Manual – ANSDCB STAGING SITE

MANUAL FOR THE OPERATION OF

AUSTRALIAN NATIONAL SQUARE DANCE CONVENTIONS

Published March 2025

Edition Number. 006

Summary of Amendments Index

Item	Clause	Clause Heading	Date of Change
		Issue 001	April 2019
		Issue 002	April 2020
		Issue 003	June 2021
		Issue 004	April 2022
1	Clause 38	Section 38 Round Dancing Details	April 2022
2	Clause 10	Section 10 Publicity	April 2022
3	Clause 1	Section 1Definitions	April 2022
4	Clause 53	Amendments to the Manual	April 2022
6	Clause 36.08	Personal Advertising	April 2024
		Up-dated Details	April 2024
	Appendix 8	First Time Attendee Letter	May 2024
	Appendix 9	List of requirements for Programme Booklet	May 2024
7	Appendix 10	Web-Liaison Officer	May 2024
	Clause 38	Round Dance Details	April 2024
	Appendix 11	Dressed Set Parade	May 2024
	Clause 7	Change of Convention Committee Executive	May 2024
	Clause 8	Convention Committee Duties	May 2024
	Clause 29.06	Approach to National Bodies re presentations	May 2024
	Clause 29.06	Approach to National Bodies re presentations
	Appendix 12	Flag Protocol	March 2025
	Appendix 12	Flag Protocol
		Up-dated Details	March 2025
		Issue 005	April 2022

Adopted at the first General Meeting of the 60th Australian National Square Dance Convention Board Incorporated, Deloraine 2019. This is a direct result of incorporating the Regulations for the Operation of Australian National Square Dance Conventions and the By-Laws for the Operation of Australian National Square Dance Conventions into a single Manual for the Operation of Australian National Square Dance Conventions.

(Certain matters of fact may have been altered in accordance with approved practice.).

APPENDIX NO. 1. MEMBERSHIP REGISTER OF THE ANSDC BOARD INC 51

APPENDIX NO. 2. INFORMATION CONTACTS 56

APPENDIX NO. 3. FUTURE CONVENTIONS AND THEIR CONVENOR(S) 58

APPENDIX NO. 4. LIST OF EQUIPMENT OWNED BY THE BOARD 59

APPENDIX NO. 5 FINANCIAL STATEMENT TEMPLATE 61

APPENDIX NO. 6 MEMORANDUM OF UNDERSTANDING 63

APPENDIX NO. 7 REGISTRATION FORM TEMPLATE 66

APPENDIX NO 8 FIRST TIME ATTENDEES LETTER PRO-FORMA 68

APPENDIX NO 9 LIST OF REQUIREMENTS FOR THE PROGRAMME BOOKLET 69

APPENDIX NO 10 WEB-LIAISON OFFICER 70

APPENDIX NO 11 DRESSED SET PARADE 72

APPENDIX NO 12 FLAG PROTOCOL 73

Manual for the Operation of Australian National Square Dance Conventions

The First Edition was presented to the Convention Committee (now the Board) for approval in April

It was subsequently amended and then submitted to and approved by the Annual General Meeting held in Adelaide in April 1986. Subsequent amendments were made to include all changes up to the AGM of the 50th ANSDC and to take account of current trends and requirements. Certain matters of fact may have been altered in accordance with approved practice. In 2010 the Manual was renamed REGULATIONS and together with the By-Laws set out the procedures for the holding of National Conventions. In 2018 the By-Laws and Regulations were combined into one document and re named MANUAL FOR THE OPERATION OF AUSTRALIAN NATIONAL SQUARE DANCE CONVENTIONS.

Contact the Document Manager of the Australian National Square Dance Conventions Board Inc. for a copy of the latest edition of the Manual.

PREFACE

The original Operations Manual,Regulations and By-Laws were prepared by a group of Square Dancers who had been involved in Australian National Square Dance Conventions for over twenty-five years.

The Manual was then submitted to many organisations and groups of Dancers, Callers and Cuers from all States of Australia and the ACT for expressions of opinion. As a consequence, the Manual met the approval of a vast majority of those people experienced in both Australian National Square Dance Conventions and the operation of Square Dancing in general.

The National Square Dance Convention shall be planned and programmed primarily for the enjoyment and benefit of Square Dancers. It shall provide for the further development of the Square Dance activity through an interchange of ideas and methods.

Square Dancers are friendly people, so hospitality shall be a prime consideration, not only among Dancers but every effort shall be made to enlist City officials and businessmen in this endeavor.

All convention activities shall be planned so that they exert a tremendous influence on the Square Dance movement nation-wide and set the patterns and examples for the numerous phases of the movement for future years.

Careful consideration shall be given to the panels, clinics and commercial exhibits, to workshop topics and materials used in the discussion panels, seminars and meetings for Leaders, Dancers, Callers, and Cuers.

The Dancing Programme shall be planned to suit the Square Dancers who will be in attendance. This is a Square Dance Convention, and every effort should be made to keep the entire programme oriented toward square dancing and allied dancing forms.

The Convention Committee is urged to make its own plans. The Convention Board welcomes new ideas; it does not want each convention to be merely a repetition of all previous conventions. This doesn’t mean that one should search for loopholes or ways to change the policies or operating procedures, but rather to look for new ideas to vary the convention within the framework of the Manual.

On the cautionary side, those consulted generally agreed that several past Convention Committees had shown too much of a desire to go it alone without reference, thereby missing out on the benefit of the experience of past Committees.

present Convention had given more thought to what had gone before and not what they wanted to be the first to do.

As stated in this Manual, before any Convention Committee finalises their programme, they must circulate it to various bodies for comment. This includes all the items listed herein. In this way, mistakes can be corrected before they happen.

There is a requirement that the Convention be more than just a Festival. It must be planned to:

Promote the Square Dance, Round Dance, Contra Dance and Clogging
Promote good, sound leadership
Include well planned, quality panels and

Present Square Dancing to the general public as a wholesome, enjoyable, relaxing recreation.

Good luck and best wishes for a successful Convention.

DEFINITIONS
- This Manual has been created for those planning to operate an Australian National Square Dance Convention. It contains most of the technical and operational matters considered to be necessary for the success of future
- This Manual has been approved by the ANSDC Board
- The Manual specifically defines whether an item is obligatory or a recommendation

1.031 Matters are only made obligatory when they are considered necessary for the welfare of Square Dancing as a whole or the Convention in particular.

1.032

1.033

1.04

1.041

1.042

1.043

1.05

1.06

1.07

Any item or statement herein containing such words as “will”, “shall”, or “must”, is to be interpreted as being a mandatory requirement, provided it is in the power of the Convention Committee to carry out such a requirement. If not, then Dispensation must be sought from the Board.

Any item or statement herein containing such words as “should”, or “recommended”, is to be interpreted as being considered the most appropriate or desirable way of doing or providing something. This comment has been made as a result of previous experience and is conveyed to the Committee for guidance. It is up to the Committee to make a valued judgment, taking into consideration their own circumstances.

The words “dancer”, or “delegate”, shall mean any person who is capable of Square Dancing to the Mainstream Programme and has registered for the Convention by paying the prescribed fee as a dancer.

Where applicable “delegate” shall be interpreted to include Callers and Round Dance/Clogging Cuers.

A “Non-Dancer” is anyone attending the Convention but has not paid the prescribed fee as a Dancer.

A partner of a delegate shall be referred to as the person registered with the delegate implying a couple relationship.

Reference to the Convention Hall shall mean the Main Hall being used for the venue. Reference to Committee shall mean the Convention Committee operating the Convention in question, unless otherwise stated.

The Memorandum of Understanding (MOU) is an agreement between the Board and the Convention Committee delegating the right to conduct and operate the Convention as a subcommittee of the Board (Refer Appendix 6).

1.08 The operating expenses of the Board is referred to as the Board Levy, including,but not confined to the cost of maintaining and storage of the records mentioned under Clause 51,shall be included in the cost of the Convention. This amount is based on a per delegate basis at the time of the Bid being approved. (removed 2024)

Square Dance Movement refers to Square Dancing, Round Dancing,Clogging and other associated dance forms relating to National Square Dance
Social Media is defined as a medium that allows discussion and interaction, as opposed to information or broadcast
Skeleton Programme – is one which outlines the proposed dance sessions, including start and finish times, level & dance
Programme – is the document that provides start time and finish time for each session and includes the level, dance type, timing of brackets, the names of caller/cuers and where they are scheduled and the names of MCs (where applicable) and where they are schedule

———– ·—- —·– — —————–

Programme Booklet – is the booklet (whether digital or printed copy) that will be provided to attendees and includes the Programme (as defined above). Individual bracket times can be omitted from this document. It should include information for dancers such as ‘Welcome”, Venue Map, Thank-you messages, Dancing at a Glance, Meetings at a Glance, Convention Committee Members, Advertising, National Anthem It must include the agenda for the Dancer Interest Meeting, Emergency Call for Medical Aid (ECMA) showcase Information and any State legal requirements

NAME/TITLE

The name of the Convention shall be the # Australian National Square Dance Convention. The # indicates where the number of the Convention is to be inserted

AIMS AND OBJECTS

3.01

3.011

3.012

3.013

3.014

3.015

3.016

3.017

3.018

3.019

The aims and objects of the Convention include the following: To provide an enjoyable dancing experience.

To provide a programme of quality dancing and entertainment for the enjoyment of all delegates.

To provide a means of developing good fellowship amongst dancers.

To impart and exchange knowledge and ideas concerning Square Dancing, Round Dancing, Clogging, Contra and other forms of folk and/or country type dancing.

To provide a forum for the discussion and debating of ideas and developments .

To refine concepts, standards of dancing,uniformity and the like throughout the whole of Australia .

To provide a catalyst for the gathering of various experts, committees and organisations relating to these forms of dancing.

To facilitate and encourage relevant debates, seminars,demonstrations and the like. To provide a means of advertising activities to the media and the public as a whole, and in particular in the convention area to further develop and encourage participation in the movement.

APPLICATION TO HOLD CONVENTIONS
- Any area in Australia may make application for the privilege of holding a Convention. “Area” is defined as a city or territory which in the opinion of the Board is capable of forming a committee and successfully operating an Australian National Square Dance Convent ion of the standard expected.
- This application shall be referred to as the “Bid”
- It is recommended that before any Bid be made by an Area, the intention to Bid should be advertised and a meeting of local Square Dance Clubs be held to ascertain the capability of Dancers in that Area to hold such a Convention. In this respect, depending on the location of the Area, it can be anticipated that a National Square Dance Convention may attract between 300-600
- In this initial instance a Spokesperson is appointed to submit the Bid. In effect, this means the Dancers and/or Callers of the Area form a Committee to make a presentation to the Board.
- It is recommended that the Spokesperson for the proposed Convention should seek the co-operation of all Dancers in the Area and shall ensure that all Square Dance groups, clubs and Callers are aware of the Public Meeting

Preface.

DEFINITIONS
NAME/TITLE
AIMS AND OBJECTS
APPLICATION TO HOLD CONVENTIONS
BID DETAILS
BID ACCEPTANCE AND OBLIGATION
ELECTION OF CONVENTION COMMITTEE
DUTIES OF CONVENTION COMMITTEE MEMBERS
BOARD LIAISON OFFICER
PUBLICITY
VENUE.
CONVENTION HALL REQUIREMENTS
CONVENTION HALL STAGE REQUIREMENTS
SUBSIDIARY HALLS
MEETING ROOMS
ADDITIONAL FACILITIES REQUIRED
VENUE PARKING
DECORATION OF VENUE
EQUIPMENT REQUIREMENTS (SOUND)
ADMINISTRATION
FINANCIAL STATEMENTS AND RETURNS
DISTRIBUTION OF FUNDS
REPORT AND AUDITED BALANCE
24. INURANCES AND SECURITY
SPONSORSHIP
REGISTRATION FORM
DELEGATE REGISTRATION INFORMATION
PROGRAMME REQUIREMENTS – GENERAL
PROGRAMME FEATURES – SPECIAL
ROGRAMME FEATURES – DETAILS
PROGRAMME FEATURES – SEGMENTS.
PROGRAMME FEATURES – CONCLUSION OF CONVENTIONS
PROGRAMME FEATURES – POST CONVENTION RECEPTION
CALLER AND CUER REGISTRATION
CALLER ELIGIBILITY
CALLER RESPONSIBILITIES AND OBLIGATIONS
CALLER SELECTION AND PROGRAMMING
ROUND DANCING DETAILS
CLOGGING DETAILS
MEETINGS, SEMINARS, LECTURES AND DEBATES
DANCERS INTEREST MEETING PROCEDURE
DANCERS INTEREST MEETING MATTER
RECORDING OF MEETINGS
CONVENTION PROGRAMME BOOKLET
DELEGATE DANCING STANDARD AND BEHAVIOUR
DELEGATE CODE OF CONDUCT
SQUARE DANCE DRESS CODE
PROMOTIONAL MATTERS
CIVIC RECEPTION
GUEST(S) of HONOUR
ARCHIVE REQUIREMENTS
ACCOMMODATI ON
AMENDMENTS TO THE MANUAL

CERTIFICATION

BID DETAILS
- The initial Bid can be prepared by following the advice given in this Manual and applying it to the circumstances. Access to the Welcome Kit shall be granted by the Board at this time upon application to the Board Executive
- The Bid must be presented to the Board Meeting three (3) years prior to the year in which it is intended to hold the Convention. To facilitate this, it should be received by the Board’s Executive Secretary no later than four (4) calendar months prior to the commencement date of that Convention .
- The Bid shall be submitted in writing for record purposes. The length of the submission should not exceed three A4 size typewritten pages.
- The Bid should include sufficient information about the various items including the number of halls, their sizes and capabilities, sound,financial estimates and projections plus a wide range of information including nearby amenities, features of the area, transport and accommodations, sufficient for a detailed comparison and assessment to be made. The Bid should state that the Convention will function without the assistance of outside sources or identify such sources.
- The Bid should specifically set out in precise details any item that will not comply with the conditions set out in this Manual. The committee must apply to the Board for Dispensation of these
- If the Committee cannot give a written undertaking that their Convention is to be run in accordance with the Manual and with additional provisions as per clause 5.05, their Bid cannot be
- The Bid shall be supported by a presentation to the Board by a spokesperson(s) from the area. The spokesperson(s) shall be given sufficient time (approx. ten minutes) to explain the submission and shall subsequently answer any questions sufficiently to enable the Board to decide if the bid is accepted or declined .
- The Convention shall be held between the Easter weekend and the last weekend in June inclusive each year unless otherwise approved in the

It is the responsibility of the area selected to nominate the time and durat ion of the Convention . Account should be taken to the need to provide a time that will maximize delegate attendance .

BID ACCEPTANCE AND OBLIGATION
- After the Bid has been accepted by the Board, a MOU (Refer Appendix 6) shall be signed by the Chairman and Deputy Chairman of the Board, the Provisional Chairman, Deputy Spokesperson of the Provisional Convention
- After the Bid has been accepted by the Board, it is necessary for a Public Meeting of Square Dancers to be held in that area to elect a Convention (Refer Clause

7) for the precise details of the Duties of the Convention Committee and strictly conform with the requirements contained in this section.

The Manual sets out the minimum office bearers to be elected to a Convention Committee and provides details of the respective duties and responsibilities. (Refer Clauses 7 and 8)
It is appropriate to suggest these duties be clearly defined both before and at that Public Meeting so those present can make wise
It is wise to ascertain beforehand those who might be interested in taking up office and are considered as being suitably qualified for the various tasks required by a Convention

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6.06

6.061

6.07

6.08

6.09

6.091

6.092

6.10

Following the election of the Convention Committee, this MOU shall be signed again by the elected Convenor, Secretary and Permanent Board Liaison Officer.

Copies of this MOU shall be kept by the Convention Committee and the Board.

After acceptance of the Bid, the spokesperson(s) or the subsequently elected Convenor for that area is then charged with the duty of preparing additional information for consideration in accordance with the Bid.

After acceptance of the Bid, the details of the Convention should be confirmed in writing to the proprietors of the Venue and written acknowledgement received from them.

At the Convention subsequent to that after which the Bid has been accepted, a typewritten Progress Report shall be submitted for approval to the ANSDC Board Inc. Annual General Meeting with a precis for presentation to the Dancers Interest Meeting.

This report shall supply more specific details, including an estimate of costs, and shall include an undertaking that the Convention is being planned in accordance with the Manual and, unless qualified, fully complies with all the conditions and requirements contained herein.

All estimates of costs and financial reports shall be based on the Model Financial Statement (Refer Appendix 5).

At the Convent ion prior to the intended Convention, a typewritten detailed Report shall be submitted to the ANSDC Board Inc. Annual General Meeting with a precis for presentation to the Dancers Interest Meeting.

ELECTION OF CONVENTION COMMITTEE
- If the Bid is successful, the Board will approve the applicants as the Provisional Convention Committee. Such committee shall liaise with the Board Management Committee as to all aspects of planning. It is preferable to have a mix of Dancers and Callers on a Convention Committee so that valued advice may be received from all sides.
- Within a period of 6 months from the acceptance of the Bid, the Chairman of the Provisional Convention Committee shall cause to advertise and hold a public meeting of all interested Dancers within the bidding area for the purpose of electing a Convention Committee. Once this meeting has been held, the minutes and a Chairman’s report, must be forwarded to the Executive Secretary of the Board (one) month after the meeting is held.
- The Convention Committee should preferably consist of Callers and/or
- It shall be made up of as many members and sub-committees as desired, but shall include as a minimum the following 5 (five) persons:-

Convention

Convention Secretary .

Convention Treasurer/Registrar.

Venue

Programme

—————- —————– ——————

It is considered appropriate and advisable that the majority of members elected to a Convention Committee should consist of those who initiated the original Bid to ensure consistency with the approved
For legal requirements office bearers of the Convention Committee must be eighteen

(18) years of age or over.

The Convention Committee shall become a subcommittee of the Board. This subcommittee shall operate independently of the Board provided all requirements set out in this Manual are met.
A Board Liaison Officer will be appointed (Refer Clause 9).

DUTIES OF CONVENTION COMMITTEE MEMBERS

8.01

8.02

8.021

8.022

8.03

8.031

8.032

8.033

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8.044

8.05

The following lists the duties of the committee positions and information pertaining to them and the qualifications relevant to those positions.

Convention Chairperson (Convenor):

Shall organise, generally preside and take responsibility for all facets of the Convention.

The Convenor(s) shall be a leader and be able to organise and co-ordinate. The Convenor(s) should also have the ability to run a meeting in accordance with recognised Parliamentary practice, unless it is intended to appoint a special Chairperson for meetings. Where Co-Conveners are elected they shall have equal standing. If the intention of the public meeting held to elect the committee is to have only one leader, then the wording for any second position should indicate that he or she is a Deputy or Assistant Convenor.

Convention Secretary:

Shall handle all correspondence pertaining to the Convention and ensure that all committee members and their appointed Board Liaison Officer receive notice of meetings, agendas and minutes.

Should be able to type or have access to someone who can, preferably in an honorary capacity. It is essential that the Secretary have a telephone service connected and have access to computer facilities including email.

Within a period of six months after the Convention, the Convention Secretary shall present to the Archives Manager a complete set of scanned/digital records of the Convention, including the Minutes of all meetings that were held.(Refer Clause 51) Convention Treasurer:

Shall handle all financial matters and maintain thorough and accurate records of income and expenditure so as to facilitate audit, and within six (6) months after completion of the Convention present a properly audited financial statement.

The Convention Treasurer should have some accounting experience .

The financial statement, as per Model Financial Statement (Refer Appendix 5) shall explain how funds were raised and distributed or otherwise dealt with.

Appropriate documentation shall be issued or obtained for all monies received and

paid.

Convention Registrar:

Should a Registrar be elected or appointed the Registrar would be responsible for keeping the record of the name and other relevant details (Refer Clause 26.03 and 27.03) of every delegate to the Convention and would work closely with the Treasurer.

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————Incorporation No. AQ053841S -·–· ARBN 629 222 635 ————

8.06

8.061

8.062

8.07

8.071

8.072

8.073

8.074

8.075

8.076

8.08

8.081

8.09

8.091

8.10

8.101

8.11

8.111

Publicity Manager:

Shall arrange for the Convention to be publicised effectively both within Australia and worldwide.

Should have an ability to write articles and time to gain access to various media

organisations.

Programme Manager

Shall arrange and prepare a Programme suitable for a National Square Dance Convention for the Committee and the Board Liaison Officer to evaluate and take into consideration any suggested amendments from the Committee and/or the Board Liaison Officer.

It is preferable to have a mix of Dancers and Callers on a Convention Committee so that valued advice may be received from all sides. This particularly applies to any Programming Sub-Committee.

Shall liaise with all bodies (e.g. Australian Callers Federation’s Programme Advisory Panel (PAP}, Australian Round Dance Association, etc.} to ensure that all programmed Caller /Cuer programming will meet the expected requirements for National Square Dance Conventions.

Shall ensure that venues for Annual General Meetings, conferences and the like are set out in the Convention Programme Booklet in such a manner that any conflict of times between related interests is minimised.

Shall ensure that the sound meets the requirements of all groups including recordings at meetings or recommend a person of suitable experience to perform this duty.

Before finalisation of the Programme, the Convention Committee shall provide “for Comment” a copy to the Board Management Committee. This shall be done in enough time for comments to be received and considered before having the Programme Booklet printed.

Sound Manager

Although this position is not specifically called for, a Sound Manager may need to be allocated the task of sourcing and managing the operation of the equipment and procedures needed to ensure that the sound meets the requirements of all groups including recording of meetings. (Refer clause 19)

Venue Manager

Although the position is not specifically called for, a Venue Manager needs to be allocated the job of co-ordinating and handling security, creche, first aid, meetings and other matters pertaining to the general management of the venue.

Accommodation Manager

Although the position is not specifically called for, an Accommodation Manager may be allocated the task of determining and producing a list for registrants of hotels, motels and caravan parks in the general area of the Convention, their standards, contact details and distances from the main venue.

Transport Manager

Although the position is not specifically called for, a Transport Manager may need to be allocated the job of organising transport between the Venues.

BOARD LIAISON OFFICER
- Once a Convention Committee has been elected, the Convenor nominates a current Board Member to be the Liaison Officer for the Convention The Board will consider the nomination, in consultation with the nominee, and if agreed, ratify the request within 14 days of receiving the nomination. The Chairman will take on the position until a Committee is formed.

-In-corporation No. A0053841S ARBN 629 222 635

9.02

9.021

9.022

9.023

9.024

9.025

9.03

9.031

9.032

9.033

9.034

9.035

9.036

9.037

9.038

9.039

9.0310

9.0311

9.0312

9.0313

9.0314

Commitment/Requirements/Qualifications

Make a three-year commitment.

Have a good working knowledge of this Manual.

Be prepared to attend as many meetings as required.

Be prepared to work with the Committee allowing them the freedom to express themselves in their own convention.

Acquire a good working knowledge of programming guidelines (ACF/ARDA/ACA).

Responsibilities and Duties

Where possible spend time with the Committee to go through the Manual and ensure that all Committee members receive a copy.

With the Convenor, the Liaison Officer should keep an overview of the time lines for matters to be considered (i.e. three-year plan) referred to in their Welcome Kit.

Ensure that the Convenor and the Programme Manager are aware of the national bodies’ (i.e. ACF and ARDA) assistance and particularly the Callers Programme Advisory Panel.

Ensure timelines are met in respect to the Programme review.

While the Liaison Officer is an important representative of the Board, he/she is also a member of the Committee, not an outsider; however, he/she cannot favour Committee decisions above those of the Board.

Not only has the Liaison Officer to have a good relationship with the Committee he/she must have credibility and the respect of the Committee in order to have advice and suggestions taken seriously.

It follows that the Liaison Officer and the Convenor must be prepared to justify all comments, suggestions and decisions that have to be passed on to the Board as well as take constructive criticism and recommendations back to the Committee.

Get to know the Committee.

Get involved in the promotion of the Convention. Be supportive.

Always be approachable.

Emphasise that the relationship between the Convention Committee and the Liaison Officer must be open at all times. There is no place for secrecy.

Assist with the co-ordination of reviewing of the final Programme Booklet and ensure considerations of all administration requirements are included within the Programme. Where a Liaison Officer’s feels the Board Management need to be aware of something that may be unfavourable/damaging to Conventions, he/she should contact the Board Management, through the Chaiman, to discuss the issue.

9.0315 Ensure that the Convenor is aware of the requirement to send an up-date of Board equipment to the Board Executive Secretary within 3 (three) months after the closing of the Convention. (Refer Appendix 4)

10 PUBLICITY
- Advertising for a future Convention may begin as soon as the Convention Committee has been elected. However, care needs to be taken to ensure that such advertising does not detract from advertising for any future
- The Convention Committee is encouraged to have a webpage where dancers can ‘google’ (or get the website links from national magazines) and get information on dates, location and tourist information. This web page would contain the same information as the Static Booth. (Refer clause 06).
- No social media is to be engaged for future Conventions until at least 12 weeks after the launch of the registration form for the next upcoming National

As a part of the publicity, Dancers may request to be put on a list of interested Dancers

to receive Convention news and updates.

Unsolicited messages or requests shall not be sent to persons outside the list of interested
The use of mediums or technology manipulation which may cause distress, inconvenience, or harass persons shall not be
Registration lists from previous conventions shall not be 10.044 Consideration should be given to privacy and copyright laws.
Registrations Forms will not be made available, nor will the cost of that Convention be announced, until 12 months before the Convention or until the immediately prior Convention, whichever is
Where more than one forthcomi ng Convention is allocated booth space at the current convention, they should not be near one another and the immediate next Convention should have the most advantageous site. It should be noted that the immediate next Convention is manned whereby any other Conventions are only allowed an Information Booth which may be manned at times for information only about the area where the convention is to be

11VENUE

The actual Venue should include all rooms and facilities necessary for the holding of the
Prior to booking the Venue, the Committee shall ascertain whether there is the possibility of any time, illumination and/or noise restrictions being imposed on the hall or its surrounds that may interfere with the

12 CONVENTION HALL REQUIREMENTS

The size of the Convention Hall shall be determined by allowing an area of 10 square metres for every anticipated Square of eight
To this area must be added the space required for seating plus one metre clearance to the entire perimeter of the Dance
As a guide, seating should be provided to seat at least one third of the total number of dancers at any one
Add to the above calculation the area for the Stage and Sound Equipment and Programming Bay as specified
The Convention Hall shall have a completely level and smooth surface floor, free of any blemishes detrimental to

12.021 The floor shall be so constructed that usage shall not produce a dust problem. 12.022 The floor shall be kept clean for the duration of the Convention.

The floor shall preferably be of smooth, polished, sprung
Should the floor not be timber, details of its composition and suitability should be stated at the time of bidding. A request for dispensation will be
The Convention Committee shall ascertain whether the floor surface of the Main Hall or any Subsidiary Halls selected for the Venue are suitable for the shoes worn by Dancers, in particular whether the shoes would cause damage, and advise of any deleterious

12.026

12.027

12.03

The Hall shall fully comply with the local Council requirements for Public Halls and shall also be certified as complying with the requirements of the Local Fire Authority.

Appropriate “No Smoking” signs shall be displayed.

The Hall should be capable of being ventilated and/or heated and cooled for comfort.

—·— —–·–··—·—–· —————-
The Hall should be tested for good acoustic qualities before the Bid is
If possible, a Square Dance function should be held for testing purposes after the Bid has been
The Trail in Dance should be held in the Main Convention Hall to enable final

adjustments to be made to the sound and familiarisation of other facilities.

Refer elsewhere for Insurance Clauses concerning any guarantees that may be required.
In a pandemic/epidemic or similar situation it is reasonable to expect that obligations placed on the ANSDC Board, Convention Committee and Dancers will include complying with public health advice and any emergency measures.

13. CONVENTION HALL STAGE REQUIREMENTS

The Stage for the Convention Hall shall be a minimum of 9 metres long by 5 metres wide and have a minimum working area of 5 metres long by 2.5 metres wide.
The Stage shall be a minimum of 900 mm high above the Main Dance Floor with a preferable height of 1350
The above dimensions do not include space for a Sound Equipment and Programming Bay which should be a minimum of 10 square metres in area, preferably situated on the stage and if not, adjacent and connected
The Stage area shall be well illuminated but not over lit in such a manner as to prevent Callers from seeing the Dancing
The Stage shall be suitably decorated for the occasion and in such a manner so as not to interfere with the Calling or block the view of any Official
The Stage should have suitable guards to ensure safety of all participants on the stage and meet all current WHS (Work Health and Safety) standards of the State or Territory in which the Convention is being
The Stage and associated Sound Equipment and Programming Bay shall have adequate light and power facilities available for the equipment to be
All wiring to the area shall be sealed or suitably protected from damage by taping or other suitable means to render the area completely

13.061 All Electrical Equipment should comply with current Test and Tag Regulations.

Access shall be readily available from the hall to the stage, preferably by two stairs, one on each side. The Committee shall ensure these stairs are kept clear of persons and items at all
Official Guests should be seated in a suitable location in such a position that they may view the Dancing but not interfere with the

13.081 Their seating shall be comfortable and so located they may move around and mix with the Dancers should it be appropriate.

Non-alcoholic liquid (e.g. water) refreshments shall be available adjacent to the stage at all times for Callers, Cuers, Official Guests and Convention
1.1 A lectern should be provided.

14, SUBSIDIARY HALLS

14.01

14.011

14.012

14.013

14.014

14.015

14.016

14.017

14.02

14.03

14.04

14.041

14.042

14.043

14.044

14.045

14.05

14.06

A Subsidiary Hall or Halls may be provided for the following: Round Dancing sessions .

Contra Dancing. Clogging.

Plus Square Dancing.

Other Dance programmes as may be decided . Practice areas for demonstration groups and Callers.

An assembly area for those waiting for Convention Hall presentations or demonstrations.

Subsidiary Hall/s preferably should be directly connected or as close as possible to the Convention Hall, but suitably sound proofed from the Convention Hall so as to avoid interference. Where these facilities are not available, all Halls should be within a 5 km radius of the Convention Hall.

The number of Subsidiary Halls required is determined by the programming and the requirements of the Convention.

The size of Subsidiary Hall/s shall be determined by the type of function to be held therein.

In general Subsidiary Hall/s should be about one third the area of the Convention Hall. The area required for seating in Subsidiary Halls is usually only one row of seats around the perimeter.

The same Subsidiary Hall may be used for all Dance sessions not held in the Convention Hall, provided the Programming schedule permits.

The area of Subsidiary Hall/s used for any Square Dancing shall be calculated in the same manner as indicated for the Convention Hall.

The area of Subsidiary Hall/s for Round Dancing and/or Contra Dancing is difficult to determine, but due consideration has to be given to the optimum sizes for suitable dancing, irrespective of numbers.

Any Subsidiary Hall/s shall be provided with a stage at least 600 mm high, at least 5 metres long by 3 metres wide. Add to this an appropriate area for a Sound Equipment and Programming Bay.

Any Subsidiary Hall/s shall have the same standard of finish or requirement for floor, walls, ceiling,ventilation,acoustics, and lighting as the Convention Hall.

MEETING ROOMS

It is necessary to plan the number of Meeting Rooms or Halls based on: – 15.011 The number of Meetings for the various groups listed herein.

15.012 The various Seminars, Debates and Lectures scheduled by the Convention Committee. 15.013 The Convention Programme which may, at times, have other events running

concurrently.

15.014 A small separate room for Committee Meetings and Meetings requested by various Groups or Delegates.

It must be realised that many Leaders need to attend the majority of Meetings. As a consequence, Meetings of Societies, Callers and other Groups should be arranged in such a way that the Delegates are able to attend all those which they have a need to attend.

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15.03

15.031

15.04

15.05

15.06

15.061

15.062

15.07

15.071

The size of Meeting Rooms shallbe determined by those expected to attend but shall be capable of holding the numbers stated elsewhere herein.

The Meeting Rooms are to be set up for the numbers indicated or, in the case of Seminars, Lectures and Debates, the anticipated numbers.

All Meetings shall be concluded before the Dancers Interest Meeting to enable any motions to be ratified.

The size of the hall for the Dancers Interest Meeting shall be sufficient to seat 100.

The Hall for the Dancers Interest Meeting shall have a minimum of one microphone for the head table plus one microphone on a stand in the body of the meeting.

In addition, it is preferable to have two roving microphones controlled by marshals. A controller shall be available to adjust and otherwise control the microphones.

A means of recording all proceedings shall be provided and copies of such recordings shall be kept until the conclusion of the next Dancers Interest Meeting following the Convention in progress.

All meetings shall be provided with microphone, speaker and recording systems suitable for each group’s requirements, together with a controller or instructions necessary for the proper recording of the meetings.

ADDITIONAL FACILITIES REQUIRED

A security and information desk or booth should be situated at or near the entrance and should be manned at alltimes, or signed to indicate the times at which it will be manned.
If possible, a separate area should be made available for the exclusive use of Callers/Cuers. This should be within the practice
Toilet facilities for both sexes shall be provided in sufficient numbers for the delegates. 031 The toilets shall be of quality standard complete with toilet paper, soap and hand

driers or towels.

The Committee should be aware that the Convention extends over several days, and accordingly, it must ensure that adequate reserve supplies of toilet requisites are available at all
The facilities shall be maintained in a clean condition for the duration of the Convention.
Change rooms for both sexes, preferably with showers, shall be available on the premises.
A creche facility for the care of children shall be provided and manned for dance sessions determined
It is recommended there be two areas, one for children up to seven, with babies capable of being separated, and one for children over The number of divisions is determined by the numbers booked in prior to the Convention.
Trained personnel should be sought in accordance with Legislation in their state, territory or
Appropriate entertainment should be provided for the differing age
When it is indicated on the Registration Form that creche facilities are required, the Committee will communicate with the delegate as to the facility’s requirements, and request Medical
Attention is drawn to the provision of a subsidy for creche (Refer Clause 20.072) Administration.

Incorporation No. A0053841S ARBN 629 222 635

The Refreshment area should be large enough to cater for 200 at any one time including 100 seated subject to suitable space availability. It should be capable to provide water, tea and coffee with sugar, milk and biscuits.
If the Committee is able and willing to do its own catering subject to the venue hire requirements for the provision of continuous tea and coffee during sessions, it may do so.
If possible, the Refreshment Facility should not sell alcoholic beverages except at meal times.
If possible, a quiet Lounge Facility or Conversation Area with comfortable chairs, preferably off the Refreshment Area, should be available for quiet enjoyment and relaxation by the
An accident or emergency room/area with bed and/or stretcher facilities and first aid equipment shall be available.

16.081 It is recommended that a 1st Responder, St. John Ambulance (or similar organisation) officer attend all Dance sessions .

An area shall be allocated for Booths for the sale of Square and Round Dancing supplies and any other products considered appropriate for the occasion.
A Booth Area and location within the venue should be available at the previous Convention to enable booking of spaces to be
Nothing contained herein shall prevent these spaces being leased to the parties involved.
Prominent spaces should be allocated for use by future Convention
The following booths are to be allocated a space within this area at no
1. Next Convention
2. Convention 2 years out (Refer 03 and 10.04)
3. National Society and Archives

17. VENUE PARKING

17.1 Adequate parking should be available at the Convention Venue, whether it be by way of “off street” or “on street” parking.
17.2 Where “off street” parking is available, the Committee may need to arrange for parking attendants to assist Delegates.
17.021 Parking attendants shall be easily identifiable at night and should preferably wear reflective material and carry torches or other suitable directional devices.
17.3 The parking area should be patrolled by Security Personnel during the Convention.
17.4 The Committee should note several groups travel by bus, thus suitable arrangements should be made for bus parking.
17.5 If possible, in case of inclement weather, any parking lot arrangements should permit “setting down” and “picking up” at the front entrance door of the Venue.
17.6 It is recommended the Police be advised of the Convention so they may monitor, and if necessary solve, any traffic problems.
17.7 The practicalities of bus access, turning circles and the like should be ascertained well before the Convention, preferably in conjunction with the Police and a local Bus company, bearing in mind some buses will be of the interstate type.
17.8 If it is not situated in a major location, permission should be obtained from the Authorities to have appropriate direction signs erected from the nearest major identification point to the Venue site.
17.9 A map and directions on how to get to the Venue should be made available on request to any delegate.

DECORAT10N OF VENUE

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The Venue, in particular the Foyer and Convention Hall, shall be suitably decorated for the
The decoration is at the discretion of the Committee but should create a celebratory atmosphere.
All decorations and hangings shall be displayed or hung in such a way that they do not obstruct the view of the stage, present a danger to Delegates, create a fire hazard, or infringe the Fire
The Convention Committee shall arrange for a suitable means of hanging all State and Club Banners and protecting them for the duration of the
The decorations shall include the hanging or otherwise displaying of a suitable size Australian Flag in such a manner that it shall be the prominent
The decorations shall include the hanging or otherwise displaying of all Australian States, Territories, Aboriginal and Torres Straight Island flags, in doing so the flag of the Host State shall take prominence over the others. For the correct protocol see http://www.pmc.gov .au/government/ australian-national-flag/australian-n ationa 1-flag protocols
If an overseas country is represented,endeavours should be made to hire or purchase a flag of that country for
The Convention Committee shall receive from the previous Committee the Convention equipment (including flags and banners) (Appendix (4).
This equipment shall be maintained in a good condition and the Committee is invited to renew, replace and augment the equipment as considered
The list (Refer Appendix 4) must be updated, and such update sent to the Board Executive Secretary by the Board Liaison Officer within 3 (three) months after the conclusion of the Convention. The executive Secretary must follow up with the Convenor if not received within the time frame
At the conclusion of the Convention arrangements shall be made for the Convention equipment to be sent to the next Convention

EQUIPMENT REQUIREMENTS (SOUND)

19.01 A Sound Equipment System shall be provided in all halls and shall comply with the following requirements: –

The Equipment should provide clear even sound, capable of being heard and understood over the dance floor area.
From past experience it has been found that Hilton and Yak Stack Equipment are highly recommended for use at National Conventions.
It is recommended that the advice of Callers, preferably those who have called at previous Conventions, be sought when selecting Sound
The use of existing Caller’s equipment should be given preference over the use of outside Professional Sound Equipment due to the lack of knowledge by many outsiders of conditions peculiar to Square Dancing. This advice is based on past experience.
The Equipment must be thoroughly tested prior to the Convention, preferably with a crowded noisy audience to simulate concentrated Dance
The Convention Committee shall be responsible for monitoring the sound levels and reporting problems to the sound booth and/or MC’s.
A Communication System should be set up for contact between the stage and persons monitoring the dance

Incorporation No.A0053841S – ARBN 629 222 635 –

19.018 A Programming Board should be displayed on the stage or a nearby area. This should

be augmented by an Electronic Programming Display if available.

Back-up systems covering all facets shall be provided to cover any breakdowns.
To provide a healthier environment it is strongly recommended that all Callers and Cuers use their own
To cater for those Callers/Cuers whose Microphones are incompatible with the Sound Equipment being used, the Committee shall provide a choice of Microphones, including a cordless roving
Prior to the Convention, the Committee shall provide all Callers/Cuers with advice on the choice of Microphones and, where applicable, instructions on how to use
A Music and Voice Monitor shall be available adjacent to the Caller ‘s position for adjustment to the Caller ‘s

ADMINISTRATION

A Post Office Box number shall be obtained and advertised for receiving of correspondence at least twelve months prior to the Convention or be used for receiving of correspondence .
It shall be retained and remain operable for a period up to the opening of the next Convention following the one in
The Post Office Box number shall appear in every issue of the “Australian Square Dance Review” for a period of 12 months prior to the Convention.
Appropriate stationery shall be produced for the

20.021 All correspondence from the Committee shall be on letterhead which shall state the Post Office Box number and the names, email addresses and telephone numbers of office bearers, sufficient for people to contact the appropriate person. It shall also display the necessary business registration numbers e.g. The Board ARBN and Incorporation Number.

Before any monies are collected the Committee shall confer with an appropriate person and set up a proper accounting basis, including all documentation that will be required to satisfy an auditor, and permit him/her to prepare a proper audited set of books at the conclusion of the

20.031 The financial statement shall be prepared as per the Model Financial Statement (Refer Appendix 5).

An Auditor or such qualified person shall be

20.041 This person shall certify the books on completion, such certificate being presented to the Board and at the subsequent Dancers Interest Meeting of the Australian National Square Dance Convention.

The Board shall open the appropriate bank accounts. Such accounts shall have the necessary signatories to legally operate the accounts. Details of all deposits and withdrawals shall be
The Cheque Account is a working account and will be used for all receipts of funds and payments of This account does not earn interest.
The Savings Account is a holding account and will be used to store funds transferred to and from the Cheque Account. Regular transfers are recommended as this account earns interest. As larger amounts accumulate in this account and will not be required for 3 months or so, Flexi Accounts should be set up within this
Transaction fees will be charged for payments from the Savings Account but not for transfers to and from the Cheque
The Committee should ascertain when deposits on halls and the like are required before settling on the length of the

Incorporation No.A0053841S ARBN 629 222 635

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The Board shall also make available to the Convention Committee a unit which will

accept Credit Card payments.

Before the final compilation of a Convention ticket, the Committee shall ascertain the cost of all the items mentioned herein and prepare a budget which shall reasonably ensure a surplus for the Convention. This budget shall be based on the various headings listed on the Model Financial Statement (Appendix 5).
The Board provides appropriate insurance policies for the Australian National Square Dance Conventions. These policies are held by the Board, not the Convention Committees.The cost of these policies will be borne by the Board.
- Liability Policy with a $20M Limit of Public Liability plus the Management Liability Extension with a limit of $2M.

(ii) Voluntary Workers Cover providing cover for up to 100 Volunteers.

The Board will subsidise up to $ 1,000.00 for This is also to be considered when preparing the final compilation of a Convention Ticket.
All matters pertaining to costs shall be received, acknowledged and confirmed in writing,not
No other dance or function is to be included in the Financial Statement .

FINANCIAL STATEMENTS AND RETURNS

The Convention Financial Statement shall be in the form of a Receipts and Payments Statement as prescribed in the Model Financial Statement, (Appendix 5), which shall report the various items listed herein together with any other items which may occur or may be considered necessary .
The production of such a Financial Statement will assist future Convention Committees and be a means of comparison in the future to assist in the determining of trends.

DISTRIBUTION OF FUNDS

22.01

22.011

22.012

22.013

22.014

22.02

22.03

22.04

Should the Convention be run at a surplus, the funds so raised may be expended fairly in combinations of the following ways after the approval of the Board Management Committee.

General promotion of Square and Round Dancing in that Area. General improvement of Square and Round Dancing in that Area.

Allocated to recognised National Square Dance and/or Round Dance Organisations or related bodies in appreciation of their support of the Convention.

Holding funds in reserve by the Board for all future National Square Dance Conventions.

The funds shall not be used for the gain of any individual or organisation,except where the Square Dance Movement as a whole benefits, without prior approval of the Board Management Committee.

Funds shall not be given to any individual or organisation not connected with Square Dancing, without prior approval of the Board Management Committee.

The Convention Convenor must submit the recommendations for disbursement of any surplus funds to the Board Management Committee for approval prior to the preparation of the final Report and Audited Balance Sheet. (Refer Clause 23.01)

REPORT AND AUDITED BALANCE SHEET

Within the period of six (6) months after the completion of the Convention the Convenor shall produce and submit a complete report on the Convention, together

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with any recommendations deemed necessary.

This report, along with an audited/verified balance sheet including approved disbursements, shall be presented to the Board Management
The Model Financial Statement (Refer Appendix 5) must be used as a template for the production of the Audited Balance

INSURANCES AND SECURITY

The Board shall fully insure the Convention Committee, the Delegates and Committee with a series of insurance policies. (Refer Clause 20.071).

24.011 Quotes for any additional insurance deemed as necessary by the committee such as equipment, display booths should be obtained through insurance brokers and it is suggested it might be possible to have an extension of an existing Caller’s policy, or the policy of the local Society.

The Insurance policy provided by the Board shall specifically insure the whole of the Convention for a minimum public risk of $10,000,000 (ten million dollars) or such amount as is required by the venue
The Convention Committee shall insure the Convention property against loss or damage in transit before forwarding it on to the next Convention
The Convention Venue shall be safeguarded for the entire Convention and outside Convention hours by some form of security.
The Committee shall take out insurance on any item for which the Proprietor of the Venue requires a
For Security purposes, no person shall be admitted to the Venue without proper identification .
The Convention Committee, irrespective, and not in any way as to void any insurance policy, shall prominently display a notice, advising “all care but no responsibility”. eg. In the Convention Programme

SPONSORSHIP

The Convention in part or whole, may be sponsored by a business, government or group of interested parties on the followingterms and conditions: –
Any product advertised should not be related to, or be part of:

Smoking,
Alcohol
- Any product advertised shall not denigrate the standard of the Convention nor be against the best interests of Square

All remunerations, payments and rights received shall be paid into the Convention Funds and noted in the final Audited Financial Statement..

REGISTRATION FORM

26.01

26.02

26.021

The Committee shall produce a Convention Registration Form (Refer Appendix No 7) which shall be available in time for the Convention immediately preceding your Convention. (Refer Clause 10.03).

The Registration Form shall state the dates of the Convention, a brief outline of the features, and the name, address (Postal and email) and telephone number of the Secretary and Treasurer/Registrar.

The Registration Form shall state the closing date for Caller /Cuer registration and display booths.

AUSTRAL!AN NATIONAL SQUARE DANCE CONVENTIONS BOARD Inc

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Incorporation No. A0053841S –

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26.03

26.031

26.04

26.041

26.042

26.043

26.044

26.045

26.05

26.051

26.052

26.06

26.07

26.071

26.072

26.073

26.08

26.081

26.082

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The Registration Form shall seek sufficient relevant information for the Committee to

carry out the tasks necessary for the registration of the Delegate, the provision of accommodation, meals, transport and other matters as applicable. (Refer Clause 8.05) Registration for attendance shall be for the whole Convention. Single Session tickets shall not be permitted. This shall not prevent the sale of single session spectator tickets.

It is suggested the following is the minimum information required:- Given names and surnames of all those attending.

Addresses, (postal and email), post codes and telephone numbers of applicants.

Age of any accompanying children and whether the use of the creche facilities is required. If the creche facility is required, the Committee will correspond with the applicant as to provisions and requirements.

The Registration Form may include space for delegates to indicate which sessions they plan to attend.

A means of the Delegate calculating the cost of Registration and confirmation of the method of payment, i.e.Cash, Cheque, Credit Card or Direct Debit.

The Convention Committee may offer a discount for early registration.

Such discount should be available for those registering more than three months prior to the Convention.

Any early bird registration discount should be available at least until the time of closing of the immediately prior Convention .

If a sponsor is appointed they may assist, print and provide the application form free

of charge, if requested.

Except as contained herein, a Dancer shall not be prevented from registering as a Delegate at the door of the Convention Venue, but the Committee shall not be liable to provide meals, transport or other pre-booked items at such late notice.

The Committee shall reserve the right to refuse such registration if in their opinion the Convention has reached capacity numbers.

The Committee shall at all times reserve the right to refuse registration and admission to anyone where, in their opinion, such registration or admittance would be against the interests of the Convention and/or Delegates. Such refusal shall not be contrary to the provisions of the Human Rights and Equal Opportunities Commission and any relevant Federal or State discrimination codes. (Refer Clause 45 and 46. Delegate Dancing Standard and Behaviour, and Code of Conduct.}

The Committee shall reserve the right to charge a handling or cancellation fee should any Delegate cancel his or her Registration. Such fee may vary depending on the proximity to the time of the Convention.

The Convention Committee will be supplied with a “Point of Sale” facility .

When using a Credit Card facility, the Convention Committee shall budget for paying the Commission charged prior to calculating their finances. Where allowed and appropriate, the Convention Committee may add a charge for the use of credit cards. Reference must be made to ACCC recommendations and stay within the law.

If cheques are accepted, they should not be accepted unless they can be honoured before the Convention or the person’s integrity can be assured.

DELEGATE REGISTRATION INFORMATION

Upon the receipt of a duly completed Registration Form from a Delegate, a receipt shall be forwarded if

27.011 It is suggested that in the early months this be done on a monthly postage basis.

AUSTRALIAN NATIONAL SQUil.RE DANCE CONVENTIONS BOARD Inc

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lncor poration No. A0053841S ARBN 629 222 635

27.012

27.02

27.03

27.031

Accompanying the receipt shall be an outline of the proposed Convention Skeleton Programme or the final Convention Programme so the Venue dates and times may be known by the Delegate before arriving.

The Delegate may receive the balance of the Convention material on arrival.

The Committee shall register the name of every Delegate to the Convention in a Convention Register and shall issue a ribbon or similar identification to everyone registered indicating their State,Area or Country of residence. This Register is to be kept with the minutes of the Convention. (Refer Clause 8.05)

Such identification must be worn at all sessions.

INTENTIONALLY LEFT BLANK

Incorporation I\Jo. A005384:!.S ARBN 629 222 635

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Each State, Area or Country shall be recognised by a different colour as follows. The colour codes quoted on the right are references to the Australian Standards Association of Australia Code AS 2700 and may be quoted when placing orders for specific

AUSTRALIAN NATIONAL SQUARE DANCE CONV ENTIONS BOARD INC

CONVENTION RIBBON COLOURS

State	Official Name	AS Number	AS Name	Hex #	RGB
Queensland	Maroon	R54	Raspberry	#85 2f31	rgb (133,47,49)
New South Wales	Blue	B23	Bright Blue	#174f90	rgb (23,79,144)
Australian Capital Territory	Turquoise	T15	Turquoise	#098587	rgb (9,133,135)
Victoria	Red	R13	Signal Red	#ba312b	rgb (186,49,43)
South Australia	Purple	P2	3 Lilac	#a69fb1	rgb (166,159,177
Tasmania	Green	G13	Emerald	#195f35	rgb (25,95,53)
Western Australia	Yellow	– Y13	Vivid Yellow	#fcae01	rgb (252,174,1)
Northern Territory	Orange	X15	Orange	#e36c2b	rgb ( 227,108,43)
New Zealand	Black	N61	Black	#2a2a2c	rgb (42,42,44)
Overseas	Silver	N24	Silver Grey	#bdc7c5	rgb (189)
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total of 300-700 each year and a mixture of the above.

Printing is usually only one contrasting colour, however sometimes there is need for one state to be in a different
Artwork is supplied by the organisers, usually in .jpg

Dancers should be encouraged to wear their local club’s Name Badge along with their Ribbon at all Dance Sessions and
Tickets or other means of identification for any function, meals, transport, tours and the like that have been paid for, shall accompany the Convention
The Convention Committee shall allow, as part of the Registration costs, a Year Pin for the Australian National Convention Badge, the cost which will be borne by the
The Clip shall be given to each
The Clips shall be purchased, frorn The Merchandising Officer, National Square Dance Society of Australia address as published herein. (Appendix 2).
The cost of the Clips to the Convention Committee shall be set by the National Square Dance Society of Australia in association with the Board.
The Convention Committee shall provide any necessary space, free of charge, for the sale of the Convention

-Incorporation No. A0053841S

ARBN 629 222 635

It is recommended that travel literature for assisting the Delegates, be made available to Delegates either at their Accommodation Establishment or at the

State Reports and other material for Meetings will be found in the Special Edition of the Australian Square Dance Review supplied in the registration pack which will be funded by the ANSDCB Inc.

PROGRAMME REQUIREMENTS – GENERAL

The programme shall be thoroughly planned prior to the Convention and shall contain a mix of dancing so as to satisfy the majority of the
In general the level shall be the Mainstream Programme. However, the Committee should be aware that increasing numbers of delegates are also able, and may prefer, to dance to other Programmes such as Plus, Al and A2 during daytime
Past Convention programmes have been analysed to determine the average total hours dedicated to Mainstream / Plus / Advanced /Rounds / Ceremonies etc. The average percentage dedicated to each level is:-

Mainstream	41.5%
Plus	22%
Advanced	11%
Rounds	18.5%
Clogging	4.6%
Ceremonies	2.4%

Square Dancing will be the major part of the function and therefore a minimum of 75% of the dance programme should be allocated to Square
Morning dance sessions are not preferred and should be avoided where possible. The only exception would be where there is only one hall
The programme shall allow sufficient time for the Round Up or Square Up as may be the case, and the calling of the
In each hour there shall be 5 minutes allowed as a “make up” to maintain the programme on
It is recommended that for any session, General Round Ups should not be placed first or last, or immediately after Round Dance segments, or special
It is recommended that a suitable number of General Round Ups for a session should be one, or two maxima, and that other means of maintaining the perceived benefits of General Round Ups could be Couple Round Ups, Ladies Choice Round Ups, Square Ups, lnterclub/State Round Ups, or Novelty Round
Marshals shall be provided to assist in organising the Dancers as Their duty is to assist the Me’s and follow any instructions given.

28.031 The Marshals’ jobs will be easier if they are distinguished by their dress, a flag, a sash or other easily identifiable feature.

Before finalisation of the Programme, the Convention Committee shall provide “for Comment” a copy to the Board Management Committee. This shall be done in enough time for comments to be received and considered before having the Programme printed.
The Convention Committee shall ensure that all programmed Callers, Cuers and Me’s are advised, at least one month prior to the Convention, that they have been programmed and the brackets in which they are

PROGRAMME FEATURES – SPECIAL

There shall be an Official Opening Ceremony which shall be accorded the dignity it deserves .
A prominent person such as a Premier, Lord Mayor or well-known personage shall be

asked to attend and open the Convention. An alternative is a well-known Square Dance Identity. (Refer Clause 50).

The National Anthem shall be played at the commencement of the Opening Ceremony and “Acknowledgement of Country/Welcome” shall be included.
A Grand Parade of Dressed Squares, as well as a Dressed Squares Bracket, shall be incorporated as part of the (refer Appendix 11)
The Opening Ceremony should include a feature event, which may include a march past of Club and/or State Flags and Banners or a Grand Parade of Dressed Squares or a combination
Feature Demonstrations should be encouraged from all States and
Demonstrations should be spaced at regular intervals, both for the benefit of featuring the groups and as a means of providing rest breaks for the
Any Feature Demonstrations shall be interesting, original and have variety. They shall not be overly repetitive or of long
Clear, precise details shall be obtained from the Demonstration Groups well before the Demonstrations so that accurate records, entrance and exit times and points, positions and lighting can be efficiently
Demonstration Groups shall time the presentation beforehand and supply the Convention Committee with accurate
The presentation of suitable non-Square Dance entertainment as a relief from Square Dancing is
The convention committee shall approach all National bodies to establish if there could be any Special Announcements and/or Presentations to be made at a popular time with appropriate action, such as a fanfare, being given to ensure the quiet attention of the occupants of the

29.061 They shall be made when only the Convention Hall is being used.

30 PROGRAMME FEATURES – DETAILS

The programme for the Convention shall always include the following: –
Pre and Post Board general meetings. ** Note Care must be taken when programming Callers and **
Square Dance sessions.
A time allocated for the presentation of new/ineligible Callers from each Area. In this regard, the Programme Manager shall liaise with the ACF Coordinator from the Caller’s home state.

30.014

30.015

30.016

30.017

30.018

30.02

Round Dance sessions and segments including a Showcase time. A National Callers meeting.

A National Round Dance meeting. National Square Dance Society meeting.

Meetings of other Square Dance groups and organisations from throughout Australia.

The Dancers Interest Meeting. (Refer Clause 42).

PROGRAMME FEATURES – SEGMENTS

The following presumes a Convention commencing with a Trail-In Dance on Day 1 evening, the Official Opening Dance on Day 2 evening and the Closing Dance on Day 4 and may conclude with a Trail Out Day

31.011 Where the Convention is on other days or extends over a different duration, it shall have received approval from the Australian Square Dance Convention Board Annual General Meeting of a previous Convention and the following outline shall be altered as required.

The Day 2 evening Dance shall be the Official Opening Square Dance and shall be held in the Convention

31.021 Other functions may be held in the Subsidiary Hall or Halls, but not during the half hour preceding or during the Official Opening Ceremony.

It cannot be over emphasised, and the Convention Committee should note, that too many functions in Subsidiary Halls can reduce the atmosphere in the Convention Hall. This should be
The Dancers Interest Meeting shall be scheduled any time prior to the second Board

Meeting.

31.041 No opposing function shall be held.

Segments shall also be planned for Round
The Convention Committee may organise at least one session for Contra Dancing. The Callers and Cuers shall be experienced in Contra
The Convention Committee may organise other forms of Folk, Country or Western type Dancing sessions or demonstrations, should it deem them appropriate for the Convention. The Convention Committee should seek advice from qualified persons before
Workshops should be informative, interesting, enjoyable and fun to
On all evenings of the Convention, the Square Dancing in the Convention Hall shall be predominantly to the Mainstream
The Subsidiary Hall or Halls may have Plus or other Programmes of
The programme in any Subsidiary Hall or Halls shall terminate a minimum of 45 minutes before the Closing Ceremony in the Main
On the Trail-in evening it is recommended the dancing commences at 7.30 pm and concludes at 30 pm.

31.101 On the Closing evening it is recommended the dancing concludes at 10.30 pm.

PROGRAMME FEATURES – CONCLUSION OF CONVENTIONS

At the conclusion of a Convention, the Chairman of the Board shall officially close the Convention and introduce the Convenor for the next Convention. The Chairman of the Board will also represent all delegates in thanking the Convenor for the Convention just
During this period the Chairman of the Board shall also announce to delegates the successful bidder for the Convention to be held in three years’
The Closing Ceremony shall be on the last evening of the Convention. Opportunity shall be taken to thank all those who have helped stage the

32.031 It is recommended a list be prepared well beforehand so as to avoid missing any prominent participant. The list should be short, mentioning only significant people by name and grouping others by general description.

As part of the Closing Ceremony opportunity shall be given to the Convenor(s) of the following Convention, by the Chairman of the Board, to invite Dancers to join said

AUSTRALIAN NA1IONAL SQUARE DANCE CONVENTIONS BOARD Inc

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Convenor(s) at the nex t Convention_

32.041 A series of “Thank You’s” which delay proceedings is to be avoided.

PROGRAMME FEATURES – POST CONVENTION RECEPTION

33.01

33.011

33.012

33.013

33.014

33.015

33.016

33 .017

33.018

33.019

33 .0110

33 .0111

33.0112

33.0113

33.0114

33.0115

33.02

33.03

It is customary to hold a Post-Convention Reception, paid for out of Convention funds, and the following, in protocol order, should together with their registered partner (if applicable) be invited: –

Current Convention Committee .

Australian National Square Dance Convention Board members including Life Patrons who are registered Delegates.

Programmed Callers, and Cuers.

National Organisations Executive Officers.

National Square Dance Society of
Australian Callers
Australian Round Dance
Australian Clogging
Co-ordinating Editor of the Australian Square Dance Review. State Square Dance Societies’

Chairman of Dancers Interest Meeting.

Conveners of the next two ( 2) National Conventions. Overseas dignitaries.

Home State Square Dance Societies other Executive Officers. Current Convention sub-committees (leaders only).

State Square Dance Societies’ other Executive Officers. Next Convention Committee.

Non-programmed Callers, and Cuers.

State Round Dance and Clogging Presidents Life Members of the host State Organisations

If numbers are to be restricted, it is suggested Clauses 33.0111 to 33.0115 are optional.

A list of Society Officers is available from the Secretary of the National Square Dance Society of Australia

CALLER AND CUER REGISTRATION

Any Square Dance Caller, Round Dance Cuer or Clogging Cuer wishing to nominate to call or cue at a National Convention shall indicate this by completing the appropriate box(s) on the Convention Registration Form and submitting that form to the Convention Committee by the specified closing date for Callers and
The Registration Form shall be made available to all National and State Caller and Cuer Associations .
The Registration Form and any advertisement or notification thereof shall specify the closing date for applications to Call or Cue.
It is recommended the closing date for receiving applications should be six months prior to the Convention to allow for programming and publication of the
The receipt of an application shall be acknowledged to the applicant in writing, such receipt not implying an acknowledgment of acceptance to Call or to
For an application to be considered, the applicant must have registered to attend the Convention.

CALLER ELIGIBILITY

Details of Caller eligibility for calling at National Conventions can be found in the By la ws of the Australian Callers Federation (ACF) . These are based upon data that is held in the ACF caller database. This Convention Manual takes those eligibilities and details how they shall be applied to a National Convention. Any queries on eligibility should

be directed to the ACF.

CALLER RESPONSIBILITIES AND OBLIGATIONS:

The Convention Committee sha ll ensure all Callers who are programmed to call are fully aware of their
The Callers shall restrict their calls to the nominated dance Programme.
It is the responsibility of the Caller to call to the dancing level of the floor. Callers should adjust their call delivery to keep the majority of the dancers
A “walk through” is only permitted in workshop or teaching
Callers should present themselves to the MC one bracket prior to their allocated bracket to facilitate the smooth flow of the
Callers should ensure that their presentation is in good taste and not able to be misinterpreted as being
Hoedowns should not exceed four minutes in length in brackets containing three or more numbers.
All callers should. note there is to be no personal advertising during the

CALLER SELECTION AND

Whilst it may be considered desirable to have all registered Callers who are eligible appear on the programme, it should be remembered that dancers are travelling from interstate and overseas to attend an Australian National Square Dance Convention, and they would expect the best calling
The Convention programme committee shall include at least one Caller, who shall be a “Mainstream Programme” Caller. It is preferred that this Caller has a number of years’ experience at National
The Convention Committee has the right to restrict the total number of Callers on the programme.
The Convention programme committee shall determine the eligibility and assessment category of all Callers who have registered. The assessment category is located in the ACF
There are five assessment In addition, there are special categories covering veteran, overseas visiting callers, and ineligible callers, who, by their very nature, are treated separately when it comes to programming.
Category 1. Eligible callers who are the Cream of Callers possessing excellent skills, showmanship, crowd appeal, and extensive experience. This group is expected to be the top 15% of applicants .
Category Eligible callers who are very good callers with good skills, stage presence and reasonable experience . Between Reliable and Cream. This group is expected to be about 40% of all applicants and with Category 3, make up the majority of eligible callers.
Category 3 Eligible callers who a re reliable callers on both a singing call and a hoedown but with Limited Experience. This group is expected to make up about 35% of applicants and with Category 2, make up the majority of eligible callers.

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Category Callers who are just adequate for conventions having limited skills, limited

talent, or no experience. It is expected that because of Convention eligibility criteria, this group would not exceed 10% of applicants.

Category 5. Not suitable for convention calling
Category 6. A Veteran Caller, with greater than 25 years recognition as a club caller and has called at five or more National Conventions and has retired from regular calling commitments who has applied to call, should, as a courtesy, be forwarded a copy of the current CALLERLAB programme lists. This will avoid use of calls that have been deleted or moved to another programme. The Convention committee may wish to consider allocating a guest spot to a Veteran Caller as a recognition of their service to
Category 7. If Overseas Callers who are invited, or visiting, have recognised or known talents, then they may be programmed similar to a Category 1 Caller. Otherwise, depending on available information, these callers would be treated similar to a Category 2, 3 or 4 callers for the purposes of
Category 8. Ineligible Callers who, under Clause 13.003 of the ACF Bylaws have been recommended by their State Caller Association for presentation as new callers, should be considered within a “guest calling” spot but should not be included as a programmed
To assist the task of determining eligibility and seeding the Programme Committee should consider information from the following sources: –
Information provided by the
Information from the ACF
Information from the State Caller
Information from relevant overseas sources in the case of visiting overseas
Other factors that may be considered when seeding Callers otherwise qualified are:
- Has the Caller any special talents?
- Has the Caller called at previous National Conventions?
Where a decision is taken by the Convention programme committee to limit the number of Callers, then “guest calling” spots, Category 3 and Category 4 Callers should be the first to be left off the programme. Should further reduction be necessary then there may be a need to further seed Callers in Category 2 in order of merit, to decide who will make or miss the caller
The Convention programme committee should calculate the number of calls in each dance programme and the number of eligible Callers in each programme and calculate an average number of calls per Caller for each dance programme. This average will serve as a rough guide, Category 1Callers may receive up to twice the average, while Category 2 Callers should receive between average and just below twice the average. Category 3 Callers should receive average or just below average number of calls. Category 4 Callers should receive well below average number of calls and not at prime times. Naturally, these allocations are subject to each Caller ‘s nominated availability. Prior advice of an allocated calling commitment should be advised to the Callers prior to the
State Associations may deem it necessary to keep a record of any Callers who may have been excluded or banned from their Associations. It is the responsibility of that State Association to update the ACF records through the renewal system. The Convention programme committee can then establish straight away if a Caller has such exclusions posted against them and avoid embarrassment in programming
Length of
- The maximum time allowed for hoedowns shall be four minutes, unless specially arranged as a

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This requirement is to be clearly communicated to registered callers in

pre-Convention communication .

The MC has a duty to monitor
Failure to complete in the allocated time shall result in the music being disconnected

The average time to be allowed for a bracket of two singing calls and one hoedown shall be twelve minutes from commencement of the first call to end of the
The overall time from one Square Dance bracket to the next, including Roundup, introduction, and calling, shall be no longer than 20 minutes for a bracket of three numbers.
Each segment of the programme shall have a MC to introduce and generally organise the segment. MCs shall be selected for their suitability and need not necessarily originate from the host
The success of a Convention depends to a large extent on the ability of the MC to be able to organise the Dancers on the floor and set the atmosphere with a minimum of noise and
MCs who tend to shout or make unnecessary remarks or comments are to be avoided. It is recommended the Convention Committee makes these points clear to prior to their
The Program Manager shall provide registered callers with a list of MC duties and expectations when issuing the program allocations before the Convention. This should include the follow ing as a minimum;
MCs are the key to programs running on time and smoothly. All MCs must keep an eye on the program and the time. A timed program will be provided near the stage. Move things along and note that we do not fill sets from the stage – that’s for the marshals to manage.
You may get requests to make announcements. Please make them clear and concise. Speak
Should a programmed caller not be available or not show for their allocated spot, the MC is to make the decision on who should fill in. The MC can either take the spot (if eligible for the level) or ask another eligible caller to fill
In afternoon sessions, if a caller is unable to make his/her commitment, please advise the Program Manager as soon as possible .

ROUND DANCING

PROGRAMMING, CUER ELIGIBILITY, DANCE CRITERIA & SESSIONS.

38.01

38.011

38.012

The Australian Round Dance Association (ARDA) shall be invited to nominate a teacher from the state hosting the National Convention as the Round Dance Programme Manager who will work with the (Convention) Programme Manager to oversee the Round Dance Programme at the Convention . Should this not be possible, ARDA shall be asked to offer advice on whom should be considered for the position.

The (Convention) Programme Manager shall inform ARDA, as soon as possible after their accepted presentation to the Board, which sessions are to be made available at the convention.

Reference shall be made to Section 28 clauses 28.04, 28.05, 28.012, 28.022. regarding the inclusion of Round Dancing in the general programming requirements.

38.013

38.02

38.021

38.022

38.023

38.024

38.025

38.026

38.027

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The Round Dance Programme Manager shall advise and make recommendations to the

(Convention) Programme Manager regarding the Round Dance programme of the Convention.

The ARDA Programme Advisory Panel has the following terms of reference: To liaise with the programmers of future National Conventions.

To interpret eligibility guidelines.

To ensure fairness is displayed to all registered Cuers in allocating Cueing/Teaching duties without prejudice.

To advise and recommend to the Round Dance Programme Manager regarding the best programme practices.

To validate Cuer eligibility where required.

To advise and make recommendations to the Round Dance Programme Manager regarding the fairness of any individual Cuer’s allocation.

The panel’s report, analysis and recommendations will be forwarded to the (Convention) Programme Manager, the Convenor of the National Convention and the Chairman of the (National Convention) Board.

38.03The Convention Committee shall provide the following in the Convention Programme:

A “main Round Dance Session” which includes the Showcase presentation, voting and a dance session (Refer Clause 07)
A “half hour Round Dance session” before the evening Square Dance session (Refer Clause 08).
At least 2 Round Dance brackets during evening Square Dance
Additional time of up to two hours in a suitable dance hall for use by ARDA for education. It need not be continuous sessions (Refer Clause 10).

38.04The Convention Committee should provide the following in the convention programme:

At least one Round Dance bracket during each morning and afternoon Square Dance session to ensure programming opportunities for first time
Additional Round Dance sessions or Round Dance brackets at the discretion of the (Convention) Programme

38.05The general requirements for the Round Dance sessions shall be as follows:

38.051

38.052

38.06

38.061

38.062

38.063

The MC of all Round Dance sessions should be a teacher defined by ARDA By-Laws and Guidelines.

Dances in all brackets shall be from the most difficult to the easiest, in descending order, so as to avoid a rush onto the floor at the commencement of the bracket or dancers walking off whilst others are still dancing.

The general requirements for the main Round Dance session shall be as follows: The afternoon should be reserved for this session.

A suitable hall should be made available for this session.

The time shall be three hours. Preferably the first period of the session (one to one & a half hours) shall be set aside for the presentation and voting of the “Provisional” Showcase rounds from the immediate past convention. It will also include the

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presentation and dancing of the “Provisional” Showcase rounds nominated for the

current convention.

The Showcase Session should be programmed to encourage callers’ involvement with the Showcase Rounds. Nothing should be programmed in opposition to the “Provisional” Showcases (first period of this session) to enable all dancers to dance and cast their votes.]
The Round Dance programmed material shall be selected as per ARDA By-laws and Guidelines.
Complete guidelines for this session are listed in ARDA By-Laws, with a copy available from
The general requirements of Provisional Showcase rounds are as per ARDA By-Laws and Guidelines
The general requirements for the half hour Round Dance sessions preceding the evening Square Dance sessions shall be as follows:

38.081 The Round Dance programmed material shall be selected as per ARDA By-Laws and Guidelines but are to be limited to ARDA Category A levels.

38.09 The general requirements for the Round Dance brackets in all Square Dance sessions shall be as follows:

The time to be allowed for a Round Dance bracket of two Rounds shall beeight
The Round Dance programmed material shall be selected as per ARDA By-Laws and Guidelines but are to be limited to ARDA Category A levels

38.10 The general requirements of Experimental sessions are as per ARDA By- Laws and Guidelines:

38.112 Any higher-level dance session(s) will be organised by ARDA to provide an opportunity to dance from rhythms not commonly danced and/or not on the National Convention Dance List

38.12 The criteria for eligibility of a Round Dance Cuer to cue at a National Convention are maintained by ARDA .

ARDA shall share with both the Round Dance Programme Manager and the (Convention) Programme Manager a printout of all the Cuers registered to cue showing each Cuer’s level of eligibility, the year when information was last supplied and the previous National Conventions at which the Cuer had
Overseas delegates (Cuers, Teachers and Leaders or the equivalent) though not being members of ARDA, should be given the opportunity to
ARDA shall determine the eligibility of and seed all Cuers who have registered. To assist them in the task of determining eligibility and seeding, they should consider information from the following sources:
- Information provided by the
- Information from the ARDA
- Information from State Round Dance Associations or Alternative State Associations .
- Information from relevant overseas sources in the case of visiting overseas Cuers.

38.13

38.131

38.132

38.14

38.15

The following guidelines are to be observed: The use of cue €af€l.s. sheets shall be permitted.

In consultation with the Round Dance Programme Manager The (Convention) Programme Manager has the right to restrict the total number of Cuers.

Application to Cue – (Refer Clause 34.) Cuer selection and Programming

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Whilst it may be considered desirable to have all registered Cuers who are eligible

appear on the programme, it should be remembered that dancers are travelling from interstate and overseas and they would expect the best cueing available.

The Convention Committee has the right to restrict the total numbers-of Cuers on the programme

CLOGGING

39.01

39.02

39.03

39.031

39.032

39.033

39.04

39.041

39.042

39.043

39.044

39.05

39.051

39.052

39.053

39.054

39.055

39.06

39.061

39.062

39.07

39.071

39.072

The Convention Committee shall elect a selected Clogging Leader to manage the Clogging Sessions .

In the absence of anyone in that State considered suitable they shall seek advice from the Australian Clogging Association concerning the programming and managing of the Clogging sessions.

The Convention Committee shall provide the following in the Convention Programme:

A main Clogging Session .

Additional Clogging Sessions at the discretion of the Convention Committee. Seminars and Lectures on Clogging as may be requested.

The general requirements for Clogging Sessions shall be as follows: –

A suitable hall of adequate size shall be made available for the Clogging Session(s).

Any hall used shall be capable of dancing up to 50 persons and have a floor suitable for the activity.

The minimum time allocation for the Main Session shall be 2 hours duration. Any additional Clogging Sessions should be a minimum of 30 minutes duration.

The Programme shall be prepared by the Selected Leader and submitted to the Convention Committee for approval in time for inclusion on the printed programme.

Specific song titles and Cuers’ names are not required to be printed in the official program. Suitable wording to be noted in the Programme Booklet would be “Clogging Session hosted by – Selected Leaders name” or something similar .

The Selected Leader shall reserve the right to nominate a Cuer for a particular dance and to amend the Programme at any time in consultation with registered Cuer/s.

The Selected Leader will programme dances from the current Australian Clogging Association National Dance List. Workshops may form part of the Programme at the discretion of the Selected Leader.

The Selected Leader may consider requests for special club favourites to include in the programme.

Each programme segment shall start and finish with an easy level dance. The Selected Leader should be mindful to include dances suitable for ‘Square Dance Cloggers’ who may not attend a regular clogging club.

The criteria for Eligibility of a Clogging Cuer to Cue at a National Convention are maintained by the Australian Clogging Association (ACA).

On request the ACA shall supply to the Convention Committee a printout of all Cuers registered in its data base showing each Cuer’s level of eligibility and the year when information was last updated.

Guest Cuers, in particular visiting Overseas Cuers or the equivalent, who do not meet the above requirements, may be invited to Cue, subject to approval by the Selected Leader, who shall investigate and report on their suitability before they are listed on the Programme .”

Application to Cue Refer to Clause 34.

The Selected Leader shall satisfy the Convention Committee concerning the suitability

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of applicants and thei ability to professiona lly cue or in the case of teaching, are

suitably qualified to teach the nominated dance,prior to accepting the application.

39.08 It will be the responsibility of the Selected Leader to provide quality music for the selected Programme along with relevant cue sheets.

40. MEETINGS, SEMINARS, LECTURES AND DEBATES

40.1 Recognised Societies, Groups and Organisations who regularly hold meetings at the Convention are included herein.
40.11 Appropriate rooms or halls shall be provided as mentioned herein.
40.12 Interested Dancers are invited to attend all meetings as observers, space permitting. However, the right is reserved by the various committees to have segments of the meetings held in camera when it is considered public discussion and debate could not be in the best interests of Square or Round Dancing.
40.2 The Dancers Interest Meeting:
40.21 A hall accommodating a minimum of one hundred is required.
40.22 A duration of three hours should be allowed (Refer Clause 41 and 42).
40.3 The Australian Callers Federation.Three meetings are required, with the possibility of an additional seminar being required.
40.031 #1 A Board Meeting. Allow a total number of 20 and a duration two and a half hours.

40.032 #2

40.033 #3

The above meeting will be immediately followed by a National Callers’ Meeting. Allow a total number of 60 and duration of three hours.
A second Board Meeting. Allow a total number of 20 and duration one and a half hours.”

40.034

40.04

40.041
40.05

40.06
40.061

40.062

40.063
40.064

40.07

40.071

40.08

Behind The Mike. This seminar is to provide information to Dancers who may have an interest in taking up Square Dance Calling or in understanding some of what is involved in being a Square Dance Caller. Allow a total number of 50 and a duration of two hours to be set aside in an appropriate hall with Sound Equipment. Confirmation details and Guidelines are to be obtained from the ACF Liaison Officer.
The Australian Round Dance Association. One meeting is required. Allow a total of 20 persons and duration of three hours.
Should the above finish early,the remaining time can be used for educat ion purposes. The National Square Dance Society of Australia which includes the Review Editors Meeting. Allow a total of 25 persons and a duration of three hours.
The ANSDC Board Inc. Two meetings are required:
The first Meeting shall be held prior to the commencement of the Convention. Allow for a total of 30 persons and duration of three hours.
The second Meeting shall be held after the Dancers Interest Meeting, but not necessarily immediately thereafter. Allow for a total of 30 persons and duration of two hours.
No other meetings are to be held during the time ANSDC Board Meetings take place. The Convent ion Committee shall give advance notice to Board Members of the time and place of the first Board Meeting of the Convention which usually takes place before the Convention gets under away and the members need to know whether to arrive a day early.
The Convention Committee should also permit meetings of Dancers for other reasons as long as they are Dance related, subject to satisfactory notice being given.
When requested to do so, the Convention Committee shall provide a Chairperson suitable to the particular meet:ing, where the anticipated number is in excess of 30.
The Convention Committee should organise Semina rs, Lectures and Debates on

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matters pertaining to Square Dancing, Round Dancing, Contra Dancing and Clogging in
an endeavour to increase the knowledge of Dancers and Callers/Cuers alike.
40.9 Provided no recommendations are expected from the above Seminars, Lectures and Debates, they may be held after the Dancers Interest Meeting.
40.10 In general, all Meeting Procedure shall be in accordance with that outlined for the Dancers Interest Meeting.
40.11 No meetings shall be held prior to 12 Noon on selected days that have a National or Religious significance . Eg. ANZAC Day and Good Friday.

41. DANCERS INTEREST MEETING PROCEDURE
41.1 The Board will appoint or approve a person to be the Chairperson for the Dancers Interest Meeting.
41.11 The Chairperson for the Dancers Interest Meeting shall be a person well versed in the proper conduct of meetings and procedure.
41.12 The Chairperson should preferably be someone with a knowledge of Square Dancing.
41.2 The meeting shall be conducted in accordance with Parliamentary practice and the normal guidelines for conducting meetings.
41.21 Reference is made to the following books, one of which should be on hand for reference:
(i) “The Law and Procedure at Meetings” by P.E. Joske, Q.C., M.A., LL.M.
(ii) “Guide for Meetings and Organisations” by N.E. Renton. A copy of this book is included in the List of Equipment owned by the Board. (Refer Appendix 4).

41.022
41.03

41.04

41.05
41.06

41.061

41.07

41.071
41.072

41.073
41.08

41.081
41.082

Both are published by the Law Book Company of Australia.
The Chairperson should use discretion on the strictness of proceedings, which shall depend on the nature of the matter discussed and the mood of the meeting.
The meeting shall commence at the stated time. Depending on the business paper, the normal allocation for the meeting is three hours.
A minimum of 45 minutes should be allocated for General Business.
The Chairperson shall be provided by the Board with a properly set out Agenda to follow. The Chairperson shall be assisted by the Board Executive Secretary who shall be able to provide the Chairperson with immediate re-call of motions.
The Convenor( s) and the Convention Secretary shall also preside at the Chairperson’s table so as to answer any questions and supply relevant information.
The Mover of a Motion shall have five minutes in which to speak and three minutes right of reply.
Other speakers shall be given three minutes .
Extensions of time may be granted if the appropriate Procedural Motion is received from the floor and passed.
The times stated may be varied at the discretion of the Chairperson.
Each Delegate is required to sign an attendance book stating his or her name, state and club before being admitted to the Dancers Interest Meeting.
Only Registered Delegates are to be admitted to the Dancers Interest Meeting. Area or State Reports published in The Convention Review are to be taken as read.

42. DANCERS INTEREST MEETING MATTERS
42.1 The agenda for the Dancers Interest Meeting will be set by the Board and sent to the Convention Committee for inclusion in the Programme Booklet.
42.2 The Convention Committee shall receive the Minutes of the previous Dancers Interest Meeting together with the Audited Financial Statement from the previous National

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Convention.
42.021 The Convention Committee shall arrange for their printing and circulation prior to the Meeting so that they may be taken as read.
42.3 The business shall be as follows:-
(i) Welcome by the Convention Convenor who will acknowledge the Chairman of the Board and introduce the Meeting Chairman (Ref 41.01)
( ii) Confirmation of the Minutes of the previous National Convention Dancers Interest Meeting and business arising.
(iii) Reports from the immediate past Convention Convenor and presentation of an audited Financial Report.

42.032

42 .033

42.04
42.041

42 .042

42.043
42.044

42.05

42.051

42 .052
42.06
42.061

42 .062

42.063

42.07

42.08
42.09

42.10

This report from the Convenor(s) of the previous Convention shall contain several statements which are best explained by that Convenor(s) or their representative rather than taken as read. These matters include financial statements and how the money has been expended and distributed along with details of all sponsorships acquired by this Convention Committee and how these matters were handled and expended.
There shall also be a statement accompanying the Financial Statement revealing any complimentary accommodation or travel acquired by the Convention Committee and how those matters were handled and expended .
Reports from State Societies and Areas or Country from which Delegates are present. State Reports and other material for Meetings will be found in the Special Edition of the Australian Square Dance Review supplied in the registration pack, the cost of which will be borne by the Board.
The Report shall provide details of the general progress of Square Dancing in that Area, rather than merely reporting past events.
The Report shall not exceed one typewritten page on A4 size paper.
The Report may be explained and/or augmented by the Area spokesperson for a maximum of three minutes.
Reports shall be received from representatives of the various meetings held by various bodies prior to the Dancers Interest Meeting. Eg. ACF, ARDA, TAWS, National Society, ACA.
Written Reports shall be given to the Board Executive Secretary within one month after the conclusion of the Convention.
These Reports may contain motions which should be listed under General Business. Report from the Board.
Statements on the progress of arrangements for the Convention to be held 2 years hence.
Statements on the progress of arrangements for the Convention to be held 1year hence.
Announcement of the awarding of the Convention to be held 3 years hence by the Board Chairman.
Special Business for which written notice has been given to the Board Executive Secretary .
General Business.
Items discussed as Special or General Business may be recorded as motions arising out of these Meetings and shall be written out and referred to the Board.
When in the opinion of the Board Management Committee, there is a subject(s) to be dealt with at the Dancers Interest Meeting that would preclude the normal business being conducted within the set time, an Extraordinary General Meeting shall be held at an advertised time prior to the commencement of the Convention with the nominated subject(s) as the only business.

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42.11 Should an Extraordinary General Meeting be held, notice of the Meeting shall be
prominently advertised in the Australian Square Dance Review and made available for publication in State magazines at least four weeks prior to the Convention (time permitting).

43. RECORDING OF MEETINGS

43.1 Accurate records of all meetings may be kept by way of audio recording.
43.11 Recordings if required are to be forwarded to the appropriate Secretaries of the Meetings within one month of the conclusion of the Convention.
43.12 Recordings shall be kept until the following Dancers Interest Meeting for reference or settlement of any dispute.
43.13 In the typing of any minutes no short cuts should be made. The whole motion should be typed out in full context.

44. CONVENTION PROGRAMME BOOKLET
The Convention Committee shall cause to be published a Convention Programme Booklet using the following guidelines .

44.1 The Convention Committee shall publish the following Emergency Call for Medical Aid procedure and symbol in the Convention Programme Booklet and ensure that all aspects of it are able to be instantly implemented:
44.011 Emergency Call for Medical Aid
The “raising of hands” signal is the standard indication of an Emergency Call for Medical Aid . This signal is designed for use by Dancers to notify the Caller of a medical problem in their Square. When such a problem occurs, important minutes can be lost in the frenzy of waving arms and explanations which cannot be understood across a crowded floor. Dancers should carry out the following procedure:
Step 1 When a Dancer is in difficulty a second Dancer shall attend him/her.
Step 2 Remaining couples are to join hands and take a step backward. this will allow the injured person and attendant air and room.

Step 3
Step 4

Step 5

Raise joined hands as high as possible in the form of an arched circle.
On seeing this signal, the Caller or Hall Monitor will immediately place an EMERGENCY CALL for MEDICAL AID.
Dancing should continue or resume as soon as possible so as not to attract attention to the person in difficulty.

44.02

44.021

44.022
44 .023
44.024
44.025
44.026
44.03

Within the Convention Programme Booklet, the committee should list all other information for dancers (such as Round Up procedure, seating, parking, etc), all dance levels (programmes) to be danced and the competency required to attend these sessions.
Mainstream Sessions – for Dancers who have completed the full Mainstream Programme.
Plus Sessions – for Dancers who have completed the full Plus Programme. Introduction to Al – for Dancers who have completed the full Plus Programme. Al Sessions – for Dancers who have completed the full Al Programme.
Introduction to A2 – for Dancers who have completed the full Al Programme.
A2 Sessions – for Dancers who have completed the full A2 Programme.
Within the Convention Programme Booklet each Square Dance session should be listed as: –
SESSION NAME: VENUE: TIME: REQUIRED DANCER COMPETENCY. e.g. PLUS: HALL 3,
2 :00 pm – 4:00 pm. For Dancers who have completed the full Plus Programme. DRESS

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CODE. e.g. Full Square Dance Att ire/Relaxed Square Dance Attire.
44.4 The Convention programme shall refrain from the use of “extended applications” and substitute them with “workshop”.
44.5 The Convention Committee shall include the definition of Workshop in the Convention Programme Booklet and/or other material to ensure that the Dancers are well informed of what to expect.
44.6 Definition: Material used in a workshop session shall relate to the Dance Programme in which the workshop is featured.
44.7 For instance, if the Workshop is programmed in a mainstream session then the material selected for the workshop should relate to the Mainstream Programme in some way. Moves from other programmes may be chosen but consideration must be given to ensure the material does not coincide with “Introduction sessions” to other programmes.
44.8 In setting out the Convention Programme Booklet the following should be considered:

Front Cover Inside Cover Back Cover

The actual details of the current Convention. The Convener’s message.
The up-coming Convention advertisement.

Inside Back Cover The Convention Committee Other pages should include:
Information for Dancers. Meetings at a glance.
Programme at a glance. State Colours.
List of Callers and Cuers. Acknowledgements.
Dancers Interest Meeting Agenda. (Refer Clause 42.01) Square Dance Dress Code
The National Anthem.
44.9 The Convention Programme Booklet should be set out to ensure that each page contains only one session of the actual Dance Programme.
44.10 The Convention after next should only have half a page advertisement basically just covering the details.

45. DELEGATE DANCING STANDARD AND BEHAVIOUR

45.1 Whilst attending the Convention a dancer is fully expected to comply with a Code of Conduct which will enhance the image, pleasure and functioning of the Convention.
45.2 The Conveners intend this code to maintain long recognised standards for all delegates and guests. The code is about our values and our intention to extend courtesy, respect and friendliness to all.
45.3 This Code of Conduct will cover all facets of the Convention including Meetings, Dances and all other functions included in the Convention.
45.4 If a Delegate breaches the Code of Conduct and the issue/incident requires escalation, then a Board Member must be notified immediately. The Board Disciplinary Process will then be enacted.

46. DELEGATE CODE OF CONDUCT

46.1 Only Dancers capable of dancing to the Programme stated shall be permitted to dance.
46.011 Where it is patently obvious that a Delegate is unable to dance the stated Programme; the Committee shall approach the person in question and request his or her non-

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participation. If the offender persists, they are to be asked to surrender their
Convention Ribbon and leave the dance floor.

46.012

46.02

46.021
46.022

46.023

46.024

46.025

46.03

46.031

46.04

46.05

46.06

46.07
46.08

The person may remain as a spectator providing an undertaking not to attempt further dancing is given.
Every Delegate is charged with the responsibility of being fully aware of the etiquette of Square Dancing and shall conduct himself/herself accordingly.
Square Dance etiquette may be defined as follows:
A Dancer must conduct himself or herself with courtesy and good manners, in particular towards fellow Dancers.
When on the Dance Floor one shall pay attention to and follow the instructions of the Compere, Marshals and Caller and shall remain in the set until the conclusion of the bracket.
When dancing, a Dancer shall dance smoothly in such a manner as to assist in the
enjoyment, safety and comfort of fellow Dancers.
A Dancer must maintain a high standard of personal hygiene and grooming so as not to give offence to fellow Dancers and maintain the general high standard of the Square Dance Movement.
The Committee shall reserve the right not to admit anyone, who in their opinion:-
(i) is improperly dressed or
(ii) who is not in fit and proper control of their faculties or
(iii) is considered liable to give offence to other Dancers or
(iv) considered under the effects of alcohol or
(v) considered under the effects of drugs.
It is recommended in the case where the person in question has a Convention Ticket, a decision be made by the full Committee, then the remaining portion of the Ticket, less a cancellation fee, be refunded.
No person is to be permitted on the Dance floor who is not neatly, cleanly and correctly dressed in recognised Square Dance attire. This shall not preclude a person specially attired for novelty and demonstration items.
The Committee shall reserve the right not to admit anyone, who in their opinion, has exhibited unwarranted behaviour. These behaviours include, but not limited to:
(i) Inappropriate physical contact,
(ii) Unwelcome sexual attention,
(iii) Verbal comments that are demeaning,or discomforting,
(iv) Unwanted or unwelcome behaviour (sexual or otherwise) which makes a person feel offended, humiliated or intimidated,
(v) Using bad language,
(vi) Harassing photography or recording,
(vii) Ignoring reasonable requests to change one’s behaviour,
(viii) Stalking, deliberate intimidation, or unsolicited following,
(ix) Advocating for or encouraging any of the above behaviour.
It is recommended in the case where the person in question has a Convention Ticket, a decision be made by the full Committee, then the remaining portion of the Ticket, less a cancellation fee, be refunded.
Smoking in any form is not permitted in any Dance hall areas or meeting rooms. Alcohol shall not be consumed on the premises, except as noted (Refer Section 16.062)

47. SQUARE DANCE DRESS CODE
Standard of dress and general appearance will, at all times, determine the privilege of dancers to enter and participate in the dance function and shall be consistent with the

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dignity of the event . It is the Dancer’s responsibility to comply with these regulations
for themselves and their fellow dancers.
Full Square Dance Attire should be worn at all Evening Dance Sessions with the only exception being Special Programmed Dance Sessions or environmental conditions. Morning and Afternoon Sessions are at the discretion of the Convention Committee.
If a person’s dress is considered inappropriate, the committee may discuss this with the person concerned.
47.1 FULL SQUARE DANCE ATTIRE FOR MEN SHALL BE INTERPRETED AS FOLLOWS: –

47.11 SHIRTS – Shirts must be neat and tidy, have a collar, buttoned, long sleeve shirt, and tucked in complete with bolo tie, cravat or similar.
47.12 TROUSERS – Tailored trousers, slacks, or non-faded jeans/chinos shall be neat and tidy, slashed, ripped or frayed clothing is not appropriate.
47.13 SHORTS – Dress shorts are permitted only in conjunction with long roll top socks.
47.14 FOOTWARE – Clean shoes, dancing pumps or dress boots shall be worn and shall be of a type that will not mark or damage the floor .
47.15 5 HAT ETIQUETTE – The wearing of a hat is permitted when part of a demonstration or whilst on stage only. Hats must be of western style unless specific to a themed performance. Venue restrictions take precedence over this point.

47.2 RELAXED SQUARE DANCE ATTIRE FOR MEN SHALL BE INTERPRETED AS FOLLOWS: –

47.21 SHIRTS – Shirts must have a collar and be neat, tidy, and tucked in. Must be Square Dance appropriate and NOT surf brands, T-Shirts, sleeveless shirts, singlets, football, and other sporting shirts, fluoro work shirts, shirts with large advertising/printing are unacceptable .
47.22 TROUSERS – Tailored trousers, slacks, or non-faded jeans/chinos shall be neat and tidy.
Overalls and work wear, track pants are unacceptable.
47.23 SHORTS – Tailored shorts, drawstring shorts must be neat and tidy. Football shorts, sports shorts, board shorts, cut-off jeans are unacceptable.
47.24 SOCKS – Walk socks or sport socks permitted with shorts. Football socks or work socks are unacceptable.
47.25 FOOTWEAR – Walk shoes, sport shoes or regular dance pumps permitted. Work boots, sandals, thongs, spiked shoes, desert boots and bare feet are unacceptable.
47.26 HAT ETIQUETIE – The wearing of a hat is permitted when part of a demonstration or whilst on stage only. Hats must be of Western Style unless specific to a themed performance. Venue restrictions take precedence over this point.

47.3 FULL SQUARE DANCE ATTIRE FOR LADIES SHALL BE INTERPRETED AS FOLLOWS: –

47.031 DRESS I SKIRTS – the wearing of a full-type Square Dance dress or skirt and blouse. Full backless-type, bare back or bare midriff dresses or blouses are not acceptable. Prairie style skirts are an acceptable alternative at all sessions.
47 .032 PETTICOATS – American style petticoat with suitable discreet underwear . Remember, you may not see what you have on (or do not have on) under your petticoat, but the spectators and dancers sitting on the sidelines will be very knowledgeable about your underpinnings, or lack of them.
47.33 SHOES – Clean, low-heeled, or flat-heeled shoes or jiffies of a type that will not mark or damage the floor shall be worn. Spike or small type heels are banned (heels must be a minimum 25 mm long in all dimensions in contact with the floor surface).
47.34 ACCESSORIES – Dress and jewellery must be such that they will not damage other Dancers or their clothing this includes badges and ribbons.

·

47.4 RELAXED SQUARE DANCE ATTIRE FOR LADIES SHALL BE INTERPRETED AS FOLLOWS: –

47 .041 DRESS I SKIRTS – the wearing of a full-type Square Dance dress or skirt and blouse. Full backless-type, bare back or bare midriff dresses or blouses are not acceptable. Prairie style skirts are an acceptable alternative at all sessions.
47.42 PETIICOATS – American style petticoat with suitable discreet underwear. Remember, you may not see what you have on (or do not have on) under your petticoat, but the spectators and dancers sitting on the sidelines will be very knowledgeable about your underpinnings, or lack of them.
47.43 SHIRTS – Shirts or blouses must be modest and be tucked in unless fitted or intended to be worn outside the trousers/shorts. Tank tops, T-shirts or sun tops are not acceptable.
47.44 BOTTOMS – Acceptable options include Skirts, Shorts, Tailored Slacks, Culottes. Brief skirts and shorts are not acceptable.
47.45 SHOES – Walk shoes, sport shoes, clean, low-heeled, or flat-heeled shoes or jiffies of a type that will not mark or damage the floor shall be worn.Spike or small type heels are banned (heels must be a minimum 25 mm long in all dimensions in contact with the floor surface). Work boots, sandals, thongs, desert boots and bare feet are unacceptable.
47.46 ACCESSORIES – Dress and jewellery must be such that they will not damage other Dancers or their clothing. This includes badges and ribbons.

47.5 ALL DELEGATES
All Delegates shall at all times wear their Convention Ribbon, and Name Badge of some form.

47.6 DANCERS WHO REGULARLY DANCE IN THE LEFT/RIGHT-HAND DANCER POSITION Ladies dancing in the left-hand position (usually referred to as the man’s position) should be welcomed without discrimination. Such ladies may adopt either the ladies attire with the addition of a coloured material sash or, if they exclusively dance in the left-hand position, the attire set out in the dress regulations for Men and those who regularly dance in the right-hand dancer position are to follow the dress regulations for Ladies.

48. PROMOTIONAL MATTERS

48.1 The Convention Committee shall use the Convention as a means for the promotion of Square Dancing, in particular in the area in which it is held.
48.2 In this respect the Convention Committee shall give advance notice of the Convention to all media organisations well prior to the event, so as to gain maximum benefit. Full co-operation is to be given to the media in all respects.
48.3 It is appropriate to point out that the Tourist Bureau Director or Tourist Officer is able to give suitable introductions and think of ideas that would be of great assistance to the Convention, as the more this authority can lay claim to a tourist influx to an area, the more kudos for them.
48.4 News stories must be newsworthy rather than just factual. If unusual or different angles or facts can be used, then the item becomes newsworthy.
48.41 Possible stories can circulate around the following:
(i) Overseas Guest;.
(ii) Visiting Official Visitors.

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(iii) Features of the Programme.
(iv) Particular human-interest stories.
(v) Record number of Delegates for the area.
(vi) Well known identities opening the Convention.
(vii) Declaration of Square Dance Week for the area, etc.
48.5 The most suitable occasion for Television coverage is the Official Opening and the Grand Parade and Dressed Squares Segment.
48.51 The most suitable time for Television is mid-afternoon, in time for the news programme. There is possibly a better chance with Television Stations that show hourly news programmes.
48.52 Television Stations should be advised months beforehand so they can organise their crews and schedules, with follow up reminders.
48.06 If sufficient space is available, the provision of visitors’ seats for spectators should be well publicised.

49. CIVIC RECEPTION

49.1 It is often appropriate for a Council to hold a Civic Reception for a Convention of this size. Approaches should be made through the local Council or Tourist Authority in the early planning stage.
49.11 If a Civic Reception is held, it is preferable for it to be held prior to the Convent ion.
49.12 Invited Dancers should be appropriately attired.
49.2 The numbers for the Civic Reception should be ascertained and invitations forwarded well beforehand to alleviate any possible alterations to travel arrangements by Delegates.
49.21 Invitations to attend a Civic Reception should be in the following order, depending on the numbers invited and all invitees should be registered dancers.
(i) The Convention Committee.
(ii) Special Overseas Guests or Delegates.
(iii) Australian National Square Dance Convention Board members including Life Patrons.
(iv) Callers and Cuers and Organisers who should be invited because of their long devotion to the promotion of Australian National Square Dance Conventions.
(v) Presidents of State Organisations.
(vi) Life Members of various related organisations .
(vii) Partners where applicable must be registered Delegates

50. GUEST(S) of HONOUR

50.1 When deciding on the official opening and agreeing to invite a prominent Square Dance ldentity(s) the Convention Committee should consider the following:
50.11 This invited Guest(s) of Honour should have contributed to the Square or Round Dance activity at a National level for an extensive number of years.
50.12 Consideration should be given to retired or semi-retired people rather than those still actively involved at a national level as these people may be honoured at a later date. However, consideration should be given as to whether future opportunity to honour someone is reasonable.
50.13 The Committee should consider paying for the Guest(s) of Honour’s accommodation for the period of the Convention (Friday, Saturday and Sunday evenings). If the Guest(s) of Honour hc1s a Spouse or Regular Partner, they should be included. The
Guest(s) of Honour and Spouse (partner) should be provided with complimentary
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Dance Tickets to the Convention including any Official Functions.
50.14 The decision to pay for or reimburse travel costs should be made by the Committee after regarding the distance or mode of transport and the Convention budget. This should also extend to the provisions of meals. Whatever the decision, the Guest(s) of Honour should be informed at the time of the invitation.
50.15 The Committee should consider budgeting for a gift in recognition and appreciation for the Guest(s) of Honour. This should be presented publicly at the Opening Ceremony.
50.16 The Committee should appoint a liaison person (host or hostess) whose function is to ensure the Guest(s) of Honour is looked after and is able to meet their commitments over the course of the Convention.
50.17 The Guest(s) of Honour should be acknowledged at any meeting or special function they attend.

51. ARCHIVE REQUIREMENTS

51.1 The full set of scanned/digital records to be forwarded to the Archives Manager in accordance with Clause 8.033 shall include the following information:
1. Registration form and accompanying information 2. Any official envelope, letterhead and logo.
3. A copy of any Australian Square Dance Review advertising.
4. A copy of any newspaper or other form of advertising.
5. Promotional pamphlets produced.
6. Confirmation forms where applicable for
(i) Registration,
(ii) Accommodation,
(iii) Tours.
7. A minimum of three copies of the Convention Programme Booklet.
8. Tickets for dances, creche and any other tickets issued in conjunction with the Convention.
9. One set of ribbons for each State, overseas visitors, marshals, officials and the like.
10. Any other information sheets that are produced including the following.
(i) Transport information.
(ii) Creche Instructions.
(iii) Times and details of meetings.
11. Instructions and information given to Callers, Cuers, Instructors and others, together with details of Dressed Set Dances.
12. Special Function letters and/or invitations including copies of letters to officials.
13. Copies of Notices of Special Meetings and the like.
14. Round Dance Showcase voting slips and results list forms. 15. If used, details of roster slips for Marshals and the like.
16. A copy of any Appreciation Certificates and similar documents.
17. Copies of any correspondence received praising the Convention .
18. Copies of any complaints received and a statement on whether they were justified and how they were handled.
19. Copies of any agreements that had to be made with any Statutory Authorities highlighting any features such as special conditions considered important to note for future Conventions.
20. A reference to the issue number of the Manual in force at the time of the Convention.
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21. A copy of the Minutes of the Dancers Interest Meeting.
22. A copy of each State or Area report.
23. A copy of all reports submitted to the Dancers Interest Meeting. These shall include the following: –
(i) The Callers’ Report,
(ii) Report from State Societies,
(iii) Clog Dancing Report,
(iv) Round Dancing Report,
(v) The Board Report
(vi) Report from previous Convention
(vii) Reports from the next two Convention Committees,
(viii) Any other reports brought forward.
24. A copy of all Minutes of meetings held at the Convention except where confidentiality is claimed. These minutes shall include the following:
(i) Callers’ Annual General Meeting,
(ii) The National Square Dance Society of Australia Annual General Meeting,
(iii) The Australian Round Dance Association Annual General Meeting,
(iv) The Editors’ meeting of the Australian Square Dance Review,
(v) Any other meetings held.
25. Written or taped copies of any Lectures, Seminars or Debates held.
26. Copies of any photographs, official or otherwise, that may be taken.
51.2 The purpose of requiring this information is to advise future Convenor(s) and assist them in organising their Conventions and as a guide to solving any problems that may arise in the future.

52. ACCOMMODATION

52.1 The Committee may assist delegates to arrange and organise accommodation.

52.2 The Committee will provide a list of hotels, motels, caravan parks and other private accommodation. The list should contain their standards, contact details and distances from the main venue.

53. AMENDMENTS TO THE MANUAL

53.01 This Manual may be amended as follows:

53.11 Any Dancer may at any time submit a suggestion to amend the Manual to the Board.

53.12 The Board shall acknowledge receipt of any suggestions and advise the person in writing of the result. If the suggestion is not accepted the Board shall advise the Dancer of the reason.

53.13 The Board may instigate amendments for the Manual in its normal course of operations at any time. The Management Committee will distribute a copy of the amendment for comment to all Board Members once finalised. Any comment should be made in writing to the Board one month prior to the next AGM or special meeting.

53.14 An amendment shall only be considered as being passed when approved by a 75% majority vote of the Board.

53.15 The Board shall announce any alterations made at the Dancers Interest Meeting and amend the Manual as required.

53.16 Any amendment to the Manual will take effect from the AGM or special meeting at
which it was made, however, if it is to the disadvantage of any future Convention currently approved, then a dispensation is to be considered by the Board.

53.17 Nothing contained herein shall prevent the Board from passing a motion setting aside a particular requirement for one Convention where it is in the best interests of that Convention, provided that the motion is passed by a 75% majority of the Board.

53.18 Any amendment to the Manual will be subsequently published in the Australian Square Dance Review*, the website (if available) and made available for publication to State magazines*. If the amendments are not advertised due to any reasonable reason, the Board may still deal with them in the normal course and detail it fully when advert ising any approved amendments in the Australian Square Dance Review.

* Depending on timing of submission and publication dates of the Australian Square Dance Review and State magazines.

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CERTIFICATION

I hereby certify that to the best of my knowledge, the above is a true and accurate copy of the MANUAL FOR THE OPERATION OF AUSTRALIAN NATIONAL SQUARE DANCE CONVENTIONS, as amended up to 27th April 2022.

Certain matters of fact may have been altered in accordance with approved practice.

Signed: ……………………………………………………………….

Print Name: ………………………………………………………………..

Date: 15th March 2025

COPYRIGHT

This document, MANUAL FOR THE OPERATION OF AUSTRALIAN NATIONAL SQUARE DANCE CONVENTIONS is copyright. It may not be copied or used in any form without the written permission of the Australian National Square Dance Conventions Board Inc.,except where it is used for discussing or dealing in matters relating to Australian National Square Dance Conventions.

MANUAL FOR THE OPERATION OF

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