Thread: help with first hafla!

I will be presenting my first hafla (all shows in the past have been done at a dance studio's spring dance concert. My students dancing that is. I have danced in many haflas just never been running one!).
It is a family and friends event. My students are very excited as am I! I want everyone to have have a good time. My students have been working for this since last may, with me suggesting they present their first solos. the dances look very good so far!
My question is on the OTHER parts of the hafla! Any suggestions from teachers who have much experience? Things to avoid, things to think about? I have most things planned out. Any of you wish you had done things differently from the start? If so what?
Our hafla is in Dec. So I still have time to plan.
Any help would be GREAT!!!!!
I have a day job so talk away and i will drink everything in after work on Mon.!!!!!!
Thanks so much for your help!..g.:
Faaria

Well, what I suggest is ensuring you have a running order of performances and getting dancers to stick to it and make sure they're there in plenty of time, much like a show. However, you don't want it to be too rigid and formal, so break these performances up with "free dance" time. It can be hard to get people to participate in "free dance" so you, or another senior dancer, may have to break out the old restaurant routine to get people up on the floor to start with. Having some plants in the audience who know it's time to get up and get others up, snowball style, can work really well. At haflas at our school we've also sometimes had a khaleegy free for all, which is fun and easy to do - again, you just need a few people to lead it.

Variety of music is a good idea; pop is fun and most people like it, but offer some other music too! Personally I would keep the non ME music to a minimum, if at all - you can hear and dance to that any time.

One other thing that I note at haflas sometimes, but that I don't really have a solution for, is tribal takeover. It's not that tribal dancers are trying to elbow everyone else off the floor, it's just that their performance style and their social style is exactly the same, and when you have a big formation going on, it feels rather aggressive (and indeed, risky) to push into the middle of them and start dancing beledi, you know? "Oh I'm so sorry if I'm in the way of your choochoo arc but I am EXPRESSING MAHSELF". So often non tribal dancers will just sit down (and grumble). I was once at a hafla where there was an L shaped dance area, and the tribal girls set up a sort of long skinny formation and danced down one side, leaving room in the short skinny section of the room for others to dance freely, and that worked quite well.

Originally Posted by zumarrad

One other thing that I note at haflas sometimes, but that I don't really have a solution for, is tribal takeover.

maybe try designated "free dance" breaks for tribal and individual, beledi, etc. or you can subtly do it by music choice. ex. doubtful the tribal gals will jump up for egyptian pop

also you might:
make sure the students bring 2 copies of their performance music. they will be nervous enough without technical difficulties

post a sign at the entrance reminding people to turn off their cell phones [they still forget!] and take screaming babies outside

if there will be introductions of each dancer, have them make out a file card with their info to make it easier on the host.

have someone warm up the crowd [music, dancing, song, jokes, bd info, something]. this way the responsibility won't fall on a student who may interpret a lesser crowd response as a negative reaction to the performance.

Make sure to test the sound system before the program.

Yes, bring a CD with fun dance music for the break (assuming you'll have a break if there are more than 5 acts) and after the performances. Snacks are good if it'll be long - like hummus and pita or whatever, with plenty to drink (water & maybe another option or two) for guests and dancers. Also when creating the line-up, be sure to mix up the levels of dancers so keep the attention of the audience, and keep the intros fairly short. And, if you're doing to intros it helps to have someone else do the music. Good luck!

Our community haflas here in Vegas are potluck...that might be an idea. Have every one bring a little something to snack on.

If you can, maybe try to put a time limit on performers: no more than 6-7 minutes for solos, no more than 9-10 for troupes. Some people's attention span is very short when it comes to watching the same dancer or the same troupe. (Not mine, most of the time, but the GP, you know.) :)

Thanks so much for all your advise!
Here's what I have so far:
these are all Cab. performers, as that is all I teach.
Their solos can be no longer than 3 min. (my students are presenting their first self choreo solos so I wanted to keep them short)
we have three group numbers
we have guests from another studio and their teacher to dance
we are doing a pot luck (I have already given out a form to have people let me know what they will bring)
My sister is taking tickets at the door.
I have planned breaks every 4-5 dances depending on the length (group numbers are a bit longer)
I have someone set up to do music
I have a vendor coming in for shopping
I have planned time to add 2 minutes to the length of each dance to do intro and all that clapping..g.: Didn't want the show to run behind then rush the end.
I have the numbers set in stone so you must dance in your time slot (needed to give some students a chance to change costumes).
I have weekly rehearsals from now until Dec. for dancers to go over their solos and group numbers outside of class time. One of which is in costume.
I have decided to do presale only tickets so I make sure i have plenty of food and seating for all friends and family.
I have a guest table set aside for our guests dancers so they will have seating when they finish their dances and plan on prividing water in a cooler in the dressing room for all dancers.
I have already collected on copy of music from all dancers and their intro information.
Soooo..... do you think I have it covered or did i miss something?..c::
I am so glad to be able to ask all of you!!!!

Wow!!! That sounds like you've got everything covered. AWESOME! :)
Good luck, and have fun!!!

Originally Posted by faaria

Thanks so much for all your advise!
Here's what I have so far:
these are all Cab. performers, as that is all I teach.
Their solos can be no longer than 3 min. (my students are presenting their first self choreo solos so I wanted to keep them short)
we have three group numbers
we have guests from another studio and their teacher to dance
we are doing a pot luck (I have already given out a form to have people let me know what they will bring)
My sister is taking tickets at the door.
I have planned breaks every 4-5 dances depending on the length (group numbers are a bit longer)
I have someone set up to do music
I have a vendor coming in for shopping
I have planned time to add 2 minutes to the length of each dance to do intro and all that clapping..g.: Didn't want the show to run behind then rush the end.
I have the numbers set in stone so you must dance in your time slot (needed to give some students a chance to change costumes).
I have weekly rehearsals from now until Dec. for dancers to go over their solos and group numbers outside of class time. One of which is in costume.
I have decided to do presale only tickets so I make sure i have plenty of food and seating for all friends and family.
I have a guest table set aside for our guests dancers so they will have seating when they finish their dances and plan on prividing water in a cooler in the dressing room for all dancers.
I have already collected on copy of music from all dancers and their intro information.
Soooo..... do you think I have it covered or did i miss something?..c::
I am so glad to be able to ask all of you!!!!

only other thing is to post video so we can see the show :)

Thanks! I have been going crazy thinking maybe I left out something super obvious!
OK I can breath now, thanks for the help!
I am SOOOOO looking forward to this! My students in my level 3 class (the ones dancing) are fantastic people! The laughter and joy is great on Friday nights! I love them all and wanted to give them a chance to shine, and they will AND love every minute of it!
Thanks again!

Originally Posted by sabrinabellydancer

maybe try designated "free dance" breaks for tribal and individual, beledi, etc. or you can subtly do it by music choice. ex. doubtful the tribal gals will jump up for egyptian pop

This one would! ..g.:

I've been running casual community haflas for a long time, but I don't think it's the same sort of hafla that you ar talking about. I'm not sure what your set up is. Can you describe what you have planned and perhaps I can give some input from there...

Well it's really a hafla that is a showcase for my level 3 students. There will be 3 class numbers, students performing their first solos ( the rule is it must be THEIR solo, not off a DVD or learned from someone else).
We have a hall, doing a potluck dinner (my students and I providing the food), guest dancers from another studio as well as thier teacher performing.
More or less my studio show. AND a party for the holidays.

There's nothing much to add. You seem to have control.
I say 4 mins solo 5 mins group...someone always goes over!
I ask for details of piece and 2 give it to me outa 20! so the programme is impossible to spread out properly and you always have someone who is dancing 4 times in various groups etc!
I ask the teachers to be "sensitive/sensible" over costuming.Someone always manages to show their arse! No I jest only the once!!!!!!!!
I have a break in the middle for eating of 30-45 mins and a guest dancer (paid) to lead the bopping.I wouldn't go for more shorter breaks.
I always go somewhere where there is a pay bar and get someone else to do the catering ( a fellow dance teacher) or Jacob's Join and a student who will organise the collection and laying out of dishes.
I ring a month before to check booking and a week or so before again with final numbers( though this time it was sold out 6 weeks ahead)
On a more mundane matter the night,I check the dance floor when I arrive, it seems obvious but one venue is a devil for not checking for pins and tacks after parties.
I don't let them come in "early", you need space and peace to set everyting up.
Yes check the music system..the one we use has a governer for sound level and if it's gets too noisy, off it goes so I have a good "DJ" who keeps one eye on it! Yes delegate you can't do it all
If you can't announce have a programme

OMG mine's on Friday!

Originally Posted by faaria

Well it's really a hafla that is a showcase for my level 3 students. There will be 3 class numbers, students performing their first solos ( the rule is it must be THEIR solo, not off a DVD or learned from someone else).
We have a hall, doing a potluck dinner (my students and I providing the food), guest dancers from another studio as well as thier teacher performing.
More or less my studio show. AND a party for the holidays.

It does sound like you have a good handle on things. I'm not a big fan of only pre-selling tickets. But that's cuz I usually want to get every dime I can to cover costs. I usually offer incentives for purchasing in advanced. When we did the theater show at the Las Vegas Bellydance Intensive, we had the best seating reserved for pre-sales. If you bought tickets that night you were in a less favorable section. Also, a discount well in advance usually helps too. Like 2 weeks or more.

Samira
Las Vegas Bellydance Intensive

Don't forget a way to organise all the random CD's that come to you. Two systems I've seen work well are

1. pre-printed slips asking - which number, start on or off stage, false ending?, duration

2. the dj asked each dancer these questions as the CD is handed over, and stacks them in order in a plastic wallet thingy, and he writes the info on a slip of paper which is then put in the plastic wallet. CDs stacked in performance order.

Also, I would turn up to the venue early (a month before) and play a selection of different CD formats in there, will it play home burned CDs, do they have to be originals, or will it play egyptian CD's. ?

Make up a compiliation album that you can put on for dancing to, then you are not stressing over the music on the night. Have a different CD for 'atmosphere building' play when people are first coming in.

Make sure you let people know that tickets are limited, and if they want to be sure of a place, they should buy in advance - you don't want people to travelled miles only to be turned away.

If you can have a getting ready area for performers, this is always appreciated.

Well thanks everyone!!!
I did have all dancers give me an information sheet and their music already (what can I say? I like to be prepared! I said no sheet/music no dance!)
I am requiring all the women to practice in costume, in studio, before the show so I can see the costumes.
I have someone doing the music, he's great so I can trust him!
I am going to the venue this weekend to check on last minute things.
Here is my big problem: I have two former students who caused much drama and left for another studio. The studio director (I did train there in the past) called to ask if it was OK for them (her troupe) come. (appearantly these students are now in her troupe) I said yes but that it just would not work to have those two students there. My ladies have a night to shine and there are simply to many hard feelings. So I felt it would make them very uncomfortable on a night when they should be having a good time at a family and friends show. I did much soul searching over it and decided that I had to protect the fun of presenting a first solo for my students. So a little stress here..... I didn't want to exclude but felt I had to. Keeping in mind that this is not a public show not billed as one. I