Studio Owners/Directors have the discretion to place dancers in the most appropriate class based on skill level. Dancers may register for an age division lower or higher during the registration process. Please note that dancers registering in a lower age division are not eligible for scholarships or awards, while dancers who dance up to a higher age division are eligible.

Any changes to age divisions during the event must be requested within the first two classes. Only the account holder can make these changes, and they are subject to space availability. To request changes, please inform IAX staff at the Pop-Up shop.

Age divisions may be combined or separated in certain cities without prior notice. The tuition includes a minimum of six classes, with class durations of 45 minutes to one hour. In some cities and age divisions, a bonus class may be offered for juniors, teens, and seniors at no additional cost.

Dancers may attend without a registered teacher, but teachers and observers may only attend if they are registered with dancers.

Full payment is required at the time of registration to confirm attendance. Your registration is not complete, and your spot is not guaranteed until full payment is received. Registration and tuition payments cannot be made at the event for pre-registered teachers, observers, or dancers, and we do not accept payments at the door.

The optional Early Reservation period (May 1 – June 15) is available for studios attending as a group. Early reservations secure spots but do not complete registration. Final registration opens on July 1.

For dancers registered through a studio, all communication with Immerse Artists Experience must be handled exclusively by the studio owner or representative assigned by the studio owner. Parents and guardians should direct any inquiries to the studio owner, who will contact IAX on their behalf if needed.

All tuition and observer fees are determined by the date the payment is received, not by the date of registration. Please check your city for specific registration deadlines. Payments must be made via credit card by the deadline or via certified funds postmarked by the deadline date. A 3-day grace period is allowed for certified funds to arrive. After the deadline and grace period for shipped payments, tuition rates will increase, and the updated balance will be due. Please be sure to obtain a tracking number for any shipped payments. Payments not received by the late deadline date must be paid by credit card. No exceptions.

Registration cannot be processed or guaranteed without full payment. Studios that make an early reservation and submit a $300 deposit will receive priority if an event reaches capacity, with email notification provided. (Early reservations are accepted from May 1 – June 15, and deposits must be received within 3 business days of the reservation.) In the event of a sold-out situation, studios with reservations will be given a specific deadline to complete their registration in order to retain their reserved spots.

Personal and studio checks are not accepted. We prefer cashier’s checks and also accept money orders for payment. A 5% service fee will apply to credit card payments. When submitting a cashier’s check or money order, please retain the receipt for your records and ensure you obtain a tracking number. We highly recommend using UPS or FedEx for shipping, as we discourage the use of the U.S. Postal Service due to reliability concerns. A tracking number is required for all mailed or shipped payments.

Dancers attending more than one IAX event in the same season are eligible to receive a 25% discount off tuition for additional cities. (Must email info@iaxdance.com upon registration, prior to payment, for the multiple city discount to be applied.)

To apply for scholarships or special offers, studio owners should email the office at info@iaxdance.com once all dancers are registered. Please contact the office before making payment to ensure any scholarships or special offers are applied to your account. Note that multiple scholarships cannot be combined for a single dancer; only the highest-valued scholarship will be applied, and all scholarships are non-transferable. To qualify for special offers, full payment must be received by the early bird deadline. Refunds will not be issued for scholarships or discounts that were not applied before payment, and any unapplied scholarships will not be valid for future seasons. For more details, studio owners should contact the office directly.

Studio owners may charge an administrative fee to cover the costs associated with organizing, registering, and attending the event. IAX acknowledges that studio owners have the right to charge for the additional work involved in coordinating participation, as these costs are separate from their studio tuition fees.

We have a strict no-refund policy, with no exceptions. Dancer and observer substitutions are not permitted, as payments are non-transferable.

A minimum of 24 hours notice is required for credit consideration. All requests for credit will be reviewed on a case-by-case basis and must be addressed directly with the studio owner prior to the event. Notification of absence at event check-in will result in the forfeiture of the registration. Full credit for dancers will only be considered when a doctor’s note is submitted within this timeframe. If a credit is granted, it is non-transferable and valid for up to one year. Substitutions for dancers or observers are not permitted, as credits cannot be transferred.

To attend or participate in any IAX event, all attendees—including studio owners, teachers, observers, and dancers—must sign an electronic waiver and release form by the Wednesday prior to the event. Dancers under 18 must have the waiver signed by their parent or legal guardian. Dancers 18 and older can sign for themselves. If a parent or guardian is signing for their dancer, and they are also registered to observe, they must sign an additional waiver to cover their role as an observer. The waiver will be emailed to the account holder two weeks before the event. It is the account holder’s responsibility to forward the waiver to all attendees for e-signature completion. Studio owners cannot sign waivers on behalf of their students or observers. The email address used to sign the waiver must belong to the person completing the signature. Please note: Observers must be listed with their full first and last name (not the dancer’s name) and must be assigned to the specific dancer they are observing.

Studio owners and independently registered dancers should visit the registration table to pick up observer and staff wristbands, as well as the designated scholarship numbers for their dancers. For dancers and parent/guardian observers registered through a studio, the studio owner or a designated representative will handle the check-in process and collect all necessary items on your behalf.

All dancers must wear their assigned dance number, and all staff/observers must wear their wristband at all times to gain access to the dance rooms. Wristbands are non-transferable. No exceptions will be made.

Faculty and class styles are confirmed per event but may be subject to change without prior notice. Occasionally, advertised faculty may be replaced with equally qualified professionals. IAX reserves the right to change event dates and/or locations as necessary.

Water stations may not be available, so dancers are encouraged to bring their own bottled water to stay hydrated. While outside food is generally not permitted at most venues (please refer to your city’s page for specifics), dancers are advised to pack a small, pre-packaged, non-perishable snack in their dance bag for emergencies or during the short breaks between classes.

The Immerse Pop-Up Shop accepts both credit card and cash payments for merchandise. Please note that checks are not accepted. All merchandise sales are final, and no refunds will be issued. Exchanges are not available after the event or for online purchases. For post-event merchandise inquiries, please contact us at info@iaxdance.com. However, we cannot guarantee item availability. Shipping and handling fees will apply to items purchased after the event.

Dancers are asked to keep personal belongings under their chairs or along the walls to maximize available dance space. Personal items are not permitted along the airwall in any room unless chairs are lined up against it. Luggage and oversized bags are not permitted inside the classrooms.

Good sportsmanship and respectful behavior are expected from everyone in attendance at all times.

By registering, attending, or participating, all individuals (studio owners, teachers, office managers, observers, dancers, parents/legal guardians, registered attendees, etc.) agree to comply with the terms, conditions, and policies outlined on the IAX website, including the waiver, which can be reviewed by clicking here.

Parents/guardians of dancers can only enter the classrooms if they have purchased an observer wristband and signed the waiver. Parents/guardians must sign a separate waiver from the one they sign for their dancer. Observers must accompany a registered, paid dancer. Wristbands grant access only to the specific room(s) where their dancer is participating, not to all classrooms.

Observers must register with their full first and last name, along with the name of the dancer they will be accompanying. A signed waiver is also required. Observer registration must be completed within the same account as the dancer’s registration.

IAX reserves the right to limit the number of observers per classroom based on space. Observer registration is limited by the number of available seats in each room. A select number of spots will be sold in advance to guarantee seating. Once a room reaches capacity, additional observer wristbands will only be available at the event, based on seat availability. For online observer registration, the band price is determined by when payment is received, not by the dancer’s registration time. If space permits, additional observer wristbands will be available for purchase at the door for $40. Please note: Studio Owners may also choose to restrict observer access for their studio. Parents/Guardians are welcome to stay in the lobby, or where directed by their studio owner.

All observers must respect the dancers, staff, and the learning environment. Please refrain from engaging in conversations or activities that could distract from the classes. Observers must remain seated in chairs along the perimeter of the room; sitting on the floor is not permitted for space and safety reasons, and blankets on the floor are not allowed. We also discourage the attendance of young siblings of dancers. They must be held at all times or have an observer wristband for a designated seat. IAX reserves the right to revoke observer privileges at any time, without refund or credit.

Registered Studio Owners will receive a complimentary wristband granting access to all ballrooms where they have students. While the studio owner can attend at no charge, competition team directors, studio managers, and teachers are required to register as Teacher-Observers or Teacher-Participants, as a fee applies for their wristbands. Teachers will only have access to the ballrooms where they have students. Please note that due to limited seating, not all studio owners and teachers may be able to observe in the same room at the same time. The number of seats available for registered teachers in each room will be confirmed at check-in on the day of the event.

Observer wristbands are non-exchangeable, non-transferable, and non-refundable. They must be worn and visible at all times. Wristbands are not required for the morning welcome or scholarship announcements at the end of the day. However, to enter the ballrooms during classes, observer wristbands and a signed waiver are mandatory. No exceptions will be made.

Observers, like dancers, are expected to keep personal items neatly stored under chairs or against the walls to maximize available dance space. Personal items are not permitted along the airwall unless chairs are lined up against it. Oversized bags and luggage are not permitted in the classrooms.

Studio Owners may choose to restrict observer access for their studio. While IAX offers observer wristbands, Studio Owners have the option to prevent wristbands from being sold to members of their registered studio, both during the registration process and at the door. If a Studio Owner opts for this restriction, they must notify IAX upon registration, prior to the event. Any questions from parents or guardians regarding this decision should be directed to the Studio Owner, as the decision is ultimately that of the studio owner and not that of IAX.

For the safety of dancers, to protect the choreography, and to minimize distractions, photography and video recording with any device (including cell phones and cameras) is strictly prohibited in ALL classes. The only exception is when faculty grants explicit permission for recording at specific times. Our faculty and staff reserve the right to remove anyone violating this policy without refund or credit.

As faculty transitions quickly between classes, they will not be available for photos during class breaks. We kindly ask that you refrain from making photo requests during this time. Faculty may be available for photos during lunch breaks or after the event.

A professional photographer and videographer will be onsite. Event photos will be available for viewing and purchase after the event (please allow up to two weeks for uploading). Videos featured on social media or YouTube are also available for purchase. To purchase a video, please email info@iaxdance.com.

The health and safety of all dancers, studio owners, teachers, observers, faculty, and staff is our top priority. Our safety protocols are subject to local guidelines for each event and will be updated as necessary. Observers must be registered under the same account as their dancer. If purchasing an observer wristband on-site, security questions will be required. Dance rooms will have wristband checks, and individuals without wristbands will be asked to exit the area.

All registered dancers, studio owners, teachers, and observers must sign an Immerse Artists Experience waiver and release form in order to attend the event. To view the waiver, please click here.

Immerse Artists Experience hosts private events that require prior registration. Neither Immerse Artists Experience, the host hotel, nor the event facilities are responsible for any lost or damaged personal items, injuries, or illnesses (including any complications arising from such incidents). By entering the Immerse Artists Experience area, you acknowledge and agree to the waiver and release of liability, as well as the use of your likeness for promotional purposes.

Basic first aid supplies, including band-aids and ice packs, are available at our Pop-Up Shop. For more serious injuries or medical emergencies, please call 911 immediately and notify IAX staff.

For security reasons, observers must be registered under the same account as the dancer they are accompanying. This ensures the safety of all attendees. No exceptions will be made.

Dancers under the age of 18 must have an adult (parent or guardian) with them throughout the event. The adult must remain in the vicinity of the event for the duration of the program.

If you wish to purchase observer bands at the door, you must provide proof that you are accompanying a registered dancer. Any individual unable to answer specific questions regarding their dancer’s registration will not be allowed to purchase a wristband and will be reported.

Special offers are available for studios that make an early reservation and submit a $300 deposit between May 1 and June 15. Early reservations are not required to register or attend. However, if a studio chooses to participate in the Early Reservation Program (see Special Offers page), a $300 deposit is required within 7 days of the reservation. Additionally, the studio must ensure that at least 15% of the reserved spots are filled. In the event of a sold-out situation, any unused reserved spots will not be held after the studio has been notified of the registration completion date.