How To Do Financials

After 6 years of experience, here are our recommendations to make your life (and the life of your business office) easier!

In most cases, you will find we are already an approved vendor in your district. If we are not, ask your business office to email me a vendor packet well in advance of the required funding, and I will return that as soon as possible.

theepicmusicfestival@gmail.com

We operate under either of two names:
The Epic Music Festivals (DBA)
or
Brad White Music Education Enterprises (LLC)

Need our W-9?

Handy, fill-in-the-blank entry fees and final payment invoices are provided on our website. These are typically required by your business office, campus administrators, or booster clubs to request all funding for the festival.

Both are “fill in the blank” invoices. Why? Only the directors know best how many Entry Fees (ensembles) are due and your latest estimates for final payments, students, chaperones, meals, etc.

ALWAYS ask your business office to include our invoice with your mailed check.

Ensemble Fee Invoice
Final Payment Invoice
Quote

Ensemble Fees (not deposits) for the festival are $50 per ensemble, due 8 weeks from your entry. These funds are used to hold your registration and secure your performance time. If you register in the previous school year (May) or over the summer, that deposit is due by October 1st.

Please ask your business office to INCLUDE a copy of this invoice with their check. In most cases, that is the only way I know how to credit the account. School name, band, choir, orchestra, director, etc. information are all included on the invoice.

Pay Online

If you have not made final payment prior to your festival day, the final payment is due on your performance day, in person, once we are open in the financials office.  Final payment must be made on your day. No exceptions please.

Schools not allowed to hand deliver their checks MUST have their final payment mailed at least 3 weeks before their performance day. In many cases, that check must be requested at least two MONTHS before your performance date. Business offices can be EXTREMELY slow when cutting checks – and final payment MUST be made by (or on) your performance day.

If you are paying with check, it is highly recommended your check be made out for the maximum number of students attending, meals, etc. Then, when you overpay on your day, we’ll refund you ALL overpayments on-site.

Pay Online

We now offer credit card payments for deposits and final payment. Please note there is a 3% fee for using a credit card.

It is HIGHLY recommended for directors only to enter the required fields to use the credit card information. You must enter the number of students, meals, director names, band, choir, or orchestra, and other pertinent information that business offices may not know.

Pay Online

Cash is never an issue at the festival. Many directors like to collect cash from their chaperones on the day of the event and then pay that directly to us when you settle your bill. Keep in mind we cannot accept checks, credit cards, or cash from parents directly.

Parents are not allowed to buy entrance tickets from us on your day; they must go through the director only. That’s a safety precaution and how we keep up with precisely who your chaperones ARE – and are not.

Checks mailed will be sent a receipt via email once the check has arrived.

Credit card payments are sent a receipt immediately upon payment via email.

​In the event of a festival cancellation, all funds are refunded or moved to a later date – based on the director’s requests.

If you over pay on the day of your festival, refunds are given on the spot via check.