Event Coordinator Information
The Day of the Event
If the bookkeeper is present, many bills can be paid on site. If you plan in advance, checks can be ready for certain bills including hotels, lunches, etc. We never promise to pay our honorariums the day of the event. Occasionally, it is a possibility, but 10 days is their contracted payment time frame. Coordinators and Hosts will be paid upon completion of the event settlement.
Per Diem: Judges/Conductors may claim a per diem if they are housed for the night. (limit $20 - within reason)
Breakfast: The Judge/Conductor hospitality room will be covered by SJMEA within reason. Please do your best to get breakfast and other items donated for this purpose.
Lunch: Lunch for Judges, Conductors, Accompanists, Site Hosts, Event Coordinators and Treasurer (if working) is covered by SJMEA. If you need orders in advance, have our guests provide lunch choices via email. For large group events in Bellingham, Avenue bread will accept orders to be paid by the Treasurer at the end of the week.
Dinner: If the event continues into the evening, the event coordinator may take the conductors to dinner. The Judge/Conductor hospitality room will be covered by SJMEA within reason. Please do your best to get breakfast and other items donated for this purpose.
Starbucks and Woods offers travelers to educational groups. If you are a single event, you may contact them yourselves. Multiple day events, combine your efforts - ask for donation for ALL days at once, or ask your Treasurer to take care of this.
In the Bellingham area, our guests will stay at the Guesthouse Inn. In other areas of our region, please try to arrange the hotel for them ‐ and attempt to stay under $80 per night. Your treasurer would be more than willing to make the arrangements for you. It is our first priority to make our guests feel comfortable and well cared for, but we also need to consider our budgets as we do this.
Honorarium form, contract and W9:
Everyone paid an honorarium by SJMEA must sign a contract stating the following: Honorarium rate, expenses SJMEA will pay, a statement that guests are not employees of SJMEA, and are responsible for their own taxes associated with their honorarium. All guests who provide a service to SJMEA are working on behalf of their regular job, and therefore cannot submit claims of Liability. Everyone paid an honorarium by SJMEA must submit one W9 every calendar year ‐ Including hosts and coordinators.
For all events, anyone who receives an honorarium from SJMEA must submit three documents at the completion of the financial settlement:
An IRS W9, a Stipend Form, and a Contract.
This includes all Event Coordinators, Site Hosts, Bookkeepers, Conductors, Accompanists, Adjudicators, Clinicians.
Each Event Coordinator is responsible for altering the contract to fit the needs of the event. Prior to the event, please provide all three documents to everyone who receives an honorarium.
An adjudicator is only paid for the amount of time they are judging plus 30 minutes of setup time in the morning.
EVENT COORDINATOR - Registration, Payment, Expense Instructions
Honor Festival Coordinator Instructions
Elementary Choir Coordinator Instructions
Solo/Ensemble Coordinator Instructions
Large Group/Jazz Coordinator Instructions