Madison West Coast Swing Club is committed to protecting the health, safety, and comfort of its members and the dance community as a whole. In the ever-changing landscape of the COVID-19 pandemic, and in accordance with recommendations of the CDC, we will be doing everything we can to balance dancer safety and enjoyment as we continue events this year.

MWCSC will always comply with local and federal guidance and requirements, and reserves the right to enact stricter safety measures because social dancing is a very high risk activity for spreading and contracting communicable diseases such as COVID-19.

Vaccines

Vaccination is strongly encouraged but not required for event entry at this time.

Face Masks

MWCSC will require face masks at events:

• When a local public health agency requires or recommends face masks be worn when out in public or for high-risk activities.
• When the host venue requires it.

Please check the event information page for requirements pertaining to that event.

When face masks are required, they must be worn completely over the mouth and nose while inside the building, and may only be removed when actively eating or drinking. Masks that provide better protection, such as N95/KN95/KF94-rated masks, or surgical masks, are strongly recommended as opposed to cloth masks.

If you need a “mask break” at an event that requires them, please feel free to step outside the building at any time and return when you are ready.

Attendees that do not follow face mask requirements at an event may be asked to leave without a refund.

Policy Changes & Communication

Expected event health policies will be stated on our website. However, it is possible the event policy may change up until 24 hours prior to the start of the event, should any of the decision criteria change in the interim. Any multi-day event, such as a lesson series, that starts with a face mask requirement will continue that requirement for all dates. If an event health policy changes after you have registered and you are no longer comfortable attending, please contact us for a refund.

COVID-19 Exposure

If you feel unwell or experience symptoms related to COVID-19 before any event, please refrain from attending. Contact us and we will transfer or refund your admission.

If you test positive for (or strongly suspect you have) COVID-19 within 5 days following an event you attended, please contact us in order to allow for contact tracing. The notification to other attendees will keep your identity anonymous.

Event Cancellation

MWCSC will cancel and/or suspend events:

• When a public health order requires it or makes running a dance event impractical.
• When the risk of COVID-19 spread is at a level that vaccinations and masks do not provide sufficient protection for attendees.
• When necessary volunteers are unwilling or unable to run the event due to the risks involved.

COVID-19 Waiver

I acknowledge that a risk of exposure to COVID-19 exists in any gathering place where people are present, including at social dances. By attending an event put on by the Madison West Coast Swing Club, I voluntarily assume all risks related to exposure to COVID-19 and agree to waive all claims for COVID-19 related illnesses and damages against the Madison West Coast Swing Club and its board members and volunteers.

 

The MWCSC Board of Directors maintains sole discretion over these policies and the waiver, which are subject to change as the pandemic evolves.

Last Updated by the MWCSC Board: 5/24/2023

Swing Bucks

Many volunteer rewards are given in “Swing Bucks” (abbreviated SB), a 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 (unless otherwise specified). “Swing Bucks” cannot be used to pay annual membership dues.

Board Members

• Get in free to weekly dances (must check in with door worker).
• Get in free at monthly dances (must check in with door worker), but must pay for the workshop if ticketed separately.
• Get a free meal and non-alcoholic beverage at board meetings.
• May pay a special rate for special events (e.g. workshop weekends), as agreed upon by the event director, Club President, and Club Treasurer.
• Will pay normal member rates for any lesson series or beginner bootcamp.
• Will pay normal rates for annual membership dues.

Check-in, set-up, and tear-down

Unless otherwise arranged, volunteers get three SB for each 15 minute shift worked for all check-in, set-up, and tear-down shifts. The volunteer shifts must be officially opened and tracked by the club.

DJs

DJ’s get in free to the dance that day (must check in with door worker). This does not include the lesson at a monthly dance (if ticketed separately) or other special event.

Volunteer DJ’s for monthly dances shall additionally be paid 25 SB. (Any assistant is not paid.)

Instructors

Hired instructors: Get into regular social dances for free while the series they are teaching is going on.

Volunteer lesson teachers & assistant: Get into the dance for free on the day they teach (must check in with door worker).

One beginner “crash course” instructor at monthly dances shall additionally be paid 25 SB. (Any assistant is not paid.)

Host

A host is a club member who volunteers to have a national or regional professional stay in their home. Hosts get the following benefits:

1. Get into the dance and all workshops offered as part of the event for free, up to $50 per event per adult member (maximum of two) in the host household. Host(s) must check in with door worker and will be noted in any applicable registration records.
2. Get expenses reimbursed for food purchased or 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.

Other Volunteer Opportunities

There are many other ways to volunteer for the Madison West Coast Swing Club. Have a talent you think we could use? Come talk to any board member; volunteer services and duties which are not specified here must have compensation worked out with the board before any SB will be given. In general, 15 minutes of work will be compensated 3 SB.

Last Updated by the MWCSC Board:  5/8/2023

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.

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: 3/31/2019

Purpose

The purpose of this policy is to establish guidelines and expectations for members taking a lesson series conducted by the Madison West Coast Swing Club.

Membership Requirement

Registration in lesson series is limited to club members.

Registration and Payment

Payment is due at the time of registration. Registration is not considered complete until all lesson and membership fees are paid. Lesson series and workshop registrations are non-transferable between registrants.

Early Registration

The Madison West Coast Swing club establishes procedures, discounted prices, and a date by which members may register early for a lesson series. MWCSC will include this information in all event advertising.

Early registration may be paid online, by mail, or at any club event before the cutoff date.

Regular Registration

Regular registration for a lesson series is open from the pre-registration deadline through the second class of a lesson series. No new registrations or participants will be allowed after this deadline without prior approval from the instructor(s) and Lesson Coordinator.

Regular registration may be paid at the event, online, by mail, or at any club event before the cutoff date.

Minimum Class Size

For certain lesson series, the club requires a minimum number of pre-registrations to run the series. If this applies to a series, the fact that a lesson series requires minimum registration shall be made readily apparent in promotional materials and announcements.

If minimum pre-registration numbers are not met, the series may be cancelled. Credit/refund process is defined in the Lesson Series Cancellation policy below.

Lesson Series Cancellation

Student Cancellation

Any early registrant may contact the Lesson Coordinator to cancel their series registration for a full refund up to the early registration cutoff date, for any reason.

Any cancellation request after the early cutoff date is subject to board approval. Contact the Lesson Coordinator to make such a request. The Lesson Coordinator will be the point of contact for the request and will establish expectations around timing.

Club Cancellation

If minimum registration is not met, the lesson series may be postponed or cancelled. In such an event, the Lesson Coordinator will contact early registrants to arrange a transfer, credit, or refund. The registrant may choose to:

• Apply their pre-registration fees as credit towards another lesson series
• Receive a refund

In the event of an unplanned class cancellation (caused by the venue, instructor, weather, or any other factors), the Lesson Coordinator will contact students about rescheduled class dates and/or partial refunds.

If a class is cancelled, the Lesson Coordinator will: contact students directly (generally via the email address provided at registration); post an announcement on the club Facebook page; and send a message to the club mailing list. Last-minute cancellations may be communicated by telephone call to students.

Tardiness/Absence

Out of respect for the instructor and other students in a lesson series, students should make every effort to arrive on time.

Instructors reserve the right to refuse a tardy student admittance to a lesson. Unless otherwise specified by the instructor, students who are tardy by 15 minutes or more may be refused admittance to the lesson or only be allowed to observe the remainder of the lesson.
Students should not expect instructors to re-review material missed due to their tardiness.

Students who miss entire classes are expected to coordinate with other students in class for any missed recap videos. Instructors will not provide video content for missed lesson series classes.

Videos

Instructors will often provide a video recap of their lesson. These videos are for private use and shall not be made public.

Choosing a Lesson Series

The Beginner 1 Lesson Series has no prerequisites and is open to all.

The club’s other lesson series may require students to meet certain prerequisite skills. If a student is unsure which lesson series is appropriate, they should speak with the Lesson Coordinator or a club-sanctioned instructor to help them determine the right series.

If an instructor determines that a student’s skill level is not appropriate for the content of a class, the instructor and Lesson Coordinator will work with the student to determine an appropriate course of action. This may include transferring the student to a different series or removing the student from the current series and issuing a refund for any classes remaining in the series.

Last updated by the MWCSC Board: 7/6/2021

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: 3/31/2019

Event Tickets

Social Dances

For social dances with or without pre-dance lessons (e.g. weekly and monthly dances):

• Any payments for a registrant in attendance at an event are nonrefundable. Should you feel that you have extenuating circumstances that warrant a refund, seek out a board member to discuss.
• Prepayments may be transferred to a future event or refunded if and only if the registrant submits a refund request to MWCSC prior to the event’s posted start time. Online transaction fees may not be refunded.
• After an event has started, prepayments for a registrant who does not attend the event may be transferred to a future event if and only if the registrant submits a ticket transfer request to MWCSC within 48 hours after the event’s posted start time.
• Any ticket transfers may only be used for the same ticket type and event type, up to the price paid.
• Any ticket transfers to a future dance are valid for a period of 90 days from the event.

Lesson Series, Workshop Weekends, Bootcamps, and Similar

For workshop events with early-bird registration (a date on which the ticket price increases):

• Transfers or refunds will be issued for any reason up until the early-bird registration deadline. Online transaction fees may not be refunded.
• After the early-bird deadline, if a registrant is unable to attend, only transfers to a future session are offered.  The registrant must submit a ticket transfer request to MWCSC prior to the event’s posted start time.

For workshop events without an early-bird registration date:

• Transfers or refunds will be issued for any reason up until 72 hours in advance of the event’s posted start time. Online transaction fees may not be refunded.
• After said deadline, if a registrant is unable to attend, only transfers to a future session are offered.  The registrant must submit a ticket transfer request to MWCSC prior to the event’s posted start time.

For multi-day events:

• Should a registrant fall sick or become injured between the start date and the end date, preventing completion of the series, a partial credit transfer may be available — contact MWCSC for more information.  Transfers/refunds are not available for other reasons, including, but not limited to, if the registrant has found they are no longer interested in continuing or has schedule conflicts.

Ticket transfers:

• Any ticket transfers may only be used for the same ticket type and event type, up to the price paid.
• Any ticket transfers to a future workshop event are valid for a period of one year from the event start date.

Membership Dues

Membership dues are nonrefundable except when purchased at the same time as a beginner series or bootcamp ticket, in which case the associated membership dues will be refunded/transferred only if the class ticket is fully refunded/transferred.

Last updated by the MWCSC Board: 7/5/2023

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.
• Sister clubs get priority for announcements and advertising at MWCSC events.
• Sister club members are not eligible to take MWCSC lesson series without a MWCSC membership.
• 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 and sister club leadership 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.
• Except in rare circumstances, a sister club must 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: 7/6/2021

Purpose

Madison West Coast Swing Club may host dances that only admit club members. Member benefits include the ability to purchase a guest pass for a fellow dancer who is not a member. The purpose of this policy is to define the rules and intentions surrounding guest passes and to provide information on how to purchase one.

Policy

MWCSC members in good standing may purchase a “guest pass” ticket for a non-member to attend a members-only social dance. Guest passes will typically have the same price as the member ticket, but MWCSC reserves the right to change this based on usage and individual event requirements.

Guest passes are intended to be used by occasional guests for whom membership would not make sense. An example would be an out-of-town visitor or a friend who would like to come to a single event and would otherwise not have the opportunity to come to a social dance that admits non-members.

Members are limited to one guest pass per event. A guest pass may be purchased at the door (for events that have on-site registration) and/or online by signing into the member account (for events that have online registration). The host member must pay for the guest pass; it cannot be paid to MWCSC by the non-member, in order to meet 501(c)7 requirements.

Guests must follow all club policies and attendee requirements, including the event’s COVID-19 policy. Guests must also register their name on the event roster and sign the MWCSC participation waiver (note: these requirements are automatically met if registration is done online).

Guest passes may not be used in the following ways:

• To regularly admit the same non-member, whether they are a guest of one or several members on different occasions. The person should join as a member in this case.
• To admit another member. The other member must purchase their own member ticket.
• For events that admit non-members with regular tickets.
• For individual lessons, lesson series, or similar.
• To provide any other member benefit.
• Any other usage the Board of Directors determines is not in good faith.

Sister club members may not purchase a guest pass, as they are already essentially a guest of the club and do not receive benefits other than member admission and ticket pricing.

Guest passes that are purchased and determined to be in violation of this policy will be canceled and refunded. A member found to be abusing the guest pass benefit may have the privilege suspended.

Last Updated by the MWCSC Board: 3/24/2022

 

Purpose

Madison West Coast Swing Club offers discounted memberships to students. The purpose of this policy is to define who is eligible to apply for a student membership and what the benefits are.

Policy

A student is anyone enrolled at least half-time at an accredited educational institution, including both primary and secondary education institutions. Students must be able to produce a valid student ID or proof of current enrollment to be eligible for student membership approval, as well as for renewal. Online applications may require proof to be submitted to the Board prior to membership benefits being active.

The MWCSC board sets student membership pricing. A student membership follows all the same rules and grants all the same benefits as a regular Club membership unless explicitly provided otherwise.

A student membership shall last for the full term of membership. If the member’s student status changes between obtaining their membership and the term expiring, they will continue their current membership until expiration and then be able to renew in a membership reflecting their status at that time.

Students without a membership will pay standard non-member rates at any Club function unless explicitly provided otherwise.

Last updated by the MWCSC Board: 3/16/2021

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. The proposing party must obtain the approval of the Board of Directors as outlined in the procedure below.

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: 03/31/2019

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: 3/31/2019

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 fundraise 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

• 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.
• 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.
• At the meeting where this is to be discussed, approval/disapproval shall be decided with a simple board majority.
• The Board President or a suitable proxy shall inform the member of the decision.

Guidelines

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

Last updated by the MWCSC board: 3/31/2019

Purpose

The Madison West Coast Swing Club strives to be a safe place for all MWCSC event attendees. At times, other attendees may say or do something inappropriate. The purpose of this policy is to outline steps that attendees can take to report misconduct to the board.

Policy

At every MWCSC event, any attendee can contact any present board member to report possible misconduct. Present board members will be made known through announcements.

Outside of an MWCSC event, the attendee may contact any board member or the info@mwcsc.org mailing address to begin a report on misconduct. A list of board members is also available on the website.

If an incident requires immediate intervention, any board member(s) who are present may act immediately and solely to address the incident.

All reported incidents will be documented by the board and acted upon in accordance with the club’s bylaws. Severe violations of conduct may result in membership revocation or a ban from club events.

The identity of the reporter and any other persons involved will remain confidential as much as possible.

Last updated by the MWCSC board: 3/31/2019

Overview

Good quality instruction opportunities are important to grow a dance club. With good instruction, members are able to improve their dancing, travel and acclimate to other west coast swing dance scenes, and take on new dancing challenges.

MWCSC instructors shall provide material that is appropriate to the level of the class, appropriate for the purpose of the class, and reflective of modern West Coast Swing trends.

Volunteer Instructors

MWCSC offers instructor opportunities for members who have an interest in teaching. Typically, these are before weekly dances or the beginner crash course at a monthly dance.

Volunteer instructors will be compensated by getting into that night’s dance for free.

Any member interested in becoming a volunteer instructor may talk to a board member to express interest. The Lesson Coordinator will follow up to arrange for appropriate next steps (an audition, evaluation, shadowing, or other path) and shall make the final decision on if/how to bring them on as a volunteer instructor.

Hired Instructors

MWCSC hires instructors for monthly dances, lesson series, workshop events, and other larger scope events.

All hired instructors will have written agreements regarding compensation before payment is made. Formal contracts will be made at the discretion of the MWCSC board. All hired instructors must provide MWCSC with a W-9 form so that MWCSC may supply the instructor with a 1099 statement at the start of the following year.

An instructor who is hired by MWCSC to teach 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.

General Guidelines

Leeway

MWCSC tries to provide guidance on appropriate material for lessons, but it is ultimately up to the instructor’s discretion to provide material that is appropriate for the level of the attendees.

Social Teaching

Unsolicited teaching on the social dance floor is highly discouraged, even for hired instructors.

Board Point of Contact

The Lesson Coordinator shall be the point of contact for any regularly-hired or volunteer instructors and shall be in charge of their scheduling.

Last updated by the MWCSC Board: 3/31/2019

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

Music Type

DJs shall provide a mix of different genres of music in a variety of tempos and styles to satisfy diverse tastes.  Music should also have a heavy emphasis on recent songs (from the last 3-4 years). Most WCS music should be between 90 and 120 BPM, and is discouraged from being below 80 or above 125 BPM at our club dances.  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.

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.  Approved alternative dances 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).  Alternative dance songs should be spread out through the event. Playing two non-WCS songs back-to-back is highly discouraged. The DJ should adapt to the interest level of the dancers at any given event. For guidance on current club trends, contact the MWCSC music coordinator.

Other guidance may be given for special events.

Music & Music Playback Equipment

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.

DJs will provide their own playback equipment (typically a laptop computer).  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.

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.

The club will arrange for amplification equipment and microphone(s).  Any DJ with questions about equipment, especially venue equipment, should inquire of the music coordinator for help, or the event coordinator if the music coordinator is unavailable.

DJ Compensation

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