Music Festival Suite | Music Festival Management

Do you need to switch your festival from MFO?
We're ready for you.

MusicFestivalSuite is aware of the retirement of the MusicFestivalOrganizer system. MFO has been the standard software in festival management for decades, and without it many festivals would not have lasted. We thank the MFO team for their leadership, and wish them well in their retirement.

MFO was created by festival volunteers for festival volunteers. MusicFestivalSuite is also a system created by festival volunteers for festival volunteers, and we're here to stay. We pride ourselves on our support, and being a fully featured easy-to-use system. We are very familiar with the best way to transition from MFO to MusicFestivalSuite, and we are ready for you to make that switch.

To learn more about MusicFestivalSuite, please read on and explore this website.

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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.

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, 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
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
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
New in 2021 - Userse 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 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
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 2021 - Video Support - Registrants can now submit videos as part of their registrations for festivals who cannot do in-person festivals

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
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

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
New in 2021 - Video Support - Adjudicators can now see submitted video registrations right in their own Profiles.

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
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

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
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/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.

$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, 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.

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.