"SOLD OUT" ... AND THE DEADLINE IS 5 MONTHS AWAY

In the recent weeks, there have been some dance competitions that have posted "SOLD OUT", "50% SOLD OUT", "HALFWAY SOLD OUT", or "FILLING UP FAST" for some regional competitions in certain cities. Many people question how a city can sell out months in advance of their registration deadline date. It can be frustrating when an event sells out way in advance of the posted deadline date. There are many reasons as to why a competition can't take more entries after an event is completely full. I hope this blog post helps to answer any questions you may have on the subject.

WHAT DOES THE REGISTRATION DEADLINE DATE REALLY MEAN?

Some dance competitions open their registration in the fall, usually sometime around October, after studio owners have finalized their competition schedule for the season.  It is very important to realize that when a competition posts a registration deadline date, that doesn't necessarily mean that they will except any and all entries up until that date. What it means is that is the final date you can enter an event depending upon availability. As we all know, there are only so many hours in the day. Everyone needs sleep and time to rest in order to function.  The competition staff usually gets three hours sleep at most because no one wants to disappoint a studio and turn them away. (Studio owners, directors, and teachers are sometimes in the 3 hours of sleep range too!) Every competition wants to accommodate as many as possible but there is a stopping point. 

WHAT FACTORS DETERMINE HOW MANY ACTS CAN BE AT A SPECIFIC EVENT?

Some venues are union houses and require a certain amount of sleep hours for their union workers. This puts an additional limit to the number of hours a competition may rent the facility for a day thus putting additional limits the number of entries that can be seen in a day. Another factor is how long the dances tend to be in each city. Some areas of the country keep their dances between a minute and a half to two minutes regardless of the rule time limit where as other areas of the country use the maximum time limit allowed and sometimes purchase extended time. Music length can play a role in how many entries can be taken for an event. The next thing to look at is the the start time and number of days a competition is willing to go. Some competitions will start during school hours up to a five day event where other competitions refuse to start during school hours and/or refuse to do more than a weekend three day event. Venue is the next consideration. The maximum capacity of the venue, and the number of days a venue has available for rental are also factors in determining amount of entries that can be taken. The venue choices may be limited in an area due to lack of availability, or there isn't another option. As you can see, there are many different factors that determine the maximum amount of entries for each event.

WHY DOES REGISTRATION OPEN IN THE FALL FOR EVENTS THAT AREN'T HELD UNTIL SPRING?

By the time registration opens, competitions must begin actively planning their merchandise orders, art work design, clothing orders, trophy design and orders, judges,  tour staff, etc. for the upcoming season. All of these things in many ways depend on the registration. Each city can be different from year to year. For example, you could sell out in a city one year and have 200 acts there the next year, or vice versa. You could have 200 acts one year in a city and sell out the next year having to turn studios away because there is no room. As the numbers start to come in, projections can be made, and the magic can begin to happen. If additional staff members are needed, they can be hired, trained, and booked. Judges can booked. Merchandise, trophies, and placement pins are ordered without a complete guess but based on the current look of registration and the previous trend of registration. It all starts to fall into place in an organized manner just like a well oiled machine. It takes many months preparation and numerous hours of hard work, some of which include but aren't limited to endless meetings, conference calls, planning, developing, designing, organizing, ordering, reading and agreeing to contracts, interviews, hirings, bookings, travel arrangements, and to many mathematical equations for my brain to comprehend to get ready for a competition season to begin before you even hit scheduling the event and putting on the production that you see at the actual dance competition!

WHAT'S THE ANSWER FOR STUDIOS WITH ALL THE EARLY SELL OUTS?

Competitions do not enjoy turning people away and if they could take everyone, they would. So what's the answer? Be prepared!!! Finalize your competition schedule by mid to late September at the latest and have your paperwork in order the best you can by the time registrations begin to open! I know that some people are 90% - 100% finished with choreography at the time registration opens while others are just getting started. If you aren't finished with your choreography and don't have your act information ready to enter, plan ahead and get your ideas down on paper. Try to know what acts you will have: who will be in what dance, what the average age is, etc. It is ALWAYS a good idea register as soon as the competition opens their registration. If you don't have all of your dances finished, you can always call the competition office, let them know you your situation, how many entries you will have, and what regional you are planning to attend. Ask them their policy on early registration and from there you will know what you need to do. If you are still  unsure, just ask them what you need to do to ensure your spot (if there is anything you can do), whether you need start the entry process or wait until you know all of your entries.  

Side note: IMPORTANT! Yes, editing and changes happen but please DO NOT WAIT until the week prior to or the week of the competition event to make your changes. Please be aware, make notes, and make changes as they happen or as the competition has instructed you. Be accurate and timely with your edits and changes. PLEASE do not wait until the last minute.

EARLY REGISTRATION AND ENTRY FEES

Some studios do not collect entry fees until closer to each competition deadline date and others begin collecting entry fees on a monthly basis beginning as early as August. When the payment is due for early registration is a question for each individual competition. Ask them their policy on early entries and payment collection, such as, would they like you to pay a deposit, wait until all the acts are entered, wait until closer to the deadline date, or pay up front. For competitions and cities that sell out early, you may want to ask about early payment. Payment may be due way in advance for sell out cities with a waiting list of people wanting to get in. (I have heard of people being emailed statements requesting early payment in full in order to keep their spot because of waiting lists.) Although in the same industry, never assume one's rules and policies are exactly like another competition's. Please remember to respect each individual competition and their payment policies without comparing them to another competition. It's like a dance studio. Dance studios are all in the same industry but how they chose to run financially and how/when they accept payment is all different and an individual preference.

IF YOU ARE UNSURE, ASK!

There are MANY wonderful competitions consisting of amazing teams of competition owners, national and regional directors, office managers, client account managers, and tour and office staff members. AMAZING PEOPLE working for WONDERFUL COMPETITIONS. I'm sure each competition would love to hear from the studio owner/director and answer any questions that the owner/director may have about early registration. I encourage everyone register early for all the competitions they have selected to attend in the upcoming year. I suggest registering for them ALL now (and by this time each year) to make sure you don't miss out on a competition you have on your schedule. If for some reason you do miss out, there is still time to make other arrangements. You might be able to switch to another location on a different date or you may have to find a different competition for that weekend. I assure you that the competitions would appreciate you registering at this time if they are open and if you are able to adhere their policy. Again, unsure...just ask! I believe this is a win win situation! We all know as competition season approaches things get hectic and very busy. Why delay? It may be a lot early on, but you will be glad you did it later!

Dance hard. Dance smart.

Meredith
thecompetitiveedgebymeredith.blogspot.com

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