Wisconsin School Music Association

Growing the future of music education

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Festival Manager Resources

These resources are for festival managers hosting a festival. If you are looking for festival event registration, please use the Festival App.

Virtual Workshop Dates & Locations

Festival Manager Workshops are 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. Workshops will be held virtually to provide a wider variety of times and days to best fit festival manager schedules.
  • Wednesday, November 2:
    • 8:30 a.m. – 2:00 p.m. – Solo & Ensemble Festival Workshop
    • 2:00 p.m. – 4:00 p.m. – Concert Festival Workshop
  • Thursday, November 3:
    • 4:00 p.m. – 9:00 p.m. – Solo & Ensemble Festival Workshop
  • Thursday, November 17:
    • 8:30 a.m. – 2:00 p.m. – Solo & Ensemble Festival Workshop
    • 2:00 p.m. – 4:00 p.m. – Concert Festival Workshop
  • Saturday, November 19:
    • 8:30 a.m. – 2:00 p.m. – Solo & Ensemble Festival Workshop
  • Saturday, January 14:
    • 8:30 a.m. – 2:00 p.m. – Solo & Ensemble Festival Workshop
    • 2:00 p.m. – 4:00 p.m. – Concert Festival Workshop



Workshop Materials

2022-2023 Solo & Ensemble Festival Presentation
2022-2023 Concert Festival Slide Presentation
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

Solo & Ensemble Software

For Mac:
WSMA has been made aware of changes in iOS that create a conflict with the runtime solution we have historically used for the Festival Scheduling Software. This runtime option allowed our schools to use the software without the need to purchase the full Filemaker software that the system is built on. To address this issue, WSMA will be providing you with a license for the full Filemaker Software.
For WINDOWS:
Please ask your IT dept to grant you ADMINISTRATIVE ACCESS on the computer you are using for scheduling. You must be running Windows 7 or newer.

Clicking this button will open a new window. On that window, click the DOWNLOAD button.Click here for Windows Download Instructions.

Concert Festival Software

For Mac: 
WSMA has been made aware of changes in iOS that create a conflict with the runtime solution we have historically used for the Festival Scheduling Software. This runtime option allowed our schools to use the software without the need to purchase the full Filemaker software that the system is built on. To address this issue, WSMA will be providing you with a license for the full Filemaker Software.
For WINDOWS:
Please ask your IT dept to grant you ADMINISTRATIVE ACCESS on the computer you are using for scheduling. You must be running Windows 7 or newer.Clicking this button will open a new window. On that window, click the DOWNLOAD button.
Click here for Windows Download Instructions.

Technical Support: Erica Ruppert, WSMA, 800.589.9762


Festival Manager Handbook & Festival Rules

2022-2023 Festival Manager Handbook

2022-2023 Rules & Supporting Documents

  • Festival Rules (Apply to all events)
  • Event Headers (Additional rules to specific events)
  • Rule Changes (Consolidated list of changes for this school year)

Sample Letters, Signs & Other Info

To edit a letter template, download or make a copy of the doc.

Rubrics can be found in the Account Portal 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
  • Judge Meeting Agenda – Solo & Ensemble
  • Judge Meeting Agenda – Concert
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
  • Example 1

Solo & Ensemble Festival

  • About
  • Solo & Ensemble Dates and Locations
  • State Festivals
  • Festival Resources
    • Dues & Program Fees
    • Festival Music List
    • Permission Requests, Alternate Edition Requests, Transfers
    • Resources & FAQs
    • Rules
  • Festivals Committee
  • Adjudicator Center
  • Festival Manager Resources

Questions?

Festivals Support Team: Send a message
800-589-9762, 608-850-3566 (Madison area)

Suggestion Box

Have a song/event suggestion or enhancement for Festivals? Submit here

New Edition Available Now!

January 2023
“The Joy of Teaching”

Music educators often deem the “joy of teaching” as their number one reason for entering the profession. From sharing meaningful new ways of connecting with students to celebrating overall successes in and outside the classroom, this issue is all about ways of finding joy (again) as a music educator.

Read the full January edition online edition »

 

 

An educational collaboration by WSMA and PBS Wisconsin Education

Re/sound: Songs of Wisconsin
In a state-wide survey and listening sessions with music educators, we learned about the need for current, authentic, culturally diverse resources, as well as support in teaching with and about music from different cultures. This multimedia collection for general music programs serving grades 4-8 includes video interviews with Wisconsin musicians, performances, audio files, and educator engagement guides designed to help activate the media with learners.
Learn More »

Thank you to…

This organization is supported with funds from the American Rescue Plan Act provided by the National Endowment for the Arts and granted through the Wisconsin Arts Board.

Contact Us

Wisconsin School Music Association 1005 Quinn Drive
Waunakee, WI 53597
608.850.3566
800.589.9762

Business Hours:
M-F 8:00 am - 4:30 pm

Quick Links

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partner organizations

  • Wisconsin Music Educators Association
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