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PMEA District 3 Festival and Fest Budget Worksheet
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Complete all relevant information and estimate costs/income to the best of your ability. It is recommended that contact be made
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with as many possible vendors as possible when creating the budget in order to obtain the most accurate numbers possible.
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This budget worksheet is due to the District Treasurer by September 10th.
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Festival Name:Year:
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Host School(s):
Festival Days (pick one):
Wed Thurs Fri Thurs Fri Sat
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Host Name(s):Host Address(s):
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Host E-mail(s):Host Phone(s):
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CategoryDetailsEstimated CostsEstimated RevenueActual
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Guest ConductorFee (1) (2)
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Lodging
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Mileage
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Meals
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Student ParticipationMedals
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District Participation Fee (3)
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State Participation Fee (4)
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Student FoodDay 1 Lunch
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Day 1 Dinner
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Day 2 Lunch
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Day 2 Dinner
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Banquet
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Snacks
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Director FoodSelections Meeting
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Festival Snacks
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Banquet
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LodgingStudent Hotel
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Chaperone Hotel
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Hotel Security
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TransportationBus Transportation
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MiscellaneousProgram Printing
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New Music / Folders
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Postage
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Office Supplies
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Decorations / Banners
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Acccompanist (5)
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Piano Tuning / Servicing
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Instrument Repair / Servicing
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Host Plaque
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PMEA Insurance (6)
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Act 48Clinicians (7)
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NurseSchool Nurse
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Outside Nurse
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Other Expense
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IncomeStudent Registration
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Ticket Sales (8)
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Audition Fee
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Total Income or Expense
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1) Conductor fee is capped at $400 per day for District Festivals; $500 per day for Region Festivals. All paid individuals must complete a W-9 Tax Form.
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2) All paid individuals must complete a W-9 Tax Form. (Includes Guest Conductor, Accompanists, Nurses, Act 48 Clinicians, etc.)
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The W-9 Tax Form should be completed and included with the payment request form.
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 See Host Manual for more information.
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3) District Participation Fee is $10.00 per student for Festivals; $2.00 for Fests. There is no District Participation Fee for Region Festivals and above.
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4) State Partipation Fee is $7.00 per student for Festivals; $3.00 for Fests. The State Participation Fee is collected for all events.
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 See Host Manual for more information.
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5) Preference will be given for Distrcit 3 students to be the accompanists for Festivals. Guest conductors should be aware of this and will be expected to
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adhere to this policy. Professional accompanists will be hired in the event no student accompanists are available. They will be
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paid at the rate of $200 per day, not to exceed $500.00. (District 3 Choral Policy Manual)
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6) PMEA Insurance is $25.00 and is required for Fests. See Host Manual pages 56-57 for more information.
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7) Assistance is available for Act 48 clinicians through the Professional Development Chair.
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8) Ticket cost is set at $5.00 per ticket for all Festivals and Fests.
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Student registration payments CANNOT be used to pay for a Director's reception. Student Registration fees are to be used only for items and activities that are
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directly related to the students’ participation in the district or region festivals. Proceeds from ticket fees may be used to offset
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the costs of student activities and related items for the festival or to offset costs including director’s receptions, hospitality
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items and professional development events throughout the festival.
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At the conclusion of the Festival or Fest, this form must be updated with actual expense and income. In addition, within two weeks of the conclusion of the event,
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Hosts must submit a completed and accurate Financial Report Form to the District Treasurer.
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