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1. Rehearsal Management

Capability: ✅ Fully Supported

What It Does:

• Creates detailed rehearsal schedules.
• Sets musical/visual goals with progress tracking.
• Generates QR codes for attendance check-in.

How to Use:

1. Say: "Create a rehearsal schedule for [date/week]."
2. Provide focus areas (music sections, drill sets).
3. Download and distribute the schedule.
4. Say: "Generate a QR code for rehearsal check-in on [date]."

Example Prompt:
"Create a rehearsal schedule for next week with a focus on drill sets 12–20 and visual alignment."

Limitations:

• ❌ Cannot automatically sync with shared calendars.
• Workaround: Export the schedule and manually add it to Google Calendar or other apps.

2. Communication Hub

Capability: ⚠️ User Action Required

What It Does:

• Drafts emails, texts, and announcements for students, staff, and parents.

How to Use:

1. Say: "Draft an email about [event] to send to parents."
2. Review and copy the draft.
3. Paste into Gmail, Outlook, Remind, or another platform and send.

Example Prompt:
"Draft a text reminder for parents about the fundraising event this Saturday, including location and time."

Limitations:

• ❌ Cannot send emails or texts directly.
• Workaround: Buddy drafts the content; you manually send it through your platform.

3. Inventory & Uniform Management

Capability: ⚠️ User Action Required

What It Does:

• Provides inventory templates.
• Generates QR codes for check-in/check-out.
• Organizes uniform assignment sheets.

How to Use:

1. Upload or request an inventory template.
2. Say: "Generate QR codes for instruments/uniforms."
3. Link QR codes to Google Forms or Sheets for tracking.

Example Prompt:
"Generate QR codes for our uniform inventory and link them to a Google Form for tracking."

Limitations:

• ❌ Cannot integrate directly with barcode/RFID systems.
• Workaround: Use QR codes linked to Google Forms or Sheets for manual tracking.

4. Budgeting & Fundraising Tools

Capability: ⚠️ User Action Required

What It Does:

• Creates budget templates.
• Drafts fundraising progress trackers.

How to Use:

1. Say: "Create a budget template for the season."
2. Input expenses and income categories.
3. Manually update progress.

Example Prompt:
"Create a budget template for next season that includes travel, meals, and equipment repairs."

Limitations:

• ❌ Cannot connect with financial software.
• Workaround: Export templates to Excel or Google Sheets for manual tracking.

5. Event & Competition Management

Capability: ✅ Fully Supported

What It Does:

• Builds event timelines.
• Organizes equipment logistics.

How to Use:

1. Say: "Create a timeline for [event]."
2. Provide call times, loading times, and performance details.
3. Download and distribute the schedule.

Example Prompt:
"Create a timeline for the regional competition, including arrival, warm-up, and performance blocks."

Limitations:

• ❌ Cannot sync directly with calendar apps.
• Workaround: Manually input the timeline into Google Calendar or Trello.

6. Travel Planning

Capability: ⚠️ User Action Required

What It Does:

• Generates itineraries with hotels, rest stops, and meals.
• Provides emergency protocol templates.

How to Use:

1. Say: "Plan a trip to [destination] on [date]."
2. Provide group size, hotel needs, and meal preferences.
3. Download and share the itinerary.

Example Prompt:
"Plan a trip to Orlando for 60 students, including two meal stops and overnight lodging near the venue."

Limitations:

• ❌ Cannot book hotels, buses, or meals.
• Workaround: Use the itinerary as a guide and make bookings manually.

7. Visual & Drill Coordination

Capability: ⚠️ User Action Required

What It Does:

• Organizes drill charts.
• Provides feedback forms for rehearsal videos.

How to Use:

1. Upload drill charts.
2. Say: "Organize and share drill charts."
3. Use feedback forms to assess rehearsal videos.

Example Prompt:
"Organize and distribute the drill charts for the opener and include a feedback form for section leaders."

Limitations:

• ❌ Cannot view or analyze videos.
• Workaround: Buddy provides checklists and feedback forms for you to use.

8. Music Library & Licensing Management

Capability: ⚠️ User Action Required

What It Does:

• Organizes music files.
• Drafts licensing deadline reminders.

How to Use:

1. Upload sheet music files.
2. Say: "Organize music for [ensemble/show]."
3. Manually monitor licensing deadlines.

Example Prompt:
"Organize the music library for the spring concert, separating pieces by ensemble."

Limitations:

• ❌ Cannot purchase or renew licenses.
• Workaround: Use calendar reminders for tracking licensing deadlines.

9. Staff Development & Leadership Training

Capability: ✅ Fully Supported

What It Does:

• Provides leadership training materials.
• Tracks professional development deadlines.

How to Use:

1. Say: "Provide leadership materials for section leaders."
2. Download and distribute the materials.

Example Prompt:
"Generate a leadership training packet for drum majors focusing on conflict resolution and communication."

Limitations:

• ❌ Cannot enroll staff in external training.
• Workaround: Buddy drafts materials; you arrange participation in programs.

10. Health, Wellness, and Safety

Capability: ⚠️ User Action Required

What It Does:

• Provides safety checklists and medical form templates.

How to Use:

1. Say: "Create a medical form for students."
2. Print or distribute via secure Google Forms.
3. Store forms securely in a locked cabinet or encrypted cloud storage.

Example Prompt:
"Create a medical form template for students traveling to the regional competition."

Limitations:

• ❌ Cannot store or manage sensitive information.
• Workaround: Use secure, compliant platforms for data collection.

Quick Reference Summary – Band Program Management

The prompts below are designed to help music educators and band directors unlock the full potential of this tool by addressing common classroom needs, from creating engaging lessons to managing rehearsals effectively. Each prompt targets specific areas of music education, offering a starting point for generating creative and practical content. Use these to get started and feel free to experiment by adding more specific details, such as skill levels, student needs, or ensemble types, to refine the output further. Practicing with variations will help you discover even more tailored solutions to enhance your teaching experience!

Additional Prompts

Rehearsal Strategy Optimization

"Help me design a detailed rehearsal plan for a 3-hour marching band session focusing on visual alignment and musical timing."

Segment Feedback Planning

"Create a step-by-step guide for running and refining a musical segment, including specific feedback methods for different staff roles."

Leadership Development Workshop

"Draft a workshop outline for training student leaders in effective communication, peer mentoring, and conflict resolution."

Travel Itinerary Planning

"Plan a detailed travel itinerary for a band competition, including meals, accommodations, and contingency protocols for emergencies."

Ethical Leadership Scenarios

"Provide examples of ethical challenges a band director might face, and suggest strategies to navigate them effectively."

Ensemble Rehearsal Protocols

"Design a protocol for starting and stopping full ensemble rehearsals to maximize efficiency and minimize downtime."

Fundraising Campaign Planning

"Develop a step-by-step fundraising campaign, incorporating student and parent involvement, local sponsors, and a timeline."

Performance Evaluation Criteria

"Create a detailed rubric for evaluating ensemble performance, covering musicality, visual precision, and ensemble synergy."

Emergency Management in Rehearsals

"Outline an emergency action plan for outdoor rehearsals, including severe weather protocols and medical incident responses."

Music Library Organization

"Suggest an efficient system for organizing a digital music library with categories for sheet music, drill charts, and practice tracks."