Making Festival Management Simpler.MusicFestivalSuite.com is a comprehensive festival management tool for competitive music festivals across Canada. Subscribing festivals manage their registrations, schedules, volunteers, awards, and communications with festival participants all in one location. Data is stored securely on servers in Alberta, protecting every user's information and complying with all privacy and anti-spam laws.
Designed by local festivals for local festivals, we have expanded to offer services across Canada. Wherever you are in our great country, MusicFestivalSuite.com is the only solution you need.
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Our Current Subscribing Festivals
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What's Inside, and What Subscribing Festivals Can Do
Classes
- Any festival can use their own syllabus, or a provincial syllabus, and each festival can include their own addenda to a provincial syllabus.
- Syllabi are updated annually automatically for the Alberta and Saskatchewan Music Festivals' Associations
- Local classes can be added quickly and easily
- Registration fees, scheduling, adjudicators, and registration requirements can be set for each individual class
- Batch editing, allowing subscribers to edit multiple classes all at once
- Classes that are not to be offered by the Subscribing Festival can be easily removed or made available
- Every user creates their own profile
- Subscribing Festivals can communicate easily with every user or only groups of users and still meet legal requirements
- Users can update their profile at any time
- Registrants under the age of majority are required to have a "Parent" user attached to their profile
- Every user has access to their registrations at any time, but can only edit them when the Subscribing Festival allows it
- Every user has access to their registrations and results from previous years of festivals
- Adjudicators get access to the complete list of registrations they will adjudicate while leaving performers anonymous
- Subscribing Festivals can work robustly with their list of users
- Accepts unlimited users
- Users can "deactivate" their profiles if they no longer use the Subscribing Festival's services
- Subscribing Festivals set their own registration periods, and can extend them at any time
- "To Be Announced" registration periods are also available
- "Late" registration periods can include a late registration fee
- Registration fees are securely accepted online through PayPal
- Transaction Fees can also be charged by the Subscribing Festival for each payment received through the system
- Reporting to provincial music festival associations is made simple through the robust registration manager
- Unlimited venues, unlimited scheduling, unlimited sessions and blocking
- Length of classes is determined automatically by the software
- Subscribing Festivals simply "drop" a class into a chosen timeslot to schedule, and identify when they want sessions to start
- Subscribing Festivals can schedule by the minute, by 15 minutes, by the hour, or any other duration they choose
- Scheduling changes are easily made through Class Search and Block Rescheduling features
- No printing, cutting papers and arranging on floors, or searching for registration forms
- Schedule is exportable to tab-delimited formats for easy formatting in Microsoft Word or similar word processors
- Competitor Cards are attached to each user's profile; teachers, parents and registrants all get a copy
- Classes that have lots of registrants can be split into multiple groups for easier scheduling
- Subscribing Festivals can easily switch from year to year to consult how scheduling was done in previous years
- Scheduling of volunteers aligns with festival schedules
- Subscribing Festivals identify which roles (door marshal, secretary, supervisor, store manager) they wish to schedule
- Subscribing Festivals simply "drop" volunteers into chosen timeslots and selected roles to schedule volunteers, or for volunteers who are not technologically savvy, a "type-in" option is available.
- Volunteers can access their schedule through their user profile
- Schedules can be emailed to volunteers, or print and hand-delivered to volunteers
- Adjudicator sheets are printed from within the software
- Subscribing Festivals can identify their own method of marks (percents, letter grades, or even simply poor/good/excellent)
- Marks are recorded for each performance directly in the software
- Marks sheets are also exportable, so that festival volunteers unfamiliar with technology can still record marks
- Determining eligibility for provincials is as easy as a click of a button
- Certificates for participation are printed from within the software with custom-designed templates
- The software can store up to 10 backups of the entire festival at any given time.
- Backups are done by manual request, or any time technical staff perform any system maintenance
- Data is accessible on the cloud and by using any web browser the Subscribing Festival chooses (we prefer Google Chrome)
- Data from previous years is easily accessible simply with the click of a button
- Personal Information is never divulged, even by accident, to users
- We adhere to a strict Privacy Policy that aligns with federal and provincial legislation including the Private Information and Personal Electronic Documents Act, Canada's Anti-Spam Legislation, the Personal Information Protection Acts of Alberta and British Columbia, and Quebec's Privacy Act
- We prevent personal data from being intercepted legally by international sources, such as the United States of America through the application of their Patriot Act
- Festival Administrators have constant access to online help in the form of instructional videos, and additional training is available at Subscribing Festivals’ request
- Festival Participants have constant access to online help and help videos to help them create their profiles and register in their festivals
- Video tutorials and print resources are provided to Subscribing Festivals to distribute to their users to make the system easy, and provide Administrators with the tools they need to operate their festivals
- At any time, email and online videoconferencing is available over and above subscription support, and allows MusicFestivalSuite.com to provide support at any time during the registration process or during the festivals
Low Subscription Rate of $600/YearAn annual subscription includes access to MusicFestivalSuite.com, creation of User and Administration Subdomains and Email Automation branded to match your festival, access to online support webinars, access to User Online Help, access to Administrator Online Help, , automatic updates to provincial syllabi, and all the services and features listed above.
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$250 Initial Setup Fee in your First Year OnlySetup for you is easy. We install your syllabus into our system* and brand your version of MusicFestivalSuite.com to match your festival by creating email accounts that MusicFestivalSuite.com will use to generate your communications, and making User and Administration subdomains that will be your portal to your festival management. Other companies charge up to $400 for this service without branding or support. Once done, you never have to worry about this cost again.
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What if additional support is needed?
Additional in-person and online videoconferencing support is also available at $45/hour. Many first-year festivals take advantage of this opportunity, and budget between $250 and $500 for their first-year’s worth of training just in case they want the extra support. Every festival can request these services at any time by contacting our dedicated Support staff.
* If you need us to convert your syllabus to a spreadsheet format from a document such as a DOC or PDF file, an additional support fee may be required.