Simply Circus

1. Simply Circus 14 Pierrepont Rd (617) 527-0667 Newton, MA 02462 Info@SimplyCircus.com www.SimplyCircus.com

2. Passing it On: A discussion of how to help ensure our legacy is passed to the next generation of college students Presentation by Steven Santos

3. Org. Structure Officer Structure Meeting Structures Record keeping Recruitment Member outreach Tables and Events Shows Freshman Orientation Member Initiates Other Retention Plugging them in Routine Keeping meetings fun Importance of the mundane Conflict Resolution Processing Advisors / Outside Help Pros and cons of adult advisors Where to find help in and out of school How to make use of that help Key Points

4. Org. Structure • The structure of your organization plays a very large part in the sustainability of it as an organization. • Some org structures are more sustainable than others. Those that last the longest plan for the transient nature of college students • No one org. structure will fit all programs.

5. Officer Structure In general, College Circus Club programs are founded by one member, who then continues on as president, chief cook and bottle washer until they graduate. While this results in strong initial programs, it is usually not sustainable after the founder graduates. This is often compounded by other club officers being seniors for that final year as well.

6. Officer Structure So what can be done about it? • Elect Juniors as president and treasure • Elect Juniors and Sophomores as officers • Enact policies to ensure past presidents, treasures and other officers have a place on the executive board; act as mentors to new officers and; can take on tough projects when needed • Groom officers starting with freshmen • Skill teachers and officers do not have to be the same people

7. Sample Org Chart

8. Show Org Chart

9. Meeting Structures Are your org meeting held at the same time as practice, after practice or during separately scheduled times? • Keep FUN as part of all meetings • Even org meeting should include a game • Routine is important • Establish and keep a routine for both org meetings and practices • Publish org agendas/schedules ahead of time, and org minutes / recaps after every meeting

10. Record keeping If we want our org to live on well past us, we need to create resources to help it do so. One of the best resources we can leave the next generation is a record of our experiences. • General records- Agendas, minutes, practice recaps/photos, logs, budgets, debriefings, reports of failed efforts, etc • Event Records – Event files, inc. all notes, schedules, posters, budgets, debriefings and any other record that may make it easier for the next generation to learn from this experience • Officer Logs – narrative logs of what the officers went through

11. Record Keeping All new officers should make a point of reviewing a selection of past files (At least the first year, last year, any standout years and a random year)

12. Recruitment As a College Club program, recruitment is a constant and ongoing challenge. Fortunately, you have lots of tools available to help you recruit new members.

13. Member outreach • Current members are your best source for new members. • Encourage them to bring younger friends with them (Sr. bring Jr., Jr. bring So., So. bring Fr.) • Encourage them to wear org related clothing • Encourage them to do school projects that relate to the org

14. Tables and Events Org nights and recruitment tables DO work, but only if they are done right. • Match your member reps to the event • Active tables and stations tend to stand out • Sign people up right away, and assign them time & place to meet you for the next practice / meeting • Food is always a draw for college students • Have a recruitment table at every event you do!

15. Shows Shows are one of the best places for any performance org to recruit new members • Have a recruitment table at every show • Announce the table during your show • Recruit for both on and off stage • Have someone walk around and hand out recruitment flyers and make personal contact with potential new members

16. Freshman Orientation Freshman Orientation is one of the best places for you to find new members • Colleges objections to recruiting at F.O. • If we let one, we must let all • That’s what org nights are for • Liability • Activity Station • Show / Performance • Walk-Around Entertainment

17. Member Initiates and Other • Always support member initiates to bring in new members. • Other.

18. Retention Just as important as recruiting new members is retaining them. If we can’t retain the members that do come through our doors, we are no better off than if they never showed up.

19. Plugging them in In all youth groups, new members either get plugged right in or they will drift away from the org. • Personal introductions • Day-to-Day operations • Skills • Back Stage • Pair experience with inexperience • Mentor programs • DO NOT LET MEMBERS FLOUNDER

20. Routine • Kids of all ages take comfort in established routines. • Traditions are an important form of routine • Establish routines for both meetings and practices • Establish traditions throughout your program • Events • Shows • BOY / EOY • Other special days / seasons / times / etc

21. Keeping meetings fun • If a meeting isn’t fun, its harder to get people to come back • Even org meetings should end with a game • Practices should include a group game • Fun should be a part of the routine

22. Circus Tag High-Low (aka: the kid beater-upper stick) 3-2-1 Fluid Towel SWIZZLE Human Knot Sound Ball Status Card Add-On The Mirror game Other game resources: Game Suggestions http://community.simplycircus.com/tutorials/drama/improv.htm

23. Importance of the mundane • While often overlooked, plugging new members in to the more mundane and routine parts of your organization is as important as plugging them in to the more fun stuff. • Postering • Tabling • Equipment care • Other

24. Conflict Resolution • Nothing will destroy a student org faster than serious conflict • Have a conflict resolution process in place • Utilize College resources where possible • When conflicts do arise, minimize them as much as possible to new or prospective members. • Always make sure to communicate why you do what you do

25. Processing • Processing events helps to retain members • Processing of shows and event should be part of your tradition • Process the first few meeting with new members. • Process meetings with all members on a regular basis • Include a written account of your processing in your files for large events and large group processing

26. Drama Dance Acting Stagecraft (lights, sound, rigging, props) Math department Jugglers and others Athletics Gymnastics Cheerleading Physical Education Other Musical groups Community Resources Industry Resources Advisors / Outside Help Most colleges and communities have lots of people with training and experience that be extremely helpful to college circus programs

27. Pros Keeps continuity over the long term Maintains basis of institutional knowledge Is able to get and offer higher and higher levels of training Can help select, recruit and train club officers Cons Students often have less control Students have to answer to the faculty member Can become more like a class, and less like a club Adult (Faculty) Advisors

28. So how do you make use of these resources?