Behind the Scenes: Year-End Show Retreat Highlights

In episode 77, we're talking about our annual year-end show retreat, sharing our top takeaways, organization hacks, and some creative touches we add to make our year-end show is a fun and unique experience!

Annual Year-End Show Retreat Highlights

• Pre-Retreat Prep
  • Review last season’s recap to set clear goals.
  • Streamline props and sets; reduce and repurpose where possible.
  • Pre-plan with team: collaborative playlists, light decor, idea sharing via Google Docs.
  • Brainstorm preschool production ideas in advance with voice recordings.
• Setting the Creative Scene
  • Retreat held in a decor-rich setting inspired by Oz and Wicked themes.
  • Green decor, custom banners, themed books, and collectibles for an immersive environment.
  • Key team member Beth joined for early insight into props, sets, and coordination for smoother season planning.
• Retreat Agenda
  • Arrange costumes on poster boards for visual organization.
  • Finalize show concepts, music, costume sizing, and themes.
  • Develop massive planning spreadsheets, finalize dress rehearsal schedules, and outline communication materials for families.
  • Compile visual boards for costume inspiration and show themes.
• Costume Planning
  • Quicker costume selection process.
  • Frustrations with character costumes addressed.
  • Organized costumes with garment bags and tags.
  • Finished the lookbook ahead of schedule.
• Fun Elements
  • Listening to themed playlists.
  • Candy bar, themed drinks, bell for costume choices.
  • Oz-inspired “explosion” cake and charcuterie board.
• Top 3 Wins
  • Dani: Detailed notes, organized props and sets, early hand-held prop orders.
  • Becca: Completed lookbook early, streamlined decor, more organized with Beth’s support for team questions.

Pro Tip:
Consider planning a day or afternoon retreat if a full weekend isn’t possible.

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