Policies

Volunteer Rewards Policy

Learn about all the ways you can help out, and all the things you can get by helping out

Board Members

  • Get in free on Wednesday nights at the Brink (must check in with door worker).
  • Get in free at monthly dances (must check in with door worker).
  • Free meal and non-alcoholic beverage at board meetings.
  • Board members who arrive at 6:30 pm to help with set-up at monthly dances will get the pre-dance workshop for free.

Check-in

  • Monthly dance: Get two “Swing Bucks” (SB) for each 15 minute shift worked.
  • Beginner lesson series: Get one SB for each 15 minutes worked. Two volunteers needed the first week of a series, but only one in following weeks. Arrive 20 minutes prior to lesson start-up and free to leave by 20 minutes prior to lesson end.
  • Weekly dance: Get one SB for each 15 minute shift worked.
  • Professional workshop weekend: Get one SB for each 15 minute shift worked.
  • Badger Bowl weekly box coordinator: Gets in free to dance that night (must check in with door worker).

DJs:

  • DJ’s: Get in free to the dance that day (must check in with door worker).

Equipment:

  • Monthly Dance Set-up: Get into the pre-dance workshop for free that day (must check in with door worker).
  • Weekly Dance Set-up and Tear-down: Get into the dance for free that day (must check in with door worker).

Instructors:

  • Paid professional who is teaching a lesson series gets into monthly and weekly dances for free while teaching the lesson series (to encourage them to attend our events and dance with their students).
  • Volunteer lesson teachers & assistant: Get into the dance for free on the day they teach (must check in with door worker).

Host (Club member who volunteers to have a national or regional professional stay in their home):

  • Host(s) will get into the dance and all workshops offered that weekend for free, up to $50 per event per member in the host household (must check in with door worker).
  • Get expenses reimbursed for food purchased or meals eaten out. For meals eaten out, the club will cover the price of the meal for the professional and the host/s only. Receipts must be provided to the treasurer and are subject to board approval.

Private Lesson Host: (Club member who allows regional or national professionals to teach private lessons in their home in conjunction with a MWCSC workshop):

  • Host/s will get into the dance and one workshop for free the day of hosting privates (must check in with door worker).

Note: “Swing Bucks” are volunteer currency utilized by the Madison West Coast Swing Club. “Swing Bucks” can be used to pay for dances, lessons, workshops, or other functions offered by the Madison West Coast Swing Club. “Swing Bucks” cannot be used to pay annual dues.

Other ways to volunteer:
Club Photography
Refer-a-friend
Reposting events on your FB page
Distributing or posting advertising materials
Have a talent you think we could use? Come talk to us!

Last Updated by the MWCSC Board: February 2017

Dance Events Policy

Misc policies about dances and dance events

Purpose

The purpose of this policy is to establish expectations for attendees of MWCSC dance events and document miscellaneous practices regarding dance events.

Conduct

MWCSC strives to make its dance events a safe and comfortable space for all attendees. Attendees of MWCSC dance events are expected to show respect to other attendees and act with good conduct.

Any misconduct should be reported to a board member in accordance with the misconduct policy and club bylaws.

Price

The board may establish the price of events and times after which admission to the dance is free.

Unless otherwise specified, dance events are free after registration/check-in is closed.

Refunds

For weekly and monthly dances, refunds should be rare. If you have a reason for a refund, find a board member to make your case. A decision will be made at that time.

For any event that has early registration, refunds will be issued for any reason up to the early registration deadline. Any refund requests after the registration are at the discretion of the board. In either case, contact the MWCSC board to request the refund.

Swing Buck Usage

Swing Bucks may be used without exception for weekly dances, monthly dances, and regular lesson series.

Unless otherwise specified, Swing Bucks may be used for special events. Any special event that does not accept Swing Bucks will be clearly advertised as such.

Swing Bucks may not be used for membership dues.

Swing Bucks have no expiration date.

More details on Swing Bucks can be found in the volunteer rewards policy.

Bystanders

A bystander is a person who specifically comes to an MWCSC dance event, but will not dance. Bystanders get in free to social dances but should pay if they are attending the workshop. Bystanders must check in.

Punch Cards

Dancers may get punch cards for free admission to dance events. For instance, Beginner 1 series students get a card with 5 punches after a few weeks in the series.

A weekly dance costs one punch and a monthly dance costs 2 punches. Any special events will be clearly advertised whether or not it accepts punches and how punches apply to discounts.

Dancers must check-in and present the punch card for free admission. Punch cards expire after 1 year.

Shoes

To protect dance floors and other dancers, attendees should wear appropriate and clean footwear when on dance floors. Attendees do not need to wear specific dance shoes, but must wear clean, non-marking shoes that aren’t worn outside, or else dance in socks.

Any attendee who wears inappropriate shoes will be asked to remove them. Attendees who continually refuse may be asked to leave the dance without a refund.

Venue/Environment

Attendees should not adjust sound levels, lighting levels, or temperature controls of a venue. Attendees should speak with a board member or event director to see about having these adjusted.

Last updated by the MWCSC Board: March 2019

Sister Club Policy

For visiting members of out-of-town west coast swing clubs

Purpose

The purpose of this policy is to define a sister club, the benefits afforded to members of the sister club, and to define how a club may become a sister club.

Definition

A sister club is a dance club with whom the Madison West Coast Swing Club establishes a relationship for mutual benefit of both clubs’ membership.

Current Sister Clubs

  • Milwaukee Rebels
  • Chicago Rebels
  • St. Louis Rebels
  • Twin Cities Rebels

Criteria

  • The sister club must be a recognized dance club with official membership rolls.
  • The sister club must offer some similar benefit to MWCSC members.
  • The visiting member must be a member in good standing with their “home” sister club in order to receive the benefits below.

Benefits

  • A member of a sister club gets admission into MWCSC events at the member price unless otherwise noted.
  • A sister club member does not need MWCSC membership to take an MWCSC lesson series.
  • Sister clubs get priority for announcements and advertising at MWCSC events.
  • MWCSC members typically experience similar benefits at sister-club events that they attend.

Becoming a Sister Club

  1. Any member of the potential sister club shall contact a board member or use the club email or “Contact Us” form to initiate becoming a sister club.
  2. The Board President or a suitable proxy will request a discussion with the potential-sister-club’s member and leadership to figure out if a sister-club arrangement is appropriate and discuss terms.
  3. If the arrangement is appropriate, the board shall put this on a future board meeting agenda and inform the potential-sister-club member when it shall be discussed. Approval/disapproval shall be decided with a simple board majority.
  4. The Board President or a suitable proxy shall inform the member of the decision.

Guidelines

  • A sister club is not required to focus on West Coast Swing, but it is preferred to have West Coast Swing as a major element so that MWCSC members could travel to their events and fit in.
  • A sister club should be membership-based and have perks to being a member.
  • A sister club should generally be a club established outside of Madison.
    • A big perk of sister clubs is so MWCSC members can travel to other clubs and get member pricing.
    • Other dancers who are in the Madison area should be encouraged to become MWCSC members.

Last updated by the MWCSC Board: March 2019

Music & DJ Policy

Want to become a DJ for MWCSC? Are you a visiting DJ? Here's what you need to know

Music Type

Inspirational music is crucial to the dancer’s enjoyment during a dance. A DJ’s number one goal is to keep people out on the floor dancing and having a fun time.

Club DJs shall provide a mix of different genres of music (such as blues, pop, R&B, country, rock, EDM, hip-hop, etc.) in a variety of tempos and styles to satisfy diverse tastes. Music should also come from various time periods, with a heavy emphasis on recent music (from the last 3-4 years).

Tempo guidelines for WCS suggest that most music should be between 90 and 120 BPM, and is discouraged from being below 80 or above 125 BPM at our club dances.

Finally, music played should be within the “level” of the club (for instance, avoid songs with drastic tempo changes or complicated rhythms). Remember we want to encourage beginner as well as advanced dancers.

Most importantly, music should be selected to please the crowd present, and a DJ is expected to adjust playlists as needed to keep dancers dancing.

Dance Type

Since we are a West Coast Swing club, the vast majority (75-100%) of the music at our regular events shall be West Coast Swing, but we also provide opportunities for people to dance to other popular types of dance.

Alternative dances approved by the board include Country Two Step, Nightclub Two Step, Waltz, and Hustle. (Note: other dance types are welcome if approved in advance by the MWCSC music coordinator or a particular event coordinator). In terms of which of these dance styles to play, a variety is encouraged, but the popularity of each varies over time and the DJ should play accordingly. Similarly, the ratio is also not set strictly by this policy — the DJ should adapt to the interest level of the dancers at any given dance.  For guidance on current club trends, contact the MWCSC music coordinator.

We suggest that DJs rotate West Coast Swing songs with alternate dances, with similar guidelines on varied style/tempo/etc. as suggested for WCS music. Typically, a DJ should play several WCS songs followed by an alternate song (then repeat).  Playing two alternate songs back-to-back is highly discouraged.

If an alternate dance type was taught as part of the dance event, then the first social dance of the dance event should be for that alternate dance type, and most of the alternate dances at that event should be of the type taught for the lesson. The percentage of those alternate songs throughout the event should also be increased appropriately.  Special attention should also be paid to what alternate lesson is being taught in the concurrent lesson series (if any); for instance, if there is a Hustle lesson series going on, more Hustle music should be played at dances during that time period.

Special events may be subject to different rules regarding alternate music. This shall be defined by the board or the coordinator of the special event dance when it is organized. If nothing specific is defined, the above rules shall apply.  Club advertising for special events should specify what types of dances will be played, and roughly in what proportions, if the mix is non-standard.

Announcements

The DJ might be asked to make announcements for the club or to advertise special deals for the event venue. If the DJ is not making the announcements, they are expected to assist with pausing the music and operating the microphone (if appropriate) for whomever is doing so.

The DJ should coordinate with the dance coordinator regarding special songs, such as mixers, and work to coordinate them smoothly. The DJ might be responsible for announcing these as well.

The DJ should announce the last song of the dance.

Music & Music Playback Equipment

The club’s music library is managed by the club music coordinator (a member of the board or their designee). This person is in charge of legally obtaining new music and distributing music to club DJs on a regular basis. The club treasurer will reimburse the music coordinator for new music purchases after being provided with receipts. Other DJs may make suggestions to the music coordinator for purchase, and may also be eligible for purchase reimbursement, subject to the music coordinator’s approval. The club music coordinator is also responsible for maintaining all club-owned DJ equipment (such as the sound system) in a responsible and timely manner.

All music played at club dances shall be legally purchased and licensed, either by the club or by the DJ. This explicitly prohibits using services such as Spotify and YouTube, which do not grant a license for music playback for non-personal use. If you have questions about a specific playback service or scenario, please discuss it with the club music coordinator prior to its use at a club event.

Music played at a dance does not have to come entirely from the club library, but neither should the DJ ignore the great resource that the library is. Dancers like to hear new songs, and they like to hear known favorites as well.  As such, at least 50% of the songs played at a dance shall be from the club’s library. The music coordinator has authority over songs that are allowed to be played at a dance (for instance, if a particularly bad song is played, the music coordinator has the right to tell all DJs that the song is off-limits in the future). Appeals of this policy can be brought to the board as a whole.

DJs shall come prepared with a playlist for the dance and/or be actively managing a “live” playlist throughout the dance. In either case, DJs are expected to be flexible with their playlist.  The club often has special songs (like a mixer) that require DJ involvement and appropriate music selection. DJs also should make appropriate changes to their playlist if dancers are not staying involved and on the dance floor due to the music (recall the “number one goal” from the first paragraph above!). DJs should also be prepared to play appropriate music for pre-dance lessons when requested (generally very slow, uncomplicated music with a very clear beat).

DJs typically provide their own playback equipment (typically a laptop computer) but may inquire of the music coordinator for assistance if they cannot or wish not to do so. Using a smartphone, MP3 player, or other similar device is highly discouraged, as they can be less reliable, and it is more difficult to adjust playlists “on the fly”.  DJs using cloud-based storage services are expected to come prepared to play music in “offline mode”, as Internet connectivity is not guaranteed, and thus can result in a poor (or non-existent!) public playback experience. Please remember that services such as Spotify are prohibited.

If the dance venue does not have appropriate amplification equipment available, the music coordinator is responsible for ensuring that the club sound system will be present and setup at such events.

The DJ is responsible for setting and maintaining an appropriate volume level at events, though the music coordinator & other board members have the overriding authority in this manner if the DJ is not doing so.

Any DJ with questions about equipment, especially venue equipment, should inquire of the music coordinator for help, or the dance coordinator if the music coordinator is unavailable.

Music Requests

The club has a policy that allows anyone to make a song request. The DJ should make an effort to play requested songs, but it is ultimately up to DJ discretion. The DJ can use discretion in not playing songs that do not meet club requirements, are inappropriate, or are simply bad dance songs.  The DJ may, at their option, announce that a particular song is a request when played. Finally, there can only be so many requests fulfilled at one event, and it is up the DJ to determine how many get played and when.

If requests are made of songs that the club does not have, the DJ can send the request to the music coordinator for consideration, and then perhaps play it at a future dance.

DJ Leeway

It is understood that during any particular dance event, discretion in the type of dances being played may be needed. For example if you play a Nightclub Two Step, and no one goes out to dance, then you probably should not play another Nightclub Two Step at that dance event. If the dancers present only know West Coast Swing, then feel free to deviate from the alternative dance type rotation and play just West Coast Swing songs. From beginning to end of any dance event, as people arrive or leave, the DJ may also need to vary the dance types. A good DJ will observe the dancers, and within limits, use their discretion to determine how to get the most participation out of the potential dancers present at any given time during the dance event.

DJ Scheduling

The MWCSC music coordinator is responsible for scheduling regular DJs in a fair and consistent manner and entering the schedule on the club calendar. Schedules should be set at least two weeks (preferably four weeks) in advance of the event.  Special consideration will be given for selecting the DJ for the monthly dance and other special events, as often the visiting pro elects to be the DJ (and they will generally get priority). DJs with a conflict shall contact the music coordinator (or another DJ to arrange a direct replacement or swap) with as much advance notice as possible.  If a direct DJ-to-DJ change is made, the music coordinator shall also be made aware of the change.  Scheduled DJs that are unable to perform duties due to a last-minute emergency are expected to contact the music coordinator and/or event coordinator immediately and make every effort to find a substitute.

Becoming a DJ

Any club member interested in DJing for a MWCSC event should contact the music coordinator. The music coordinator may request further information, such as a sample playlist, for consideration. In any case, a new person who is granted permission to DJ an event is doing so on a trial basis, and is not necessarily going to be placed in the regular DJ rotation until approved by the music coordinator. The music coordinator will also supply the new DJ with a copy of the current club library of music when appropriate.

An existing DJ that is not living up to club standards may be asked by the music coordinator or club president to improve their performance. If they do not improve in a reasonable amount of time, the music coordinator may elect to remove the DJ from the regular rotation.  Appeals of enactment of this policy can be brought to the board as a whole.

DJ Compensation

A club member handling DJ tasks will be compensated according to the club’s Volunteer Rewards Policy.

A professional DJ or visiting dance pro handling DJ tasks will be paid according to their contract, or $25 per event if no contract or agreement is otherwise entered.

About this policy

This policy is maintained by the club music coordinator. All changes (other than clerical errors) are to be voted upon and passed by the board, pursuant with the club bylaws.

For further questions on these policies or anything related to club music and DJing, please contact the club music coordinator or any member of the board.

Last Updated by the MWCSC Board: August 2018

Charitable Solicitations Policy

How to request use of an MWCSC event to raise funds for a charity

Purpose

The purpose of this policy is to establish guidelines for the Board to follow when a Madison West Coast Swing Club member puts forth a request to use a club event to solicit funds for a charitable organization.

From time to time, the club itself may officially sponsor a charitable solicitation in a club-sanctioned event. These policies shall not apply to club-sponsored charitable solicitations.

Policy

Any Madison West Coast Swing Club member may approach the Board of Directors to use a club event to help fund-raise for a non-profit, charitable organization. Approval of such a use of the event is at the sole discretion of the Board of Directors. Submission for approval must be done at least 2 weeks in advance and follow the procedure outlined below.

Procedure

  1. The member shall contact a board member or contact the board at large (using the club email or “Contact Us” form) to initiate the fundraising suggestion.
  2. The Board President or a suitable proxy shall put this on a future board meeting agenda and inform the member when it shall be discussed.  The member is welcome to attend said meeting and make their case for approval, but it is not required.
  3. At the meeting where this is to be discussed, approval/disapproval shall be decided with a simple board majority.
  4. The Board President or a suitable proxy shall inform the member of the decision.

Guidelines

  1. The Board of Directors should keep charitable solicitations to a minimum so that club activities do not become the “charity of the month.”
  2. Solicitations should be kept low key to not leave members feeling compelled to make donations.
  3. The organization must be a registered non-profit charitable organization with a current 501(c)(3) tax status.
  4. The club shall accommodate the member by providing a space and allowing announcements before and during the event. However, as this is not an officially club-sanctioned event,
    1. The club may NOT promote the fundraising activity on any advertising flyers or club-sanctioned social media posts.
    2. The member is ultimately responsible for providing promotional material and handling money related to the fundraiser.
    3. The fundraisers materials shall be kept separate from any normal club advertising.

Last Updated by the MWCSC Board: March 2019

Lesson Series Class Policy

For attendees of MWCSC lesson series

Beginners only: non-refundable and non-transferable. (Contact a MWCSC board member if extenuating circumstances—Example: Injury, illness, etc…)

Beginners only: no new participants in the second week.

Pre-paid lessons and workshops are non-transferable.

Members receive a registration discount if they repeat the beginner series. ($30 instead of $36 for the series).

Sister clubs get the member discount at all MWCSC events.

The instructors reserve the right to refuse a student admittance to a lesson. Unless otherwise specified by the instructor, prospective students who are tardy by 15 minutes or more will be refused admittance to the lesson.

Last updated by the MWCSC Board: August 2016

Workshop Policy

All about workshop events

When hosting professionals, we will “sweep the floor” prior to each workshop with an announcement that anyone who hasn’t paid must now leave the room.

Last updated by the MWCSC Board: September 2011

Instructor Policy

For instructors hired by or volunteering for MWCSC

By law, we must obtain a W-9 form from any instructor who earns more than $600 per year from the club, so that we can supply them with a 1099 at the end of the year.

Last updated by the MWCSC Board: September 2011

Outside Advertisement Policy

How to link to MWCSC or use our Facebook page for advertising

Purpose

The purpose of this policy is to:

  1. Establish criteria for members using MWCSC advertising resources (the website, Facebook page, or mailing lists) for non-club-sanctioned purposes.
  2. Establish a procedure to obtain Board approval in a timely manner.

Policy

The Madison West Coast Swing Club advertising resources may be linked to any website which is dance-related or promotes an event that MWCSC members may be interested in (dances, lessons, professionals, area events).  This is not meant to construe that the MWCSC endorses or promotes the contents, products, or services of any website to which it is linked.

Procedure

External-to-membership resources

For any privately-controlled resource (such as the website or mailing list), the proposing party shall contact the board (preferably through the “contact us” form on the MWCSC website or emailing info@mwcsc.org).  The request must include a description of the proposed website link and must include the web address so that board members may access the website.

The requesting party can expect to receive feedback from the board within one week with either follow-up questions or notification of the board’s decision.

Public-posting resources

For any public posting resource (such as the club Facebook page), the proposing party may post the link on the page directly. It will be reviewed by a board member for appropriateness. Inappropriate posts will be taken down.

Last updated by the MWCSC Board: August 2019

Personal Information & Privacy Policy

We don't give out your info, expand to see more details

MWCSC collects contact information from members and mailing list subscribers for the purpose of contacting people. This contact includes — but is not limited to — announcements about club events and lesson series, information about member meetings and votes, and facilitating social contacts between members.

Members may opt out of being in the club directory, which includes name and email address. Members may opt out during membership application or renewal, or at any other time by contacting the board.

As a condition of membership, members agree not to use club information for commercial use or inappropriate personal use.

MWCSC does not rent, sell, or loan its directory information or email list for any purpose. Announcements of general interest to club members may be made via official email channels with board approval or by posting on the club social media outlets.

Any member who feels their information has been used improperly by another member should contact the board with detailed information for review and possible action by the board.

Last updated by the MWCSC Board: March 2019

Competitor Reimbursement

Are you an MWCSC member who wants to compete in a west coast swing event for the first time? You can get some fees reimbursed in Swing Bucks. Find out how

Purpose

To encourage members to branch out in their dancing and try competing, the Madison West Coast Swing Club offers a reimbursement to first-time Jack and Jill competitors.

The purpose of this policy is to define eligibility for members, acceptable events, and the process to follow to allow members to get reimbursed in Swing Bucks for competing in their first Jack and Jill.

Policy

Members of the Madison West Coast Swing Club who compete for the first time in an eligible West Coast Swing event may have their Jack and Jill entry fees reimbursed by Swing Bucks (see volunteer rewards policy) at the early-bird rate. If a member registers for an eligible competition at the late rate, the reimbursement will be for the early-bird pricing.

Only Jack and Jill competitions are eligible for reimbursement. Other event fees and competition fees (such as Strictly Swing) are not eligible for reimbursement.

Eligibility

To be eligible for reimbursement:

  • The competitor must be a current member of the Madison West Coast Swing Club.
  • The event must be sanctioned by the World Swing Dance Council (WSDC).
  • The competitor must have never competed in a WSDC-sanctioned West Coast Swing Jack & Jill competition prior to the event.
  • The competitor must not scratch their entry or be otherwise disqualified prior to the competition.
  • The competitor should be able to provide evidence of having competed, such as a results sheet, photo/video, or a witness vouching on their behalf.

Procedure

Up to a month after the event, the member must contact a board member to arrange reimbursement. The board member or a suitable delegate will verify the rate and eligibility, and (if eligible) will give the Swing Bucks to the member.

Last updated by the MWCSC Board: March 2019