[Organizers] Organizers meeting at Flurry

[Claire Takemori via Organizers]

Thank you so much Bob and for any who can add more details & comments!  I really really appreciate your reporting back. 
I’m in a hard position, as our Dance Series Manager (oversees the whole dance organization) is stepping down (and will still help in big ways, but not the Manager role).  The other major part of the organization does publicity and that person is not clear they can continue past 2017.  This is a small local dance that we’ve doubled since taking it over last year (20ish to ~50).  But it’s still losing money and lacks enough volunteers to feel sustainable.   I was doing Programming (booking bands, callers, sound) as well as talent hospitality at the dance, setting up dinner location for after the dance,  making quarterly flyers & going to the quarterly flyer distribution meeting.   What I’d like to be doing more of is making the dance easy, enjoyable for all and finding ways to recruit new dancers.   With taking on the Manager role as well as Programmer,  and without a new volunteer on our team to take up some slack, I’m feeling even more like it’s not sustainable.  

I will try more asking in person for help & write out job descriptions of simple tasks as well as organizer roles. 
We did get a couple more people (the ones that are already doing things to save every other dance for many years) to help fill manager/snack slots.  

Any other ideas to get folks to step up to save a dance from ending?  I can see ending the dance at the end of summer if there is no change in the help.  

Thanks for hearing me….. and any help or inspiration you can offer.  I do realize that sometimes one dance can change a life.  A family that came on Sunday said they heard of our local Family Week camp from our dance last year and they went and their kids LOVE music and dance now!!!  

Claire Takemori 
Dance Caller 
(Campbell CA) 


Message: 1
Date: Mon, 20 Feb 2017 10:36:04 -0500
From: via Organizers <organizers at lists.sharedweight.net>
To: organizers at sharedweight.net
Subject: [Organizers] Organizers meeting at Flurry.
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Well THAT was fun.

I took a few notes, sharing per Claire Takamori's request
Sorry, didn't get there in time to hear everyone's name, and I did not include my
vociferous comments in my own notes. 
Others, please edit to fill in the blanks and correct my version.

And, I apologize for monopolizing the conversation...I was so energized by the dancing
that it was difficult for me to contain my enthusiasm.

I do have follow-up questions for the group that does the Co-Host events...
What is the format? First Half Contra, Second half Swing, or is it an every other dance 
sort of switching? We do Contra/English combined for special events,
and typically it is 2 and 2, alternating, but some people are not happy with this...
If it is half and half, do you experience people coming just for the half they normally dance?
Do you charge those people full price?


Regarding Attendance: Attracting/Retaining New Dancers, younger dancers, etc.
(Top concern for this meeting)

One dance group gives a free dance to members who bring a NEW dancer,
as well as the Next Time Free to the new dancer. They find it works very well.

Another group tries to have regulars all bring a friend to particular dances
when the caller is really good with teaching beginners. (NYC?)

A few? groups have had success with helping to host a free dance at local colleges.
Others have "College Night" with a deep discount when showing a Student ID.

At least One group who does the Next Dance Free thing has a tear-off where the person
gives their email or contact info at the first dance. They follow up with a personalized
email thanking them and inviting them back, possibly with details about the next dance or two.
(Who is performing...) (This may be two similar responses mashed together)

Some groups have "Taxi Dancers" with lead/follow indicators.
They are people who wear some kind of indentifier (pin, colorful marker, something)
and at sign-in the new dancers are shown what that looks like. The taxis will
dance with new folks, and be there if there are any questions.

Another group has regulars who dance with new people and try to make sure they have a partner for the next dance...
Bob: "Thank you for that dance, have you met Jean?"
Jean: "Hi, nice to meet you, would you like to dance?"

One group does a skit after the 2nd or 3rd dance about how to handle situations:
Topics: Saying no gracefully, how to stop the twirling, etc. (NYC or MontpielierContraExchange?)


Money stuff:

{Seems Rochester is an outlier, with regard to the cash box being unattended all evening, and self-serve sign-in.}

More than a couple groups have found that a Sliding Scale payment makes more money than a fixed rate.
The most successful seem to communicate the cost of running the dance. Something like:
Your money pays for Band/Caller/Rent/Insurance...and if we get 60 dancers paying $10 each,
we will break even...(Fill in the correct numbers).

One contra group works with Swing N Blues groups in their viscinity to co-host events.
{I view this very similar to what we are doing with English/Contra half and half dances.
Not sure of their format for an evening...}

Take the top exec of the local PBS radio station to lunch and talk about your dance.
They will become your advocate. (Probably works better in smaller New England towns)

Volunteers:

Everyone is aging or burning out.

Have to get people started with small jobs with distinct short term objectives.
(Fill water jugs, sweep floor, put away chairs, etc.)

Extend PERSONAL Invite to be part of organizing team. 
Volunteer requests over mic go in one ear and out t'other.


Misc.

Good idea to get a coach for the Open Band.

Learned a new term: Ambi-dance-terous

Bob