2025 – 2026 Virtual Workshop Dates
Festival Manager Workshops are free and offered to all individuals hosting a WSMA music festival. The workshops are intended to provide important information to festival managers, including festival manager responsibilities, overall festival organization ideas and an overview of the festival management software. The workshops are not required, but are highly recommended for all festival managers.
- Friday, November 7:
- 8:30 a.m. – 10:30 a.m. – Concert
- Thursday, November 13:
- 8:30 a.m. – 1:30 p.m. – Solo & Ensemble
- Saturday, November 15:
- 8:30 a.m. – 1:30 p.m. – Solo & Ensemble
- Monday, November 17:
- 4:00 p.m. – 9:00 p.m. – Solo & Ensemble
- Thursday, November 20:
- 4:00 p.m. – 6:00 p.m. – Concert
- Saturday, January 17:
- 8:30 p.m. – 1:30 p.m. – Solo & Ensemble
- Tuesday, January 20:
- 4:00 p.m. – 6:00 p.m. – Concert
If you are interested in attending a Concert Festival Manager Workshop, but are unavailable for these, please contact Erica Ruppert to schedule an alternative option.
Festival Manager Handbook & Festival Rules
2025-2026 Festival Manager Handbook – PDF
2025-2026 Festival Manager Handbook – Google Doc
2025-2026 Rules & Supporting Documents
- 2025-2026 WSMA Festival Rules (Apply to all events)
- 2025-2026 Festival Rule Changes (Consolidated list of changes for this school year)
Workshop Materials
2024-2025 WSMA Festival Slidedeck
WSMA Festival Manager Tips & Tricks – Slide Presentation by Ryan Petersen Email
-
- Click here to view or download documents and templates from WSMA Festival Managers Tips and Tricks Presentation (provided by Ryan Petersen)
Watch the Solo & Ensemble Festival Manager Software Demo from the January 22, 2022 Virtual Workshop
- Part 1: Importing Event Information, Calculating Judge Needs
- Part 2: Assigning Sites
- Part 3: Scheduling Basics and Block Scheduling by Accompanist
- Part 4: Scheduling Cont. – Breaks, Lunches, Time Requests and Resolving Time Conflicts
- Part 5: Advanced Scheduling – Editing Event Details, DNAs and Late Entries
- Part 6: Room Set Up, Assign Judge Names, Scheduling 1 Room for 2 Judges
- Part 7: Sharing Schedules, Printing Rubrics, Entering Ratings
Festival Manager Software
Will be available in fall 2025.
Sample Letters, Signs & Other Info
Rubrics can be found in the festival registration system on the “Festival Resources” tab or on the password-protected WSMA Festival Music List webpage.
Letters
- Participating School Teacher Ex. 1
- Participating School Teacher Ex. 2
- Adjudicator Ex. 1
- Adjudicators Ex. 2
- Adjudicators Ex. 3
- Host School Staff
- Request for Volunteer Help
- Request for Awards Support/Sponsor
Judge Meeting Agendas
Lists & Signs
- Equipment Provided by Host School
- Recording of Judge’s Comments Prohibited
- WSMA Suggested Rubric Colors
Publicity and Media Resources
- District Festivals Press Release Template
- Press Release Format (Build your own)
- Publicity Resources
- Media Interview Tips
Example Festival Webpages
2025-2026 Festival Manager Handbook – PDF
2025-2026 Festival Manager Handbook – Google Doc
2025-2026 Rules & Supporting Documents
- 2025-2026 WSMA Festival Rules (Apply to all events)
- 2025-2026 Festival Rule Changes (Consolidated list of changes for this school year)
Workshop Materials
2024-2025 WSMA Festival Slidedeck
WSMA Festival Manager Tips & Tricks – Slide Presentation by Ryan Petersen Email
-
- Click here to view or download documents and templates from WSMA Festival Managers Tips and Tricks Presentation (provided by Ryan Petersen)
Watch the Solo & Ensemble Festival Manager Software Demo from the January 22, 2022 Virtual Workshop
- Part 1: Importing Event Information, Calculating Judge Needs
- Part 2: Assigning Sites
- Part 3: Scheduling Basics and Block Scheduling by Accompanist
- Part 4: Scheduling Cont. – Breaks, Lunches, Time Requests and Resolving Time Conflicts
- Part 5: Advanced Scheduling – Editing Event Details, DNAs and Late Entries
- Part 6: Room Set Up, Assign Judge Names, Scheduling 1 Room for 2 Judges
- Part 7: Sharing Schedules, Printing Rubrics, Entering Ratings
Festival Manager Software
Will be available in fall 2025.
Sample Letters, Signs & Other Info
Rubrics can be found in the festival registration system on the “Festival Resources” tab or on the password-protected WSMA Festival Music List webpage.
Letters
- Participating School Teacher Ex. 1
- Participating School Teacher Ex. 2
- Adjudicator Ex. 1
- Adjudicators Ex. 2
- Adjudicators Ex. 3
- Host School Staff
- Request for Volunteer Help
- Request for Awards Support/Sponsor
Judge Meeting Agendas
Lists & Signs
- Equipment Provided by Host School
- Recording of Judge’s Comments Prohibited
- WSMA Suggested Rubric Colors
Publicity and Media Resources
- District Festivals Press Release Template
- Press Release Format (Build your own)
- Publicity Resources
- Media Interview Tips
Example Festival Webpages
Will be available in fall 2025.
Sample Letters, Signs & Other Info
Rubrics can be found in the festival registration system on the “Festival Resources” tab or on the password-protected WSMA Festival Music List webpage.
Letters
- Participating School Teacher Ex. 1
- Participating School Teacher Ex. 2
- Adjudicator Ex. 1
- Adjudicators Ex. 2
- Adjudicators Ex. 3
- Host School Staff
- Request for Volunteer Help
- Request for Awards Support/Sponsor
Judge Meeting Agendas
Lists & Signs
- Equipment Provided by Host School
- Recording of Judge’s Comments Prohibited
- WSMA Suggested Rubric Colors
Publicity and Media Resources
- District Festivals Press Release Template
- Press Release Format (Build your own)
- Publicity Resources
- Media Interview Tips
