Thread: Organizing a 'studio party' fundraiser

I want to host some parties in my studio for my students and their friends/family. Less formal than our annual student show, much smaller than our typical local haflas (which offer full buffets and have enough space to invite lots of local studios).

These would be held within my studio, which is too small to hold many people.

My goals:

1. Make $$ for the studio -- trying to stay in business!
2. Give my students a low-key opportunity to perform
3. Give students a chance to see pro and near-pro dancing
4. Build a sense of community and friendship among students
5. Have fun!!!!

Issues:

1. Local haflas only charge $10-15 to get in and offer a full buffet -- how much can I charge?
2. Space is REALLY tight, how to organize it effectively? Chairs, tables, no tables, standing room?
3. I have small separate rooms that could be used for food and swap meet
4. If all dancers get in free, there would be no income. Should only rep group students (near-pro ability who would likely be my helpers) get in free? Or all dancers? Or none?
5. What about food? Should I offer free admission to anyone who brings a dish? Ask the rep group/helpers to bring a dish? Or provide snacks?
6. Where do I get enough chairs for this?

I'm especially worried about setting the price. $5 seems uber cheap, especially if I'm letting lots of people in for free OR providing snacks, there's no hope I wouldn't lose money. But I don't feel like I can charge $10 when people are getting that for much bigger events in the city. If I set it low, though, I'll never be able to raise it.

Any thoughts? Hmmm... selling alcohol at an event requires dram shop insurance, right? How would I get that, and how expensive is it?

hmmm... I went to a workshop once on the history of bellydance that was a pot luck and was quite informal. I paid 10$ and brought a dish. I didn't really think anything of it. It was a lot fun. I really got a chance to meet other local bellydancers plus got to learn more about the dance. Pot Luck is a great way to offer food without all the expense. Plus, you often get wonderful variety. You could offer soft drinks/water without having to worry about alcohol. And you could supply the tableware. Ofcourse if you do food people need a place to eat. You could do an appetizer pot luck and that would be easier for folks to walk around/stand and eat.
Are you listing it as a fundraiser for the studio or a student showcase?
Whatever you decide - I hope it goes well.
Good Luck!

Can you make the refreshments potluck? Post a signup sheet in the studio a couple of weeks before the event and announce in every class that you're looking for potluck participants?

Another idea that wouldn't help with goals #2 and #3 but would help with fund-raising and attract your yoga students as well: Organize an "evening of decadence". Recruit local specialists to do instructional presentations on topics at no charge to you, and then let them sell their products or services through the evening as their "compensation" for being presenters. We charged $15 admission fee. Here are some of the things we've offered:

1. Lesson in how to apply eye makeup, with everybody getting to try it, presented by someone who sells Mary Kay.

2. Lesson in how to do partner massage, with everybody paired off with a partner and doing it. This was presented by a massage therapist who then sold massages throughout the evening.

3. Lesson in how to do partner stretching, led by a massage therapist who then sold massages throughout the evneing.

4. Lesson in how to mix henna and apply it, led by a henna artist who then sold applications throughout the evening.

5. Aromatherapy lesson. Taught by someone who makes scented soaps. She then sold her soap products.

We decorated the studio with stuff like desktop fountains and garden flowers that people brought in from home. No chairs needed, people sat on the floor. Refreshments were potluck, and focused on dessert-type items rather than a meal.

Hi Lauren -

Like in your area, it is either large haflas or stage shows in my area. I'd love a venue that would allow me to hang out with other dancers, perform with less stress, or let me try out some choreography or prop. My dream is to do this in Philadelphia quarterly, but the details have never worked out. So I am rooting for you!

I think charging $5 admission and making it pot luck is reasonable. Maybe provide soda and paper plates only and let others know that if they'd like to bring wine or food, it is up to them. (Or a dessert theme is awesome, who doesn't love dessert as evident by our many diet threads here!)

I'd say, skip the chairs and tables - especially since renting folding chairs might add up quickly. Either make it BYOP (bring your own pillow) or see if you and your troupe could easily sew up some pillows with little to no expense.

Good luck!

You could consider a two-tiered fee: base fee, and then a reduced fee for those who contribute - time, dish, performance. Dunno, $5 and $10, maybe?

If you have yoga blankets, these make very nice pillows for audience sitting on the floor.

Just a thought - if family members are going to attend, you might want to have a few chairs available. Not everyone can sit on the floor comfortably.

These are really great ideas, I'm so glad I asked.

I have about 20 chairs in the studio and I'm sure I could gather a few more folding chairs, then offer 'floor seating' up front and standing room in the back. (I have plenty of yoga blankets, though if they're exposed to crumbs I'd have to take them all home for washing.)

I love the idea of tiered pricing. Maybe a lower rate for performers, and free if you're performing AND help/bring a dish.

This is sounding simpler all the time.

I asked about alcohol because most haflas in our area offer beer and wine for sale, and I'm thinking that must be a good revenue stream for them (since there's not much to be made at the door).

My computer dropped dead in the middle of composing my response, and I'm so glad it did 'cuz your summation, Lauren, was just about exactly what I was trying to write!

Alcohol is tricky and the rules vary from state to state (and perhaps city to city). Check your liability insurance; it might not cover problems if you don't add an alcohol rider to it (and pay the premium) -- this is especially important if alcohol is sold. If you're willing to forego insurance coverage, consider this tip for alcohol sales that we used for our senior dinners at the community center: at the time people pay admission, they can choose to purchase up to two "drink tickets." They must pay for the drink tickets upon payment of admission; have big signs out and have the folks working the admission desk offer the alcohol option to every adult so that folks don't come back later saying they didn't know they could only buy drink tickets upon admission. Charge $3-$4 for each ticket. Have a couple of people work the bar; patron hands in one ticket and gets one drink. This limiting of alcohol consumption helps reduce over-indulgence by people who just don't know how much is enough!

Keep us posted on what you end up doing for this event!

Deborah

I think the tiered pricing is an excellent suggestion. That way you can avoid people getting upset that they helped set up, brought food, and still had to pay the same as everyone else.

As far as the alcohol, I dunno. I dropped bar prices when I got the studio, so I really don't make too much. I always hate when prices are so inflated. I feel like I'm being taken advantage of. I didn't really check around before I lowered them, so maybe not everyone thinks like that. I'm testing a new hafla facility for the upcoming event, and one of the bright points was that they provide the bar. The prices are higher, of course, but that's one less thing I have to schlep in and find someone to run.

Originally Posted by Lauren_

Issues:

1. Local haflas only charge $10-15 to get in and offer a full buffet -- how much can I charge?Kids $4, Adults w/potluck item $6, Adults w/NO potluck item $8 (this usually encourages folks to bring something in to share)
2. Space is REALLY tight, how to organize it effectively? Chairs, tables, no tables, standing room?To get the most space - ask everyone to bring a pillow or small folding chair to sit on. Mark off your "stage" area and mark places from folks with chairs to set up along back wall and folks on floor pillows in front - that way, everyone has a decent view.
3. I have small separate rooms that could be used for food and swap meetUse them to your advantage - make sure you get all food in room that will be easy for folks to travel in/out of during performances without disrupting the performances *can you place 2-3 small vendors in with food *you could charge a nominal fee *like $25* - you could use the other room for dressing room or larger vendor room for more vendors
4. If all dancers get in free, there would be no income. Should only rep group students (near-pro ability who would likely be my helpers) get in free? Or all dancers? Or none? Because it is a fundraiser, everyone, including performer should pay, the only ones you should comp should be the maybe 2 people helping you - your door/admission person and your vendor/performer liaison.
5. What about food? Should I offer free admission to anyone who brings a dish?Bringing potluck item gives discount at door Ask the rep group/helpers to bring a dish? Or provide snacks? Go for a potluck and advertise the "discount" with potluck item
6. Where do I get enough chairs for this?Skip the chairs and go for "bring your own folding chair or floor pillow"

Advertise it as a fundraiser, advertise it as a "harem night, a masquerade night, theme it out - it draws more folks out. Advertise with lots of colored flyers in your surrounding stores, schools, rec centers - call one of the news channels and tell them what you are doing to save your studio - they love human interest stories. They may give you air time the day before and you may end up with a bigger turn out.


Any thoughts? Hmmm... selling alcohol at an event requires dram shop insurance, right? How would I get that, and how expensive is it?

Make it BYOB - folks tend to like the idea of bringing their own favorite beer or wine and not having to drink what's available

Wow. You guys are goooooood.

I don't have much to offer apart from I have used a rope on the floor to mark out 'areas' in such a setting, also used tea lights to denote stage. It acts as a 'soft barrier' that people tend to observe without thinking.

I like all of the above ideas except for bring your own chair/pillow. If you're bringing food and performing, a chair would be a real pita to haul around along with all of that other stuff. I think providing several pillows and having a few chairs would be better.