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TERMS / POLICIES

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Kindly review the performance and payment terms below, which outline the standard policies for Stadium Dance entertainment services. For any further questions, please reach out to info@stadiumdance.com.

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CLICK TO VIEW POLICY / TERMS INFORMATION:

 

PAYMENT TERMS

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PAYMENT METHODS

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PERFORMANCE REQUIREMENTS

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WARDROBE / COSTUME POLICY

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ARRIVAL, DEPARTURE & ON-SITE PERFORMANCE POLICY

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CAST, ROUTINE & PERFORMANCE ADJUSTMENTS POLICY

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TRAVEL & TOURING PERFORMANCE POLICY

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MUSIC POLICY

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PAYMENT TERMS

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DEPOSIT REQUIREMENT:

A 50% non-refundable deposit is required at the time of booking to secure your event.

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TALENT & CHOREOGRAPHY COMMITMENT:

Stadium Dance will not secure talent, begin choreography, or reserve event dates until the 50% non-refundable deposit has been received. Until the deposit is submitted, availability is not guaranteed.

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AVAILABILITY:

All talent and event dates are subject to availability at the time the agreement and deposit are finalized.

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NON-REFUNDABLE CLAUSE:

All deposits made to Stadium Ent LLC (dba Stadium Dance) are non-refundable. By submitting a deposit, you acknowledge and agree that the deposit will not be refunded under any circumstances.

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PURPOSE OF DEPOSIT:

The deposit confirms your commitment and allows Stadium Dance to allocate resources for your event, including scheduling talent, choreography development, music editing, studio time, and preparatory work.

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FINAL PAYMENT DUE:

The remaining balance is due in full no later than one (1) week prior to the event date by midnight, unless alternative arrangements have been approved in writing by Stadium Dance. Payments made after this deadline are considered late and may incur a late fee.

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LAST-MINUTE BOOKINGS:

For bookings made within two (2) weeks of the event, full payment is required at the time of booking.

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ADDITIONAL SERVICES & FEES:

Any additional services or changes requested after booking will be invoiced within 24 hours and are due upon receipt.

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EVENT CANCELLATIONS:

If the event is canceled at any time, the deposit will be forfeited. Cancellations within two (2) weeks of the event do not qualify for a refund of any payments made, including final balances.

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EARLY EVENT ENDINGS:

If the event ends earlier than scheduled, no partial refunds will be issued.

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RESCHEDULING REQUESTS:

If you need to reschedule, you must provide at least 14 days' notice before the event. While we will do our best to accommodate, rescheduling is subject to availability. The original deposit remains non-refundable and will be applied to the rescheduled event.

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CANCELLATION POLICY:

If you choose to cancel instead of rescheduling, the deposit will be forfeited. We strongly encourage you to ensure your availability and commitment before making a deposit.

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FORCE MAJEURE:

In the event of unforeseen circumstances beyond our control (e.g., natural disasters, government restrictions, pandemics), we will work with you to reschedule the booking. The deposit remains non-refundable. If a rescheduled date cannot be agreed upon within 90 days of the original event, Stadium Dance reserves the right to apply the deposit toward a future event within 3 months of original date, at its discretion.

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ADDITIONAL ON-SITE SERVICES & FEES:

Any additional services added on the event day (e.g., extended performance time, extra talent) will be invoiced within 24 hours of the event and due upon receipt.​

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REFUND & CANCELLATION POLICY

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Non-Refundable Deposits:

All deposits made to Stadium Ent LLC (dba Stadium Dance) are non-refundable under any circumstances.

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Event Cancellations:

If the event is canceled at any time, the deposit will be forfeited. Cancellations made within two (2) weeks of the event do not qualify for a refund of any payments made, including the final balance.

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Early Event Endings:

If the event concludes earlier than scheduled, no partial refunds or credits will be issued.

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Rescheduling Requests:

Clients requesting to reschedule must provide a minimum of fourteen (14) days' notice prior to the event date. Rescheduling is subject to talent and date availability. The original deposit remains non-refundable but may be applied to the new event date.

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Cancellation Instead of Rescheduling:

If you choose to cancel rather than reschedule, the deposit will be forfeited in full. Please confirm your event date and commitment before submitting a deposit.

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Force Majeure:

In the event of circumstances beyond the control of either party (e.g., natural disasters, government restrictions, pandemics), Stadium Dance will make reasonable efforts to reschedule the event. The deposit remains non-refundable. If a rescheduled date cannot be mutually agreed upon within 90 days of the original event date, the deposit may be applied toward a future event occurring within three (3) months, at the sole discretion of Stadium Dance.

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Additional On-Site Services & Fees:

Any additional services requested on the day of the event, such as extended performance time, added talent, or last-minute changes, will be invoiced within 24 hours and must be paid upon receipt.​

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FAILURE TO FULFILL PAYMENT POLICY

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Missed Payment Deadline:

  • All final payments are due no later than one (1) week prior to the event date by midnight, unless otherwise agreed upon in writing by Stadium Dance.

  • If full payment is not received by the deadline, Stadium Dance reserves the right to apply late fees and/or cancel the booking immediately.

  • In such cases, the deposit will be forfeited, and Stadium Dance is not responsible for providing performers, securing replacements, or arranging alternative entertainment.

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Late Payments:

  • Any payment not received by the due date specified in the performance agreement will be considered late.

  • A late fee of 10% of the outstanding balance will be applied immediately after the due date.

  • An additional 10% late fee will accrue every 7 days thereafter until full payment is received.

  • Stadium Dance reserves the right to withhold all services, choreography, rehearsal access, or performance participation until balances are paid in full.

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Reinstating a Canceled Booking Due to Non-Payment:

  • If a booking is canceled due to non-payment, the client may request reinstatement.

  • Reinstatement is not guaranteed and is subject to talent availability and schedule approval.

  • To reinstate a booking, the Client must pay:

    • 100% of the remaining balance,

    • All accumulated late fees,

    • Any rush charges required to re-secure performers, adjust choreography, or accommodate compressed timelines.

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Non-Payment After Services are Rendered:

  • If the Client fails to pay any remaining balance after the event or after additional invoiced services, Stadium Dance reserves the right to pursue:

    • Collections proceedings,

    • Legal action,

    • Recovery of legal, administrative, attorney, court, and collection agency fees,

    • Interest on unpaid amounts at the maximum rate permitted by Nevada law or 1.5% per month (18% annually), whichever is greater.

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Client Responsibility for Fees & Charges:

  • The Client agrees to be financially responsible for all of the following in the event of late or non-payment:

    • All original invoice amounts

    • Late fees and interest

    • Chargeback fees or reversal fees (if applicable)

    • Attorney fees, court fees, collection agency costs

    • Any bank/processing fees incurred due to insufficient funds or disputed payments

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Service Suspension Rights:

  • Stadium Dance reserves the right to immediately suspend or terminate services if:

  • Payment is not received by the agreed deadline

  • A scheduled automated payment is reversed or declined

  • The Client disputes or reverses charges after services have begun or been rendered

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In such cases, choreography and materials remain intellectual property of Stadium Dance, and performers are not required to appear or rehearse until payment is resolved.

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PAYMENT METHODS​

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Preferred / No-Fee Payment Options:

  • ACH Bank Transfer (Preferred)

  • Cash

  • Check

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Credit Card or Digital Payment Options (Processing Fees Apply):
For payment using the methods below, the following credit card processing fees will be added to your total invoice:

  • PayPal: 3.6%

  • Venmo: 3.6%

  • Credit Card (via Stripe): 3.6%

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To make other payment arrangements or for any questions, please contact us at info@stadiumdance.com.

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Chargebacks, Reversals & Insufficient Funds Policy​

To protect the integrity of services and payment processing, the following conditions apply:

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Chargebacks & Payment Disputes:

  • In the event of a payment dispute, reversal, or chargeback initiated by the Client after services have begun or been rendered, the Client will be held responsible for:

    • The full outstanding balance of the invoice

    • Any chargeback or reversal fees incurred by Stadium Dance

    • A $50 administrative fee per chargeback

    • Any attorney, collection, or legal fees required to recover payment

    • Initiating a chargeback does not cancel the contractual obligation to pay for services rendered.

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Insufficient Funds (NSF) / Returned Checks:

  • Any check or payment returned due to insufficient funds will result in:

    • A $50 NSF / returned check fee

    • Immediate suspension of services until payment is corrected

    • Replacement payment required via certified funds, cashier’s check, cash, or ACH only

  • If the Client fails to provide valid replacement payment within 3 business days, the booking may be canceled and all deposits forfeited.

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Refusal of Future Services:
Stadium Dance reserves the right to refuse future bookings from any Client who submits a chargeback, NSF payment, or repeatedly fails to fulfill payment obligations.

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PERFORMANCE REQUIREMENTS

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To maintain fair and competitive pricing, the following items are not included in initial quotes and must be provided by the Client for all performers, choreographers, directors, and representatives unless otherwise agreed upon in writing.

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Cold Water

Bottled water or a water station with cups must be readily accessible to all talent during rehearsals and performances.

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Secure Storage / Changing Area

A safe and private area must be provided for performers to change and store personal belongings. This area must not be accessible to the general public.

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Venue Access

All necessary access credentials, wristbands, tickets, or passes must be provided for performers and staff. If the venue requires paid entry, the Client is responsible for covering these costs.

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Parking & Transportation

  • Parking must be secured and covered by the Client for all performers and staff.

  • If parking is not complimentary, the Client must arrange prepaid parking or reimburse all parking expenses.

  • Many Las Vegas casinos offer up to 3 hours of complimentary parking with a valid Nevada ID. Talent is allotted 15 minutes before and after to walk to and from the designated meeting location, resulting in 2.5 hours of usable free parking time.

  • Special event pricing (e.g., concerts, game days, conventions) may apply. For example, The Venetian charges $40 per day Thursday–Sunday, even for locals.

  • Any parking fees incurred on-site will be invoiced after the event and must be paid within 24 hours of receipt.

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Music Playback & Sound Requirements

To ensure a smooth and professional performance, the Client must provide the following unless otherwise arranged in writing:

  • Professional Sound System: A high-quality PA system appropriate for the performance space.

  • Playback Capability: System must support .mp3 files via USB, aux input, laptop, or approved playback device.

  • Sound Operator/Technician: A dedicated audio technician must be available for sound checks, playback cues, and volume control.

  • Music Testing: The Client is responsible for ensuring correct playback, volume levels, and file compatibility prior to the event.

  • Backup Files: A backup copy of the final music file should be available via USB and/or email.

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Tech / Onsite Rehearsal Policy

  • Tech Rehearsals Are Not Included by Default: Technical rehearsals and onsite rehearsal time are not included in initial performance quotes unless specifically requested prior to contract signing.

  • If Added After Contract Signing: Any tech rehearsal, spacing rehearsal, or onsite practice time added after the contract is signed will be considered Additional On-Site Time and will be billed per hour, per performer (and applicable staff).

  • Approval & Scheduling: All tech or onsite rehearsal requests must be scheduled in advance and approved by Stadium Dance to ensure talent availability and proper coordination with venue schedules.

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Additional Notes

Failure to provide any of the above requirements may result in delays, additional charges, or inability to perform. Stadium Dance appreciates your cooperation in ensuring a smooth, safe, and professional entertainment experience.

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WARDROBE / COSTUME POLICY

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Stadium Dance provides professional wardrobe and styling to ensure a polished, cohesive, and performance-ready appearance that complements your event’s theme and aesthetic.

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Standard Included:

The following wardrobe elements are available in the booking price unless a custom or upgraded costuming package is selected:

  • Footwear: Appropriate shoes for the performance style or dance genre.

  • Bottoms: Black pants (dress pants, cargo pants, or track pants).

  • Tops: Coordinated black tops, such as long sleeves, short sleeves, tank tops, or hoodies.

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Costuming Options & Fees

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Standard Costume Fee – $100 per dancer, per event
Includes:

  • Full in-house wardrobe look

  • Coordinating footwear

  • Dry cleaning and sanitation (most pieces require professional cleaning)

  • General wear-and-tear maintenance

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Client-Supplied Wardrobe – $0 Costume Fee

  • Client provides all costume pieces, footwear, and accessories.

  • Costumes must be performance-ready, sized, cohesive, and approved by Stadium Dance in advance.

  • If fittings are required, they are billed at $55 per hour per performer.

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Custom/Theme Costume – Starting at $150+ per dancer

  • Ideal for elaborate, branded, or themed performances.

  • Pricing may vary depending on complexity, fabric sourcing, embellishments, and timelines.

  • Must be confirmed well in advance to allow for design, ordering, and fittings.

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Quick Changes & Wardrobe Logistics

  • If the performance requires quick costume changes, the client must provide a secure and private changing area close to the stage or performance zone.

  • A wardrobe assistant or dresser may be required for complex or rapid costume changes and will incur an additional fee.

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Costume Approval & Finalization

  • All costume selections—whether from our wardrobe, custom-made, or client-supplied, must be approved by Stadium Dance to ensure we have all pieces with cast sizing available, safety, functionality, and performance compatibility.

  • Final wardrobe decisions must be made no later than 30 days prior to the event, unless otherwise agreed upon.

  • For brand partnerships or themed events, visual mock-ups or mood boards can be provided upon request.

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ALL OF OUR IN-HOUSE COSTUME OPTIONS CAN BE VIEWED HERE.

ARRIVAL, DEPARTURE & ON-SITE PERFORMANCE POLICY

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Performers will arrive at the event venue 1–2 hours prior to the scheduled performance time at the designated meeting location. This call time allows for costume changes, warm-up, and final instructions. Exact arrival time may vary depending on the choreography, services booked, or event requirements.

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Performers will depart immediately after the final performance unless otherwise instructed by the on-site manager, choreographer, or event director.

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Performance Window (Standard On-Site Time)

The standard on-site time included in your booking—referred to as the Performance Window—includes:

  • One (1) hour of pre-performance call time for wardrobe, warm-up, and final notes.

  • Active performance time, continuing until the final routine is completed.

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Additional On-Site Time & Fees

Any time required outside of this Performance Window will be considered additional on-site time and will incur extra charges. This applies to, but is not limited to:

  • Early arrival or extended call times requested by the Client

  • Gaps or delays between routines or event segments that were not previously approved

  • Technical or stage rehearsals added after the contract is signed

  • Event schedule delays caused by the venue or production team

  • Additional on-site rehearsal or staging requirements

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Billing Terms for Additional Time:

  • Additional on-site time is billed per hour, per dancer (and applicable staff).

  • One-hour minimum applies to all additional on-site charges.

  • After the first hour, time is billed in 30-minute increments.

  • All additional time must be approved in advance, unless requested during the event, in which case it will be invoiced within 24 hours and due upon receipt.

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Additional Services Requested On-Site

Any additional services requested on the day of the event—such as extended performance duration, added dancers, extra routines, early call times, or specialty appearances, will be invoiced within 24 hours and are due upon receipt.

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CAST, ROUTINE & PERFORMANCE ADJUSTMENTS POLICY

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Adding Dancers:

  • Requests to add dancers after booking will be accommodated whenever possible, subject to talent availability.

  • Additional dancers will incur extra fees.

  • All requests must be made no later than 30 days prior to the event to ensure proper scheduling, choreography, and costume preparation.

  • Requests made within 30 days of the event are considered last-minute and may be subject to a rush/revision fee.

 

Reducing Dancers (Not Permitted):

  • Once a contract has been signed and work has commenced (including choreography, casting, costuming, and rehearsal scheduling), reducing the number of dancers is not allowed. This is to ensure fairness to performers and account for time and labor already invested.

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Adding Routines or Performance Segments:

  • Additional routines may be added with written approval and are subject to talent availability and time for rehearsal.

  • Requests must be made at least 14 days before the event.

  • Any requests made within 14 days of the event will incur a rush choreography/editing fee, due to increased rehearsal and production demands. Additional fees will be due in full.

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Changes to Performance Duration or Structure:

  • Extending or shortening the performance, altering segment timing, or changing the number of routines may require:

    • A revised quote or updated contract,

    • Additional rehearsal/staging time,

    • Additional staffing or choreography adjustments.

  • All such changes must be approved in advance, ideally no later than 30 days prior to the event.

  • Changes requested less than 30 days before the event may incur additional fees and are subject to approval based on schedule, complexity, and staffing availability.

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Revision / Rush Fee Policy:

  • Any dancer additions, routine adjustments, or timing changes requested within 14 days of the event will be considered last-minute changes.

  • These will be subject to a rush or revision fee to cover additional coordination, choreography modifications, rehearsals, or costuming needs.

  • Fees will be communicated to the Client in writing and must be approved prior to implementation.

TRAVEL & TOURING PERFORMANCE POLICY

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For performances outside of Las Vegas, the client is responsible for covering travel-related expenses, including airfare, hotel accommodations, and local transportation.

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To ensure smooth execution and high-quality performance for all corporate entertainment bookings, Stadium Dance has established the following travel policy. This policy outlines the requirements and expectations for travel, accommodations, per diem, and logistics when our performers and team travel for events outside of Las Vegas.

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Travel Arrangements

  • Booking Responsibility: Travel must be booked and paid for by the client unless otherwise agreed upon in writing.

  • Air Travel: For destinations requiring flights longer than 3 hours, performers and essential crew must be booked in premium economy or business class. Flights under 3 hours may be booked in standard economy with priority seating and baggage included.

  • Ground Transportation: Client must provide ground transportation for all group movements, including airport pick-up and drop-off, hotel transfers, rehearsals, and event venue travel. Transportation may be in the form of a private shuttle, SUV service, or equivalent.

  • Luggage & Equipment: All checked baggage fees for costumes, props, and equipment must be covered by the client. If specialized equipment requires additional shipping or freight, costs will be discussed in advance and billed separately.

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Accommodation Requirements

  • Hotel Standards: Client must provide a minimum of 3-star hotel accommodations or equivalent. Rooms should be safe, clean, and located within reasonable proximity to the event venue, preferably at a reputable hotel brand such as Marriott, Hilton, or similar.

  • Room Assignments: Performers may share double-occupancy rooms (2 per room) unless single rooms are requested in advance and approved by the client. Directors, and management must be provided individual rooms.

  • Check-In Timing: Rooms must be available for check-in no later than the day before the first rehearsal or performance.

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Per Diem & Meals

  • Daily Per Diem: A per diem amount per performer and staff member must be provided for meals and incidental expenses when traveling. Standard rate: $60–$75 per day per person, depending on destination.

  • Meal Provision: If meals are supplied by the client (e.g., catering, hospitality), per diem may be adjusted accordingly with mutual agreement.

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Rehearsal & Venue Access

  • Rehearsal Space: Client must provide rehearsal space at the venue or nearby location, available no later than the day before the event. The space must include sound system access and sufficient floor space for choreography.

  • Technical Requirements: Early access to the stage or performance area is required for spacing, sound checks, and technical rehearsals. Minimum of 2–4 hours depending on show scale.

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Travel Cancellation & Changes

  • Client Cancellations: Any bookings canceled within 14 days of the event may incur reimbursement fees for all non-refundable travel, accommodations, and labor costs.

  • Schedule Changes: Any change in travel itinerary or event schedule must be communicated in writing at least 7 days in advance. Additional costs due to delays, rebooking, or extended stays will be billed to the client.

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Insurance & Liability

  • Coverage: Client must ensure that event insurance covers all performers while on-site, including general liability and accident coverage.

  • Insurance Coverage: Stadium Dance maintains its own comprehensive insurance policy. Upon request, the Company can list the Client as an additional insured on the policy for the duration of the event. Proof of insurance and any applicable certificates will be provided prior to the event date.

  • Health & Safety: Venue must comply with safety regulations. Adequate security, dressing rooms, hydration, and climate control are required for all performers.

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This travel policy is designed to protect the well-being of our performers and guarantee the quality of our entertainment. Clear coordination and professional standards ensure that your event receives a seamless, show-ready performance from Stadium Dance.

MUSIC POLICY

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Custom Music Requests:

  • Any custom music mix must be discussed and approved by Stadium Dance prior to booking.

  • If extensive music cuts or editing are needed, Stadium Dance will either:

    • Work directly with a professional DJ/producer to create the mix, or

    • Refer the Company to a trusted DJ for custom editing.

  • All DJ/producer fees are the responsibility of the Company and are paid directly to the third-party music provider.

  • Final music files must be delivered to info@stadiumdance.com in .mp3 format.

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Music Delivery & Approval Process:

  • Once finalized, Stadium Dance (or the approved DJ/Producer) will send the final .mp3 file to the designated Company representative, production team, or sound manager.

  • The Company must review and formally approve the final music mix.

  • Any changes requested after approval may result in additional fees and could impact rehearsal or production timelines.

  • The Company is responsible for verifying the file upon receipt, including checking audio quality, volume levels, correct playback, and compatibility with the venue’s audio system prior to the performance.

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Editing & Rehearsal Considerations:

  • Final music edits must align with the agreed-upon performance duration. Longer mixes or major revisions may incur additional fees, which will be communicated to the Company as needed.

  • If timelines do not allow for extended music production, the Company agrees to provide a shorter mix to allow sufficient rehearsal time for dancers and choreography.

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MUSIC CHANGES

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Adjustments to music will be managed according to the guidelines below:

Music Changes: Music changes may be requested up to thirty (30) days before the event date. Requests made after this deadline may result in additional editing fees and cannot be guaranteed due to choreography and rehearsal timelines.

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Music Licensing & Use

Stadium Dance performances are typically covered under the venue’s existing Performance Rights Organization (PRO) license, which applies to live, in-person events such as basketball games, conventions, arena shows, and similar settings. In the United States, these licenses are issued by organizations such as ASCAP, BMI, and SESAC. These blanket licenses allow legally registered music to be performed or played during live events held at the venue.

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However, if commercial-free, custom-mixed, or music intended for uses outside the venue’s PRO license is required, such as live streaming, television broadcasts, film production, or digital content distribution, the following terms apply:

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Music Licensing Responsibilities

  • The Client (Company) is responsible for purchasing and obtaining the proper licenses for all music used outside of standard PRO-covered live performance.

  • All music provided by the Client must meet the following requirements:

    • Professionally mixed, edited, and performance-ready

    • Delivered in .mp3 format

    • Emailed to info@stadiumdance.com within adequate time for choreography and rehearsals with cast.

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Additional Licensing Requirements

  • The Client is solely responsible for securing any synchronization, mechanical, streaming, broadcast, or film licenses required for extended usage.

  • Live streaming is not covered by PRO licensing. Using copyrighted music in livestreams without proper clearance may result in the content being muted, blocked, or removed due to copyright violations.

  • To avoid disruption or legal issues, the Client must ensure full rights and permissions are secured for any music used in televised, streamed, or recorded content.

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Music Licensing Fees for Non-PRO Uses

  • Any licensing fees for music used in live streaming, TV, film, commercial campaigns, or recorded distribution must be discussed and agreed upon in advance between the Client, Venue, and Stadium Dance (Contractor).

  • Failure to secure proper music rights may delay or prevent performance delivery in broadcast or streaming environments.

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Venue Music Regulations

  • The Client must consult with the venue’s event manager or A/V director to understand specific regulations regarding:

    • Music playback during live performances

    • Use of music in streams or recorded content

    • Venue sound restrictions or required file formats

  • Ultimately, it is the Client’s responsibility to ensure that any music used outside the scope of a PRO license is legally cleared and licensed for the intended use.

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