BOCES Resource Guide: Booking School Assembly Programs the Right Way
You found the perfect assembly in your BOCES catalog. Before the paperwork goes in, there's one step that protects your date, your price, and your sanity. This free guide and short video walk new school coordinators and PTA volunteers through booking Academic Entertainment school assembly programs through BOCES, start to finish.
- Booking school assemblies since 1997
- Thousands of schools served
- Listed with Eastern Suffolk, Nassau & PNW BOCES
How Booking Through BOCES Works, in About Two Minutes
Whitney from Academic Entertainment explains how schools work with us through BOCES, and exactly what to do before a contract is submitted.
The One Step Most New Coordinators Miss
A BOCES catalog listing doesn't reserve a date or lock in a price. Our presenters tour on tight schedules, and availability changes week to week. When paperwork goes in without checking with us first, the contract can name a date the presenter can't make, or a price that's out of date.
That means amended contracts, delays, and sometimes a disappointed group of students. A two-minute phone call prevents all of it.
Contact Academic Entertainment before you submit any BOCES paperwork.
Call 800-883-9883, email info@academicentertainment.com, or request pricing & dates online.
When you reach out first, we'll:
- Confirm the presenter is available on your preferred date(s)
- Confirm current pricing for your program and region
- Lock in show times, audience sizes, and setup details
- Give you everything you need to submit accurate BOCES paperwork the first time
How to Book a School Assembly Through BOCES
Every BOCES runs a little differently, but the path for booking our programs usually looks like this.
Find a program
Browse your BOCES catalog, the statewide directory, or our full show lineup and pick the program that fits your students, grade levels, and goals.
Contact us first
Call, email, or use our request form. Tell us the program, your school and district, preferred dates (with a backup or two), grade levels, audience size, and how many shows you'd like.
Confirm the details
Make sure the program, date, show times, and current pricing are all confirmed by our team before you start any BOCES forms.
Loop in your district contact
Your district's arts-in-education or curriculum contact will guide you through district approval and the correct BOCES submission steps.
Submit your BOCES paperwork
Use the exact date, times, and pricing you confirmed with us. Accurate paperwork moves through approval faster.
We handle payment with BOCES
Once your contract is approved and we receive it, we coordinate payment directly with your BOCES. Your job is done; get ready for show day.
Everyone's Role in a BOCES Booking
| Who | What they handle |
|---|---|
| School coordinator or PTA volunteer | Chooses the program, contacts Academic Entertainment first, and coordinates with the district contact. |
| Academic Entertainment | Confirms program fit, presenter availability, dates, current pricing, and scheduling details. |
| District arts / curriculum contact | Guides the school through district approval and the correct BOCES submission process. |
| Your BOCES | Processes the request under its catalog, approval, and funding procedures, and handles contract payment with Academic Entertainment. |
What's Inside the BOCES Resource Guide
Six pages you can print for your PTA binder or keep on your desktop for the next time a teacher asks, "Can we get that assembly again?"
- The step-by-step BOCES booking process
- A who-does-what breakdown for your school, district, and BOCES
- A pre-submission checklist
- Direct links to the BOCES catalogs that list our programs
- Answers to the questions new coordinators ask most
- A fill-in event planner for show day
PDF · 6 pages · No sign-up required
BOCES Catalogs That List Academic Entertainment
We currently have pricing listed with Eastern Suffolk, Nassau, and Putnam/Northern Westchester (PNW) BOCES. Western Suffolk and the statewide directory are two more places to find enrichment programs. Whichever catalog you use, confirm current pricing and availability with us directly.
BOCES Booking FAQs
Can I submit BOCES paperwork as soon as I see a program in the catalog?
Please don't. Contact us first to confirm availability, pricing, dates, and scheduling. Paperwork submitted without that confirmation often has to be amended, and your preferred date may already be taken.
Does the price listed in the BOCES catalog guarantee my event price?
No. Catalog pricing can become outdated between printings. Confirm current pricing directly with Academic Entertainment before you submit anything.
Is my date reserved once I submit a BOCES request?
No. Your date is only held once our team has confirmed it with you directly. Submitting a request through BOCES does not place a hold on the presenter's calendar.
Does every BOCES follow the same process?
No. Procedures vary by region, and some smaller regions rely on the statewide directory rather than a local catalog. Your district arts or curriculum contact can explain the steps that apply to your school.
Who should I talk to at my district?
Start with the person who coordinates arts-in-education, enrichment, curriculum, or BOCES requests. If you're not sure who that is, your main office or district office can point you to the right person.
What should I have ready when I call Academic Entertainment?
The program you're interested in, your school and district, preferred dates with a backup or two, grade levels, approximate audience size, and how many shows you'd like that day.
How is payment handled?
Once your BOCES contract is approved and we receive it, we coordinate payment directly with your BOCES. There's nothing further for you to pay or process.
What if my school isn't using BOCES funding?
You can still book any of our programs directly. If you're looking for other ways to cover the cost, our school assembly funding sources guide lists grants and sponsorship options by state.
Found a Program? Let's Confirm Your Date.
Call us before the paperwork goes in. We'll check presenter availability, confirm today's pricing, and give you everything you need for a smooth BOCES submission.