building is different. The clock is ticking on the remaining days, and there's an air of urgency like you wouldn’t believe.

During the last month of school, it’s rare that you'll get anything accomplished by visiting the main office. Students and staff are on edge, finishing up last-minute details, turning in keys, dealing with overflowing lost-and-found bins, and getting ready for the big school-wide celebrations. Teachers are scrambling to wrap up their grades while janitors are scheduling floor waxing, and everyone’s on edge about the impending end of the year.

If you need something done, it’s best to plan ahead and avoid the chaos. If you must speak to someone, consider catching them when they aren’t at their desk. Timing is everything, and the reality is, most of the office staff will be in full-on survival mode. In a school, that’s not a great time to try to get business done. So, work smart and steer clear when possible.

Building the Next School Year Calendar

One of the most important tasks as a director in May is building the next school year’s calendar. If you want to provide an excellent educational experience for your students, you need a solid plan for the year ahead. But planning for next year can be a massive logistical challenge.

For years, we aimed to distribute the school year’s calendar by May 31, mapping out the whole year. This means that everything from concerts, rehearsals, and competitions to holidays, field trips, and breaks needs to be accounted for. It sounds simple, but in practice, it’s anything but.

It’s a tricky balancing act. There are so many moving parts: testing schedules, extracurriculars, sports, and, of course, the schedules of traveling music teachers. But here’s the key—thinking ahead is essential. We had a strong habit of working collaboratively with other departments, especially the middle schools, to make sure everyone was on the same page.

Planning was done by using the previous year’s calendar as a template. This helped us to stay ahead of scheduling conflicts, avoid any last-minute surprises, and make sure we didn’t run into unnecessary issues. It’s one of the most time-consuming tasks of the year, but it’s also one of the most important.

We even created a three-week rolling calendar that families could easily keep up with on their refrigerators. Weekly updates became a lifeline in ensuring everyone knew what was happening — both in the short term and long term. While technology had changed the "how," the "what" remains constant. We over-communicated to set expectations, all with one main message: Be Present.

Stadium (Should You Be Fortunate Enough to Have One)

Ah, the stadium. If you’re lucky enough to have one, you know how challenging it can be to get access to it, especially when you share it with another school or the community.

When I first started, we had to rush to book dates, fighting with the other high school to get prime rehearsal time. Over time, we learned that this "get in before anyone else" approach wasn’t sustainable. The better method was collaborating with everyone, working out a schedule together, and submitting a unified plan to the stadium manager.

This became easier as we worked more closely with other programs, like the drill team. By communicating regularly and sharing our schedules, we were able to find solutions. Some weeks, the drill team wouldn't use their full block of time, which meant we could steal some extra minutes. Other weeks, we worked together to make sure the stadium was being used to its fullest potential.

What I learned here is that it’s not always about fighting for time and space—it’s about finding ways to work together. If you can understand the pieces around you, you can make things work better for everyone.

May in a Nutshell

May is a month full of challenges, emotions, and logistics. There’s no getting around the stress of it, but by planning ahead, communicating with others, and taking the time to reflect on the year, you can ensure that both the school year and the transition to summer go as smoothly as possible. And, in the end, the goodbyes are always a little easier when you've prepared yourself—and your students—for what's next.