Running A Dance Team Show as a Fundraiser

A dance team Fall, Winter or Spring Show is a GREAT way to raise needed funds. It is also a chance to showcase your talents in the community. Here is advice on running a show. This is of course specific to my team, but hopefully it will get you thinking about details to consider when planning your show. Naturally this info changes from year to year. This is just a sample.
Invite area teams to perform and reciprocate in their shows. It is great for camaraderie too. Consider inviting all area studios to perform also. Maybe other talented groups from your high school can round out the show. (Choir, cheerleaders, etc.) We even have our dad's perform to draw a larger crowd.
Cindy

SHOWS
SHOW PUBLICITY
* Have a flyer printed by a graphic arts student at BHS.
* Print enough flyers to be distributed to kids grades K-5th. Call superintendents office, _________ for numbers and approval. Add 500 to be handed out by dancers. (Coach will need 400 of those. The girls will each take a few to hang around town.)
* Label a packet of flyers for each grade school and bring to Supt.'s office. They will distribute in the school mail.
* Bring written information to the radio stations. You can arrange to go on a local show with the captains or arrange for their coaches to.
* Arrange to have local signs advertise for us. Holiday Inn, Banks, fast food, etc. Be creative.
* Sometimes we do display ads in the Dispatch. It's better if we just list it in What's Doing, Open Forum as it will be free. If we do a display ad, discuss budget with Cindy ahead of time.
* If there is a separate PUBLICITY CHAIR, coordinate your efforts with hers. ADVANCE TICKETS or AT THE DOOR:
We definitely make more money the years we do advance tickets but they are more work.
Ticket prices: $5.00 adults, $3.00 student/SR Citizen, under 5 free
TICKET DISTRIBUTION
* Count out and place in envelope.
*(20 adult, 20 student,)
*Write each girls name on ticket, get roster from Coach.
Pass out at practice
*Collect money once per week at practice.
*Keep GREAT records.
*Hound kids who don't turn in.
Keep collecting until all money is in.
* Make up 1000 of each kinds of ticket.
DOOR TICKETS
As door ticket chair person here are some things you should do. (Please note, if tickets are not sold in advance you will need several rubber stamps and some things will change.
_ Need to set up tables at west lower entrance and south upper entrance.
* 2 people at 2 tables at the south doors
* 1 table of 2 people at the west doors
-Each station should have about $70.00 set up change. (few $10's,$5's, lots of ones) Ticket person can use their own money for set up change. Have someone witness you put it in and take it out. If you would rather, a check can be drawn from the school. (This would need to be done one week in advance, checks are made out on Friday's)
-Ice cream buckets at every door for collection of tickets. Doors stay closed until 1 hour before show.
* Need two long tables to block off wide entrance at the downstairs entrance and two long tables upstairs. Ask the janitors ahead of time.
* Treasurers should keep collecting money periodically and locking it up. After the show all money needs to be counted in the presence of 3 parents. A deposit form should be filled out and placed in a sealed/tape it shut envelope. All 3 parents should sign the seal. Ahead of time, the treasurers should get the night deposit key from school secretary MONEY SHOULD BE DEPOSITED TOGETHER THAT VERY NIGHT.
* Money boxes are in team cupboard.
* Make signs for ticket selling at each table (3) and also a sign for the entrance. TICKET HOLDERS MAY GO DIRECTLY TO THE GYM.
GUEST TEAMS
We usually give them a snack of fruit in their locker room. Sometimes candy. On years where groups have come from a distance and were in both shows we did a lunch for them between the show. Typical snacks are McDonalds, orange drink, chips, bananas. This is left in the locker room before the show so they can eat it whenever. The girls can help out with this. Everyone can bring something, or assign a grade per show.
GUEST TEAM COORDINATOR
* Coach will do inviting, etc.
* Need one parent to act as a welcome hostess and make signs for their doors.
QUICK CHANGES
Locker room quick change coordinator.
* Have about 3 people including yourself. Alternate workers so every mom gets to see the show.
* Your job is to help zip, un-zip, put hats on, keep control, etc.
* Keep dancers informed of what number the show is on.
Some items you will need:
* Sewing kit for repairs.
* Tape, black electricians, white,
* Paper bags for hyperventilation (occasionally happens)
* Ice/can have the training room unlocked to get this.
* Safety pins
As the girls perform, watch over the locker room for theft.
Check all headpieces before the girls go out to perform so they stay put.
Keep the mood fun. Help settle down nerves. CALM THEM DOWN. This is a fun job!!!
When the show is over, make sure the girls leave the locker room spotless. No pins, bobby pins, wrappers, hangers.
SET UP and CROWD CONTROL
* Be there one hour and 1/4 before the show. Clear the gym.
* For each performance:
* One person at each door. Try to avoid movement during routines. Encourage people to get seated between numbers.
* If we are doing a light routine, someone to handle lights.
* Set up chairs for the elderly.
* Make sure janitors turn off balcony lights ahead of time.
* Pass out programs, one per family.

Hang UP FEEL THE POWER SIGN. Usually hung to the railings behind the west bleachers.
* HELP COACH SET UP.CLEAN UP
* Pick up between shows. Assign girls to specific areas to divide and conquer. Cover halls, lounge, lounge, cafeteria, every locker room or class room used, gym, bleachers.
* Someone should be assigned to help Coach load and put away props and "stuff."
* Take down all posters and signs.
* Put away all folding chairs.
* Fold down bleacher backs.
TRY HARD TO HAVE A PRE-SIGN UP FOR THIS. Many hands insure light labor!!!!
CONCESSIONS, FLOWERS and T-SHIRT SALES: Enhance your earning potential by selling T-shirts and concessions. Remember your goal is to RUN out so don't over order shirts or your profits will be tied up in inventory. Keep great notes the first year you do these. How many teams were present. (For an idea of counts.) What sizes and types you ordered of everything. What you offered at the concession stand.

To: Principal and Custodians
From: Show Chair Person Name
RE: Dance Team Show
This year our show date is _________, with shows at _____and ____. We will need the school open by _____ for set up. If possible we will need the bleachers pulled out before that time so practice can begin.
We will be facing east and would like the bleachers pulled out as follows:
* Top bleachers in gymnastics balcony.
* West bleachers pulled out 2/3rds of the way
* East bleachers out all the way.
We will be using the cafeteria between the two shows for a lunch for our guest teams? (We do not do this very often anymore.)
LOCKER ROOMS NEEDED:
* Boys swimming
* Girls swimming
* Football
* Girls locker room
* Home ec
* Drivers ed
Thanks for all your help.