Fundraising Tools and the Power of Communication

Recruiting participants is one of the most important steps in making a performance tour a reality. After you have crafted the itinerary and set your sights on the perfect venues, the next challenge is building your group. That process can feel daunting, but Encore provides directors with resources to make it easier whether through fundraising opportunities or personal outreach strategies.

Fundraising Tools That Build Excitement

Encore believes travel should be accessible, which is why we offer a range of fundraising tools to help families participate. The Fabulous Fundraiser provides a complimentary trip for two that can be raffled off, and some ensembles have raised tens of thousands of dollars through this program. Our Personal Fundraising Pages allow each traveler to set a goal, share their story, and invite support from family and friends. For directors who want even more inspiration, our Fundraising on a Major Scale eBook contains hundreds of creative ideas collected from successful groups.

These resources are always available to our travelers. In some cases, groups may not be able to utilize them due to their own school or organizational policies. When that is the situation, the focus shifts from fundraising to communication.

Communication as the Cornerstone

For groups that cannot take advantage of traditional fundraising, recruitment often comes down to consistent, thoughtful outreach. Families want to know they are invited and that their questions are being heard. Directors who see the most success are those who take time to reach out personally.

Here are some practical communication strategies you can put into practice:

• Write personal emails to each family, highlighting the unique experiences their child will have on the tour. Tailor the message by referencing the student’s role in the ensemble or their specific interests. We’ve provided a template you can use as a jumping off point.
• Connect with parents in person during rehearsals, at drop off, or at pick up. A quick conversation can be more persuasive than a group announcement and shows you are personally invested.
• Hold small group conversations in an informal setting where parents feel comfortable asking questions about cost, safety, or logistics.
• Encourage student ambassadors to talk about what excites them most about the trip and share that enthusiasm with their peers.

The important part is not the format but the frequency. Regular communication shows families that the opportunity is real, that their participation matters, and that the trip is worth committing to.

The Role of Recruitment Meetings

Recruitment meetings remain the most effective way to bring families together, create excitement, and build momentum. They provide a platform to showcase the itinerary, answer questions directly, and demonstrate the value of the experience. Once families see that others are interested, enthusiasm grows quickly.

Encore’s Recruiting Your Group resources include a new recruitment meeting tool that simplifies this process. Directors can schedule meetings, track RSVPs, and send reminders to families. After the meeting, it is easy to follow up with participants and keep the momentum going. Your Tour Manager can even join the meeting to help answer questions and share expertise, making the session even more impactful.

Touring Builds Momentum for the Future

Recruitment does not stop once you have filled your group. In many ways, every tour lays the foundation for the next. Performing abroad generates excitement within your ensemble, builds word of mouth among families, and creates visibility in your community. That is why Encore’s returning groups are, on average, more than 25 percent larger than first-time groups. Each successful trip makes the next one easier to recruit, because students and parents have already seen the value of the experience.

Why Communication Matters

Whether or not your group is able to use the fundraising tools, communication is always the key to recruitment. Families need multiple touchpoints and consistent reminders to feel comfortable making the commitment. When directors advocate for their tours with steady outreach and clear communication, participants respond with trust and excitement.

Bringing It All Together

Recruiting your ensemble may feel like a challenge, but with the right mix of support and strategy it can also be one of the most rewarding parts of planning. Encore provides the fundraising tools for groups that can make use of them, and for every group we provide the resources and guidance to run effective recruitment meetings and strengthen communication. Explore our Fabulous Fundraiser, Personal Fundraising Pages, Fundraising on a Major Scale eBook, and our Recruiting Your Group resources to see how these tools can work together for your ensemble.

With consistent communication and the right support, you will not only reach your numbers but create the excitement that inspires families to join a truly transformative journey.