Birthday Parties

Tables

Chairs

Birthday Stickers Made

Props downstairs

Song chosen if they'd like a combo

Birthday dancers favourite song

Parent Submits Birthday Party Request Form

Most families will complete the Birthday Party Request Form (Intake Form) on the website or in person.

Confirm receipt of the form and review details:

Preferred date/time

Dancer’s name and age

Requested dance style

Estimated guest count

Any special notes or requests

Check Availability

Confirm requested date/time fits within party hours:

Saturdays: 1:30 PM – 6:00 PM

Sundays: 10:00 AM – 6:00 PM

Holiday bookings by exception

Check:

Studio space availability

Instructor availability for chosen style (Jazz, Musical Theatre, Ballet, Hip Hop, Creative Dance)

Follow Up with Parent

If the date is available:

Email the Birthday Party Booking Package, including:

Booking Form

Terms & Conditions

Waiver Form

Confirm Booking

A party is confirmed only when:

Completed booking form is received

$100 non-refundable deposit is paid

Email confirmation is sent from the studio

✅ Add the party to the internal calendar
✅ Assign instructor and support staff (if needed)
✅ Block both studios in the booking system

Finalize Details

Reach out 7 days prior (if not already confirmed) to:

Get final guest numbers (up to 18 max including birthday dancer)

Confirm final payment (must be paid in full 7 days before)

Confirm any add-ons:

Extra 30 minutes? (+$50 + GST)

Special songs or themes?

📌 Reminder: $15 + GST per additional guest after 8
📌 Final headcount must include all participating guests (no discounts for no-shows)

Party Timeline (Total 2.5 hours)

-30 min Set-up time for guest (admin/staff arrives, prepare both studios)

15 min guests arrive

45 min dance class

60 min free time/cake/presents etc

-15 min Clean Up

Set-Up Checklist:

Downstairs Studio (Dance & Free Time):

Clear floors

Set up sound system

Instructor preps playlist and warm-up activities

Upstairs Studio (Cake & Presents):

Foldable tables and benches/chairs arranged

Garbage can & cleaning supplies available

Waivers collected or available at check-in

Party staff to:

Help with light cleanup

Sweep both studios

Return furniture to original position

Check for lost items

Admin to:

Log final guest count

Record any feedback from parent

Save photos (if consent given) for social media (send to marketing folder)

$325+GST for up to 8 guests (Birthday child is FREE)

$15+GST per additional guest (max 18 guests total)

2.5 hours total (includes setup/take-down)

Optional extra 30 min = $50+GST

Parent must remain onsite for entire party (except dance class)

Waivers required for all guests

Full payment due 7 days before party

Deposit is non-refundable

No outdoor shoes on dance floor

Evacuation protocols must be followed

Always confirm instructor 2–3 weeks in advance.

Flag any allergy concerns or special needs during intake.

Print waivers and birthday form for day-of reference.

Use the “Birthday Party” folder in shared drive for tracking forms, payments, guest lists, and waivers.

Keep a “party kit” on hand: pens, speaker cables, cleaning wipes, lighter for candles, scissors.