Creating the Perfect Dance Competition Venue Insights from Oro Dance Live Series with Mandi Kay and Matthew Hastreiter

Dance competitions bring together talented performers, passionate families, and dedicated studios. Yet, behind every successful event lies a carefully crafted venue experience that often goes unnoticed. In a recent Oro Dance Competition Instagram Live episode, host Mandi Kay spoke with venue expert Matthew Hastreiter about what it takes to create the ideal space for dance competitions. Their conversation sheds light on the venue perspective, revealing the planning, challenges, and collaboration involved in making dance events run smoothly and feel special for everyone involved.

This blog post breaks down the key insights from their discussion, offering practical advice for venues and dance organizations aiming to elevate their events.

ORO DANCE COMPETITION

Dance competition stage prepared for a live event with clear sightlines and lighting

What Makes a Venue Ideal for Dance Competitions

Matthew emphasized that an ideal venue balances functionality with atmosphere. The space must support the technical needs of dancers and production teams while creating an inviting environment for audiences.

Key features include:

• Flooring: A sprung floor or a surface that reduces injury risk is essential. Hard floors can cause strain or injury, so venues often invest in dance-friendly flooring or allow event producers to bring portable dance floors.

• Lighting and Sound: Adjustable lighting rigs and quality sound systems help highlight performances and keep the audience engaged. Venues that allow customization of these elements provide a better experience.

• Backstage Areas: Spacious, clean dressing rooms and warm-up spaces help dancers prepare comfortably.

• Seating and Sightlines: Clear views from all seats ensure families and judges can see every detail.

• Accessibility: Easy access for performers, families, and equipment is critical, including parking and loading zones.

  
  

Matthew noted that venues designed with these elements in mind reduce stress for everyone and contribute to a professional, enjoyable event.

Planning Begins Months in Advance

One surprising insight from the conversation was how far ahead venue planning starts. Matthew explained that for major dance competitions, planning often begins six to twelve months before the event. This timeline allows venues and event producers to:

• Reserve dates and avoid scheduling conflicts

• Coordinate technical requirements like lighting, sound, and staging

• Arrange staffing for security, ticketing, and maintenance

• Plan for cleaning and safety protocols

• Discuss layout and flow to optimize dancer and audience movement

  
  

This early collaboration helps avoid last-minute surprises and ensures the venue can meet the specific needs of the dance competition.

Behind-the-Scenes Work That Most People Don’t See

The Live episode revealed many behind-the-scenes tasks that go unnoticed by attendees but are vital to a smooth event:

• Load-in and Load-out Coordination: Managing when and how equipment and props arrive and leave to avoid congestion.

• Technical Rehearsals: Testing lighting, sound, and stage setups before the event to catch issues early.

• Staff Training: Ensuring venue staff understand the unique needs of dance competitions, such as handling delicate costumes or managing crowd flow.

• Safety Checks: Verifying that floors, rigging, and emergency exits meet safety standards.

• Communication Systems: Setting up radios or other tools so venue and event teams stay connected throughout the event.

  
  

Matthew stressed that these efforts require detailed checklists and strong communication between venue and event teams.

Collaboration Between Venues and Event Producers

The conversation highlighted how venues and event producers work closely to create a seamless experience. Matthew shared that successful partnerships involve:

• Clear Communication: Regular meetings and updates help both sides understand expectations and constraints.

• Flexibility: Venues that adapt to last-minute changes or special requests make a big difference.

• Shared Goals: Both parties aim to provide a safe, professional, and enjoyable environment for dancers and families.

• Problem-Solving Together: When challenges arise, teams brainstorm solutions rather than assigning blame.

  
  

This collaboration builds trust and often leads to repeat bookings and positive word-of-mouth within the dance community.

VENUE

Backstage area showing dancers preparing and organizing costumes before a competition

Practical Advice for Venues Hosting Dance Competitions

For venues looking to attract or improve dance competitions, Matthew offered several actionable tips:

• Invest in Dance-Friendly Flooring: If a permanent sprung floor isn’t possible, consider portable options or protective coverings.

• Create Dedicated Warm-Up Spaces: Separate areas for stretching and rehearsing reduce congestion and help dancers focus.

• Train Staff on Dance Event Needs: Educate your team about the unique demands of dance competitions, from handling costumes to managing timing.

• Plan for Efficient Load-In/Load-Out: Designate clear zones and schedules to keep equipment movement smooth.

• Offer Flexible Technical Support: Be ready to adjust lighting and sound setups based on event producer requests.

• Maintain Open Communication: Keep lines open before, during, and after events to address concerns and gather feedback.

  
  

Venues that follow these steps often see improved satisfaction from event organizers and attendees.

Tips for Dance Organizations Working with Venues

Dance studios and competition producers can also benefit from understanding the venue perspective. Matthew suggested:

• Start Planning Early: Reach out to venues well in advance to secure dates and discuss needs.

• Be Clear About Requirements: Provide detailed technical riders and schedules to help venues prepare.

• Respect Venue Policies: Follow rules regarding load-in times, noise limits, and safety.

• Communicate Changes Promptly: Inform venues immediately if plans shift.

• Build Relationships: Treat venue staff as partners to foster goodwill and smoother events.

  
  

This approach helps dance organizations avoid common pitfalls and create positive experiences for dancers and families.

Creating the perfect venue for dance competitions takes more than just a stage and seats. It requires thoughtful design, months of planning, and strong collaboration between venues and event producers. The Oro Dance Live Series conversation with Mandi Kay and Matthew Hastreiter offers valuable insights into this complex process. By focusing on the needs of dancers, studios, and families, venues can create spaces that support memorable performances and smooth events.