CONVENTION INFORMATION

• Email Communication
  
  • Registration-related emails will be responded to within 48 hours.
  • For urgent updates or changes from registered participants, responses will be provided within 24 hours.

• Registration Platform
  
  • All registrations are completed through Dance Comp Genie.
  • Assistance for studio registrations is available via email.

• Capacity & Pre-Registration
  
  • Pre-registration is strongly encouraged due to limited space.
  • Once capacity is reached, registrations will close.
  • If planning to register at the event, please call one week in advance to confirm availability.

• Level Placement
  
  • Age guidelines are suggestions only.
  • Please register dancers based on their current technical ability.

• Payment Methods
  
  • Accepted: Visa, MasterCard, Discover, American Express, PayPal
  • Check or ACH payments require a secure invoice request via email
  • Deposits must be paid via credit card or ACH only
  • Final balances may be paid by check up to 30 days prior to the event
  • Checks must be postmarked by the Early Bird Deadline to qualify for discounted rates
  • Returned checks will incur a $30 fee
  • At-the-door payments: Cash, credit and apply pay  only

• Studio Pre-Registration
  
  • Studios may reserve a spot with a registration account on Dance Comp Genie and a $250 deposit:
    
  • Dancer rosters may be submitted later after the director form and deposit are received
• Currency & Invoicing
  
  • All payments must be made in U.S. currency
  • No international or foreign checks accepted
  • Studios will be sent an invoice with a due date prior to the event if not paying in full at the time of registration

• Check Payments Online
  
  • AYA offers ACH payment for studios wishing to pay by checking account
• Studios wishing to pay via paper check should contact AYA via email for mailing information and instructions
  
  • A courtesy invoice for ACH payments will be sent if requested
• Registration Confirmation
  
  • A confirmation email will be sent within 48 hours after submission for all studio registrations and no less that 72 hours for all independent registrations.

• Scholarship Policy
  
  • Scholarships must be redeemed during the season listed on the scholarship certificate
  • Scholarships are valid for convention tuition only
  • AYA scholarship awards do not cover hotel or travel expenses
  • Gala competition fees are a separate fee 
  • Only one scholarship per dancer per event
  • Scholarships cannot be combined 

• Hotel Accommodations
  
  • Book early to avoid sell-outs
  • Mention Activate Your Artistry or the group code to receive discounted rates if available
  • Room blocks may not be extended once sold out
  • AYA will provide either an official booking link OR suggestions for nearby accommodations if a booking link is not available

• On-Site Registration
  
  • Convention class registration may be available if space permits
  • Concert Gala entries are not accepted on-site

• Event Schedule
  
  • Final schedules will be posted no later than 7 days prior to each event
  • Schedules, faculty, and classes are subject to change
• Last-Minute Registration Changes
  
  • All updates or changes needed less than 2 weeks before event must be submitted via email to: activateyourartistry@gmail.com

 Event Check-In & Policies

• Payment Requirement
  
  • All registration balances must be paid in full prior to check-in on the first day of the convention.
  • Dancers with outstanding balances will not be permitted to participate in classes.
• Check-In Process
  
  • The following participants must check in at the registration area on the first morning:
    
    • Studio Owners
    • Company Directors
    • Independent Registrants
  • After retrieving welcome packets, Attendees may enter the designated ballroom to sort convention materials
  • Dancers should proceed to the Welcome Ceremony once they have their scholarship numbers and wristbands
• Single-Day Attendees
  
  • Dancers attending for one day must check in to receive their single-day convention pass.
• Group Registration Requirement
  
  • All group registrations must be accompanied by a registered Director or designated representative.
• Wristband Policy
  
  • Wristbands must be worn at all times while participating in convention classes.
  • Wristbands are optional during Concert Gala performances.
  • Activate Your Artistry is not responsible for lost wristbands.
  • Replacement wristbands are available for $5.00 at the registration area.
• Conduct & Behavior
  
  • All attendees are expected to maintain a high level of respect and professionalism.
  • Activate Your Artistry reserves the right to refuse entry or dismiss anyone displaying inappropriate behavior.
• Liability Waiver
  
  • A signed liability waiver is required for entry to all events.
  • Waivers may be:
    
    • Submitted online in advance, or
    • Completed in person at registration check-in

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• Ballroom & Belongings
  
  • Over-sized dance bags and luggage are not permitted in the ballroom area.
  • All personal belongings must be placed against the walls, or underneath an observer chair
    • Dancers may not place their bags on top of observer chairs

• Liability & Responsibility
  
  • The host hotel, facilities, and Activate Your Artistry are not responsible for:
    • Lost personal items
    • Injuries sustained during the event

• First Aid
  
  • If first aid is needed, please report to a staff member at the registration area.

• Liability Waiver Requirement
  
  • All dancers must complete a liability waiver prior to participating.
  • Waivers may be completed independently by a parent or through a studio director

• Dress Code
  
  • Proper attire and shoes must be worn outside of the ballroom area.
  • Tap shoes and bare feet are not permitted outside the ballroom.

• Respect for Venue
  
  • Please be respectful of hotel guests and public spaces at all times.

• Photo & Video Policy
  
  • Photography and video are permitted with an Observer or Director wristband.
  • By attending, all participants grant permission to Activate Your Artistry to film and photograph. Content recorded may be used for website, social media, and marketing purposes

• Courtesy During Classes
  
  • Please be respectful when filming or taking photos.
  • All conversations and phone calls should be taken outside of the ballroom.

• Convention Levels
  
  • Convention levels may be combined when necessary based on registration numbers.
  • Petite level for ages 4-6 will be offered on a city by city basis. Petite level may be combined with Primary level if registration numbers do not substantiate an independent ballroom
  • Any changes to convention levels will be noted on the final event schedule.

Please visit the Concert Gala page under ABOUT AYA for detailed information including divisions, entry limits and scoring. 

The Concert Gala is an opportunity for dancers to compete for additional scholarships and awards not offered during convention classes. Dancers who elect to participate in the Gala will perform routines in a supportive and inclusive environment in front of our industry faculty for feedback and sponsored awards.

The Concert Gala may include performances from professional companies and guest artists. Attending guest performers may vary by event.

Suggested attire for the Gala is dress-casual. Non-performing dancers must be fully clothed while watching the Gala. Costumes and/or dance attire are permitted for any dancers competing in the Gala.

If applicable, Gala score sheets and faculty written critiques will be emailed  to a designated studio representative following the event. The Gala does not include recorded critiques.

The Concert Gala is held on Saturday evening, and attendance is free of charge. QR codes may be required for safety purposes to enter the Gala.

We suggest arriving early as seating is limited. The first two rows of seats are reserved for Company and Studio Directors only.

Dancers are welcome to sit on the floor in front of the mainstage or dance floor to watch the Gala. Dancers must maintain a distance of 5 ft in diameter from the faculty judging table. 

All registrations are non-refundable, NO EXCEPTIONS.

In the event of illness or injury, a credit for future ACTIVATE YOUR ARTISTRY dance events will be decided on a case by case basis. Please email our office to discuss any credits.

In the event of severe weather conditions, no refunds or credits will be given for registration fees or Concert Gala fees if the event is held or rescheduled for a later date.

ACTIVATE YOUR ARTISTRY reserves the right to amend these guidelines at any time and for any reason.

ACTIVATE YOUR ARTISTRY reserves the right to postpone or cancel any event for any reason.

Please note that all Activate Your Artistry staff has completed safety coursework in an effort to provide a safe and inclusive environment at each event. Activate Your Artistry is dedicated to ensuring each dancer is welcomed, validated and safe. 

Each event may feature security measures such as observer bands, entrance passes, emergency protocol plans communicated via AYA staff and on site private security. AYA has also prepared emergency procedures in the event of any spreading viruses or similar health outbreaks. To receive a copy of our covid and illness spread procedures, please email our offices.

If a dancer or attendee needs to report any suspicious or unsafe behavior on site, please stop by registration and request to speak with event management.