Naturally, we are very happy to advise on any aspect of organising a barn dance
Please feel free to get in touch and we will do our best to help
DISCO - SAY NO!
Over the decades, we have found it does not work to mix discos and Barn Dances.
It is a fallacy that under-twenties only want discos - why do we play for so many Youth Clubs?
Another fallacy - discos encourage everyone to get up and dance - if no one dances , the music just gets louder.
A disco and a band cannot fit into one end of a room or on to a stage.
The band need to pack up at the end of the evening and cannot to it in the dark, despite the flashing lights.
At the start of the evening, the band have instruments to tune and P.A. to check - this cannot be done whilst other loud music is going on.
As musicians we value our hearing and yours! - if you suffer hearing loss from the disco, you will not be able to hear us!
If you have come to a dance without a partner, does the disco give you the chance to dance with everyone in the room?
If you feel a desperate need for a disco, get a caller who does barn dances to records / CDs - You might enjoy yourself and book a band next time.
BOOK THE BARN DANCE VENUE
Pick a number of dates when the majority of people can attend.
Is it holiday time?
Are there clashing events?
How many people are you planning for (a minimum 50 dancers is advised)?
If only a small number, can you run a joint event with another organisation?
Is the venue available?
MINIMUM PEOPLE - 50
MINIMUM FLOOR SIZE
Is the venue large enough for the number of people to sit around tables still with space to dance?
Is the dance floor large enough to get everyone in a large circle without moving any tables & chairs?
Does the venue have a portable floor 6 yards square - this is what many hotels try. Firstly, it is dangerous, we have seen any number of brides step off
raised floors and break their high heels. Secondly it is simply not big enough
Minimum floor size is hard to guess, but we reckon one set of 12 people takes 2 yards X 4 yards
so 4 sets = 48 people = 4 yards X 8 yards
Do you need a kitchen or bar?
Will you need to rearrange the tables to eat?
What time do you need it to be open from? How long do the band need to set up?
Where will you want the band? - Is there room? - Are there lights?
Are there power points? Do they work? (No joke! - not all power points work in some halls)
Outside? - What happens if it rains?
Is it an 'L' shaped room - everyone will hide around the corner (no kidding - it always happens)
Is the bar in another room - everyone will stop there - another certainty
Advertise the event a.s.a.p. in event listings everywhere so other organisations don't book the same date
Starting time - normally 8p.m. - be realistic on a Friday - will people actually come out at 7.30?
Finish time - do you need to clear up and be out for midnight?
LIGHTS OUT!
Wherever we play, without exception, someone wants to play with the lights.
This is not to be encouraged in the middle of a dance - bands have been known to stop playing.
At one venue, the mercury-vapour lamps take 5 minutes to come back on after being switched off - a long wait in the dark!
Candles are fine but please leave some light for the band - some bands even look at pieces of paper covered in tadpoles!
Barns especially - warn the band to bring their own if lighting is dim.
The caller also appreciates seeing if you are doing it perfectly!
BOOK THE BAND
Do you need to book a caller separately?
What type of band would you like?
Electrified/Rock Guitars and Loud Drums
Quieter Traditional Instruments
What type of music?
Scottish
Irish
English
Morris
Playford
EFDSS (English Folk Dance & Song Society)
Local - Northumbrian, Cornish etc.
Requests - let the band know
Do the Bride & Groom want to start with a waltz? Which one?
Some Scots like to start with a Grand March
Do you have any favorite dances?
Do you have any favorite tunes?
Is there anything you don't want the band to play? (Birdie Song etc.)
How many musicians / what instruments do you require? - discuss with the band
Some bands charge per musician
Some bands charge a set fee then see who is free
Some musicians play more than one instrument
When / How are you going to pay the band?
Do the band need a deposit?
Discuss their cancellation procedures - just so you know where you stand.
Do the band need a contract signing?
How long do they need to set up?
Are the Bride & Groom leaving half way through the evening? - let the band know.
Do any of the guests sing / play instruments? Do they want to get up and have a go? - let the band know.
Is dress informal, smart or black tie - let the band know.
BARN DANCE REFRESHMENTS AND BAR
Refreshments
No-alcohol venue - tell the band
Bar or bring a bottle - tell the band
License required
Extension required
Food
Everyone bring some
Organise your own - organise helpers
Outside caterers
Tables
Outside? - What happens if it rains?
Set up beforehand
Will there be room to dance?
Will they need re-arranging before the dance or at half time
Carpets etc. may need lifting after eating
Eating Times
Are the band invited to eat - if not - let them know
Eat beforehand
Eat at interval
Barbecues easily take over an hour to feed everyone - do you want all dancing to stop and everyone to queue?
Weddings especially, can overrun by anything up to 2 hours!
FUND RAISING
Advertise everywhere
Posters
Newsletters
Shop windows
Libraries
Radio
TV
Internet - folk music / dance / village websites etc.
Local magazines
Tombola
Raffle on the night
Roll 50 pence at whiskey
Number the tickets for a prize
FORM A BARN DANCE COMMITTEE
The most regular complaints from organisers of dances that have had to be cancelled are
They went on holiday and when they came back, nothing had been done (The most frequent cause of cancellation)
There is a clashing event
Everyone else is on holiday
The lady who bought a lot of tickets last time is away
No one else is interested - they want a disco (have they ever been to a barn dance?)
Its only a week away and tickets have not sold very well
If it's all going wrong - contact the band immediately - they might be able to help!
Don't be caught out - Appoint
Treasurer
Ticket sales monitor
Refreshment organisers/helpers
Door keepers - cash float required - they need to be first at the venue
Raffle sellers - cash float required - sell tickets beforehand if possible
Raffle prize press gang/providers
Appoint understudies if people are going on holiday
Delegate work beforehand.
Check up they are doing it.
Check everyone is selling tickets.
Print tickets, posters.
Sell tickets beforehand (not on the door).
Don't rely on word of mouth.
Sell some more tickets.
Confirm in writing - double bookings and no-shows have been known to happen
Get on ALL radio & TV stations - get an unusual angle so you are bound to get interviewed.
Stunning beauty queen / millionaire cannot find a dancing partner
Little old lady looking for partner she met at dance 75 years ago
Blind person with dog as partner (dog prefers progressive dances)
Attempt at world's longest ladies chain
The list is endless!
Get in ALL local papers / magazines etc.
Take heart, if all fails, even the highly organised sometimes get it wrong!
