Chairperson's Checklist & Financial Obligations

Please refer to Contest Planning & Resources Financial Forms for Spending Limits

Contest Chairperson Duties

1. Hire judges - reserve lodging, provide meals

2. Secure/Reserve host site - fill out any forms required by host district, forward reservation fee invoices to treasurer

3. Send registration information including meals and parking info & blank invoices to all directors applicable for the given event

4. Collect all monies - give to treasurer at conclusion of event

5. Keep accurate records of income and expenditures (Contest Planning and Resources Forms)

6. Request judges checks prior to contest and give to judges at conclusion of event

7. Draft a schedule of performances for the event and forward to all participating directors at least one week in advance

8. Acquire volunteers and supervise day-of business at contest such as collecting scores & giving to judges, collecting & distributing comment sheets, printing and distributing certificates to all participants earning a "Superior" or an "Excellent," feeding judges, etc.

9. Provide a publication of all scores/ratings earned at the event either by posting or mailing/e-mailing out a score digest.

10. Forward all financial information, W-9 forms, receipts and expenses to the region treasurer at end of festival.

Valid Financial Obligations - Covered by SMEA

1. Judges' stipends, meals, millage, housing as shown on Music Contest Financial Report

2. Piano services, maximum $100 per unit for up to seven performance pianos only, any other work to be paid by the host district

3. Printing - Adjudication sheets, certificates, ratings postings- All printing must not exceed ten percent (10%) of gross income

4. Directors' lounge refreshments ($30 maximum)

5. Postage expenses for hiring of judges and intra-region correspondence relating to the contest

Not covered by SMEA

1. School nurse

2. Food service

3. Piano moving

4. Secretarial services

5. Direction signs, maps, etc.

6. Recording fees should be added to entry fee

Participating School's Obligations

1. Pay all entry fees on schedule.

2. Recording fees must be paid by participants in addition to the base contest fee - ONLY when set by the host school

3. Check "yes" or "no" on the entry form for a performance CD or DVD when offered and include price with the entry fee.

4. Provide an additional adult chaperone (teacher or parent) to assist at music contests.

Volunteer help should be sought from the music faculty. Lunch for participating directors and/or volunteer help should not be taken out of funds, but paid for on an individual basis.