[Fallfest] FF2004

[Lori Madden]

Hi Everyone,

Here are the minutes from the Fall Dance Festival meeting.  Thanks, Lori Madden

Minutes for Charlottesville Fall Dance Festival meeting, taken and compiled by Lori Madden.

The meeting took place on March 1st, at the home of Gaye Fifer in Charlottesville


Agenda items:

1)	Callers:  the group voted Cis Hinkle as first choice to call with Flapjack. 

      2)   Friday night bands and callers: 
            Bands:  TJ Johnson and the Zing Kings have agreed to play for the Friday night
            dance.  Lori will be asking Jim Morrison if the Morrison Brothers can play.  
             If not, we will ask House Red.
            Callers:  Tom Hinds and Gaye Fifer have been asked to 
            call for the Friday night dance, and both have agreed.

3)	Sound:  Wes would charge us $1500, but would take care of all our sound needs as well as equipment, except for amps.  It was acknowledged that this is a major jump in price for sound.  The drawbacks and benefits of this were weighed, and those who had been in attendance at the meeting are currently discussing what to do.  Jamie Platt would have charged $800, but we have since found out he is unavailable.  It was discussed asking Jim Morrison to do sound for the big room and asking Jim Creegan to do the cafeteria, but this will be moot if we hire Wes.

4)	Housing:  do we provide?  After much discussion, it was decided that we will no longer include the option in the registration form of  placing dancers in local dancers’ homes.  Instead, we will offer housing at Camp Holiday Trails.  Kymberlee has done extensive research on this option and has agreed to take on  the responsibility of organizing the Camp Holiday Trails housing.  It was also discussed to add $1 or $2 to the registration for those at Camp Holiday Trails to cover the cost of a simple bagel breakfast.  It was discussed that there are many out-of-town dancers who already have long standing arrangements with local dancers for accommodations, and they will likely continue to exercise this option, but it was getting more and more difficult to find private homes in which out-of-town dancers could stay.

5)	Price for the weekend:  Voted to keep the price the same:  $50 for early registration (by September 1st), and $60 after September 1st  
On the question of full or partial refunds, it was voted to keep the policy the same as last year.
6)	Will we allow people to come only to Sunday or individual weekends (as opposed to the entire weekend)?    It was voted that this policy would remain the same as last year’s policy.

7)	After dance on Friday night?  Yes, there will be swing music and T.J. and the Zing Kings have agreed to play for this.

8)	Potluck?  Do we want to have one or not?  Yes, we do want a potluck, but it seems that it’s a large responsibility for one person.  Kathleen Jump  suggested that the potluck needs two coordinators in order for it to work, which would include a before chair and a during and after chair. A second chair has not volunteered as of yet.

9)	Sunday morning Gospel sing with Tina Liza Jones?  Yes
Shape note sing?  Yes, Rob Craighurst will lead this.
10)	Catered lunch on Saturday?  Yes
11)	Other items added to the agenda at the meeting:  

            There will be a waltz on Sunday, Gaye Fifer will lead that.

Kymberlee  will be in charge of recycling at the end of the weekend

It was agreed that all committee heads let their committees know that they should help with clean up

Aggie says that she is willing to provide signs for the festival, but is unable to put the signs up, we need a volunteer for this job. 
 
Aggie says she will do t-shirts again this year.

Becky Cohen will supply the quilts again this year

We are still looking for a location for the Saturday night party

AND we are still looking for chairs for:  potluck, band hospitality, decorations, sign hanging, 

Rob Craighurst would like an apprentice to work with him on registration.



    






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