How Far Ahead to Book — Planning, Changes and Cancellations

The two questions we get most often after price are "how far ahead should we book" and "what happens if we need to change something". They are related, and both have a simple answer — but it depends on the kind of evening you are planning. This post gives a clear timeline for every type of booking, explains exactly what happens when something shifts, and sets out our cancellation policy, which in short is that there are no penalties.

How far ahead — by type of evening

An ordinary midweek evening — a day ahead is enough, and often the same evening works. A weekend — two or three days, because the gallery choice narrows fast. An evening with a specific dancer — three to five days, especially for the most requested. A personal VIP script — a week, because it must be written, fitted and rehearsed. A large evening with a duo or two entrances — a week, because two schedules are being coordinated. And in summer, add a day to each of those.

What happens when you book early

There is no difference in price and no early commitment: we take no deposit, ask for no card details and store no payment method. What does happen — the date is held, the dancer knows about it, and you get a reminder the day before. From our side an early booking is simply a schedule that is easier to work with; from yours it is a wider choice. That is the whole advantage, and it is enough — especially if you are aiming at a busy date such as a Friday night in summer.

Changes — what is possible and what it costs

The short answer: almost everything is possible, at zero cost. Shifting the hour — one message, even on the day, as long as the dancer has not left. Changing the address — no problem; if the distance changes significantly we update you on the arrival time, but the price does not move. Changing the guest count — simply tell us; sometimes it changes our recommendation on style. Swapping the dancer — possible while there is availability, with no awkwardness. Changing the date — moved to another date in a message, even two days before.

Cancellations: our policy

There is no cancellation penalty and no cancellation fee. If plans fall through — write to us, and that is all. The reason is simple: we take no money in advance, so there is nothing to deduct from. What we do ask for is as early an update as possible, because a free evening can be given to somebody else. The only case where we would ask something of you is a cancellation after the dancer has already been driving for half an hour — and even then it is a request rather than a demand, and we prefer solving it together.

What happens if we cancel

It is rare, and there is a procedure. If a dancer is ill or something falls through at the last moment, you hear it from us — you do not discover it at the door. We offer an alternative from the same style world, with real photographs, and you approve before she leaves. If no alternative suits you, the evening is cancelled at no cost and with no argument. And this is the moment to say: the reason we keep a team of nineteen artists is precisely so there is always a good alternative rather than "whoever is left".

Three real change scenarios

Dinner ran long. One message at half past ten — "we will be forty minutes late" — and the dancer simply leaves later; this happens almost weekly. The crew decided to move from the house to a friend's loft. Send the new address and we update the arrival time; if the distance is similar, nothing changes at all. The guest of honour surprised everyone and brought ten more people. Tell us — we may recommend a small change of style or of where the show happens, but the evening goes ahead. In all three cases there was no change in price and no complicated approval.

Why we take no deposits

It is a legitimate business question with two answers. First: a deposit protects the supplier rather than the client — and in a field where many people have been burned, we prefer taking that risk ourselves. Second, practically: with no money up front there are no arguments about refunds, no penalties, and no situation where a client pays for an evening that never happened. In the years we have worked this way, last-minute cancellations have stayed negligible — because whoever closes an evening means it. And that works for both sides.

The timeline of a typical evening

A week before — the date, approximate hour, format and dancer are closed; you receive a final price in writing. Two days before — send us details about the guest of honour if you want a personal moment, and update us if anything changed. The day before — a reminder from us and confirmation that everything stands. On the day — two hours before we confirm the address and floor; forty minutes before you get "leaving for you"; ten minutes before, "I am here" and we agree the exact entrance minute. That is the whole process, and it is identical even when you booked two hours ahead.

What to close in advance and what can stay open

Close in advance: the date, the city, the format, and the dancer if you have a preference. Those are the things that occupy capacity. Can stay open: the exact hour — an hour-long window is enough; the exact guest count; the character from the costume wardrobe; and the personal song. All of those can be settled the day before or even on the day, and none of it affects price or availability. That way you do not have to plan everything at once.

Seasons and busy dates

Three periods where booking early pays: July and August — demand for garden and rooftop evenings peaks; Friday nights throughout the year; and late December — the season of year-end gatherings and company evenings. In those periods three days ahead is the practical minimum for a specific dancer. By contrast, a midweek winter evening is the easiest time there is: almost any dancer can be booked on a day's notice, and sometimes the same evening.

The bottom line

No deposits, no penalties, and no commitment until the dancer leaves home. So the simple advice is: if you have a date in mind, close it now, even if the details are not settled. You can always shift, change or cancel in one message, and that way you get the widest choice while taking no risk at all. All the procedural details can also be read in the FAQ, and if anything is unclear, simply ask in chat.