Community Dances
The City of Stratford supports the idea of responsibly-operated teen (Grade 7&8) and youth dances (Grade 9-12) within Stratford, and fully understands the desire for Community Groups to use such dances to help in their own fundraising efforts. As a result, the City of Stratford Community Services Department has been directed by council to operate all youth and teen dances within City facilities, and to do so by partnering with local community groups under a profit sharing model. Groups that are awarded to assist in the operation of a community dance simply provide volunteers the evening of a dance, and work with City staff to carry out the event in safe and fun manner. At the end of the evening, net profits from the dance are calculated, and shared between the Community Group and the City. Community dances have become a win-win for all parties involved.
How Your Group Can Become Involved
Two application call outs for teen dances are made; one in July for dances hosted between September and December; the second in October for dances hosted between January and June. The call out for October 2012 is now closed. The following organizations were awarded, by lottery, a dance for the 2013 January – June call out.
January – Girl Guides of Canada
February – Stratford Minor Hockey PeeWee
March – Stratford Volleyball Club U16 Boys
April – Stratford Minor Baseball Club
Thank you to all those who submitted an application.
Youth dances will be organized by request only. Please contact the Program Coordinator for more information.
Community Dance Program FAQ
What are the roles and responsibilities of the volunteer group?
What are the roles and responsibilities of the city?
How much profit should our group be expected to earn?
Program Contact
What are the roles and responsibilities of the volunteer group?
In order for a community group to qualify to operate a Teen Dance at the Kiwanis Community Centre, they must commit to supply the following:
- Provide a main event contact to the City; he/she will be provided event materials from the City, and must agree to be present on-site all times during the course of the dance
- Provide ten (10) responsible adult volunteers eighteen years of age or older, between the hours of 7:30 pm -11:30 pm the night of the dance.
- Take the lead in any additional marketing/advertising efforts of the dance
- Provide the City with details on how their share of the net profits will be used
Volunteers will fill the following roles:
- Front Door Monitor (1) – to control traffic in and out of the facility, and to enforce a “no re-entry” policy
- Washroom Monitor (1) – to ensure washrooms are checked regularly for safety and security
- Ticketing (1) – receive tickets/money as youth enter. Stamping or wristband will occur
- Concession Booth Attendant (1) – sell concession goods, and collect money
- Dance Floor Monitors (4) – assist in controlling exists, provide participant assistance, spot unwanted behavior, report to supervisor or police
- Parking Lot Monitors (2) – assist in monitoring outdoor space
What are the roles and responsibilities of the city?
The Community Services Department, as the coordinating body of both dances, will fulfill the following duties:
- Book of the community facility
- Book of disc jockey and lighting services
- Arrange of two (2) security personnel, or two (2) paid-duty Police Officers (if needed)
- Provide definitions of roles and responsibilities for volunteers
- Provide two (2) City staff at the dance to assist volunteers with their duties
- Market/advertise the dance in the Leisure Activity Calendar and Leisure Activity Handbook
- Sell advance tickets
- Collect of dance revenues
- Disburse share of the net profits to the community group
- Provide liability insurance for the dance
How much profit should our group be expected to earn?
A sample profit model for Teen Dances held at the Kiwanis Community Centre is illustrated below. Under no circumstances are these figures guaranteed.
Based on a maximum of 260 teens in attendance:
Income
Tickets (260 x $10.00) $2,600.00
Booth $250.00 $2,850.00
Expenses
Police $ 0.00
DJ/Lighting $500.00
Facility $330.00
Booth Expense $125.00
Tickets Printed $ 85.00
Marketing/Advertising $ 40.00
SOCAN $ 67.00
Staffing $200.00 $1,347.00
Net Profit/Loss $1,503.00
Community Group at 65% share of net profits $976.95
Community Services at 35% share of net profits $526.05
** Please note: A single honorarium payment of $25.00 per volunteer will be issued to a Community Group if a dance
fails to generate more than $500.00 in net profits.
Program Contact:
Child & Youth Services Coordinator
Jeff Otten
Phone: 519-271-0250 ext. 287
Email: jotten@city.stratford.on.ca
