DANCE WORLD STUDIOS

FILMING & PHOTOGRAPHY CONSENT FORM

1. INTRODUCTION & PURPOSE

Dance World Studios (DW) is committed to creating a safe and respectful environment where all students (adults & children) can participate in rehearsals and performances with dignity and protection. This policy explains how DW manages filming and photography for students of all ages, while also using the Child Safe Standards as a framework and ensuring correct practice in line with Working With Children Check (WWCC) requirements.

IMPORTANT: Participation in the 2025 recitals is contingent on approval being granted through this consent form.

2. CONSENT & NOTIFICATION

• Before any filming or photography takes place, DW must obtain written consent from each adult student (18+) or from a parent/legal guardian for students under 18.
• Consent applies to all rehearsals and performances during the 2025 academic year. A new consent form will be issued each year of enrolment.

3. RESTRICTED AREAS & TIMES

• Filming and photography are strictly prohibited in private areas such as change rooms, toilets, and costume fitting areas.
• Students will never be filmed or photographed while undressed or in any situation considered unsafe or inappropriate.
• Only authorised DW staff holding a valid WWCC are permitted to film or photograph students.
• DW does not engage third-party companies for filming or photography.

4. SUPERVISION & ENVIRONMENT

• Filming & photography takes place in group settings only.
• Children are not required for one-on-one sessions.
• All filming occurs in open, well-lit areas with a DW supervisor present at all times.

5. USE OF IMAGES & RECORDINGS

• Official recital recordings will be shared with families of students participating in the Term 4, 2025 recitals.
• Images and recordings may be used for DW promotional purposes only (e.g. DW’s website, social media, posters, YouTube reels, print media, and other DW marketing materials).
• DW will not publish a child’s full name with any images or recordings.

6. STORAGE & SECURITY

• All images and recordings are stored securely, password-protected, and only accessible to authorised DW staff.
• Materials will not be shared with third parties or used to promote another company.

7. EXCLUSION & LIMITATIONS

• As recital performances are group-based, it is not possible to exclude individual students from appearing in images or footage.
• Students and families who do not wish to provide consent should not enrol in Term 4 classes or participate in the recitals, as consent is required for inclusion in group settings.
• Editing students out of group material is not feasible.
• Consent applies only to materials produced during the 2025 academic year. Once published or distributed, consent cannot be withdrawn.

8. STAFF CONDUCT & TRAINING

• All filming and photography are carried out by DW staff who hold a valid WWCC.
• Staff are trained in Child Safe Standards, respectful use of images, and privacy and secure storage of recordings.
• All staff must follow DW’s Code of Conduct at all times.

9. RISK ASSESSMENT & REPORTING

• A risk assessment is conducted before each recital or rehearsal filming to identify potential privacy or safety risks.
• Any concerns or risks should be reported to Yasmine Moore or a DW staff member immediately.
• Students and families are encouraged to raise concerns openly so that matters can be addressed quickly and appropriately.

DANCE WORLD STUDIOS

COSTUME FITTINGS & SUPERVISED CHANGING IN SHOWS POLICY

INTRODUCTION

This policy explains how Dance World Studios (DW) manages costume fittings and dressing assistance for students under 18 during recitals. Our priority is to ensure all students feel safe, respected, and supported during rehearsals, fittings, and performances.

This document forms part of DW’s Child Safety Protocols, ensuring compliance with Child Safe Standards and Working With Children Check (WWCC) requirements.

1. COSTUME FITTINGS

• Costume fittings are necessary to ensure every student’s costume fits properly, allows safe movement, and is ready for performance.
• Fittings will take place mainly at DW before the show or the theatre if last minute adjustments are necessary.
• Fittings are conducted in group settings and usually held during regular class times. DW staff will explain the process before fittings commence.
• Costumes may be tried on over tight-fitting dancewear (e.g., ballet leotards). Students may also wear bike shorts, singlets, or midriff tops for comfort and modesty.
• Costumes selected for each routine are age appropriate.
• No makeup is to be worn by any students under the age of 15.
• Costumes for under 5s, under 8s, and under 10s are kept at DW and transported to the theatre. They are not distributed to the junior cast to avoid damage, loss, or being forgotten at home.

2. WORKING WITH FAMILIES

• Fittings will start in Term 4 from Oct 6.
• Families will receive at least 48 hours’ written notice for the first fitting. If adjustments are required, a minimum of 24 hours’ notice will be given for follow-ups.
• The class dance teacher usually conducts the initial fittings to help children feel comfortable, assisted by DW staff. Before fittings begin, they will explain what to expect.
• The process runs more smoothly when parents/guardians prepare children by explaining what to expect, raising any special requirements early, and providing suitable base layers.
• Children are expected to treat each other respectfully, follow instructions during group fittings and changes, and let a DW staff member know if they feel uncomfortable.

3. SUPERVISION

• Costume fittings and dress change assistance are headed by Yasmine Moore (DW Dance Coordinator & Head of Wardrobe).
• Assistance is supported by DW teachers, admin staff, and crew, all of whom hold a valid WWCC.
• DW staff may also assist with hair styling during show runs and concerts.
• More than two people will be present at any costume fitting involving a child, with a DW supervisor.
• DW may arrange parent volunteers with sewing skills to assist with making, repairing, or adjusting costumes. If such parent volunteers need to fit a child, a DW staff member will always be present.
• All cast members aged 18 and over must obtain a valid WWCC and provide a scanned copy to DW prior to show week.

4. CHANGE ROOMS

• All dressing spaces are shared and supervised to ensure safety and fairness, with separate boys’ and girls’ rooms and restricted access.
• Private dressing rooms for individual use are not available at DW or at the theatre.
• Girls are supervised by female staff only.
• Boys are supervised mainly by male staff, with assistance from female staff if quick changes are required.
• Cast members are not permitted to move between gender-designated dressing rooms.
• Windows will be covered for privacy.
• Parents and family members are not permitted in change rooms or backstage at the theatre.
• Filming or photography is strictly prohibited in any dressing room.
• Children should not bring mobile phones or recording devices into rehearsal or dressing rooms.
• Once the cast is in full costume, DW staff may take a group photo outside the dressing room for internal use only. These photos will not be shared publicly.
• If your child feels uncomfortable changing in a group setting, please encourage them to tell the supervisors so adjustments can be made.

5. TOILETS

• At DW, toilets on the upper level are gender-specific facilities.
• Single-user toilets are available on the ground floor for students with special needs or disabilities.
• At the theatre, all toilets are gender-neutral, single-user facilities. Children under 10 will be escorted by a DW staff member or crew.

6. DRESS RUNS & SHOW DAYS

• DW will conduct a show run with costumes at the studio and another at the theatre.
• For students performing in more than one routine, quick changes will be rehearsed during technical runs so students are prepared.
• Students aged 15-18 will not be allocated a dresser but DW staff are available to assist if required.

8. WARDROBE DESIGN, HAIR & MAKE-UP

• All wardrobe design & styling provided for shows will be age-appropriate.
• Consent for supervised changing also includes assistance with basic hair styling where required.
• DW maintains a strict NO MAKE-UP policy for children under the age of 15. Parents/guardians are asked to respect and support this policy.

9. ACCESSIBILITY

Families with students who have disabilities, special needs, or cultural requirements should contact DW in advance to discuss any support required.

10. CONCERNS & FEEDBACK

Any concerns or risks identified during fittings, rehearsals, or shows should be reported to Yasmine Moore or any DW staff or crew. Children and families are encouraged to have open communication so that matters can be addressed quickly and appropriately.

11. CONSENT

Parents/Legal guardians are required to provide consent for DW staff and dressers to assist their child with fittings and costume changes.

In practical terms, fittings cannot take place without DW staff assistance, and younger cast members will need help with costume changes during technical runs and shows. This consent ensures children are properly supported and that families can feel confident their children are comfortable and cared for throughout the process.