FYI: Receiving the Montpelier letter from Dana in the mail caused me to want to re-think how we do our performer confirmation aka performer info sheets. (We send a detailed document via email about one month out, mostly repeating what we send when we first book them.) I LOVED getting the hard copy in the mail. So much harder to ignore key points. Chrissy Fowler Belfast, ME Date: Fri, 10 Apr 2015 11:07:20 -0400 To: emilyladdison(a)gmail.com CC: organizers(a)sharedweight.net Subject: Re: [Organizers] Examples of agreements/information provided to callers & bands? From: organizers(a)lists.sharedweight.net 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(a)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 OttawaPS - 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(a)lists.sharedweight.net http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net -- Dana Dwinell-Yardley graphic design & layout Montpelier, Vermont 802-505-6639 danadwya(a)gmail.com _______________________________________________ Organizers mailing list Organizers(a)lists.sharedweight.net http://lists.sharedweight.net/listinfo.cgi/organizers-sharedweight.net