Essential Tips for Creating a Dance Studio Registration Form

Running a dance studio requires extensive industry knowledge, excellent pedagogical and interpersonal skills, adequate experience, and business know-how (e.g., marketing, strategic, and management skills).

One of your crucial activities is inviting students to register at your dance academy or studio. Whether you spread the word on social media, on your website, or in an email newsletter, you need an online registration form to streamline the process.

What is a dance studio registration form?

person creating dance studio registration form on the laptop
Photo: Unsplash


A dance studio registration form is a document containing personal, contact, and payment information, allowing students to enroll in a dance class or enter a dance competition.

Whether you run a dance school for children, a dance academy for adults, or an eclectic dance studio offering classes and hosting competitions, a registration form will help your applicants join seamlessly. You’ll gather their information, manage schedules across different dance categories, and collect payments.

Managing payments via your dance registration form is possible if you integrate a registration form builder with your class management software, a must-have when running a dance studio.

Class Manager can help you stay on top of everything, from dance registration, class schedules, and attendance to communicating with students and managing billing and payments. You can streamline your entire studio, accessing all information anytime and anywhere.

Types of dance studio forms

person writing a dance studio registration form with a pen on a paper
Photo: Pexels

There are many dance studio registration forms, depending on classes, courses, and competitions. Below are the two most necessary registration forms every dance school or studio needs and two additional documents regarding your staff and tuition.

Whether you use Class Manager or a registration form builder, you can use a registration form template for all the types below and customize it to your needs. A custom online registration form will save you precious time and ensure you don’t miss anything crucial.

Dance class registration form

A dance class registration form is pretty self-explanatory. It’s a document interested students will fill out to sign up for your dance classes and enter the exciting dancing world.

They’ll have to provide personal and contact information, choose a dance category or class (if you offer more than one), specify any medical condition, allergies, or unique needs, and agree to your studio policies.

A dance class registration form should also enable your students to pay the tuition with a few clicks.

Dance competition registration form

A dance competition registration form is also pretty straightforward. Like registration forms for classes, this one allows students to sign up for a dance competition.

They’ll typically provide the details discussed above, while you’ll have to specify the rules, guidelines, conditions, and policies regarding a particular competition.

Employee agreement form

An employee agreement form is a contract specifying the employment terms, benefits, compensation, work hours, responsibilities (e.g., teaching at your studio, teaching in your summer camp, or holding private dance lessons), and other crucial information.

It’s a legally binding document you must create when hiring staff members.

Late dance tuition notice form

A late dance tuition notice form is vital for ensuring all students pay their tuition fees on time. It’s a formal reminder notifying students about late fees or a specific penalty, such as being unable to attend your dance classes until their payment goes through.

You can create two versions of this form, one as a first warning and another to inform students that they face late fees or the given penalty for violating your payment policy.

How to create a dance registration form

teacher at ballet dance studio after registering a student in the form
Photo: Pexels

Whether you want to create a dance registration form for classes or competitions, you must include the following elements.

All registration form templates for dance studios feature fields suitable for these crucial elements. However, keep them in mind if you wish to create an online dance registration form from scratch or customize any template.

  1. Request personal and contact information.

No dance registration form is complete without personal and contact information.

Ask every student to enter their full name, gender/gender identity, age, birth date, address, and contact details (e.g., phone number and email address).

You can also ask for students’ preferred pronouns to respect their gender identity and create an inviting, welcoming, inclusive space for everyone.

  1. Ask for parent or guardian information.

Parent or guardian information is critical if your dance registration concerns minors. You must have their contact details to keep them in the loop with everything in your dance classes.

You’ll also communicate with them regarding payments, schedule changes, class cancellations, and anything else they should know.

  1. Add space for emergency contacts.

If you use a registration form template, you’ll probably notice a field for emergency contacts.

Minors will probably list a parent or guardian as an emergency contact. However, your adult students may list someone else, such as a partner, spouse, relative, or friend.

Make room for more than one contact to ensure you can reach at least one person in an unexpected situation. For instance, a student might hurt themselves while dancing and require medical assistance, so you’d have to notify their loved ones.

  1. Ask for any medical conditions.

If any student has a particular medical condition or allergy, informing you about it will help you meet their specific needs. They might miss some classes due to their doctor’s appointments or have unique requirements for their particular circumstances.

The same goes for any previous injuries that might prevent a student from performing complex dance moves.

  1. Include all dance categories.

If your dance studio offers multiple dance categories, you must include them in the registration form. Every student should choose one or more dance classes to sign up for, helping you segment them into appropriate groups and share relevant schedules.

  1. Add a liability waiver.

A liability waiver is a critical element of dance registration forms because dancing is not without the risk of injury, even with expert teachers. It will ensure your business is not liable if a student suffers an injury during your class or anywhere on the premises and decides to file a lawsuit.

We highly recommend hiring an attorney to create or review your liability waiver and ensure it meets the legal requirements. All students (or their parents or guardians) must sign it before attending your classes.

  1. Specify the tuition and registration fees.

Ideally, your avid dancers should know how much your dance studio’s membership costs before signing up. However, it doesn’t hurt to mention it during registration.

It’s a no-brainer if you plan to use registration forms to track payments. Your brand-new or custom form template can direct applicants to a dedicated payment page, streamlining their registration and transaction.

Don’t forget to mention if there’s a specific registration fee on top of the tuition to avoid misunderstandings.

  1. Disclose the available payment methods.

Your dancers must know how they can provide payments beforehand; you wouldn’t want any confusion down the road. Specify which payment methods you accept, and provide instructions on paying with personal checks (if applicable).

Your class management software can help you manage billing and payments seamlessly, whether you charge per month or class. Make sure it integrates with multiple payment gateways, including PayPal and Stripe.

  1. Include the terms and conditions.

Terms and conditions are crucial in registration forms, regardless of the business. Your applicants must understand what they’re signing up for and what policies they must respect, including your code of conduct, specific dress code, and late payments.

However, you can mention only the crucial rules and guidelines in the registration form, leaving a link to your complete terms and conditions that anyone can read through.

All templates feature a checkbox to allow users to agree to the policies with a click.

  1. Add a verification note.

Once your applicants agree to comply with your policies, display a verification page where they can check if the details they’ve provided are accurate and correct. You wouldn’t want a potential typo to cause issues.

Conclusion

Dance studio registration forms are essential for welcoming avid dancers into your dance school or academy and creating schedules for all dance categories. They help you gather relevant details about everyone in your dance lessons and manage payment processes.

If you utilize dance studio software, you can take advantage of its ready-to-go templates and customize them to your needs. You can also integrate it with favorite tools to track your dancers’ attendance, maintain class schedules, and communicate with everyone seamlessly.

FAQ

How do I set up a dance studio?

Create a detailed business plan outlining your goals, objectives, services, market analysis, marketing strategies, and budget.

Once you have your company name and funding, secure a location, obtain the necessary licenses, permits, and insurance, hire employees, and design a website. Utilize proper software, set up integrations, promote your business, and embed registration forms on your website.

How can I register for a dance class?

Head to the desired dance studio’s website, fill out the registration form with the necessary details, and pay for your membership.


matt

Founder
Written May 17, 2022
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