How to Manage an LCD Contra Dance

Get the keys to the Yardley Community Center from the manager of the previous dance, or from a member of the LCD Committee. There are two keys: one for the front door and one for the backstage closet.

Contact the manager of the previous dance to get a list of any beverages and/or paper goods you'll need to purchase for the dance you'll be managing.

Arrange for someone to set up and operate the sound system for the dance you'll be managing. If you don't already have someone lined up to manage sound, contact a member of the LCD Committee for the names of some potential volunteers.

Purchase any punch ingredients (juice, seltzer, and/or ginger ale) and paper goods (paper cups and napkins) that will be needed. Save the receipt so you can be reimbursed.

Get a supply of $1 bills ($30-$50 worth) for change.

Plan to:

At 7:00

Open the hall: Unlock both the front and side doors and turn on the interior lights and front porch lights.

If you think the hall will need heat or air conditioning, locate the switch labeled "Mark Time" on the wall near the foot of the left-hand stairs to the stage. Turn the knob to 4 (hours, that is) to start up the furnace or air conditioner. Don't worry about setting a thermostat; there isn't one.

Unlock the door of the closet backstage in which we store our sound system, refreshments, and flyers.

Set out sound system equipment and chairs on the stage, as required. Use armless chairs (there are usually some already on stage or backstage); musicians prefer them. When the caller and band arrive, greet them and introduce them to the person who is going to set up and operate the sound system for the dance.

Set up a shorter table (for taking money) near the front door. Set up two folding chairs behind it, facing the door.

Get the flyers and cash box from the backstage closet and arrange them appropriately on the table.

Set up a long table (for refreshments) in front of the staircase at the back of the hall.

Get the refreshment supplies and equipment from the backstage closet and stash them behind the table. These items may be stored in boxes and/or bags. Make sure you have punch bowls, ladles, paper cups, napkins, can openers, and any bottles and cans of beverages left over from prior dances.

If not already in place, arrange chairs for dancers along the two long sides of the hall.

By 7:30-7:45 (whenever
dancers start arriving)

Station someone at the door to take money and make change. Give this gatekeeper your stash of $1 bills and, if necessary, make a note for yourself showing how much money you have put in the till so you can be reimbursed later.

Between 7:30 and 7:45

If novice dancers have arrived, and either the caller or an experienced dancer who is willing to volunteer as a short-term instructor is available, ask the caller or ad-hoc instructor to give a short intro lesson in the hall while you continue doing setup.

8:00--Dance begins

While taking money at the door, the gatekeeper should examine the flyers and put together a short list of announcements. The list typically includes upcoming LCD and area dances (that is, dances that will be held over the current weekend and the following week), and any special workshops or events scheduled for the near future.

Note that the gatekeeper may recruit others to perform gatekeeping duties, so that the job rotates and no one is kept "a prisoner of the door" all evening.

Between 8:00 & 9:00

Go to Wawa and get two bags of ice for the refreshments.

Save the receipt.

Decide whether you want to read the announcements yourself. If not, find someone willing to do so.

Prepare refreshments table:

9:30--Break

Monitor the refreshments and paper goods and replenish both as needed.

If the doors and windows on the south side of the hall are open, close them at the end of the break. This is a courtesy to the tenant in the apartment next door (above the realty office), who may be trying to get to sleep at 10 PM.

9:45--End of Break

Ask the band to return to the stage and, if appropriate, play a post-break couples dance.

When the post-break couples dance ends, the announcement maker asks couples to line up for the next contra, and then s/he makes the announcements. Makes sure the announcer also introduces the band and caller, and asks for volunteers to help break down and clean up the hall when the dance ends.

11:00--Cleanup

Break down the stage and put the sound equipment back in the closet.

Break down the refreshment table: Clean the utensils and the top of the table. Repack the utensils, paper goods, and any unopened beverages and put them back in the closet. Make a note of the inventory of beverages and paper goods to give to the manager of the next dance.

Break down the gatekeeper's table: Remove the money from the cash box. Discard any obsolete flyers and put the remaining flyers and the empty cash box back in the closet.

Fold up the gatekeeper's table and the refreshment table. Store them behind the curtain at the back of the stage.

Count the money from the cash box. Pay the band and caller, per instructions from a member of the LCD Committee. Reimburse yourself for the change stash. Reimburse yourself for any refreshments and supplies you purchased. Give the rest of the money to a member of the LCD Committee.

Clean up the hall: Stack up the chairs on the sides of the hall and sweep the floor. Check the condition of the bathrooms, upstairs and down, and correct any problems. Put any trash and recyclables at the curb.

Close up the hall: Lock the backstage closet door. Close and lock any open windows and doors. Turn off all lights, upstairs and down, interior and exterior. Leave by the side door, locking it behind you.