Easter Gathering Organisers Job Description

Primary Responsiblilities

To organise a residential gathering at Easter of circle dance teachers, prospective teachers and musicians for the practice, dissemination and development of circle dances and music.
The team will take on the organisation of the Easter Gathering for a minimum of two and a maximum of four years. Both organisers must become directors (Guardian Angels) of the Circle Dance Friends Company Ltd, for legal, financial and practical reasons. At least one of them should attend every company meeting, to present a report of progress or answer any queries that may be raised.
The Company will provide financial backing and the cost per participant must be agreed at the October Guardian Angels meeting prior to advertising the event. Public liability insurance up to £2 million is included with the CDFC teachers’ insurance scheme, which needs to be held by at least one of the organisers. Organisers need to check if this is sufficient for the venue they hire. The team is free to organise the event in their own way, but are ultimately answerable to the Company.

In the past, the organisation of such a gathering has been divided into two roles:

To locate a suitable residential venue. Ideally the venue should be able to provide accommodation for 50 people, a dance space, musicians practice space (in the same building as the dance area), area for tea breaks near the dance space, areas for a shop, singing and extra workshops.
To liaise with the school on an acceptable fee, provision of food and menus, catering for special diets, providing tea and coffee etc.
To liaise with the school on heating and lighting requirements, and the availability of extra facilities such as a swimming pool.
The calculate a per person cost and present it to the Guardian Angels for agreement: this needs to have an administration fee added, to cover expenses plus the accommodation of the organisers.

To take bookings from participants and deal with monies.
To send out the required information to participants on what they should bring to the event, how they can contribute, directions to the venue, and a list of other participants.

The following tasks could be taken on by either person, depending on their skills:

To prepare an advertisement for the gathering for the October Guardian Angels meeting.
To provide a budget for the Company Treasurer (for the October meeting).
To ask for, and liaise with, workshop leaders, mentors for emerging teachers, and leaders of support workshops etc, before the event.
To produce a timetable of the event.
At the beginning of the event to find focalisers for shared dance sessions, volunteers to be responsible for tea/coffee at breaks, sweeping the dance floor daily and any other duties that arise.
To introduce and make relevant announcements during the event, including information required by the venue, logistical information and workshop introductions by the teachers.
To compile a set of dance notes of the dances taught during the event, having made sure that a photocopier is available and instruction is received on its use.
To make available music sources for the dances taught as far as possible.
To encourage feedback on all aspects of the event and act upon it as appropriate.

Tracy Lean and Suzy Straw

February 2006