Bailonga

Bailonga’s manager of finances is responsible for the following:

• Bringing the cash box to the event every week
• Preparing and paying rent, any non-volunteer teachers or DJ’s, and any special guests
• Setting aside money for insurance, special events, or other larger expenses
• Tracking each week’s finances in the Bailonga budget spreadsheet
• Coordinating with other organizers on future budget
• Depositing excess cash into the Bailonga bank account
• Keeping a supply of appropriate change in the cash box

A high level of reliability, trustworthiness, and timeliness is required for this job as the event can’t start without the cash box present, and handling money is a sensitive and important job. Attendance every week is expected. The ability to carry a bag weighing 7-8 lbs up and down stairs is required.

This job does allow for weeks off if another person trained in the responsibilities is contacted and alerted about the temporary transfer of responsibilities.

Bailonga’s social media and marketing manager will have a flexible range of responsibilities depending on the skills and availability of the person in the position. They include the following core responsibilities that need to be performed on a weekly basis:

• Creation and sharing of facebook events
• Writing individualized copy for different events/audiences
• Updating a set list of platforms/websites with current details of upcoming events
• Sending emails to email lists regarding upcoming events
• Choosing relevant photos from an existing collection to add to certain platforms

This process typically requires 20-40 minutes to complete each week with the assistance of a template created for this purpose.

This position could be expanded to include any and all of the following:

• Weekly reminders via facebook and email lists on the day of the event itself
• Early creation of events and additional marketing for special events such as guest instructors or live music
• Expanding the current list of facebook groups and platforms used for marketing
• Collection and posting of relevant content updates to the Bailonga facebook or instagram accounts
• Collecting photos or videos at events for later use
• Creation of paid advertisements for the event or for specific special events via facebook
• Addition of new social media platforms that fit the event’s needs to regular marketing techniques

This position requires some basic knowledge of digital marketing, the differences between strengths and weaknesses of different social media platforms, audience targetting, content creation, and a significant understanding of Bailonga’s values, community, and offerings. Regular attendance is not required but is recommended in order to stay connected to the community’s current needs and motivations.

Bailonga’s scheduler is one of the few organizer positions that does not require regular attendance. The responsibilities are as follows:

• Contacting teachers and DJ’s from an existing roster to schedule for upcoming events
• Coordinating with organizers and DJ’s for special event plans
• Following up on unanswered emails or messages
• Keeping the online shared document with the schedule updated and accurate
• Ensuring all relevant info is filled out for the following week’s event no later than the morning of the Wednesday prior.
• Collaborating with other organizers to address last minute cancellations or a significant lack of available teachers/DJ’s coming up

This position requires a high level of reliability and the ability to stay on top of planning events many weeks before they occur. Normal events are usually scheduled a month in advance and special events are scheduled up to a year in advance.

This position can be covered by other trained organizers if a long leave of absence is expected but because event attendance isn’t required, the scheduler is typically expected to manage their time such that the schedule is filled out ahead of time, regardless of when the task is completed or how much time is dedicated to it.

Every event requires a minimum of two people available at both opening and closing, and one for hosting, though having 3-4 people makes the job easier. The host can also be an opener or closer. Our event starts at 7PM and ends at 10PM.

Opening involves:

• Arriving 10-15 minutes before the events start Setting up front desk with fliers, supplies, etc.
• Setting up any needed tables or chairs for the venue
• Turning on music for lesson
• Turning on overhead christmas lights
• Adjusting thermostat if necessary
• Ensuring both scheduled instructors are present

Mid event/hosting responsibilities include:

• Turning off overhead lights at the end of the lesson
• Answering community questions
• Coordinating with DJ for timing of announcements and delivering announcements of upcoming special events
• Coordinating with any special guests for performance timing
• Closing down front desk at 9:15PM
• Covering any gaps in front desk coverage

Closing involves:

• Packing up front desk
• Putting round tables back into storage closet
• Returning chairs to edges of the room
• Collecting ipod and any relevant cords
• Putting any left behind items in lost and found area
• Turning off lights and shutting doors to Ballroom

Opening and Closing responsibilities may require the ability to lift and carry tables and chairs across a large room, but the range of responsibilities is wide and varied enough that permitted there are multiple available volunteers on a given night, the more physically taxing ones can be distributed to those with ability to handle them, and lower impact tasks can be allocated to those who may be limited to them.