How to Maximize Your Band & Orchestra Budget

Running a successful band and orchestra program takes more than musical talent and dedication—it also requires financial savvy and resourcefulness. While some schools are flush with cash, most have limited funds and need to make every dollar in the budget count. In order to get the money you need to have a successful band and orchestra program, you need to understand the inner workings of budgeting and funding.

Chris Kastner, an Educational Sales Representative for Music & Arts based in New Jersey, served as band director for North Arlington High School for 18 years. As part of a small-town school district with a limited budget, Kastner had to get creative and find ways to stretch the budget. Along the way, he learned and developed many useful tactics that can help you keep your music program well funded and thriving.

Plan Ahead and Understand Your Budgeting Process

School budgets are typically approved in the spring for the following school year. To effectively manage your program’s finances, start by understanding the specific budgeting process at your school. Then approach school administrators with a well-prepared, detailed plan outlining how you will use the funds and the benefits for students. “Even if administrators are enthusiastic about music education, when you request $6,000 for a baritone sax, they have to compare the benefits against other potential uses of that money,” Kastner explains. “Having a clear and strategic plan is essential.”

Demonstrate the Program’s Value

The success and visibility of your music program can directly impact funding. “The only way to increase your budget is to produce results,” Kastner advises. “The program needs to grow and be successful so the school administrators and board of education see it as a worthwhile investment.” Showcasing your band’s achievements and community involvement can make a big difference.

“Stay visible, and the money will come to you,” Kastner says. “If your band is visible in the community, supporting local events and participating in public performances, your band will be top of mind whenever there’s extra funding.

“Do things to show your success. Sending a couple of kids to play for retired veterans or play the national anthem at a community event are good ways to do that. Performing is always the best part of making music, so the kids love it. And when the board of education sees the band out in the community, then getting money becomes easier.”

Stock Up on Supplies

One proven and effective budgeting strategy is to stock up on extra supplies whenever possible. Kastner recommends asking for a bit more budget to build up a reserve of essential items like reeds, sticks and drum heads. “Over time, you’ll have enough supplies to last a few years, allowing you to spend future budgets on bigger items,” he says.

For example, if you need a $7,000 marimba but only have $1,000 left in your budget this year, use that $1,000 to stock up on supplies you’ll need later. After a few years, your band room will be so well stocked that you can allocate most of your budget for big-ticket items.

Show Financial Responsibility

Demonstrating frugality and wise spending can build trust with school administrators. “When administration sees that you’re frugal and able to spend money wisely, they’re more willing to allocate more money,” Kastner notes. “The next time there’s an overflow of budget, they’ll give you the money because they have confidence that you’ll get the most from it.”

Keep a Wish List

Always have a wish list of items at different price points ready. This way, if there’s a surprise windfall, you can quickly present your ideas on how the additional funds could be spent.

Some of the more expensive purchases tend to be larger, more complex instruments like:

• Brass and woodwind instruments such as the tuba, French horn, baritone saxophone, bass clarinet and bassoon
• Percussion instruments like timpani, marimba and vibraphone
• Orchestra instruments including string bass, cello and harp

Additionally, you might consider spending the budget on technology and equipment such as:

• A new speaker system for the band room
• PA system for outdoor performances
• Recording setup for the band room

For more ideas on how to incorporate technology into your curriculum, check out The Music Educator’s Back-to-School Tech Guide.

Spend Every Penny

It’s crucial to use your entire budget each year. “It takes a lot of creative magic to meet your budget,” Kastner admits. “Spend every penny of the budget; don’t let any go to waste. If they see you not spend it all, they think you don’t need it and will give you less next year. If your budget is fluctuating every year, it might be because the admins aren’t seeing consistency in your spending.”

Involve Parents in Fundraising Programs

While there’s nothing wrong with using tried-and-true fundraising tactics like bake sales and car washes, it pays to get creative. Some directors organize concerts for the full band or orchestra, ensembles and even local rock bands, with ticket proceeds supporting the music program.

However you choose to raise funds, Kastner recommends getting the parents involved from the start. “It’s important for parents to see the value of their contributions, whether it’s funding uniforms or trips,” he says. “By being transparent and communicating clearly with parents, band directors can build trust and help the parents feel a sense of ownership.

“I would always hold at least three meetings for major trips, including a dedicated fundraising meeting, trip preparation sessions and even a post-trip potluck. That brings parents into the process and creates a sense of community. When parents hear firsthand from their kids and chaperones about the positive impact, it encourages them to stay engaged and look forward to the next opportunity.”

Need help with financing? Get the top-quality instruments and accessories your program needs with the School Lease / Purchase Plan from Music & Arts and BGE Financial.
Reach out to your local Educational Representative or contact our Educator Call Center at 800.346.4448 to learn more.