This guide provides tips, how-to’s and best practices for high school and middle school Muse Machine advisors.

Over the months ahead, a great deal of information from the advisor archives will be adapted and added to this new online version of the Advisor Handbook. We’ll launch with info about getting a new Muse club up and running, in-school performances and student Muse Captains – read on!

What are They?

Muse Machine recommends that all club advisors use the Muse captains in some way. The system helps take some of the responsibilities off of club advisors, but more importantly it gives Muse members an opportunity to grow into leaders and gain experiences to help them after school.
Many different possible roles fall under the label of Muse captain including:

1. Muse News Editor

a. Great for a student that is interested in writing or a future in public relations. This student is in charge of pulling together information from all the arts disciplines in the school or represented by Muse Machine into an in-school newsletter called Muse News.

2. Muse Photographer

a. Responsible for recording Muse Machine events as stills or videos. Great for the budding photographer who is great at taking photos without flash to minimize disruptions to performances and demonstrations (when they are allowed to capture them).

3. Social Media Coordinator

a. This student understands social media like Facebook, Twitter, and Instagram and is ready to use those mediums to promote the Muse club.

4. Out-of-School Program captain

a. This Muse captain and their team works to plan Out-of-School Programs with guidance from the club advisor

5. In-School Performance representative

a. This Muse captain and their team works to plan In-School Programs with guidance from the club advisor

All Muse captains, regardless of title, should be prepared to promote the Muse club around the school to prospective members or performance attendees. They also should be ready to help with In-School Performances and selecting Muse members to work with on their teams to make sure all tasks are accomplished as efficiently as possible.

Each captain should have a team of about five students (more or less depending on the size of your club) to work with to accomplish their tasks, as part of being a good leader is learning how and when it is appropriate to delegate. This will also help future Muse captains see the role in action, nurture interest in each subject area, and prepare members to lead the team themselves.

Finding Your Muse Captains

When looking for the ideal Muse captain, you might be tempted to gravitate towards students recognized as leaders throughout the school. Do not let these preconceived ideas blind you to the other students in your Muse club that are ready to volunteer and develop their understanding of different art forms. The selection process for new Muse captains should begin in the spring for the upcoming year (except for the first year of the Muse club, when they will be selected in the fall).

To get the best applicants, we recommend that you write up the responsibilities of each Muse captain role so that students understand what is expected of them before they apply. How you handle the application process is up to you, but we suggest that it be a formal system that is repeated each year to convey the responsibility the role entails. For example, some Muse clubs let current Muse captains have input into the choice of their successors, others do not.

This guide provides tips, how-to’s and best practices for high school and middle school Muse Machine advisors.

Over the months ahead, a great deal of information from the advisor archives will be adapted and added to this new online version of the Advisor Handbook. We’ll launch with info about getting a new Muse club up and running, in-school performances and student Muse Captains – read on!

When you are getting ready to welcome artists to your school, it is recommended to create a checklist to keep track of everything that needs to be done for a smooth performance. Arrange tasks into three groups: those that need to be accomplished before the day of the in-school performance, those that occur on the day of the show, and tasks that need to be completed after the in-school performance. To keep track of everything, make a note of when each item is completed and who is responsible for it.
If this list looks especially intimidating, consider creating Muse captain positions within your club to help you carry out these tasks. In the absence of Muse captains, consider other faculty members who might be able to assist you, especially if they have had to organize larger performances or presentations at your school.

Example Checklist:

Before In-school Performance:

1. Determine where most of the in-school performances will be held.
2. Create a social media plan to promote the performance.
a. Depends on which social media outlets your club uses.
b. In some cases, Muse Machine will provide examples for you to use.
3. Distribute link to TED-Ed lesson plan to all students who will be attending in-school performance using school-approved methods.
4. Distribute any handouts to promote the Muse Machine club to non-members and announce upcoming event to members.
5. Invite special guests to the performances, such as principal, administration, school board members, etc.
6. Prepare a press release for the performance using the Muse Machine press release template (COMING SOON).
7. Understand all tech requirements for your in-school performance.
a. Arrange for refreshments for performers.
b. Arrange for proper school performance space and make sure that the space is clean and prepared for the performance.
c. Check on the necessary sound and lighting equipment and other arrangements.
d. Depending on the size of the audience, make sure there are sufficient teachers in attendance.
8. Plan out any announcements and remarks that should be made at the performance.
a. Remember to recognize any funders present at the performance.
b. Check the Muse Machine website under Teachers tab for introductions for each of the in-school performances.
c. Devise a fun way to educate students about Audience Etiquette.
d. Make sure you are aware of a performer’s photography policy before you consider photographing any part of a Muse Machine performance.

The Day of the In-school Performance

1. Double-check that the performance space is clean and ready for the performers.
2. Greet the performers when they arrive.
3. If you keep social media accounts for your club, consider taking a selfie with the performers to use, if there is time.
4. Make sure the Muse Machine poster is on the stage or in the performance space.
5. Greet the audience.
a. Introduce the artists using Muse introductions.
b. After reviewing Audience Etiquette, have everyone take selfies to promote the performance, then ask them to put all phones away!

After In-school Performance

1. Send completed press release to local publications.
a. Track press coverage after press release.
2. Share performance story in school publications.
3. Update student member database as new students join Muse Machine.
4. Send thank-you notes to artists, funders, and other appropriate parties.
5. Post pictures on school or Muse Machine club social media.

Introduction

Welcome to the Muse Machine family! Since its founding in 1982, Muse Machine has relied on the dedication of teachers and staff just like you to help spread resources and experiences to where they are most needed. As you go through this guide, please remember that Muse Machine staff is ready to answer any questions you might have as you move forward to start a club in your school.

Talking With Your School

Investigate Student Interest

Many schools can benefit from the addition of Muse Machine to its list of co-curricular activities available to students. When considering whether Muse Machine is the right fit for yours, remember that this organization is not only for “theater kids.” Being in Muse as a student is a fun and a good way to learn more about the Dayton region and meet a wider range of students from across the area. Besides that, the arts can help all students form connections to curriculum and discover diverse cultures. Engagement with different types of artistic expression will also help young people find what outlet is best for their own interests. When your administration is considering adding a Muse club, they should consider the diverse group of students the organization assists.

Meet with School Leadership

When you know that your student body is ready for Muse Machine it’s time to talk to your school administrators. If you have not led a club or organization before, it’s essential for you to learn what your school requires of advisors.

We know sometimes it is difficult to talk about money but this is the time for you to ask what funding is available from your district or school. That will help you decide whether additional funding may be needed to pay for performances. It is also important for you to know your district’s policies for handling money that could come from membership dues or that will be remitted to Muse Machine for performances. Consider this list (COMING SOON) from the Muse fiscal officer for good financial practices for your club beyond what might be required by your administration.

Before you start Muse Machine in your school, it is important to learn your institution’s rules for keeping students safe and everything running smoothly. Several schools have procedures for working with students outside of class that you should study. There are many great opportunities for Muse Machine students to travel to professional performances in the region for out-of-school performances. To bring your students to these shows, get to know policies pertaining to student transportation and the additional rules your school might have about off-site events. If you need any assistance from Muse Machine, feel free to reach out. We are available for phone consultations, we can come to the school, and we can talk with administrators and other teachers to help make Muse a reality in your district.

In-school performances by Muse Machine artists are one of the many key parts of bringing our organization to your school. That means that you need to learn your school’s policies for reserving the large spaces needed for them, like the auditorium or gymnasium. These performances will also require students to leave class during the day, and you should also confirm how best to do that to ensure no feathers are ruffled.

Preparing For Your First Year

Plan Ahead

Your first year leading a Muse Machine club in your school will be very busy, so it is best to prepare as much as possible beforehand. Consider your school’s schedule and create a calendar of in-school and out-of-school performances that you can use to help get students interested in joining Muse Machine. To learn more about reserving tickets and in-school performances visit the Teacher Resources section of the Muse Machine website.

For out-of-school performances, it’s best to think socially when planning an outing. Do not just plan a performance; think of what can be done to make it extra special. For example, if you are coming to see the Muse Machine musical in January, find a nearby restaurant for dinner so that students can talk about what they are excited for in the show and enjoy some time away from their normal school responsibilities . Some examples of affordable eateries near downtown’s performance spaces include:

• Spaghetti Warehouse
• Flying Pizza
• Uno’s
• Subway
• Basil’s On Market (more affordable for lunch before a matinee)
• Table 33
• Marilyn’s Grill

Before you take your group of students to a performance, make sure they are prepared for what’s ahead. Consider going over the etiquette guide (COMING SOON) before the performance, and if you are headed to a restaurant let them look at a menu to help them budget for their time downtown.

As time progresses, you will be able to know what went well in previous years to improve for the future. In your first year, think of what shows, music, and artists have been popular to help guide your choices. Then start small and work your way up as you learn what is successful. You can always talk with Muse Machine Secondary Program staff for ideas that have worked at other schools in the past.

Looking in All the Right Places

You have performances and you have passion—now it is time to find the right students for your Muse Machine club. We can give you a whole list of things that can work, from school announcements to posters; but as an educator you know what works best for your particular school. Remember that, while Muse Machine is an arts education organization, not only theater students will love to get involved. Muse Machine graduates over the years have gone on to a wide variety of professions. Arts are great for everyone to learn more about the world around them and how to express themselves, and we welcome students of all backgrounds.

As you are starting out, it is a great time to talk to other extracurricular or co-curricular advisors to see what they do to find new students for their clubs. If these teachers have a love for the arts, too, see if you can get them to be co-leaders with you to help shoulder the work ahead. It is also good to get other teachers involved with Muse Machine to assist with performances where additional member supervision might be required.

Once you have assembled the students that will be the initial members of your Muse club, consider adding the Muse Captain position. This title is used to cover a variety of roles that are student leadership within the club, from photographer, to newsletter specialist, to performance leader and more. It allows students to step up and guide the group in the direction they want it to go, grow it into something bigger, as well as offer assistance to the Muse teacher. For more information about this role, check out our in-depth Muse Captain guide.

Setting the Stage (Correctly)

One of the pieces of preparation that often gets overlooked when preparing for the debut year of Muse Machine is getting ready for in-school performances. Different schools have different processes and equipment in large presentation spaces, but it is important that you understand the rules for each space. When you book an in-school performance, Muse Machine will provide the performers’ technical requirements and they must be followed exactly for everything to run as it should. Discuss with school administration how best to get members out of class when it’s time, and also decide on etiquette that each member should use when leaving rooms and attending performances to limit disruptions to other students.

When preparing for your first in-school performance, check out our Tips on Preparing for the In-school Performances for a sample checklist of things to complete before, during and after the event.

Putting Preparation into Practice

Make it a Habit

As you begin to establish Muse Machine in your school, think about the future of the club. You have done everything you can to get started on the right foot, now you can lay the groundwork to inspire years of students to follow.

It’s no lie that kids these days are busy. They often have several extra-curricular activities, not to mention homework. Your Muse Machine group should establish a regular meeting time to help students keep track of the organization. You could decide based on general availability that your meetings will be the second Thursday of every month, or every other Wednesday, for example. It is a good idea to hype up in-school performances to make them the big events in the school year they should be. Also consider a mini-pep rally before your first in-school performance to help build interest in Muse membership for the year ahead.

Ready to Take Charge

As you gain your footing running a student organization, consider how formal you want your club to be. Muse Machine leaves it up to advisors to decide if their clubs will have officers or other named leadership roles. One you might want to consider is the role of Muse Captain. The title can be applied to several roles, but in general it is a student (or students, if your group is large enough) who helps the facilitator run the club. While final responsibility would still fall on staff, a Muse Captain(s) could help come up with a strategy for promoting performances, create meeting plans and fill other leadership roles. For more information about the intricacies of these positions and how it could work for your school, visit the Muse Captain guide.

We won’t sugarcoat it for you—your first year might be time consuming as you learn the ropes of Muse Machine and how to run a club in your school. Once you get the ball rolling with a good kick-off, however, future years should run smoothly. Whether this is your first year or your tenth, please remember that Muse Machine staff is always here to help if you have questions or concerns.