[Organizers] Examples of agreements/information provided to callers & bands?

Fri Apr 10 08:07:20 PDT 2015

Hi Emily,

Pasted below is the confirmation the the Montpelier dance sends to
bands/callers/sound people. I do most of my booking communication via
e-mail, but I still send these out by snail mail — yep, real live paper
that you can write a friendly note on! The confirmation is mostly to give
bands and callers each other's contact info, detail the payment scheme, and
give contact info if people need places to stay, along with a few other
pieces of helpful info.

I've been thinking we might want a general info sheet for bands and callers
who have never played Montpelier before, though, and I like your example.
Your caller archive book is an especially cool idea!

Thanks,
Dana

===

Montpelier, Vermont

CONTRADANCE CONFIRMATION

This is to confirm that on
[date]
, you will be
[
calling/playing/doing sound
]
for the Montpelier contradance at the Capital City Grange. This dance is
presented by the Contradance Umbrella and takes place the 1st, 3rd, and 5th
Saturdays  of each month. Any changes in this agreement must be made with
the consent of all parties involved.

Caller:
[caller name, phone, e-mail]

Band:
[band members, band contact phone and e-mail]

Sound provided by:
[sound person name, phone, e-mail]

If necessary, individuals may be subbed or added on at the discretion of
the band or caller. However, if the band size decreases, the financial
arrangement between the caller and band will change; if the band size
increases, the financial arrangement will not change. Please let us know if
you need to sub members or invite other bands or callers to do guest sets.

Financial arrangements:  $650 minimum guarantee after sound is paid out,
plus any additional payment based on attendance.

Sound:
[
$
75

to band if they are bringing sound, $150 if separate sound person is hired]

Caller:
[percentage
of the net income
 to caller based on band size — we do an even split up to four-person
bands; once there are five or more musicians on stage, the split is still
1/5 and 4/5]

Band:
[percentage
 of the net income
 to band based on band size]

The hall usually opens at 7 p.m., however, [first Saturdays only; other
confirmations just say "hall open at 7 p.m."] there will be a grange
meeting that evening and so the hall will be open at 6:30 p.m. Grange
potluck starts at 6:30, and you are welcome to join in.

Places to stay:  Let us know if you’ll need a place, and we can arrange
homestays.

Contact people:
[my name and info, grange hall contact people's name and info]

On Thu, Apr 9, 2015 at 9:23 PM, Emily Addison via Organizers <
organizers at lists.sharedweight.net> wrote:

> Hi Shared Weight organizers!
>
> Ottawa Contra started working on a 'caller information' handout earlier
> this year.  On the heels of Puttin On The Dance 2, it's time for us to get
> 'er done!
>
> Below is our early draft based strongly on Belfast Flying Shoes but also
> Scout House Thursdays, Harvest Moon, Glenside Thursday, Philadelphia, John
> C Campbell, & Farmers Ball.  We still have to discuss it as a committee but
> it's coming along.
>
> Arising for my working on this, three questions have come up:
>
> 1. Do you provide programming type requests of the band?
>
> 3. We would like to be able to provide feedback to the very occasional
> caller.  We don't know how to set that up in the wording though.  I've seen
> (and like!) Scout House Thursday's working of "If you haven't called a
> full evening for us within the last two years, we ask that you be open to
> feedback following your performance; most likely we will contact you by
> email." However, the 'if you haven't called for us in 2 years' wouldn't
> work for us.   How could we word this to set it up to provide feedback to
> the odd person we get every year, especially since we haven't had that
> feedback loop set up in the past???
>
> 3. What basic logistical information do you provide?  We talked about the
> need for this at POTD2 but we didn't have time to flush it all out and I'd
> love to get your thoughts! In no particular order...
>
>
>    - Disseminate among other people coming.
>    - Directions (actual address important + directions)
>    - compensation
>    - schedule (announcements, hall open & can hang?, when sound check,
>    when breaks, lesson, start, etc)
>    - Dance series mission statement
>    - Billeting (who to contact and timeline for set up + what's offered
>    for meals and letting know issues)
>    - Cancellation policy
>    - Sound needs/person
>    - Contact (for more info, cell last minute issues etc)
>    - Connecting bands and callers
>    - If running late…
>
> With thanks,
> Emily in Ottawa
> PS - hi to the POTD2 peeps that have just joined the list in the last few
> days!
>
>
> *Caller Information*
>
> *NEW Fall 2015 - PLEASE READ!*
>
>
>
> *We are excited that you will be calling in Ottawa!  **We asked you
> because* *we think you are a great fit with the vision of our series**. *
> *We believe that callers are leaders within the dance, establishing the
> tone of the evening  and that they can make or break a beginner's
> experience.  We know you can help the dancers and band have a great night,
> so keep the hints below  in mind but call to your strengths*
>
> ·         *Dancing level & style:*
> Dancers at our series range in age from six to eighty and are used to the
> basic contra figures (e.g., contra corners or 'dancing outside your set'
> are not impossible but are not overly common in Ottawa). Our overall style
> has been described as friendly, fun-loving & enthusiastic.  We have many
> long-time dancers of mid-level experience, a smaller group of very skilled
> dancers, and then many new dancers. On average, we have 120 dancers a night.
>
> ·         *Beginners:*
> Our series welcomes new dancers!  We have on average 15 brand new dancers
> each dance plus others coming back for their second or third time.  Expect
> relative novices and rank beginners of all ages.  *We have recently
> started to work particularly hard on enhancing the experience of beginners
> to the point that they catch the bug and come back to be regulars.
> Anything you can do to help would be wonderful!*
>
> o    In your own way, please make sure to encourage regulars & beginners
> to ask each other to dance.
>
> o    Other ways of encouraging & supporting brand new or relatively new
> dancers are welcomed.
>
> o    The introductory (beginner) lesson is from 7:30-8pm.  Unless you
> tell us otherwise with a few weeks notice, we expect you to teach the
> lesson. We appreciate as much of a focus on connection, having fun, the
> dance structure, and transition/formation? than on learning specific
> moves. The one particular move we wish to have taught is the swing.  (too
> much? I'm thinking of those people that only teach moves)
>
> o    Note that in Ottawa, beginners tend to collect in the back corners
> of the contra lines so those are good spots to watch!
>
> o    Clarity and conciedness in teaching & calling is very much
> appreciated by all dancers! (e.g., short walk throughs with no more than 2X
> through the dance)
>
> ·         *Style tips, etiquette & safety:*
> We appreciate judiciously sprinkled tips and reminders of ways to make
> dancing fun and safe for everyone.  A few of these style tips, described
> from the stage or demonstrated on the floor, and definitely issued with
> good cheer or humor, are encouraged by the committee and will be welcomed
> by most dancers.  Not to outweigh other topics, timing is a challenge for
> our dancers!
>
> ·         *Programming:*
>
> o    *Variety:* Variety in programming is appreciated in Ottawa!
> Although dancers will expect a program that is has many duple improper or
> becket contras, we encourage inclusion of 'other' dances as well.  ("Other"
> could be a different formation such as a square, four-face-four, Sicilian
> circle, or triplet; or another type such as chestnuts or mixers.)
>
> o    *Choreography:* We prefer reasonably interesting dances with logical
> flow (enabling us to enjoy the music and each other) over complex
> choreography that requires intense concentration (hampering our enjoyment).
>
> o    *Mixing folks up:* In the interest of mixing dancers up and getting
> used to dancing with different partners, we would encourage the programming
> of a mixer (e.g., scatter, circle) sometime in the first three dances.
>
> o    *Couple dances:* As a heads up, we usually finish the first half,
> start the second half, and finish the dance with a waltz – that's three!
> The band may also play a hambo or schottis at the dance if they are keen.
>
> o    ??? Challenging or Gender mixer dance in second half? (committee to
> talk)
>
> Bullet re one guest slot each night plus mentoring?
>
> ·         *Archiving:*
> We have started an archive book that lists past programs, which you may
> refer to before/during the dance.  Please record your called program
> there – name of dance, composer/author, comments, etc.   This is shared
> with other visiting callers to get a sense of pacing, types of dances
> called, and challenges they come across. ???For Ottawa?
>
> We do much to develop the culture of our community in terms of being a
> welcoming, friendly, and safe space.  Thanks for your help in that
> regard!
>
>
>
> If you are open to feedback after the dance, feel free to let us know and
> if you would  have any feedback for us regarding this sheet or on other
> aspects relating to the experience in Ottawa, please talk to us at any
> time.
>
>
>
>  - The Ottawa Contra Dance Organizing Committee
>
> (with inspiration and wordsmithing help from the Belfast Maine Flying
> Shoes series)
>
>
> _______________________________________________
> Organizers mailing list
> Organizers at lists.sharedweight.net
> http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net
>
>

-- 
Dana Dwinell-Yardley
graphic design & layout
Montpelier, Vermont
802-505-6639
danadwya at gmail.com
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