Event Report

Event Report
Before starting...

New form

This is the current system for submitting VMEA Event information. Much will resemble previous forms, but please reach out should you need assistance.

Bookkeeper's Ledger

A digital copy (pdf) of your bookkeepers ledger is preferred to complete this submission. The balance of the ledger should match the amount you will remit to VMEA. The ledger will be uploaded at the end of this form.

If you do not have a digital copy, you may still complete the form, but that ledger must be mailed before the submission is complete.

Honorarium/Extra Check Personal Information

This is a secure form, but should you feel uncomfortable submitting SSN's or other information, please contact the VMEA Treasurer.

Required Signatures

The event chair, bookkeeper and representative must sign the completed event invoice. Each will receive an email and sign electronically through adobesign.

For assistance, please contact: treasurer@vmea.com
Chair / Bookkeeper / Representative Information
Chair*

First NameLast Name
Chair Email*
example@example.com
Bookkeeper*

First NameLast Name
Bookkeeper Email*
example@example.com
District Representative or VBODA Orchestra Representative if SRO event.
District Representative*

First NameLast Name
District Representative Email*
example@example.com
Event Information
District or Region*
Event Start Date

MonthDayYear
Date
Event Completion Date

MonthDayYear
Date
Report Completion Date

Receipt of all of the materials (check, ledger, signed invoice) is required by the due date listed below for full honorariums.

Honorariums will be reduced by 50% for late completion of event reports (completed between 8-12 weeks).

No honorariums will be paid after 12 weeks.

For full honorariums, you must submit the check, bookkeeper's ledger,
signed invoice and any additional documentation by:
Due Date

Event Details

	Section	Level	Title
Select

Participant Details

	Details
Number of Schools
Number of Ensembles
Total Number of Students
Number of Non-Member Participants

Non-Member Information

Honorariums & Extra Checks
Honorariums

Submit information below for anyone who is to receive an honorarium for your event.

All Honorariums MUST come from VMEA, not the school or school division for this submission to qualify as a VMEA Event.

Honorarium Amounts
- Honorariums not paid if event ends in a deficit
- Chair/Host/Other
  - up to $500.00 total
  - may be split between recipients in any amount not exceeding $500 total
- Bookkeeper
  - up to $150.00
Honorarium Deadlines
- Full honorarium - Event report completed (all forms, payment to VMEA & bookkeeper ledger) received within 8 weeks of completion of event.
- 50% honorariums - Event report completed (all forms, payment to VMEA & bookkeeper ledger) received 9-12 weeks of completion of event.
- If documentation received 13 weeks or later following the completion of the event - NO honorariums will be paid.

Honorariums

	Name	Email	Address	City/State/Zip	SSN	Amount
1
2
3
4
5

Total Honorariums

Extra Checks

	Name	Email	Address	City/State/Zip	SSN	Amount	Job Performed
1
2
3
4
5
6
7
8

Extra Checks
- Used for paying persons or vendors when a school division cannot pay them directly.
- Do not duplicate information from Honorariums. These are separate checks.
- Do Not include any extra check recipient amounts in expenses section below.
- If requesting more than 8 extra checks, please contact the VMEA Treasurer.
treasurer@vmea.com
Total Extra Checks

Income

	Amount
Ensemble Fees
Student Fees
VMEA .20 fee (only list if collected separately from all other fees)
Non Member Fees (@ $137.00 each)
Money that was forwarded from Auditions to Event
Meal Money
Elementary Fees
Other Income *

* Other Income
If other income listed above, use this space to list amount and source.
Total Income

Expenses
Do not include any amounts in expenses section below that were entered in the Honorarium or Extra Check section above.

	Amount
Conductor/Adjudicator Fees
Conductor/Adjudicator Expenses
Money forwarded from Auditions to Event
Technology (includes Online Audition expenses)
Security
Custodial
Meals/Hospitality
Medals/Awards
Printing/Programs
Supplies
Piano Tuning
Announcer
Recording Services
Other Expense 1
Other Expense 2
Any Remaining Expenses (combine here)

* Other Expense 1
If other expense 1 listed above, specify expense here.
* Other Expense 2
If other expense 2 listed above, specify expense here.
* Other Expense 3
If other expense 3 listed above, use this space to list amount(s) & specifics. You may combine any remaining expenses not previously listed here.
Total Expenses

Bookkeeper Ledger

Submit bookkeeper event ledger here. Remaining balance in account/on ledger should match amount due to VMEA. If the bookkeeper ledger balance does not match, please revise submission.
Bookkeeper Ledger Upload

Browse Files

Cancelof
Financial Summary
Income
Event Expenses
VMEA Student Fees
Non-Member Fees
Honorariums
Extra Checks
Surplus
Final Due VMEA
Surplus Value
Surplus Minimum
Surplus Error

The surplus amount cannot be less than $0. Please check amounts entered and make any necessary adjustments. Contact cfo@vmea.com for assistance.
Should be Empty:

Event Report

Chair / Bookkeeper / Representative Information

Event Information

Honorariums & Extra Checks

Income

Expenses

Bookkeeper Ledger

Financial Summary