Click here for this year's events calendar!
First, THANK YOU for hosting an OMEA / Kitsap regional event this year. Without you, hundreds of students would go without an essential part of their experience in music this year.
Communicate early and often to avoid any last minute fiascoes.
Send any event information to me, so I can update your event page [cthomas@bisd303.org].
If you need event insurance, email event details to insurance@wmea.org
MAKE A BUDGET!! [sample budget here]
We're shooting for +$100 from every event this year to build up our annual starting balance a little more.
Secure quality adjudicators early. (OMEA adjudicators should be more qualified (and accomplished) than OMEA music educators.)
Track your budget:
Communicate with schools that are slow to pay,
Communicate with the OMEA Treasurer so you can pay your event bills in a timely fashion
Have your judges fill out W9 forms. Turn these into the OMEA Treasurer.
Host Pay. We pay hosts $350 per event that meets the annual budget goal. Events may have two hosts, if the event is large enough to support it.
Adjudicator Pay.
$300 for 7.0 hours of work & $30/hr thereafter
$180 for 3.5 hours of work & $30/hr thereafter
Event host has discretion to round hours as needed
Adjudicator Travel. Events may pay for one hotel room for an out of region adjudicator, if needed. Mileage, ferry, and bridge costs will be added to the payment amounts, and should be calculated and agreed upon before the event. The 2025 Federal mileage rate is 70 cents per mile.
Remember to turn in a reconciled budget at the after your event - within 15 days if at all possible.
Generate a document like this BEFORE your event. Reconcile your final numbers, and send a PDF of your final report to our treasurer
Turn in your reconciled budget report to the OMEA Executive Board within 15 days of your event. Addresses linked here.
Include any receipts needed for reimbursements.
OMEA documents that need to be archived annually.
Budgets need to be archived at the year's end
Official OMEA budget with events as line items
Event budgets with details as line items (follow up with missing events)
If OMEA pays anyone more than $600 in a fiscal year, submit a 1099 form to both that contractor and the IRS.
State paperwork that needs to be done annually.
File an Annual Report to the WA Secretary State by New Year's each year ($10).
File a 990-N after June 30th each year. A Federal form for Tax-Exempt Organizations.