Organizers

organizers@lists.sharedweight.net

6 participants
511 discussions

Re: [Organizers] Data Base resource question

by Lou Echeandia via Organizers

Hi, Julie, Not so much for finances but for emailings and tracking and identification of membership status by date as well as absolute status, you might look into a website, Mailchimp.com. Their "Entrepreneur" entry level allows up to 2000 contacts and 12,000 mailings per month - free, and no credit card info is required. It takes a little work but once you establish your method your mailings will be relatively simple. The mailings go out in bulk but to only the members in your contact list you specified. The mailing can be scheduled but there is no automation in the free service. I can send you an example of one of our recent mailings if you like. Regards, Lou Echeandia, Treasurer, Oakland County Traditional Dance Society, Southeast Michigan On Apr 24, 2015 1:33 PM, Julie Bermant via Organizers <organizers(a)lists.sharedweight.net> wrote: > > Hi All, > I am looking for a simple, intuitive program to manage finances (membership money,) and to send emails. I use Quicken to track our general finances, but have been struggling to find a data base that will track membership and send out thank you letters. Being able to send out other letters to our membership would be a plus. I am presently using Exceed, but it is clumsy and takes a lot of work to get out the letters, and though it is supposed to be able to email them, that function doesn’t seem to work. > > Any suggestions??? > Thank you! > Julie > Treasurer Friends of Greenfield Dance > _______________________________________________ > Organizers mailing list > Organizers(a)lists.sharedweight.net > http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net

9 years, 12 months

Data Base resource question

by Julie Bermant via Organizers

Hi All, I am looking for a simple, intuitive program to manage finances (membership money,) and to send emails. I use Quicken to track our general finances, but have been struggling to find a data base that will track membership and send out thank you letters. Being able to send out other letters to our membership would be a plus. I am presently using Exceed, but it is clumsy and takes a lot of work to get out the letters, and though it is supposed to be able to email them, that function doesn’t seem to work. Any suggestions??? Thank you! Julie Treasurer Friends of Greenfield Dance

9 years, 12 months

Dance organizers - anyone have talent sit in with visiting bands?

by Emily Addison via Organizers

Hi Dance Organizers, One more question stemming from my work on our callers handout here in Ottawa... except this query relates to musicians! Do any of your dances facilitate local musicians sitting in (either on OR off mic) with visiting bands? This came up at Puttin' On The Dance 2 and we have a few keen musicians who would like to do this as part of their strategy for improving their chops. I've since talked to two touring musicians who are very open to this and think that some other bands may also be open. However, I anticipate that other bands may not be open. So ... if you do something like this... 1. How do you structure it? Is anyone allowed on stage? Do the musicians get permission from organizer ahead of time (e.g., book their spot)? Is there a max number of sets a night that are 'sit in'? Are any 'sit ins' on mic or are all off mic? ???? ???? 2. Also, how do you pitch the idea to the hired band? I'm particularly talking about TOURING BANDS and then local musicians who already have some dance experience (not random musicians). With thanks! Emily

10 years

Examples of agreements/information provided to callers & bands?

by Emily Addison via Organizers

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)

10 years

Re: [Organizers] Dance organizers - anyone have talent sit in with visiting bands?

by via Organizers

Emily - I would say it is entirely up to the band as to how comfortable they are with sit-ins. It is hard to imagine any band allowing someone they do not know to be on a microphone and in "the mix," but it is not hard to imaging them letting people sit in the back and play along. You definitely want to communicate with the band ahead of time, so they are not surprised the night of the dance by someone expecting to be able to play along. A couple of thoughts - If you send out a booking contract, you could put a statement on it that there may be occasional sit-in musicians, and ask that the band contact you if they have any issues with that. You could also find a "senior musician" who is known and trusted in your area, who might be willing to screen people and recommend whether they are ready to be on stage with a traveling band or not. Then the band could contact that individual if they have concerns about whether someone is ready to sit in. I have seen many people sit in with local bands, but with traveling bands it seems like you on the right track to have a strategy for this. Good luck. Ben Allbrandt ---- Jeff Kaufman via Organizers <organizers(a)lists.sharedweight.net> wrote: > It depends on what your goals are. If you want to give the dancers there > that night the best music you can give them that usually means letting your > touring band play on their own. Most bands have their own tunes, > arrangements, and style, and when fitting in extra musicians that's often > hard to communicate and organize in the time available. Especially if this > is a band known for having a tight sound, you're going to lose that when > you add more people. > > But this may be worth it if your main goal is building local capacity. Yes, > the music that night won't be as good, but if you can make up for that when > the local musicians who sat in are playing on their own it's good on > balance. If you go this route it's important that the sit ins are there > because they want to learn and not just because it would be fun to play > with the visiting musicians, or else you're not really being fair to the > dancers. > > (You do still want to check with the band, because the amount the band's > sounds will change when they incorporate new musicians is variable. At one > extreme you have groups like Perpetual eMotion, at the other you have > groups of individually excellent musicians who have more of a pickup band > style among themselves. The more pickupish a band is the better they'll be > able to integrate new musicians, and the way to find out is to ask them > what they'd think.) > > (The above is all talking about sit ins who are included in the overall > sound and that the band is trying to coordinate with. It's also possible to > allow sit ins to sit well behind the band off mic while the band plays > whatever they normally would. This is what BIDA does, though people only > rarely show up. Some musicians find it annoying to have people noodling > along behind them, others don't care.) > On Apr 9, 2015 10:37 PM, "Emily Addison via Organizers" < > organizers(a)lists.sharedweight.net> wrote: > > > Hi Dance Organizers, > > > > One more question stemming from my work on our callers handout here in > > Ottawa... except this query relates to musicians! > > > > Do any of your dances facilitate local musicians sitting in (either on OR > > off mic) with visiting bands? This came up at Puttin' On The Dance 2 and we > > have a few keen musicians who would like to do this as part of their > > strategy for improving their chops. I've since talked to two touring > > musicians who are very open to this and think that some other bands may > > also be open. However, I anticipate that other bands may not be open. > > > > So ... if you do something like this... > > > > 1. How do you structure it? Is anyone allowed on stage? Do the musicians > > get permission from organizer ahead of time (e.g., book their spot)? Is > > there a max number of sets a night that are 'sit in'? Are any 'sit ins' on > > mic or are all off mic? ???? ???? > > > > 2. Also, how do you pitch the idea to the hired band? > > > > I'm particularly talking about TOURING BANDS and then local musicians who > > already have some dance experience (not random musicians). > > > > With thanks! > > Emily > > > > _______________________________________________ > > Organizers mailing list > > Organizers(a)lists.sharedweight.net > > http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net > > > >

10 years

Re: [Organizers] tips for beginners???

by Liz Sturgen via Organizers

I got the message with Delia's document, which I really like. But whatever Mac and Larry sent did not appear in my inbox. Could you re-post, please? Thanks, Liz Sturgen Sent from AOL Mobile Mail On Thursday, September 4, 2014 Emily Addison via Organizers <organizers(a)lists.sharedweight.net> wrote: Hi organizers, Delia, Mac, and Larry --- thanks so much for sharing your resources! Delia - I especially loved the tone of the handout you sent... beautiful. :) I had forgot but I had written something on this 5yrs ago for our website... http://www.ottawacontra.ca/view/?about However, it certainly wasn't meeting the need I was looking for as I wouldn't be trying to create something similar now. [Also wayyyy too long winded.] :) It does have some info that folks might find interesting though. I'm planning on listening carefully to a workshop George Marshall's offering this month in Ottawa called "How to become everyone's favourite dance partner"... he should have many great ideas. And then... I hope to learn lots at Puttin' On The Dance 2: Hands Across the Border too!!!! :) http://www.puttinonthedance.org/ Emily On Wed, Sep 3, 2014 at 8:29 AM, Delia Clark <deliaclark8(a)gmail.com> wrote: Hi Emily! Here's something from my files. I haven't used it, so can't speak to its effectiveness, but maybe you could adapt it. Attribution is at the bottom. Delia On Sep 2, 2014, at 3:19 PM, Emily Addison via Organizers <organizers(a)lists.sharedweight.net> wrote: > Hey Dance Organizers, > > Hope things are going well in your dance communities with the start of September! > > Up here in Ottawa, we'd like to have some targeted information for brand new dancers that (1) might encourage them to come back and (2) share some fundamental tips for contra dancing. We're thinking a dedicated page on our website as well as a handout. > > Plus... ... I'm wondering about something similar for our general community... along the lines of a workshop title that George Marshall is going to offer up here this fall... "How to be everyone's favourite dance partner". Tips for basic key etiquette etc. > > Do you have a page, handout, or other resources that you direct dancers to, or something specific for new folks??? > > With thanks! > Emily > _______________________________________________ > Organizers mailing list > Organizers(a)lists.sharedweight.net > http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net <>:<>:<>:<>:<>:<>:<>:<>:<> Delia Clark PO Box 45 Taftsville, VT 05073 802-457-2075 deliaclark8(a)gmail.com _______________________________________________ Organizers mailing list Organizers(a)lists.sharedweight.net http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net

10 years, 7 months

Re: [Organizers] tips for beginners???

by Emily Addison via Organizers

Hi organizers, Delia, Mac, and Larry --- thanks so much for sharing your resources! Delia - I especially loved the tone of the handout you sent... beautiful. :) I had forgot but I had written something on this 5yrs ago for our website... http://www.ottawacontra.ca/view/?about However, it certainly wasn't meeting the need I was looking for as I wouldn't be trying to create something similar now. [Also wayyyy too long winded.] :) It does have some info that folks might find interesting though. I'm planning on listening carefully to a workshop George Marshall's offering this month in Ottawa called "How to become everyone's favourite dance partner"... he should have many great ideas. And then... I hope to learn lots at Puttin' On The Dance 2: Hands Across the Border too!!!! :) http://www.puttinonthedance.org/ Emily On Wed, Sep 3, 2014 at 8:29 AM, Delia Clark <deliaclark8(a)gmail.com> wrote: > Hi Emily! > Here's something from my files. I haven't used it, so can't speak to its > effectiveness, but maybe you could adapt it. Attribution is at the bottom. > Delia > > > > > On Sep 2, 2014, at 3:19 PM, Emily Addison via Organizers < > organizers(a)lists.sharedweight.net> wrote: > > > Hey Dance Organizers, > > > > Hope things are going well in your dance communities with the start of > September! > > > > Up here in Ottawa, we'd like to have some targeted information for brand > new dancers that (1) might encourage them to come back and (2) share some > fundamental tips for contra dancing. We're thinking a dedicated page on > our website as well as a handout. > > > > Plus... ... I'm wondering about something similar for our general > community... along the lines of a workshop title that George Marshall is > going to offer up here this fall... "How to be everyone's favourite dance > partner". Tips for basic key etiquette etc. > > > > Do you have a page, handout, or other resources that you direct dancers > to, or something specific for new folks??? > > > > With thanks! > > Emily > > _______________________________________________ > > Organizers mailing list > > Organizers(a)lists.sharedweight.net > > http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net > > > <>:<>:<>:<>:<>:<>:<>:<>:<> > > Delia Clark > PO Box 45 > Taftsville, VT 05073 > 802-457-2075 > deliaclark8(a)gmail.com > > > > > >

10 years, 7 months

tips for beginners???

by Emily Addison via Organizers

Hey Dance Organizers, Hope things are going well in your dance communities with the start of September! Up here in Ottawa, we'd like to have some targeted information for brand new dancers that (1) might encourage them to come back and (2) share some fundamental tips for contra dancing. We're thinking a dedicated page on our website as well as a handout. Plus... ... I'm wondering about something similar for our general community... along the lines of a workshop title that George Marshall is going to offer up here this fall... "How to be everyone's favourite dance partner". Tips for basic key etiquette etc. Do you have a page, handout, or other resources that you direct dancers to, or something specific for new folks??? With thanks! Emily

10 years, 7 months

Survey: key for potential session leaders at organizers' conference in Ottawa

by POTD2 organizers' conference via Organizers

Dear Northeast Dance Organizers, We're looking for LOTS OF INPUT for our PROGRAM SURVEY <https://docs.google.com/forms/d/19B0OScEeztA45RM7pEr8hrCSj5p--9Qset4Y8wl9jM…> ! POTD2 <http://www.puttinonthedance.org/> is a participatory, grass-roots event. SESSION LEADERS are conferees who have skill and expertise in particular aspects of running a dance series. The information collected from the SURVEY is KEY in identifying not only the topics that are in high demand but also some of the people who might lead them. Please take a few minutes to check it out <https://docs.google.com/forms/d/19B0OScEeztA45RM7pEr8hrCSj5p--9Qset4Y8wl9jM…>, if you haven't already (whether or not you think you can make it to the conference, March 20-22)--and pass it on! Thank you! Tara, for the POTD2 committee <http://www.puttinonthedance.org/who-we-are/> puttinonthedance(a)gmail.org

10 years, 7 months

Program Survey (POTD2 organizers' conference) Expires September 7!

by Dance Organizers Conference via Organizers

Dear Dance Organizers, As you have hopefully heard, plans afoot for a very exciting conference of dance organizers throughout Eastern Canada and the Northeastern US. Whoohoo! We are announcing..... Puttin’ On the Dance 2: Hands Across the Border, March 20-22, in Ottawa, Ontario. This conference will bring people like you to share ideas and experiences, learn new skills and strategies for successful dances, and more. We’ll also dance, eat, and have fun with our organizer peers! PLEASE GIVE US *YOUR* INPUT At this point in our planning we want to know FROM YOU what you want to see happen at the conference, including what topics would be most helpful for your dance community to be discussed. Please click on the following link and respond to our brief survey by Sunday September 7th. https://docs.google.com/forms/d/19B0OScEeztA45RM7pEr8hrCSj5p--9Qset4Y8wl9jM… We have recently updated the POTD website, www.puttinonthedance.org. While not all details are up (e.g., registration opens in October) you can find out a fair bit about what we have planned. More information on the conference is also below. If you know other dance organizers who might be interested in this conference please feel free to forward this message along to them. Thanks! Sincerely, Emily Addison, Ottawa ON, committee chair, for the POTD2 committee Adina Gordon, Burlington VT Andrew Clyde, Ottawa ON Catherine Burns, Ottawa ON Chrissy Fowler, Belfast ME Danielle Boudreau, Manchester VT David Smukler, Syracuse NY Delia Clark, Taftsville VT Linda Henry, Amherst, MA Nancy Turner, Mad River VT Quena Crain, Brattleboro VT Reta Troop, Smith Falls, ON Roger Williams, Ottawa ON Sarah VanNorstrand, Syracuse NY Tara Bolker, Hamilton ON Val Robb, Ottawa ON -------------------------------------------------------------------------------------------------------------------------- More information on the conference: WHAT IS PUTTIN' ON THE DANCE? In November 2011, the first Puttin' On the Dance convened 78 dance organizers for a conference in White River Junction, VT. POTD was packed with workshops, discussions, dancing and more! Many dance communities benefited in significant ways from this weekend, and it was clear an event like this should happen every few years. (See testimonials.) POTD2 will provide resources and opportunities for learning, sharing, and renewal! We’ll strengthen networks for sustaining the dance traditions we love throughout our region. WHO? For organizers of any American/English dance series! This includes contra, English country, community/family, square, Quebecois, Cape Breton, and other American and Canadian social dance. ALL dance organizers are welcome to attend! We are specifically targeting in eastern Canada and the northeastern U.S.: New York, Vermont, New Hampshire, Maine, Massachusetts, Rhode Island, Connecticut, Newfoundland, Nova Scotia, New Brunswick, Prince Edward Island, Quebec, and Ontario. HOW MUCH? Attending this event is an excellent investment in your dance’s future! Making this conference as affordable as possible is one of our priorities, but there are many ways you and your group can help pay your way, including travel costs. More information on costs and registration will be available later in the summer. WHERE? Ottawa, Ontario WHY CANADA? The first POTD was co-sponsored by many dance organizations, including the Country Dance and Song Society. After supporting several conferences throughout the U.S. since 2006, CDSS recently decided it’s time to help a conference happen in Canada. The Ottawa dance contra community sent three of their dance organizers to the first POTD. Those individuals and their local dance organization are thrilled to help catalyze the next conference in the Northeast Region – on their home turf. A reminder, passports are required for travel to Canada by US Citizens. Plan ahead! QUESTIONS? email puttinonthedance(a)gmail.com

10 years, 8 months

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