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How to plan an event cancellation

How to go about responding to COVID-19 in Australia?

A good starting point would be to collate:

  • number of cases per state/australia
  • sources for daily updates from gov
  • legal recommendations from gov (eg we still allowed gathering in groups atm).


    • Then each organisation should develop a long term plan and a short term. Even if it’s as simple as ‘we won’t close anything now, but we will reassess in (x) days. When we get to (x) we will decide.’ Then make a rough outline of jobs to be done for either closing or not closing.

    Another issue: is your insurance up to date, and does it cover loss profits, health care, etc etc?
    I’d also have a look at finances: do you have any bills to pay, any money owed to you.
    And just go over your refund policies for classes and events and things.
    -> basically get your affairs in order, so you can make informed decisions.

    I’m getting a few queries about our events this year, so you will soon, too, I guess.
    I personally feel I have a responsibility to present and promote a sense of calm capable professionalism, so I’m planning my responses carefully:

    • I do my usual ‘hello, thanks for your email, i will reply by [DATE]’ (usually a week) reply to emails if I don’t have a comment ready.
    • I am developing a task calendar of what we’ll do when
    • I’m planning out what we’ll say in our public comments, and in our correspondence to various contractors, staff, and volunteers.

    Luckily, we have an extensive and useful safe space policy (more than just a code of conduct), and I’m just rolling our hygiene and response-to-pandemic issues into that. We already have a developed tone (a way of speaking to people about this stuff), and we have developed a good sense of mutual trust, so I feel local dancers trust us to make sensible decisions.

    I don’t want to create a sense of panic, so I’m being very careful with tone (light, but also knowledgeable), I’m using solid resources (eg WHO, Dept of Health, etc, _not_ newspaper or mass media articles), and I’m planning ahead.

    I’m also thinking long term. What will we need to do to redevelop our local scene _after_ this, what will we need to do to support local bands and DJs, and what can we do to support local venues (our scene is rooted in a few key commercial spaces: Ruby’s, a dancer-run dance hall, but also a lot of live music venues).

    Afterwards
    So I’m looking at what we might need to do to restart local parties, and how we might promote our events in a post-pandemic community where people are afraid of gathering in groups. I’ve learnt a lot from talking to Christchurch organisers about how they dealt with fear after the earthquakes.
    This is changing so quickly, and the panicked tone of a lot of online talk from the US and European dance world is making me feel a bit antsy, and I can see it affecting the Australian dancers, too, so I’m also limiting what and how much I read online. Official, reliable sources only for me.
    Whatever you plan to do, it’s worth planning those public responses before you have to give them, so you’re not emailing and FB commenting in real time (ie in stress time).

    Sharon and I met last Wednesday (9 March) to discuss this issue. We decided to cancel Jazz BANG. We also discussed things we could do to foster the local scene.
    Today I put our plan to cancel into motion, sending off emails, etc.

    I noticed that some of the content in our email copy had to be rewritten because things had changed so much in the past week. Last week we thought we could continue to run local dances each week. This week we have no classes or parties running in our businesses for the foreseeable future.

    To actually put the cancellation into action, we had quite a long to-do list. It’s taken us a week of hard work (including international phone calls with teachers) to get to this point. But so much has changed in a week, we’ve had to rework some of the plans we made a few days ago. And it has been stressful, miserable work. Sending out these emails today has made me cry. And I’m not a big cryer. All our hard work, all the things we had planned, all the new stuff we were going to do.

    But then, the thought of contributing to the spread of the disease is what decided us: I can’t bear the thought of making this situation worse. Of sending friends and loved ones home sick, to spread the illness through their own families and communities.

    So please start looking at your cancellation plans now. If the international example is anything to go by, we will be locked down for many months. China is still locked down after two months, and their response has been better than Australia’s.
    I’m finding this stressful and just heart breaking. All that hard work gone. All those artists out of work. Our businesses imperilled. Please reach out to your friends for a bit of hand holding and affection before you think you need it.

This totally sucks.

We had almost sold out of passes. We had some truly epic things planned with live music and performances. We had wonderful teachers booked. The band and DJ line up was fresh and exciting. We’d spend thousands of dollars already. But the thought of sending our friends home with an infection is even worse.

”
Hello dear friends,

We’re very sorry to have to write this to you, but we (Sharon and Sam) have decided to cancel Jazz BANG this year, due to the health crisis presented by the COVID-19 virus.

While the Australian government has not banned public gatherings yet, we cannot be sure of the situation in May. We don’t want to risk the health of our volunteers, bands, and guests – our _friends and families_. So we have decided now to protect the health and safety of the people we care about.

What’s been happening behind the scenes?
– It’s become harder to guarantee our international teachers’ access to Australia, as the government restricts entrance to the country and enforce 14 day quarantines.

– We know that transmission of COVID-19 is facilitated by lots of people coming together in big groups and touching each other. We hate the thought of spreading illness ourselves.

– We are concerned that international and interstate guests won’t be able to return home after the event, or will be quarantined when they return. Or even worse, that they will take infection home with them.

– We have already committed a certain amount of our own money to Jazz BANG, but we are at a pivotal point. Cancelling now, we reduce our potential losses. A huge loss in May would make it very difficult to run local parties and classes in the future. So we have decided to focus on protecting the economic sustainability of our local community now.

What does this mean for you?
Registrants:
If you have already registered for a Jazz BANG pass (and we have almost sold out of all passes, even at this early stage), we will begin refunding through Trybooking from Monday 23rd March.
Why the delay? Cancelling a big event takes almost as much work as planning one, and we have a loooong to-do list.

Musicians:
We are bitterly disappointed that we won’t be able to work with you, or to show you off to the dancing world. If you have recordings available for sale, please do send us the details and we will go hard on promoting them.

DJs:
We were looking forward to working with new friends and old. Please keep us in mind for the future when you are planning your calendar. We would love to have you back in Sydney.

Volunteers and staff:
We have been overwhelmed (again) by Sydney dancers’ enthusiasm and determination to be a part of running a big party. We were also looking forward to working with you, and seeing just how epic your work can be. Thank you for your generosity. You humble us.

Again, we are writing with heavy hearts, but with the belief that we are making the right decision.

Your friends,
Sam Carroll and Sharon Hanley.

BOO a cancellation

Hi everyone,

I’ve decided to be responsible and cancel the party on the 21st March:

———

Dear friends,

I’m very sorry to have to write this to you, but I have decided to cancel this party on the 21st of March.

As we all know, the COVID-19 virus is moving into our communities. It is spread through ‘respiratory droplets’* (drops of wet stuff from our mouths and noses), and through physical contact. The best way to prevent its spread is to avoid transmission through direct contact.
That means: not touching lots of people or blowing respiratory droplets onto them.

While our government have not yet asked us to stop gathering in large groups, it would be responsible to remove another opportunity for us to germ on each other :D

It’s a very great shame, and I was looking forward to hearing the band, seeing you all, and dancing like a fool. But I think – this time at least – it’s best to be sensible.

*I know it sounds like a great name for a dance troupe, but: too soon.

Our poor old industry

So many event organisers, musicians, dance teachers, sound engineers losing thousands of dollars canceling events in the dance world. People in this industry really do live gig to gig.

I had thought it was a bit on the nose for organisers to ask before, but if an event you’re registered for is cancelled, please consider not accepting a refund.
Your couple of hundred dollars is a drop in the bucket for events that have already paid for flights, accommodation, visas, venue hire… not to mention still having to pay teachers a cancellation fee. A small Australian event has a budget of about $20 000, and most organisers are paying the bills from their own savings, before the registrations come in.

If you can, please do consider giving what you can from your registration refund.

Pattern drafting school report: final class.

My doods, i used like ten metres of paper today. But first i drew this perfect half circle with a piece of string, a pencil (H), and an awl.
Then I drew another, off-centre half circle inside it, for which i calculated the radius using MATHS.

It took me nearly thirty years, but i totally USED that high school education.

Pattern drafting school report

So apparently lindy hoppers don’t want to hear a blow-by-blow account of how to pivot a bust dart into the shoulder seam then convert it into a styleline. Not even when you open with the fact that you get two square metres of blank paper, a sharp pencil, an eraser, two types of rulers, scissors, and masking tape and then go fully sick with some geometry.

WhatEVER, dancers.

Carers’ passes!

Topic: Carers’ Passes
or
Getting parents and carers into workshop weekends

We’ve had a Carers’ Pass at Jazz BANG in Sydney forever, and before that at The Little Big Weekend …basically forever. It’s become almost a staple at all Australian events now.

http://jazzbang.com.au/registration.html#carers

Each time I run a weekend event, I ask for comments and advice from the attending carers.

I use ‘carer’ instead of ‘parent’, because I want this to apply to anyone who’s looking after a dependant person – a baby, a child, an elder, a disabled family member, etc.
The primary goal was to retain dancers who’d gotten on with their lives and had babies after years of dancing. We didn’t want to lose them, their experience, or their $$ :D And a diverse dancing cohort is a healthy dancing cohort.

Hannah Anderson asked in another thread
“Love the carers pass- hadn’t noticed a need for it until I became a carer. Im interested in how you make it work- do the dancers sharing the pass need to dance the same role?”

First off: Diversity matters. And diversity at a management level is so important. People with different lived experiences bring a wider range of skills, knowledge, and priority to your event. Bless. <3 We just tell them to email us when they register. This way we know who's coming as a caring team, and what their particular needs are (they may also need advice about accommodation, contacts for borrowing cots, places for nursing babies, etc). I also find that talking to a real person makes a carer more confident about coming. Then we usually get about 2 or 3 couples max attend. They register for a 'carers' pass' which is the same as one workshop pass (either one day or two days). They then buy tickets to parties individually. We have two streams, and about 50 people in each stream. Part of our branding is that we keep classes small, and offer a 'boutique' experience that's community-minded, and emphasises really good music and really good international teachers. Sort of like an event from the early days (1990s and 2000s), but with really good music, organisational experience, and dancing. :D Our teachers are also prepped with info about these sorts of situations. When the couples talk to us (they may be two parents of the one child, or two mums sharing care of two babbies, or whatever - we've had all sorts and we encourage all combinations), we make sure they realise that only one of them can be in the class at a time (the other is caring for the kids). From here, we let them divide up the day how they like. - Some take alternating classes (the other one walking about with the bab, getting a coffee nearby, or in the class watching*) - Some take half a day each - Some drop in and out as needed (eg if the babby needs breastfeeding, then the nursing parent steps out) When it comes down to the actual day, we let them manage the time as they like. We don't police it. The lead/follow ratio really depends on what role the two carers dance. Most are so keen to dance (and so keen to be out with other humans) they'll do anything. Our workshops and teachers are flexible teachers, so it doesn't end up making a difference who does what. We also find that people swap themselves around in class depending on their feels. eg they may lead a class, then follow a class. We just keep our eyes on things and step in to sort things out if the ratio gets really skewed. The most popular option for single mums has been to take one class in the morning each day, while their child plays with their adult friend at the door. And then they go home for naps. I usually let them have this for free. Shhh. Don't tell anyone. We've also had teachers who are breastfeeding teaching the workshops, and we realised that you can't stick to a tight schedule when a babby needs a feed! So we actually put that in our teachers' contract, and we make it clear to all teachers: we have this many hours, we require you take regular breaks, but you can divide up the hours as you like. eg 15 min warm up session, then 1 hour exercise, then 30 min game, then lunch etc etc. In this situation, two people caring for a child may just take a block of hours between feeds, or the morning, or some other combination dictated by their child's needs. The most adamant feedback we've had is a request for a proper creche: childcare + child-safe space. I'm not sure how to do this, yet. There are insurance issues. And cost issues. Ideally, we'd spread the cost around, increasing pass prices a bit so everyone pays for this. And because we offer deals for lower income earners, we can mitigate the effects of higher ticket prices. *babbies and children are allowed in our class spaces, but they must be supervised at all times by an adult (ie the adult can't be dancing too)