12 Best Dance Studio Forms to Simplify Your Operations

DANCE STUDIO REGISTRATION FORM BEST PRACTICES

Besides collecting student and parent contact information, this dance studio form should:

1. Ask about prior dance experience. Ask students to note their dance experience, including the styles they’ve trained in and how many years they’ve been dancing. For students coming from other studios, have them explain their experience in a bit more depth and add whether they’ve been on a competitive dance team before.
2. Explain what to expect at the audition. Let students know what they can expect during the audition process, including which days and times they’ll need to be available, which skills they should be able to demonstrate, and whether you’ll be teaching an audition combination.
3. Emphasize the required commitment if the student makes the team. Sometimes, students sign up to audition, make the team, and then drop out due to other time commitments. Avoid this issue by highlighting the required commitment up front, including team practice, performance, and competition schedules.

Additionally, if you charge an audition fee, make sure to collect parent or guardian payment information on this form.

When creating your dance camp registration form, make sure to:

1. Explain the available camp sessions and dates. Lay out the different options, what they entail, and the associated dates. For example, you may have a Leaps and Turns Intensive in the first week of June and a Jazz Funk Dance Camp in the second week.
2. Let parents know what you’ll provide students each day. Since campers will be at the studio all day, explain to parents and guardians what you’ll provide throughout the day and what they’ll need to bring. For instance, you may give snacks and water but require campers to pack a lunch.
3. Ask how outside students found your camp or intensive. Find out which of your marketing channels is most successful at driving camp sign-ups by asking outside students whether they found your camp or intensive via your website, social media, word of mouth, flyers, or another method.

A dance camp or intensive is a great way to drive new business to your studio. Make a great first impression with a comprehensive dance camp registration form.

Your recital program dedication form should:

1. Explain the different donation tiers. For example, you may charge $15 for a short message, $30 for a half-page message, and $50 for a full-page message.
2. Have space to collect messages. Allow people to write out their personalized dedication messages directly on the form. Consider giving examples of past messages so they know what you’re looking for.
3. Ask which student they’re dedicating their message to. Lastly, have them list which student they’re dedicating their message to so you can include it in the program and ensure the student sees it.

Assign a deadline for this form so you have enough time to incorporate these messages into your program before it’s time to print and distribute it!

Keep the following considerations in mind when creating your recital gift and video order form:

1. List all order options. These may include DVDs, flash drives, or digital downloads of the recital performance. Other merchandise you could offer include customized t-shirts, framed recital photos, trophies, and certificates.
2. Add a field for calculating the total cost. To simplify the payment process, let parents and guardians tally which items they’re ordering and add up the total cost.
3. Specify how and when people will receive their orders. At the end of the form, give an estimate of when families will receive their items and specify whether they’ll be delivered or available for pick-up at the studio.

Similar to your recital program dedication form, include a deadline so you can place bulk orders for each item and distribute them efficiently.

Your photo and video release form should include the following elements:

1. How you intend to use the photos and videos. Let parents and guardians know whether their child will be featured in promotional materials, on your website, on social media, or elsewhere.
2. Duration of use. Specify whether your studio can use the photos and videos for a certain period of time or indefinitely.
3. Right to withdraw consent. Parents and guardians may change their minds later on. Allow them to do so, and explain the procedure for withdrawing consent.

To be safe, have a legal professional review your photo video and release form to ensure it complies with current relevant laws and regulations.

When developing your dance studio volunteer sign-up form, make sure to:

1. Find out their areas of interest. If you’re creating a general volunteer form, determine whether volunteers are interested in helping with dance camps, recitals and performances, fundraising events, or administrative tasks. Otherwise, note the exact event or position you’re looking to fill.
2. Have them list any relevant skills or experience. For example, if you’re looking for someone to do your studio’s bookkeeping, have them list their educational background and relevant work experience.
3. Ask whether they’d like to hear about future volunteer opportunities. See if volunteers are interested in receiving updates on volunteer opportunities so you know who to stay in touch with.

You may even create a volunteer mailing list that allows you to easily communicate with them to solicit the help you need.

Since this dance studio form is an internal form, it’s a lot more straightforward. However, your form should still:

1. Gather all class and student information. Make sure your form asks instructors for their name, class name and time, and the names of their students.
2. Indicate the costume style and company. Instructors should have a place to record the costume style name and associated number, as well as the company they’re ordering the costume from.
3. Include costume quantity and cost. Lastly, have them indicate how many costumes they’ll need in each size and tally the total cost.

Clearly communicate the deadline for costume orders to your team well in advance so they have plenty of time to find the right costume, measure students, and submit their order forms.

Make sure your dance studio’s birthday party request form does the following:

1. Notes the birthday child. Start your form with a section for recording the birthday child’s name, age, and whether they’re a current student at the studio.
2. Includes the intended party date and time. Next, have parents give the date and time they’d like to reserve the studio.
3. Specifies the number of guests. Additionally, they should give an estimate of how many guests they intend to have.

At the end of the form, include a space for any special requests. For example, a parent may indicate that they want to bring in an outside cake or that their child wants the party to have a certain theme. You can then follow up about whether your studio can meet their requests.

Keep students healthy and safe by doing the following on your dance student medical history form:

1. Include a space for noting medical conditions. Parents should list any medical conditions that could affect students at the dance studio. These may include chronic illnesses, previous injuries or surgeries, or allergies.
2. Have parents give any necessary medical instructions. For example, a student with asthma may need a reminder to bring their inhaler to class.
3. Collect emergency contact information. In addition to parent or guardian contact information, collect an extra emergency contact’s details and the student’s primary care physician’s contact information.

Since this form involves sensitive information, store it in a secure location, like a lock box or protected database.

Ensure instructors can easily assess and note down their students’ skills by:

1. Creating a skill assessment table. Provide a table where instructors can add key skills and mark student progress as of different dates.
2. Leaving room for open comments. Include an open-ended section where instructors can note students’ learning styles, strengths, weaknesses, opportunities for growth, and more.
3. Allowing instructors to give recommendations. At the end of the form, let instructors give their recommendations for what would best help their students to improve. For example, students who are struggling may need extra technique classes, whereas students who are excelling may benefit from moving up a level.

While these forms are typically for dance instructors only, they may be helpful for students and parents. Decide with your team whether you’ll make the completed forms available to the respective students and parents.

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