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General Planning Calendar

Last updated 4/5/06

GENERAL TOPICS

MEETINGS

Approximately Monthly. Less frequent in Summer. Increasing to weekly with the performer scheduling meeting 5 weeks before the Festival

NEWSLETTERS

Four a year. Approximately January, May, September, October, more if deemed useful. Each newsletter costs money to print and mail, but they are a way to keep in touch with the AFF supporters. Each newsletter also puts the membership form in front of people, bringing in numerous memberships, both new and renewal.

Once a year, the newsletter should have the USPS label endorsement in a USPS approved location "RETURN SERVICE REQUESTED" [the current (2004) USPS wording]. This will mean newsletters sent to bad addresses will be returned to us (with a postage due charge, a necessary cost to make the database person's life easier) so that the database can be updated and dead addresses culled. The MAY NEWSLETTER is probably a good time for this because being a small newsletter, the returns will only cost us one ounce of postage.

The newsletters will ALWAYS contain Membership Form (backing it against the mailing label area in the layout is best).

Other newsletter items usually include a list of Board Members, AFF contact information, membership solicitation.

POSTER ART & MERCHANDISE

Art work is solicited with a fall due date for submissions. Merchandise is worked on from December (maybe) or January (definitely).

GUEST ARTIST

Work on Guest Artist is on-going. We need to start nailing down the next Guest Artists following the finish of the AFF, in April.

AFF VENUES

Centennial Hall we can schedule up to 7 years ahead (the rules as of 2003). The Armory may go away at some point as a dance venue, or may morph into something else run by someone else that may or may not be available as a dance venue. The ANB Hall is NEVER available to anyone on Saturday night. Bingo trumps ALL other activities, even the Biennial Celebration

FUND RAISING CONCERTS

Possibilities for such concerts come up from time to time. Some we go for, some we don't, depending on who enthusiasm there is on the board for a particular artist. We want to avoid losing money on concerts, though breaking even is OK. They ARE a way to make some money, usually not a lot, AND have a nice concert. Scheduling a date without conflicting events is getting harder and harder to do.

MONTHLY CALENDAR


JANUARY


FEBRUARY

Scheduling Meeting:

PERFORMER APPLICATIONS due in our hands NOT LATER THAN 5 weeks before AFF (such as the Friday, 5 weeks and three days before the AFF). This "more than five weeks before" date may end up in late February or early March depending on the AFF start date.

The Scheduling meeting will be on, or very shortly after the Performer Application due date.

Tentative Schedule Mailing:

We will get the Tentative Schedule in the mail on or before the FRIDAY following the scheduling meeting, a little more than 4 weeks before the AFF starts, at the minimum. The Tentative Schedule with Cover Letter (containing essential performer information) will be mailed First Class to all the performer applicants (whether in the schedule or not) in sealed (USPS requirement) envelopes with number buttons.




MARCH


APRIL


MAY


JUNE


JULY


AUGUST


SEPTEMBER


OCTOBER


NOVEMBER


DECEMBER


AFF DATE SCHEDULING:

Future AFF dates - early April, but avoid Easter (schedule the immediately preceding Sunday as Set-up Day):

Future Dates:

Future Easters:
9 April 2023
31 March 2024
20 April 2025
5 April 2026
28 March 2027
16 April 2028
1 April 2029
21 April 2030