Nationals 2024: The What, Where, When, and Why

Are we talking about the 2024 USA Dance Nationals already?  Yes, we are!  Because this large event is already being planned!  The 2024 USA Dance National Ballroom DanceSport Championships are set for March 22-24, in Pittsburgh, Pennsylvania.  The event will be returning to the Wyndham Grand Pittsburgh, Pennsylvania, the site of the 2022 Nationals. 

It is not uncommon for a competition to return to a previous host city.  A complete list of previous host cities with corresponding years can be found immediately following this article.  But some dancers are wondering, “Why Pittsburgh so soon?”  We asked the experts – The National Organizing Committee.  The bottom line:  Location, Location, Location!!!

What do you know about Pittsburgh geographically?  Some believe Pittsburgh to be part of the Midwest.  Some will say Northeast.  Others…East Coast.  How about Mid-Atlantic?  Some reflect that it depends on what part of the city you are in.  Some suggest the point where the three rivers — Allegheny, Monongahela, and Ohio – meet might be considered the point where the East Coast, the Midwest, and the Northeast can be identified as starting, and that Pittsburgh is the only city able to claim three geographical areas with a perfect alignment with the North, South, East, and West directions.  Obviously, there is something or somewhere for everyone!

To maximize participation and keep the Nationals affordable, USA Dance wants to combine the National Collegiate Ballroom Championships with the National Championships.  To accomplish this, the National Committee needs to choose a city that is accessible to many of our colleges and athletes.  The “Pittsburgh, Cleveland, Columbus” triangle is a good fit for this.  The last time the National Championships were held in Pittsburgh, the event drew 900 USA Dance competitors, including students from 30 colleges and universities.

The Committee also likes to choose a city with attractions that the attendees will enjoy visiting while in the city.  The Wyndham Hotel boasts “a great location and stylish accommodations to make any traveler have the best experience of Pennsylvania.”  For those who prefer not to venture too far, there is an indoor swimming pool and dining at the onsite restaurant and lounge.  However, for those interested in other things to do while in Pittsburgh, the hotel is within walking and driving distance of many landmarks and popular attractions.  These include the Pittsburgh Zoo and Aquarium, Phipps Conservatory and Botanical Gardens, Children’s Museum, National Aviary, and the Andy Warhol Museum.

Are you still asking why Pittsburgh so soon?  Before 2022, the last time USA Dance Nationals was in Pittsburgh was in 1983. 

But it is not all about the location.  What else goes into the planning of Nationals?

The timeframe to hold Nationals is mid-March to mid-April, with the last week of March or the first week of April being most desirable.  Earlier or later will not work for college students.  Also, the need to identify representatives to World DanceSport Federation or World Dance Organization World Championships prevents USA Dance from holding Nationals later in the year.

Based on this narrow timeframe, the Nationals Committee proceeds to look for a site.  Of course, we are the perfect event to host, with our beautiful dresses and tail suits, sophisticated ladies and gents, well-behaved children, and gorgeous music.  Right?  Think again. 

Although you would think that the USA Dance National Championships would be very appealing to a large hotel, for the most part, it is not.  Dance competitions, and particularly the National Championships, are what is known in the hotel industry as a meeting “space hog”.  For the number of total guest room nights that we book (about 1000 in 2023), we require:

• A 15,000-square-foot ballroom for an 80-by-44-foot floor as well as seating for spectators.
• Space for a 50-by-30-foot practice floor.
• Another room for a similar-sized floor for scheduled workshops, social dance, and Congress.
• A foyer for vendors and Registration.
• Rooms for five dressing rooms, storage, Volunteer Lounge, Officials Lounge, and Collegiate Lounge.
• An area for Ticket Sales and Treasurer’s office.
• A room with two dedicated bathrooms for drug testing.
• (Note: Most events booking 1000 guest room nights would not require nearly this much meeting room space.)

For 2023, the National Committee’s contracted meeting planner sent out a Request for Proposals to numerous hotels across the United States.  Of those, only a few would consider hosting our event, due to non-availability or their inability to meet our event requirements/parameters. A hotel in Cleveland, Ohio, initially met the requirements and was decided.  However, after our contracted Cleveland hotel defaulted, due to remodeling, the process had to be repeated within a very limited timeframe.  The Request for Proposal was again distributed to potential hotels and cities and St. Louis, Missouri, became the site.

We now find ourselves in a “sellers’ market’ due to high demand for hotel and convention meetings and events, resulting in a “hangover” or pent-up demand from COVID, 2020-2022. 

Many groups simply rebooked their canceled meetings and events into 2023 and 2024. Thus, 2024 has already proven to be a high-demand year.  Hotels are not willing to hold space and dates as long as they did in the past.  Quoted room rates may only be valid for two weeks.  Plus, hotels are experiencing higher labor and food costs, which reflect a rise in room rates and food and beverage costs.

When evaluating an organizational event as a potential client, hotels (in order of priority) are looking for:

• Total guest room nights.
• Resulting food and beverage revenue.
• Meeting space requirements.

A hotel’s Grand Ballroom is considered a “premium space” and carries a higher room rental affiliated with it.  Each hotel requires a different peak room block to reserve the Grand Ballroom plus any additional breakout space.

Looking into the future, 2025-2027 will be a busy period for our hotel partners.  Event organizers must recognize that the further out the booking window, the more likely they will encounter more stringent “rooms to space ratios” or “booking guidelines.”  Hotels use their meeting spaces to sell their guest rooms, the most profitable department in the hotel.  If an event does not have enough guest rooms to warrant the requested meeting spaces, the hotel will likely turn down the commitment.

Once the Request for Proposals from possible sites are returned, the Nationals Committee needs to consider its options, weighing specific requirements, preferences, and ideal usage for the space.  The organizers must then consider:

• A full day is needed for set up in addition to the three (or more) days of competition.
• Main Competition Ballroom requirements:
  • Ceiling height considerations and absence of columns or obstacles
  • A 20,000-square-foot area with airwalls that divide it into quarters can be used as a Ballroom, Practice Room, and Deck. While a 20,000-square-foot area that divides into thirds will not allow enough space for spectators.
• The number of available guest rooms and the required guest room-block commitment.
• Guest room rates.
• The ability to assign meeting rooms that separate adjudicators from competitors.
• Food and beverage minimum (can vary from $15,000 to $75,000).
• Meeting room rentals (can vary from complimentary up to $80,000 and is usually dependent on meeting a percentage of a room-block commitment and food-and-beverage minimum).
• Hotel amenities such as complimentary rooms, discounted staff rooms, Wi-Fi, fees for outside audiovisual, hotel-provided equipment and setup, etc.
• Parking rates
• Driving and air proximity
  • The hotel must be within 40 miles of a major airport; closer is certainly desirable.
  • Shuttle services and Public Transportation
• Dining options
  • Breakfast is included in the room rate.
  • In-hotel coffee shops, dining, and bars – availability, hours, and costs.
  • Grab-n-Go marketplace for lower-cost food and beverage items.
  • Corkage or surcharges associated with outside food and beverage items.
  • Outside-hotel dining options.

An alternative to a hotel ballroom is a convention center or sports arena within ¼ mile of a host hotel, as was the case during the 2019 Nationals in Salt Lake City, Utah.  Although this is the way most competitions are run in Canada and Europe, many USA Dance competitors don’t prefer this option. And, as marketability and overall attractiveness of the destination are key for a successful event, the committee must side with the majority.  There are also additional rental costs and other auxiliary costs affiliated with using a Convention Center.

In the future, knowing how to negotiate contracts with hotels will continue to be a key success factor for event organizers.  The hotel contract is where the “rubber meets the road.”  In case of discrepancy or disagreement between the parties, each one will immediately pull their hotel contract for review.  Good rapport also plays a key factor in these negotiations, as it establishes a lasting trust between a hotel, the National Committee, and USA Dance as a whole. 

Recognizing the existing rapport between USA Dance, the hotel, and the city of Pittsburgh, and after careful solicitations, considerations, and negotiations, USA Dance Leadership concurred with the recommendation of the Wyndham Grand Pittsburgh, Pennsylvania, as the site for the 2024 USA Dance National Ballroom DanceSport Championships. 

This leads us to the WHO. 

Do you feel strongly about Nationals and want to make a difference in USA Dance?  Are you unable to compete and still want to be part of the action?  Do you have some spare time?  The National Committee needs volunteers during the planning and execution of Nationals.  Nationals-volunteers@usadance.org.

How else can you help:

Sign up early for Nationals!  Registration is set to open in early January 2024!

Stay at the competition hotel.

Book your accommodation early and under the USA Dance group!

Take advantage of the competition vendors.

Encourage other dancers to join in the fun and encourage past dancers to return to the floor!

Invite friends and family to be spectators!

When you aren’t dancing, cheer on the others!!!!

Volunteer! Volunteer! Volunteer!