Dance Chair
What does a Dance Chair do for a Saturday GPS dance?
Choose a theme. It is recommended to pick a theme that is similar to last year’s since some supplies and decorations have already been purchased. In the past the themes have been Hallowe’en in October, Snowflake Ball (Class Level Dance) in January, Tulip Twirl in March, and End of Season Dance the end of May or first of June with an ocean/beach theme.
Coordinate with Food Chair for information on supplies she provides like plates and napkins and tableware and cups and tablecloths. Which are already available? Many items have already been bought in bulk.
Decide about decorations. Not necessary though nice. For example the dancers’ costumes CAN BE the decorations at Halloween if you choose, but Ruth donated a huge supply of things to put up. Paul has a huge inventory of Snowflake Ball decorations. The Club owns flower decorations if you choose to use any for Tulip Twirl.
Decide about door prizes, which are not necessary and do not have to be purchased goods. For example, if you buy tulips for the Tulip Twirl, those can be the door prizes as well as the decorations on the stage or tables. Same for small pumpkins and gourds at Hallowe’en. Other ideas are asking for or buying $10 gift certificates at a local place. In general the dance chair buys 3 door prizes. Raffle tickets as a prize are discouraged.
Check with the President if you wish to be reimbursed for official expenses by the Treasurer with receipts.
Remind Club at announcement time on Wednesdays 3, 2, and 1 week preceding the dance to come about an hour to 1/2 hour before the dance to help decorate and set up.
Confirm there are volunteers to set up the chairs and tables starting about an hour before the dance. This is usually done by spontaneous volunteers.
Find volunteers ahead of time to be greeters at the outdoor door no later than 20 minutes before the dance. Also get greeters for the inside corridor just ahead of the Treasurer’s table and also inside the Hall no later than a half hour before the dance. The caller and cuer usually arrive about 1 hour before the starting time. The president puts up a sign to direct them to the elevator.
Find a volunteer to put the outside sign from the backstage room at the entrance to the parking lot an hour ahead. Some signs cannot be put in the rain but there is one wooden one that can be. No current signs stand up to strong wind!
Find a volunteer to put out fans if necessary (usually) and turn them on when you ask or they notice the need. We own three in the backstage room. Ask ahead for volunteers to lend a fan for an anticipated hot night. The cuer likes to have one fan behind him as well as the 3 or 4 floor hall fans. That small fan is on top of the lockers in a box.
Dance Chair should come about an hour ahead. Customarily, the President opens the Hall then. The Caller and Cuer often arrive an hour early to set up. The Dance Chair greets the visiting caller and cuer, shows them to restroom, etc. Dance chair needs to be sure to turn on power for the stage at the entrance to backstage on the left side of the door on the right. Also solve any other problem that arises. In general the President can handle the duties in this paragraph.
The President will organize a reception line at the end of the dance. You will be in it. In general the clean up and un-decorating is done by spontaneous volunteers.
Food Chair
What does a Food Chair do for a Saturday GPS dance?
Check the supplies in the backstage locker a few weeks ahead of the dance to coordinate with the Dance Chair’s choice of a theme. Many items have already been bought in bulk. See what needs to be purchased and then purchase it. Themed party small-sized plates and cocktail napkins are often used. Cups are usually generic and 4-6 oz size for punch or water. Get generic plates and napkins for supplements. Tableware: For a long time you will not need to purchase spoons or knives, but check on forks. More forks might be needed for cake or pie. We have a couple containers of toothpicks. Many one-colored plastic table cloths are already in the locker. Themed ones are not necessary, but there are many already. In general we use 5 tablecloths per dance, sometimes one of these is themed. The flannel backed vinyl tablecloths get used under punch.
Drinks go on a table in the back of the Hall with a flannel backed vinyl tablecloth to better manage spills and leaks. Put a plastic cup or plastic plate under the spigot. Provide ice water in the dispensing container (fill from the sink with the pitcher provided) and monitor it during the evening. Making a few 1 pint blocks of ice in your freezer. ahead of time is useful for the water.
Provide a fruit juice punch or “mocktail” for the number of guests expected. There are two 5 quart punchbowls and 1 ladle. Consumption is typically 7 quarts. Provide 5 lbs ice cubes in an ice chest . This is plenty for the punch bowl and keeping your juice and selzer cold for the punch. There is a small refrigerator beside the sink. Be sure it is turned on. Monitor the water and punch bowl during the evening. You could ask someone else to bring the ice. Note: put the selzer into the punch (in that order!) at the last minute, just as the dance starts.
Provide a permanent marker or two to mark individual cups with a name. There is a sign in the locker to explain this practice. There is a basket to put out for money donations. Provide hand sanitizer at each end of each food or drink table. There is a bag of these dispensers in the locker.
Check with the President if you wish to be reimbursed with any official expenses, with receipts.
The food is brought by volunteers when they wish. We hope that will be often. A announcement reminder 2 to 1 week ahead that other Clubs that will be attending and about savory as well as sweet donations has always been sufficient when many members attend. Announce that we prefer food that doesn’t require tableware, ie, “finger food.” NO NUTS by Church Rules. Check for nuts that the donor didn’t notice (especially overlooked are candy bars)
Finger Food to suggest for the members to bring: grapes (cut the stems to 4-8 grapes each), orange segments, carrot sticks, fruit on a toothpick, cookies, muffins, brownies, gingerbread squares, home-made sandwiches, crackers and cheese slices or cubes, pretzels, chips (but not greasy), goldfish, candy.
All left over food goes home with the person who brought it or someone asked to do so. The last ones out don’t want to take all the leftovers!
Please come 45 minutes ahead to set the tables (which will already be put in place) and to put the food on them in whatever order you choose. Open the covered plates just before the start of the dance. Check during the evening to clear empty plates and open more plates if necessary. You will never lack for volunteers to spontaneously help with this.
The President will organize a reception line at the end of the dance. You will be in it. In general the clean up is done by spontaneous volunteers.