How To Organize a Dance or Special Event Pick your theme. If you have a theme that you really want to do that we don’t have, we would love to make a patch for you!. Determine how many people you would like at your dance. If it is Parent/adult and daughter. For example, if you want 150 people at your dance, then you can only take 75 children and 75 parents. Find a venue for your dance. A great area would be a school gymnasium or a school cafeteria. Other ideas would be a church common room, community center, or any open area that is willing to use their venue. Fill out the forms and contact them. If you cannot get the venue for free, place the amount owed in your budget. Set the date and time. An adult daughter dance is typically after Thinking Day or cookie sales has ended. A Masquerade Ball is usually in October or November, so they can wear their Halloween costumes for easy attire, The time is usually 2 hours. (example: 7-9 on a Friday evening) Recruit volunteers, older girls, or group members to help at the dance. We suggest having 5-8 people helping at the dance for set-up and clean-up. Research a good DJ to have at your dance that is kid-friendly OR use your kid friendly play list to play at the event. (speakers and more for set-up) Go to monthly group meetings, make flyers, and promote your dance. Make sure to take payment when you sell the tickets and not at the door so you can prepare for the number of attendees. Keep the cash or checks in a cash box. Purchase wrist bands from online or the dollar store so everyone can have one to say that they paid already. Give these when they pay with the group ticket as a reminder.The free download has a template for each theme. Prepare your decorations. It doesn’t matter if they are big or small—make sure you have a little bit of something for your theme! If you are hanging something around the door, you should make or purchase that in advance so you don’t forget. Sometimes fabric stores have sales on certain fabrics, so look for that. Decoration ideas are under each theme later on in this book. Are you taking photos? Prepare your photo backdrop ideas. A typical idea is a sheet based on the color or theme of your dance. Ideas in free booklet. Keep track of all of the people that paid on a spreadsheet. Place their group number in the first column, their name in the second column, their check number or “CASH” in the third column. Try to update it every time you get more people and cut it off on your limit or a bit before for walk-ins. Bring 3 copies to the dance. Purchase your refreshments a week before the dance to ensure their freshness and quality. A typical choice of refreshments are mini bottles of water and cookies, found at discount warehouses. Make sure to buy enough. After all of your people are counted for, order your patches. Hand out the patches at the end of the night order or at the next adult group meeting. Set up the dance. First, bring out all the tables so there are enough for all the groups. Round tables typically hold 6-8 people. Fold index cards in half and write the group number in the center and how many people there are in the group in the corner. Cover the tables with disposable tablecloths. Place refreshments on the table of your choice Second, put up the decorations. If you have items hanging, make sure that no one can trip on it. Third, if you are taking photos, set up the photo area in an area away from the dance, like in a hallway or in another room. At the beginning of the dance, make an announcement that there are pictures to take in another area and to come whenever they want. Make a “final announcement” using the DJ’s microphone after an hour has passed. Print the photos and lay them out at the monthly group meeting for pick up with their patches. Checklist of items to bring to the event: *packing tape to hang items *3 copies of your spreadsheet (confirm people registered or answer any questions) *scissors *decorations *photo backdrop *camera or phone with camera *stool or item used for picture taking *patches or give them out at leader meeting with photo *disposable tablecloths *refreshments *index cards (troop numbers already labeled +number of girls *permanent markers *dinner / drinks / snacks for volunteers *pens/pencils prizes for the centerpieces (if you are doing a competition) *certificates for dancing contests or costumes etc. *extra wristbands (in case of walk-ins) *extra cash for change (in case of walk-ins) *broom and dustpan (in case the facility doesn’t have them) *containers for the refreshments *napkins, paper towels, etc. (clean up items) *first aid kit *Hula hoops, limbo stick, and inflatable instruments (for games, if the DJ does not have them—ask in advance)
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