Organizers February 2017

organizers@lists.sharedweight.net

1 participants
18 discussions

by David Chandler via Organizers

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

7 years, 2 months

Volunteers (Stakeholders)

by via Organizers

7 years, 2 months

Re: [Organizers] Organizers Digest, Vol 28, Issue 5

by Emily Addison via Organizers

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(a)lists.sharedweight.net> wrote: > Send Organizers mailing list submissions to > organizers(a)lists.sharedweight.net > > To subscribe or unsubscribe via the World Wide Web, visit > http://lists.sharedweight.net/listinfo.cgi/organizers- > sharedweight.net > > or, via email, send a message with subject or body 'help' to > organizers-request(a)lists.sharedweight.net > > You can reach the person managing the list at > organizers-owner(a)lists.sharedweight.net > > When replying, please edit your Subject line so it is more specific > than "Re: Contents of Organizers digest..." > > > Today's Topics: > > 1. Re: Volunteers (Dugan Murphy via Organizers) > > > ---------------------------------------------------------------------- > > Message: 1 > Date: Sat, 11 Feb 2017 12:23:50 -0400 > From: Dugan Murphy via Organizers <organizers(a)lists.sharedweight.net> > To: organizers(a)lists.sharedweight.net > Subject: Re: [Organizers] Volunteers > Message-ID: > <CAAwnfF5DOWrcyZam61KmykjAOxGWLCpn2x=oKh8qbdFjwX6zXg@mail. > gmail.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/1CkWK5swVLJejYfUdcDwMeJHUzjKCd > YPtD4YB5cSxtv0/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/1m1HNwV2pzx0n6qqoueuD4KQlhXYSV > Vneez538_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 >

7 years, 2 months

Re: [Organizers] Volunteers

by Dugan Murphy via Organizers

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/1CkWK5swVLJejYfUdcDwMeJHUzjKCdYPtD4YB5cS… Here's our nightly checklist, which includes actions by setup/breakdown volunteer, dance manager, and greeters: https://docs.google.com/document/d/1m1HNwV2pzx0n6qqoueuD4KQlhXYSVVneez538_H… 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

7 years, 2 months

Re: [Organizers] Organizers Digest, Vol 28, Issue 1

by Emily Addison via Organizers

Hi Mac, Thanks for the thoughts. We are looking at why attendance is down and at ways to increase attendance. Re communicating what talent pays... not trying to hide that at all. We've just never communicated that. I think it's mostly because as a whole, our committee didn't think there was a reason. And there are likely a few who might still feel a little uncomfortable. (I'll have to ask.) I'm all for it, it's more how people do that communication so it's as effective and positive as possible. :) Emily On Sun, Feb 5, 2017 at 4:08 PM, via Organizers < organizers(a)lists.sharedweight.net> wrote: > Send Organizers mailing list submissions to > organizers(a)lists.sharedweight.net > > To subscribe or unsubscribe via the World Wide Web, visit > http://lists.sharedweight.net/listinfo.cgi/organizers- > sharedweight.net > > or, via email, send a message with subject or body 'help' to > organizers-request(a)lists.sharedweight.net > > You can reach the person managing the list at > organizers-owner(a)lists.sharedweight.net > > When replying, please edit your Subject line so it is more specific > than "Re: Contents of Organizers digest..." > > > Today's Topics: > > 1. Dance pricing, communicating about pricing and more > (Emily Addison via Organizers) > 2. Fw: Dance pricing, communicating about pricing and more > (Mac Mckeever via Organizers) > > > ---------------------------------------------------------------------- > > Message: 1 > Date: Sun, 5 Feb 2017 15:42:35 -0500 > From: Emily Addison via Organizers <organizers(a)lists.sharedweight.net> > To: Shared Weight Organizers <organizers(a)sharedweight.net> > Subject: [Organizers] Dance pricing, communicating about pricing and > more > Message-ID: > <CAD7WKUX+dADRd4-8Nc=qj+t9Y-cSg5vzfwg+uiDq0nwG0JRLvA@mail. > gmail.com> > Content-Type: text/plain; charset="utf-8" > > Hi fellow organizers, > > Following up from some discussion in December about low attendance, here in > Ottawa we're working on 'recovering' from a surprising attendance drop this > year. We're having a major strategy session later in the month which > includes talking publicity, programming, finances etc. > > I'd love to hear about any ****innovative ideas you have for door > pricing**** > > Our current system: > $12 regular, $10 members and students, 16 and under free > Membership is $30 start of year, $20 in January. People who want to be > generous and buy a sustaining membership can pay $50. > > Possible options currently on the table: > The easiest solution which would be the default is to raise the price for > all by $2 which some feel is a fair price compared to a movie. However, > others think paying $12-$14 every two weeks will be not only hard on those > with low incomes but also a psychological be a turn off for others. > > Ideas I'm wondering about: > > - $10/12 base, adding sliding scale up to $15... hopeful that people > would contribute more. > - Also communicating effectively (we don't do this at all now) on the > cost of running a dance. This would mean exposing what the average > cost of > talent and sound but I think if people knew where money was going and > how > little talent actually get paid for their efforts, they'd be more > generous. > > Your ideas?????? > Any thoughts on the ideas above and in particular, anyone doing a great job > of communicating costs to their dancers? > Any other brilliant thoughts? Maybe different donor levels? Donation jars > (but how to do well)? > Other? > > With much thanks! > Emily Addison in Ottawa >

7 years, 2 months

Re: [Organizers] Dance pricing, communicating about pricing and more

by Don Veino via Organizers

Here's what we've done with our dance. It was a calculated risk/leap of faith. We gave notice verbally by announcements at the dance for a few weeks before it started, plus email and Facebook notices. Facebook comments were very positive and several folks said this would make the dance available to them once more. http://mondaycontras.com/pages/you-pick-admission.php Attendance is up so far vs. prior periods and pay for performers is up significantly, on average. Limited sample to date - we began just this calendar year. Anecdotally approximately 60% pay the suggested amount, 30% pay the higher figure and 10% or fewer lower. We don't turn away people at any amount (anything over cost is gravy). Some people are also giving us donations when they have it - with the knowledge it is all going to the talent. We're a unique dance - running 45-90 people weekly - a sort of weekly-community dance hybrid, where folks value the connection and are invested in keeping it going. This approach makes the door sitter job pretty easy/finite and we're getting better statistics than before (I'll share a later post on how that's been achieved - once I find some time to write it up). -Don On Sun, Feb 5, 2017 at 3:42 PM, Emily Addison via Organizers < organizers(a)lists.sharedweight.net> wrote: > Hi fellow organizers, > > Following up from some discussion in December about low attendance, here > in Ottawa we're working on 'recovering' from a surprising attendance drop > this year. We're having a major strategy session later in the month which > includes talking publicity, programming, finances etc. > > I'd love to hear about any ****innovative ideas you have for door > pricing**** > > Our current system: > $12 regular, $10 members and students, 16 and under free > Membership is $30 start of year, $20 in January. People who want to be > generous and buy a sustaining membership can pay $50. > > Possible options currently on the table: > The easiest solution which would be the default is to raise the price for > all by $2 which some feel is a fair price compared to a movie. However, > others think paying $12-$14 every two weeks will be not only hard on those > with low incomes but also a psychological be a turn off for others. > > Ideas I'm wondering about: > > - $10/12 base, adding sliding scale up to $15... hopeful that people > would contribute more. > - Also communicating effectively (we don't do this at all now) on the > cost of running a dance. This would mean exposing what the average cost of > talent and sound but I think if people knew where money was going and how > little talent actually get paid for their efforts, they'd be more generous. > > Your ideas?????? > Any thoughts on the ideas above and in particular, anyone doing a great > job of communicating costs to their dancers? > Any other brilliant thoughts? Maybe different donor levels? Donation jars > (but how to do well)? > Other? > > With much thanks! > Emily Addison in Ottawa > > _______________________________________________ > Organizers mailing list > Organizers(a)lists.sharedweight.net > http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net > >

7 years, 2 months

Dance pricing

by Greg Allan via Organizers

This might be a crazy idea, Emily, but the by-donation pay model works wonders in many different areas, in particular, here in Winnipeg, and could work for social gatherings as well. For those of you who may not know, "by-donation" means being admitted, receiving a product, or getting whatever you normally get for an established cost, for the cost of any amount of money the patron chooses. It works extremely well in fundraisers utilized by students. I have heard that makes way more money than with itemized cost-list bake-sales. It works extremely well in community shops around the city, for learning how to fix your bike. The only other detail that tends to vary from model to model is the accompanying list of so-called "suggested donations". This is a list of what the organization might hope you to donate for a particular items, and is usually given as a range, with, of course, the option to get the item for free or for whatever pocket change you happen to have on at the time still on the table. This *could *take the form of a list of expenses your business incurs for the night, or an average donations that you think would suffice if everyone paid it, or a mathematical equation which brings it all together with an estimation of how many people are going to show up. It *could *take the form different amounts depending on who you are, like 0-12 years old: $0-1; 12-17 year old: $1-5; etc. etc., or how you have arrived, like with partner, with costume, with family, with new dancer friends, etc. It also should be obvious where the money is going, like to the musicians, or back into the organization, etc. The shift here is less about money and more about psychology. Lots of different theories out there, but for me, it's about autonomy, feeling included and feeling important, filling a need, etc. rather than just being a paying customer to fill the seats. After all... how can patrons not feel like a cog when organizers and producers go on and on about "getting people out". The focus there is about all the people that aren't there, rather than being grateful for the people that ARE there. It will give you so much more of a reason to say "Thank you" to people at the end of the night, and really mean it. I will be implementing this cost structure for a dance on March 31st here in Winnipeg. I'll keep you updated, if you wish. On Sun, Feb 5, 2017 at 3:08 PM, via Organizers < organizers(a)lists.sharedweight.net> wrote: > Send Organizers mailing list submissions to > organizers(a)lists.sharedweight.net > > To subscribe or unsubscribe via the World Wide Web, visit > http://lists.sharedweight.net/listinfo.cgi/organizers- > sharedweight.net > > or, via email, send a message with subject or body 'help' to > organizers-request(a)lists.sharedweight.net > > You can reach the person managing the list at > organizers-owner(a)lists.sharedweight.net > > When replying, please edit your Subject line so it is more specific > than "Re: Contents of Organizers digest..." > > > Today's Topics: > > 1. Dance pricing, communicating about pricing and more > (Emily Addison via Organizers) > 2. Fw: Dance pricing, communicating about pricing and more > (Mac Mckeever via Organizers) > > > ---------------------------------------------------------------------- > > Message: 1 > Date: Sun, 5 Feb 2017 15:42:35 -0500 > From: Emily Addison via Organizers <organizers(a)lists.sharedweight.net> > To: Shared Weight Organizers <organizers(a)sharedweight.net> > Subject: [Organizers] Dance pricing, communicating about pricing and > more > Message-ID: > <CAD7WKUX+dADRd4-8Nc=qj+t9Y-cSg5vzfwg+uiDq0nwG0JRLvA@mail. > gmail.com> > Content-Type: text/plain; charset="utf-8" > > Hi fellow organizers, > > Following up from some discussion in December about low attendance, here in > Ottawa we're working on 'recovering' from a surprising attendance drop this > year. We're having a major strategy session later in the month which > includes talking publicity, programming, finances etc. > > I'd love to hear about any ****innovative ideas you have for door > pricing**** > > Our current system: > $12 regular, $10 members and students, 16 and under free > Membership is $30 start of year, $20 in January. People who want to be > generous and buy a sustaining membership can pay $50. > > Possible options currently on the table: > The easiest solution which would be the default is to raise the price for > all by $2 which some feel is a fair price compared to a movie. However, > others think paying $12-$14 every two weeks will be not only hard on those > with low incomes but also a psychological be a turn off for others. > > Ideas I'm wondering about: > > - $10/12 base, adding sliding scale up to $15... hopeful that people > would contribute more. > - Also communicating effectively (we don't do this at all now) on the > cost of running a dance. This would mean exposing what the average > cost of > talent and sound but I think if people knew where money was going and > how > little talent actually get paid for their efforts, they'd be more > generous. > > Your ideas?????? > Any thoughts on the ideas above and in particular, anyone doing a great job > of communicating costs to their dancers? > Any other brilliant thoughts? Maybe different donor levels? Donation jars > (but how to do well)? > Other? > > With much thanks! > Emily Addison in Ottawa >

7 years, 2 months

Dance pricing, communicating about pricing and more

by Emily Addison via Organizers

Hi fellow organizers, Following up from some discussion in December about low attendance, here in Ottawa we're working on 'recovering' from a surprising attendance drop this year. We're having a major strategy session later in the month which includes talking publicity, programming, finances etc. I'd love to hear about any ****innovative ideas you have for door pricing**** Our current system: $12 regular, $10 members and students, 16 and under free Membership is $30 start of year, $20 in January. People who want to be generous and buy a sustaining membership can pay $50. Possible options currently on the table: The easiest solution which would be the default is to raise the price for all by $2 which some feel is a fair price compared to a movie. However, others think paying $12-$14 every two weeks will be not only hard on those with low incomes but also a psychological be a turn off for others. Ideas I'm wondering about: - $10/12 base, adding sliding scale up to $15... hopeful that people would contribute more. - Also communicating effectively (we don't do this at all now) on the cost of running a dance. This would mean exposing what the average cost of talent and sound but I think if people knew where money was going and how little talent actually get paid for their efforts, they'd be more generous. Your ideas?????? Any thoughts on the ideas above and in particular, anyone doing a great job of communicating costs to their dancers? Any other brilliant thoughts? Maybe different donor levels? Donation jars (but how to do well)? Other? With much thanks! Emily Addison in Ottawa

7 years, 2 months

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