EVENTS

Plan

Objective: Increase studio exposure, create excitement, and build community through a fun and inclusive event that encourages current students to share their dance experience.

Timing

Held annually in late September after classes have settled.

Runs for one full week (e.g., Monday–Saturday).

Setup Checklist (2 Weeks Before)

• TV Announcement: Add Bring a Friend Week slide to lobby TV loop.

• Newsletter Blurb: Add to September newsletter under “What’s Happening This Month.”

• Teacher Briefing: Share details with staff during weekly updates.

• Social Media Graphics: Post 2x the week before and 3x during the week.

• Waiver Setup:

• Online waiver link using Studio Sync

• Printed copies at front desk in labeled folder.

• Giveaway Decision: Choose 1 item (e.g., DD T-shirt, water bottle, dance bag).

• Print Materials:

• Contest Ballots (simple form: dancer’s name, friend’s name, phone/email).

• Welcome signs for studio entrance: “Welcome Friends!”

• Stickers or stamps for attending friends.

Week-Of Checklist

• Monday Morning Text Reminder to families.

• Front Desk Setup:

• Waiver folder and pens.

• Contest ballot jar.

• Decor:

• Welcome posters or balloons near the entrance.

• Photo backdrop (optional): use logo banner or simple string lights and props.

• Teachers:

• Greet all friends personally.

• Use name tags if possible.

• Include a simple icebreaker or dance game in class.

• Hand out ballots for each friend who attends.

• Take photo of class at the end.

• Take photo of Student with their Friend.

• Run your class as usual to show value

• Add extra fun like partner games, dance telephone, obstacle relays or mini showcase

• End with a short "show and tell" so parents and friends can see what they learned

• Incorporate short combos with a partner to make them feel connected

After the Week

• Draw Giveaway Winner and announce via email + social media.

• Send Thank You Email to Friends (see template below).

• Special Offer (optional): Include a promo code or invite for a free trial class.

Communication

1. Email - Reminder to Families (1 Week Before)

2. Text/Email - Monday Morning Reminder (Day-Of)

3. Email - Thank You to Friends (Post-Event)

Automation

Prior to Class/Week

Student fills out waiver and selects that they are attending bring a friend week

They get tagged trial - bring a friend week MONTH YEAR

Once tagged they receive email confirmation that they have booked 

Friend attends

Move to attends pipeline stage

Gets email with promo 1 day later with promo of reg fee on us and text

Wait 2 days gets last chance email promo offer and text

If registered get tagged promo - bring a friend week

If not registered they stay in attended pipeline stage and are tagged as a lead

Overview

Halloween Week at Dance Directions is a fun, low-stress celebration where dancers are invited to wear costumes they can move in. We decorate the studio, encourage team spirit, and keep the energy high while still running regular classes.

Timeline

First Week of October

Put up Halloween decorations around the studio.

Schedule social media and email reminders.

Week Before Halloween Week

Confirm staff know the plan and any costume rules.

Prep any materials needed for activities (see ideas below).

Halloween Week (last full week of October unless Halloween falls mid-week)

Dancers and instructors are welcome to wear costumes all week.

Light Halloween-themed games or freeze dances may be added to warmups or cooldowns.

Decorations – Setup Checklist

Put up the following decorations in early October:

• Spiderwebs (safe spots only)

• Pumpkins (real or fake)

• Halloween garlands or banners stair raillings and entryway

• Window and Mirror decals

• Battery-operated candles or string lights

Keep it festive but simple — avoid anything that might fall, be too scary for younger dancers, or interfere with class.

Communications

Text Reminder Send Monday of Halloween Week 

Email (to go out the week before Halloween Week)

Social Media Plan

Schedule 2–3 posts in October:

Oct 1 – “Halloween is coming! Costumes welcome the week of Oct 24 👻”

Oct 20–22 – “Halloween Week is almost here! Dancers can wear dance-friendly costumes all next week 🎃💃”

During Halloween Week – Share a few costume photos or a group shot (with media release consent).

Optional Hashtag: #DanceDirectionsHalloween

Staff Instructions

• Costumes are optional but encouraged! Staff should follow the same costume rules as dancers.

• Keep activities light and consistent with regular class plans.

• Suggested Halloween activities:

• Halloween freeze dance

• “Monster walks” or themed across-the-floor drills

• “Costume catwalk” at the end of class (for younger levels)

Plan

Purpose:

To invite parents of full-year program dancers to watch their children’s classes during one designated week, building community, engagement, and transparency.

Setup & Planning

Timeline:

Schedule Parent Observation Week once per dance season.

Choose a Monday to Saturday week (6 days).

Confirm dates at least 6 weeks in advance.

Preparation:

Notify teachers and staff of the week dates 6 weeks ahead.

Prepare the studio seating: arrange chairs along the back wall of each classroom for parent seating.

Print/remind parents about shoe removal and parking info signage.

Remind teachers to keep classes running normally and manage distractions.

Prepare reminder signage for quiet phones, no talking, and sibling supervision.

Roles & Responsibilities

6 Weeks Out

Select and confirm dates - Studio Manager

Email Announcement (save & send) - Front Desk / Admin 

2 Weeks Out

Send Detailed Invitation Email - Front Desk / Admin

2 Days Out

Send Reminder Email - Front Desk / Admin

1 Day Out

Setup seating & signage - Studio Staff 

Monday Morning

Send Reminder Text - Front Desk / Admin

During POW

Monitor & assist during classes - Teachers & Studio Staff

Communications

Initial Announcement Email (6 weeks prior)

Detailed Invitation Email (2 weeks prior)

Reminder Text (Monday morning of event week)

Reminder Email (2 days before event week)

Signage Suggestions for Studio

Welcome Parents! Please take a seat at the back and enjoy the class.

Kindly remove outdoor shoes before stepping on the floor.

Please silence phones and avoid talking during class.

Please ask permission before posting photos/videos on social media.

Overview

Timing: Last week of classes before Winter Break
Goal: Celebrate the season, boost studio spirit, and give dancers a cozy, fun send-off before the holidays.

Dancers and staff are invited to wear their favourite cozy pyjamas to class during the final week before winter break. We keep classes running as normal but with a festive and relaxed vibe.

Timeline

3 Weeks Before PJ Week

Add PJ Week to staff calendar

Schedule email & social media reminders

1 Week Before PJ Week

Send reminder email to families

Review Christmas décor — ensure everything still looks fresh and safe

Optional: Set up small “Cozy Corner” photo spot using existing decorations

PJ Week (Final Week Before Break)

Staff wears PJs too

Take photos

Hand out candy canes at end of class

Post a few photos on socials

Decorations

Your holiday décor will already be in place from mid-November, so no additional decorating is required for PJ Week. Optional additions:

A simple “Cozy Zone” sign in the lobby or on the studio door

A holiday-themed photo corner using existing decorations (e.g., blanket, festive pillows, string lights)

Keep setup minimal – use what’s already there.

Communications

Parent Reminder Email – 1 Week Before

Staff Reminder Email – 1 Week Before

Parent Reminder Text - Monday Morning

Photo Guidelines

Take a few fun photos of dancers in class (only those with photo permissions)

Share 1–3 to social media with festive captions

Optional: Save favourites to a shared “PJ Week” folder for future use

Overview

Purpose: Build studio spirit and celebrate our community through unity and colour.

Theme: “Show Your Studio Spirit!” Dancers wear Dance Directions apparel or orange & yellow all week long.

When: Held annually (suggested: mid-winter or 3–4 weeks before recital season)

Duration: 1 week (Monday to Saturday)

Checklist & Timeline

4 Weeks Before

Confirm dates with studio calendar

Schedule email & social media announcement

Confirm stock of studio apparel (if selling)

Assign a staff member to collect daily photos

2 Weeks Before

Post signage in studio

Begin social countdown (e.g. “2 weeks until Spirit Week!”)

Encourage teachers to hype it in class

1 Week Before

Send reminder email

Add Spirit Week signage at entrance/front desk

During Spirit Week

Take 3–5 photos per class

Post to stories and feature “Most Spirited Dancers”

Hand out studio stickers or small shoutouts

Teachers wear studio apparel daily

Decoration

Front Desk: “It’s Spirit Week!” sign with studio colours

Lobby: Streamers, balloons, and bunting in orange and yellow

Photo Wall/Backdrop: Simple “Dance Directions Spirit Week” banner and solid backdrop in yellow/orange for photo ops

Optional: Printable “I showed my spirit!” signs for dancers to pose with

Communication

Initial Announcement (4 Weeks Before)

Reminder Email (1 Week Before)

Reminder Text (Monday Morning)

Social Media Plan

Countdown post (7, 3, 1 day before)

Daily stories of dancers in studio colours

End-of-week group photo collage or recap reel

Optional: “Tag us to be featured!” incentive

Staff Instructions

Wear Dance Directions apparel or colours daily

Remind students at start of each class

Take 3–5 photos per class (focus on spirited outfits)

Submit photos to [email protected] by 8 PM daily

Encourage dancers and shout out spirit

Purpose

Host a fun, safe, and memorable overnight event at the studio for dancers to bond, relax, and enjoy dance-related activities.

Planning Checklist

1. Date & Time

Choose a weekend or holiday evening (e.g., Saturday 6 PM to Sunday 9 AM).

Ensure no major conflicts with holidays or other studio events.

2. Staffing

Minimum 2-3 staff present overnight (including at least one trained in first aid).

Confirm staff availability and assign shifts.

3. Registration & Permissions

Create a registration form collecting emergency contacts, allergies, medications, and sleepover agreements.

Set a deadline for registration (2-3 weeks before event).

Collect signed permission slips.

4. Space Setup

Clear main studio floor for sleeping area.

Use mats, yoga mats, or allow dancers to bring sleeping bags and pillows.

Set up a cozy lounge corner with blankets and cushions.

Create a small snack & drink station.

5. Decorations

String fairy lights or battery-operated lanterns around the studio.

Use themed banners or balloons (optional: theme like “Dance Under the Stars”).

Place cozy blankets and pillows in the lounge corner.

6. Activities

Dance-themed movie (e.g., “Step Up,” “Happy Feet,” or “Barbie in the Nutcracker”).

Group dance games (freeze dance, dance charades).

Craft station: decorate dance bags or make friendship bracelets.

Light stretching or gentle yoga before bedtime.

Quiet reading or storytelling session before lights out.

7. Food & Snacks

Provide light snacks (popcorn, pretzels, fruit).

Water, juice boxes, and optionally hot chocolate or warm apple cider.

Ask parents to pack dinner or provide a simple pizza or sandwich option (optional).

Ensure allergy-safe options.

8. Safety & Rules

Clear lights out time (e.g., 10:30 PM).

No phones or electronics after lights out.

Quiet hours enforced.

Studio doors locked after arrival.

Emergency contact info available to staff.

9. Morning Routine

Pancake breakfast.

Juice

Optional morning stretch or light dance class to wake up.

Pickup by parents by 9 AM.

Timeline for Setup & Event Day Example

4 PM - Staff arrive, decorate, set up sleeping and activity areas

5:30 PM - Check-in and welcome dancers

6 PM - Dinner / light snacks

7 PM - Group activities and games

8 PM - Dance movie

10 PM - Quiet time, get ready for bed

10:30 PM - Lights out, staff monitor

7 AM - Wake up, light breakfast

8 AM - Morning stretch or light dance

9 AM - Parent pickup

Emails

Invitation Email

Reminder Email

Thank You / Follow-Up Email

Plan 

Event Name: Dance Directions Movie Night
Frequency: 1–2 times per year (winter + spring suggested)
Target Audience: Ages 6+ – dancers, siblings, families
Cost: $10 + GST & applicable ticket fees per person
Includes: Movie screening + popcorn

Timeline & Tasks

4 Weeks Before

Choose movie & date. Confirm staff lead.

3 Weeks Before

Create tickets in Studio Pro. Prep promo email + social.

2 Weeks Before

Open ticket sales. Start promoting. Order popcorn + cups if needed.

1 Week Before

Reminder emails. Gather décor & set up checklist.

Day Of

Set up 1 hour before. Run the event.

Day After

Clean up. Send thank-you email. Track attendance + feedback (if any).

Set-Up Checklist

Furniture & Layout

Push studio equipment aside

Set up blankets, mats, or chairs (optional: ask attendees to BYO)

Sign-in sheet or check-in table

Tech

Projector & screen or large TV

Laptop with HDMI cord

Movie file/DVD ready to go

External speaker (test sound)

Snacks

Popcorn (pre-popped or use machine)

Popcorn cups/bags

Gloves for serving + napkins

Optional: water bottles or juice boxes

Staffing

1 staff lead (event host)

1 helper for snack station

1 adult for check-in

Ticketing Info

Use Studio Pro to manage ticket sales

Title: Dance Directions Movie Night

Price: $10 + GST & applicable ticket fees

Add event description, age details, and cancellation policy

Set max capacity based on studio size and layout

Communications

Promotional Email (2–3 Weeks Before)

Reminder Email (3 Days Before)

Thank-You Email (Day After)

Event Overview

Parent Participation Week is a fun opportunity for families to experience dance class alongside their children. It promotes community, connection, and gives parents insight into what their dancers are learning.

When: Typically held once a season (e.g. November and/or March)

Who: All preschool and recreational-level classes; optional for older levels at teacher discretion

Goal: Foster community spirit and increase parent engagement

Timeline & Prep Checklist

3 Weeks Before

Confirm dates with teaching staff

Add to the studio calendar and staff communication channels

2 Weeks Before

Send parent email invitation

Post announcement on social media

1 Week Before

Remind families via email and social media

Print any signage needed for the lobby or studio doors

Week Of

Decorate studio with light, fun décor (optional – see below)

Have teachers prep simple warm-ups or activities that are easy for adults to join

After the Week

Share a few photos (with permission) in your newsletter or social media

Thank participants in your next newsletter

Communications

Initial Invite (2 Weeks Before)

Reminder Email (1–2 Days Before)

Decorations (Optional, Easy)

A welcome banner: “Welcome Parents!” at the front door or in the studio

Balloons or streamers in brand colours

Sign-in table or chalkboard with a fun message like “Let’s Dance, Parents!”

Polaroid station or simple selfie corner for parents to take photos with their dancer

Teacher Guidelines

Start class with an introduction and thank parents for coming

Modify class activities slightly to be parent-friendly (especially for little ones)

Emphasize fun, connection, and confidence over technique

End with a group photo or little dance game

Optional: Hand out stickers to all dancers and parents at the end of class

Notes

Participation is optional—some dancers may not have a parent available, and that’s okay

Consider pairing solo dancers with a teacher assistant or another adult for inclusion

Keep class flow as normal as possible while allowing for extra smiles and fun

Plan
Objective: Participate in the local community holiday parade to build community, create a fun and memorable experience for our dancers and families, and increase Dance Directions’ visibility and connection within the Squamish community.

Eligibility: Open to Dance Directions dancers ages 5+.

Timing
The parade is typically held on the last Saturday of November or first Saturday of December.

Setup & Planning

By End of October
• Confirm the parade date and participation details.
• Confirm registration requirements with parade organizers.
• Determine meeting location, parade route, arrival time, and pick-up procedures based on information provided by the District.
• Parade song Kid on Christmas by the Pentatonix - Can be found in google drive
• Confirm Dance Directions’ participation and determine which teachers/staff will attend.
• Create/update the Holiday Parade permission form.

• Send a separate invitation email to the entire studio with participation details and permission form. May need to delay to beginning of November if date hasn't been confirmed yet. Include rehearsal info and details.

First Week of November
• Include Holiday Parade information in the November Newsletter.
• Permission forms are due the day of the first rehearsal.
• Confirm the final list of participating dancers before rehearsals begin.

Rehearsals — 1st or 2nd Week of November
• Teach choreography remind dancers that they will be moving the whole time and they'll have to do the dance multiple times.
• Practice dancing/walking while maintaining spacing and staying together as a group.
• Review parade expectations and safety with dancers.
• Take attendance at each rehearsal.
• Remind dancers that the parade takes place outdoors and they need to be prepared for cold and wet weather.

Costumes & Holiday Items

• Dancers should wear red, white, and green clothing or holiday-spirit clothing.
• Keep clothing warm and weather appropriate.
• Dance Directions provides holiday-themed items for students to borrow if they need something to complete their outfit.
• Keep track of any borrowed items and collect them after the parade.

1–2 Weeks Before Parade
• Send detailed parade information to participating families including:
• Meeting location
• Arrival time
• What dancers should wear
• What to bring
• Weather expectations
• Parade route, drop off and pick-up information
• Remind families that the parade takes place rain or shine and dancers need to dress appropriately for the weather.
• Confirm teacher/staff supervision assignments.

Parade Day

• Meet dancers at the designated meeting spot provided by the District.
• Staff arrive early to organize the group and check in dancers.
• Take attendance
• Ensure dancers are dressed appropriately for the weather.
• Provide handwarmers to participating dancers.
• Review safety and parade expectations before the parade begins.
• Organize dancers into assigned formation.
• Keep dancers together and supervised throughout the parade.
• Encourage dancers to smile, wave, and interact positively with the community.
• Take photos/videos for social media and studio marketing when appropriate.
• Ensure dancers are safely released to their parent/guardian at the designated pick-up location.
• Collect any Dance Directions holiday items.

After the Parade

• Share photos/videos on social media.
• Thank participating dancers, families, teachers, and volunteers.
• Tag the parade/community organizers when appropriate.
• Save photos/videos for future marketing and studio archives.
• Make notes about what worked well and what should be changed for the following year.

Communications

November Newsletter - General announcement and invitation

Holiday Parade Invitation Email - Sent to the entire studio once the date is confirmed

Permission Form Reminder - Before the first week of November deadline

Detailed Parade Information - Sent 1–2 weeks before parade

Final Reminder - Sent before parade day

Thank You / Social Media Post - After the parade

Use this process whenever Dance Directions organizes a group field trip or studio outing. The timeline should be adjusted based on the event’s date, ticket-release schedule, registration deadlines and any requirements from the venue or event organizer.

1. Decide on the Field Trip

- Before announcing a field trip, confirm:

- Event name and type

- Date and time

- Location

- Approximate cost

- Whether tickets need to be purchased in advance

- Ticket availability and any group pricing

- Minimum or maximum group size

- Transportation arrangements, if applicable

- Age requirements or other event restrictions

- Whether parents/guardians are required to attend

- Whether Dance Directions staff will attend as chaperones

- Any special opportunities or add-ons available to the group

Create a folder or spreadsheet for the event and keep all correspondence, forms, orders, confirmations and event information together.

2. Announce the Opportunity

Send the initial field trip information to the studio.

The initial communication should include:

- Basic event details

- Estimated cost, if available

- What is included

- Parent/guardian attendance requirements

- General expectations for supervision

- Any important restrictions or requirements

- An interest deadline

If the final cost or details are not yet confirmed, clearly state that the first response is an interest form only and is not a commitment to purchase.

3. Interest Form

Create an interest form to determine whether there is enough interest to organize the group.

Collect the information needed to communicate with the event organizer, such as:

- Family/contact information

- Number of people potentially attending

- Any required age/category information

- Other information specific to the event

- Keep the interest form simple. Only collect information that is needed at this stage.

- Add information to spreadsheet for easy access to numbers

After the deadline:

- Review the number of interested families/participants.

- Contact the event organizer with estimated numbers.

- Confirm group pricing, seating, availability and any other group options.

- Determine whether the field trip will proceed.

4. Finalize the Group Details

Once interest has been confirmed, finalize:

- Ticket/registration pricing

- Ticket or registration categories

- Available seating or placement

- Group discounts

- Order deadline

- Payment deadline

- Cancellation/refund policy

- Any special group experiences

- Transportation or meeting arrangements

- Any forms, waivers or permissions required

Make sure all information is confirmed before opening the final order.

5. Open the Final Order

Create a Final Order Form for families who want to attend.

The final order form should clearly state:

- Event details

- Final pricing

- What each ticket/registration includes

- The final order deadline

- Payment deadline

- Refund/cancellation policy

- Parent/guardian attendance requirements

- Supervision expectations

- Any other event-specific requirements

- Add tickets or registrations to the studio store if applicable.

- Waiver

You can use a past field trip order form as a template. Things that we are ordering can be added to the studio store and then added to the order form for easy final price calculations.

The interest form and final order form should remain separate:

Interest Form = determine numbers
Final Order Form = commitment to purchase

Families who did not complete the interest form may still be allowed to order if tickets are available.

6. Collect Orders & Payments

After the final order deadline:

- Review all orders.

- Confirm the total number and type of tickets/registrations required.

- Submit the group order to the event organizer.

- Add charges to family studio accounts as applicable within 48 hours of order confirmation.

- Monitor payments according to the established payment deadline.

- Follow up on outstanding payments.

- Do not purchase tickets for unpaid orders if that is the stated policy. Reach out to family's who have not made payment on time to check in to see if they still want tickets but need more time for payment. Adjust accordingly.

Keep a master list showing:

- Parent Name

- Student(s) Name

- Number of Adult Tickets

- Number of Children Tickets

- Email

- Phone Number

- Payment status

- Any special notes

7. Confirm the Event

Once the order is complete:

- Save the official confirmation.

- Confirm tickets or registrations have been received.

- Verify the event date, time and location.

- Confirm seating or group placement.

- Confirm the final number of attendees.

- Confirm staff/chaperones attending.

- Update families with confirmation and any important information.

8. Prepare Families

Approximately 1–2 weeks before the event, send a final information message.

Include only the information families need to know, such as:

- Date and time

- Location

- Where and when to meet

- Transportation/parking information

- What to bring

- Dress requirements, if applicable

- Ticket information

- Entry instructions

- Expected end time

- Parent/guardian supervision expectations

- Emergency/contact information

If parents are responsible for supervising their own children, clearly state this again.

9. Staff & Chaperone Preparation

Before the event:

- Confirm which Dance Directions staff members are attending.

- Ensure staff know the meeting point and schedule.

- Provide staff with the final attendance list.

- Provide staff with tickets/event credentials as needed.

- Review any venue-specific rules or emergency procedures.

- Establish a clear communication plan between staff and families.

- Determine where the group will meet before and after the event.

- Staff should understand whether they are acting as general studio chaperones or are responsible for specific dancers.

10. Event Day

Before families arrive:

- Staff arrive early.

- Confirm the meeting point.

- Have the final attendance/ticket list available.

- Confirm entry instructions.

- Make sure staff have a way to contact one another.

During the event:

- Staff remain available as studio representatives/chaperones.

- Follow all venue/event rules.

- Parents/guardians remain responsible for their own children unless different supervision arrangements were specifically communicated.

After the event:

- Confirm the group has safely exited the venue.

- Communicate the meeting point for families if needed.

- Complete any final staff check before leaving.

General Planning Timeline

The exact timeline will vary depending on the event, but the following provides a general framework:

6–12+ weeks before

- Choose event

- Confirm availability and requirements

- Contact organizer/group sales

- Determine estimated pricing

- Create interest form

- Announce opportunity

4–8 weeks before

- Close interest form

- Confirm group size and pricing

- Finalize tickets/registrations

- Create final order form

- Open final orders

2–6 weeks before

- Close ticket orders

- Submit final order

- Collect/track payments

- Confirm tickets and seating

- Finalize staff/chaperones

1–2 weeks before

- Send final event information

- Confirm attendance list

- Review logistics with staff

- Confirm meeting and transportation plans

Event Day

- Staff arrive early

- Meet families

- Coordinate group entry

- Attend event

- Follow supervision and safety procedures

- Confirm group departure

- Remember to take a group photo at the event

After the Event

- Ensure all payments have been received

- Save final records/receipts

- File event correspondence and confirmations

- Note anything that should be changed for future field trips