Resource Guide

Free dance competition & festival entry form template

A comprehensive entry form template for collecting registrations from dance schools and individual dancers. Includes all essential fields while respecting privacy and data protection requirements.

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What This Template Includes

This entry form template is designed for dance competition and festival organisers who need to collect registrations from participating schools and dancers. It covers all essential information required to administer entries while following GDPR and data protection best practices.

The template can be used as a printable PDF, Word document, or adapted for online forms. For larger competitions, consider using digital entry management software like Compz to automate the process.

1. Event & Organiser Details

Start your form with clear event information so schools know exactly what they're entering:

Competition/Festival Name: Full event title
Event Type: Competition or Festival
Date(s): Single day or multi-day dates
Venue: Name and full address
Organiser Contact: Name, email, phone
Entry Deadline: Last date for submissions
Payment Deadline: When fees must be paid

2. Dance School Information

Collect school/teacher details as the primary contact point:

School/Studio Name: Official name
Principal/Teacher Name: Main contact person
Email Address: For correspondence and programme
Phone Number: Mobile preferred for day-of contact
Address: School address (optional)
Emergency Contact: Alternative contact on the day

Privacy Note: Collect school/teacher information, not parent details. Parents should contact their own dance school, not the competition organiser directly.

3. Dancer Information

For each dancer, collect only information necessary to administer the competition:

Essential Fields:

Full Name: First name and surname
Date of Birth: For age category verification
Age on Competition Date: Calculated or stated
Gender: If required for sections (Male/Female/Prefer not to say)

Optional Fields (if needed):

Stage Name: If different from legal name
Previous Competition Experience: For novice/open classification
Medical Information: Only if essential (e.g., severe allergies)

Data Protection: Do NOT collect unnecessary personal data about children. Avoid collecting addresses, phone numbers, photos, or sensitive information unless absolutely required. Minimise data collection to only what's needed for the competition.

4. Section & Routine Details

Create a clear table or list format for schools to specify their entries:

For Each Entry:

Dancer Name(s): Solo, duet, trio, or group
Section/Category: E.g., "Baby Modern", "Junior Tap"
Age Level: Baby, A, B, C, D, E, F, Junior, Inter, Senior
Dance Style: Ballet, Tap, Modern, Jazz, Contemporary, etc.
Routine Type: Solo, Duet, Trio, Group, Troupe, Challenge
Competition Level: Novice or Open (if applicable)
Routine Title: Name of the dance (optional)
Duration: Approximate length in minutes

5. Music Submission

Specify how and when schools should submit music:

Music Format: MP3, USB, CD, or online upload
File Naming: E.g., "SchoolName-DancerName-Section.mp3"
Music Deadline: Date by which music must be received
Submission Method: Email, upload link, or physical delivery
Backup Music: Requirement to bring backup on the day

6. Entry Fees & Payment

Clearly state your fee structure and payment requirements:

Fee Structure:

Solo Fee: £X per solo entry
Duet/Trio Fee: £X per duet or trio
Group/Troupe Fee: £X per group or troupe
Challenge Fee: £X per challenge (if applicable)
Late Entry Surcharge: Additional fee if applicable

Payment Details:

Total Amount Due: Calculated total
Payment Methods: Bank transfer, cheque, cash, online payment
Bank Details: Account name, sort code, account number, reference
Payment Deadline: Date by which payment must be received
Refund Policy: Terms for withdrawals

7. Declarations & Consent

Include necessary declarations and consent statements:

Required Declarations:

Accuracy of Information: "I confirm that all information provided is accurate and complete."
Rules & Regulations: "I have read and agree to abide by the competition rules and regulations."
Age Verification: "I confirm that all dancers meet the age requirements for their entered sections."
Liability: "I understand that the organiser is not liable for injury, loss, or damage during the event."
Photography/Video: "I consent to photography and video recording for promotional purposes." (Optional checkbox)
Data Protection: "I consent to my data being processed for the purposes of administering this competition in accordance with GDPR."

Signature: ________________________________

Print Name: ________________________________

Date: ________________________________

Moving Beyond Manual Forms

While paper or PDF forms work for smaller events, they become time-consuming as your competition grows. Manual forms require:

Manually entering data from each school's form
Chasing schools for missing information or corrections
Calculating fees and tracking payments separately
Building your running order from scratch
Manually creating and distributing programmes

Digital Entry Management with Compz

Compz automates the entire entry process:

Online Entry Forms: Schools enter their dancers directly into the system
Automatic Fee Calculation: System calculates totals based on your fee structure
Payment Tracking: See which schools have paid at a glance
Programme Builder: Auto-generate optimized running orders
Digital Distribution: Send programmes to schools and parents instantly
Live Updates: Parents receive real-time schedule updates on competition day

Try Compz

Download Template

Click the button below to open the printable template. You can print it to PDF or save as a document to customize for your specific competition requirements.

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Remember to include your event-specific details, fee structure, and contact information. Always comply with GDPR and data protection regulations when collecting personal information.

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