Plan a Dance
| Stage 1 - What Sort of Event? | ||
1 |
Initial Contact…“Just thinking!” | Particularly
if this is you first country dance, it could be helpful to phone the
band contact to check any details before you start to plan. We will
be happy to help. |
2 |
Numbers Expected
Number………. |
If this is an
event which requires you to sell tickets, it is important at this
stage to be sure that you will be able to sell those tickets. Who
will sell to whom. This is important to the enjoyment of the evening
and the financial success if you are fundraising. Keep in mind the
size of the venue you have in mind. |
3 |
Refreshments | Will you have refreshments?
Alternatives:- Caterers, Self catered, take away i.e. fish and chips!
or Bring and Share. If a ticket event, will you sell or make food part of the ticket price. |
4 |
Bar | You can run it
yourself but you will need to obtain a license. Some pubs have mobile
bars (you might have to pay the licence fee) or Bring Your Own. Some
events provide a soft drinks bar and leave other arrangements to individuals. |
5 |
Find a venue | Ensure that there
will be space for dancing, dancers seated, food prep, (use of kitchen
and crockery etc) bar. |
6 |
Your event | If your event will
have special features eg a presentation, and thing special which you
would like the band to prepare for …. Consider it now so that
if necessary you can discuss it with the band contact when booking. |
7 |
Select a date | The date you choose
might not be available so have at least 2/3 alternatives to offer
the band and hall if possible. |
| Stage 2 - Book the Band | ||
1 |
Hall | Choose your hall
and ask if the dates you prefer are available. Make a provisional
booking(s) if possible pending band contact. |
2 |
Contact the band | We will reply as
soon as possible so that you can confirm your booking. |
3 |
Finalise | When a common date
for band and hall is found, finalise the booking of both and organise
the bar and food. Print and distribute tickets. If you advertise,
we have found that a tiny handbill delivered personally works best. |
| Stage 3 - Tickets or Invitations | ||
| If it is a ticket
event this is a crucial stage. Do not rely on ticket sales at the
door or putting up posters. Ticket in hand works best. Nominate someone
to keep track of ticket sales and redistribute tickets if some are
not being sold. |
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| Stage 4 - The Event | ||
| Who will prepare
the hall before the event? Who will clear up afterwards? Will there be a fundraising raffle? Who will run it? |
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If you wish to download a copy of these hints click here! Your event will have it’s
own special features, this is a general guide to set you on your
way. |
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