Here’s a step by step guide on how to create any kind of dance event on Dancefolio. So, let’s say you’ve just created your profile and that you added your payment information to get paid (did you do it, right?). Now it’s time to launch your first event. Whether it be a course, a show, a recital or a meeting, you will be able to define every detail of it and make it great!
In this article we will use “event” as an umbrella term to define every kind of dance event you can create on the platform, unless specified.
Mobile: click on the three lines in the upper right corner of the screen. That’s the main menu. Make sure to sign in before creating your event. If you are already signed in you can just click on the + icon to add a new event.
Desktop: click on + Add New, in the upper right corner of the screen to add a new event.
You will be redirected to the event creation page. Everything starts from here! Let’s see how to create a dance event on Dancefolio.
CATEGORY
In this section you can choose the best category for your event. At the moment we support Dance Events (including various types of events) and Dance Classes.
Dance Events: it’s a unique category without subcategories. It’s suitable for shows, recitals, conferences, meetings, parties and similar. If you are hosting a dance workshop you may want to select the category Dance Classes. But if your workshop also includes food or extras, you may want to classify it as a dance event. It’s up to you!
Dance Classes:
In-person Classes: for all those classes taking place in a physical location (studios, theaters,…) and that require the physical presence of the attendees AND the teachers. Attendees will pay on the website to participate to the class. The day of the class, they just have to show up and prove their identity or show their booking receipt (they will receive it via email).
Live Online classes: for classes where attendees have to connect to the class virtually via link. After paying for the class on the website, they will be able to see the secret class link. You can still message them at anytime to send them the link privately.
Video Courses: this doesn’t have to be necessarily a video course. It could just be an exclusive downloadable content you may want to offer to your students, fans, followers, etc. After paying for the premium content, your fans will access a secret file with your exclusive creations.
IMAGES
A good event always needs to have a good image (or more), to promote itself. Choose carefully the images for your event. It could be you, your company logo, some photos of the previous editions of the same event, your company dancers, and so on.
TITLE
The title of the event should represent the content in a few words. People should be able to understand what kind of event it is, from the title. The title of your show and the name of your organization could be just perfect, for example “Cinderella – Your Dance Studio Name”. Things like “Cinderella – come to see our show, we are Dance Studio Name, we are located in NY, we also offer dance courses” is just too much. If you are creating a class, it could be your name, the type of the class and the level. For example, “Advanced ballet barre with Your Name (online)”.
PRICE
Hot topic. There’s no good or bad price, there’s just a price that fits the quality of the service offered. This price indicates the net amount you want to be paid for every entry/ticket/participant. It doesn’t include platform’s commissions.
If you want to know how to create a dance event on Dancefolio though, you may also want to know how it works for location, time, dates and quantities. Let’s proceed!
LOCATION
For live events and classes: it’s the address of the venue where the event will be hosted. It could be a studio, a theater or other physical location.
For online events and classes: it’s the platform (NOT the link) where the event will be hosted. You can just specify if it’s Zoom, Google Meet, Webex, etc. Do not put the link of the virtual meeting here as it will be publicly visible! You will be able to add it to the Booking Notes at the end of the event creation page. Booking Notes are very special, as they will be revealed to the customers just after their purchase.
Extra tip: you can find really good locations on Peerspace and Dancerents.
QUANTITY
For Dance Events: it corresponds to the number of seats available for booking. If your venue has 1000 seats but you want to sell just 990 because 10 are not available (you reserved them for your family, for instance), you should type 990, not 1000. So make sure this number reflects the actual number of seats/slots you are able to sell.
For Dance Classes: write here the maximum number of participants allowed for each class. If you want to offer a 1-on-1 class, type “1”. For group classes, type any desired number. In case your class is in a physical location, make sure to choose a number adequate to the capacity of the venue.
If you are selling exclusive content, that will be the number of users who will be able to download the content. If you type “10”, just 10 people will be able to download your content. After those 10, no one else will be able to download anything. This is a very cool feature if you want to offer something at a premium price for a very limited number of users.
TIMEZONE
Let’s say someone from a different timezone wants to come to see your show or to attend your class. If you don’t specify it, they could arrive 1h later, or 1h in advance (or even more/less!). The timezone allows us to make it clear for everyone at what time your event will take place.
TICKET SALES OPEN/CLOSE:
Do you want to create hype about your event? Do you want it to be visible but not available for booking yet? This option is for you. You can decide when the ticket sales will open and when they will close. The event will be visible before the day of the opening of the ticket sales, but no one will be able to book. If you also don’t like to say “no” to those attendees who arrived late for purchasing tickets, you will still be able to reopen the ticket sales just for them at your convenience. It’s like turning on/off a button!
SEAT MAP
If you want to let your attendees choose their seats you will need to submit a seating chart. This way, they will be able to click directly on the map to choose their seats and pay the corresponding amount. You can also decide different prices for each area of the map so we can create tiered seats for you. This feature is free and is part of the “managed events” we offer.
You can submit a PDF or an image of the seating chart and we will recreate it at no cost. If your event doesn’t require a seating chart you can skip this.
Events where attendees just have to show up and seat on a first-come-first-served basis won’t usually need this feature.
SEAT SELECTION
Along with the Seat Map feature, this option allows us (and your attendees) to understand if they can book a seat and show up at anytime before your event (Assigned Seats) or if they should be there as soon as possible to get the best seats (Unassigned Seats).
EVENT DATE/TIME
Specify date and time of the event. If you have multiple events to schedule, just put the date/time of the first one. If you need to create multiple events we can easily duplicate your event as many times as you wish. This is another feature you can find in the “managed event”. The cool thing? With just ONE CLICK you will be able to let us know you want all of this. The button you will need to click on is the one you will find in the section MANAGED EVENT.
EVENT TYPE
Dance Recital: includes every recital and show performed by non-professional companies. Of course, no one will tell you where to put your show. But if you want everyone to be able to find it more easily, you should probably select the more appropriate classification.
Company Show: includes every show performed by professional companies and/or dancers.
Dance Event: if your event is a mix of performance and other extras (food and catering, entertainment, fireworks, games, anything else…) you may want to include it in this generic, yet special, category.
Conference: includes every event that is dance-related but that doesn’t include a full performance (fairs, conferences, meetings). Some conferences though, may include a danced performance: what to do? As long as the most part of the event is not a dance performance you can still classify the event as a dance conference.
EVENT OPTIONS
Here you can let your attendees know if the performance will be just in-person, just virtual or both. For example you may stream a full class, and that’s going to be just virtual as your attendees won’t be physically there. Or you can allow people to come to see the class also in presence. In that case it will be both virtual and in person.
EVENT DURATION
FOR EVENTS:
Specify the event duration in minutes. Be accurate, as 120 minutes are not the same thing as 1.20 minutes (which is really short, isn’t it?) or 1h 20 minutes (which corresponds to 80 minutes instead of 120).
NO: 1h 20
NO: 1.20
YES: 80 minutes
FOR CLASSES:
If your event is a class, you should be very specific about the duration. We recommend to use a standard duration such as 60 minutes if you want to teach 1 hour class or 90 minutes if you want to teach a 1 hour 30 minutes class.
IMPORTANT: in the section EVENT STARTS/ENDS AT, you should also be accurate with the time. For example, if you set an event duration of 60 minutes, but your event starts at 5 and ends at 6.30 (lasting 90 minutes in total), your customers will be able to book (and pay for) just 60 minutes. The other 30 minutes won’t be used. If you want to get the most out of it, try to make sure that any time you set in the EVENT DURATION can also fit the section EVENT STARTS/ENDS AT.
Example:
Duration: 60 minutes
Event starts at: 5 pm
Event ends at: 8 pm
Attendees will be able to choose 3 slots of 60 minutes each from 5 until 8 (5-6pm, 6-7pm, 7-8pm).
Attendees won’t be able to choose other 60 minutes slots during those 3 hours. For instance, they won’t be able to book a class from 6.45 to 7.45 pm.
You must be prepared and available to teach 3 classes in 3 hours, if you get any booking.
If you just want to commit to a single class, just make sure the time slot coincides with class duration, start time and end time.
Duration: 60 minutes
Event starts at: 5 pm
Event ends at: 6 pm
Easy! 🙂
Now that we know how to create a dance event on Dancefolio, we just need the event description.
EVENT DESCRIPTION
This description should include a first part, for the attendees, where you present the event (what is it about, the program, the story behind it, etc).
A second part could be necessary in case you need a “managed event”. In that case you may want to specify other important details such as merchandise information, the number of shows and the corresponding date/time and location, if you want to set different prices for tickets or for show type, if you want to get promo codes to offer to your attendees, etc.
MANAGED EVENT
If your event is pretty articulated (you need seat maps, ticket scan, coupons, different dates for the same event…) you can ask for a Managed Event. Our Team of Experts will take care of it for you. After submitting your event details and ticking the box I need a Managed Event, we will get in touch through the email address you used for registering.
Knowing how to create a dance event is fundamental to receive tons of bookings!
We hope that our guide on how to create a dance event on Dancefolio was useful. Let us know if we can improve something! 🙂