Free Dance Costume & Equipment Checkout Form

The form above comes with the rows already filled in. Delete the ones your program does not lend, and add what it does.

• The costume. Its own row, with the costume number in the ID / number column and the size in the second. The number ties the costume to the piece it was made for and to everything that goes with it.
• A second costume. A row of its own, since a dancer in two pieces carries two. Dancers in a company often do, and the second one is the one that gets left in a bag.
• A headpiece or hair accessory. Small, easy to lose and expensive to match, so it gets a row of its own.
• Gloves, belts and other accessories. The pieces that go home in the bag and come back last, one row each, since they can return separately.
• A team jacket and warm-up pants. Only if your program issues them, one row each.
• Props. Hoops, canes, fans, scarves or whatever a routine uses, listed by name, since a prop is the item most likely to be someone else's responsibility at a rehearsal.
• The garment bag or dance bag. A row, so it comes back with the rest.

This decides how much of the form you need, and many programs do some of each.

• Sold to the family. The costume is ordered for the dancer, paid for through a costume fee, and kept. There is nothing to return, so the form is only needed for what else goes home: props, a headpiece you own, warm-ups.
• Lent for the year. School teams and companies often own costumes and uniforms and reuse them. Everything goes on the form, with the costume number and a return date.
• Lent for the show. A costume that goes home for the recital week and comes back after it. The form is the receipt, and the return date is the day after the last performance.

Whichever applies, say which in the policy at the foot of the form and in the first email, since families who thought they were buying a costume and families who thought they were borrowing one both have strong feelings about it.

The replacement cost column exists so that a conversation about a missing headpiece is about a number families saw at the start of the year. Use your supplier's current price, not last year's, and put the figure in before the form is printed. The column records your organization's stated cost. It is information, not a charge: what a family owes is set by your written policy and your competition's rules.

Your program sets its own equipment return and replacement policies, and the kinds of dance kit can reasonably have different ones. Many programs charge the replacement cost for cheap items such as headpieces and props, ask for a return or a charge on a costume, and hold a deposit that comes back with a complete costume. If you charge families for lost or damaged equipment, state the policy clearly before the year and check it against your competition's rules. Write whichever you choose into the policy section at the foot of the form.

This is the dance version. The general equipment & uniform checkout works for any sport, and the dance forms and templates page lists the other 5 dance documents.

Playbook Logix provides customizable templates for informational and administrative use. They are not legal advice and will not meet the requirements of every organization, sport or jurisdiction. Review anything you intend to rely on with your own attorney or your insurance carrier, and check your league and state requirements.