Hiring ballet dancers to perform at your event can bring elegance, artistry, and an unforgettable experience. Whether you’re envisioning the Sugar Plum Pas de Deux at a holiday party, the White Swan solo at your wedding, or a selection from a full-length ballet to enhance a special occasion, it’s important to understand what goes into booking professional dancers. As a professional ballet dancer with experience performing with dance companies, at events, and navigating freelance opportunities, I’ve learned firsthand the challenges that come with both performing and managing the logistics of event bookings.
In this post, I’ll walk you through the essentials—what’s involved in hiring dancers, how to budget for this entertainment, and what questions to ask to ensure everything runs smoothly from the start. (And stay tuned for part two: Dancers, someone asked you to perform at their event—what you need to know.)
Know What You’re Asking For
Performing ballet requires preparation and rehearsal time both leading up to and the day of the event. Dancers train for years to perfect their craft, and each performance reflects hours of prior work beyond just what you see, or plan to see, at your event.
If you have a specific piece in mind, like the Sugar Plum Pas de Deux, the two dancers involved will need time to rehearse together. Even if they’ve performed the piece before or know the choreography, they still need rehearsal space and dedicated time to prepare adequately. Details such as synchronization, spacing, and staging often need to be adjusted based on the venue.
Pro Tip: Researching the dance piece you’re requesting can help set realistic expectations. Watching videos online will give you an idea of the duration, technical difficulty, and staging requirements. As a rule of thumb, expect that 1 minute of choreography equates to roughly 1 hour of rehearsal time. Some professional dancers, including myself, may be able to prepare in 30-45 minutes per minute of choreography, but this can vary depending on the dancers, the complexity of the piece, and logistical factors.
Plan Ahead: Timing Matters
When booking ballet dancers, timing is everything. While it may seem that dancers can accommodate any request as long as they’re available on the event date, the reality is that professional dancers and companies plan their schedules months, sometimes years, in advance. Even if a dancer or company isn’t performing on your event date, their schedule is often filled with rehearsals, travel, and other professional commitments.
For example, requesting a full-length ballet with just three months' notice is rarely feasible—most companies will have already finalized their seasons, rehearsal schedules, and logistics by that point. Even smaller requests, like a pas de deux or a solo, require time to rehearse, coordinate, and secure costumes, all of which take careful planning.
I was chatting with a friend a few years ago who works at a major presenting organization, and they mentioned that their venue plans its seasons 6-7 years in advance! While dancers and smaller companies typically don’t need that kind of lead time, it helps put into perspective just how far in advance performances can be scheduled.
Pro Tip: To give yourself the best chance of booking dancers and ensuring a seamless performance, it’s recommended to inquire at least 6-12 months in advance. For larger, more complex performances, aim for 12-16 months in advance. This gives dancers time to adjust their schedules and rehearse without compromising their other commitments. Last-minute requests not only limit availability but can also affect the quality and readiness of the performance.
Understand That Ballet Dancers Are Professionals, Not Hobbyists
When you hire a ballet dancer, you’re engaging both an artist and an athlete. Think of it like booking a live musician or professional band—the fees reflect not only the performance but also the years of training + rehearsals, expertise, travel, and pre-performance preparation involved.
It’s also important to recognize that “exposure” is not a suitable form of payment—for anyone, let alone a professional ballet dancer. If exposure wouldn’t be considered adequate compensation for the band, caterer, or photographer at your event, why would it be acceptable for a dancer? Professional dancers deserve fair compensation for their time, effort, and artistry, just like any other vendor or performer you hire.
Dancers typically expect:
Performance Fees - A fair wage for the performance itself, reflecting their skill and professionalism.
Rehearsal Time Compensation - Time to prepare the specific piece requested, which dancers must fit into their already busy schedules. This also includes additional travel and rehearsal time. While some dancers have access to free studio space, many do not, so studio rental costs may need to be included in your budget.
Travel Expenses - This can include public transportation, parking, mileage, or accommodations, depending on the event's location.
Costume Rental or Staging Requirements - For full ballet costumes or props, there may be additional rental fees. Not every dancer owns a costume that aligns with the choreography you’ve requested. In these cases, they may need to rent, borrow, or commission costumes—another factor to consider when building your budget.
Private Space for Changing and Storage - Dancers need access to a private, secure space to change into costumes, warm-up, and store personal belongings safely during the event.
Build a Realistic Budget
Pricing for dance performances varies based on the length, number of dancers, and type of performance, but it’s essential to understand that most professional dancers have a minimum rate to ensure fair compensation for their time, skill, and effort.
What to Consider When Budgeting:
Rehearsal Rates - As a rule of thumb, plan for $40–$75 per hour for rehearsals, depending on the time of year and the dancer(s)' schedules. Rehearsals require dancers to fit extra time into their already packed day-to-day, so this rate reflects the additional effort. If the request is made with short notice (within 1-3 months of the performance), offering higher compensation shows respect for the dancer’s time and flexibility.
Solo Performances - Expect to pay a minimum of $500–$1,000+ per dancer, depending on the duration and complexity of the choreography.
Duets or Pas de Deux - Fees are typically higher for duets, as two dancers must coordinate schedules and rehearse together. Both dancers will require additional rehearsal time and compensation.
For Trios or Group Dances - For larger ensembles, it’s best to partner with a dance company. A company can ensure that someone is managing rehearsals, overseeing progress, coordinating costumes, and handling logistics—tasks typically covered by a Company Manager. This streamlines communication and ensures the performance runs smoothly.
Travel Fees - If dancers need to travel, be sure to factor in mileage, flights, parking, and accommodations when building your budget.
Costume Rentals or Customization - Specialized costumes like Sugar Plum or Odette tutus, tiaras, or headpieces may not always be readily available. Dancers may need to rent, borrow, or commission costumes, which will incur additional fees.
Note:
The price points listed above reflect standard rates for the region where I live. If you’re planning an event in a larger metropolitan area, such as New York, Los Angeles, or Chicago, expect higher rates to align with the cost of living and market demand in those areas.
Clarify the Event Details
Clear communication is essential to ensure the performance runs smoothly. When reaching out to dancers, having key details ready will help them determine whether they can accommodate your request and what they’ll need to perform at their best.
Here’s what to have prepared:
Date, Time, and Location - Be specific about the event’s time and place so dancers can coordinate their schedules.
Duration of Performance - Will the dancers perform a full piece or a short excerpt? Providing the expected length ensures the performance aligns with your event’s flow.
Type of Venue and Flooring - Will the performance take place on a stage, dance floor, or other surface? Flooring is critical, especially if dancers will perform en pointe. Ballet dancers typically require “marley” or vinyl dance flooring, which provides the ideal combination of grip and glide for pointe work. Different dance styles also require different flooring—for example, tap dancers need a wooden surface to ensure sound quality and prevent damage to their shoes, while contemporary dancers may prefer marley or wood, depending on the choreography. Do your research to make sure the venue’s flooring is suitable for the type of dance you’re requesting. Using inappropriate flooring can increase their risk of injury.
Music Requirements - Will you provide the music and sound equipment, or will the dancers need to arrange it? Confirming music logistics in advance avoids last-minute issues.
Performance Schedule - Where does the performance fit into your event? Will the dancers perform during dinner, between other activities, or as a featured act? Having this information allows dancers to plan their arrival, warm-up time, and rehearsal accordingly.
Providing these details upfront helps dancers prepare thoroughly and ensures they have everything they need to deliver their best performance.
What If You’re Looking for a Dancer to Pose or Be Part of the Atmosphere?
Does all of this sound like more than what you were expecting? Are you hoping to have a dancer pose for photos or contribute to your event’s ambiance? While this may seem less demanding than a choreographed performance, it is still considered a professional engagement that requires preparation and care.
Even if the dancer isn’t performing a full pas de deux or solo, they must remain “on” for the duration of the event. Elements like costuming, travel, and hours on-site need to be factored into your budget. Standing, posing, and interacting with guests takes stamina and energy—especially when the dancer is expected to stay in character throughout the event.
Boundaries and Respect for the Dancer
It’s crucial to communicate clear boundaries between the event host, guests, and the dancer. This applies to any performance scenario—whether the dancer is adding to the ambiance or performing a full choreographed piece. Make sure your guests understand that physical contact, such as touching or inappropriate interaction, is not acceptable. Dancers must be treated with the same respect as other event professionals. Establishing these boundaries beforehand ensures the dancer feels safe and comfortable, which allows them to perform their role with confidence and ease.
Budget Considerations
After speaking with dancers who frequently take on gigs like this, event planners should budget $300–$500 per dancer, per hour of the event. Be sure to factor in costuming costs—including attire, makeup, and accessories—when building your budget.
It’s also important to plan for breaks so the dancer has time to rest, hydrate, and refresh before returning to their post. In my own experience at a similar event, I was given a 10-minute break every 45-50 minutes, which allowed me to stay energized and engaged throughout the evening.
While these types of performances may not require as much rehearsal, the time, effort, and professionalism involved are just as important. Clear communication about your expectations ensures the dancer is prepared and can perform their role with confidence—whether they are dancing or adding to the event’s ambiance.
Plan for Rehearsals and Sound Checks in the Performance Space
Even if dancers are familiar with the choreography and have rehearsed it elsewhere, rehearsals in the actual performance space are essential. Whether it’s a solo, pas de deux, or group piece, dancers need time to acquaint themselves with the space to perform at their best.
Rehearsing in the performance venue allows dancers to adjust to spatial limitations, sightlines, flooring, and other logistics that may differ from their usual rehearsal environments. If the dance is integrated into your event—between speeches, alongside other entertainment, or during dinner—the dancers need to rehearse in the same way the event will unfold.
Pro Tip: Schedule a sound check and a full run-through of the event segment that includes the dance performance before the event. This ensures:
Music volume is balanced and clear.
Spacing works for the choreography.
Dancers understand the flow and order of the event.
The performance integrates smoothly with the other elements of the event.
Treat the rehearsal like a mini event, with everything happening as it will on the day. This preparation ensures that both the dancers and the rest of your event team are confident in the performance plan, allowing the event to run seamlessly and stress-free.
Treat Performers with Respect and Hospitality
When hiring dancers, it's essential to provide a safe, comfortable, and professional environment. Performers should be treated with the same respect as any guest, attendee, vendor, or service provider at your event. This means ensuring they have access to the basic necessities they need to perform at their best:
Dressing Rooms or Private Spaces - Dancers need a place to change, prepare, and cool down between sets and to safely store their personal belongings.
Refreshments and Rest Areas - Performing is physically demanding, so access to water and a meal and/or snacks is appreciated to keep energy levels up.
Clear Communication - Assigning a point of contact ensures everything runs smoothly and avoids last-minute confusion.
Additionally, it’s important to set boundaries with guests to ensure the dancer feels respected and safe throughout the event. Make sure guests understand that physical contact with the dancer is not appropriate—whether they are performing or posing for photos. Establishing these boundaries in advance ensures the dancer can focus on their role with confidence and ease.
A Personal Anecdote - Dancers Are Not Props
As a professional ballet dancer, I was once hired, along with another dancer, to perform a short piece at an event. However, upon arrival, it became clear that the hosts didn’t fully understand what they were asking for. Rather than treating us like performers with a specific role, they expected us to stand around in costume for photos, pose with decorations, and serve as part of the atmosphere.
We had prepared to dance, not act as living ornaments—and to make matters worse, the space provided was a slanted, carpeted surface elevated three feet off the ground. It wasn’t safe or suitable for dancing, period, let alone on pointe.
This experience reinforced how important it is to set clear boundaries and expectations when hiring dancers. Dancers are human beings and artists, not props, and they bring both athleticism and artistry to their work. If you're hiring dancers for your event, recognize the preparation and skill they bring, and ensure they are treated with the respect they deserve.
Ask Questions, Be Open to Suggestions, and Respect the Dancer’s Expertise
If you’re new to hiring dancers, don’t hesitate to ask questions. Professional dancers are usually more than happy to walk you through the process and offer suggestions based on their expertise. They know what works best in terms of performance logistics, timing, and choreography, and their insights can help ensure the event goes smoothly.
Flexibility and collaboration on both sides are key to creating a successful performance that aligns with your vision. Trust the dancer’s experience, and be open to adjustments that may enhance the performance, ensuring that it fits seamlessly into your event.
Conclusion - Set the Stage for Success
Hiring dancers for your event can elevate the experience, leaving your guests with lasting memories of artistry and elegance. But it requires careful planning, clear communication, and mutual respect to ensure the performance goes off without a hitch. By understanding the logistics, budgeting realistically, and collaborating with dancers, you’ll create an environment where the dancers can shine and your event can run seamlessly.
Whether it’s a solo or a pas de deux, remember that dancers bring not only their athleticism and skill but also years of training, preparation, and expertise to your event. When you respect their craft and expertise, you set the foundation for a truly unforgettable experience.
Stay tuned for Part 2: Dancers, someone asked you to perform at their event—what you need to know. In the next post, we’ll dive into what dancers should expect, how to set boundaries, and how to negotiate the logistics to ensure they’re set up for success.
P.S. As I wrap up this post, I realize that much of what I’ve described—managing logistics, setting expectations, and advocating for fair treatment—is traditionally the role of a Dance or Talent Agent. Ironically, the personal anecdote I shared about being treated like part of the scenery was arranged through an agent, which shows that even with representation, miscommunication and unrealistic expectations can still happen.
Many freelance dancers, however, don’t have the budget or need for an agent. In my experience, navigating bookings directly with clients is often the most practical approach—especially for freelance dancers in areas outside major cities. That’s why clear communication and setting boundaries are essential for both parties.
This post is intended to bridge that gap—helping clients and dancers alike create a successful, respectful, and seamless performance.
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