TRAVEL & TOURING PERFORMANCES 

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

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.

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: Clients 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.

ACCOMMODATION REQUIREMENTS

  • Hotel Standards: Clients 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.

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.

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.

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.

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.

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.