TutuTix is pleased to announce the addition of content from The Dance Exec into its content library. For several years, The Dance Exec (www.thedanceexec.com) has been an excellent source of training and knowledge for dance studio owners as they grow their business and strive to provide excellence in dance training. As Chasta Hamilton Calhoun, the founder of The Dance Exec, directs her focus to her thriving dance studios, the incredible studio owner resources that the site has offered through the years will find a new home as part of the TutuTix blog, which covers topics of interest to dance studio owners and teachers in particular, and the dance community in general. From time to time, Chasta will continue to contribute to the blog in her ongoing role as a studio owner (and TutuTix client!). The addition of these incredible resources is just one more way TutuTix can help dance studio owners build a successful business. Check out the first article from The Dance Exec archives today: 101 Marketing Ideas & Strategies for Dance Studios
As I travel the country talking to studio owners the question I hear exchanged more often than any other is some version of: “How big is your studio?” I understand the motivation behind the question and have asked it several times myself. I believe the enrollment size questions are motivated by a few things:
We are all just trying to figure out how our studio measures up with the rest of the world.
“Am I big?” “Am I small?” “Am I normal?” We really just want to know that we are doing okay.
We want to find other people like us. It makes sense that I might face the same challenges and benefit from the same solution as a studio of a similar size.
But the number of students you enroll is far from a complete picture of your actually enrollment.
If you are looking for a more complete picture of your enrollment, keep reading for 4 Ways to Measure Your Dance School Enrollment:
In business we call it “first impressions.” Psychologists call it “thin slicing.” Regardless of what you call it, career experts say it takes just three seconds for someone to determine whether they like you and want to do business with you.
According to BusinessInsider.com (2015), you have even less time to make a good first impression. Research from Princeton, Loyola Marymount University and the University of Liverpool demonstrates that judgments people make regarding your trustworthiness, intelligence and competence as a business leader are based on first impressions—sometimes in as little as one-tenth of a second.
One-tenth of a second?
If you don’t think this is true, just measure your own reactions next time you walk into someone else’s business for the first time. If a friend recommends a new restaurant but it has a funny smell when I walk in the door, I immediately begin to question my decision to eat there. Once, when I was driving on vacation I stopped to check availability at a hotel, but walked out before I could get the answer—based on my first impression.
The situation doesn’t have to be extreme to leave a bad impression. Have you ever taken your children to another activity outside of dance and found yourself fighting the urge to jump in and help the coach manage the children? Or have you ever wanted to straighten up someone else’s lobby? That’s why the saying, “First impressions make lasting impressions” is true.
Keep reading to learn what first impressions you may be giving your dance families without even realizing it.
Check out Misty’s new book, One Small Yes, available on Amazon. This book is a must read for studio owners that are looking for ways to balance the dance of work and life.
“Amazing! One Small Yes is such a great book on finding your calling in life and how to navigate and work through living out the calling. Must have for all entrepreneurs!!” – Kristen, Absolute Dance
“Loved One Small Yes by Misty Lown. Outstanding book for anyone, especially the small business owner or entrepreneur. An inspirational book which helps the reader face challenges and give them the courage to continue to move forward and face what lies ahead. Loved it!” – Melanie, Tonawanda Dance Arts
“Reading Misty’s book was like opening my inbox and finding a personal email written just for me. She took my thoughts and feelings about being a small business owner, put them down on paper, and then step by step carefully explained what was holding me back from achieving more in life. Now I have no excuses to moving closer to my Yes.” – Nancy, Studio B Dance
The “Expert Advice from Misty Lown” series is brought to you by More Than Just Great Dancing™ and TutuTix.
Dance studio owners must fill many roles to keep their classes running. It can be very rewarding to build a career out of dance and to have the opportunity to foster a love for the art in a new generation of dancers. However, studios are businesses, and running a business requires payment from clients in the form of dance tuition and other fees.
Discussing finances can be an uncomfortable topic, even for seasoned business owners. However, in order to keep a dance studio running, owners need to be able to collect dance tuition on time from their students. When those payments aren’t coming through when they’re supposed to, studio owners will have to have conversations with their students or with parents to rectify the situation.
Fortunately, there are steps that dance studio owners can take early on to mitigate some of these conversations and problems related to late payments. With the right planning and communication, studio owners can create a system that works for everyone involved.
State Expectations Early
One of the most important things for any business owners to do before providing a service is make their expectations known from the start. Studios should have their prices and policy information clearly visible on their websites. When students enquire about classes or programs they should be given an information packet that has a clear, direct section dedicated to dance tuition payments.
While that should be more than enough to help keep students informed, the fact of the matter is that some people simply won’t read those kind of documents carefully. They’ll skim the parts that appeal to their interests and miss what they really need to know.
That’s why owners will need to verbally reiterate the structure to people as they sign up, and possibly even make a quick reminder announcement on the first day of class about payments or any other key policies that they don’t want anyone to miss. Remind students of where they can find this information so they can look back to it when they need to.
Dance tuition information should also be emphasized in class contracts. Use a bold emphasis for the numbers and make sure that the client signs all the right paperwork. If you want, you can even go a step further and ask that they specifically initial next to the payment due date information. If you say it enough and put it in writing your clients won’t be able to use “I didn’t know” as an excuse to try and shirk their responsibilities.
Give People Options
Providing payment options for your students can encourage them to pay on time. Many times people who pay late aren’t trying to do anything malicious but are simply busy and lose track of the date easily. By making it as convenient as possible for people to pay, you can avoid the well-meaning “Oh, I meant to do that!” from your students and their parents.
An easy way to do this is to accept different methods of payment. Invest in mobile payment technology, like card swipers that can be plugged into a smartphone or tablet. According to a Bankrate survey, 9 percent of Americans report that they don’t carry cash on a regular basis. An additional 40 percent don’t carry more than $20 in paper money. Forgetful students who are forced to remember a trip to the ATM may be more prone to late payments than if they could just slide their card when they come in.
Though checks are decreasing in popularity, you should still accept them. Most banks will allow you to deposit a check right through your smart phone, so it doesn’t need to be an inconvenience for you.
Another way to provide options is to give people a choice of how much they pay and when. You could reward people who pay for a full year’s worth of classes upfront by offering a small discount for a lump sum payment instead of paying month to month, or even for paying six or three months in advance. This could benefit you in a few ways.
For one thing, it can help stop those forgetful payers. They can write one check and not have to think about it again. It will also give you some extra cushioning in case several students stop paying on time during the year. Having that safety net from early payers can help keep late payments from doing any damage to your business while you work to collect from them. They may need that little incentive to do so, though, so small discounts that won’t break your bank can help incentivize them.
You can also use websites that will allow people to automate their payments. Some of these programs will send out due date alerts on your behalf, or you can also choose to send an email to all of your students yourself.
How to Collect Dance Tuition When They’re Late
It can be awkward to confront late payers, because sometimes people just can’t afford it. If a student starts the year with a good job and then suddenly gets her hours cut, she may find herself suddenly unable to hold to her agreements on time.
There are a few ways to handle people in those circumstances. If you’re willing to be lenient and allow students to continue classes even if their economic position changes, you should write that into your payment policy. If they know they can come to you and explain why they may be late with some of their payments you can deal with the situation early and not have to chase them down or guess why their payments have stopped.
You should decide before a session starts what the qualifications are for being allowed to pay late without penalty or before they need to suspend their involvement with the program. If you have to enforce either of those consequences, it will be easier and less awkward if you can point to a standing policy that’s been written out, Inc.com noted.
For students who can pay and just can’t seem to stay organized, you may want to implement a short grace period and then a late fee. Remind people with another written message that a fee is coming if they don’t pay, and then enforce it if they still don’t. People who can pay but routinely refuse to should have their access to school resources limited until they either start paying, or at least offer a viable reason for their lateness.
Recital season is an exciting time, but it can also be a cause of worry for parents. Recitals are typically, frenzied and fast-paced experiences, and parents may be a little weary of dropping their child in a chaotic situation. Here are some smart event safety tips to keep in mind this recital season:
Pack an Event Safety First Aid Kit
In addition to having a bag full of extra performance essentials, like bobby pins, hair spray and a spare pair of tights, you should also safety items, like Band-aids, Neosporin and wet wipes. Make sure you have a comprehensive first-aid kit on hand at the recital venue, too.
Make Sure Emergency Contact Info Is Up to Date
Emergency contact info is often a line parents quickly fill out without a second thought, but in the worst case that there ever is an actual emergency, this information will need to be up-to-date. In the weeks leading up to the recital, verify parent or guardian contact info and make sure it’s stored somewhere that’s easily and quickly accessible.
Do a Risk Assessment of the Venue
While you already have an overflowing to-do list to prepare for the recital, you must make time to do a risk assessment of the venue, noted the resource Safe Dance Practice. Tour the venue and note fire exits. You should also familiarize yourself with the venue’s emergency procedures, and alter them to fit the recital set-up if necessary. Record this information and make sure to share it with dancers, parents and all volunteers and studio staff members prior to the event.
Practice Safe Drop-off and Pick-Up Procedures
The nerves are flying before the curtain rises, but some of the most stressful times of a recital are when parents are dropping off and picking up their dancers. When you have a dizzying swarm of dancers coming and going or when you’re distracted by a million things all at once, it can be easy to lose sight of a dancer or not notice who came to get them.
There is software that you can purchase for checking in dancers, if you feel that it would help you organize the process better. Capterra noted that many check-in systems allow multiple ways to identify who is checking in, such as using the last name or phone number, or even a bar code. While software is not necessary, and may be beyond your resources, make sure you get the full name and contact info of the person who is checking in the dancer.
Think about what the best option is for check-out, too. You can have parents come directly to the dressing room during intermission or at the end of the show, or you can have a separate table staffed with volunteers to take the info of the family members picking up. Whatever you choose, make sure you fully brief the parents, dancers and volunteers on the event safety procedures.
You’ve probably been here before – hunched over your laptop late at night, playing the same four seconds of music over and over again on your editing software trying to get it exactly right. Maybe a transition is too clunky, a background instrument is too loud or the fade out is too sudden. No matter the issue, music editing is a recipe for stress and frustration. Music editing apps for your phone are designed to help reduce some of the stress so you can get back to focusing on your students. The apps have streamlined, easy-to-use interfaces that simplify the editing process and make it conveniently portable, so you can tackle any editing issues or make quick adjustments whenever and wherever you are.
Try any – or all – of these music editing apps for using on-the-go:
Audacity is one of the most popular music editing software programs that dance teachers use, and Audacity Portable, the mobile app, means that you can take advantage of all of its useful functionality anywhere. Audacity is an open source software program that means that any developer can use the code to create their own versions of the original program, which is how the mobile app was created. Its layout is easy to get a grasp on, allowing you to make basic adjustments to tracks or “zoom in” for more intricate editing, and best of all, it’s free!
One of the leading music production programs for Macs, also has an app version for iPhones and iPads. GarageBand allows you to create your own songs with a variety of realistic-sounding digital instruments, but you can also easily edit imported tracks and add effects in seconds. For those that are new to GarageBand, The Dance Buzz gave a great tutorial on using the program here.
Hokusai Audio Editor
While Audacity and GarageBand were originally created for desktops, Hokusai was designed with smartphones in mind. The interface is optimized for use on touchscreens, meaning you can make music edits with just a swipe. You can use tools to normalize volume levels and fade-in and fade-out, and can alter the resonance or echoes. The app also features a neat “scrubbing effect” that means you can hear what the music sounds like as you move your finger down a track. And you can edit without worrying about making mistakes, since any changes can be easily undone.
WavePad Audio Editor
WavePad is a free app that contains the basic features needed for editing music. You can record and edit your own sounds and songs, and the app also works with third-party tracks. Your tracks are clearly organized for easy access and it comes with tools like filters that will make sounds clearer. However, WavePad is best for short choreography, between 3-5 minutes, since it does not have a zoom function that allows you to make more minute edits.
Notetracks is not part of the collection of music editing apps, but it is incredibly useful for dance teachers working with choreography, and is recommended by Dance Teacher Connect. With the app, you can easily make notes anywhere in a song and can clearly see the notes marked on the track, making it very helpful for when you’re creating a new routine. Notetracks also makes it easy to share your notes and ideas with others.
Music editing tips
Your expertise is dance, not music mixing, though effective editing will help your dancers perform at their very best. Dance Advantage offered several helpful tips for great music editing. Make sure the volume level is consistent throughout the track, since any discrepancies – even subtle ones – are distracting to both the dancers and audience.
Cutting and pasting is a common way to edit tracks, but it’s not always suitable – the site noted that mixing tracks and adding effects are very noticeable in stripped-down musical pieces with few instruments, so the cut-and-paste method is most effective for acoustic songs.
There are several options for those who want to share their love of dance with others – they can open a private, for-profit dance studio, teach at several different venues or host dance classes at local public schools. Another option to consider is running a non-profit dance studio. Depending on your goals, funding opportunities and community needs, operating a nonprofit dance studio may be the best choice for you.
What Is a Non-Profit Dance Studio?
A nonprofit is generally classified as a “charitable” or 501(c)(3) organization, according to IndependentSector.org. To be recognized by the Internal Revenue Service, nonprofits must demonstrate that they are not just operating for the financial gain of its owners, but instead exists to serve and improve the community.
Non-profit dance studios, like other charitable organizations, are different from for-profit studios in several ways. To register with the IRS, non-profit dance studios must submit a mission statement that guides their operation. All of the revenue generated by a non-profit dance studio goes back into the organization and is used to further the studio’s mission. As such, there is no “owner” of the studio but rather a founder or director. Non-profit studios do not have shareholders and instead are required to have a board of directors made up of community members that advise the studio on its direction, fundraising and budget, among other areas.
It is a common misconception that non-profits don’t make a profit. While it sounds counterintuitive, non-profits are still allowed to charge tuition. However, any profits must be put back toward the operation of the studio and the execution of its mission, and the board of directors has a sizeable control over how profits are used.
Why Should You Consider Being a Non-Profit Dance Studio?
Non-profit dance studios, like other charitable organizations, are exempt from many state and federal taxes, such as income, property and sales taxes. Non-profits also qualify for government funding and can apply for grants from arts foundations and other community organizations. These financial incentives can help ease some of the burdens that for-profit studios face.
Being a non-profit also allows you to focus on responding to a certain need in the community and give back. You may want to build a non-profit studio to help make sure that all children can dance, regardless of the income levels of their families, or to help teach troubled kids confidence and life skills through dance. With the revenue you earn through the studio, you can offer scholarships and other forms of financial assistance to students who can’t afford full tuition, shoes or costumes.
As Larisa Hall, owner of Tap Fever Studios in California, told Dance Studio Life why she decided to make her studio a non-profit:
“I didn’t want to have to say no to anybody. Anybody who wants to dance should be able to, even people with disabilities or who can’t afford it.”
Ways to Fund a Non-profit Studio
There are several funding methods available to non-profit studio owners, and they all benefit from a strong relationship between your studio and the local community. Research the wealth of grants available online – DanceUSA.org maintains a great list of current opportunities, and seek out grants from community and state-level arts foundations and non-profits, too.
Beyond grants, fundraising is very important for non-profits. Anyone who makes a donation, whether they’re parents or community members, can deduct their contribution when they file for their taxes. By staying dedicated to your mission and highlighting the ways that your studio benefits the community, you can strengthen your fundraising efforts and clearly demonstrate the value of donating and working together between students, parents, board members and the local community.
Volunteering is also vital to a non-profit dance studio. Involve parents as much as possible, and look for strategic partnerships in your community that will be mutually beneficial. For example, have your studio teach classes at a fitness center in exchange for free access to its programs.
Finally, be sure to take advantage of modern fundraising techniques enabled by the Internet. Crowdfunding sites like Kickstarter, GoFundMe and IndieGoGo can help fund some of the costs of building and running your non-profit studio. IndieGoGo cited the American Tap Dance Foundation, which exceeded their goal to raise $5,000 for a lighting system in a new facility it had recently moved to.
While building a non-profit studio can be a difficult process, there are many success stories. Just one is Dancing in the Streets AZ, a non-profit studio started in 2008 by Joseph Rodgers and his wife Soleste Lupu. They created their studio from money they had received at their wedding with the mission to provide dance education to high risk children and youth. The accessible dance education the studio provides steers children away from unhealthy situations and activities and instead gives them a place to make positive connections and learn the value of discipline and hard work.
Dance Studio Life profiled the success story of Nela Niemann, artistic director of Blue Ridge Studio for the Performing Arts in Virginia. She runs the studio herself and teaches 140 students along with a small number of part-time teachers. She started her non-profit studio to make dance affordable to every child, and in one season distributed nearly $20,000 in scholarship to children in need.
For the second year in a row, we are excited to present the survey results collected from our most recent survey. We asked dance studio owners to answer questions about their dance studio management software. This year we’ve definitely noticed some recurring trends about how studio owners choose their dance studio management software, how they utilize it, and what they like and dislike about it.
The percentage of studio owners that are using dance studio management software increased 8% last year, from 67% in 2014 to 75% in 2015.
The three most important features of studio management software are still billing and payment processing, class management, and email or text communication, and online registration is gaining in importance.
Studios that fully embrace credit card payments see a vast majority of student payments come in via that method, though studios across the country vary widely in their ability to process credit card payments.
Overall satisfaction with dance studio management software has increased by 7%, with 82% indicating that they were either “extremely satisfied” or “somewhat satisfied”.
Read the In-Depth Report on Survey Results
To see the full summary of the survey results, please enter your email below.
A dance studio is a large, open space suitable for a variety of activities, so why not get the most out of it? Dance studio rental is a fantastic way to maximize revenue. But don’t hand over the keys just yet – read our guide below to get started.
Why Rent out Your Studio?
Renting out your dance studio is a great way to generate extra income, especially during the slower summer months. Once you secure trustworthy renters, the effort on your end is minimal – you make money simply from letting someone use your space. Renting is especially helpful if you need to travel to attend a conference, perform in a show or even just take that well-earned vacation you’ve been putting off for years – with other people using your space, you can rest easy knowing that the power won’t be shut off at your studio while you’re away.
Dance studio rental also generates additional income by exposing your classes and services to new clients. Everyone that attends events held by renters at your studio will see firsthand the programs you offer and the space’s atmosphere, which can lead to new students. This type of exposure can sometimes be more effective than traditional marketing methods.
Who Can You Rent To?
The versatile design of a dance studio makes it a great fit for a wide range of activities. You can rent out the space for children’s birthday parties, and, if you have the resources, parents can hire one of your instructors to lead the party. The wood floors, high ceilings, sound systems and mirrored walls make dance studios a great fit for hosting fitness classes, like pilates and yoga.
If there’s a gym located near your studio, ask if they need extra space to hold their classes. Community groups and children’s scout troops are always looking for open spaces where they can hold events and meetings, too, along with local small businesses searching for an open space for team-building activities, retreats and training seminars.
Another creative way you can rent out your studio is by using it as a theater. Hanging black curtains on rods, adding seat risers and installing a few extra lights on the ceiling can transform a practice space into one fitting for performance. Dance Studio Life interviewed one studio owner who made an area of her studio workable as both a teaching space and a theater on a budget.
“You don’t have to have a large pocketbook to do the things you want to do. You just have to have a mission and share it—if you build it, they will come,” said Jonna Maule of Company Ballet School and Performing Arts Center in Spokane, Washington, in an interview with the site.
Once you’ve equipped your space with the basic theater equipment, you can rent it out to local performance groups, schools, dance troupes and bands. An added bonus is that your dancers now have a performance space in their studio, too.
“Successful renting depends on preparation and research.”
Liabilities to Consider
Successful and profitable renting depends on adequate preparation and research. Your first step should be to check whether your lease agreement for your facility allows you to rent out the space to other people, according to Dance Teacher magazine.
Safety is also another important consideration. Read up on your existing insurance policies and what they cover for outside renters and create a rental agreement outlining the risks the renter is responsible for that you can share with each client. It’s also necessary for the renter to have their own liability insurance so that you are not held responsible if they injure themselves during their classes or events.
Building a dance studio from the ground up is an exciting endeavor, but it’s also an intimidating one. There’s a lot involved in transforming an empty lot into a gleaming dance studio. It’s important to spend time researching all the steps involved in the process so there are as few surprises along the way as possible. Failing to consider certain requirements or design standards can cause problems later down the road, and adding on components after your studio is already built is complicated, costly and time-consuming.
So, make sure to head into the building process confident and informed. Here’s a quick guide to building a dance studio the right way.
Before you break ground on building a dance studio, you need to familiarize yourself with local zoning and construction regulations and any operating permits you’ll need to acquire. Zoning laws dictate that certain types of businesses can only be built in specific areas, for example, commercial properties cannot be located within a certain distance from residential neighborhoods. Zoning laws vary by community, so the U.S. Small Business Administration recommended contacting your local planning agency to figure out the property laws in your area.
Your dance studio will likely also need a series of permits and certifications, including a “CO,” which is a certificate of occupancy. To receive a CO, your building will need to pass building inspections and receive fire safety and health permits, and the Houston Chronicle noted that some areas require dance studios to pass additional measures. So, make sure the design plans of your studio are compliant with the health and safety standards of your state and community.
You’ve probably danced in a studio that was too dark, had a floor that was too stiff or ceilings that didn’t seem quite tall enough. For your students to dance their best, they need to be in a comfortable and open environment that’s designed with them in mind, so it’s important to make sure every aspect of your studio is optimally designed. Consider these main components of a dance studio:
For the most effective practice, a dance studio space should be designed to mirror a performance venue, which means a wide, rectangular area. It may seem creative or cost-effective to design a rounded space, but irregular shapes like these make it difficult for dancers to easily determine the front of the room. A large area allowing for uninhibited diagonal movement is vital.
Think about how many students your studio space will need to accommodate at one time, as well. The British National Dance Teachers Association recommended providing a minimum of three square meters of space for every young dancer of preschool or elementary school age and five square meters for every older dancer. Specifically, it advised dance spaces for children to be at least 150 square meters and adult spaces to be a minimum of 10 x 9 meters. And think about your ceiling, too – it should be tall enough for dancers to lift one another without worrying about smacking their heads on a beam!
The wrong type of floor has serious consequences for dancers, and can damage joints and muscles. It’s important to consider your bottom floor layer and top it with ample padding and support. Wooden, sprung floors are the ideal type for a dance studio. Cement floors are always avoided, however if you’re building your studio from the ground up, it’s hard to avoid using cement as at least the bottom layer of the floor. Consider building a wooden, sprung dance floor slightly above the ground to ensure dancers are fully supported. Harlequin Floors provides a comprehensive, in-depth flooring guide that is a great resource for those building their own studios.
No dance studio is complete without mirrors, which are essential for perfecting form and technique. They should be installed seamlessly, so one single smooth image is presented, and dancers should be able to see their feet on the ground when looking into them. You can install barres in front of some of the mirrors, but make sure you have one wall with mirrors that are completely unobstructed.
Don’t leave figuring out your lighting until after your studio is built. As NDTA noted, the cost of installing wiring and sockets is much more expensive later on – after the studio is finished – than it is at the beginning of the construction process. Overhead lighting should be soft and florescent and evenly spread out across the room. Windows can be great for letting in bright, natural light, but make sure they are positioned higher up on the walls so as not to be distracting to the dancers.
Other necessary components for building a dance studio include lobby and office areas, ventilation and climate-control systems, sound insulation and security systems.
“It’s well worth spending the time to vet the best contractor to build your studio.”
Choosing a Contractor
With all the other things you have on your plate, you may be tempted to just hire the first contractor that pops up in a Google search. But it’s well worth spending the time to find the best contractor to build your studio. Make sure to thoroughly check the credentials of any contractor you’re considering hiring. G2 Builders recommended calling at least three previous clients as references for each company, asking for a copy of their licenses and making sure their insurance is comprehensive and at minimum includes liability and workers compensation.
Building a dance studio is a big undertaking, but with some research, planning and preparation you can have the studio of your dreams. A successful dance studio requires a strong foundation, so make sure you keep in mind the considerations above to build your studio the right way.
With the chilly temperatures and few hours of daylight, summer seems ages away. While it’s hard to imagine lazy days of sun during not-so-fun January, it’s a good time to start thinking about how you will generate revenue for your studio during the summer months. Since many families go on vacation, ensuring your dance studio has an income from May to September takes some creativity. There are many summer dance ideas that your studio can keep revenue up during the summer months, including camps, intensives and workshops, and by renting out your facility.
During the summer, we’re all guilty of spending a few too many minutes daydreaming about the beach while we’re supposed to be working. But keep in mind that kids are even more susceptible to laziness and distraction during these dog days. To remain profitable over the school break, dance studios need to offer creative programs that keep students engaged and entertained.
Here are some summer dance ideas your studio can generate income this summer:
Summer camps are a win-win for everyone: Kids get out of the house, parents get some more time for themselves and dance studios get increased visibility. Camps can take place over a few days, a week or even a full month. Whichever duration you choose, the important thing is that your attendance policy is flexible. Since families have vacations and other commitments during the summer, letting students drop in and avoiding scheduling camp on Fridays and weekends makes the program convenient for parents. Also, allowing parents to pay for a total number of days, as opposed to one set fee for the entire camp, accommodates summer plans and reduces stress, which ultimately means greater profits for your studio.
Camps are especially great for young children, who are typically at home during summer break with lots of energy to spare! While your camp should include some elements of dance, it’s important to keep in mind that kids are raring to let loose and have fun. A creative camp theme that combines movement with crafts and other activities will garner the most interest and keep kids engaged.
Here are some easy theme ideas:
Princess Party: Kids will love living out their fairy tale dreams with this theme. Have them wear their favorite costumes to camp and spend the day dancing to songs from princess movies. Kids can decorate crowns as a fun craft, and lunchtime can be transformed into a royal tea-time!
Fairy/Butterfly Garden: Have the kids don sparkly wings for a day of fluttering fun. After learning some simple choreography, campers can “fly” around the room, maneuvering their way past some easy obstacles. The fairies or butterflies can pair up and learn a dance routine together that they then present for their friends. For a craft, the fairies can decorate wands and the butterflies can draw or paint colorful butterfly friends.
Pirates: A great idea from Dance Studio Life is offering camps that are geared more toward boys at the same time as your other camps, since parents are then more likely to enroll siblings. Mini-mateys will love a swashbuckling pirate camp, where they can learn simple dance-inspired “sword fight” routines (with foam cutlasses, of course!) and watch scenes from their favorite pirate films.
Intensives appeal especially to teenage and young adult dancers and are a great chance for students to dive into subjects that they may not have a chance to learn about during the school year. Try to make them as creative and in-depth as possible to attract the most students. To give your intensive an extra draw, hire “guest teachers” from local universities or big city-studios. Another idea is to focus your intensives on unique specialty subjects that expand students’ experience with dance. For example, Juilliard’s three-week summer intensive includes classes in yoga and improvisation, and collaborates with the music program. Another creative idea is the Dance College Preparation Intensive offered by Cornish College of the Arts, which provides students with technique classes in several styles along with lectures in helpful areas like essay writing.
One-day workshops are flexible and low-commitment, which makes them perfect for the summer months. To attract the most students, keep the purpose of the workshop ultra-specific. Dedicate the day to improving a specific set of moves, or focus on other useful skills, like choreography or improvisation. Think about an area that’s important for a dancer to learn in order to improve and grow, but that isn’t usually offered in regular classes. For example, Skidmore College’s Summer Dance Workshop includes a course in Performance Techniques.
“Rent out your studio for birthday parties or town recreation programs.”
Rent Out Your Studio
In addition to offering the programs above, renting out your studio will help you garner a higher income during the summer. Rent out the studio for birthday parties and town recreation programs or to school teams and fitness instructors. Consider the demographics and specific needs of your community to generate the most revenue from renting out your facility. DanceTeacher magazine profiled the owners of Downtown Dance Factory in New York City, who began offering birthday parties after noticing that there was a space in the local market.
“We knew from our own experience as moms that there was a demand for interesting, well-run birthday parties, and in downtown Manhattan, hardly anyone has room for that type of party at home,” said Hanne Larsen, one of the owners, in an interview with the magazine.
Beyond creating additional income, renting out your facility introduces new dancers to your programs. The more people that come into your studio, the better, and many parents whose kids attend events or parties at your studio will enroll them for classes come autumn.
Keep your studio hot this summer with these creative income generators.
Well-developed studio policies are essential to keeping your dance studio running smoothly. Not only that, they also help keep your sanity intact! If your policies are poorly drawn up, or don’t cover what they need to, then your classes will be disorganized and inefficient, dealing with parent and student issues will be a headache and you may not even receive the tuition payments that you deserve.
Strong, clear-cut studio policies are the gears that make the dance studio machine turn. However, creating policies is not as simple as just jotting a few basic rules down. Read on to learn how you can create the best policies for your business.
The Bottom Line
Suzanne Blake Gerety of DanceStudioOwner.com told listeners in a recent webinar that studio policies are the terms of a business transaction. Keep this thought at the forefront of your mind when creating your rules.
“When someone becomes a student, it’s easy for us to get caught in the warm welcome, without realizing that you’re doing a business exchange: tuition for education,” said one of the hosts.
You can’t continue to operate your dance studio and share your passion with students if you can’t make a profit. While emphasizing payment requirements may seem uncouth or harsh, it’s absolutely necessary to make sure they’re clearly communicated in your policies. Your time and expertise is valuable, so don’t be afraid to strongly express payment requirements – and stick with them. If a parent has an issue with tuition or other financial expectations, you can then point to the policies that were agreed upon ahead of time.
Keep It Snappy
Another factor to keep in mind when drafting your dance studio’s policies is that, like it or not, people have short attention spans in this digital age. That doesn’t mean you should skimp on creating comprehensive policies or leave things out, however, it’s worth it to think about how you can most effectively communicate your policies. Parents deal with demanding schedules and a million different responsibilities, not to mention how they have many forms to sign and disclaimers to read over for their children on a daily basis.
“They have messages coming at them from 8 million different directions and it’s getting more and more challenging to deliver and get the message into their hand, not only get it to them, but make them clearly understand it,” said one of the webinar hosts.
Keep policies clear and concise, and use images wherever you can to dynamically convey information. Bullet point lists break up longer blocks of content so parents can digest it more quickly. Put the most important information at the top, and bold, use color font, use all capital letters – or do all three – to make important deadlines stick out, or otherwise they will be missed. Also, post your policies in as many places as possible, so it’s easily accessible and never more than a few clicks away. Upload them on your website and email them to parents, and make sure you’re constantly regularly reminding students and parents about them.
Topics to Include
DanceStudioOwner.com provided a helpful checklist of which topics should be covered in your policies. These include:
Tuition and fee general information
Tuition & fees due date
Releases, consent forms and privacy policies
Attendance expectations and minimum participation policy
Dress code, class attire, student/parent conduct, studio rules and regulations
The most well-crafted policies in the world, however, don’t matter if they can’t be enforced. As one of the hosts of the policies webinar said:
“This is the hard part: imposing the late fee, kicking the kid out of class, not letting them perform in the recital. We agonize over this. Let me tell you, your policies do not carry any weight if you’re not ready to enforce them.”
Making sure your policies are followed ensures that you can provide the best dance education and experience for your students.
You’ve put together your class schedule and written your studio policies, but one of the most important tasks still has to be done: deciding how you will process payments. As using cash and checks has fallen by the wayside, credit cards have become the preferred form of payment. Her are some tips for secure credit card processing for your dance studio!
Why you Should Accept Credit Cards
Accepting credit cards helps ensure your studio generates as much revenue as possible. One way it does this is by making it convenient for parents to pay tuition and other fees. Paying with a credit card takes just seconds and, depending on your system, can take place almost anywhere, whether online or from a mobile phone. Parents are already using credit cards for their children’s other activities and expenses, and by accepting credit cards you make sure parents can pay the way they prefer and don’t see your studio as that one difficult business they have to deal with.
As more and more dance studios accept credit cards, it’s important that your business remains competitive. Jon Koerber, software expert for dance studios and gymnastics classes, cited that online credit card transactions increased from $2.8 billion to $4.8 billion between 2006 and 2012, and they are only set to grow even more. Credit card processing is no longer weighed down to a clunky machine – they’ve been released online and in mobile applications. As Koerber wrote in a blog post for Capterra:
“You’ll also be losing business to your competitors if you not are doing business around the clock … And all the more so if [parents] can go ahead and sign up for classes from their living room after dinner. If your competitors have online registration and payment processing but you don’t, guess which dance studio will get the new customer after hours.”
Beyond providing convenience for your clients, accepting credit cards also makes everything easier for you. All the payment information will be stored in one place, which makes it simple to view or print revenue reports and quickly access the payment history of certain customers. All the complicated tasks involved with handling and depositing funds is left to the credit card service, which leaves you more time to run your studio.
What You Need to Get Started
You first need to identify which credit card providers you want to accept. Most business accept Visa and MasterCard, while some choose to also accept American Express. Then, you need to select a merchant account service. DanceExec explained a merchant account as “a kind of bank account designed to enable your business to accept payments by debit cards or credit cards. Your merchant account establishes an agreement between you the merchant and the merchant account bank on how to settle money you receive in the form of payment card transactions.”
Make sure the merchant account service you select enables you to accept credit card payments in multiple ways – ideally in-studio, online, over the phone and via smartphones. This way, parents can have a variety of payment methods available to them and can choose the one that’s most convenient for them, wherever they are.
Once you have chosen a merchant account and bank and have been verified, you can begin accepting credit card payments. While you can track and manage credit card payments on a separate system, most major dance studio management software companies enable credit card transactions in their overall system. This is a great option because the credit card transaction program is already fully integrated into the rest of your studio’s systems, which saves you time and headaches!
If you’re accepting credit card payments, you’re dealing with sensitive financial and personal information. So, you need to make sure you’re following the highest measures for security and privacy. Make sure the merchant account service you select has a strong record of PCI, or the Payment Card Industry Data Security Standard, compliance.
Another security consideration is where the credit card payment information is stored. The information should not be kept on your computer or on servers owned by credit card transaction software that you use – instead, the data should be stored securely on an independent server.
Costs to Be Aware Of
Accepting credit card payments comes with several fees. One is gateway fees, which are the fees that merchant accounts charge each month for verifying that the credit card used in each transaction is in good standing. Other merchant account fees include a monthly fixed management fee and PCI compliance fee.
Additionally, there are small fees placed on every individual credit card transaction. These include an interchange fee, which depends on the type of credit card used, discount fees and per-transaction fees. The specific fee amounts vary from provider to provider, so make sure you compare these figures when choosing a merchant account to get the best value for your money.
Though setting up secure credit card processing requires some initial research, the benefits for your dance studio make it well worth the time.