⏰ Key Deadlines: Registration, Music & Tickets

Booking Your School

Schools can book into events at any time. We strongly recommend booking early, as our events often sell out.

Dancer Registration

Dancer entries open 8 weeks before the event and close 3 weeks before the event date.

Please note: late entries cannot be accepted once registration has closed.

Music Submission

Music must be uploaded no later than 2 weeks before the event to allow our DJ time to prepare.

Please ensure your music file is named clearly using the following format:

School Name – Team/Dancer Name – Section

Music submitted without the correct file naming format may be rejected.

👉 Music upload link will be provided in the portal.

Ticket Numbers

Final spectator ticket numbers are required 4 weeks before the event to allow time for printing and postage.

Invoices & Payments

Invoices are finalised once all dancer entries are complete.

Payments can be made via bank transfer or on the day of the event.

🔐 Teacher Portal & Booking

All bookings are managed through our Teacher Portal:

On this page, you’ll find access to the portal and helpful guidance just below under “How to use our portal for teachers.”

💳 A £50 deposit is required to secure your spot at the event.

🧭 Quick Walk-Through: How to Book Your First Event

1️⃣ Go to the Teacher Portal:

👉 https://www.callinguout.co.uk/teacher-area

2️⃣ If you’re a brand-new user, you’ll need to set up a Teacher Account.

A full guide can be found here:

👉 https://www.callinguout.co.uk/how-to-use-our-cloud-portal-teachers

3️⃣ Register for an account — once complete, you’ll be issued a membership number to allow you to log in with your password, if you forget this you can always request at the log in page. 

4️⃣ After registering, click “Create School” and enter your school details, including contact number and postal address (this only needs to be done once).

5️⃣ Once your school is created, you can proceed to book into the event.

A £50 deposit will secure your place.

6️⃣ When booking, you’ll be asked to enter estimated numbers for:

• Teams
• Dancers
• Spectator tickets
• Teacher Tickets ( Max 3 Unless requested)

(These are estimates only and can be updated later.)

Please also select your postal address during this step.

👯 Adding Your Dancers

There are two flexible options — choose whichever works best for your school:

Option A – Parents add their own dancers

You can ask parents to create their own accounts and add their dancers using our provided template.

Parents will need to enter your centre number.

Parent guidance can be found here:

👉 https://www.callinguout.co.uk/Parent-how-to-use

Option B – You add dancers yourself

You can manage dancers directly in the portal by going to:

• Manage My School
• Manage My Dancers
• Create Dancers

Both options work perfectly — it’s entirely your choice.

📝 Registering Dancers for Event Sections

7️⃣ When dancer entries open, go to “My Events” in the portal.

8️⃣ Under My Events, you’ll see the available sections for the event.

Click into the section you wish to enter.

9️⃣ Add your dancers and select their ability level.

🔢 The system will automatically calculate age sections based on the information entered.

⚠️ For duets and teams, please note:

If you need to correct an entry or add another member, the full team/duet will need to be deleted and re-entered.

👀 Viewing Your Entries & Invoice

You can view your entries via My Events, filtering by dancer name, team, or group.

To view individual entries and your invoice, click the three lines (☰) in the top-right corner and select the event.

✏️ Dancer entries can be amended at any time until the entry deadline and the event is closed.

If you have any questions or would like support at any stage, please don’t hesitate to get in touch — we’re always happy to help.

We can’t wait to welcome you and your dancers to CUO 💛

Click here

⭐ Event Qualification Criteria

To ensure our weekend events remain fair, exciting, and high-quality, the following qualification criteria apply.

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✅ General Eligibility

To be eligible to attend our Champs / Weekend Event, schools must have attended at least one CUO regional event in one or more of the following categories:

• Street Dance

• Acrobatics

• Contemporary

• Groups

Qualification is linked to school attendance, not individual dancers.

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👯 Teams & Duets

To keep our events fresh, inclusive, and accessible:

• Any team or duet may enter the weekend event across Street Dance, Acrobatics, and Contemporary

• Provided their school has attended a CUO regional event during the season

No placing is required for teams or duets to qualify.

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🧍 Solos – Qualification Required

Solo entries must qualify at a regional event.

To qualify for weekend solo categories, dancers must:

• Place 1st–5th in a Solo (Set or Improv)

• In the same style of dance they wish to enter at the weekend event

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🎶 Solo Categories at the Weekend Event

• Street Dance: Freestyle Solos

• Acrobatics: Set Solos

• Contemporary: Set Solos

Example:

If a dancer qualifies in a Contemporary Improv or Contemporary Set Solo at a regional event, they are eligible to enter Contemporary Set Solos at the weekend event.

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🔗 Click here for full qualification details and FAQs

CHAMPS INFORMATION

If you’re unsure whether your school or dancers qualify, please don’t hesitate to get in touch — we’re always happy to help.

Please click this link to view  our full Child Safeguarding policy

Please click this link to see a general safeguarding information pack

Safeguarding children is our main priority at our events, The following applies to all our events 

•All parents and school leaders have been informed that all children under school leaver age must be accompanied by a parent or guardian, and fit / well to attend the event. 

•A Full risk assessment is made with each venue before the event date. 

•It will be made clear to dance schools attending that all children must be well and fit for competition. They must understand our restrictions on specific movements and safe dance practice, and wear the correct footwear and age-appropriate clothing for the specific event. At the start of each event, we run a warm-up, which all children are advised to participate in.

•All CUO Staff have a valid DBS

•We have approved Chaperones on site to ensure the following, including other team members who control the event ensuring each area of responsibility is monitored and reported as required.  To ensure that all Fire exits, aisles, and gangways remain clear, the venue is suitable with toilet facilities, changing areas. That safe dance practice is followed and children are supervised at all times by their designated parent or guardian, All ticket holders abide by our video and photography policy, our code of conduct. Our team members also watch for any unusual or suspicious activity.

•We provide pediatric first aiders at each competition, including a fire marshall if not by the venue.  

•Ticket sales are monitored and only sold prior to the event by reservation or by registering on the day. No public ticket sales allowed; Door staff are available at each event to monitor ticket entry.

REFUND POLICY

Lost or Forgotten Wristbands:

If any member of your dance school has forgotten their tickets at home, they will be required to purchase new ones at the competition venue.

They will be asked to complete a refund form with our desk team.

There will be a 2-week grace period after the event to return the unused tickets to us for a refund, (minus a £2 administrative charge per band).

Refunds will be processed within two weeks of receiving the tickets.

We recommend using a tracked delivery method to ensure the safe return of the tickets.

By purchasing tickets, you are also agreeing to this refund policy.

Regular Events (Single Day)

Tickets can be reserved and estimates can be amended at any time up until 5 weeks before. To qualify for the ticket commission, you must not return more than 5% of tickets after final numbers have been requested. A deposit of £50 must be paid upon reservation of your tickets to secure your place. This deposit is not refundable or transferable should you pull out. Team and dancer registration is due 3 weeks before the event, no entries can be submitted after this point.

UK Championship (Weekend)

Should CUO cancel the event, full refunds would be issued to all who had paid deposits/purchased tickets.

Here is the timescale for if you decide to cancel your reservation:

2 months prior to start date: You may request a full refund

≥30 days prior to start date: You may request a 50% refund only.

<30 days prior to start date: No refunds will be given

Conditions:

Wristbands must be worn at all times. Lost wristbands must be replaced immediately (you will be charged for lost wristbands).

No official time for categories to dance will be given.

No recording/videos/photographs while dancers are on the dance floor. Please note: one person may video your team. We have an official photographer present.

All dancers dance at their own risk. Injuries obtained are NOT the responsibility of the venue being used, Calling U Out organisers or Calling U Out Ltd.

Personal belongings are brought to the competition at the person’s own risk. Loss or damages are not the responsibility of hired venue, Calling U Out organisers or Calling U Out LTD.

By purchasing a ticket for yourself or on behalf of a minor for whom you have parental permission, you are agreeing to the conditions set above and on our website. You agree that you have checked with your teachers or school that you have suitable Insurance to be taking part in this event and are covered to do so.

On-the-door Spectator tickets cost £20.

Rules can be amended at any time.

Photo and Videography Policy

I understand that by purchasing a ticket I am attending a public event and I am giving consent to Calling U Out and Partners to use images of the ticket holder caught in video recordings, and/or photographs, I also consent to them being used for other marketing and publicity-related purposes and used in other publications and I understand that they may be published on the Calling U Out website or another website or elsewhere.

I understand that their images will be held in accordance with the Data Protection Act; that the images of the ticket holder captured in the video recordings and/or photographs will be the copyright of the CUO and any other intellectual property which arises in the recordings will also belong to CUO, the ticket holder and I hereby agree to irrevocably assign all property rights of the ticket holder performance and/or recordings to CUO the ticket holder and I hereby agree to waive all moral rights in my performance in the film and/or recordings to CUO.

I can ask CUO to stop using the ticket holder images at any time, in which case they will not be used in future publications but may continue to appear in publications already in circulation The data that we collect is subject to active consent by the data subject. This consent can be revoked at any time by emailing info@callinguout.co.uk

CUO = Calling U Out        -

At our dance events, good sportsmanship is paramount. We expect all dance schools to act with integrity, professionalism, and respect towards other dancers, teachers, and schools. We do not tolerate any attempts to poach students or engage in any behaviour that would reflect poorly on our community.

Examples of good sportsmanship include, but are not limited to:

Teachers: Showing support and encouragement towards other schools and their students, being fair in judging, and maintaining a positive and professional attitude towards everyone involved.

Parents: Respect the decisions of the teacher and the judges, be positive and supportive towards their own child and others, and avoid engaging in negative gossip or confrontations.

Dancers: Being gracious winners and losers, showing respect towards other dancers and their teachers, and displaying appropriate behaviour both on and off the dance floor.

If any school, parent or student is found to be engaging in poor behaviour, we expect the teacher to actively address the issue and create a dialogue with the other party. We believe that it is important to resolve conflicts in a respectful and constructive manner and that all parties involved should be willing to listen and work towards a positive solution.

If a teacher fails to address such issues or is found to be engaging in poor behavior themselves, the school may not be allowed to enter our events or be suspended for a season. We take these matters seriously and strive to maintain a positive and supportive environment for all dancers and schools.

We believe that good sportsmanship is the foundation of a successful dance community. Therefore, we ask all schools, parents, and students to adhere to this rule and help us create a safe and enjoyable experience for everyone involved.

This policy applies to all participants and spectators who purchase tickets for our dance competitions. Please read carefully to ensure you understand our policy regarding refunds.

Partial Refunds: In the event that we are required to cancel specific sections of a dance competition, we will offer partial refunds. The amount of this refund will be calculated proportionally to the number of cancelled sections in relation to the total number of sections planned for the event. Please note that this does not apply to disruptions or changes in the event schedule, only to the outright cancellation of sections.

No Guarantees: While we make every effort to ensure all scheduled sections of a dance competition can proceed as planned, we cannot guarantee that all sections will occur. Unforeseen circumstances may lead to the cancellation of some sections. Participants are encouraged to prepare accordingly.

Limited Liability: We are not responsible for any personal, travel, accommodation, or other costs incurred by participants or spectators in the event of a cancelled competition or section thereof. Our liability is limited exclusively to the ticket price. We strongly recommend considering travel insurance or other protective measures to guard against potential losses.

Full Cancellation: If the entire dance competition is cancelled due to reasons beyond our control, we will issue full refunds for all purchased tickets. This refund will be made to the original payment method used during purchase.

Please note that the refund processing time can take up to 30 days from the date of cancellation. We appreciate your understanding and patience during this process.

This refund policy is subject to change at any time, and changes will be posted on our website. Your purchase of a ticket signifies your agreement and acceptance of this policy