How to Join the Nutcracker Festival at Expo Square

The Nutcracker Festival at Expo Square is one of the most anticipated annual cultural events in the region, blending classical ballet, immersive holiday décor, live orchestral performances, and community engagement into a single unforgettable experience. Held each December at the historic Expo Square Pavilion in Tulsa, Oklahoma, the festival draws thousands of attendees—from families and dance enthusiasts to tourists and local artists—seeking a timeless celebration of the holiday season. But for many, the question remains: How do you actually join the Nutcracker Festival at Expo Square? Whether you're looking to attend as a guest, participate as a performer, volunteer, or even sponsor the event, understanding the full process is essential to securing your place in this cherished tradition.

This comprehensive guide walks you through every step required to engage with the Nutcracker Festival at Expo Square—whether you’re a first-time visitor or a seasoned participant. You’ll learn how to register, prepare, and maximize your involvement, while also discovering insider tips, essential tools, real-world examples, and answers to the most common questions. By the end of this guide, you’ll have a clear, actionable roadmap to becoming an active part of this beloved cultural phenomenon.

Step-by-Step Guide

Step 1: Understand the Festival Structure and Participation Types

Before you begin the registration process, it’s vital to understand the different ways you can engage with the Nutcracker Festival at Expo Square. Participation is not limited to attending a performance. There are several distinct pathways:

• Attendee: Purchase tickets to watch the ballet performances.
• Performer: Audition and be selected to dance, sing, or play in the orchestra.
• Volunteer: Assist with ushering, backstage support, costume management, or event logistics.
• Exhibitor/Artist Vendor: Showcase holiday crafts, artwork, or merchandise in the festival’s marketplace.
• Sponsor/Partner: Provide financial or in-kind support to help produce the event.

Each pathway has its own requirements, timelines, and application procedures. Identifying your desired role early will streamline your next steps.

Step 2: Monitor Official Announcements (March–June)

The Nutcracker Festival at Expo Square operates on an annual cycle. Key dates are typically announced between March and June each year via the official website, social media channels, and local arts newsletters. During this period, organizers release:

• Audition dates and requirements for performers
• Volunteer sign-up windows
• Vendor application portals
• Early-bird ticket release schedules

Set calendar reminders and subscribe to the festival’s email list. Do not rely solely on social media, as critical updates may be posted exclusively via email or the website. Bookmark www.nutcrackerexpo.com as your primary resource.

Step 3: Register for Performer Auditions (June–July)

If you wish to perform in the festival—whether as a dancer, vocalist, or musician—you must successfully complete an audition. Auditions are held in late June and early July at designated studios in Tulsa. Here’s how to prepare:

1. Review the audition requirements: Visit the “Performers” section of the official website. You’ll find specific guidelines for age groups, dance styles (ballet, contemporary, or character roles), and musical pieces required.
2. Prepare your material: Most dancers must perform a classical ballet variation (e.g., from Act I of Tchaikovsky’s Nutcracker). Musicians must prepare a solo piece and sight-read a short excerpt. Vocalists are typically asked to sing a classical aria or holiday standard.
3. Register online: Complete the digital audition form. You’ll need to upload a recent photo, headshot, and a short video of your performance (if applicable). There is no fee to audition.
4. Attend the in-person audition: Arrive 30 minutes early with your confirmation email, a printed resume of your performance history, and appropriate attire (ballet slippers, leotard, or formal performance wear).

Selection results are typically emailed within two weeks of the audition date. Successful candidates receive a rehearsal schedule and costume fitting appointment.

Step 4: Apply to Volunteer (July–August)

Volunteers are the backbone of the Nutcracker Festival. Roles range from front-of-house ushering to backstage wardrobe assistance and child performer chaperoning. To apply:

1. Visit the “Volunteer” page on the official website.
2. Complete the online application form, selecting your preferred roles and availability.
3. Attend a mandatory orientation session, usually held in mid-August. This session covers safety protocols, schedule assignments, and festival history.
4. Receive your volunteer badge and assignment via email by early September.

Volunteers receive complimentary tickets to the performances, a festival t-shirt, and a certificate of appreciation. Many return year after year, forming deep connections with the community.

Step 5: Apply as a Vendor or Exhibitor (May–August)

Expo Square transforms into a holiday marketplace during the festival, featuring local artisans, food vendors, and craft stalls. If you create handmade goods, holiday treats, or seasonal decor:

1. Review the vendor guidelines on the website. There are restrictions on food preparation, electrical equipment, and booth size.
2. Submit your application with high-quality images of your products, business license (if applicable), and pricing details.
3. Pay the non-refundable booth fee (ranging from $150–$400 depending on size and location).
4. Receive your vendor packet, including setup instructions, power access details, and parking passes, by September 15.

Vendors are selected based on product quality, originality, and alignment with the festival’s family-friendly, artisanal theme. Only handcrafted or locally sourced items are accepted.

Step 6: Purchase Tickets (September–November)

Tickets for the Nutcracker Festival performances go on sale in early September. There are three tiers:

• General Admission: $25 per person. Seated on the main floor.
• Premium Seating: $45 per person. Reserved center seats with unobstructed views.
• Family Pack: $90 for four tickets (two adults, two children under 12). Includes a complimentary festival program and a small holiday treat.

Important notes:

• Tickets are sold exclusively online via the official website. No box office sales are available on event days.
• Children under 2 may attend free with a ticketed adult but must sit on a lap.
• Group discounts (10+ people) are available upon request by email at least two weeks in advance.

Set a reminder for September 1, as premium seats sell out within hours. Consider signing up for the waitlist if your preferred date is sold out—cancellations often open new spots.

Step 7: Prepare for Your Visit or Participation (November)

Once registered, whether as a guest, performer, or volunteer, prepare thoroughly:

• Attendees: Review the venue map. Expo Square has multiple entrances; arrive early to avoid traffic. Dress warmly—many attendees arrive early to enjoy the outdoor lights. No large bags or professional cameras are permitted in the theater.
• Performers: Attend all scheduled rehearsals. Missing more than two rehearsals may result in removal from the cast. Bring your own dance shoes, tights, and undergarments. Costumes are provided but must be returned immediately after the final performance.
• Volunteers: Confirm your shift times. Most roles require a 4–6 hour commitment on performance days. Wear the provided volunteer shirt and badge at all times.
• Vendors: Arrive at 7:00 AM on setup day. Bring your own table, signage, and payment processing equipment (cash and card readers). Power outlets are limited—bring extension cords.

Best Practices

Start Early—Don’t Wait Until the Last Minute

The Nutcracker Festival at Expo Square fills up quickly. Auditions, volunteer slots, and vendor booths are limited and often reach capacity by August. Waiting until November to buy tickets means you’ll likely miss out on the best seats. Begin your planning in March. Treat it like booking a holiday trip—early action ensures the best experience.

Follow the Official Channels Only

Third-party ticket resellers, unofficial Facebook groups, and social media influencers may offer “guaranteed” tickets or backstage passes. These are often scams or overpriced. Only trust information from www.nutcrackerexpo.com and the festival’s verified social media accounts (@NutcrackerExpo on Instagram and Facebook).

Prepare for Weather and Logistics

Expo Square is an indoor venue, but parking and walking paths can be icy in December. Wear non-slip shoes. Public transportation options are limited; consider carpooling or rideshare. If you’re bringing children, pack snacks, quiet toys, and extra layers. The venue is heated, but the walk from parking to the pavilion can be chilly.

Respect the Artistic Integrity of the Performance

The Nutcracker is a classical ballet with strict choreographic traditions. Performers spend months rehearsing. If you’re attending, avoid talking during the show, using phones, or taking flash photography. Your quiet appreciation supports the artists and enhances the experience for everyone.

Engage with the Community

This isn’t just a show—it’s a community event. Talk to other attendees. Thank the volunteers. Support the vendors. Many local schools and nonprofits partner with the festival, and your presence helps fund arts education programs. Consider donating an unused ticket to a child in need through the festival’s “Ballet for All” initiative.

Document Your Experience Responsibly

If you’re a content creator, blogger, or photographer, you may take photos from your seat—no flash, no tripods. Share your experience on social media using the official hashtag

NutcrackerExpo. Your posts help promote the festival and attract new audiences. Avoid posting videos of the full performance; copyright restrictions apply.

Tools and Resources

Official Website: www.nutcrackerexpo.com

This is your central hub for all information: schedules, forms, FAQs, maps, and contact details. The site is updated monthly and includes downloadable PDFs for audition sheets, volunteer handbooks, and vendor guidelines.

Online Registration Portal

The festival uses a secure, cloud-based system called FestivalFlow for all applications. It allows you to save drafts, receive automated reminders, and track your status. Create your account early, even if you’re not ready to apply yet.

Calendar Integration

Once you register, you’ll receive an .ics calendar file for your rehearsals, shifts, or performance dates. Sync it with Google Calendar, Apple Calendar, or Outlook to avoid conflicts. Set alerts for 24-hour and 1-hour reminders.

Local Transportation Tools

Use Uber or Lyft to avoid parking stress. The festival partners with RideTulsa for discounted rides on performance nights. Enter the code “NUTCRACKER25” at checkout for 25% off.

Performance Preparation Apps

Performers can use:

• Metronome Master (iOS/Android) – for timing rehearsals
• Dance Studio Manager – to track attendance and choreography notes
• YouTube – to review professional performances of The Nutcracker for inspiration

Vendor Tools

Vendors should consider:

• Square or PayPal Zettle – for contactless payments
• Canva – to design professional signage
• Google Sheets – to track inventory and sales during the event

Community Resources

Join the Nutcracker Festival Community Group on Facebook (search for the exact name). It’s a moderated space for performers, volunteers, and families to share tips, ask questions, and organize carpools. No self-promotion or ticket resale is allowed.

Accessibility Resources

Expo Square is ADA-compliant. Request wheelchair seating, audio description devices, or sign language interpreters by emailing accessibility@nutcrackerexpo.com at least 10 days before your performance date. All requests are honored.

Real Examples

Example 1: Emma, Age 12 – First-Time Dancer

Emma had been taking ballet for three years when she saw the Nutcracker Festival flyer at her studio. She practiced her audition piece every evening after homework. Her mother helped her record a video and submitted the application on time. Emma was selected to play a Mouse in the Battle Scene. She attended 14 rehearsals, learned how to move in a full-body costume, and performed in front of 1,200 people. “I didn’t think I could do it,” she said. “But everyone helped me. Now I want to be Clara next year.”

Example 2: James and Linda – Volunteer Couple

James, a retired teacher, and Linda, a librarian, started volunteering in 2019. They usher guests, hand out programs, and help children find their seats. “We don’t get paid,” Linda says, “but we get to see the joy on kids’ faces when they see the Sugar Plum Fairy. That’s worth more than money.” They’ve volunteered every year since and now train new volunteers during orientation.

Example 3: The Willow & Thorn Craft Co. – Vendor Success Story

After being rejected in 2021 for selling mass-produced ornaments, the owners of Willow & Thorn redesigned their product line to focus on hand-carved wooden Nutcracker figurines made from reclaimed Oklahoma hardwood. In 2022, they were accepted as a vendor and sold out within three days. They now have a waiting list for 2024 and donate 10% of proceeds to the Tulsa Youth Ballet Scholarship Fund.

Example 4: The Rivera Family – First-Time Attendees

The Riveras live in Oklahoma City and had never seen The Nutcracker live. They bought a Family Pack ticket after reading a blog post about the festival’s affordable pricing. They arrived early, walked the holiday market, took photos with the giant snow globe display, and stayed for the post-show Q&A with the dancers. “It felt like we were part of something bigger,” said Mr. Rivera. “We’re already planning for next year.”

FAQs

Can I buy tickets at the door?

No. All tickets must be purchased online in advance. There is no box office on event days. If a performance is sold out, check the website for last-minute cancellations or join the waitlist.

Do I need to be a professional dancer to audition?

No. The festival welcomes students of all levels, from beginners to advanced. Many roles, especially for children, are designed for non-professionals. The focus is on enthusiasm, discipline, and willingness to learn.

Can I bring my pet to the festival?

Only service animals as defined by the ADA are permitted. Emotional support animals and pets are not allowed in the pavilion.

Is there parking available?

Yes. Free parking is available in the Expo Square lots, but spaces fill quickly. Carpooling is encouraged. A designated drop-off zone is available for families with young children.

Are photos allowed during the performance?

Still photography without flash is permitted from your seat. Video recording, live streaming, and professional equipment are strictly prohibited due to copyright and performer rights.

What if I miss a rehearsal?

Missing one rehearsal may be excused with prior notice. Missing two or more without communication may result in removal from the cast. Communication with the rehearsal director is essential.

Can I donate to the festival?

Yes. The festival accepts tax-deductible donations through its website. Donations fund scholarships for young dancers, free tickets for underserved communities, and stage maintenance.

Do children need tickets?

Children under 2 may attend free if seated on an adult’s lap. All children over 2 require a ticket, even if they will sit on a lap. This ensures accurate headcounts for safety and seating.

Can I bring food or drinks into the theater?

No outside food or beverages are permitted. The venue offers a concession stand with snacks, hot cocoa, and holiday treats. Bottled water is available for purchase.

How do I get involved as a sponsor?

Visit the “Sponsor” section of the website and complete the inquiry form. A representative will contact you within 3–5 business days with sponsorship packages and benefits.

Is the festival accessible for people with disabilities?

Yes. The venue is fully ADA-compliant with wheelchair-accessible seating, restrooms, and hearing assistance devices. Contact accessibility@nutcrackerexpo.com for accommodations.

Conclusion

The Nutcracker Festival at Expo Square is more than a performance—it’s a living tradition that weaves together art, community, and the magic of the holiday season. Whether you’re watching from the audience, dancing on stage, guiding guests through the halls, or selling handmade ornaments under twinkling lights, your participation helps keep this cultural treasure alive.

Joining the festival requires planning, patience, and passion. But the rewards are immeasurable: the gasp of a child seeing the Snow Queen for the first time, the quiet pride of a volunteer who helped make it all possible, the warmth of a community gathered in shared wonder.

Don’t wait until it’s too late. Mark your calendar now. Visit the official website. Prepare your audition. Sign up to help. Buy your ticket. Become part of the story.

This year, be more than an observer. Be a participant. Be a part of the Nutcracker Festival at Expo Square.