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Policies

DEFINITIONS

  • BUYER:  Person whose name transaction is under.
  • TICKET HOLDER:  Person whose name ticket is under.
  • PAYPAL / SQUAREUP:  Banking system HSD, Inc. uses to process transactions.
  • PASS / WRISTBANDS / TICKETS:  All the same.  Required for entry into event by staff and security.
  • TYPES OF PASSES:
    • GENERAL ADMISSION:  Tickets sold to general public.
      • FULL EVENT PASS:  4-Day/Night pass includes workshops, performances, concerts and social dancing.
      • NIGHT PASS:  Includes night performances, concert and social dancing for one single night.
      • GROUP PASS:  Group passes are Full Event Passes purchased in bulk at a discounted rate.
      • VIP UPGRADE:  Includes seating in the front section of the auditorium during performances.
      • WORKSHOP PASS:  Access to workshops during the day/night.
      • SHOW-ONLY TICKET:  Tickets for Matinee Showcase are for on Saturday or Sunday Matinee Schedule only.
    • PERFORMERS PASS:  Same as Full Event Pass plus Ticket Holder gets to perform an approved routine on an approved team.
    • KIDS PERFORMER PASS:  Same as Performers Pass for ticket holders 16 years of age and under.

GENERAL

  1. All Sales are Final.  No Refunds.
  2. PayPal or Credit Card Disputes:  Before you file a Dispute, contact us first.  ALL credit card transactions will be denied by our organization on anyone who files a dispute with our organization and will be subject to cash only transactions at full price.  No exceptions!
  3. FRAUDULENT and/or SHARING passes is unacceptable and prohibited by our organization.  If anyone is caught with a pass that is NOT in the Ticket Holder name, one of our Police Officers will remove the pass, you will be escorted out of the event and possibly banned from any future sponsored HSD, Inc. events.
  4. If you pass comes off, please bring it to Registration for a replacement at no charge.  If you lose your pass, there will be Service Fee to replace it.
  5. EVERYONE is a VOLUNTEER.  Please be courteous and kind.  Our Volunteers have no authority and will only perform the duties asked of them by their Committee Head.
  6. We have a “One Pass Per Person” policy.  This is for security purposes.  BUYERS may purchase more than one pass, but each TICKET HOLDER must be unique even though our ticketing system, allows duplicates during registration.  If you do not know the names of your guest(s)/group, use your name and email with “(GUEST1), (GUEST2)…” after the Last Name.  Guests must be present to collect pass.
  7. The BUYER or TICKET HOLDER may request a change or transfer but must be made directly on our website.  Email requests will not be accepted.
  8. Registration will not be able to “hand out” passes or place on “Will Call”.  Registration is the only one who can place wristbands on a guest.
  9. Wristbands must be placed on the LEFT wrist to ensure you do not have issues with our Police Officers and Security.
  10. Wristbands must be worn at all times during the course of the event.  Lost or Removed wristbands will incur a Service Fee and requires proof of purchase.  If you have to remove them due to work, you will need to contact Registration by December 1st so we can try and accommodate your circumstances.  If not, we recommend that you purchase INDIVIDUAL passes to avoid a Service Fee.
  11. Minors are required to stay in the presence of his/her guardian at all times.  A Minor is someone under the age of 18 years of age.
  12. If you have a disability, please make sure you contact the hotel and Registration by December 31st for recommendations and possible accommodations.  The hotel does not allow the use of certain elevators on certain floors UNLESS you have a medical reason.  Please communicate that need to Security or the Volunteer stationed near the elevator / stairs.
  13. Front section of auditorium is reserved for VIP upgrades.  Seats are limited.
  14. All complimentary VIP Upgrades will expire 30 minutes AFTER performances start.
  15. Houston Salsa Dancers, Inc. and its affiliates, volunteers and Board Members are NOT responsible for any personal items lost, stolen or damaged.  Please lock all valuables in your car, hotel room or leave at home.
  16. Any lost item(s) will be left with the hotel Lost and Found each night.  Please contact the hotel front desk for more information.  Any item(s) found that are considered unsuitable for our Volunteers to manage will be discarded.  Ex: soiled clothing.  We recommend that you bring a plastic bag to place your item(s) in.
  17. Guests must abide by hotel policies at all times.  If we want to be invited back, we all must follow the hotel rules and respect its staff members.
  18. Houston Salsa Dancers, Inc. and its affiliates, volunteers and Board Members are NOT responsible for any towed or damaged vehicles.  Please contact hotel to confirm parking for event.

PERFORMERS POLICIES

  1. General Policies apply.
  2. All sales are final.  No refunds.
  3. FRAUDULENT and/or SHARING passes is unacceptable and prohibited by our organization.  If anyone is caught with a pass that is NOT in the Ticket Holder name, one of our Police Officers will remove the pass, you will be escorted out of the event and possibly banned from any future HSD, Inc. sponsored events.  DIRECTORS will be notified of the violation.  If multiple violations occur from one team, the TEAM is in jeopardy of being banned from all future HSD, Inc. sponsored events.  We HIGHLY encourage DIRECTORS to guide their team members in proper Congress etiquette.
  4. Duplicate applications will be void, ignored and deleted.
  5. A “PERFORMERS” wristband must be worn on the LEFT wristband at all times in order to gain access to the event and to perform.  No “General Admissions” wristbands will be permitted backstage or to perform.
  6. If you purchased a “General Admissions” Full Event Pass or Full Night Pass and later decided to perform, we will do a one-time, no-charge, ticket type transfer of your General Admission pass to a Performers Pass or VIP Performers Pass under the same ticket holder name.  If your team has already been approved, CLICK HERE to make your request.  Single Night pass do not qualify for transfer and the value can not be transferred (recommend selling or giving to someone else).
  7. If a performer is NO LONGER performing, the BUYER or TICKET HOLDER can…
    1. Request the ticket be transferred to another performer (service fee must be paid); or
    2. Request a Ticket Type change with the “purchased value” of the Performers Pass being applied to the balance of a General Admission pass.
  8. Because we order wristbands based on the number sold, if you take off your wristbands for any reason, including a photo shoot, you will be charged a Service Fee to have it replaced.  It is important that you communicate with Registration at the event PRIOR to such occurrence.
  9. Full payment from an entire team must be made on or before November 30th.  Late Fee(s) will apply.  Late payments are due no later than December 15th.
  10. If payment is not received by the December 15th deadline, your team will be taken off the roster.  If there is an exception made by the Artistic Committee, late and service fee(s) apply.
  11. Each approved team/couple will be guaranteed one performance at the Houston Salsa Congress.  Multiple team/couple performances will be approved on a case-by-case basis depending on availability.  Contact the Artistic Committee with details prior to filling out another application.
  12. Individuals can perform up to three (3) times, and only one (1) payment is due for that dancer.
  13. The BUYER or TICKET HOLDER may request a change or transfer but must be made directly on our website.  Email requests will not be accepted.
  14. Approval and Payment Process:
    1. Team applications are due no later than October 31st.
      NOTE:  Any application submitted WITHOUT a performance link will automatically be rejected. 
    2. All approved teams will be notified within the first week of November.
    3. Registration will email the MAIN CONTACT a payment link to all approved teams the first week of November.
    4. All Payments are due by November 30th or late fee(s) apply.  Teams will be removed from the roster if payment is not received by December 15th.
    5. Once payment(s) is(are) received, ticketing information will be emailed to the MAIN CONTACT to distribute to their team.

KIDS PERFORMANCE PROGRAM

  1. All sales are final.  No Refunds.
  2. Performers 16 years of age and under at the time of application, are eligible to participate in the HSD Kids Performance Program with discounted performance passes.  Discounts are determined on an annual bases.
  3. Registration has the right to request additional proof and/or deny a Kids Performance Pass to anyone they feel does not meet the age requirement if proof can not be verified.
  4. If a team performed during the Matinee Showcase and then later invited to also perform during the Prime Time Showcase, no additional costs for performers is owed.

“FRIENDS & FAMILY” SHOW-ONLY DISCOUNT TICKETS

  1. All sales are final.  No refunds.
  2. Friends and family of performers are eligible for a 50% discount on a single SHOW-ONLY ticket for Matinee Showcase ONLY.
  3. MATINEE Showcases are on Saturday or Sunday during the day.
  4. Once the Matinee show ends, all SHOW-ONLY ticket holders must exit to the 2nd floor.
  5. Due to limited space, we can only accommodate full price ticket holders during the Prime Time Showcase.  However, if you already paid for the Matinee Showcase, you can pay the balance of at least a single night pass by showing proof of purchase.
  6. Show-Only ticket holders must keep their passes on them at all times.
  7. All FULL Event Passes are regular price.

PERFORMANCE MUSIC POLICIES

To ensure that not only your performance is a success, but that other performances are as well.  Improper music formats can cause embarrassment and delays for the entire night’s event.  It’s important to follow the requirements below:

  1. Performance cannot be longer than three (3) minutes.
  2. Only your ONE performance song burned on an AUDIO CD.  Thumb drive will also be accepted.
  3. Write your team name and contact information on CD and sleeve / thumb drive.
  4. CD must be placed in a sleeve.
  5. NO electronic devices or jump drives will be accepted.
  6. BRING A BACK UP!!!  OR TWO!!!
  7. DJ has the right to refuse music if turned in improperly.

music requirements

POLICIES FOR VOLUNTEERS

  • Volunteers are a direct reflection of the Houston Salsa Dancers, Inc. organization.  You must be polite and professional to all guests at all times.  If a problem arises, contact the Volunteer Committee Head immediately.  If a situation is serious, immediately inform one of the police officers or security THEN contact the Volunteer Committee Head or a near-by Board Member.
  • You must work the hours assigned to you to earn your awarded hours.
  • Awarded hours will be used to purchase current Houston Salsa Congress passes according to what is listed on the Volunteer Page.
  • You must report to the Volunteer Committee Head 15 minutes prior to your schedule for your assignment.
  • When your shift has ended, you must again report to the Volunteer Committee Head BEFORE leaving.
  • NEVER leave your post unless the Volunteer Committee Head instructs you to.
  • If you must leave your post, contact the Volunteer Committee Head through text, a call or through person-to-person message letting her know the circumstances.
  • Each Volunteer will receive a special lanyard.  This lanyard must be worn at ALL times in order to get past security.  All lanyards are required to be turned in at the end of your shift.
  • If you are unable to fulfill your duties, we understand and invite you to purchase your passes instead.
  • ONLY the Volunteer Committee Head has the authority to assign and reassign a Volunteer.  If your assignment is completed prior to your shift ending, report to the Volunteer Committee Head for reassignment.
  • If the Volunteer Committee Head does not find you at your assigned post, you will be invited to just purchase your pass and any awarded hours will be null and void.

KEY VOLUNTEER COMMITTEES

  • REGISTRATION:  Manages all aspects of ticketing including payments and the registration process for general admission, performers, staff and guests.  Manages Registration room during event.
  • WEB DEVELOPMENT:  Manages all aspects of web presence including site design, registration process, accounts and operations.
  • ARTISTIC COMMITTEE:  Manages the scheduling, the review and approval process of all performers.
  • VOLUNTEER COMMITTEE:  Manages the selection and scheduling of all volunteers.
  • SCHOLARSHIP COMMITTEE:  Manages the review, approval and awarding of all scholarships.
  • SECURITY:  Badged Houston Police Department officers and security hired to monitor event, protect and enforce policies.
  • FACILITIES:  Manages the set up and maintenance of the Ballrooms and Workshops.
  • TRANSPORTATION:  Manages the scheduling of all guest transportation.
  • TECHNICAL OPERATIONS:  Manages the technical operations of the event.
  • VENDOR RELATIONS:  Manages all vendors at event.
  • MARKETING:  Manages marketing for the organization and event including printed material, creating promotions, etc…
  • HOSPITALITY:  Manages the needs of HSD guests and performers as well as VIP Seating.
  • MUSIC DIRECTOR:  Manages the selection and scheduling of bands and DJs for event.
  • CORPORATE SPONSORSHIP:  Manages and maintains organizational relationships with corporate donors.
  • MERCHANDISER:  Manages the purchase and selling of all official HSD merchandise.

DISCLAIMERS

  • The above policies, statements, and site content are subject to change upon the discretion of Houston Salsa Dancers, Inc.
  • In the event that a product on our site is listed at an incorrect price or with incorrect product information due to typographical error or an error in pricing or product information, Houston Salsa Dancers, Inc. reserves the right to refuse or cancel any orders placed for such product. Further, Houston Salsa Dancers, Inc. shall have the right to refuse or cancel any such orders whether or not the order has been confirmed and your credit card charged. If your credit card has already been charged for the purchase of items with erroneous pricing or product information, and the order is canceled, HSD will issue a FULL credit to your credit card account in the amount of the charge.

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