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WSMA CONCERT FESTIVAL MANAGER WORKSHOP

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WSMA FESTIVAL MANAGER WORKSHOP

Agenda & Topics

    • Welcome and Introductions
    • 2024-2025 Festival Facts
    • WSMA Internal Timeline
    • Festival Manager Timeline
      • Adjudicator Training Requirements
      • Determining Judge Needs
    • What if’s
    • Festival Financial
    • Software Demo

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2024-2025 Festival Season

APPROXIMATELY 1100 WSMA MEMBER SCHOOLS

OVER 80,000 STUDENTS PARTICIPATED AT NEARLY 250 DISTRICT MUSIC FESTIVALS

OVER 41,000 DISTRICT S&E EVENTS

OVER 9,000 STATE S&E EVENTS AT 10 STATE SITES

APPROX. 625 CONCERT EVENTS

CONTRACTED 500 ACTIVE ADJUDICATORS

WROTE 1800 ADJUDICATOR CONTRACTS

RECEIVED OVER 800 PERMISSION REQUESTS

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Why do we do this?

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WSMA INTERNAL FESTIVAL TIMELINE

Festivals Committee meets in January and June

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WSMA Board of Directors Meeting occur in June and December

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WSMA Board approves all changes to rules and event headers

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WSMA INTERNAL FESTIVAL TIMELINE

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November - May

  • Support festival managers and participating school music teachers

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  • Hold adjudicator workshops

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  • Collect completed coursework and background checks from adjudicators�
  • Process permissions

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Invoice

Invoices are sent to the submitting teacher and/or business office within 48 hours of submission.

Calculate

Subsidy amounts are calculated based on total registration fees. 80% for concert festivals, 60% for solo & ensemble festivals.

Track

Payments from participating schools are processed, marked as ‘received’ on subsidy checklist.

Send

Once all payments have been received, the subsidy calculation goes through final review. Check is sent to host school.

WSMA INTERNAL FESTIVAL TIMELINE

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November - May

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FINANCIAL INFORMATION - How does this work?

Host schools are responsible for payment of judges, piano tuning, meals and other expenses - WSMA sends a subsidy check to the host school to help offset the costs

    • 80% of all registrations for Concert
    • 60% of all registrations for S&E
    • Sent when all participating schools have paid�

KEEP IN MIND….

Registration deadline 4 weeks prior to the festival

    • Schools receive invoice 48 business hours after submission
    • Should allow enough time to submit invoice for payment
    • Allows WSMA time to secure judges
    • Allows Festival Manager time to create schedule

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FINANCIAL INFORMATION - Forward thinking

  • Items to discuss with participating schools or conference�
    • Finances!
      • What happens if festival runs negative? Who covers expenses?
      • What happens if festival makes a profit? Who gets a share of profits?�
    • Are there additional requirements or costs for participating schools at the festival?
      • Stipend for writing schedule? Required to provide volunteers?

�WSMA asks that a copy of the financial statement be sent to all participating schools, but has no control over how overages or losses are managed or distributed.

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FESTIVAL FINANCIAL STATEMENT

Most schools break even or make money

Options to reduce costs

Fundraising opportunities�

Do not send a financial statement without a subsidy amount

Contact WSMA for the amount if you haven’t received the check and want to complete the financial

Why are these important?

Use the collected data to determine if the subsidy percentage is still sufficient

Provide guidance for cost-saving measures

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FESTIVAL HOST RESPONSIBILITIES

  • Secure performance spaces and all physical equipment
  • Recruit volunteers to serve as door monitors, runners, etc…
  • Communicate with participating schools and judges
  • Create schedule
  • Communicate judge needs with WSMA
  • Print rubrics and make judge packets
  • Arrange for catering / meals
  • Cover all expenses related hosting the event (judge payment, piano tuning, custodial fees, etc)
  • Record ratings and send to WSMA and participating schools

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COMMUNICATION

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COMMUNICATION

    • Use however your conference/schools normally communicate.
    • Google or other shared drive?

Communication is key

    • Due dates
      • THAT GETS YOU YOUR MONEY!!
    • What do you do if a school misses a deadline?

Reminders to your conference

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NOTE TO PARTICIPATING SCHOOLS

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COMMUNICATION – IN-BUILDING

  • Talk to your building/district now!
    • Rooms
    • Custodians / Buildings & Grounds – do a walk through of the building addressing both your and THEIR concerns.
    • Secretaries
    • I.T. / Tech guys
    • AD – tournament schedules??

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EMERGENCIES??

How to contact Custodians?

  • Clogged Toilets
  • Overflowing trash

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All-School P.A. Announcements?

- How to? and from where?

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Chain-of-Command

  • Fire Alarms
  • Student injuries

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TIMELINE - FALL

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Included in Festival Manager Handbook

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November

  • Verify participating schools.
  • Complete Festival Manager Checklist and Acknowledgement google form. (Emailed to you from WSMA)
    • Verify date, time, location and participating schools
    • Verify subsidy payee information
    • Request COI if needed
    • Other acknowledgements and verifications
  • Attend Festival Manager Workshop.

�December

  • Arrange for piano tuner as needed.

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6-8 WEEKS OUT

  • Receive an email from WSMA with reminders and links to resources.
  • Recruit volunteers.
  • Alert school staff and business office.
  • Determine what business office needs to provide payment to adjudicators.
  • Download and install Festival Manager Software.
  • Notify participating schools of deadlines. Ask about equipment or unusual needs.

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EQUIPMENT FOR CONCERT FESTIVALS

Review required equipment for Concert Festivals and request help in obtaining from participating schools if needed�

        • Band: Chairs and stands, 4 timpani, marimba, xylophone, vibraphone, bass drum on tilt stand, tam-tam, chimes, conductor music stand, and podium�
        • Orchestra: Chairs and stands, 4 timpani, bass drum on tilt stand, piano with bench, conductor music stand, and podium�
        • Choir: Risers, piano with bench, conductor music stand and podium.

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TABLE OR DESK AND CHAIR FOR

EACH ADJUDICATOR

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HOW AM I GOING TO RUN THE SOFTWARE?

  • Talk to your I.T. Department.
  • You will need a computer that can run the FileMaker software
    • It will not run on a Chromebook – must be a Mac or PC
  • You will need to be able to download the FileMaker software
    • You will get a license from WSMA, but you might need IT’s help to download/install/run/be able to print….

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TIMELINE: �4 - 3 WEEKS OUT

  • Registration deadline! 4 weeks prior to the festival.
  • Check Festival Manager Dashboard in Engage. Then import events into Festival Manager Software after registration deadline.
  • Notify WSMA of judges needed.
    • Provide number and types of judges, and start and end time.
    • OR…
  • Look for an email from WSMA asking you to confirm judge needs.
  • Start paperwork needed to pay judges as soon as judge contract summaries are received from WSMA.
  • Make draft schedules and share with other participants/schools.

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DETERMINING JUDGE NEEDS

Judge requirements:

3 WSMA adjudicators will provide written feedback, provide a rating and rotate clinic sessions OR

2 WSMA adjudicators will provide written feedback and provide rating + 1 clinician of festival manager’s choice

Clinician details are determined by the festival manager (length of clinic time, pay rate, etc…)

Communicate the following to WSMA:

Festival start and end time

Number of judges needed

Type of judges needed

Location

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ADJUDICATOR TRAINING REQUIREMENTS & PAPERWORK

WSMA Background Check and Online Training Requirements

    • All judges must complete a full background check through InCheck (insured, licensed, third party company)
    • All judges are run through daily CCAP alerts
    • All judges must complete youth risk management course (online available through NFHS)

If required by your business office, judges can provide a copy of their completed background check and completed coursework certificates.

These requirements may be tied to your business office’s requirements for payment.

WSMA has liability insurance - may reduce amount of paperwork needed.

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NOTE TO JUDGES

Include:

- Date & Time

- Directions (Clear – including where to park and enter)

- Payment info

- Meals/Food options

- Contact info

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COMMUNICATION

  • JUDGES
    • Via e-mail – MAKE SURE THEY RESPOND BACK
      • Follow-up with phone calls
    • Send Maps – to school (with directions if tricky)
    • Send a Schedule
      • Not just the start and end time
      • Schedule will indicate event_class_number - many will research pieces they are not familiar with
    • Ask for Cell Phone / Give your Cell phone – in case of emergency
    • Let them know about planned meals (dietary issues)
    • Do they have any physical/health issues that might affect something?

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TIMELINE: �2 WEEKS OUT

  • WSMA will send a press release
    • Part 1 - Customized information about your festival meant to be shared with local news outlets
    • Part 2 - Template for social media post
  • Send final information to judges and participating schools
    • Schedule, parking information, judges meeting location, etc…

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PARKING MAPS��

  • Where is Bus Parking?
  • Where is entrance?
  • Where is judge meeting?

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Helps keep buses from parking sideways and taking all your parking spots.

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TIMELINE: �7-10 DAYS OUT

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  • Alert school staff whose rooms will be used.�
  • Print rubric forms (Festival Manager Software).�
  • Prepare adjudicator envelopes.�
  • Send job descriptions to volunteers.�
  • Prepare envelopes for runners and schools.�
  • Prepare signs for the school.�

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FINAL SET UP

&

FESTIVAL TIME!

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FESTIVAL SET-UP

  • SIGNAGE:
    • If you don’t have guides to meet groups when they arrive, be sure to have plenty of signage.
      • Homeroom or space for cases and personal belongings
      • Warm up space
      • Performance space
      • Rest rooms
      • Concessions, results, other points of interest?

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FESTIVAL SET-UP – JUDGES

  • TABLES
    • Make sure judges have a large enough surface to
      • Write
      • Read a score
      • Have two envelopes (un/completed cards)
      • Coffee/drink/etc
  • CHAIRS
    • Find the most comfortable chair you can – you don’t want to sit in a folding chair for 8 hours….
  • Extra Pencils

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FESTIVAL DAY

  • Volunteers
    • Have a separate table for volunteers to check-in
      • Have job descriptions available for each person/job
      • Name tags – with assigned job?

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  • Have descriptions for their jobs available.

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FESTIVAL DAY…

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  • Keep a WSMA Handbook handy – You answer rules questions – or call WSMA for support.

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  • What’s your plan?
    • How can you be reached?
    • Who is the point of contact while you’re warming up your group and performing?

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FESTIVAL DAY…

  • Judge’s Meeting
    • Takes place 30 minutes prior to the festival. �
    • If you are busy, have a Master Judge lead the meeting.
      • Be sure judges know…
        • If/when they have breaks and lunch
        • How to get to performance spaces and restrooms
        • Where to check out�
    • If judges are arriving at staggered times, who will greet them and give them information?

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RATINGS

  • Determining final ratings
    • Math issues? Address with judge right away
    • Software does the math for the overall rating�
  • Sharing ratings
    • Post on site?�
  • Rubrics
    • Pick up after performance or scan and send later?

Have a plan and share it!

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AFTER THE FESTIVAL FINISHES

  • Complete Adjudicator Evaluations
    • Link in Engage under Resources
    • Emailed from WSMA to all participating school teachers�
  • Complete Festival Financial
    • Built into Festival Manager Software

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More Nuts & Bolts

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Frequently Asked Questions

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WHAT IF….

What if there’s a snow storm on the day of our festival?

    • Follow the steps outlined in the Weather Emergency Procedures.
      • Decisions are made at the school level.
        • Delayed start
        • If the majority of schools are able to travel safely, it’s ok to continue with the festival.
        • Cancel and Reschedule
      • Notify all teachers and judges.
      • Notify WSMA.
      • WSMA will work with Festival Manager and/or individual schools to reschedule.
    • Don’t panic.

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WHAT IF….

What if a judge notifies me that they are sick and can’t attend?

    • Remind the judge that they should notify WSMA.
    • WSMA will secure a new judge whenever possible.
      • It is possible to hold a concert festival with ratings with two judges. WSMA will provide instructions for calculating ratings.
    • Don’t panic.

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WHAT IF….

What if I can’t provide payment on the day of the festival?

    • Inform the judges how and when they will receive payment BEFORE the festival.
    • Many judges have teaching experience and will understand.
    • Don’t panic.

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FINALLY... THE SCHEDULING SOFTWARE DEMO

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ALMOST……

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WHAT DOES THE SCHEDULING SOFTWARE DO?

  • Imports registered events with detail�
  • Gives instruction to schedule events�
  • Prints rubrics�
  • Capture ratings�
  • Produces financial statement

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