Study the score of the cantata to determine the number of musicians needed, including members of the choir, orchestra and accompanists. Contact musicians for interest and availability. If the cantata is for a church, contact the church choir and musicians first. If the cantata is for a university or civic group, announce your need for musicians well in advance.
Resolve any scheduling conflicts with the performers before setting dates for the performance and rehearsals. If needed, plan to have the orchestra at the dress rehearsal.
Work out pay details if hiring musicians.
Prepare and distribute folders to each musician with music, a pencil and a list of rehearsal dates and times, and schedule additional time for difficult sections of the cantata. Be firm with the schedule, but allow some flexibility for unexpected issues.
Intersperse difficult passages with easy ones so that the choir does not become fatigued. Work through each segment until the cantata is mastered.
Consider your performing space. Determine what chairs, stands and other arrangements will be necessary for your group to perform comfortably. Make arrangements to record the performance.
Provide water and snacks and welcome the performers to rehearsals. Introduce yourself and warmly thank them for attending. Schedule enough time at the start to make announcements about call time, dress or other pertinent information. Use the rehearsal time efficiently and take breaks to prevent fatigue.
Arrive early on the day or night of the performance to run through a checklist to make sure everything is prepared. Have the music out for the musicians. Review your checklist once more.
Enjoy the performance and provide positive feedback to the musicians.