Preston Barn Dance Band

Affilliated to the English Folk Dance and Song Society
 
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Arrange your own barn dance

These are some tips on organising a barn dance. Every situation is different but you may find some general pointers useful.

Start early Make sure there are enough people to help in the arrangements and that everyone knows what they have to do.
What is the event? A formal wedding or birthday or just a social event. are you wanting to raise funds for a cause from the ticket sales?
When? Select the date when most people can attend. Ask around to see if there are clashing events in your area. Of course a wedding or birthday may limit the options!
How many? To keep the atmosphere going, you need a reasonable number of people on the floor at any time. Barn dances are usually danced in sets of up to 12 people. Allowing for those "resting" you need to aim for a minimum of 50 people but the more the merrier.
Where? The venue may be a church, village or school hall, a hotel or a barn. Make sure there's enough space to dance - about 2 square metres per dancer and enough space for tables around the floor. You may need room for a bar and also a food serving area. Remember that some people will be shy of joining in so seating is best close to the dance floor and in sight of the band so that they can be encouraged to get up by the caller.
Which band? Do you have special music requirements such as Irish, Scottish, electric, jazz?  Hot Punch offer a selection of folk dance tunes. You also need a caller. The band will be able to organise this or you may wish to book the caller yourself. Do speak to the band to ensure you know what to expect.
Band's needs Does the venue meet the needs of the band. A stage is an advantage. Check there is a suitable working 13 amp plug for the band's PA system and adequate lighting.
Book the venue Many dances run from 8pm to about 11.30. Check that you have access an hour before the start for setting up and half an hour afterwards to clear up. There may be restrictions on finishing time at your venue.
Food Do you require a sit-down meal or buffet at a formal event such as a wedding. Otherwise consider an outside caterer for a "hotpot supper" or whether everyone brings their own. Don't forget the vegetarians Allow space for the catering to be set up. A venue with adjacent kitchen is ideal. Usually the food break is halfway through the evening or sometimes before the dancing starts. Tell the band what you are doing for refreshments and whether they are included so that they can cater for themselves if necessary.
Drink A barn dance is an active affair so have plenty of liquid available. There may be a bar at the venue or you may need to organise it (consider licencing, extensions) or allow people to bring their own. Have plenty of soft drinks available. Don't forget glasses.
Printing Print tickets and posters if required. You may want to run a raffle on the night so check on raffle tickets and prizes.
Advertise Posters, newsletters, word of mouth. Shop windows, libraries. Local radio events slots. A What's-On internet page. Sell tickets through shops.
On the night. Make sure that the band have access for setting up. The caller will check details again with you and will be the MC for the night. Your job is over. just relax and have fun.