Setting Up Your Dance Event for Success in 2023

The start of a new year is the perfect time to plan your next dance event. Whether you are organizing your first competition or your fifteenth, taking a strategic approach to the planning phase can make the difference between a good event and a truly memorable one. With 2023 shaping up to be a banner year for the Canadian dance industry, now is the time to set your event up for success.

Define Your Vision and Goals Early

Before you dive into logistics, take a step back and clarify what you want your event to achieve. Are you focused on growing attendance? Attracting higher-calibre competitors? Expanding into new dance styles? Setting clear goals early helps you make better decisions down the line.

• Set measurable targets such as number of registrations, ticket sales, or participating studios
• Identify your target audience and tailor your marketing, venue, and scheduling to their needs
• Establish a realistic budget that accounts for venue costs, staffing, technology, prizes, and contingency funds
• Choose your date strategically by checking for conflicts with other regional competitions and school schedules

Invest in the Right Technology

Manual processes and spreadsheets may have worked in the past, but modern dance events demand modern tools. An event management platform designed for dance competitions can save you hundreds of hours and dramatically reduce errors.

Key features to look for include:

• Online registration that allows studios and individual competitors to sign up and pay seamlessly
• Automated scheduling that builds your competition timeline based on entries, categories, and stage availability
• QR code check-in to speed up arrival and reduce lineups at the door
• Judge management tools that streamline scoring, tabulation, and result distribution
• Real-time communication so you can push updates to competitors, parents, and volunteers instantly

Build Your Team and Partnerships

No event succeeds without a strong team behind it. Start recruiting volunteers, judges, and sponsors well in advance. Create clear role descriptions and a communication plan so everyone knows what is expected.

• Reach out to local dance studios for partnerships and cross-promotion
• Secure sponsorships from dancewear brands, local businesses, and community organizations
• Recruit experienced judges early, as the best ones book up fast
• Train your volunteer team on event-day procedures, including check-in, backstage management, and audience coordination

Create a Marketing Timeline

A well-planned marketing push can fill your event. Start promoting at least three to four months in advance. Use social media, email newsletters, and partnerships with studios to spread the word. Offer early bird registration pricing to drive sign-ups and generate momentum.

Planning a dance event in 2023 does not have to be overwhelming. With clear goals, the right technology, and a strong team, you can create an experience that competitors and audiences will talk about all year. Eventist provides the all-in-one platform Canadian event organizers need to plan, manage, and grow their dance events with confidence. Visit eventist.ca to get started.