From competitions for skilled professionals to purely social events where anyone can get their groove on, dance events are booming in popularity. Carefully planning your dance event is key to helping achieve your event goals. If you’re fundraising, a “Dancing With The Stars”-style charity event is fun for dancers and spectators. Looking to promote your small business? Your dance presentation can massively inspire guests. Want to reach an even bigger audience? Host a virtual dance event and invite people worldwide to attend alongside in-person attendees.
Planning the perfect dance event for your needs doesn’t need to be difficult. With a solid event plan and considerations up-front, you can host a dance event that blows your attendees away, no matter your budget or target audience.
There’s a lot to take into consideration. Here’s a quick look at what awaits you below:
Contents
- What to consider when planning and organising your dance event
- Where will you host your dance event?
- How to host a virtual dance event
- Hosting a dance competition
- Hosting a dance show
- What equipment do you need when organising your dance event?
- Tips for managing your dance event
- How to promote a dance event
- What to do after your dance event
- Make your next dance event a success
What to consider when planning and organising your dance event
There are various dance event types to choose from, each requiring different resources and preparation. Take a look at these popular styles and read on to find out why they might be suitable for your event.
- Social dancing: this is an easy and effective way to attract a target audience interested in a particular genre of music or style of dance. Think Rock’n’Roll-themed dance events or social ballroom dancing. Social dancing events can be easier to organise, but you’ll need to carefully assess any social distancing requirements in your local area beforehand.
- Dance competitions: these bring out the best in competitors and can be awe-inspiring for the audience. You’ll need to attract skilled entrants or those willing to train if you’re running an event for new starters, as well as a judging panel. You’ll also need to determine the format for your event and whether there are restrictions, such as age or experience level.
- Dance classes: classes are brilliant for promoting your chosen dance genre, your culture, or even your small business. Depending on the type of dance class you’re hosting, you’ll need different ratios of students to teachers and potentially some volunteers to make up the numbers for paired dances.
- Virtual dance events: a popular option during the height of the pandemic, virtual dance events allow you to target a bigger audience from anywhere. You’ll need reliable livestreaming technology and an engaging host, but once you’re ready to go, you can easily host one or multiple virtual dance events.
What is your dance event budget?
Knowing how much you want to spend and how much revenue you’re hoping to generate from your dance event is essential. After you’ve decided on your revenue target, start estimating your expected event costs and the budget you’re willing to spend on each.
Once you’ve drafted your event budget, it’s vital that you track all costs and update your budget as you progress towards the event. You should always seek multiple quotes for event resources such as venues, catering, technology, or staff to ensure you’re getting the most value for your money.
Do you want sponsors for your dance event?
Finding the right event sponsors can maximise your event budget and attract a bigger audience. For everything from food and drinks to venue and equipment sponsors, the right sponsorship relationship is a win-win for both parties. If you’re looking to attract a sponsor for your dance event, create a sponsorship proposal that highlights your event’s key features and why you think a potential sponsor would benefit. You could also offer tiered sponsorship options with different sponsor obligations and benefits if you’re looking for more than one partner.
Event ticketing
There are many different ticketing strategies you can use to attract the right audience and maximise your event revenue. Here is a brief run-down of some ticket types that you can use to attract event-goers.
- Early bird tickets: offer guests a discount for purchasing tickets early. This builds early hype for your event and can help gauge audience response so you can adjust your event if required.
- Group tickets: perfect for social events, offer groups of buyers a discount or incentive when they purchase tickets in bulk. Not only will you be selling multiple tickets, but you’ll also be generating even more word of mouth when guests tell their friends.
- VIP tickets: got some extra perks that you think guests will pay money for? Create a VIP ticket type that includes additional benefits such as access to exclusive-use areas at your event.
- Multiple-session tickets: one of the easiest ways to get attendees is by encouraging former guests to return for more! Selling a multiple-session ticket gives your guests access to a series of events and is perfect for dance classes or social events in a specific community.
- Bundled tickets: increase your event revenue by selling tickets that bundle food, drinks, or other merchandise. Not only will you be able to better plan how much of everything you’ll need on the day, but you’ll also cut down on activities like processing money at your event and avoid running out of items and impacting guest experience.
Where will you host your dance event?
You’ll need to find the right venue for your style of dance event that can comfortably accommodate your intended audience. Beyond the practical requirements, finding a unique venue can also enhance your dance event by making the whole experience more inspiring and memorable.
Indoor vs outdoor venues
It’s tempting to imagine a romantic dance event in a scenic location with perfect weather and ambience. But in reality, deciding to take your dance event outdoors will depend on the type of event and how practical it is for you and your guests to enjoy. Consider the following before starting your venue search:
- Audience size: heading outdoors offers a practical solution to any local COVID-19 requirements like social distancing and density limits. Be careful not to opt for too big of an outdoor area, though, in case it makes your event seem sparsely attended or increases the number of staff you need to manage everything.
- Weather conditions: for any dance event hosted outdoors, you’ll need to plan extra resources for small changes in weather conditions (for example, light rain), instructions for your guests about how to dress appropriately for the conditions, and a clear cancellation and refund policy for extreme weather events.
- Fit-out: if you’re hosting an event outdoors, you might need to provide a portable dance floor, lighting, and décor to match your theme and guests’ expectations.
- Using public spaces: if you host your outdoor dance event in an area to which the general public usually has access, you’ll need to contact your local council for permission to use the public space. You’ll also usually need to provide your event plan and evidence of appropriate safety planning and facilities for attendees, such as parking, access to public transport, and bathrooms if these are unavailable.
Formal vs informal venues
Different venues can inspire a specific vibe, which may or may not work well for your particular dance event. A more formal location, like a grand hall within a public building or a concert hall, can make your event even more spectacular. If you’re hosting a more social event, an informal space like a park, oval, or local gymnasium with more familiar surroundings can make your guests feel at ease. When choosing your ideal location, visualise how you’ll fit out the space to create the atmosphere you need for a memorable event.
Central vs local venues
Hosting a dance event in a central location ensures your guests have easy access to a variety of public transport options and allows groups of friends to come together and connect from further afield. However, a central location also can mean extra considerations (such as noise restrictions) and a more expensive venue.
A local venue in a specific suburb or region can have unexpected benefits. For noisier dance events, you can opt for a setting right out of town to crank the volume up as loud as you like. A less familiar location can also add to the mystery and exclusivity surrounding your event. If you’re planning how to organise a dance event in the community, choose a venue easily accessible to that community.
How to host a virtual dance event
Hosting a virtual dance event gives you access to a huge potential audience looking to get fit, release stress, and even learn a new skill in the comfort of their homes. Virtual dance classes, in particular, are trending – instructors can choose to host them more frequently and can do them alongside in-person classes to maximise revenue.
What time will your event be?
Make sure to schedule your event for a time that suits most of your audience – you may need to consider the time zone of those attending. Exercise events or classes are ideal in the early morning when your guests are feeling fresh. If you’re hosting a social event, aim for the evening or weekend so your guests can relax and zone out. The right time of day helps to set the mood for your dance event.
Technology considerations
You’ll need an event streaming platform that allows guests to see everyone else dancing. You’ll also need to either share your audio with all your listeners or invite guests to play their own music and mute their connections. A fun virtual background is also a must-have to build the right mood.
How to keep your participants engaged
You can build the same level of excitement and energy for a virtual event as an in-person dance event with the right strategy. Schedule breaks for your guests every 15-20 minutes. It’s also a sensible idea to break up the action with some competitions or games to keep people engaged.
Hosting a dance competition
If you’re unsure how to organise a dance competition, there are some key differences between competitions and other dance event formats that you’ll need to plan for. Your event plan will need to include how you plan to manage entries, judging, and prizes. You’ll also need to find the ideal venue and high-quality lighting, sound, and audio-visual systems to add to the atmosphere of your event.
Hosting a dance show
A dance show is an opportunity to share the beauty and power of your chosen style of dance. Showcasing dancers in the right way requires some extra preparation beyond the activities needed for a typical dance event.
Hiring live musicians or musical accompaniment
A dance show featuring live music can really up the ante for your audience. Depending on your chosen style of dance, you could book musical talent like a band, professional singer, DJ, or even a solo artist.
How to find high-quality costumes and sets
You can partner with a local costume store or dance attire company to provide high-quality costumes that keep everyone looking the part. Depending on your event venue, you could even provide a backdrop or full set for your dancers. Discuss your options with your chosen venue to see if they have anything pre-existing or any relationships with suppliers who could help.
Rehearsing before the big day
While your performers can rehearse in their own environment, they’ll also need to practice in the actual event venue to make any adjustments based on available space. Make sure that you include a rehearsal time slot (or two!) in your venue hire agreement.
What equipment do you need when organising your dance event?
Dance events usually involve music! And the better the quality of your music, the more enjoyable it will be for your guests. Your chosen venue may have some equipment options, or you could rent or buy, or bring in an audio expert.
Sound system
Make sure you pick a suitable sound system for your venue and chosen musical style, or consider a live DJ if this complements your event type. Sound doesn’t need to break your budget, though. There are plenty of quality livestreaming technology options with crisp, clear audio.
Lighting
Lighting is one of your biggest opportunities to set the perfect vibe for your event. There’s a range of lighting styles you can choose from to showcase your dance event to best effect.
- Natural light: If you’re outdoors or in an environment with plenty of natural indoor light, take advantage of your good fortune and arrange your dance activities in particularly well-lit areas or at times that set the mood best.
- Lighting of individuals or key features: if you’re looking to highlight dancers in a competition or performance, or showcase your amazing event set, custom lighting could be your best option. Find out if your venue offers a lighting package or technician to help.
- ‘Dance in the Dark’ events: want to avoid lighting requirements altogether? Try this popular event style where the lights are turned off, and participants really can ‘dance like there is no one watching’.
Food and beverages
All that dancing can make attendees hungry and thirsty! Cater to their needs with onsite food and beverage options. You can either organise your own or partner with sponsors. Remember to find the right catering options for your style of dance event – for example, while it’s okay to offer more elaborate food options at a seated dance competition or performance, look for easy-to-consume options in convenient packaging for active events.
Tips for managing your dance event
Make sure you’re ready for action on event day, so your carefully managed preparations don’t go to waste. With the right tools, your event day can run smoothly, and if it doesn’t, you’ll be able to adapt quickly.
Use an event run sheet
A run sheet is a thorough listing of times and duration of each activity and is essential to the smooth running of your dance event. A run sheet keeps everyone on track, from staff to sponsors to competitors, and sets expectations for all involved. When putting your run sheet together, be realistic about the time allocated for each activity and rehearse in advance wherever possible.
Entry management
Managing event entry like guest check-in, door sales, and no-shows at your event is vital to event success. Using Eventbrite, you can check guests in online using the Organiser App. You’ll also be able to sell tickets and manage your waitlist so that if guests don’t show, you can reallocate their tickets on the spot.
How to promote a dance event
Now that you know how to host a dance event, it’s time to start attracting your best audience yet. Your event plan should include how you will reach your target audience, what advertising strategies you will use, and who you’ll enlist to help.
Write your best description
Ticket sales for your dance event start with a killer event description. Your description should be engaging yet concise so that your guests know exactly what they’re signing up for. You should also mention any safety considerations and pre-event registration requirements.
Work with influencers
Engaging with your community is a creative way to promote your dance event. These could be people with whom you have a contractual relationship (such as social media influencers) or prominent figures in the dance community.
Advertise your dance event
Your event promotion strategy should include advertising on social and traditional media, as well as reaching out to similar-minded businesses (dance studios/dance supply stores) with flyers and posters to expand your reach. Think about which social platform is most appropriate for displaying the type of promotional material you have, and consider where your target audience is most likely to see this content – for example, younger audiences may look to Instagram first.
What to do after your dance event
After your event, you can start analysing what could be better next time. Your post-event review should include reaching out to thank your guests and looking for opportunities to deliver even better events in the future.
Using your event data
Managing everything for your event in one place with Eventbrite has some great benefits for organisers post-event. Eventbrite event reports have everything you need for a post-event review, including sales reports and which marketing channels worked best.
Send an email
The party may be over, but the good times can continue if you remind participants about the fun they had. Post-event emails are the perfect way to share images, videos, or results. They’re also a fantastic opportunity to promote upcoming events.
Send a survey
What’s the best way to make sure your event was a success and that your guests will be at the next one? Send out a post-event survey to your audience. A post-event survey helps you understand what went well and how you can do even better next time.
Make your next dance event a success
Eventbrite is here to help with planning and organising a dance event that you and your attendees will remember. Once you’re ready to start promoting your dance event, get started with Eventbrite Boost to manage all of your event activities and marketing in one place.
