Preparation of your library and charts should include the following:

1. Charts: Your charts should be printed on heavy paper or card stock (67# or higher). If you just use 20# printer paper it tends to slide off the music stands and will tear and wear out more quickly.

2. Pages: The pages should be taped together, no loose pages. I suggest using white artist's tape because it lasts longer and won't dry out and fall off the page.

3. Title Pages: Title pages should have the name of the instrument (with any doubles listed below) at the top left corner of the page. Each page that follows should also have the title, name of the instrument and the page number.

4. Tempo/Feel Markings: The tempo (quarternote=120) and feel (swing, str. 8ths, etc.) should be marked above the first measure of music.

5. Rehearsal Numbers: Boxed rehearsal numbers or letters should appear at major sections and measures should be numbered at least at every system, if not every measure.

6. Changes: Changes in tempo, feel or new count offs should be clearly marked when they occur in the chart.

7. Page Turns: Whenever possible, page turns should be built in, especially in the horn parts. Often, the musicians are in a space so cramped they cannot open more than two pages at a time.

8. Filing System: Consider what filing system you will use. Some just put the charts in show order, alphabetical order or numbered. I suggest numbering the charts 1-(?). This makes them easy to file and easy to find if you have to call them up on short notice at rehearsal or on stage.

9. Tacet Sheets: It is a good idea to put a "tacet sheet" in the folders of musicians for tunes they don't play on. For example, if you do a tune with no trumpet or trombone, but the sax plays, put a sheet that has the title of the song and the word "Tacet" on it. That way, the trumpet and trombone know they aren't missing a chart for that particular song.

10. Back up, back up, BACK UP. Never put out your only copy of a chart. Have a copy on file, somewhere. A really great way to carry a backup copy of your show is to have all of the charts converted to PDF's. PDF's can be opened and printed on any computer with Acrobat Reader on a Mac or PC. You can carry your whole show on a thumb drive or CD Rom. And if you lose a chart you can print out a copy anywhere.

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(c)2007 John Hinchey. All Rights Reserved.