POLICIES & PROCEDURES

Policies & Procedures

Stage 8 Dance Brands 2024-2025 Policies and Prodecures

Stage 8 Dance Brands are your partner in success. Together we can ensure a fun, fair and professional event for everyone.

You acknowledge and agree that your program and all teams, coaches, directors, parents, and athletes competing at a Stage 8 Dance Brands event will adhere to the following Policies and Procedures.

Stage 8 Dance Brands Policies & Prodecures

1) SPORTSMANSHIP

a. You agree to conduct yourself with the utmost respect and sportsmanship.


b. You will be respectful of all programs, event staff and venue staff in attendance at the event.


c. Stage 8 Dance Brands reserves the right to remove any person(s) at their events for showing unsportsmanlike conduct, unsafe or further unprofessional behavior to protect Stage 8 Dance Brands Dance Brands participants, staff, contractors, attendees and customers.


2) GENERAL

a. You will ensure that all parents, athletes, and coaches understand the guidelines and work together to follow said guidelines.


b. Coaches will always wear their credentials during the events.


c. USASF Member gyms will follow all USASF rules and regulations, including the PRC.


d. All teams must be supervised during all official functions by a qualified coach/instructor.


3) MUSIC, CHOREOGRAPHY, UNIFORMS, COSTUMES

a. Music will be uploaded to DanceBug and played for you in warm up’s and on stage. Music can be played with a CD, iPod, or iPhone.  If using iPod or iPhone, music must be downloaded, do not rely on WIFI at the event.  Device should be in airplane mode.  


b. If you choose, music can be played with a CD, iPod, or iPhone.  If using iPod or iPhone, music must be downloaded, do not rely on WIFI at the event.  Device should be in airplane mode.  If your iPhone or iPod requires a lightning to aux cord YOU must supply the adapter cord/dongle.


c. Copyright –All teams should ensure their team’s music complies with all applicable Copyright and Licensing laws.


d. If there is a discrepancy at the event with your music, proof of purchase will be requested by a Stage 8 Dance Brands representative. 


e. Music labeled “radio” or “clean” is permissible if it is suitable for family audiences.


f. Routine choreography, music, costuming (including make-up) should be appropriate and 


g. Any team may be deducted for unsportsmanlike conduct on their scoresheet for areas C – F above.


4) COACHES BACKGROUND CHECK (USASF Programs/teams only)

a. Requirements to enter the warm-up room at a USASF Sanctioned events are as follows:

  • i. Athlete – membership is current for the competition season and athlete is listed on the team roster as an active or reserve athlete for the team entering the warm-up room.
  • ii. Coach – membership is current for the competition season; coach is Green Light Background Checked and is listed on the roster as a coach for the team entering the warm-up room term. 
  • iii. Other Personnel/Staff or Volunteer - Green Light Background Checked and listed on the Personnel Roster for non-coaching staff.

CLICK ON LINK FOR MORE DETAILS - http://www.usasf.net/members/coaches_other_professionals/background/

5) WARM UP POLICY 

a. USASF - only coaches and personnel with USASF greenlight eligibility status will have access to the warm-up room and must wear the event-approved wristband given at coaches’ registration to access warm-ups. Only coaches and personnel listed on the roster for each team are permitted during the team warm-up time.  


b. Studio and School team – only coaches and personnel wearing the event-approved wristband given at coaches’ registration are permitted to access warm-up. 


6) COVER -UP POLICY

a. Stage 8 Dance Brands follows the USASF Cover-up policy for all teams USASF, School, or Studio that is participating at our events. Athletes with non-full top uniforms must wear a t-shirt or other suitable cover up over their uniforms unless they are warming up as a team with coach supervision, in the warm-up area, traveling as a group directly to or from the warm up area or on the performance/awards stage.

7) PERFORMANCE INTERRUPTION 


We follow the USASF guidelines.

a. The only individuals that may stop a routine for injury are:

● Competition Officials

● Club Owner/Coach from the performing team

● Injured athlete/athlete in distress

● USASF Certified Legality Official


b. Stopping a Routine – An athlete in distress may also create a potential safety hazard to other athletes because of the inability to hold, support, spot, or catch. For the safety of all athletes competing, a routine should be interrupted/stopped in cases of:

● Obvious Injury (i.e. An athlete lands a skill and falls to the floor but doesn’t get back up.)

● Perceived Injury (i.e. An athlete is crying, keeps grabbing injured area and/or does not resume

their role in the routine within approximately 5 seconds of questionable injury.)

● Athlete in distress leaving the competition floor

● Bodily Fluids, including but not limited to vomit, blood (i.e. An athlete has a nosebleed

while competing.)

● Uniform Malfunction (See below for suggested protocols)


NOTE: If a routine is interrupted due to the above, it will be at the Competition Officials’ discretion whether that team will be allowed to perform again at a later time.


c. Uniform Malfunction - Protocols should be in place to help protect any athlete from unintentional exposure of any private body

part, including but not limited to selecting uniforms in accordance with the Athletic Performance Standards. The USASF assumes no responsibility for Member Club uniform selections as they are made at the sole

discretion of the Member Club.


Should an unintentional exposure occur during a team’s performance, the USASF recommends the following protocols for USASF Sanctioned Event Producers, including but not limited to:

1. Stop the music.

2. Provide directions over the loudspeaker for the team to return backstage.

3. Dim the lights.

4. Cover the exposed athlete should time permit while on stage.

5. Provide a general announcement over the loudspeaker to the effect that those who may have recorded the performance should delete any images or videos from their electronic device, including phones, to comply with federal or state law concerning child pornography.


d. Legality Officials – record the time in which the routine was stopped (Ex 1:27 mark) and the reason for stopping the routine in your USASF Legality Tracking Report.  If that team returns to perform a second time, please note if the perceived injured athlete is competing again.


e. Emergency Medical Response - At first sight or sound of a medical emergency, the Competition Official should notify the EMT or Athletic Trainer on-site to respond with immediate medical care.

● The EMT or Athletic Trainer will typically activate EMS (Emergency Medical Services) if the emergency is life-threatening. (i.e. An unconscious athlete, an athlete who is not breathing, someone who has an open fracture, someone who appears to be going into anaphylaxis, someone who appears to have sustained a head injury, etc.)

● Be sure all protocols related to your Emergency Action Plan have been met (i.e. incident or accident report completed, injured athlete follow-up)


f. Returning To Competitoin - Athletes:

An injured participant MAY NOT return to the competition floor unless the Competition Officials receive clearance from ALL the representatives listed below:

● Competition medical personnel attending to that participant.

● Parent/Guardian (if present).

● Head coach/Club owner of the competing team.


In the event of a suspected head injury, the participant cannot return to perform without clearance from a licensed medical professional that has training related to head injuries.


If an athlete is returning to perform ALL athletes’ safety MUST be considered.

(i.e. Can the injured athlete properly base, brace, lift, be lifted, etc. without concern for the safety of the

athletes being supported and/or supporting the injured participant?)


Teams:

If a team is allowed to perform again following a routine interruption, the second performance requirements, scoring, etc. will be at the sole discretion of the Competition Official.


Typically, although at the discretion of the Competition Official, the team (pending the injury’s impact on the routine) performs the routine again in its entirety full out but judging resumes from the point at which the injury/interruption occurred as determined by the Competition Official. Typically, scoring and point deductions accumulated (if applicable) to that point carry over.


If a team is permitted to perform again but fails to perform the routine in its entirety (example: throwing back tucks instead of the full twist thrown in the original performance or single pirouettes instead of the a la seconde turns in the original performance), it is at the discretion of the Competition Official how that team’s scores will be affected.

8) PERFORMANCE FLOOR

a. Entrances and exits to the performance floor must be done from the designated areas.  Please enter and exit in a timely manner.  No choreographed entrances will be permitted.


b. Timing will begin with the first movement, voice, or note of music, whichever comes first. Timing will end with the last movement, last voice, or note of music, whichever comes last.


c. Routine Length – see website 


d. Teams may not compromise the integrity of the performance surface. (Examples: residues from sprays, powders, oils, etc.) Teams are responsible for clearing the performance surface from debris. (Examples: poms, props, etc.)


9) MEDIA POLICY

a. Stage 8 Dance Brands, LLC has permission to use the images, videos and statements of the attendee(s) including for commercial or promotional purposes via social media, mailings, electronic communication, web postings, and all other forums without further authorization or compensation from all participants and coaches at STAGE 8 DANCE BRANDS events.


b. Stage 8 Dance Brands, LLC allows all paid customers to use their choice of cameras, however if any person(s) are found to be filming or photographing other teams or individuals other than their own gym or studio Stage 8 Dance Brands has the right to remove any person(s) and require immediate deletion of any images or videos.


10) LOGO TRADEMARK

a. No program can use or replicate Stage 8 Dance Brands including Stage 8 Dance Brands trademark logos in any form including apparel, promotions or athlete awards unless written consent from Stage 8 Dance Brands, LLC. 

11) SCORING

a. Stage 8 Dance Brands has an independent scoring system www.dancebug.com for dance events.  Visit www.stage8dancebrands.com for all score sheets templates and rubrics. Post event scoresheets and audio critiques will be available in your Dance Bug account


b. The scoring representatives will only discuss your routine and scores.  You may not challenge scores or deductions of other teams at any time.


12) DIVISION CHANGES

a. No division changes will be accepted two weeks prior to the start of the event.


b. If you choose to change divisions within 2 weeks, you will be charged the new division team fee of $50 per change.


13) PAYMENT POLICY

a) REGISTER NOW to secure your program with Stage 8 Dance Brands events.  Final payment is due two weeks prior to the Friday of the event date your program is attending. A 3% processing fee will be added to credit card payments. 

14) CANCELLATION/REFUND POLICY

a. Cancellation 3 weeks or more prior to the event - $100 cancellation fee will be subtracted from your total registration. If you have not made a payment, the cancellation fee will be charged to your program. The remaining amount will be refunded back to your program OR transferred to another Stage 8 Dance Brands event during the 2024-2025 competition season.


b. Cancellation 2 weeks prior to the event - $150 cancellation fee will be subtracted from your total registration. If you have not made a payment, the cancellation fee will be charged to your program. The remaining amount can only be transferred to another Stage 8 Dance Brands event during the 2024-2025 competition season, NOT refunded back.


c. Cancellation 1 week prior to the event - $200 cancellation fee will be subtracted from your total registration. If you have not made a payment, the cancellation fee will be charged to your program. The remaining amount can only be transferred to another Stage 8 Dance Brands event during the 2024-2025 competition season, NOT refunded back.


By typing my name below, I agree and acknowledge that I am the gym/studio owner or program director.  I accept sole responsibility for communicating the above information with all coaches/directors and teams attending the Stage 8 Dance Brands events.  I will ensure that my gym/studio/program will comply with all policies and procedures.  My gym/studio/program will support the competition results and I will do my best to be a good role model for my teams/program.

 Stage 8 Dance Brands thanks YOU for your participation, cooperation, and leadership!

Please feel free to contact cheryl@stage8dance.com with any questions, comments, or suggestions that you may have!


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