Barn balls have become very popular for all types of events, from wedding receptions to corporate events, birthday parties and town parties, even prom nights! I think its popularity is due to the fact that people of all ages enjoy these events equally. Here is my guide to planning and running a successful event.
The place
Barn dances are rarely held in barns, so there is no compelling need to go find a friendly farmer and ask him to loan you his barn. In fact, barns can be very poor places (unless they are specifically prepared or designed for such events) as there are often no amenities like bathrooms, etc. They can also have a rental to cool them down a bit and can be quite dusty when the dancers start to kick up the dust from the ground unless the barn has been meticulously swept and cleaned beforehand. Sometimes it is better to choose a location such as an auditorium, a classroom, or a large hotel. If the barn dance is for a wedding, a room in the hotel where the wedding reception is taking place is usually the norm. The band will also need space to set up your equipment. Ask them how much equipment they have and how much space they will need. You couldn’t get, say, a five-piece band with a drum set on a stage that’s only designed for a duet. Always make sure there is enough space for the dancers to dance. A barn dance will need a larger dance floor than a disco. Ask the venue how big the dance area is.
Choose a band
Most barn dance bands have a website these days where you can listen to snippets of their music or watch videos of their live performances. Choose your band that suits the occasion and the likely taste of your guests. Remember that a barn dance band must also be heard and danced.
Barn dance bands come in a variety of different forms, from the traditional accordion, guitar and violin arrangement to the more rock and roll electric barn dance bands. Most bands sing a song between dances so there is always some entertainment throughout the dance. The more rock and roll end of the bands will generally have some rock and roll numbers by the end of the night and be able to “mix things up” a bit to suit everyone.
When choosing a band, it is true that you get what you pay for. Don’t choose just because of the cost. It may be better to pay more than you bargained for to have a night that everyone remembers for the right reasons and not the wrong ones. Almost all barn dance bands come complete with a caller, but always remember to ask if this is the case. Make sure your band equipment is PAT tested and that the band has liability insurance. This is becoming mandatory in many places and all dance bands must have such insurance.
Catering
Most of the dances have some type of food for the guests. It can be a simple buffet, a stew, or even a pork roast at a larger event. Typically, your meal break is scheduled about halfway through the process. So if the dance started at 8pm, the buffet would start serving around 9:30 pm Some venues insist that you use their own catering services. Please check this beforehand.
You will also need a bar at your event. There are exceptions, such as church socials, etc., where this is considered inappropriate. Ask if the venue has a bar or if you will need to bring one to cover your event.
What Happens During a Barn Dance?
The band will arrive in plenty of time to get their gear ready for the barn dance and do a preliminary sound check to make sure everything is okay. Although the dance may have been designated to begin at a certain time, a band cannot perform if there are not enough people on time. This is something that should always be kept in mind.
Before the evening entertainment begins, the caller will contact the organizer to make a final check of the start time and the times of breaks, etc. It is customary for the band to perform two separate periods with a pause in between.
During the dance, your guests will need some breaks between the dances. During the interval between their first performance and the next, the band often provides background music on their sound system. If not, the place can usually provide this for you.
If a buffet or hot meal is to be served overnight, the interval is usually the best time for snacks. This is also usually the time for organizers to give speeches or give out gifts or prizes.
Make sure your band equipment is PAT tested and that the band has liability insurance. This is becoming mandatory in many places and all dance bands must have such insurance.
When the performance begins, the caller will invite guests onto the dance floor and “walk through” all the dance steps in the barn before the actual dance begins. After the start of the dance, the caller will continue to shout the moves throughout the dance (so no one needs to have a good memory). And remember, mistakes only add to the fun and joy.
Barn dances can be a lot of fun for all ages. Enjoy planning your event!
