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 Canada, 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.

Customized Branding

Each subscribing festival has their own subdomain of MusicFestivalSuite.com which is populated with that festival's logo, name, rules and other festival specifics.  MusicFestivalSuite.com will also help you integrate the software into your existing web presence.  Adjudicators sheets, certificates and all forms use the subscribing festival's brand.

Easy to Use

Teachers, Parents and Entrants will find the interface straightforward and simple to operate.  It integrates with PayPal or Stripe, works on any browser window (including phones), and the cloud makes the data accessible anywhere a device connects to the Internet.

Privacy and Anti-Spam Abiding

Canada’s Personal Information Protection and Electronic Documents Act and Anti-Spam Legislation as well as provincial privacy acts like PIPA in Alberta and others all have impacts on how music festivals operate. MusicFestivalSuite.com is designed by people with expertise on meeting these requirements.

Full Support Available Year Round

With a subscription, festivals receive support at key times in a festival season, such as in preparation for Registration Periods, Scheduling season, and actual Festival Season, to ensure Subscribing Festivals have a smooth festival experience on the cloud.

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
  • New in 2022 - Mass Registration Fee Updater allows subscribers to change all their fees quickly and easily
  • Classes that are not to be offered by the Subscribing Festival can be easily removed or made available
Working with Users (Registrants, Parents, Teachers, Volunteers, Accompanists and Adjudicators)
  • Every user creates their own profile
  • New in 2022 - Two-Factor Authentication when a user creates their profile.
  • New in 2022 - Users who have made a profile with one festival can automatically link to any festival that uses MusicFestivalSuite.com
  • 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
  • Parents can also create their child's profiles for them
  • Users can now submit Photo Release and Waiver Forms directly from within 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 2 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
Registrations
  • 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 or Stripe, whichever the festival prefers
  • 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
  • New in 2022 - If a festival is a member of a provincial organization that also uses MusicFestivalSuite.com, they can export Provincial Recommendations directly to that festival.
Scheduling
  • 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
  • Participant 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
  • Adjudicators and Accompanists can view their schedule from within their profile
Volunteers
  • 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
For the Festival Itself
  • 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
  • Sponsors advertisements can be placed in Participants' Profiles, providing extra incentive for donors to contribute to Subscribing Festivals
  • Improved in 2022 - Treasurer's Reports are clean and easy to follow, saving valuable time for Festival Volunteers
  • Improved in 2022 - Statistics are fully detailed, and show participation rates by class, geographical location, age, FNMI status, New Canadian status, and more
Awards System - In Development for the 2023 Festival Season
  • Awards can be created with a wide array of potential criteria including age, Discipline, number of pieces performed, and more
  • Awards can be "attached" to classes to determine eligibility
  • Reports of which registrations are eligible for various awards are two clicks away
  • Selecting Award Recipients is a single-click - In Development
  • Award Recipients see what awards they received from within their own profile - In Development
  • Award Recipients will receive Donor Details so that they can send thank you letters to donors - In Development
  • All Donor/Sponsor Income and all Financial Awards are recorded and reported in MusicFestivalSuite.com's Treasurer's Report
Video Package
  • Festival Participants can link videos directly into their registrations
  • Videos can be viewed directly in a Festival Participant's Profile or in the Administrative Portal
  • Adjudicators can view all the videos for a class within the same screen
  • Adjudicators can link a response video directly to a class, which can then be viewed by Festival Participants
  • Adjudicators can download Adjudication Sheets directly from within their profile with no effort by Festival Volunteers
  • New in 2022 - Adjudicators can upload their Adjudication Sheets completed directly to the regisrtation
  • New in 2022 - Festival Organizers can add certificates or other PDF files to the Adjudication Sheets to create a complete Festival Results Package
  • Subscribing Festivals can make the entire festival, without Adjudicator Response videos, open for public viewing
  • All video usage adheres 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
Support
  • 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
  • An internal Support System allows festival participants to receive direct support from volunteers, who can also seek direct support from MusicFestivalSuite.com staff
  • New in 2023 - Festival Users, Organizers and MusicFestivalSuite.com Staff can add attachments like screenshots to the internal Support System tickets
  • 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
Communication
  • Festival Organizers can send emails to any user through MusicFestivalSuite.com, with a 99% reputation with spam detectors
  • New in 2023 - Festival Organizers can filter their email recipients list so that they can target exactly who they want to target, and filters are saved from previous sessions
  • MusicFestivalSuite.com adheres to Canada's Anti-Spam Legislation as well as Personal Information legislation both federally and provincially
  • New in 2023 - Festival Organizers can also create Drafts and preview their emails before sending them
  • New in 2023 - Festival Organizers can see a full history of all emails sent through MusicFestivalSuite.com
  • New in 2023 - Emails are fully formattable, allowing you to make your emails look exactly how you want them to
Fidelity of the Data
  • 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
  • New in 2023 - Festival data older than 2 Festival Seasons is archived to reduce server load and in anticipation of upcoming privacy legislation requirements
  • 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

Low Subscription Rate of $600/Year

An annual subscription includes access to MusicFestivalSuite.com, the annual use 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 except the Video Package.

Low Video Package Rate of $100/Year

This upgrade is applied to an annual subscription and includes all features listed above in the Video Package, including linking videos to registrations and classes, Adjudicator acccess to Adjudicator Sheets, and a Watch The Festival feature.

$250 Initial Setup Fee in your First Year Only

Setup 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, utilizing your logo and colour scheme, 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, yet we also provide Administrative Tutorial Videos and a Manual for Administrators to make learning easy.  Once done, you never have to worry about this cost again.

Starting the 2024 Festival Season - $650/Year includes Video

We've kept our subscription fees low for many years, despite the intense increase in features our system has added. Starting in 2024 we will return to our roots; one subscription fee to include all features, including Video. Our subscription rate will continue to remain low at $650/year.

What if additional support is needed?

Additional in-person and online videoconferencing support is also available at $50/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.

Join our growing list of Subscribing Festivals!

Copyright © 2023 WindyJMusic, All Rights Reserved.