Director Resources
Director's Year at a Glance
September
Fall Directors' Meeting @ Adventure's, Rice Lake, WI (1st Wednesday in September)
5:30 pm Social hour
6:00 pm Meeting
Conference Honors Selection Meeting @ Cameron HS (last Wednesday in September)
6:00 pm High School Honors selection
November
Conference High School Honors Band & Choir
9:00 am Start
6:00 pm Concert
January
Directors' Meeting @ Cameron HS (1st Wednesday in January)
5:00 pm Information and sharing of ideas
6:00 pm Business meeting
West Lakeland Middle School Solo/Ensemble Festival
4:00 pm - 9:00 pm
March
East Lakeland Solo/Ensemble Festival
8:00 am - 4:00 pm
West Lakeland Large Group Festival
2:00 pm - 8:00 pm
Pep Band Playoffs
6:30 pm - 8:00 pm
Lakeland Jazz/show Choir Festival @ Cameron HS
4:00 pm - 9:00 pm
West Lakeland High School Solo/Ensemble Festival
4:00 pm - 9:00 pm
April
Conference Middle School Honors Band & Choir
10:00 am Start
5:00 pm Concert
East Lakeland Large Group Festival
4:00 pm - 9:00 pm
May
State Solo/Ensemble Festival @ UW-Eau Claire
8:00 am - 4:00 pm
Spring Directors' Meeting @ Adventures Restaurant in Rice Lake (1st Wednesday in May)
5:30 pm Social hour
6:00 pm Dinner meeting
This area of the website is intended to answer questions for Lakeland Conference directors. If additional questions arise, directors should feel free to contact conference leadership or other directors for help.
Conference Meetings
Band and choir directors from the conference meet on the dates listed below to discuss issues and plan events. The first and last meetings of each year take place at an area restaurant. Directors have a meal (which is paid for by the conference) before the meeting. Other meetings generally take place at Cameron High School because of its central location. Below is a list of meetings, their location, and their general topics:
1.) First Wednesday of September
Location: An area restaurant (usually Adventures in Rice Lake). Location is determined at the previous year’s spring meeting.
Time: 6:00 pm. (Directors often gather at 5:30 for social time prior to this meeting.)
Possible topics: New directors are introduced. A WSMA representative is occasionally invited and will discuss State rules changes and hear concerns of the conference. High School Honors clinicians are confirmed. Possibilities for Middle School Clinician are discussed. Set date and time for HS Honor’s selection meeting.
2.) Last Wednesday of September
Location: Cameron High School, Choir Room
Time: 6:00 pm
Possible topics: Directors nominate students to participate in the High School Honors Band and Choir based mostly on past Solo and Ensemble awards and Honors Band experience. Host schools bring folders with music and they are distributed after the meeting.
3.) At High School Honors Day – only if deemed necessary.
4.) First Wednesday of January
Location: Cameron High School (or other location depending on topic).
Time: 5:00 pm – Special Topic(s)
6:00 pm – Business Meeting
6:30 pm – Middle School Honors Selection
Possible topics: Directors discuss how High School Honors went. Plan for District Solo and Ensemble Festivals, Jazz Festival, and Concert Festivals, and Middle School Honors Selection. Restaurant is determined for the spring meeting. This meeting can also include discussion on a current topic in music education, demonstrations of technology or software, etc. Directors decide
5.) First Wednesday in May
Location: An area restaurant (as determined at the January meeting).
Time: 6:00 pm. (Directors often gather at 5:30 for social time prior to this meeting.)
Possible topics: Directors evaluate Solo and Ensemble Festival, Jazz Festival, and Concert Festival. . High School Honors clinician possibilities are discussed. Officers for the following year are elected. Restaurant is determined for the fall meeting.
Conference Officers
The music conference elects officers each year at its May meeting. The officers are:
President. His/her job is to preside at all conference meetings, make restaurant reservations for the first and last meeting of the year, create an agenda and notify members of upcoming meetings, and contact members with any important information.
President-elect. His/her job is to preside at all conference meetings when the president is not in attendance. The president-elect assumes the president’s position the following year.
Secretary. His/her job is to keep notes at all conference meetings, to send copies of the notes to the conference members, and to update all calendars and rosters.
Treasurer. His/her job is to keep an accurate tally of the conference account, balance the checkbook, reimburse schools for cost incurred in hosting events, prepare a financial report for meetings and pay the check at meetings that take place in restaurants.
Middle School Honors Band and Choir
What: A special day for gifted vocalists/instrumentalists in Middle School/Junior High
When: Last Tuesday in March (changed May 2022) – (See Eight-Year Calendar)
Where: Each conference school takes a turn hosting – (See Eight-Year Calendar)
How: Students are nominated by directors (see details below)
The Lakeland Conference Middle School Honors Band and Choir day was instituted to give gifted middle school/junior high students the opportunity to perform with a larger, fuller and more advanced ensemble than those to which the students normally belong. Guest clinicians are chosen to direct the Band and Choir. Suggestions for clinicians are made at the May directors' meeting. It is then up to the host director(s) to contact the clinicians. Music is chosen by the clinicians with input from conference directors. Band music must be received, copied and put into folders by the host school before the directors’ selection meeting. Choir directors should be notified of the selections as soon as possible; it will then be their responsibility to purchase copies for their students.
During the day of the Honors event, directors are required to be present to supervise their students. Directors are also encouraged to watch rehearsals and help students with difficult passages.
Band directors meet to choose students after the January meeting. Band directors nominate students based off solo and ensemble and director recommendation to complete the standard instrumentation as close as possible. If there are more players than positions, the directors discuss the merits of individual players to determine who is best qualified. Once the list has been filled, including alternates where possible, the host school takes the list. Directors then pick up folders needed for their individual players. If a director finds that a nominated player cannot participate, he/she should contact the host school as soon as possible. The host school must then contact the director(s) of the students listed as alternates. When all alternates have been exhausted, the school with the first drop will be responsible for a replacement student. If they cannot fill the spot, the host school is then responsible.
The order of selection criteria is as follows:
1. State Honors Band members
2. State Solo participant
3. District 1st rating on Class A solo
4. State Ensemble participant
5. District 2nd rating on Class A solo
6. District 1st rating on Class B solo
7. District Ensemble 1st rating Class A
Choir directors send names of three members from each section (soprano, alto, baritone), plus alternates, to the host school. This should ensure a balanced group. If however, a member school doesn’t have enough qualified students in a given section, other schools can fill vacancies (e.g. if school “A” has no baritones, school “B” may provide more than the minimum 3). If a director finds that a singer nominated cannot participate, he/she should contact the host school as soon as possible. The host school must then contact the director(s) of the students listed as alternates. When all alternates have been exhausted, the school with the first drop will be responsible for a replacement student. If they cannot fill the spot, the host school is then responsible.
Student and director meals may be brought to the event, or purchased from the host school (if that school chooses to make meals available).
Student Dress: Casual for rehearsals, dress clothes for the concert.
Host School will need to provide:
Guest Clinicians: It is the responsibility of the host school to contact and book clinicians for the day of All-Conference. This should be done as soon as possible, typically in late summer or early fall prior to hosting. Suggestions of possible clinicians are typically made at the Fall directors' meeting. As of 2017 the conference voted to pay MS conductors $200/conductor plus mileage @ .50/mile up to $100. Checks are written by the conference treasurer.
Accompanist: At the September meeting we decided to pay the MS Honors choir accompanist $75. This is often one of the conference directors.
Homeroom area for participating schools: This can be the bleachers in the gym, but if this will be the performance area, then students must have a different spot for cases, jackets, etc. during the concert. Each school’s area should be clearly marked so things are not misplaced.
Directors’ area: Typically the host school provides lunch for directors, and may also choose to provide donuts and coffee, juice and/or milk.
Performance area: Large enough to host a 100-piece band, 90-member choir and an audience.
Separate practice area: Large enough for one of the above ensembles so the band and choir can practice separately at the same time
For the Band: Chairs, stands, director’s stand and podium and percussion equipment .
For the Choir: Chairs (for rehearsal), risers, director’s stand and podium, piano and bench.
Lunch area for students: The host school may choose whether to provide a lunch or have all students bring their own. If lunch is provided, directors will need to be contacted to determine how many students plan on purchasing vs. how many will bring their own lunch, as well as to let them know the menu and the price. Proceeds from lunch or any other concessions are kept by the host school.
Program: It is also the host school’s option whether to print a program for the concert. In the past, most schools have done a program ahead of time using the student names and selections from the September selection meeting.
Admission: In the past, this concert has been free of charge and open to the public. At the 2023 Spring meeting it was decided to have a donation box for this event. Please make sure that you get this approved by your administration prior to the concert. Formal wording that will need to be used in the program will be decided at the 2023 Fall meeting.
Typical Schedule:
10:00 am Arrive and get equipment settled
10:15 Seating and Warm-up
10:30 First rehearsal
11:30 Break
11:45 Second rehearsal
12:45 pm Lunch
1:30 pm Third rehearsal
3:00 Break
3:30 “Dress” rehearsal
4:15 Break – students may change into concert clothes
5:00 Concert
Typical Band Instrumentation:
High School Honors Band and Choir
What: A special day for gifted vocalists/instrumentalists in High School
When: Second or Third Monday in November depending on when Veteran's Day falls – (See Eight-Year Calendar)
Where: Each conference school takes a turn hosting - (See Eight-Year Calendar)
How: Students are nominated by directors. See details below.
The Lakeland Conference High School Honors Band and Choir day was instituted to give gifted high school students the opportunity to perform with a larger, fuller and more advanced ensemble than those to which the students normally belong. Guest clinicians are chosen to direct the Band and Choir. Suggestions for clinicians are made at the May directors' meeting. It is then up to the host director(s) to contact the clinicians. Music is chosen by the clinicians with input from conference directors. Band music must be received, copied and put into folders by the host school before the directors’ selection meeting. Choir directors should be notified of the selections as soon as possible; it will then be their responsibility to purchase copies for their students.
This day has also included a Jazz Ensemble in the past. This group was not included in the program the last several years because it was felt by the majority of directors that it took away too many students from the concert band. The Jazz Ensemble could be added to this event in the future.
During the day, directors are required to be present to supervise their students. Directors are also encouraged to watch rehearsals and help students with difficult passages.
Band directors meet to choose students at a special selection meeting usually held the last Wednesday of September. Band directors nominate students to complete the standard instrumentation as close as possible. Only the top musicians from your band should be nominated, as this is an “honors” group. Please make sure the student is willing to learn the music ahead of time and able to attend the event before the selection meeting.
If there are more players than positions, then directors discuss the merits of individual players to determine who is best qualified. Once the list has been filled, including alternates where possible, the host school takes the list to keep track of alternates and create a program for the concert. If a director finds that a nominated player cannot participate, he/she should contact the host school as soon as possible. The host school must then contact the director(s) of the students listed as alternates. When all alternates have been exhausted, the school with the first drop will be responsible for a replacement student. If they cannot fill the spot, the host school is then responsible.
The order of selection criteria is as follows:
1. State Honors Band members
2. State Solo participant
3. District 1st rating on Class A solo
4. State Ensemble participant
5. District 2nd rating on Class A solo
6. District 1st rating on Class B solo
7. District Ensemble 1st rating Class A
Choir directors meet to choose students at a special selection meeting usually held the last Wednesday of September. Choir directors nominate students to balance the choir, starting with the men (Bass, Tenor, Alto, then Soprano). Only the top musicians from your choir should be nominated, as this is an “honors” group (State Honors groups, State Solo and Ensemble performers, and Solo and Ensemble Class A solo with a 1 rating will be given highest consideration). Please make sure the student is willing to learn the music ahead of time and able to attend the event before the selection meeting. Alternates will be selected if possible. If a director finds that a nominated singer cannot participate, he/she should contact the host school as soon as possible. The host school must then contact the director(s) of the students listed as alternates. When all alternates have been exhausted, the school with the first drop will be responsible for a replacement student. If they cannot fill the spot, the host school is then responsible.
Student and director meals for the day are made available by the host school. It is the host school’s responsibility to determine a fair price for these meals, and notify conference directors of that price and menu. Payment for these meals should be made directly to the host school on or before the day of the event.
Student Dress: During rehearsals, students may dress casually. However, members of the band and choir should bring school band uniforms or choir robes for the concert.
Host School will need to provide:
Guest Clinicians: It is the responsibility of the host school to contact and book clinicians for the day of All-Conference. This should be done as soon as possible, typically in late spring or early summer prior to hosting. Suggestions of possible clinicians are typically made at the May directors' meeting. As of September, 2008 the conference voted to pay conductors $300/conductor plus mileage @ .50/mile up to $100. Checks are written by the conference treasurer.
Accompanist: The HS Honors choir accompanist has typically received $100. This is often one of the conference directors.
Homeroom area for participating schools: This can be the bleachers in the gym, but if this will be the performance area, then students must have a different spot for cases, jackets, etc. during the concert. Each school’s area should be clearly marked so things are not misplaced.
Directors’ area: Typically the host school provides lunch for directors, and may also choose to provide donuts and coffee, juice and/or milk.
Performance area: Large enough to host a 100-piece band, 90-member choir and an audience.
Separate practice area: Large enough for one of the above ensembles so the band and choir can practice separately at the same time
For the Band: Chairs, stands, director’s stand and podium and percussion equipment .
For the Choir: Chairs (for rehearsal), risers, director’s stand and podium, piano and bench.
Eating area for students: Host school is expected to have both lunch and dinner available to students (for a fee). Directors will need to be contacted with the amount for each meal for each student. The host school should be paid for these meals on or before the day of the event. Proceeds from meals or any other concessions are kept by the host school.
Eating area for directors/clinicians: The host school is also expected to provide meals, free of cost, to guest conductors and conference directors.
Program: Programs are provided by the conference. However, it is helpful if you can gather bio's for the program and forward them to those typing the program at least 1 week in advance of the program.
Admission: In the past, this concert has been free of charge and open to the public. At the 2023 Spring meeting it was decided to have a donation box for this event. Please make sure that you get this approved by your administration prior to the concert. Formal wording that will need to be used in the program will be decided at the 2023 Fall meeting.
Typical Schedule:
9:00 am Arrive and get equipment settled
9:15 Seating and Warm-up
9:30 First rehearsal
10:30 Break
10:45 Second rehearsal (optional sectionals – Choir)
12:00 noon Lunch
1:00 pm Third rehearsal
2:00 Break
2:15 Fourth rehearsal
3:15 Break
3:45 Dress Rehearsal – all groups take a turn in performance area
5:00 Supper/Change into concert attire
5:30 Doors open for ticket sales
6:00 Concert
Typical Band Instrumentation:
District Solo and Ensemble Festival
What: An opportunity for students to be critiqued and/or rated for the solos and ensembles.
When:
East Lakeland: First Saturday in March – (See Eight-Year Calendar)
West Lakeland Middle School: Fourth Tuesday in January (changed May 2022) – (See Eight-Year Calendar)
West Lakeland High School: Last Thursday in March, depending on Easter break – (See Eight-Year Calendar)
Where: Each conference school takes a turn hosting - (See Eight-Year Calendar)
How: Each conference school takes a turn hosting – (See Eight-Year Calendar)
The Lakeland Conference splits into two halves for these events. The number of schools and distance between them makes it impossible to do these as a single, conference-wide event. The East Lakeland hosts one event for middle school and high school entries on a Saturday from 8:00 am to 4:00 pm. The West Lakeland hosts middle school and high school events separately on weeknights from 4:00 pm-9:00 pm.
Participating directors must provide all music, instruments, and materials needed for his/her students to perform, with the exception of standard items such as chairs, music stands, pianos, and larger percussion instruments.
Host School will need to attend the WSMA workshop on hosting these events (usually in early November) for training on scheduling and running the festival and to verify the dates and the number and type of adjudicators needed. Most of your questions will be answered here. WSMA will then assign adjudicators. The host director must then schedule the events and mail a copy of the schedule to all participating schools no later than one week prior to the event. It is also the host director’s responsibility to print critique/rating sheets for each entry.
Immediately after the festival is over, workers in the festival headquarters should check to be sure all forms have been properly completed and then issue paychecks to the adjudicators. It is the host school’s responsibility to have checks ready for the adjudicators.
Within several days after the festival is over, the festival manager must submit an expense report to the WSMA and to the conference treasurer for reimbursement. He/she must also mail results of the festival to the WSMA office. Finally, it is suggested that the host director send a printed copy of the results to each of the participating schools. Please see "Reimbursement of Expenses” for what you are allowed to claim as a reimbursement cost.
Host school will need:
WSMA Festival Manager’s Handbook. This is provided at the Festival Manager’s workshop held in the fall.
6-12 performance sites with chairs, music stands and a piano in each. Digital pianos are fine, however, vocal sites prefer an acoustic piano. Extra stands can often be borrowed from a neighboring school. Pianos can be rented, but preferably borrowed from local churches, homes, schools, etc. Sites should also contain extra chairs for spectators and a desk, chair, and pencils for the adjudicator.
One performance room with a floor area large enough to accommodate choreography IF any show choirs are schedules. This can be one of the 6-12 site mentioned above.
Percussion equipment in percussion performance room. Again, extra equipment can often be borrowed from neighboring schools.
Homeroom area for each participating school for cases, jackets, etc. This can be in the gym, but if so, the gym should not be used as a performance site. Each school’s area should be clearly marked so things are not misplaced.
Signs posted throughout the school to label performance areas, results, concessions, homerooms, etc. and to point participants and listeners in the right direction.
A directors’/adjudicator’s lounge. Host school is expected to provide a meal at no cost to the adjudicators and conference directors. Host school may also choose to provide concessions for students, with all proceeds going to the host school.
A festival headquarters for processing adjudication forms and posting results. Preferably this will be a distance away from the performance sites as it tends to get crowded and noisy.
Workers for all rooms and festival headquarters. (see WSMA Festival Manager’s Handbook)
Jazz / Vocal Jazz / Show Choir Festival
What: An opportunity for jazz ensembles and vocal jazz ensembles to be critiqued and/or rated. Can also include jazz combos, jazz improvisation solos, show choirs and musical theatre solos.
When: Third or 4th Tuesday in March – (See Eight-Year Calendar)
Where: Cameron High School
This event is an alternate WSMA Solo/Ensemble event held by the Lakeland Conference. Both East and West Lakeland schools are involved. It is designed specifically to accommodate jazz ensembles, jazz combos, jazz improvisation solos, show choirs, vocal jazz ensembles and musical theater solos. Judges are especially selected for their expertise in these areas. The conference holds this event at Cameron High School every year, due to that school’s excellent facility and central location.
Participating directors must complete registration on the WSMA "My Center" website no later than four weeks prior to the event. (See WSMA Handbook for details or WSMA website) Please include any special requests, such as scheduling early or later in the event. Those who do not submit entries on time cannot expect special requests to be honored!
All other details will be similar to the other Solo and Ensemble Festivals held in the conference.
Concert (Large Group) Festival
What: An opportunity for students to be critiqued and/or rated as a full ensemble.
When:
East: Third Wednesday in April (depending on when Easter occurs) (Changed May 2022) - (See Eight-Year Calendar)
West: Second Tuesday in March (depending on when Easter occurs) - (See Eight-Year Calendar)
Where: Each conference school takes a turn hosting – (See Eight-Year Calendar)
The Lakeland Conference splits into two halves for these events. The number of schools and distance between them makes it impossible to do these as a single, conference-wide event. The host school generally dismisses school early to facilitate set up and an early start. While start times vary depending on when each school feels that it can dismiss, generally ensembles begin playing around 3:00 pm and finish around 9:00 pm.
It is up to the individual director to provide all music, instruments and materials needed for his/her students to perform, with the exception of standard items such as chairs, music stands, pianos, and larger percussion instruments.
Participating directors must complete registration on the WSMA "My Center" website, and send a copy to the host school no later than four weeks prior to the event. (See the WSMA handbook or website for details) Please include any special requests, such as scheduling early or later in the event, with those forms. Those who do not submit forms on time cannot expect special requests to be honored. Music scores must be given to each judge at the festival. At least one needs to be the original. Directors should be sure to include one copy of the registration sheet for each adjudicator.
Host School will need to attend the WSMA workshop on hosting these events (usually in early November) for training on scheduling and running the festival and to verify the dates and the number and type of adjudicators needed (vocal and instrumental). WSMA will then assign adjudicators. The host director must then schedule the events and mail a copy of the schedule to all participating schools no later than one week prior to the event.
Immediately after the festival is over, workers in the festival headquarters should check to be sure all forms have been properly completed and then issue paychecks to the adjudicators. It is the host school’s responsibility to have checks ready for adjudicators. (See “Reimbursement of Expenses”)
Within a week after the festival is over the festival manager must submit an expense report to the WSMA and to the conference treasurer for reimbursement. He/she must also mail results of the festival to the WSMA office. (See the WSMA Festival Manager’s handbook for details). Finally, it is suggested that the host director send a printed copy of the results to each of the participating schools.
Host school will need:
WSMA Festival Manager’s Handbook. This is provided at the Festival Manager’s workshop held in the fall.
Band performance area large enough to accommodate the largest band plus the adjudicators and an audience. There should be a podium, director’s stand and enough chairs, stands and percussion equipment to provide for the largest group. Extra equipment can often be borrowed from neighboring schools. Adjudicators will each need a chair, desk and pencils.
Choir performance area large enough to accommodate the largest choir plus the adjudicators and an audience. There should be a podium, director’s stand and enough risers to provide for the largest group. Extra risers can often be borrowed from neighboring schools. Adjudicators will each need a chair, desk and pencils.
Band warm-up area large enough to accommodate the largest band. There should be enough chairs for the largest group. Stands and percussion equipment are nice, but not always possible.
Choir warm-up area, large enough to accommodate the largest choir. There should be a piano and enough room for the largest group. Risers are nice, but not always possible.
Homeroom areas for each participating school for cases, jackets, etc. This is generally a classroom well away from the performance areas. Each school’s area should be clearly marked.
Signs posted throughout the school to label performance areas, concessions, homerooms, etc. and point participants and listeners in the right direction.
A directors’/adjudicator’s lounge. Host school is expected to provide a meal at no cost to the adjudicators and conference directors. Host school may also choose to provide concessions for students, with all proceeds going to the host school.
A festival headquarters with workers for processing adjudication forms and posting results. (See WSMA Festival Handbook)
Pep Band Playoffs
What: A gathering for conference Pep Bands to perform for each other.
When: Third Friday in March – (See Eight-Year Calendar) begins at 6:30 p.m., concludes by 8:00 p.m.
Where: Participating conference schools take a turn hosting – (See Eight-Year Calendar)
How: Open to any conference Pep Band
Guidelines:
Each participating Pep Band will choose four selections to perform for a panel of adjudicators. Selections will be performed in rounds. After the final judged round, each school will also perform their school song in addition to one non-judged selection while the bands wait for the results to be compiled. NOTE: The hosting Pep Band or a student from the host school should perform The Star Spangled Banner at the beginning of the event.
Awards will be given for the following, with each school receiving at least one caption award.
Best Woodwinds, Best Brass, Best Percussion, Musicianship, Visuals, Sportsmanship, Spirit
3rd Place Overall, 2nd Place Overall, 1st Place Overall.
1st through 3rd place overall awards will be determined purely by points received by the adjudicators.
The rubric that has been used in previous years can be viewed using this link. https://docs.google.com/document/d/1_fMF1epTBv5sXzxzYJd-Xmw5RPEekfzI/edit?usp=sharing&ouid=102888282090316846390&rtpof=true&sd=true
Host School responsibilities:
*Hire a minimum of three adjudicators for this event. It is suggested that you begin looking for judges in January at the latest. NOTE: Pep Band Playoffs currently occurs during the state basketball season.
Please make the following expectations clear when searching for adjudicators.
Adjudicators will: 1) Choose the best three bands out of the bands in attendance based purely on the compilation of the scores received from each judge 2) Choose a caption award for each participating school. Each school must receive an award.
*Prepare adjudicator payment checks prior to the event. Payment is the responsibility of the host school. This can be offset with charging admission (usually the same as an athletic event) and/or concessions.
*Have a homeroom for each participating band to store cases/belongings.
*Have a large enough performance location for each band to perform. These areas should be clearly marked with signage. Depending on the number/size of the bands participating some bands may need to perform on the floor and others in the bleachers. Past set ups have used one side of the gym bleachers and each end of the court for band set ups and then have had spectators in the opposite bleacher seating. It is suggested to leave chairs off of the floor as students will congregate on the floor when not performing.
*An emcee to announce school's throughout the rounds and announce awards.
*Have a designated room to meet with adjudicators before the event, for the adjudicators to leave their belongings, and for them to compile results and discuss caption awards.
*Have a designated adjudicator location for adjudicators where they can clearly see all participating bands. Elevated platforms may be a suggestion.
*Prepare adjudicator envelopes, that include pencils, and a score sheet for each school.
*Prepare a composite score sheet for the adjudicators to use at the end of the event to compile results. This sheet should then be given to the emcee to be used to announce awards.
*Purchase trophies for the event. This is also the financial responsibility of the host school.
*Prepare a program. Selections being performed can be requested from participating schools by the first week of March. Duplicated selections may be shared with school's who are performing the same songs to see if they would like to change selections. Song duplication may occur, but try to put performances of duplicated songs in different rounds.
*At the end of the event, email a PDF of each school's individual score sheets as well as the composite score sheet to each school.
Reimbursement of Expenses
After each conference event in which expenses are incurred, the host school should pay all expenses and submit a report to the conference treasurer for reimbursement. When hosting Solo and Ensemble or Large Group events, be sure to include a copy of the financial statement from the WSMA Festival Manager’s Handbook or S&E software. When hosting conference events (such as Conference Honors groups) where admission fees are collected, all admission fees collected should also be turned over to the conference treasurer. As the policy currently stands, the host school receives the reimbursement check from WSMA first, then fills out the financial report, then sends the remaining funds (or asks for further reimbursement) to the conference treasurer. The following is a basic list of all expenses for which our conference will allow reimbursement:
The Conference DOES reimburse for:
Cost of guest clinicians for Conference Honors Band and Choir
Cost of adjudicators
Cost of piano rental and/or tuning
Cost of meals for guest clinicians, adjudicators, (and possibly directors)
The Conference does NOT reimburse for:
Cost of janitorial service
Cost of paper, copying, postage, etc.
Cost of telephone calls
The conference does not reimburse the host schools for these expenses because it is felt that the host school is saved the expense of paying drivers and fuel costs for travel.
For any event in which the host school chooses to sell concessions, that school is completely responsible for the cost incurred, and can keep any proceeds gained from that sale.
Payment amounts for host school managers as of September, 2008:
Solo and Ensemble
East: $150 (1 Saturday festival)
West: $200 (2 Weekday festivals)
Large Group Festival $75
Jazz Festival $75