How to BEST Handle Financials for the
EPIC WATERS Music Festival
Vendor Approval
In most cases, you will find we are already an approved vendor in your district. If we are not, could you 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)
Invoices
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.
Ensemble Fee Invoice
Final Payment Invoice
Both are “fill in the blank” invoices. Why? Only the directors know best how many deposits (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.
Deposits
Entry 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 of 2023, 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.
Final Payments
It is preferred the final payment is made on your performance day, in person, once we are open in the financials office.
Schools not allowed to hand deliver their checks MUST have their final payment mailed at least two 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 (on) your performance day.
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.
Credit Card or “P Card” payments
We now offer credit card payments for deposits and only for final payment.
It is HIGHLY recommended directors 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.
Credit Card Link: https://www.theepicmusicfestival.com/pay-online.html
The mailing address for US Mail is:
Epic Waters Music Festival
401 North Carroll Ave
Suite 404
Southlake, Texas 76092
Cash
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 or credit cards from parents.
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.
Receipts
All funds received via US Mail or Credit Card are receipted immediately via email. If you don’t have a receipt, we have not received payment.
Refunds / Cancellation of Festival
In the event of a festival cancellation, all funds are refunded or moved to next year’s festival – based on the director's requests.
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.
Ensemble Fee Invoice
Final Payment Invoice
Both are “fill in the blank” invoices. Why? Only the directors know best how many deposits (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.
Deposits
Entry 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 of 2023, 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.
Final Payments
It is preferred the final payment is made on your performance day, in person, once we are open in the financials office.
Schools not allowed to hand deliver their checks MUST have their final payment mailed at least two 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 (on) your performance day.
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.
Credit Card or “P Card” payments
We now offer credit card payments for deposits and only for final payment.
It is HIGHLY recommended directors 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.
Credit Card Link: https://www.theepicmusicfestival.com/pay-online.html
The mailing address for US Mail is:
Epic Waters Music Festival
401 North Carroll Ave
Suite 404
Southlake, Texas 76092
Cash
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 or credit cards from parents.
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.
Receipts
All funds received via US Mail or Credit Card are receipted immediately via email. If you don’t have a receipt, we have not received payment.
Refunds / Cancellation of Festival
In the event of a festival cancellation, all funds are refunded or moved to next year’s festival – based on the director's requests.