Performer's Info Sheet
Performer's Info Sheet
Be fully prepared to perform.
We know how challenging it is to coordinate and manage a dance team before and during a dance festival. This page will help you get all your questions answered.
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Hello Bachata Performance Updates WhatsApp
Hello Dance Fest Team Registration
Team Registration Form
Register your team, upload your performance music and videos, with just one registration form.
Team directors should expect to be using this form to update their number of performers, write down their team names, and attach performance related materials for the production team before tech rehearsal.*

* Ensure you open the link with the same email you use to register your teams every time. Team directors are encouraged to register their team(s) as early as possible to establish their intention to perform (regardless if they are uncertain of who on the team will be performing).
Open the registration form
Tech Rehearsal Location
Tech Rehearsal is 4:00 PM
Friday, Saturday, and Sunday
Tech will be in the Grand ballroom Peninsula-D and will run from 4:00 PM to 7:00 PM each evening.

Break time is 7:00 PM to 8:00 PM.

Performance Showcase is 9:00 PM to 11:00 PM each night. To be informed of any last-minute changes subscribe to our WhatsApp group for performers.
Join the WhatsApp Performance Group
Stage Size
Performance Stage Size
30 feet wide by 15 feet deep.
This will be a raised stage approximately between 3 to 5 feet off the ballroom floor.
Floor 2
Practice Space
You should be able to practice anywhere on the premises (two floors) as long as it is not occupied by a workshop or social.
Some of our ballrooms will have no class as per our schedule. These rooms are available for anyone to use as long as it remain open for other dancers. Please do your best to share the spaces.

The second floor (atrium) has the "Sequoia A/B" and "Cypress A/B/C" ballrooms. These are available for team practice runs, privates, and practice space.

Please prioritize the ballrooms for team rehearsals preparing for tech rehearsal.
2nd Floor ballrooms are open from 10:00 AM to 7:00 PM.
Performer Green Room
Performer's Green Room
Performances are from 8:00 PM to 11:00 PM
Meet at the designated green rooms (Sandpebble ABC and Bayside ballrooms) to prepare for your performance. A print-out will be posted indicating your team's position (but most likely there will be a web version also).
We're Here to Help!
Meet your Coordinator!
I'm Jimmy and I'll be assisting you with your team registration, music submissions, team codes, and any questions you may have leading up to the festival.
Registration Coordinator
Registration Coordinator
Jimmy
Important Dates / Timeline
Please keep the following dates in mind for smooth tech rehearsals during festival weekend:
Click on a bubble for more details.
August 2025

Team Registration Opens

Team directors can now register their teams. Form is here.
Wed July 11, 11:59pm PST

Team Registration Closes

About two weeks before festival: This is the last day that we will accept dance team registrations.
Friday July 11, 11:59pm PST

Music Submissions Due

About two weeks before festival: Team directors must have submitted their music via their registration form by the due date.
Friday July 17, 11:59pm PST

Absolute-Final Music Submission

One week before festival: This is the absolute final day that you can submit your music for performances. Teams that have not submitted their music by the end of this day we will assume have cancelled their performance and will be removed from the lineup. Submit your last-minute songs to hellodancefest.com/submit-music
Saturday July 18, 2:00am PST

Performer Codes Expire

One week before festival: Performer pass codes expire. Performer passes will be available at a discount until online ticket sales close.
Thursday July 23, 12:00pm

All Online Ticket Sales Close

This is the last hour that online ticket sales will be accepted. After this day, performers will have to pay in-person for the full price. Tickets link here.
Thursday July 23, 9:00pm

Festival Commences

Festival starts and ends on Monday, July 28 at 6:00 AM.
Things to Keep In Mind
Please review the following:
Performer Codes are provided to directors within 60 days of the last festival
We provide special, low-rate performer passes as early as 30 days after the end of the previous festival. We inform team directors so they let performers purchase passes cheap before the price increases. Performers should contact their directors for the code.
If a performer purchases a full pass by accident:
On event weekend, the performer will need to request to convert their full pass to a performer's wristband. No refunds or partial credits.
The number of performers you register must match the number of performer's passes sold.
Ensure that the number of performer passes sold under your code matches the number of performers you register on our form. Head counts will be conducted during tech rehearsals.*

* It is okay if a performer cannot perform due to unexpected circumstances such as injury, readiness level, or by decision of the director, which would result in numbers not matching. We will follow up with you after the festival if there was a discrepancy.
Ensure that the spelling of your registered teams are correct.
Incorrect team names could cause havoc during tech rehearsal when they try to search for your name in the spreadsheets. Please help us by being accurate. The name you enter will be what the emcees during performances will introduce you as.
All performers regardless of performing status, can purchase performer passes.
Dancers on a performance team can purchase a performer pass even if they are uncertain if they are performing.

If a team director decides that a performer on their team cannot perform, they shouldn't be penalized from the cost-saving discount of purchasing a performer pass early on.

Performers can purchase their performer pass as soon as their director makes it available.

Team registration opens as early as August and performer registration can start as early as August.
Team Registration is different than Performer Registration.
Team directors are asked to register that they have at least one team (or at least one solo) performing at the festival. This is called "team registration" and could be confused with having their students purchase their performer passes. This is not the same.

Performer Registration is the act of a performer purchasing a performer pass using their team's code.

Team registration is so that we are aware of your intention to perform with us. We do not need to know the number of people in each team performing if you don't know. You can put "0" during registration for number of performers on your team.
Performers should not contact the festival for questions.
Questions about prices, scheduling, transfers, and such should be directed to your team director as they have most of the answers. This avoids multiple confusions that could occur and helps streamline the communication chain.
Performer Wristbands are required to perform.
Day passes or other passes will not be permitted during tech rehearsal because on occasion your team's performance date will change. We do not provide any guarantees for directors on which day(s) their team performs.
You are not expected to be at tech the whole three hours.
Due to the scale of our festival, we put performances in "Call Blocks" and let you know via the whatsapp chat when your team should be present during tech. That way you won't have to wait around not knowing when you'll be called to the stage. Our system randomizes the order so that there's no favoritism or such. However, if the team director is teaching a workshop during the same time as tech rehearsal please let us know so we can have you go during a time that is convenient.
Your Production Team on Event Weekend
We're all really good at what we do.
These talented individuals will be with you during tech rehearsal and backstage during the performance showcases:

Ali Loo

Production Manager

Thien Nguyen

Showcase Deejay

Phuong Thanh

Production Director
2026 Performance Lineup
This is the tech rehearsal order.
Final order will be determined during each day's tech rehearsal. Please note your Call Block # and time.

Teams highlighted in yellow indicate headliners that will be asked to optionally come at 4:00pm.
Performer spectating is welcome during all of tech rehearsal.
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