Information for teachers, coaches & managers

Updated 10 September 2026

A smoke, drug, and alcohol free event

As a schools based competition series, we are committed to providing a smoke, drug and alcohol free event.
Any participants, including coaches, found to be in breach of this may be asked to leave the venue immediately.

Code of conduct

All attendees (athletes, coaches, supporters and suppliers) agree to abide by the event code of conduct
Please ensure your athletes, coaches, and supporters have been made aware of this code of conduct.

Registration

There are no waivers to hand in, you are there to sign in, grab your coach/athlete passes and merchandise (if pre ordered).

Aerobics

  • Friday Morning (Aerobics Day 1 athletes): 7:45am
  • Saturday Morning (Aerobics Day 2 & 3 athletes): 7:45am

Hip Hop

  • Friday Afternoon (Hip Hop): 2:00pm

Briefing

Due to the complex nature of the venue – we require ALL coaches and athletes attend briefing.

Aerobics

  • Friday Morning (Aerobics Day 1 athletes): 8:15am
  • Saturday Morning (Aerobics Day 2 & 3 athletes): 8:00amVenue Information

Hip Hop

  • Friday Afternoon (Hip Hop): 2:30pm

Venue Map

Backstage and warm up spaces

  • Red Star : Spectator Entrance:
    Located in the Octagon. This is where you’ll find the box office, ticket sales and merchandise stand.
  • Blue Star : Backstage Entrance
    This is the entrance for coaches and athletes only. Security will be monitoring this entrance at all times.
    Entrance is via a driveway on Moray Place. See Google Map link.
    IMPORTANT Your coach or athlete pass will be required to enter. Please ensure you have it with you. Spectators cannot enter through this access point.
  • Green Circle : Commercial Backstage / Holding Space:
    This is the space we have hired for the weekend. As The Regent has limited backstage space, this area will be used for storing bags, getting ready and doing makeup. From here, you can walk downstairs and enter the back of the venue.

Only athletes, and registered coaches, are permitted in the back stage and warm up spaces.

Venue Spaces

Commercial Backstage Area

GREEN CIRCLE ON MAP

We have hired a commercial open plan office space as a dressing room/holding area for athletes and crews. This is the Green circle on map

Access

The front doors will be open:

  • Friday: 7am–6pm
  • Saturday & Sunday: 7am–5pm

After these times, the doors will self-lock for security. Someone will be stationed at the bottom of the stairs to let people in after hours.

No Hairspray

ABSOLUTELY NO HAIRSPRAY is to be used in this space. Please apply hairspray outside downstairs. The smoke alarms are very sensitive, and if they trigger a fire evacuation, the cost will be passed directly on to the school/studio/club.

Shared spaces

Space is limited, we ask local crews and athletes to get ready at their own studios where possible.
Please leave the space available for competitors travelling from out of town who don’t have their own facilities.

PLEASE NOTE: There are other offices in the building that will be occupied throughout the weekend. Please be respectful and keep noise to a minimum, particularly in shared areas such as the stairwell and toilets. We are representing NZ Schools and NZCAF, so please be mindful of how we conduct ourselves.

Supervision

While event staff and volunteers will monitor the area, coaches remain responsible for their athletes. If you need an additional coach pass to help manage your group, please let Sarah know.

Toilets

  • Women’s: Same floor as the backstage space.
  • Men’s: Floor above.
  • These toilets are shared with other tenants and are limited, so please do not use them as changing rooms and make sure all rubbish is removed.

In theatre spaces

There is a small backstage holding area inside the theatre for athletes waiting to go to the side stage.

Backstage Access

Will be limiting the access to side stage during the event.
This is a health and safety measure.

The stage manager will control who is in the side stage at any one time.

Only the athlete(s) about to compete, and the designated coaches are allowed to be side stage. No supporting athletes.

Schools and Clubs will be issued with TWO side stage passes. These are inter changable between coaches, but must be worn and clearly visible side stage.

Footwear

Please be aware that the long driveway leading to the backstage area is on a downward slope. We recommend wearing suitable and comfortable footwear when travelling between venues.

Coaches, please take extra care and keep an eye on your athletes as they transition from one venue to another, particularly when using the driveway.

No Food or Drink – ALL spaces

Water only is permitted in the backstage spaces. No food or other drinks, please. 

Athletes watching

If crews or athletes are not warming up, we encourage you to watch your peers in the theatre. This helps create atmosphere for those performing and frees up space backstage for those who need it.

Crews will not need tickets to watch the Hip Hop competition.
Athletes not in costume will need an athlete pass to enter the theatre.

Athletes will not need tickets to watch the Aerobics competition.
Athletes not in costume will need an athlete pass to enter the theatre.

Floor testing

NZCAF Open and FISAF athletes will have scheduled time slots available for stage testing on Saturday.

Marshalling

Athletes must be present and ready at least 15 mins prior to their performance.

Our backstage managers will be looking for athletes in the foyer as their categories approach.

Athletes and coaches are responsible for ensuring they are at the venue with enough time for their performance. Please be aware that the times in the timetable are a guide only. Due to the nature of the event, we may run slightly early or late throughout the weekend. 

For health and safety purposes, we ask that athletes exit the backstage areas after they have finished performing.

Leaving & re-entering the venue

Athletes are permitted to leave and return to the venue throughout the event.

Health & Well-being

We ask that if anyone in your group (athlete, supporter, coach etc) stay away from the event if they are feeling unwell.

If a member of your group becomes unwell during the event, or within the two weeks after the event, please inform the event manager.

First Aid

Kim Snoep will be located on the side stage. Kim is our First Aid Officer and will be available should you require any first aid assistance.

Event Staff

All event staff will be wearing lanyards and will be easily identifiable. Please don’t hesitate to approach them if you require any assistance.

Our event team and volunteers will also be positioned around the backstage area. They will be equipped with walkie-talkies to communicate with other event staff and can assist you with any questions or support you may need. Please feel free to reach out to them at any time.

Our event team volunteer their time to support these events. Please ensure you treat them with respect and kindness.

Photography

There will be a photo backdrop booth in the commercial space for individual and group photos.

Inspired Images will have booking slots available, but if there is no queue, you are welcome to use the booth for some fun photos.

Rebecca from Inspired Images will be in the WhatsApp group and will let you know when the backdrop is open or closed.

If the backdrop is closed or the Inspired Images team is not there, please do not allow athletes to touch or use the equipment. Their equipment is expensive and needs to be handled by the photography team only.