Dance Floor Size
We often get asked about the size of dance floor required for a Ceilidh event. So here are some rough guidelines to help you out.The usual 'rule of thumb' is to allow about a square yard per dancer. The easiest way to visualise it is in terms of badminton courts - so for a 100 people (all dancing) you would want a dance floor about the size of a doubles badminton court - not including any space around the edge for seating. This is 44 feet by 20 feet or about 100 sq yards. A hall with a badminton court is a reasonable shape for both circle, square and long-ways sets.
If the event is taking place in a marquee, then you need to let the contractor know your dance floor space requirements. If the venue capacity is described by its seating capacity then the 'rule of thumb' is that ceilidhs can only cope with around 60 - 65% of the licensed seating capacity. Of course your 'mileage may vary' as they say so it's always a good idea to ask the venue manager whether they've held that kind of event before.
The important thing is to ensure that venue management (or marquee hire company) are aware that ceilidh dancing requires more space than disco dancing and the portable 'dance floors' that some venues have (especially hotels etc.) are usually far too small. In some ways a temporary dance floor that is too small is far worse than no dance floor at all, as dancers can trip over the raised edges as they dance on and off the dance area. In such a case it is probably better to have no dance floor than one that is too small.
Please ensure that the venue management is aware of this important health and safety issue. This kind of event is so popular for wedding celebrations that most venues and marquee providers will be aware of the issues, however it is always a good idea to double check to ensure no misunderstanding occur.
Setup time
Most bands will need at least a 90 minute set-up time immediately prior to the commencement of the
performance. The most common type of event that could be affected by this is a Wedding Ceilidh where
the entertainment is to be held in the same room as the wedding breakfast. With a reason amount of
care and consideration from the band and the venue management you will find that the band can set-up
their equipment during the course of the meal without disturbing the guests.
If for some reason there is no alternative to having the band set-up before the contracted start time of the performance then the Musicians' Union recommends that their standard 'gig rate' is charged (£10.50 per half hour per musician) from the time the band is required to be ready to perform. The band may be able to trim this by only setting-up the bulky components of the sound system (PA & drum kit) before the commencement of the wedding breakfast.
If the hotel or event management suggest that this timing stipulation is necessary, then you will need to discuss the 'ways and means' with the venue manager and the band. Often, putting the band directly in touch with the venue management will enable this issue to be resolved in advance of the day. Remember that it is your responsibility as the engager to ensure that the musicians have access to the playing area so that the band can setup their instruments and PA equipment in time to start the performance at the agreed time.