Band Director Back-to-School Checklist for Success

A successful school year starts with thoughtful planning and preparation, but even more important is building positive relationships with your students and creating a welcoming environment where all learners can thrive.

As music educators, we’re responsible for a huge list of behind-the-scenes tasks: managing the instrument inventory, selecting music, organizing supplies, prepping method books, and communicating with families—just to name a few. It’s easy to feel overwhelmed by the amount of work it takes to launch a successful music program.

That’s why I created this checklist. Use it to stay organized and reduce the back-to-school stress. Don’t let the workload overshadow your passion for music education. Instead, be prepared and ready to create an amazing year of music from day one!

Music & Supplemental Materials

Before the first day of school, take time to finalize your concert repertoire and organize your supplemental materials like warm-ups, rhythm packets, method books, and your music handbook or syllabus. Make copies early and get everything ready to distribute. Don’t forget to update administrative items like permission slips and instrument contracts.

Checklist:

• First concert music selected

• Music folders and method books labeled with student names

• Copies made of: Warm-ups, Rhythm packets or supplemental materials, Instrument contracts, Permission slips, Any required forms

• Music handbook or syllabus updated and printed
  

Communication

Good communication sets the tone for your entire program. Being proactive with families shows that you’re organized, transparent, and respectful of their time. Write a welcome email or newsletter and ensure your music calendar is up to date, both online and in print. Update your private lesson teacher list, and check student rosters for any new names. Reach out with a personal introduction to help new students feel welcome.

Checklist:

• Welcome email or newsletter

• Music calendar updated and posted online

• Website updated with current info

• Private lesson teacher list refreshed

• New students contacted
  

Gradebook & LMS Setup

If you’re using a digital platform like Google Classroom, get your classes set up ahead of time. You don’t need to add students yet, just have the structure in place. Share the class codes with students via email or on a projector during rehearsal. And don’t forget to review IEPs and 504 plans before the first week begins. Being familiar with students’ accommodations from the start will help you support their learning more effectively.

Checklist:

• Gradebook or grading software set up

• Google Classroom classes created
  

Classroom Management

A simple, consistent classroom management plan is essential. Clearly define student expectations and post them prominently. The more you practice routines early on, like entering the room, bathroom procedures, and instrument repairs, the smoother your year will run.

Checklist:

• Classroom management plan written

• Rules and expectations posted

• Procedures created (e.g., entering/exiting, bathroom, repairs)

• Seating charts created

• Spreadsheets ready for music and percussion assignments
  

Supplies

Check your supplies and place any needed orders. Make sure your repair kit is loaded with essentials like reeds, valve oil, and rotor oil. Tissues and band-aids are always helpful, and I keep a stash of extra pencils on the whiteboard ledge for students who forget theirs.

Checklist:

• Reeds, valve oil, slide grease, rotor oil, etc.

• Tissues and band-aids on hand

• Instrument repair kit organized

• Extra pencils ready
  

Rehearsal Space Setup

Your rehearsal room should be clean, inviting, and organized to fit your teaching style. Set up chairs and stands so you can move easily through the ensemble. I’m a BIG fan of the isle through the middle of the band! Decorate your space to reflect your personality and create an environment where students feel inspired.

Checklist:

• Chairs, stands, and podium set

• Percussion equipment set up

• Audio/video systems connected

• Hall passes created

• Bulletin boards updated

• Turn-in system ready (boxes by class or grade)

• Instrument lockers ready

• School-owned instruments assigned

• Practice rooms cleared out and ready-to-go
  

Planning

Benjamin Franklin said it best: “By failing to prepare, you are preparing to fail.”

Plan your first week with clear goals. What do you want students to accomplish? Consider creating a slideshow or digital presentation (here’s a free Slides template) to accompany important info and share it with families, too. Build in time for playing instruments, and don’t forget to have fun...possibly with some get-to-know-you activities!

Checklist:

• First week of school plans written - plan with the end in mind

• Slides or presentation created and ready to view

Wrap-up

Back-to-school season can feel like a whirlwind, but having a solid plan and a checklist to guide you makes all the difference. To get an editable version, simply sign-up to access the RESOURCES page or get a copy here. Whether you’re a brand-new teacher or a seasoned pro, preparation empowers you to start strong, stay focused, and create a space where students feel seen, supported, and inspired. So take a breath, check off those boxes, and get ready to make this your best year yet. You’ve got this!

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