Look in An Orchard: How to Find the People You Need

When organising any event or class, especially for volunteers, the issue always comes up: how do we find the people we need to do this? Ask a group of people in a crowded room, and you'll probably be met with blank stares. So how can you find the right people to take something on?Common sense tells us, that if you want to find an apple tree, look in an orchard. Find people with similar interests, or experiences, who understand what you're trying to do, and the commitment it involves.

I was once talking to a ballet teacher, who told me, that they always seemed to have trouble finding new members to take part in the classes. This was before the Ballet Boyz made it popular again, and ballet had the same old stigma of being seen as an elitist, (even camp) artform; that the person on the street couldn't relate to. I said as much to the ballet teacher. Fortunately, they have since helped improve its image.

One other way to bring the people in, that I suggested to him; was to look among the other dance groups, and to offer ballet classes to voluntary students of other styles of dance. After all, dance is dance. The same basic discipline, approach and passion is involved; as I can confirm from working behind the scenes at DanceFest International. The warm ups, the costume issues, were virtually the same for performers of at least 4-5 different styles. So yes, volunteers who are already interested in learning dance are far more likely to be willing recruits to ballet classes.

In fact, the same logic applies to all organisers, who are looking for people to take part in things, or help run them.  For example, the new director of a theatre I know, was asking me where they could find the young people to get involved with the running of behind the scenes operations? Who could they find to be on the committees? I told him, that the best way to find people, is to ask the young people who are already on committees; for example student committee members, who are already active in running things, and who understand the processes and commitment needed to achieve them.

This could be done in a hundred different scenarios. If you want new organisers for a sports team, ask the members and organisers of existing teams if they are interested in getting involved. Chances are, there'll be members who want a new challenge, or slightly more responsibility, and you're better off asking those who are more interested in taking it on. Another good source of new volunteers and organisers could be the students of nearby colleges and universities. These young people often move into the area, and are keen to try new things. They can be offered membership of clubs and societies, or may have useful ideas to help run them. It's worth asking them.

The other good source, is of course, the retired professionals, who have the expertise and the time to spare. The amateur theatre societies I know, have a great many organisers with decades of experience, who retired from their day jobs, and decided to start, or help run amateur theatre societies. And of course, they deserve a role to be on stage too, for their efforts! But in all seriousness, this group of people could be a great help to clubs, societies, or events and festivals. At the very least, they would have good advice to offer, from their year of experience.

So, if you're trying to organise something, and can't get the people in, my advice is to ask the ones who are doing something similar, or who have the same interests. They at least, will understand what you're trying to do, and even if they can't offer their services, they may still have good advice about the people who could.

The Academy System, Making Use of All Auditionees

It sometimes happens, that too many young people come forward to be in the cast of a show, and because of the sheer number of auditionees, a lot don't make it in. The question arises: what to do with the auditionees who were unsuccessful? For amateur dramatic societies especially, there is one option that has proved

While doing voluntary youth work, and visiting Worcester Operatic Society, I became aware of their 'Academy' system. This is an arrangement for the young people who didn't get into the main show, to undertake workshops, and even perform mini shows in effect. At the time, there were an average of 80 young people on the waiting list to join the society, and it made sense to give them a chance. I encountered the same problem in another society, based in Brownhills, Staffordshire. Even with all adult supervisors and a full stage, they couly physically fit 70 young people in that stage: and there were 140 waiting to join.

So it made sense in all cases to use an academy system, (which the their leader has since introduced region-wide, after becoming Youth Adviser). The academy system has several advantages. First of all, it uses all the young people who want to be involved in a show, and gives them worthwhile training for their next audition. It allows them to be part of something, and learn discipline and techniques, that will be very useful later on. The major advantage, that I think is underestimated is: and director of the main show can sleep soundly at night, because there is a whole team of understudies ready to step forward into all of the principal or chorus roles.

On the down side of course, there is the issue of supervision. Who will supervise so many young people? Again, the adult cast members who were unsuccessful could be offered a chance to do this, (who are DBS/CRB checked of course), or the parents themselves. Another good option could be retired teachers, who have skills and the time to spare, to help the young people learn. It would be useful for the Academy group to work towards a mini show; perhaps a revue at the end of their training, or even learning to help backstage in the main production.

It makes sense to use an academy system, when too many young people (or adults) audition for an ameteur society: be it for music, acting, dance, or backstage work. We can ensure that all people who wanted to be involved are still part of the society and the show; and are ready to step forward when their next audition comes.