Parents as Partners, Part II
Hopefully you had a chance to squeeze out some free time last month to read Part I of this series. I know that September can be quite a crazy and hectic time filled with long days and much too much time spent at the studio preparing for the kickoff of the studio year. We can all justly empathize with each other...for we all go thru the same fall routine year in and year out. But with adrenaline pumping and headaches pounding we step forward to achieve another set of goals for the upcoming year.
I do hope that you have made using "parents as partners" one of your personal goals to accomplish by the end of November. It is definitely a realistic time frame for you to use all the methods I suggested in Part I to bring in new and old recruits to this year's training camp. Now that you know "how" to get them...I am going to share "where" the parents can be helpful to you...as well as "when" they should come into play.
We make use of the parents' talents in 2 specific areas during the studio year. We need their help with company and competition requests and then for recital and related events. So let's consider those needs in order...first Company positions and then in Part III ...Recital duties.
With our Company parents, we have numerous positions for them to fill throughout the competition season. We use a 3-step procedure in finalizing and filling the slots. First, we discuss the potential "open slots" that need to be filled at a general parent meeting. Second, we accept requests from the parents as to what they would like to do and third, we post the appointments and send out the list through e-mail. We try to honor as many parent requests as we can, but sometimes that position is not available or in many cases it is a carry over chairmanship from the previous year. Once a parent requests a position and they do a good job, they hold that place until they request a change or their dancer graduates and moves on. This is the one and only instance that seniority does pull rank in the company. Parents of the new team members are rotated into their choice positions only as they become available.
Here are the positions that our company parents take on and I might add...that with the assistance of the Faculty on the Ensemble Committee, they do an excellent job at each and every one:
...Communications--responsible to maintain a current Email and phone list and see that all communiqués and announcements are sent out on time to team members and parents every Monday or when needed.
...Competition Form Clerk--fills out and mails all the forms for competition groups and individual entries. A spreadsheet is also maintained to keep track of competition payments and any outstanding balances.
...Charge Moms--these ladies are responsible for one group for the entire season. They arrange with the other moms in the group to get together for costume needs such as stoning or making accessories and hand props. They are responsible to collect, transport, keep and disburse ALL hats and accessories for their group for the season. They select a line captain from the dancers for each event to go up on stage and receive the award and ribbons. (They do make sure that each dancer has at least one turn.) They are responsible to see that the ribbons are distributed and the trophy or award is labeled and brought to studio within 3 days of the comp. If the group is large, there will be 2 ladies ... one veteran and one rookie.
...Transportation--the chairman is accountable to see that all props...hand props( fans, tambourines, canes etc), routine props ( chairs, stools, drums etc) or stage props (larger pieces that require assembly and placement) are kept in good condition and at all rehearsals and competitions. There is a committee appointed to work with the chairman to see that all equipment has means of transport and proper staff for handling.
...Costume Coordinator--in our studio this position has been held by the same lady for over 12 years. She is very talented and has a sharp eye for details. Even though her last daughter graduated 3 years ago, she still volunteers for the same job every year. She is our greatest fan and resident "groupie". She does the final costume & grooming check of all the dancers backstage before they go on. In addition to being an energetic cheerleader, she is responsible to make last minute emergency decisions in regards to costumes. If when dressing, a dancer misplaces a sock or a mitt or a glove...it is her option to decide to scrap both pieces or go on with one mitt or sock. Believe me; I have been pleasantly surprised by her creativity many times!
...Makeup and Hair--a group of ladies who are in charge of checking each dancer for the proper required color makeup as well as overseeing that the application is correct. They are responsible to see that the dancer's hair is neat, well sprayed and gelled and they look fresh and new every time they step on the stage.
...Dressers--several ladies for each group that help to dress the dancers, especially if they have a quick change. They always have extra bobby pins, safety pins and that 3rd pair of spare tights that are almost always used. We stress to the dancers that they are not their maids to pick up and organize after them, nor should they be treated as such!
...Backstage Coordinator--is the person that the dancers go to to check in when they arrive at the competition. She or he is also responsible to keep in contact with at least one or two of the Faculty in attendance to advise us of any problems or situations that might arise. No one has to run around to find us; they can go to them and be in touch very quickly thru walkie talkie or cell phone. We have one coordinator for each level of competition...Juniors, Teens Seniors etc.
...Musician--maintains and keeps both the rehearsal CD's and Comp CD's in order. They must be sure they are categorized correctly and are labeled properly for each competition we attend. They and a committee of 2 or 3 are the ones who must hand in and collect the music when required. The Faculty is responsible to see that the music is at the event on time.
...Award Clerks--keep a running tally of all the awards the studio receives for all entries. They then compile a list for each event and make sure it is sent out and posted on the Company bulletin board within 5 days.
...Photographer--takes still photos throughout the course of the event. We try to have a variety of candid, posed and action shots. They then make these photos available to other parents to purchase, copy or download at cost.
...Historian--makes a memory scrapbook each year of all the workshops and competitions we attended. This is kept at the studio for all to view and enjoy.
...Travel Agent--investigates availability, costs and schedules of hotels and travel for any competition, regional or national, that we might be attending that year. Majority of times we require everyone to stay at the same hotel, but sometimes is does not work out. They make this information available for all the parents who then do their own bookings. We let everyone know what flights or hotels we have chosen, but we do not book them. Through experience, I found that too many problems or mix-ups occurred when we did all the bookings. Individual bookings work out much better and take a big burden off your shoulders.
...Fund Raising Chairman--checks out and selects, thru survey or committee, various fund raisers that can help pinch some pennies and make some money when needed. The studio backs, supports and publicizes these events, but again, we do not get involved with the assignments or the funds. Too much to take on.
Are there more jobs to fill and tasks to accomplish? Probably so. We make sure that every parent is involved with a task or a job in some fashion throughout the season. If they are new to the team they usually serve on a committee first and then move up the ladder of responsibility. Our veteran parents are great coaches and mentors for the rookies. We value all of their contributions.
Do you have other positions that I did not include? Or a twist on some that I did mention? Would you share your thoughts with me and other teachers? I hope so. Please email me at danceun@aol.com with any questions, hints, suggestions or topics you would like me to address. Remember to be on the lookout for Part III when I will focus on volunteer positions for Recital and all related Recital events...lotsa' info in that! Hope you got something new this time and as always... Until next time...Thanx for chatting!