Frequently Asked Questions

Entering a competition can seem daunting, and it is normal for you to have questions, so we do our best so make sure you have all of the information you need. If you can’t find the answer to your question, feel free to send us a message and ask!

 

General Enquiries

Who should I contact for general enquiries?

You can email info@incrediblycoolevents.co.uk where a member of our team will be happy to help you.

Do you run sessions?

ICE Extravaganza Cheer & Dance Events (including Extra Cool & ICE Championships) are run in sessions. Please see the session information for which divisions take place in which session. Adult (12+) and Child (4-11) spectators will require a ticket for each session they wish to attend. Spectators aged 3 & under are free of charge and do not need a ticket. Athletes and coaches can access the whole event.

At ICE Ultimate Dance Experience Events and Too Cool For School, we do not run sessions this season. All tickets apply to the whole day.

Please see the Event Structure (Sessions) guide for session information.

What floors do you use?

The ‘Extra Cool‘ events, Too Cool for School (Schools and University event) and the ICE Championships all take place on a sprung floor. Regular ICE Extravaganza events and all Ultimate Dance Experience events take place on a non-sprung floor.

Cheer, stunt group and cheer solo divisions take place on a full size 9-panel floor. All dance divisions take place on a black vinyl dance floor, 12m wide and 12.5m front to back.

Is accommodation available with 2-day events?

Our 2-day events do not have onsite accommodation. However, we always book venues which have hotels nearby. Please note we do not recommend booking non-refundable travel or accommodation, especially before your payment has been confirmed.

 

Registration

We are a new team with no previous competition or performance experience, can we enter?

Yes! Your first competition is something you and your team will never forget, and we would be very happy to welcome you to any of our events. Feel free to get in touch for a chat if you have any questions about competing for the first time.

Can I enter solo and duo routines?

A limited number of solo slots are available (with certain restrictions) except at Christmas ICE Breaker. Duos are only available at Ultimate Dance Experience events. ICE Rink for solos and duos is available at all events except Championship events. Please see the Solos/Duos page for full details.

How many coach passes will I receive?

Programmes receive free coaches passes as follows;

1-15 athletes = 1 free coach pass
16-30 athletes = 2 free coach passes
31-45 athletes = 3 free coach passes
46-60 athletes – 4 free coach passes

And so on. Additional coach passes can be purchased for £15 each via your registration form.

How do I enter my team?

Just download the registration form for the event you’re interested in (or if you don’t have Microsoft Excel, contact us for a compatible form). When your form is complete, email the Excel file to entry@incrediblycoolevents.co.uk. By emailing your entry form, you’re accepting the Terms and Conditions.

Some sessions and events sell out even before the early bird deadline. You may wish to submit your registration well in advance of any deadline. It’s not advisable to book non-refundable travel or accommodation, especially before your payment has been confirmed.

We’ll process your form (subject to the event still having availability) and issue an invoice stating your payment terms. Payment is by BACS. Please see the Event Registration & Payment page for details about invoicing, payments and deadlines.

Who should I contact for queries relating to my entry form?

You can email entry@incrediblycoolevents.co.uk where a member of our team will be happy to help you.

Can I make changes to my entry?

Coaches should email entry@incrediblycoolevents.co.uk describing any change/s they wish to request; there’s no need to submit a replacement registration form if your initial form has already been processed. Any changes requested later than 4 weeks before an event may not be accepted, although we always do our best to help if possible. We recommend coaches contact us at the earliest opportunity if they wish to make changes, for the best chance of being accommodated.

Any additions requested later than the on-time deadline (or earlier, if the event/session is sold out) may not be accepted. ICE run waiting lists for all sold out events/sessions; please email us to be added to any waiting list.

Information about withdrawing from an event can be found in the T&Cs.

Who should I contact for queries relating to invoicing or payments?

You can email accounts@incrediblycoolevents.co.uk where a member of our team will be happy to help you.

 

Rules & Scoring

Who should I contact for rules or scoring related queries?

Rules for ICE Extravaganza events are available here and rules for Ultimate Dance Experience events are available here. For guidance, coaches entering an ICE event can email scoring@incrediblycoolevents.co.uk where a member of our team will be happy to help you. More information is available here. Please get in touch at least 10 working days before the event you’re competing at (or at least 10 working days before the date you require a response) as we receive a lot of queries at peak times.

Are crossovers allowed?

For all Cheer & Dance events (including Extravaganza, Extra Cool, ICE Championships & Too Cool For School) crossovers are permitted as per the restrictions in the SportCheer UK Age Grid. Please see the Divisions, Crossovers & Time Limits Page for full information.

At Ultimate Dance Experience events, a novice team must consist of at least 50% participants who are not crossing over into a standard team of the same dance style.

At ALL events, an athlete can compete in no more than 6 routines in total (inclusive of cheer, dance, stunt group and solos/duos where available). An athlete may not compete against themselves (i.e., they cannot compete more than one routine in the same division).

How many athletes can enter per team?

This is dependent on the division you enter. For all Cheer & Dance events (including Extravaganza, Extra Cool, ICE Championships & Too Cool For School), team sizes are as per the SportCheer UK Age Grid. For Level 0, team sizes are as per the Level 0 Age Grid (note the minimum team size for Level 0 Cheer is 6).

For Ultimate Dance Experience events, team size is 4+ dancers. More information is available here.

How long should the routine be?

For all Cheer & Dance events (including Extravaganza, Extra Cool, ICE Championships & Too Cool For School), routine time limits for the 2019-2020 season are available here. Level 0 Cheer should not exceed 2:00. All other time limits are as per the SportCheer UK Age Grid.

For Ultimate Dance Experience Events, teams are up to 2:15 and solos/duos are up to 1:15.

At ICE we will not deduct for being under minimum time. For guidance regarding time limits at ICE, coaches can contact scoring@incrediblycoolevents.co.uk.

Are props allowed?

For ICE Extravaganza events, please see the IASF rules regarding props. For Cheer divisions, see IASF General Safety Rule number 9. For Dance divisions, see IASF Props Rule 1. For Level 0, please see the Level 0 rules specifically (Level 0 props must be pre-approved by emailing scoring@incrediblycoolevents.co.uk at least 4 weeks before the event you wish to compete).

For Ultimate Dance Experience events, free standing props are not allowed. Use of parts of a costume (costume elements such as a necklace, jacket, hat, poms, etc.,) are allowed and may be used and discarded. Props resembling weapons are not allowed, i.e., guns, knives, booms, etc.

If using items which may require clearing up the floor after your performance, we require advance notice. Please note this in your email when you enter your team.

 

Running Orders

When will we get the running order?

Initial running orders are emailed to coaches at least 2 weeks before each event. They’re issued to the email address provided on the registration form, so coaches should ensure that inbox is monitored, as well as the junk mail folder just in case. Marking info@incrediblycoolevents.co.uk and entry@incrediblycoolevents.co.uk as ‘safe senders’ (if your email provider offers that facility) may help ensure your important messages don’t go to junk mail.

If your initial running order has not arrived by 2 weeks beforehand, please email entry@incrediblycoolevents.co.uk for assistance.

Every effort is made to create a running order based on order of registration and team crossovers. Sometimes this is not possible due to various logistical reasons but we do make significant effort. Performance order remains at the sole discretion of ICE. Coaches with genuine specific requests should contact entry@incrediblycoolevents.co.uk immediately upon submitting their entry, whereby ICE will endeavour to accommodate reasonable requirements where possible.

What do I do if I have teams on the floor and teams in warm up at the same time?

We work hard to avoid scheduling this where possible. However, for coaches with a large number of routines and/or crossovers, it may not be possible, and we’d recommend planning to attend with multiple coaches so you can manage more than one warm up cycle at the same time. To help avoid scheduling conflicts, we may organise for you to take two routines through warm up at the same time.

If you have any coaches who are also athletes, please notify entry@incrediblycoolevents.co.uk at least 4 weeks before the event, so that ICE can attempt to avoid scheduling conflicts for them. We are far more likely to be able to assist if we are notified before the initial running order is issued.

If you have serious scheduling conflicts, or a request to move your teams around on the running order, please contact entry@incrediblycoolevents.co.uk within 3 business days of the initial running order being issued. We try to assist with reasonable requests where at all possible, but we cannot promise your amendment can be made, especially if it affects other programmes.

 

Tickets/Wristbands

Can wristbands be sent out prior to the event?

Yes, wristbands are sent out prior to the event at a cost of £7.50. If you prefer to collect your wristband pack on arrival at the event, you’ll need to select ‘No’ where the registration form asks if you want your tickets delivered.

Please note you are responsible for wristbands and any lost or misplaced wristband will need to be repurchased.

Are coaches allowed free entry?

Programmes receive 1 free coach wristband for up to every 15 competitors entered. If you require additional passes they can be purchased for £15 (while stocks last) which will give coaches access to the whole event as well as access to Coaches Corner. Additional coach tickets should be ordered on the registration form at the time of registration. They can also be added later by emailing entry@incrediblycoolevents.co.uk but it’s subject to availability.

What age does a child spectator ticket go up to?

A child spectator ticket is for children between the ages of 4-11. Spectators aged 3 & under are free of charge and do not need a ticket ordering. Spectators aged 12+ require an adult spectator ticket.

Do athletes need spectator tickets?

No. Athletes can access the whole event, including any sessions they’re not competing in. They should keep their wristband on for the whole event. If your wristband breaks during an event, you may take it to be replaced at registration.

How do spectator tickets work?

Spectator tickets are sold via coaches/teachers. We recommend coaches order all spectator tickets at the time of registration, to avoid disappointment. Coaches can also add additional spectator tickets to their order later, subject to availability and at the appropriate price point. Advance orders close around 2 weeks before each event (or sooner, if the session/event sells out). On the day of the event, coaches will be able to purchase any remaining spectator tickets on the door while stocks last, at the “on the door” price. Pricing for tickets, including spectator tickets purchased by coaches on the door, is available here.

What do you do if you lose a wristband?

Any lost wristbands will need to be repurchased, however, if your wristband comes off you may take it to be replaced at registration.

 

At Events

What is the ICE Rink?

The ICE Rink is a knockout-style cheer/dance tournament, which athletes can enter on the day of the event for £5. There’s more information about ICE Rink here (scroll down).

What floor is used at your event?

For all dance divisions, there’s a 6-panel black vinyl dance floor, 12m wide and 12.5m front to back.
For all cheer divisions, there’s a full size 9-panel flex roll floor, 16.4m wide and 12.8m front to back.
Floors are non-sprung, except at Extra Cool & ICE Championships where they are sprung.

How should I bring my music?

Please bring your music on a CD or on a device which connects via an aux lead. We recommend having each team’s music saved on at least two devices, such as a phone, laptop or tablet.

Do you allocate seating at events?

Yes, seating is for spectators & coaches only and is allocated upon arrival by our floor manager. Athletes are not allocated seats.

How is warm up set up and how long does my team get?

The running order will state what time each team should report to warm up and their allocated times at each warm up station. Times and stations will depend on the event and division entered.

Should we arrive in costume/uniform?

That’s entirely up to you. Places to get changed will be provided (further information will be issued in the ‘coach information pack’ which is distributed a week or two before each event).

Is photography available on the day?

Yes, outstanding competition images are produced by Believe Photography. They work closely with us at ICE to produce high quality, affordable images to let you remember the day. Team photos, individual images and on floor pictures will be available to buy and take home on the day.

We do not allow photography around Believe, and we do not allow you to use their backdrop for personal use.

At ICE, we allow you to take photos and record your own teams from phone or tablet cameras. If your team is seen recording other teams without their permission, you or your spectator/s may be asked to leave the event. We do not allow the use of DSLR/SLR cameras, professional style cameras, or video recorders.

How do I find out my deductions/ranges?

After each routine, information about deductions (and ranges, for cheer teams only) can be collected from registration by coaches. Any coach with an infraction that they wish to discuss may approach the judges table during the same session. Please see the Legality Notifications at Events page for full information. Note the ICE scoring team will not change any legalities or deductions or scores after each session.

Are you allowed to leave and re-enter the venue?

Yes, you can leave and re-enter the venue during the sessions/days you have tickets for, as long as you show your wristband. Wristbands must be worn at all times.

Do you publish scores online?

ICE do not currently publish scores. Printed results are available for coaches to look at for their own personal use at the end of each session/day. Coaches should collect their scoresheets after each awards ceremony.