Big Dance Trafalgar Square 2016 By Akram Khan. Application and Participation Information Guide

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1 Big Dance Trafalgar Square 2016 By Akram Khan Application and Participation Information Guide 1

2 Special Invitation to be part of London s final Big Dance To open the 2016 Big Dance Festival on 2 July 2016, the Mayor of London and People Dancing invite 1,000 Londoners, aged 14 and over, to participate in a major dance commission by one of the foremost innovative choreographers in the world, Akram Khan. In the final year of Big Dance, the UK s biggest celebration of dance and dancing, this is a great opportunity for dance groups and individuals to learn a new piece of choreography by Akram Khan, and then come together for a unique afternoon of dance performances in an iconic London location. The performances will take place in the iconic setting of Trafalgar Square on Saturday 2 July. Apply by 10am on Monday 18 April Choreography and Rehearsal Process The full choreography for Big Dance Trafalgar Square (5 minutes) is a specially developed and extended version of the Big Dance Pledge choreography (3 minutes), created as London s signature Big Dance work, including specially commissioned music composed by Nitin Sawhney. Choreography, tutorial and documentary films for the first three minutes of the choreography are available to view here. You can apply to join the Big Dance Trafalgar Square performance as a Group or an Individual Participant. Once your place(s) have been confirmed, Group Leaders will be invited to a mandatory preparation and training day to enable teaching, learning and rehearsing independently, ready to bring the group to mass rehearsals with the full cast the final stage before the performance day. Group leaders should perform with their groups and be prepared to support creatively and lead during mass rehearsals and performance. Individuals who are not currently involved in an organised dance group led by a teacher or professional are encouraged to apply to join the Trafalgar Square performance independently. Each individual performer who is confirmed a place on this basis will be invited to a mandatory preparation 2

3 and training day to enable their full learning of the choreography and ongoing independent rehearsal, ready to attend mass rehearsals with the full cast the final stage before the performance day. Training Day (Group Leaders and Individual Participants only) As a Group Leader or Individual Participant, you must be available to attend one Training Day, where you will: meet other group leaders / individuals be taught the choreography by a representative from the Akram Khan Company be provided with practical information and a resource pack to fully prepare you to rehearse and prepare for the event. Group Leaders Training Days: 7, 8 or 14 May 2016 Individuals Participant Training Days: 15 or 22 May 2016 On applying for your performance places, you will need to confirm which training event you are able to attend. Places are limited at each training day and therefore your first choice may not be available at the time you apply, or you may be asked for a secondary choice when your places are confirmed. Your attendance is mandatory to confirm your group / your individual participation in the event: please keep the date free for your elected first choice training and be prepared to attend a different date if required. Tutorial Films Choreography, tutorial and documentary films for the first three minutes of the choreography are available to view here. You are encouraged to learn it before your Training Day. After you have attended the Training Day, additional tutorial films for the extended Trafalgar Square choreography and written resources will be provided to you as part of the resource pack. Mass Rehearsals (Full Cast: All Groups and Individual Performers) We will bring everyone who is performing on 2 July together at a London rehearsal site for rehearsals on the following dates: Sunday 19 June (10am 6pm) Friday 1 July (5pm 9pm) 3

4 Please be aware that Mass Rehearsals are mandatory. Performance on 2 July will not be possible for anyone who is unable to attend all Mass Rehearsals. All participants must be available to attend both sessions of these Mass Rehearsals. Costume This will be simple. You will need to source your costume at your own expense, but we will provide guidelines once we have confirmed your participation. Practical Notes to Consider Before Applying: Welfare Please be aware that we will be rehearsing and performing outdoors in British Summer Time. We will provide information and advice in advance of mass rehearsals and the performance day, but please consider the overall experience and commitment of the project before applying. Bags and personal property Please note that there will not be a secure area to leave bags at the rehearsal venues and that you cannot take bags with you onto Trafalgar Square for the performance. Please do not bring items of high value with you to rehearsals as we can t take any responsibility for lost or damaged property. At Trafalgar Square, you will need to leave your bags with a friend, family member or Group Leader who attends with you and who is not planning to dance. Timeline of Important Dates 18 April Deadline for applications 25 April Places confirmed, further information request to successful groups and individuals 6 May Return forms, provide all information requested to Big Dance 7, 8 or 14 May Training Days for group leaders 15 or 22 May Training Days for individual performers 19 June Mass Rehearsal 1 1 July Mass Rehearsal 2 2 July Big Dance Trafalgar Square performance event 4

5 Know more people who want to get involved? You are welcome to invite other groups or individuals. Tell them to visit the Big Dance website, read the information and sign up! Apply Now> 5

6 Frequently Asked Questions Is the choreography difficult to learn? The choreography has been designed so that people of all ages and abilities can learn it relatively easily or adapt where needed. It is only five minutes long and your groups should be able to learn it in just a few sessions. How much time commitment is required? All participants will be asked to attend one full day rehearsal at a London venue (19 June); one evening dress rehearsal (1 July) and an afternoon of performances at Trafalgar Square (2 July). In addition: Group Leaders will be required to attend a Training Day in London on 7, 8 or 14 May. You will then be expected to teach the Big Dance choreography to your group. The choreography is designed for all ages and abilities, so we suggest that you ll need a 1-hour session with your group for each of 7 sections of choreography as demonstrated in the suite of videos, followed by three to four rehearsal sessions before the event. Individual Participants will be required to attend a Training Day in London on 15 or 22 May. You can then rehearse independently and learn at your own pace. How much does it cost to participate? Participation in Big Dance Trafalgar Square is free. You will have free access to the artistic content to share and learn with your group remotely. Can claims be made for reimbursement of any rehearsal and/or travelling expenses? No. Unfortunately, any expense incurred in participating of this event must be borne by the participants. How many people will be involved in Big Dance Trafalgar Square? We aim to have approximately 1,000 participants performing the same dance at the same time it really is a BIG DANCE! Can children take part in Big Dance Trafalgar Square? We welcome young people who are 14 years and older on their first day of participation (Individuals Training Day or first mass rehearsal). If they are 6

7 under 16 years old, you will need to request a Child Performer form and collate all the information required on this form by no later than Friday 6 May. Failure to do so will mean the young person will not be allowed to perform due to our licensing obligations. You will also need to provide a responsible adult chaperone for children aged 16 and under, at a ratio of 1 chaperone minimum per 12 children for all rehearsals they attend and the performance, unless the children are accompanied by a parent or legal guardian. These chaperones will not be able to participate in the performance but are purely to care for the welfare of the children. We will require details of your chaperones by Friday 6 th May. What happens if the numbers in the group change between when I apply and the performance day? Don t worry. If it changes significantly, please let us know. We will be asking for an update on numbers closer to the event date. I know friends who wish to take part. How can I register them? You can simply let them join your group or if they wish to form a new group they can complete the same application process. What happens next? Once registration has closed at 10am on 18 th April, we will quickly notify you of the outcome of your application and, if successful, offer your place(s) and confirm the Training Day you will need to attend (one of 7, 8 or 14 May for Group Leaders, 15 or 22 May for Individuals). We will provide information and forms for completion, including a Volunteer Performer Agreement, a Release Form and information and forms for Child Performers to be completed and returned to us by 6 May. Group Leaders and Individual performers will also receive a resource pack on the choreography on Training Day. In early May, we will confirm the Mass Rehearsal times and locations, start introducing you to other participants and provide you with all the information you need to make sure you and your group can relax and enjoy taking part in such an exciting project. 7

8 What do I need to commit to when I apply to take part? At the end of the application form, you will need to agree to a series of statements to ensure you are eligible and able to fully participate. They include, but may not be limited to: I understand that by completing and submitting this Registration Form, I am agreeing that: 1) As Group Leader / Individual Participant I will be available to attend one Training Day, where I will be taught the choreography by a representative from Akram Khan Company. 2) As Group Leader / Individual Participant I will learn and rehearse the choreography independently, prior to the event to ensure the choreography can be performed competently and confidently at the first Mass Rehearsal 3) As a Group Leader / Individual Participant I will ensure I / my complete group attends both Mass Rehearsals prior to the event. 4) As a Group Leader / Individual Participant I will ensure I / my complete group attends the performance event day in its entirety. 5) I understand that any expense incurred in participating of training days, rehearsals and this event will be borne by the participants. No subsistence/expenses reimbursement is offered. 6) As a Group Leader / Individual Participant, I have supplied contact details to be used as the main means for Big Dance to communicate with me. If appropriate as a Group Leader, I will ensure all information is passed on to those in my group and that I gather required information from them and provide to Big Dance as requested. 7) If appropriate as Group Leader, I am the nominated person with responsibility for the conduct and safety of those in my group as Mass Rehearsals and at the performance event. 8) As a Group Leader / Individual Participant, I accept that all participants must give consent to photographing and filming of themselves at Mass Rehearsals and the performance event and accept the subsequent use of media, including but not limited to print, digital, electronic use or broadcast, by the Greater London Authority, People Dancing, Akram Khan Company and other Big Dance partners. If appropriate as a Group Leader, I will organise the completion of Media Release forms by those in by group and supply to Big Dance as requested. If appropriate as an Individual 8

9 Participant, I will complete a Media Release form and supply to Big Dance as requested. 9) I understand that for all participants under the age of 16, a form of consent including key information will need to be completed by the child s legal guardian and returned to the Big Dance Team by Friday 6 May. If appropriate as a Group Leader, I will ensure this form of consent is completed and provided to Big Dance as requested. 10) The information you provide in this registration form may be used by the Greater London Authority, People Dancing, Akram Khan company and all Big Dance partners in relation to Big Dance events and future events that these organisations consider relevant to you in accordance with their respective Privacy Policies. 11) As a Group Leader / Individual Participant, I confirmed that I have read and accept that these conditions are mandatory and that by not meeting any part of any condition, I may forfeit my place(s) and be unable to participate. Contacting Big Dance If you have any questions that have not been answered by this information guide, please contact us: 9

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