Getting Started Guide for Event Organizers

1. Navigate to Settings from your main event page
2. Fill in Event Details:
   • Event name, date, location
   • Review options
   • Choose Scoring
3. Set Up Packages (if using invoicing):
   • Create dance packages and options for students, guests, and instructors (e.g., “Saturday Only Package”)
   • Set individual dance prices for student and studio billing options for freestyles and solos
   • See Invoicing for detailed setup
4. Configure Heat Settings:
   • Heat interval (typically 90 seconds)
   • Maximum couples per heat (6-8 for competitions, 8-10 for showcases)
   • Age and level mixing preferences

1. Add Your Dances:
   • Add each dance style you’ll offer (Waltz, Cha Cha, etc.)
   • Click Arrange to organize dances into columns
   • Match your entry form layout using drag-and-drop
   • Save when complete

1. Navigate to Agenda
2. Create Categories for different portions of your event:
   • “Open Smooth”
   • “Closed Rhythm”
   • “Solos and Formations”
   • “Multi heats”
3. Assign Dances to appropriate categories
4. Set Start Times for automatic scheduling

Self-Entry Option: Allow studios to enter their own students

• Provide studio contact information to receive access
• Studios can manage their own entries and changes
• You maintain oversight and final control

Organizer Entry: Enter all participants yourself

• More control over the process
• Studios send you entry forms to input
• Good option for smaller events

1. Add Studios (if not already done)
2. Add People to Studios:
   • Instructors, students
   • Lead, Follow, (or both)
   • Age and skill levels
3. Create Entries:
   • Select leader and follower for each dance
   • Choose appropriate skill level and age category
   • Select dances. If you want mutliple entries for any dance, click on the dance then type a number.
4. Add Solos:
   • Select dance (and optional second dance)
   • Enter song information
   • Upload music files for each solo
5. Add Formations:
   • Set up as student or click on Add Formation from a studio for studio formations
   • Add all participating dancers
   • Upload choreography music
6. Handle Changes:
   • Use Scratches and Walk-ons for last-minute changes
   • Update billing as needed

1. Go to Heats page
2. Click Solos to order your solos
3. Click Redo to generate your schedule
4. Review Results:
   • Check heat sizes (aim for 4-8 couples). At the bottom of the page is a summary.
   • Verify no scheduling conflicts
   • Look for any problems flagged by the system
5. Troubleshoot if Needed:
   • If schedule is too long, see Scheduling troubleshooting
   • Adjust settings and regenerate as needed
   • Use Reordering for fine-tuning

1. Generate Back Numbers:
   • Go to Back Numbers
   • Assign numbers to all leaders
   • Print number labels
2. Print Event Materials:
   • Heat lists for posting
   • Judge sheets (if using paper scoring)
   • Programs for spectators
   • See Publishing for options

1. Tablets or laptops for each judge

   • IMPORTANT Check for browser warning on main page for the event on each device. Safari is problematic unlesss you keep up to date with operating system changes; otherwise consider using Chrome, Edge, or Firefox.

2. Test Scoring system

• Finding out at the time of the event that scores or judge comments aren’t being saved due to a browser issue will mean that your students won’t get the value they are expecting out of the event.

1. Have paper backup ready

1. Configure Display Systems:
   • Counter display for current heat
   • Mobile access for participants
   • DJ music system if handling audio
2. Brief Your Team:
   • Share Judge, DJ, and Emcee guides
   • Test all systems before guests arrive

1. Monitor Progress:
   • Track current heat on counter display
   • Handle last-minute scratches and walk-ons
   • Assist judges with scoring questions
2. Manage Real-Time Changes:
   • Add walk-on entries as needed
   • Handle equipment issues with backup plans
   • Keep event moving on schedule
3. Complete Scoring:
   • Ensure all heats are scored
   • Review results before announcing by visiting the Summary page
   • Generate final results and awards

1. Complete Final Scoring
2. Generate Reports:
   • Final placements for all categories
   • Studio summary reports
   • Individual dancer results
3. Handle Billing:
   • Generate final invoices
   • Process any outstanding payments
   • Send receipts and summaries