Hebron Band Annual March-A-Thon

The Hebron Band March-a-thon is a spirited community fundraising event that brings together students, families, and local leaders in celebration of music education. As the band marches and performs through a neighborhood, community members donate in support of the program, with top donors given the chance to conduct the band. The event culminates in a lively outdoor concert that draws hundreds of parents, children, and school officials. As the first public performance of the new school year, March-a-thon fosters camaraderie among student musicians, engages the broader community, and raises an average of $12,000 annually to support music education.

The Hebron Band March-a-thon was created with three primary objectives: to raise essential funds for the band program, to build strong community engagement and support for music education, and to foster a sense of unity and pride among student musicians at the start of each school year.

As one of our largest fundraising events, March-a-thon helps bridge the gap between district funding and the actual cost of providing a high-quality music education. By inviting the broader community to donate, we raise an average of $12,000 annually. These funds directly support student participation, instrument maintenance, travel costs, and instructional needs, ensuring that all students can fully engage in the program regardless of financial circumstances.

March-a-thon also serves as a public celebration of music and community. By marching through a local neighborhood and ending with a concert open to all families in the Hebron feeder pattern, the event connects the program to the wider public. A unique feature allows any donor to earn the opportunity to conduct the band, making community members active participants and reinforcing their investment in the arts.

Finally, this event is the first time the full Hebron Band performs publicly each school year, giving students a chance to bond through shared purpose. It creates a group identity and builds enthusiasm and momentum for the months of hard work and performance ahead.

In these ways, March-a-thon is more than a fundraiser; it’s an advocacy tool that showcases the value of music education, engages decision-makers and stakeholders, and strengthens support for keeping music a core part of the school experience.

Students, parents, and community members are the heart of the Hebron Band because they are the foundation of a thriving, sustainable music program.

Students are the reason we do this work. The March-a-thon offers them a chance to perform publicly as a full band for the first time each school year, building unity, confidence, and school pride. It energizes students at a crucial moment in the season, creating a sense of momentum and shared identity. Just as importantly, it allows students to witness the broad support for their efforts from those beyond the school walls.

Parents are integral to the band’s success and play a central role in organizing, volunteering, and promoting the event. They model advocacy in action, coordinating logistics, managing donations, and strengthening connections with local leaders. Their involvement shows students what it looks like to support the arts through hands-on dedication, and it creates deeper family engagement with music education.

Community members, including business owners, neighbors, and school district leadership, are essential because advocacy requires visibility. March-a-thon literally brings music into the streets, inviting people to experience its power firsthand. It gives the broader community a tangible way to support students, through donations or by earning the chance to conduct the band. Their involvement builds lasting goodwill, awareness, and investment in keeping music education accessible and prioritized.

By placing students, parents, and community members at the center of March-a-thon, we ensure the event is more than just a fundraiser; it becomes a celebration of shared purpose and a vivid demonstration of what’s possible when a community comes together in support of music education.

The Hebron Band March-a-thon is a well-organized initiative that unfolds over several months, beginning in May and culminating in the event day each September.

Planning begins in May, when organizers secure the event date, permits, insurance, and location approvals. A donation link is created, flyers are designed, and volunteer sign-ups are launched. Supplies are gathered from prior years, ensuring continuity and efficiency.

During July’s Summer Band, promotion ramps up through flyers, magazine submissions, and presence at band board meetings and the annual Band Fair.

From four weeks out, we begin weekly action steps. These include securing the performance repertoire, advertising in the band newsletter, and coordinating with local businesses. Two weeks before the event, communication intensifies: social media campaigns begin, posters and flyers are distributed throughout the feeder pattern, and logistics are confirmed with key community partners.

The week of the event involves final route checks, volunteer instructions, equipment preparation, and updates to all stakeholders. QR codes are printed for donation buckets and lanyards, and water and safety plans are finalized.

On event day, setup begins early, including barricades, signage, and volunteer coordination. The band marches through the neighborhood, with live performances at designated stops, concluding with a celebratory concert.

Post-event, cash is delivered to the accounting team, signage is taken down, equipment is returned, and thank-you notes are sent to VIPs and concert hosts. The final step is updating the March-a-thon binder and digital files to guide future planning.

This structured, repeatable timeline ensures the March-a-thon runs smoothly, maximizes community participation, and sustains the event’s advocacy and fundraising success year after year.

The Hebron Band March-a-thon is a large-scale initiative made possible by the coordination and generosity of over 70 parent and community volunteers, as well as dedicated booster club leadership and band directors.

The March-a-thon Chair oversees all planning, from permits and signage to communications and logistics, beginning as early as May and investing over 50 volunteer hours. The March-a-thon Coordinator Assistant supports the chair throughout the process and learns the event framework for future leadership.

Parade Chaperones (15 volunteers) walk the route with the band, assist with traffic control, hydration, and student safety. Each commits 4–5 hours on the event day. A Chaperone Team Lead meets prior to the event for route planning and coordinates chaperones on the day.

Golf Cart Drivers (4–6 parents) transport equipment and staff, requiring availability on the day, plus a planning meeting earlier in the week. A Golf Cart Team Lead manages this group.

Water Distribution Volunteers (4 individuals) drive coolers and water between stops and the concert site, while 25 families donate stocked coolers filled with water and ice. A Water Team Lead coordinates this complex hydration plan.

Instrument Case Chaperones (4 volunteers) rotate in 45-minute shifts to guard belongings. Cookie and snack donors contribute refreshments, with over 20 individuals providing food items.

Additional roles include Village Shops Setup, poster delivery, and concert logistics support. Volunteers also help with route signage, publicity, and event-day materials.

The entire initiative is deeply collaborative, with students performing and promoting, parents organizing, and community members donating and participating. The success of March-a-thon is a direct reflection of this collective investment in advocacy for music education.

The Hebron Band March-a-thon relies on a combination of digital platforms, physical resources, and community partnerships to maximize visibility, participation, and fundraising success.

We use PayBee, a secure online donation platform, to collect digital contributions before and during the event. Custom QR codes linked to PayBee are printed on flyers, signs, and lanyards, allowing for real-time giving through mobile devices. These QR codes are also taped to collection buckets for easy access during the parade.

Google Drive is used extensively to organize planning documents, sign-up forms, promotional materials, and the March-a-thon binder (a detailed guide that streamlines execution and succession planning for future coordinators).

For promotion and outreach, we use email newsletters, printed flyers, neighborhood signage, and local magazines. Social media platforms like Facebook and Instagram are essential to increasing awareness and providing updates to families and supporters. Local school staff and feeder pattern principals help amplify outreach through campus communication channels.

We also utilize SignUpGenius to coordinate over 70 volunteers and create printable and digital schedules, maps, and route guides to ensure smooth day-of logistics.

Physically, we rely on items like golf carts (donated by Castle Hills residents), water coolers, printed signage, traffic cones, and concert equipment. Our long-standing relationship with Castle Hills Elementary allows us to use their property for staging, refreshments, and post-concert cleanup. The Castle Hills Village Shops provide the final concert location, complete with a stage and space for hundreds of guests.

Together, these tools and resources allow March-a-thon to be an efficient, engaging, and highly visible community advocacy event that elevates and sustains music education in our schools.

Our marketing strategy for the Hebron Band Marchathon focuses on reaching multiple audiences, including parents, students, district leaders, and the broader community through a mix of digital and grassroots efforts.

We launch a targeted social media campaign on Facebook and Instagram to generate awareness and excitement. Posts feature event details, student spotlights, and donation opportunities, with QR codes linking directly to our PayBee fundraising platform. These posts are shared widely by families, alumni, and community supporters, creating momentum leading up to the event.

We also use the Hebron Band newsletter, distributed weekly to over 500 families, to promote volunteer signups, donation links, and key dates. Feeder schools, including the local elementary and middle schools, share flyers and digital announcements, encouraging younger students and their families to attend and engage with the high school band program.

Printed materials play a vital role as well. We distribute posters to local schools, businesses, and the Castle Hills Mail Center, while placing yard signs along the parade route and at community entry points to increase visibility. These efforts remind neighbors of the upcoming event and encourage spontaneous attendance and on-the-spot giving.

Our promotional strategy also includes personalized outreach. Students are encouraged to email or text donation links to family and friends. We email district leaders, school staff, and elected officials, inviting them to attend the concert, and each year, the District Superintendent, football coaches, and local leaders join in on the fun.

This multifaceted approach pays off as March-a-thon consistently draws hundreds of attendees and raises over $12,000 annually. By promoting the event as both a fundraiser and a celebration of music education, we strengthen community ties and broaden support for our program far beyond the school campus.

The Hebron Band March-a-thon costs approximately $350 to execute. The bulk of expenses, about $250, goes toward city permits and insurance. The remaining $100 covers printing for flyers, maps, and signage. All other needs are met through in-kind donations and volunteers, making March-a-thon a highly cost-effective event that raises an average of $12,000 annually.

The biggest challenge we face with the Hebron Band March-a-thon is managing logistics across many groups, including students, volunteers, and community partners. With so many moving parts, clear communication and planning are essential. We use shared documents, a detailed timeline, and team lead meetings to keep everyone aligned.

Volunteer recruitment can also be difficult, especially for early roles. We address this by promoting the sign-up form early and often, and by making job expectations clear and manageable.

Weather and last-minute changes are always a risk, but we stay flexible and communicate quickly to adjust as needed. Strong planning and committed volunteers help us overcome each challenge.

Yes, the Hebron Band March-a-thon has proven highly effective as both a fundraiser and an advocacy initiative. Each year, the event raises approximately $10,000, helping to cover costs that district funding does not. It draws hundreds of attendees, including school leaders and community members, and consistently meets or exceeds volunteer needs. Student participation is near 100 percent, and donor engagement is strong, with many returning annually. The event also increases visibility for the band program across the feeder pattern, building long-term support for music education.

The Hebron Band March-a-thon has a far-reaching positive impact on our music program, school, district, and local community. As a fundraiser, it provides critical financial support for the band program, helping cover expenses not fully met by district funding like transportation, instruments, instruction, and uniform costs. This ensures that all students, regardless of financial background, have access to a high-quality music education.

The event also strengthens relationships across the Hebron High School feeder pattern. Families from elementary and middle schools attend March-a-thon, exposing younger students to the band program and creating early excitement about music participation. It fosters a culture of continuity and pride across grade levels.

For students, March-a-thon is the first time the full band performs together in public. It builds a sense of identity, unity, and accomplishment early in the season, reinforcing teamwork and school spirit. Students also see firsthand how much their community values their work.

At the district level, the involvement of administrators and school board members as honorary conductors reinforces the importance of the arts in education. Their participation elevates the event and demonstrates public support for music education at the leadership level.

The local community also benefits. Neighbors along the route come outside to listen, donate, and cheer. Local businesses, such as Castle Hills Village Shops and Sophia’s Kitchen, donate space, services, or financial support, deepening their connection to the school.

In all these ways, March-a-thon is more than a fundraiser. It is a unifying event that celebrates the power of music, strengthens partnerships, and ensures the continued success and visibility of the Hebron Band program within our school and community.

Start small, stay organized, and involve your community early. Use clear timelines, promote widely, and offer fun ways to engage, like letting donors conduct the band. Focus on celebrating students and showing the value of music education to build lasting support.