[Organizers] Organizers Digest, Vol 28, Issue 5

Sun Feb 12 16:25:17 PST 2017

Thanks for sharing information, Emily. Again interesting how we divide up
the various roles. We've found that set-up and take-down are relatively
easy to get people to help with, because it is only a few minutes work with
no commitment. Door and refreshments often take an hour or more, so I doubt
that would happen for us without offering something in return. But then if
you are getting 160-180 people to your dances you have a much bigger pool
to draw on than our 60 or so, so nobody may feel stuck with doing it all
the time as some of our people do. Promoting volunteering as a good way to
get to know people is an excellent idea. Thanks.

David

On Sat, Feb 11, 2017 at 7:49 PM, Emily Addison via Organizers <
organizers at lists.sharedweight.net> wrote:

> Hi David, Dugan, and others :)
>
> Dugan - great to see your sheets! Thanks for sharing.
>
> David - great question.  We run a very similar system to you in terms of
> 'formality' although we do have people help out with tear down randomly.
>
> However, only three people get in free: Floor manager (responsible for the
> evening) and two set up/tear down volunteers.  The people who bring the
> snacks, look after 'shoe police' (weird term!), and all the door volunteers
> still pay. We do this as we have approx 10 volunteers a night and can't
> afford to loose their $10-12.
>
> We have a good pool of volunteers and get all the slots filled, however we
> only have three dances a month.
>
> Membership may help with that --- feeling of belonging, ownership,
> commitment to the community.
> We also promote it as a great way to get to know people.
>
> Here's our semi-outdated roles for the volunteers: http://
> ottawacontra.ca/view/?volunteer
>
> Emily Addison
> Ottawa Contra
>
>
>
> On Sat, Feb 11, 2017 at 4:08 PM, via Organizers <organizers at lists.
> sharedweight.net> wrote:
>
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>> Today's Topics:
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>>    1. Re: Volunteers (Dugan Murphy via Organizers)
>>
>>
>> ----------------------------------------------------------------------
>>
>> Message: 1
>> Date: Sat, 11 Feb 2017 12:23:50 -0400
>> From: Dugan Murphy via Organizers <organizers at lists.sharedweight.net>
>> To: organizers at lists.sharedweight.net
>> Subject: Re: [Organizers] Volunteers
>> Message-ID:
>>         <CAAwnfF5DOWrcyZam61KmykjAOxGWLCpn2x=oKh8qbdFjwX6zXg at mail.gm
>> ail.com>
>> Content-Type: text/plain; charset="utf-8"
>>
>> Hi, David,
>>
>> I run a weekly (49 dances per year minus weather cancellations) Thursday
>> night contra series in Portland, Maine.  We started in June and we've had
>> about 70-100 dancers each week since then.
>>
>> Our in-dance volunteer structure is largely based on Will Loving's
>> structure for the weekly contra series in Amherst, Massachusetts.  We have
>> five volunteer positions at each dance: setup/breakdown (shows up an hour
>> before the beginner lesson and stays 30 minutes after the last waltz to
>> arrange and breakdown signage, tables, fans, sound baffling blankets,
>> etc),
>> 3 greeters for the door (one hour each), and one dance manager (makes sure
>> the performers and all the other volunteers have what they need, counts
>> the
>> money, pays the band, etc).  Each of these volunteers is offered free
>> admission in exchange for their service.
>>
>> Because so much of the value that our in-dance volunteers bring is that we
>> can rely on them showing up, they are only offered free admission if they
>> sign up ahead of the dance.  Some dancers help out anyway, which is a
>> bonus.  We tell those dancers that if they want to get in free next time,
>> they can get in touch about a volunteer slot.
>>
>> We keep track of dancers who offer to volunteer so we can make these
>> arrangements.  When new people express interest, we add them to the list.
>>
>> Our dancers have have expressed appreciation for the training documents we
>> offer them in advance of their service so it is very clear what they are
>> and are not responsible for.  These documents are also largely based on
>> similar materials used in Amherst.
>>
>> Here's our guide for greeters:
>> https://docs.google.com/document/d/1CkWK5swVLJejYfUdcDwMeJHU
>> zjKCdYPtD4YB5cSxtv0/edit?usp=sharing
>>
>> Here's our nightly checklist, which includes actions by setup/breakdown
>> volunteer, dance manager, and greeters:
>> https://docs.google.com/document/d/1m1HNwV2pzx0n6qqoueuD4KQl
>> hXYSVVneez538_H0mhw/edit?usp=sharing
>>
>> As our series matures, I am finding it easier to recruit volunteers at the
>> same time that it is becoming more common that dancers help out without
>> being asked.  Though it is becoming more common that dancers show up early
>> and stay late to help without being asked and though it is becoming easier
>> to recruit a greeter on the fly when someone doesn't show up, I really
>> appreciate having volunteers for each evening worked out in advance.
>>
>> I'm thinking about your concern, David, of removing the financial
>> incentive
>> to volunteer by changing to a pay-what-you-can system.  Keep in mind that
>> financial incentive likely is not the motivation for dancers to volunteer.
>> Most of them likely also carry some degree of responsibility to help the
>> series prosper.  Many also likely appreciate the opportunity for extra
>> socializing.  Those benefits of volunteerism won't go away with a
>> pay-what-you-can system.
>>
>> Dugan Murphy
>> Portland, Maine
>>
>> dugan at duganmurphy.com
>> www.DuganMurphy.com
>> www.PortlandIntownContraDance.com
>> www.NufSed.consulting
>>
>> Date: Wed, 8 Feb 2017 17:46:21 -0500
>> From: David Chandler via Organizers
>> Subject: [Organizers] Volunteers
>>
>> I'm interested in how other groups handle in-dance organizational tasks -
>> collecting admissions, putting out refreshments, sound and perhaps
>> checking
>> shoes at the door. Do you use volunteers? Pay people? If volunteers, do
>> you
>> have a structured corps of volunteers you rely on or just ask for
>> volunteers as needed? It would be very helpful if you mentioned how
>> frequently you have dances, and roughly how many attend your dances.
>>
>> We (Country Dance New York) have a pretty formal system, and put on
>> roughly
>> 80 dances a year (weekly Tuesday and Saturday 9.5 months a year), getting
>> roughly 40-50 for English and 60 plus for contra. Some people volunteer
>> for
>> only one or a few dances, but a lot of the work is done by "full-time
>> volunteers," who do at least 8 tasks during the fall and/or spring. In
>> exchange for this they get in free to every event. The tasks are also
>> pretty structured - only members can work the door in order to increase
>> security of funds, and attendance is kept on an iPad using Square so there
>> is some training involved; refreshments involve buying food, refilling
>> water pitchers and putting out a number of different things to eat at the
>> break, then washing dishes and cleaning up. Volunteer coordinators line up
>> people for each task in advance. In general this works very well - tasks
>> get done, and volunteers who are short on cash can get in free. The
>> downside, in my view, relates to our feeling dependent on the system and
>> thus reluctant to consider other options for fear we would lose our
>> volunteers. In particular, some have suggested that it would be more fair
>> to lower our admission rate for those most likely to be in need (students
>> in particular), or to go to a "pay what you can" system of some sort. The
>> reports I've read suggest that "pay what you can" usually works out well,
>> with perhaps increased attendance and no loss of income. However, we can't
>> do that because if people could get in by paying what they can the
>> incentive to be a volunteer would vanish and we are afraid we would not be
>> able to get things done (or a very small group would have to do them, and
>> burn out since we have so many dances). However, I have heard rumors that
>> other dances don't have such a structured volunteer system and still
>> manage
>> to get these in-dance tasks done. I would love to hear how you manage
>> getting tasks done with volunteers, especially if you have a "pay what you
>> can" or very reduced rate for those in need.
>>
>> Thanks!
>>
>> David
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