Tips for Organizing Showcases?

kasanya started this discussion · 10/5/2012

I recently competed for the first time and found it to be a very interesting experience. It was the first time I'd ever gotten up on a stage in front of a crowd and performed a pole dancing routine. It was exhilarating! It was nerve-wracking! I felt kind of like I was in this numb little cloud and my body was on autopilot. Things also went wrong, of course, and I had to figure out how to compensate under pressure. Anyway, it was a great experience and I would do it again in a heart beat! I want to do it again! I bet all of that gets easier with practice. The problem is opportunity. There's rather a lack of those around here, so I'm contemplating organizing a pole dance showcase to create more opportunities. The problem is I've never organized an event before and I don't know what I don't know, so to speak... LOL... So I'm looking for advice and suggestions, please! I've been looking into different venues in town and I've come to the conclusion it would probably be simplest if I started out by renting one of the smaller strip clubs on a night it's normally closed (probably a Sunday evening). That way the stage, lights, sound system, and pole are already in place. I'm pretty sure I'd be able to bring in a second pole to make it a standard performance setup: 1 static pole + 1 spinny pole. I am a little concerned that the venue might put some people off, but since it would be an off night there wouldn't be any regular customers in the crowd... A few other random thoughts: If I rent a venue that's normally 18+, would it still be adult only for a private event that does not feature exotic entertainment or serve alcohol? The club already has a music licence, but would I need one specific to my event in addition to that? What sort of insurance would I need as an event organizer? Thanks all! =)

18 replies

Deesse Jesse · 10/6/2012
Hey Kasanya! This year I organized my first showcase so I know you you feel. If I can help or give advice, message me any time! What I did (and what I often see) is the use of a pole studio for the showcase. The poles are already installed and there's not a lot of legalities, just renting the time from whoever owns the space. I don't love the idea of having it in a strip club because of the set up. This might be different since my experience with strip clubs is specific to Ft McMurray and Montreal but the set up isn't great. It seems like the poles tend to be placed very near to the edge of the stage so bigger moves and floorwork might be restricted. The poles they have set up are also not necessarily the same as what the girls participating will be using normally (finish/diameter). And the height is usually pretty low. But hey, if you found a club with an awesome set up why not! If you go to another venue and need to rent poles, you could maybe contact a studio or x-pole (or another comany) to rent their poles. I like this option better because you know exactly what type of poles will be available. This is a little random but if you need lighting/sound techs/etc. you could always try looking at the UofA. Students in their arts department might be able to help and lend you equipment for pretty cheap. Or volunteer in exchange for the experience. I'm really not sure on the legal bits but if the club isn't serving liquor during the event I don't think there would be an age restriction.... I'm guessing though. Good luck planning!!! It can get a little stressful but it's totally worth it at the end!
chemgoddess1 · 10/6/2012
Contact Charley or Mary Ellyn. They have organized showcases and can give you some really good things you need to consider. We recently had a birthday party at a bar that allowed us to bring in stage poles and perform. It was regular customers plus pole peeps and it was a blast. Cleveland Exotic Dance has also organized shhowcases at their studio which is another option.
minicoopergrl · 10/7/2012
When I did the Battle, I chose two major bar venues that were perfect. I loved our venue last year in DC. I would talk to others who put on events and see what venues are pole-friendly. From my experience working with bars. They talk to you ahead of time of what kind of event you are seeking out, thats when you can bring up the age as well. If your doing a place that is 18+ then your event has to be 18+. Good luck planning your showcase, cant wait to hear its success!
amberpoledancer · 10/8/2012
Hi I own a pole school and I organise our annual pole show every year, it's stressful but worth it. Here's the things I always do/organise. 1. I always hold mine in a bar/club venue as my studio would be too small to hold all my students plus they'd friends and family coming to see them. We typically get around 100-150 people coming to watch the show. Things to consider about a venue, will you need a stage pole or x pole set up, is there room? How much is your venue costing, what times will they allow you in and to what time. I'd avoid a strip club ( I love them but it sends the wrong message to say someone's mum or dad coming to watch their daughter perform) Advertise, get tickets sold and get people to put their names down for performing well in advance. I typically start doing this 4 months in advance. Be prepared to have to help students with choreography and performance ideas. Sort out a DJ, lighting assistant ( if needed) photographer, make up artist/hair dresser for the night. It need not cost you a fortune and I rope my friends in to help, your students will always know someone who's a hairdresser/photographer who can do this for free or a good price. Other dance acts, again it can be good to get a few non pole dance acts in to entertain at breaks between pole performances again I have friends who are burlesque artists and contemporary dancers who help me out. Theme, it's always fun to have a theme for your showcase. Goodie bags, as a thank you I provide each performer with a hoodie bag which contains nail polishes, lip stick, chocolate, ect ect it's nice and makes them feel appriciated ( this can cost a bit so try not to go crazy) ... Oh and asking various pole related companies to give you samples of pole grip ect is a nice touch too plus gives them free advertising. Think that's about it! Lol hope that helps ... One thing I don't run competitions it just a show. :)
amberpoledancer · 10/8/2012
Hi I own a pole school and I organise our annual pole show every year, it's stressful but worth it. Here's the things I always do/organise. 1. I always hold mine in a bar/club venue as my studio would be too small to hold all my students plus they'd friends and family coming to see them. We typically get around 100-150 people coming to watch the show. Things to consider about a venue, will you need a stage pole or x pole set up, is there room? How much is your venue costing, what times will they allow you in and to what time. I'd avoid a strip club ( I love them but it sends the wrong message to say someone's mum or dad coming to watch their daughter perform) Advertise, get tickets sold and get people to put their names down for performing well in advance. I typically start doing this 4 months in advance. Be prepared to have to help students with choreography and performance ideas. Sort out a DJ, lighting assistant ( if needed) photographer, make up artist/hair dresser for the night. It need not cost you a fortune and I rope my friends in to help, your students will always know someone who's a hairdresser/photographer who can do this for free or a good price. Other dance acts, again it can be good to get a few non pole dance acts in to entertain at breaks between pole performances again I have friends who are burlesque artists and contemporary dancers who help me out. Theme, it's always fun to have a theme for your showcase. Goodie bags, as a thank you I provide each performer with a hoodie bag which contains nail polishes, lip stick, chocolate, ect ect it's nice and makes them feel appriciated ( this can cost a bit so try not to go crazy) ... Oh and asking various pole related companies to give you samples of pole grip ect is a nice touch too plus gives them free advertising. Think that's about it! Lol hope that helps ... One thing I don't run competitions it just a show. :)
minicoopergrl · 10/9/2012
One thing I like to have in the dressing room is saftey pins and bobby pins. You never know who is going to need them and being the performer myself, its good to know that someone is thinking about you. you can also contact some the grip aid companies and see if they will send you samples, thats also a great thing to keep in the dressing room too!
Mary Ellyn · 10/9/2012
Start simple and small. Don't worry about fancy venues or all the extras for your first event. Most shows are not money makers and you can lose a lot money if you go overboard on your first events. Participants and guests will not want to pay a lot of money for a pole show until it's REALLY well known and big. It's hard to break even if you are truly doing it correctly. Start a business. If you don’t run this under a licensed business then you are personally responsible for this event…the financial aspects and liability. DO NOT sign a venue under your name but under your business name or your name if you are the president/owner of the business. Get insurance! Comparatively it will be more expensive than studio insurance for just one event. Both are charged based on numbers of participants/students but because insurance companies consider an event a higher liability they usually charge more per person. Expect approximately $400-$500 for smaller events of around 20 or so participants. Also make certain your certificate of insurance or policy specifically states the words “pole dance” in it. (Note for studio owners: Some studio policies cover events but most expect you to buy an extra event policy if you are charging a fee at the door! Some will not insist on an event policy if you are not charging as they consider it a promotional event. Either way…check your policy and with your agent) Volunteers are great but don’t expect people to volunteer services like DJ, lighting, etc after your first event…eventually they want to get paid too. DJs are usually a couple hundred dollars and lighting usually starts around $800 and up. Of course, people who “know someone” will get better prices but even at lower prices it adds up. You will usually be able to count on volunteers for jobs like registration and pole cleaners if you give them free admission. Don’t worry about fancy venues. If you can rent a studio – great. If you have to “settle” for something less the first time do so until you get use to what is involved. You don’t necessarily need special lighting or a DJ at your first event…unless it’s included or you get volunteers. Poles: If poles aren’t already in place at your venue, you will likely have to buy them and usually need a stage pole as most public venues will not accommodate a removable pole. Few people will rent or loan their poles/stages. Unless they have equipment rental coverage in their insurance they would be liable for any accidents on their equipment even if they are not present or hosting the event. Don’t even think about rigging and trusses in the beginning. Depending on your region the cheapest I’ve heard is from $1800 professional rigging. (We paid about $4500 for rigging here in Chicago. Keep in mind the HOURS of work you will need to put into this in preparation: Answering emails and phone calls with questions from performer and guests. Chasing performers for music, bios, introductions, stage set up, music cues, etc. Designing and printing event programs if you decide to have them. Plus all the other work outlined in the rest of this post. Minimum staff you should plan at the venue: - registration staff to check people in and take money for tickets at the door - door manager to check that only paid guests are coming in if you are charging admission. People will be coming and going and your registration staff will not be able to watch them and check people in. - stage manager to help with performers getting them lined up, keeping them organized, dealing with any of the multiple issues performers may need assistance with and making certain they are all ready to go on in correct order and that their music is correct and that pole are set correctly (if you are allowing static/spin changes on the poles) - Pole cleaner(s) – one per pole to keep things running smoothly and quickly. - At least one pole cleaner or someone else who knows how to change poles from static to spin (if you have changeable poles) even if you aren’t allowing poles to be changed back and forth, they may come out of static when you don’t want them to. - someone to run music if you don’t use a DJ -YOU should not be planning on any of these roles as everyone will be coming to you with a multitude of questions and problems. You need to be free to troubleshoot where you are needed.
chemgoddess1 · 10/9/2012
I knew ME would have a lot of really good advice!
rita ch · 10/9/2012
I'm glad that I have found this thread. So many good tips already. I also have a more particular question related to the topic. I'd like to ask studio owners or instructors teaching at studios how you usually motivate other intstructors and students to participate in showcases organized by a studio. Are there any problems when people are unwilling to come and participate? Any ideas will be appreciated :)
Mary Ellyn · 10/9/2012
Yep...many studios simply will not participate. They dont' like to have their students mixing with other events or there is some form of competitiveness or lack of comraderie among local studios. It's sad but I've tried as much as I can to draw in studios who may not "personally" care for me but no matter how you try some will simply refuse to be involved. Just keep trying, keeping inviting and hopefully some day they will come around.
chemgoddess1 · 10/9/2012
As Mary Ellyn stated, some studios just will not cross promote. There have been facebook sites set up trying to break down some of the walls that exist but it does not seem to be working. Some non-competes that studios have their instructors sign specifically state they cannot have anyhing to do with any other studio. It is ridiculous!
rita ch · 10/9/2012
Thanks, Mary Ellyn and chemgoddess1 and what about instructors and students from the studio itself (I mean those who teach and are taught at the studio organizing a showcase)? do they get any prizes, awards or rewards for their participation in the showcase? E.g. like goodie bags mentioned above by amberpoledancer; or even additional money rumuneration for instructors who perform during the showcase (I've came across such thought on the Internet recently). Or are most of them still satified with and enthusiastic just about the possibility to perform?
chemgoddess1 · 10/9/2012
The showcases that I have been to has just been the ability to get up and perform in front of an appreciative audience. There are so few outlets where we can perform without issues of being touched, cat called, or harrassed that when one happens people usually flock to it. I have never heard of someone getting paid to perform at a showcase, unless of course it was a headliner that you were using to sell tickets. But again, most performances are voluntary. If I was an instructor and was being FORCED to perform ..... that is a totally different story. But I am the type of person who will do stuff just to help promote a studio.
Deesse Jesse · 10/9/2012
Rita, what I did was offer a variety of options to performers. So instead of a showcase where there's not a lot of interactions before hand (You show up and do your thing) it was more like a recital. I set up choreography help days where I'd be available to go over music selections or help run choreography or give feedback. For some girls this meant choreographing the whole routine with them. For others, it meant watching and critique-ing. For the girls who weren't comfortable doing a solo act, I had 2 choreographed group dances so they didn't have to be front and center the whole time. I also had another friend come in and do a third group choreography piece. The showcase itself was small (3 group numbers and 5-7 solos) but afterwards I had a lot of girls come up to me and say how much they wanted to participate next year! I think a lot of girls are just scared to perform because they never have so I tried to encourage them without pushing them too hard. And it really helps them to see their peers participate and have such a good time. Also wow this is so much great info for my next showcase!! You guys are awesome!!
Deesse Jesse · 10/9/2012
Rita, what I did was offer a variety of options to performers. So instead of a showcase where there's not a lot of interactions before hand (You show up and do your thing) it was more like a recital. I set up choreography help days where I'd be available to go over music selections or help run choreography or give feedback. For some girls this meant choreographing the whole routine with them. For others, it meant watching and critique-ing. For the girls who weren't comfortable doing a solo act, I had 2 choreographed group dances so they didn't have to be front and center the whole time. I also had another friend come in and do a third group choreography piece. The showcase itself was small (3 group numbers and 5-7 solos) but afterwards I had a lot of girls come up to me and say how much they wanted to participate next year! I think a lot of girls are just scared to perform because they never have so I tried to encourage them without pushing them too hard. And it really helps them to see their peers participate and have such a good time. Also wow this is so much great info for my next showcase!! You guys are awesome!!
Mary Ellyn · 10/9/2012
Recitals and showcases are generally an opportunity for the performer and just like other types of dance recitals, you should actually consider charging your students to participate. For studio dance recitals I charge my students a smaller fee than if they were paying to get in but I do charge them for all the work I put into it and we are not making a profit in this situation after I rent a location and pay for insurance, let alone the time involved. When we do a recital, our instructors are expected to be there as it's a work event so they are paid by the hour to work at the recital. they are not "forced" to perform but they are strongly encouraged to do so just to set an example to students if nothing else. Headliners, who don't happen to work for you, are a different story when you invite them to perform as a featured dancer. Though many of them will not charge a performance fee if you give them the opportunity to teach workshops and make it worth their while to come out for your event.
minicoopergrl · 10/10/2012
Reading ME tips, gave me lots of flashbacks of organizing my Battle. 😀 Lots of hard work but totally worth it in the end. I have been in the audience watching the performances and thinking that alot of these people its thier first time peforming ever! Let alone pole dancing! To see those faces and say they had such a great time and want to come back next year just makes all the blood, sweat, tears totally worth it. Yes, your gonna have studios who will not participate (or ones with mulitple locations where one location wants to but the owner of the business says no). Thats ok, thats thier business to make that choice, but some of them will show up and support you (gotta love this pole community). Promote, promote, promote! FB page, website, word on the street. I had copies of my flyers that were posted everywhere. I sent some to studios to post, my sponsors to put on thier websites, friends passed them out. I even posted one at my local Starbucks but someone took it down.
kasanya · 10/13/2012
Thanks for all the advice, ladies! There's lots of great information here. =)