OPTIMA HANDBOOK Table of contents: 1. What is Optima? -Description of classes -General member meetings -Choreographer meetings -Showings and dress rehearsals -What qualifies as Optima service hours 2. Member requirements 3. Choreographer requirements 4. Executive Board Positions 5. How the show works - Dance rules and limits - Theater rules 6. FAQ - Where can I buy dance clothes and shoes? - How/Where can I reserve studio space? - How does the Sunday Optima studio work? - Why am I not getting e-mails from Optima? - How do I know when to audition for pieces? -What is a showing? - Who do I email if I have a question about Optima? -Where can I give feedback about Optima? -Is the fall show different from the spring? -How do tickets work? -What constitutes bad standing in Optima? 7. Locations and Directions -Lathrop Hall -Parking at Lathrop -Student Activity Center (SAC) 8. Optima membership form - Must be completed to become a member
1. What is Optima? Optima Dance is a student organization that was created to give dancers at UW -Madison the opportunity to showcase their own choreography and perform in student choreographed works. It gives students of all dance backgrounds and all fields of stu dy the chance to experiment with and expose their talents in all genres of dance. Previous shows have included everything from ballet and jazz to African and musical theatre. We welcome all forms of dance and all levels! In 2009, Optima Dance became UW-Madison's largest dance student organization with over 100 members and continues to grow each semester! During the fall and spring semesters, Optima offers many opportunities for its members, including performance and volunteer opportunities as well as weekly yoga and technique classes and monthly master classes. Optima also spends each semester preparing for the fall and spring showcases. This includes rehearsals, feedback showings and finally the show itself. Each year the shows draw hundreds of audience members and create hundreds of memories for the cast, the choreographers and the audience alike. Description of Classes -Technique Class: Optima board members teach standard technique class with focus on skills such as jumps and turns and combinations. Location: Multipurpose Room (4th Floor) in the Student Activity Center (SAC) -Yoga/Conditioning Class: Optima board members teach either a yoga themed stretch class that usually includes ab work or a full body conditioning class. Location: Multipurpose Room (4th Floor) in the Student Activity Center (SAC) -Master Class: Other student orgs, Optima alumni, or current members teach different styles to members. Location: Multipurpose Room (4th Floor) of the Student Activity Center (SAC) Optima General Member Meetings What is discussed? -Meeting one: The first 30 minutes is for new members only, to introduce Optima and discuss requirements and events. All members come for the remainder of the meeting, in which choreographers play audition music and discuss the pieces that will be performed for the semester s show. -Meeting two: Discuss show details, socials, fundraisers and extra performances -Meeting three (if necessary): Discuss show details, socials, fundraisers and extra performances -Meeting four (only in fall semester): Play audition music and discuss the pieces that will be performed in the spring show.
Choreographer Meetings (only for Choreographers and Executive Board) What is discussed? -How pieces are progressing -Deadlines for requirements -Costumes deadline and price limitations -Deadlines for turning in final cut music -Lights/ stage/ theater/ dressing room details -Info to relay to your dancers -Social planning deadlines Showings and Dress Rehearsals -Take place on Sunday afternoons -All pieces must perform at each of these -Finale routine for the show is taught -1 showing and 1 dress rehearsal per semester What qualifies as Optima Service Hours -Working at or participating in fundraisers -Dance Marathon, Relay for Life, Homecoming or other outside Optima Performances -Helping at Optima shows 2. Member Requirements (per semester) Pay dues of $15 (or $25 for the year) and fill out a membership form Attend 2 technique/yoga/conditioning/master classes *Declared Dance Majors only need to attend one class Attend 2 (out of 3-4) general member meetings, but attending all meetings is encouraged -Meetings can be excused for work and class conflicts if proof is provided -Typically on Wednesday nights at 8:00 pm -Can add additional 1/2 hour of service to make up each meeting missed Complete 2 hours of Optima service (see what qualifies as service above) -Must be completed by the end of the each semester -If all requirements are not completed on time, members will be placed o n probation for 1 semester 3. Choreographer Requirements (per semester) In addition to member requirements, choreographers must: Attend all Choreographer meetings -Choreographer meetings will follow the general member meetings -If cannot attend, must find a representative from the piece and give an explanation for why you cannot attend Attend at least 1 large Optima Social Plan 1 social (e.g. eat dinner together, watch a movie, etc.) for each piece choreographed. Socials can be combined with other choreographers/pieces
Complete an additional ½ hour of service 4. Executive Board Positions Positions are selected in the beginning of the spring semester via applications discussed by the current Executive Board. Results from a poll to the entire organization are also taken into consideration. Any member who is a UW-Madison student can apply for a position for the following year; however, the President position must be fulfilled by a member who served on Exec Board for at least one year. The voting process may change from year to year based on the needs of the organization. The descriptions listed below are the requirements for 2014-2015. The voting process includes the following: The current President collects all of the applications and removes personal information from each application, assigning each candidate a letter to identify them. The applications are then read by all Executive Board members that are not running for that position. Any that have applied will leave the room while that position is discussed. Executive Board members will rank each candidate for each position. They will give their top three applicants a score from 1-3 (a higher score if preferred, so a score of 3 would indicate their top choice). 3 points will also be given to the applicant that received first place in the general member vote, and 2 points for second and 1 for third. Scores will be added up, and the applicant with the highest score will receive the position. If there is a tie between applicants, the general member vote will act as the tiebreaker and determine the result. Applicants will be notified in an email after decisions are made. New positions will also be announced in the next Optima weekly email. If an Executive Board member would need to be added mid-year, an application process will occur following the same procedures as elections every year. To notify members about the additional position, information will be sent out in the weekly email and posted on the website. Because filling the position quickly is crucial, the amount of time given to fill out the application may be much shorter. If an Executive Board member would need to be removed mid-year, the following must occur. The candidate for removal must be brought to the current President s attention and given 2 warnings about termination. The warnings given must include the unacceptable behavior such as failure to complete multiple position tasks on time. After 2 warnings, the President will bring the behavior to the Executive Board. The Executive Board will vote on whether termination of that person s position will occur. The vote will be completed via blind vote and must have at least 75% of the vote in favor of removal for it to be in effect. Every Executive Board member is required to vote. Failure to receive at least 75% of the vote will result in no position change. If vote does not result in removal and another warning is given that warning will result in automatic termination. Any bylaw that needs to be changed, added, or removed must be voted on by the current Optima Dance Executive Board via blind vote. 75% of the vote must be in favor of the
change in the bylaws for it to be changed. Failure to receive 75% of the vote will result in the bylaw remaining the same. President Requirements Must have served one year on board Check and respond to Gmail (optima.president) account Oversee that no VP is slacking in their duties Run all the meetings and create agendas to make them run smoothly (general member, choreographer, and Exec meetings) Be in constant contact with Executive Board members. Making sure everyone reports to VP Communications every week for the weekly email. Have a calendar for the year set before classes begin in fall, and keep up with necessary changes Develop a list of all events and due dates for each semester Reserve all necessary spaces for meetings Teach technique/yoga/conditioning classes when possible Make sure studios for weekly classes are reserved at the SAC on Aug 1st for fall and Nov 1st for spring Help VP Theater with tickets (printing, reserved orders, amounts) and program orders (setting and printing) Set limits on how many pieces each person can perform in and choreograph Set show dates and time limits with VP Theater Check the Optima comment box and bring up any feedback at Exec meetings Create Yearly Optima Handbook with VP Webmaster Request and Manage the 510 Studio space in Lathrop each semester Update all binders at the start of the year to include newly revised handbook, contact info sheet, and responsibilities sheet - print out and give to new members at first meeting before summer starts Update President binder for next President and meet with them to discuss job duties VP Apparel Requirements Design all optima apparel for the year Check and respond to Gmail (optima.apparel) account Be creative and come up with new items and designs Have designs set before each semester starts so they are introduced early Set dates for when orders and money are due and when it can be picked up Have space to keep all the apparel at Talk with VP finance to make sure we have enough money to order apparel and what to charge for each item Design tickets, print, and envelope reserved tickets for each dancer Create and print programs for fall and spring shows Find someone to make DVDs for the shows. Keep a list of who has ordered them and get addresses for those who are graduating
Update VP Apparel binder for next VP Apparel and meet with the next VP Apparel to discuss job duties VP Communications Requirements Send out weekly Optima information on Sunday Night after studios in Lathrop are announced (including events going on that week: performances, service oppor tunities-with who is signed up, class times, deadlines for dues, auditions going on that week, etc.). Check and respond to Gmail (uw.optima.communications) account Keep track of all the auditions and pieces for each show (working with VP theater to collect piece info from each choreographer) Set up a giant rehearsal calendar Help President respond to emails Compile info when people respond to long emails (e.g. everyone s ticket orders that were sent via emails or DVD orders) Help VP theater with ticket orders and VP Apparel with apparel orders Give weekly website updates to VP Webmaster and make sure it is updated correctly Update VP Communications binder for next VP Communications and meet with them to discuss job duties VP Finance Requirements Manage all the money Check and respond to Gmail (uw.optima.finance) account Visit the bank frequently to deposit checks and cash Collect dues and keeps track of who has paid and notify VP Membership. Must have flexible times to set up to have people drop off dues Know the balance in the bank account at all times Write all necessary optima checks for the theater, socials, renting out rooms, reimbursements, etc. Keep the key for our mailbox in the SAC and check it weekly Give the cash box and Optima debit card to an Exec member before pizza sales Create Optima budget by talking to other VPs and President Talk to VP Theater about theater amounts Talk to VP apparel to determine apparel prices Be available before school starts to go to the bank and get name on the account Update VP Finance binder for next VP Finance and meet with them to discuss job duties VP Membership Requirements Maintain a spreadsheet to keep track of who has completed their requirements Check and respond to Gmail (optima.membership) account Be in contact with VP finance to see who has paid dues Collect fundraising sign in sheets and be in contact with VP Service to see who has
done their service Collect sign in sheets for classes each week Send emails out to members who have not fulfilled their requirements Manage and update the list serve to make sure it only contains active Optima members Creating an Optima Alumni list that includes emails for everyone that has graduated Optima and email them about upcoming performances Update VP Membership Binder for next VP Membership and meet with them to discuss job duties VP Performance and Advertising Requirements Set up extra performance opportunities (e.g. Dance Marathon, Homecoming, etc.) Check and respond to Gmail (optima.performance) account Create a poster for the Fall Student Org Fair and print info sheets to hand out Create Optima parent ads for the programs and give money to VP Finance Reach out to other companies and organization to ask if they want to buy an ad to go in our program Find and be in contact with an opener for the show (e.g. Fundamentally Sound) Choreograph finale to teach at the showing and post videos to Facebook page Update VP Performance/Advertising binder for next VP Performance/Advertising and meet with them to discuss job duties VP Service Requirements Plan and coordinate all fundraising events Check and respond to Gmail (uw.optima.service) account Set up the maximum pizza sales possible each semester (and planning times that fit your schedule so that you can be there) Make sure the right amount of pizza is ordered the night before and all necessary supplies (plates, signs, etc.) are bought. Talk to VP Finance to get Optima debit card Make sure enough people are signed up for pizza sales and send reminder emails Plan restaurant fundraisers (e.g. Noodles, Panera, Qdoba, Mia Za s) Have dates set for these each semester before classes start and put them on the calendar Talk to VP Membership and keep track of who has finished their hours before deadlines and help them send reminder emails if necessary Come up with other ideas to fulfill service hours Update VP Service binder for next VP Service and meet with them to discuss job duties VP Technique and Socials Requirements Plan social events throughout the semester Set technique/yoga/conditioning and master class times for each semester and create a schedule with who is teaching
Check and respond to Gmail (optima.technique) account Reserve studio space at the SAC at the beginning of the semester (August 1 st for fall and Nov 1 st for spring) Talk to VP Finance about budget for socials for the year and purchase necessary food or materials Reach out to members, other orgs and Optima alumni to teach master classes Create and purchase gift cards for awards Update VP Tech/Social binder for next VP Tech/Social and meet with them to discuss job duties VP Theater Requirements Find a theater for fall and spring shows Check and respond to Gmail (optima.theater) account Make sure contracts are signed and deposits are paid for the theater Talk with VP finance to make sure we have enough funds for the theater Organize who will be working the lights and sound at each show Set times for shows and times workers need to report Collect information about each piece from choreographers Set order for showing and the show Set and enforce time limits for music Collect music from choreographers to make a master CD for each show Set and enforce time limits for music Find people to set up and clean up after shows. Talk with VP Service to see who still needs service Reinforce Theater rules (e.g. no food or drinks in theater) Update VP Theater binder for next VP Theater and meet with them to discuss job duties VP Webmaster Requirements Update Website each week to include information from the weekly email Check and respond to Gmail (optima.webmaster) account Update audition times and piece information to the website Update Exec Board info and calendar whenever necessary Add pictures to the website and videos to the YouTube page Update Optima Facebook and Twitter page with important news Create Facebook events for the Optima shows and socials Rent a video camera to record pieces at the showing Find a photographer for dress rehearsal and a videographer for each Optima show Update Webmaster binder for next VP Webmaster and meet with them to discuss job duties 5. How each Fall and Spring Shows Work Dance Rules and Limits
Each dancer can dance in a maximum of 6 pieces. Seniors are allowed to dance in 6 pieces plus the Senior Dance if they wish to be in that Each member can choreograph 2 pieces (can choreograph 3 if one of them is a solo OR duet) **keep in mind that choreographers have additional requirements** Time limits: solos must be less than 1:30, duets/trios less than 2:00, and group pieces less than 2:30 Theater Rules No food or drink in the theater No putting feet on the chairs in front of you while sitting in the theater Keep all costumes, makeup, etc. in the dressing room Be quiet while doing run through At Lathrop, only dancers with quick changes and the Executive Board are allowed in the green room. All other dancers can change in the dressing rooms No talking backstage Watch out for stage lights. If you hit one on accident, tell a backstage manager and do not fix it yourself Tell backstage manager about anything (e.g. safety pin) left on stage Choreographers check in with backstage manager one number before their piece performs 6. Frequently Asked Questions Where can I buy dance clothes/shoes? -DiscountDance.com -justforkix.com How/Where can I reserve studio space? -You need to be either a dance major, dance minor, dance certificate, or in a dance class to reserve a studio in Lathrop. -Studios in Lathrop can be reserved for 2 hours a day per person. -Dance majors always have priority over Optima rehearsal. How does the Sunday Optima studio work? -Typically, on Sunday Optima gets a small studio (studio 510) in Lathrop from 12:00-5:00 pm. One hour long rehearsals will be given to assigned Optima choreographers as discussed at the first choreographer's meeting. Why am I not getting e-mails from Optima? -Most likely due to an accidental delete on our part. Email optima.membership@gmail.com to get back on the email list! How do I know when to audition for pieces? -Every Sunday night, a giant email with all the Optima information for the week (including auditions and audition times and locations) will be sent out. -Or, you can look at the calendar on the Optima website (optimadance.webs.com)
What is a showing? -Before each show there is a showing and a dress rehearsal. At the first showing, pieces are shown to the rest of the org and choreographers receive feedback from the Exec board. At the dress rehearsal, pieces are videotaped and action photos are taken. Every piece is required to perform at the showing and dress rehearsal Who do I email if I have a question about Optima? -Email the appropriate Executive Board member. Their emails can be found on the contact page -Otherwise just send an email to optima.president@gmail.com Where can I give feedback about Optima? -Our comment box can now be found online at https://uwmadison.qualtrics.com/se/?sid=sv_5bdzxyjoc4rkvc9. We welcome any suggestions, concerns, questions or feedback. Is the fall show different from the spring show? -No, there are no major differences between the fall and spring shows. How do tickets work? -This depends on the theater location and how many people are in Optima during that semester. The Executive Board with inform everyone at the general meetings as to how the process will work. What constitutes bad standing in Optima? - Bad standing is when an Optima member or choreographer does not finish their requirements by the end of the semester. The consequence is that he/she will not be allowed to dance in the following semester s show; however, if he/she finishes the requirements the next semester they will be back in good standing with Optima. 7. Location & Directions Lathrop Hall: 1050 University Avenue -Lathrop Hall is between the law building to the North, Grainger to the South, Chadbourne to the East, and the Birge Gardens to the West. It is on the North side of University Avenue. -Studio 349: East end of building, 3rd floor, across hall from Margaret H'Doubler Theatre -Studio 549: East end of building, 5th floor, restroom located outside of studio, drinking fountain down the long hallway. -Studio 249: East end of building, 2nd floor, restroom and water fountain located outside the studio -Studio B101: West end of building, basement floor, restroom and drinking fountains located down the hall. Student lounge is located on this level as well (microwave, fridge,
sink, tables, and couches). -Studio 510: West end of building, 5th floor, drinking fountain around corner -Margaret H'Doubler Theatre: East end of building, 3rd floor, restrooms/drinking fountains on 2nd floor *Note: You cannot get to the 3rd floor from the West elevators. Also, for any studio reservations, fill out a form outside of Al Leggett's office on the 2nd floor (West end, next to the locker rooms and lost and found). Studio reservations are for dance majors, minors, certificates, and elective students only. Parking at Lathrop There are a few parking areas close to Lathrop Hall. -The Grainger lot (#7) is free on sundays and has both metered and ticketed parking spots available. This lot is located just across the street from Lathrop Hall on Brooks St. underneath the business school. -Lot #55 is located on University Avenue across the street from Lathrop next to the Chemistry building. It is controlled Monday-Friday from 7:00 am-4:30 pm, but is free otherwise. -A garage is located across Park St. from Memorial Union underneath College Library (#6). This lot has metered and ticketed parking as well, but the meters have time limits on them and the lot is usually full during the day. -A garage is located on Lake St. underneath Lucky Apartments. This lot has ticketed parking available and there is usually room. There is also metered street parking available both behind Lathrop Hall on Lathrop Dr. and also on Brooks St., but it is limited. -If there is someone in your party who cannot go up or down stairs, it is recommended that they be dropped off behind Lathrop Hall on Lathrop Dr. Student Activity Center (SAC) Multipurpose Room 333 East Campus Mall, 4th floor The SAC is located between Coffee Bytes and Walgreens on East Campus Mall, East of Vilas Hall and North of Sellery Hall/Gordons. To get to the Multipurpose Room, take the elevator or stairs to the fourth floor. Walk all of the way down the long hall past the conference rooms and the room is at the end of the hall slightly to the left. If you wish to park at the SAC there is an underground parking garage with an entrance on Lake Street between University and Johnson Ave. The SAC Multipurpose room can be entered directly from the underground parking garage by taking the elevator designated for 333 East Campus Mall up to the fourth floor. 8. Optima Membership Form Can be accessed at https://uwmadison.qualtrics.com/se/?sid=sv_38lyhlljedl4fkz 1. Name: 2. Email: 3. Phone Number: 4. Year in school:
5. Expected Graduation Date: 6. Is it your first year in Optima? 7. Are you paying dues for the semester ($15) or year ($25)? 8. Do you plan to Choreograph? If so how many pieces and what style(s)? 9. Signing below means that you agree to complete all the Optima member requirements (and choreographer requirements if applicable). Also you agree that Optima Dance is not held responsible for any injuries incurred through Optima functions such as rehearsals, showings, dress rehearsals, technique/stretch/master classes, socials, or the shows.