Planning to size your entire competitive team in one day might seem like a big task, but with the right preparation, tools, and communication, it can be done efficiently and successfully. Whether you’re gathering sizes for bulk orders or preparing for parents to place individual orders through a Team Shop, there are strategies you can implement to ensure the process goes smoothly for everyone involved.
A good place to start is renting a sizer set to ensure students order the proper size.
In this blog, we’ll dive into success tips and tricks for planning a one-day sizing event. We’ll also explore how to use software systems like Jackrabbit and Dance Studio Pro to streamline the process, and how to ensure parents have easy access to sizing information—whether it’s for bulk orders or individual Team Shop purchases.
-
Plan Ahead and Give Notice
One of the most important aspects of successfully sizing your entire team in one day is early and clear communication. Make sure that parents and students know well in advance when the sizing day will take place, and explain the importance of attending. The more notice you give, the better turnout you’ll have.
Here are some steps to prepare:
– Send a save-the-date notice at least two weeks in advance through email, your studio’s communication platform, and social media. This will give families time to plan.
– Follow up with a reminder a few days before the event, including clear instructions on what to expect, what products will be available for sizing, and how long the process will take.
– Encourage students to arrive 15 minutes before their class to try on products. This minimizes class disruption and helps keep the sizing process moving.
-
Use Technology to Streamline the Process
You don’t have to rely on paper forms and manual record-keeping. There are excellent tools that can streamline the sizing process and make it easier for both parents and your studio staff.
Using Management Software
If you’re already using studio management software like Jackrabbit or Dance Studio Pro, you may be able to take advantage of their size-tracking features. Many of these platforms allow you to enter student sizes directly into their profiles, where parents can later access the information when ordering through a Team Shop or for a bulk order.
How to use it for sizing day:
– Set up a profile field for sizes that’s accessible to both staff and parents.
– On the day of sizing, staff can record sizes directly into the system as students try on their items.
– Parents can then log in at a later date to review the sizes before placing orders, reducing the need for back-and-forth communication.
This system ensures that sizes are recorded accurately and eliminates the risk of losing paper forms.
Using Google Sheets for Bulk Orders or Parent Review
If your studio doesn’t use a management software or you prefer a simpler system, Google Sheets can be an excellent solution. You can create a shared document with all the products available for order, along with size charts for each item.
How to use Google Sheets for sizing day:
– Set up a column for each product, with rows for each student. Add the correct size names as drop downs to allow for quick and easy recording.
– As students try on items, staff or parents can record the sizes directly into the Google Sheet using a tablet or iPad.
– This sheet can be shared with all parents so they can see what sizes were recorded and can easily reference it when ordering through the Team Shop or for bulk orders.
A shared Google Sheet also allows for real-time updates, so if a student changes their size or wants to try on a different item later, it’s easy to make adjustments.
-
Set Up a Sizing Station in the Waiting Room
To make the sizing process as smooth as possible, set up a dedicated sizing station in a central area, such as the waiting room. Use clothing racks to display each item in various sizes, so students can easily find what they need to try on.
Best practices for your sizing station:
– Organize by product type: Hoodies, windbreakers, joggers, warm-up pants, etc., and group sizes from smallest to largest.
– Make sure there’s plenty of room for students to try on items without feeling rushed or crowded.
– Have a staff member or teacher available to assist students with trying on items and determining the best fit.
– Offer mirrors so students can see how the items look when worn.
-
Encourage Everyone to Try Everything
Even if parents or students don’t plan to order a specific item, encourage them to try it on anyway. Why? Because sometimes seeing or feeling a product in person can change their minds. A student may not think they need a windbreaker, but after trying it on, they may decide it’s the perfect addition to their wardrobe.
Having everyone try on all available products gives parents and students a chance to reconsider items they may not have initially planned to order. Plus, it ensures that if they do change their minds later, their sizes are already recorded, before the sizers have been returned.
-
Record Sizes in Real-Time
One of the most important tips for a successful sizing day is to record sizes in real-time. Whether you’re using Jackrabbit, Dance Studio Pro, or a Google Sheet, make sure staff or parents are inputting sizes as students try on items. This eliminates the risk of forgetting or misplacing size information later.
If using a Google Sheet, set up a tablet or iPad at the sizing station, so parents can easily input sizes as their children try on different items. This is especially helpful if you have multiple products available, as it avoids confusion over which sizes were tried on and selected.
-
Keep the Process Flowing Smoothly
On the day of the event, make sure you have enough staff to assist with the sizing process. Depending on the size of your competitive team, you may want to set up a schedule or staggered times for different age groups to avoid overcrowding.
Additional tips for keeping things moving:
– Assign one staff member to check in students as they arrive, ensuring they have plenty of time to try on items before class.
– Have another staff member, teacher or parent volunteer, assist with fittings, helping students find the right sizes quickly and efficiently.
– Designate a person to record the sizes into your system (Google Sheets, Jackrabbit, etc.) as students try on their items.
This division of tasks ensures that the process is organized, efficient, and prevents bottlenecks.
-
Follow-Up with Parents
Once the sizing day is complete, send a follow-up email to parents confirming that the sizing information has been recorded. Include any important next steps, such as ordering deadlines or where they can access the recorded sizes (either in their child’s profile or via the Google Sheet).
If you’re using a Team Shop, make sure to provide the link and remind parents to double-check the sizes before placing their orders. If you’re placing a bulk order, let them know the timeline and any additional details they need to be aware of.
Conclusion
Planning a sizing day for your entire competitive team may feel daunting, but with proper preparation and the right tools, it can be a smooth and successful process. A good place to start is renting a sizer set to ensure students order the proper size. By using systems like Jackrabbit, Dance Studio Pro, or Google Sheets, and ensuring that students and parents have plenty of time to try on items, you can capture accurate size data and make the ordering process seamless.
Remember, the key to success is communication, organization, and attention to detail. With these tips and tricks, you’ll be able to size your entire team in one day, leaving both parents and students happy and ready for their new team apparel!