OPTIMA DANCE HANDBOOK

Transcription

1 OPTIMA DANCE HANDBOOK Table of Contents: 1. What is Optima? -Description of classes -General member meetings -Choreographer meetings -Showings and dress rehearsals -How to get Optima service points 2. Member Requirements 3. Choreographer Requirements 4. Executive Board Positions 5. How the Show Works - Dance rules and limits - Theater rules 6. FAQ - Where can I buy dance clothes and shoes? - How/Where can I reserve studio space? - How does the Sunday Optima studio work? - Why am I not getting s from Optima? - How do I know when to audition for pieces? -What is a showing? - Who do I if I have a question about Optima? -Where can I give feedback about Optima? -Is the fall show different from the spring? -How do tickets work? -What constitutes bad standing in Optima? 7. Locations and Directions -Lathrop Hall -Parking at Lathrop -Student Activity Center (SAC) 8. Optima membership form - Must be completed to become a member

2 1. WHAT IS OPTIMA? Optima Dance is a student organization that was created to give dancers at UW-Madison the opportunity to showcase their own choreography and perform in student choreographed works. It gives students of all dance backgrounds and all fields of study the chance to experiment with and expose their talents in all genres of dance. Previous shows have included everything from ballet and jazz to African and musical theatre. We welcome all forms of dance and all levels! In 2009, Optima Dance became UW-Madison's largest dance student organization with over 100 members and continues to grow each semester! During the fall and spring semesters, Optima offers many opportunities for its members, including performance and volunteer opportunities as well as weekly yoga and technique classes and monthly master classes. Optima also spends each semester preparing for the fall and spring showcases. This includes rehearsals, feedback showings and finally the show itself. Each year the shows draw hundreds of audience members and create hundreds of memories for the cast, the choreographers and the audience alike. Description of Classes -Technique Class: Optima board members teach standard technique class with focus on skills such as jumps and turns and combinations. Location: Multipurpose Room (4th Floor) in the Student Activity Center (SAC) -Yoga/Conditioning Class: Optima board members teach either a yoga themed stretch class that usually includes ab work or a full body conditioning class. Location: Multipurpose Room (4th Floor) in the Student Activity Center (SAC) -Master Class: Other student orgs, Optima alumni, professionals or current members teach different styles to members. Location: Multipurpose Room (4th Floor) of the Student Activity Center (SAC) Optima General Member Meetings What is discussed? -Meeting one: The first 30 minutes is for new members only, to introduce Optima and discuss requirements and events. All members come for the remainder of the meeting, in which choreographers play audition music and discuss the pieces that will be performed for the semester s show. -Meeting two: Discuss show details, socials, fundraisers and extra performances -Meeting three (if necessary): Discuss show details, socials, fundraisers and extra performances

3 Choreographer Meetings (only for Choreographers and Executive Board) What is discussed? -How pieces are progressing -Deadlines for requirements -Costumes deadline and price limitations -Deadlines for turning in final cut music -Lights/stage/theater/dressing room details -Info to relay to your dancers -Social planning deadlines Showings and Dress Rehearsals -Take place on Sunday afternoons -All pieces must perform at each of these -Finale routine for the show is taught -1 showing and 1 dress rehearsal per semester How to get Optima service points -Attending Optima fundraisers -Bringing friends to Optima fundraisers -Participating in the one or two community service events that Optima does per semester -Dancing in extra performances -Watching extra performances -Playing music at the showing or dress -Timing run throughs during the show -Selling tickets at the show -Ushering at the show - Cleaning up after showing, dress, or the show 2. MEMBER REQUIREMENTS (per semester) Pay dues of $15 (or $25 for the year) and fill out a membership form Attend 2 technique/yoga/conditioning/master classes *Declared Dance Majors only need to attend one class Attend 2 or 3 meetings at discretion of President. Members are permitted to miss one meeting without notifying the Finance/Membership Coordinator. If a member must miss more than one meeting, the member must the Finance/Membership Coordinator within one week of the meeting to discuss the absence and how it will affect the member s standing. Meetings can be excused for work and class conflicts if proof is provided. The Finance/Membership Coordinator will work closely with members to ensure they meet requirements if they cannot attend meetings. Meetings are typically held at 8pm one week after the student org

4 fair, the first Wednesday of the next month, and the last Wednesday before the show. Obtain 4 Optima service points (see above for details) -Must be completed by the end of the each semester -If a member does not complete membership requirements on time, that member will be considered in bad standing with the organization and will have one semester to make up the missed requirements. If the member does not make up the missed requirements by the end of that semester, the member will be placed on probation for the following semester. Probation shall be defined as a semester-long period where a member may not choreograph or dance in more than one dance in the showcase. If a member continues to be in bad standing after their semester on probation, they will not be permitted to dance in the showcase. If a member feels that they have been treated unfairly during part of this process, they may appeal their membership standing at any point in time by ing the President. 3. CHOREOGRAPHER REQUIREMENTS (per semester) In addition to member requirements, choreographers must: Attend all Choreographer meetings -Choreographer meetings will typically correspond with the general member meetings -Choreographers must attend every general member meeting. -If cannot attend, must find a representative from the piece and give an explanation for why you cannot attend Attend at least 1 large Optima Social Plan 1 social (e.g. eat dinner together, watch a movie, etc.) for each piece choreographed. Socials can be combined with other choreographers/pieces Read the Choreographer Handbook and sign off on the last page (the Choreographer Agreement). 4. EXECUTIVE BOARD POSITIONS Optima Dance Executive Board members have a much greater time commitment than general members. In addition to completing Optima member requirements, you must commit to working at service events, teaching classes and attending all Exec Board

5 meetings. If you are selected to be an Executive Board member, Optima Dance needs to be a top priority. All Exec Board members must be in good standing with Optima and a UW-Madison full time student. The executive board may make exceptions to these rules if the member applying for executive board submits a brief statement (less than 200 words) about why he/she/they are not in good standing or will not be a full time student. Typically all positions have a full-year term, but if you plan to study abroad you can apply for a one semester only. The voting process includes the following: Each applicant turns in the appropriate materials and their 150 word summary will be posted on the website. General members will hold a vote, and the executive board will also hold a vote. The general member vote shall be a closed vote for members of the organization who have filled out a membership form. For the executive board vote, the President collects all of the materials and removes personal information from each application, assigning each candidate a letter to identify them. Personal information is not revealed until the top 3 for each position is chosen. The applications are read by all the Executive Board members who are not running for that position. Executive Board members will rank each candidate for each position, giving their top 3 applicants a score from 1-3 (3=top choice). 3 points will also be given to the applicant that received first place in the general member vote, and 2 for second and 1 for third. Scores will be added up and the candidate with the highest score will receive the position. If there is a tie, the general member vote will act as the tie-breaker and determine the result. In the event that the president is unable to serve out the full term for which he/she/they were elected, the executive board will meet in order to select a new president. Only current executive board members may nominate themselves for the position. Once all nominations are complete, the executive board will select a new president based off the nominees most recent executive board application as well as an optional short speech. The executive board will then decide if they will replace the newly vacant position and shall send out applications if necessary. Positions include: President (must have served on Executive Board for at least 1 year) Apparel Design Coordinator Communications Coordinator Finance & Member Relations Coordinator Fundraising Coordinator Marketing Coordinator

6 Performance Coordinator Social Events Coordinator Position Requirements President Oversee all Exec Board members to ensure they are completing their responsibilities. Check and respond to Gmail (optima.president) account in a timely manner. Run Exec Board meetings and create an agenda with objectives for each meeting. Run general member meetings and create a slideshow and agenda for each. Reserve rooms for meetings using the online reservation system. Create a calendar or list containing all events and due dates for each semester. Make sure studios for weekly classes are reserved at the SAC on Aug 1 st for fall semester and Nov 1 st for spring semester. Work with the Performance Coordinator to set a time and location for the show. Update Optima bylaws when any changes are made and upload a new document to the WIN page. Apparel Design Coordinator Design all Optima apparel prior to the first meeting each semester. Check and respond to Gmail (optima.apparel) account in a timely matter. Post designs to the website or Facebook page and set due dates for orders. Bring designs to Underground Printing and create an online cart or order form. Create and print programs for the fall and spring show. Create and print tickets for the fall and spring show. Communications Coordinator Gather information for and compose weekly s to send out on Sunday nights. Check and respond to Gmail (uw.optima.communications) account in a timely matter. Update Optima Website, Facebook page, Twitter or other social media sites.

7 Create a calendar with all Optima events to post on our website. Find a photographer for dress rehearsal and a videographer for the show. Rent a video camera to record pieces at dress rehearsal. Upload pictures and videos online after dress rehearsal. Finance & Member Relations Coordinator Manage all Optima funds and the UWCU bank account. Check and respond to Gmail (uw.optima.finance) account in a timely matter. Make sure that the requirements spreadsheet is updated after every class or event. Collect dues, keep track of who has paid and set a due date for them. Visit the bank frequently to deposit checks and cash. Create and monitor a budget for Optima each semester. Keep the key to our mailbox in the SAC and check it weekly. Communicate with other Exec Board members to determine prices or spending limits. Fundraising Coordinator Plan and coordinate all fundraising events (restaurants, pizza sales, etc.) Check and respond to Gmail (optima.fundraising) account in a timely matter. Make sure at least one exec member is signed up to work at all times during fundraisers. Order pizza the night before sales and create a doodle poll so members can sign up to work at it. Come up with creative ideas to raise money for Optima. Send s to members who have not received all of their fundraising points by dress rehearsal. Marketing Coordinator

8 Set up extra performance opportunities (e.g. Dance Marathon, Homecoming etc). Check and respond to Gmail (uw.optima.marketing) account in a timely matter. Create a poster for the fall the student org fair and print info sheets to hand out. Collect orders for and create parent ads for the show program. Choreograph finale to teach at the showing and post videos to the Facebook page. Find and be in contact with an opener for the show (e.g. Fundamentally Sound, Pitches & Notes). Performance Coordinator Find a venue for the fall and spring shows. Check and respond to Gmail (optima.performance) account in a timely matter. Make sure theater contracts are signed and deposits are paid for. Organize who will be working the lights and sound at each show. Collect piece and production information from choreographers. Collect music from choreographers and create a CD for each show. Reinforce theater rules (e.g. no food or drink, wear clean shoes, etc). Buy supplies for the Optibox and food for each show. Social Events Coordinator Plan social events throughout the year. Check and respond to Gmail (optima.socials) account in a timely matter. Reserve studio space at the SAC at the beginning of the semester (fall-august 1st, spring-nov 1st). Create a schedule for weekly and master classes. Send schedule out to Exec Board members and make sure someone is signed up to teach each class. Reach out to other members, orgs or Optima alumni to teach master classes. Create awards at dress rehearsal and purchase gift cards before the show.

9 5. HOW THE SHOW WORKS Each year, we have one show for the fall semester (usually in the beginning of December), and one for the spring (usually at the end of April). Dance Rules and Limits Each dancer can dance in a maximum of 6 pieces. Seniors are allowed to dance in 6 pieces plus the Senior Dance if they wish to be in that Each member can choreograph 2 pieces. A member can choreograph 3 pieces under the following conditions: the member is choreographing a solo or duet, the member is co-choreographing at least one piece, the member is choreographing the 0-2 piece. **keep in mind that choreographers have additional requirements** Time limits: solos must be less than 1:30, duets/trios less than 2:00, and group pieces less than 2:30 Theater Rules No food or drink in the theater No putting feet on the chairs in front of you while sitting in the theater Keep all costumes, makeup, etc. in the dressing room Be quiet while doing run through At Lathrop, only dancers with quick changes and the Executive Board are allowed in the green room. All other dancers can change in the dressing rooms No talking backstage Watch out for stage lights. If you hit one on accident, tell a backstage manager and do not fix it yourself Tell backstage manager about anything (e.g. safety pin) left on stage Choreographers check in with backstage manager one number before their piece performs 6. FREQUENTLY ASKED QUESTIONS Where can I buy dance clothes/shoes? -DiscountDance.com -justforkix.com How/where can I reserve studio space? -You need to be either a dance major, dance minor, dance certificate, or in a dance class to reserve a studio in Lathrop. Studios in Lathrop can be reserved for 2 hours a day per person, but dance majors always have priority over Optima rehearsal. -The social events coordinator will send an out with more information on reserving space.

10 How does the Sunday Optima studio work? -Typically, on Sunday Optima gets a small studio (studio 510) in Lathrop from 12:00-5:00 pm. One hour long rehearsals will be given to assigned Optima choreographers as discussed at the first choreographer's meeting. Why am I not getting s from Optima? -Your was most likely not added correctly to the WiscList. optima.membership@gmail.com to get back on the list! How do I know when to audition for pieces? -Every Sunday night, an with all the Optima information for the week (including auditions and audition times and locations) will be sent out. -Or, you can look at the calendar on the Optima website (optimadance.webs.com) What is a showing? -Before each show there is a showing and a dress rehearsal. At the first showing, pieces are shown to the rest of the org and choreographers receive feedback from the Exec board. At the dress rehearsal, pieces are videotaped and action photos are taken. Every piece is required to perform at the showing and dress rehearsal. Who do I if I have a question about Optima? - the appropriate Executive Board member. Their s can be found on the contact page -Otherwise just send an to optima.president@gmail.com Where can I give feedback about Optima? -Our comment box can now be found online at We welcome any suggestions, concerns, questions or feedback. Is the fall show different from the spring show? -No, there are no major differences between the fall and spring shows. How do tickets work? -This depends on the theater location and how many people are in Optima during that semester. The Executive Board with inform everyone at the general meetings as to how the process will work. What constitutes bad standing in Optima? - Bad standing is when an Optima member or choreographer does not finish their requirements by the end of the semester. The consequence is that he/she will not be allowed to dance in the following semester s show; however, if he/she finishes the requirements the next semester they will be back in good standing with Optima.

11 7. Location & Directions Lathrop Hall: 1050 University Avenue -Lathrop Hall is between the law building to the North, Grainger to the South, Chadbourne to the East, and the Birge Gardens to the West. It is on the North side of University Avenue. -Studio 349: East end of building, 3rd floor, across hall from Margaret H'Doubler Theatre -Studio 549: East end of building, 5th floor, restroom located outside of studio, drinking fountain down the long hallway. -Studio 249: East end of building, 2nd floor, restroom and water fountain located outside the studio -Studio B101: West end of building, basement floor, restroom and drinking fountains located down the hall. Student lounge is located on this level as well (microwave, fridge, sink, tables, and couches). -Studio 510: West end of building, 5th floor, drinking fountain around corner -Margaret H'Doubler Theatre: East end of building, 3rd floor, restrooms/drinking fountains on 2nd floor *Note: You cannot get to the 3rd floor from the West elevators. Also, for any studio reservations, fill out a form outside of Al Leggett's office on the 2nd floor (West end, next to the locker rooms and lost and found). Studio reservations are for dance majors, minors, certificates, and elective students only. Parking at Lathrop There are a few parking areas close to Lathrop Hall. -The Grainger lot (#7) is free on sundays and has both metered and ticketed parking spots available. This lot is located just across the street from Lathrop Hall on Brooks St. underneath the business school. -Lot #55 is located on University Avenue across the street from Lathrop next to the Chemistry building. It is controlled Monday-Friday from 7:00 am-4:30 pm, but is free otherwise. -A garage is located across Park St. from Memorial Union underneath College Library (#6). This lot has metered and ticketed parking as well, but the meters have time limits on them and the lot is usually full during the day. -A garage is located on Lake St. underneath Lucky Apartments. This lot has ticketed parking available and there is usually room. There is also metered street parking available both behind Lathrop Hall on Lathrop Dr. and also on Brooks St., but it is limited. -If there is someone in your party who cannot go up or down stairs, it is recommended that they be dropped off behind Lathrop Hall on Lathrop Dr. Student Activity Center (SAC) Multipurpose Room 333 East Campus Mall, 4th floor The SAC is located between Coffee Bytes and Walgreens on East Campus Mall, East of Vilas Hall and North of Sellery Hall/Gordons. To get to the Multipurpose Room, take the elevator

12 or stairs to the fourth floor. Walk all of the way down the long hall past the conference rooms and the room is at the end of the hall slightly to the left. If you wish to park at the SAC there is an underground parking garage with an entrance on Lake Street between University and Johnson Ave. The SAC Multipurpose room can be entered directly from the underground parking garage by taking the elevator designated for 333 East Campus Mall up to the fourth floor. 8. Optima Membership Form Can be accessed at 1. Name: Phone Number: 4. Year in school: 5. Expected Graduation Date: 6. Is it your first year in Optima? 7. Are you paying dues for the semester ($15) or year ($25)? 8. Do you plan to Choreograph? If so how many pieces and what style(s)? 9. Signing below means that you agree to complete all the Optima member requirements (and choreographer requirements if applicable). Also you agree that Optima Dance is not held responsible for any injuries incurred through Optima functions such as rehearsals, showings, dress rehearsals, technique/stretch/master classes, socials, or the shows.