Festival Rules

General

1.  All entries must be completed on-line. An Entry will only be accepted by the Festival Committee on receipt of the full amount due on, or before, the official Entry Date. No late or incomplete entries will be accepted. If a class is oversubscribed, entries will be accepted on a first come first served basis.

2.  Payment can be made by bank transfer.  Cheques and Postal Orders should be crossed and made payable to: – Colsterworth Arts Festival

3.  No professional performer i.e. anyone who derives the main part of their income from that
branch of the art in which they intend to enter the Festival, may compete.

4.  Age limits apply to the oldest entrant in any group of 2 or more performers.

5.  The Committee reserves the right to re-arrange or withdraw classes, where appropriate.

6.  Performances must not exceed the time limits stated in the Schedule. The Committee reserves the right to stop a performance if it exceeds the class time limit.

7.  A performer may not perform the same piece in different classes or the same piece on different instruments in the same class.

8.  If a performer is unable to finish, the Committee may allow him/her to perform again if there is sufficient time.  The adjudication of a repeat performance will be at the Adjudicator’s discretion.

9. All participants will receive a certificate. A first place certificate will be awarded in each class at the discretion of the Adjudicator. Only one certificate will be awarded to each entry in Group classes (4 or more people).

10.  As this is a competitive festival, any coaching or assistance provided to the competitor will be taken into consideration during the adjudication process

11.  The allocation of trophies is at the discretion of the Committee.

12.  Trophy winners and other Festival performers should be prepared to perform at the celebration Concert, if asked.

13. Trophy winners are responsible for the safe keeping of the trophy. Trophies must be returned to the Trophy Officer by the 31st December after the Festival.

14.  The use of cameras, video or audio equipment for recording purposes is forbidden.

15.  Names of winners may be released to the press and used in festival publicity.

16.  All performances must comply with the copyright arrangements detailed below.

The British and International Federation of Festivals for Music,Dance & Speech (BIFF) has negotiated group licensing arrangements with the Phonographic Performance Limited (PPL), PRS for Music (PRS), Music Publishers Association (MPA), Copyright Licensing Agency (CLA) & Author’s Licensing and Collecting Society (ALCS).

We have obtained the necessary licenses

a) to play recorded music at our Festival from PPL and PRS for Music, and
b) for Instrumental/ Vocal performances at our Festival from PRS for Music.

Further information regarding copyright permission may be obtained from The British and International Federation of Festivals for Music, Dance & Speech at http://www.federationoffestivals.org.uk/

17.  The Committee reserve the right to exclude material which may cause offence, or could be considered prejudicial or discriminatory in any way

18.  The Committee’s decision on all matters relating to the Festival is final

 

Festival Rules – Dance

D1.  Age limits apply as at the first day of the Dance Festival.

D2.  Performers may dance only once in each Solo class.  In Duet & Trio classes a performer may dance twice in a class provided each dance is with a different partner(s).  In Group classes, Schools may only dance twice per class.

D3.  Novice classes are only open to entrants who have not been placed 1st in that style of dance in any competition prior to the Entry Closing date for this Festival.

D4.  Pre-recorded music must be handed in at the beginning of each session on CD only, clearly marked and ready for the appropriate performance. A separate CD is required for each entry.  Please ensure that your CD plays on a CD player or bring an alternative e.g. ipod

D5.  The use of props containing glass, any liquid or other dangerous material will not be allowed.

D6.  Pointe work is not allowed in any Age Group below Category D.

D7.  A Group is defined as 4 or more dancers.

D8.  Performances must not exceed the time limits stated in the schedule.  The Committee reserves the right to stop a performance if it exceeds the stated class time limit (see General rule 6). Timing starts when the first dancer comes onto stage OR the curtains open.

D9.  Copyright Compliance (see General Rule 16). Our group licence agreement with the PRS allows permission for Songs from the Shows classes to perform excerpts from musical plays provided that:

    • The excerpt does not exceed 25 minutes duration;
    • it is not a complete act of the musical play;
    • it does not constitute a ‘potted version’ of the musical play;
    • it is performed without any change to either music or lyrics and using only the published or authorized musical arrangements AND…
    • there is no use made of any form of scenery, costume, choreography, staging,character representation or special lighting which gives a visual impression or other portrayal of the writer’s original conception of the work from which the excerpt is taken.

Festival Rules – Schools Day

S1.  Performances must not exceed the time limits stated in the schedule.  The Committee reserves the right to stop a performance if it exceeds the stated class time limit (see General rule 6).

Please note: We provide a piano and the means to play CDs, iPod/ iPad / MP3. If you need any other form of music reproduction, you will need to provide your own means of playing it – e.g. a memory stick will require your own laptop.

 

Festival Rules – Music

M1   Age limits apply as at 31st August in the year of the Festival.

M2.  Entrants in music classes may use their own accompanist or the Official Accompanist.

  • Music for the Official Accompanist must be sent to the Festival Chairman on, or before,the official Entry Date (otherwise the Official Accompanist may not be available to play).

M3.  Approval to use pre-recorded accompaniment must be obtained from the Class Official prior to the start of the class. Entrants wishing to use pre-recorded accompaniment, eg CD’s, must bring their own equipment and will be responsible for the operation of such equipment. The use of backing tracks should not overshadow the performance and will be taken into consideration during the adjudication process

M4.  A copy of each piece entered in the Composition class must be submitted to the Festival Chairman one month before the Festival.

M5.  Performers may enter more than one item in a class provided that each entry is on a different instrument

M6.  Performers may only enter in one Grade class on the same instrument.

M7. A copy of all music used by entrants must be passed to the Adjudicator at the beginning of the class.  Copies must be clearly marked with the entrant’s name and with the page number of the chosen piece.

M8. Performances must not exceed the time limits stated in the schedule.  The Committee reserves the right to stop a performance if it exceeds the stated class time limit (see General rule 6).

M7.  Copyright Compliance(see General Rule 16). Under the MPA Code of Fair Practice specific permission has been granted regarding photocopying music as follows:

  • Adjudicator Copy – A person performing a work at our festivals in front of an adjudicator may make one copy for the adjudicator provided that the performer has already purchased his/her own copy and that the copy made is retained and destroyed by the adjudicator immediately after the festival.
  • The copy must be marked with the following “Adjudicator copy. Destroy after use”.

Important: This permission only applies to the Adjudicator copy and all other copies used for the performance (e.g. by the performer and/or accompanist) must be originals. This only applies to the music publishers who have agreed to adhere to the standards set out in the MPA’s Code of Fair Practice (see http://www.mpaonline.org.uk/associated_companies)

Our group licence agreement with the PRS allows permission for Songs from the Shows classes to perform excerpts from musical plays provided that:

  • The excerpt does not exceed 25 minutes duration;
  • it is not a complete act of the musical play;
  • it does not constitute a ‘potted version’ of the musical play;
  • it is performed without any change to either music or lyrics and using only the published or authorised musical arrangements AND…
  • there is no use made of any form of scenery, costume, choreography, staging,character representation or special lighting which gives a visual impression or other portrayal of the writer’s original conception of the work from which the excerpt is taken.

 

Festival Rules – Drama

A1   Age limits apply as at 31st August in the year of the Festival.

A2   A copy of all script used by entrants must be passed to the Adjudicator at the beginning of the class. Copies must be clearly marked with the entrant’s name and with the page number of the chosen piece.

A3   Props must be limited to hand-held props, basic costume, a table and/ or chair(s).

A4   A copy of each piece entered in the Composition class must be submitted to the Festival Chairman one month before the Festival.

A5   Competitors may perform only once in each Solo class. In Duo and Group classes a Competitor may perform more than once in a class provided each performance is with a different partner(s).

A6   Performances must not exceed the time limits stated in the schedule.  The Committee reserves the right to stop a performance if it exceeds the stated class time limit (see General rule 6).

A7   Copyright Compliance Our group licence agreement with the CLA allows permission for:

  • Speech & Drama Festivals to make a copy of dramatic works for use by the Adjudicator at a festival by photocopying, scanning or digitally copying owned content. The copy is retained and destroyed by the adjudicator immediately after the festival and marked “Adjudicator copy. Destroy after use”.
  • The copy made should be no more than one complete chapter of a book or 5% of the publication, whichever is the greater.

Under the agreement with the Author’s Licensing and Collecting Society, performers do not have to seek copyright permission for any poetry, prose or solo dramatic items performed to a time limit of 10 minutes. Solo dramatic items must be announced with title and author at the time of the performance to qualify for copyright indemnity, and the performer must not change the words or gender of the character.

Duologues and group dramatic works (including Musical Theatre) are not covered by this agreement, and copyright for these items should besought by performers at the time of entry.

 

Festival Rules – Film

F1   Age limits apply as at 31st August in the year of the Festival.

F2   All entries must be completed on-line or made on an official Festival Entry Form. A Film entry will only be accepted by the Festival Committee on receipt of a DVD of the film and the full entry fee on, or before, the official Entry Date. No late or incomplete entries will be accepted.

F3   Competitors may enter only once in each class. However a competitor may enter more than once in a class, provided the entry is a group entry with different people

F4   All Film entries must be supplied in either .mov, .mp4 or .avi file format and should be provided on a DVD, which must be clearly marked with the entrant’s name and the title of the piece.

F5   All work will be previewed by the committee and rejected if deemed unsuitable (General Rule 17)

F6   All films will be shown at the Festival and should be suitable for a mixed age audience.

F7   Films must be your own work/composition and comply with copyright rules i.e. no use of pieces of film/ TV/ news.

F8   Any item which exceeds the stated time will be penalised.

Safeguarding Policy

The British and International Federation of Festivals for Music, Dance and Speech work for amateur festivals everywhere to help create thousands of educational performance opportunities for children and young people each year.

The Federation, and our member Festivals, are committed to ensuring safe environments for children and young people and believe that it is always unacceptable for a child or young person to experience abuse of any kind. We recognise our responsibility to safeguard the welfare of all children and young people, by a commitment to recommend best practice which protects them.

This policy applies to our Board of Trustees, paid staff, Adjudicator members, volunteers, students or anyone working on behalf of the Federation and our member Festivals.
We recognise that:
• the welfare of the child/young person is paramount
• all l children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse
• working in partnership with children, young people, their parents, carers care rs and other agencies is essential in promoting young people’s welfare.
The purpose of the policy:
• to provide protection for the children and young people who participate in our festivals, including the children of festival members
• to provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing, or be at risk of, harm

 

We will seek to safeguard children and young people by:
• valuing them, listening to and respecting them
• adopting child protection guidelines through procedures and safe working practice for staff and volunteers
• recruiting staff and volunteers safely, ensuring all necessary checks are made
• sharing information about child protection and safe working practice with children, parents, staff and volunteers
• sharing information about concerns with agencies who need to know, and involving parents and children appropriately
• providing effective management for staff and volunteers through supervision, support and training.

The Federation will review this policy each year in November in line with Safe Network guidance or sooner in light of any changes in legislation or guidance. All changes will be communicated to our member Festivals in time for the start of the new Festival year.

 

Creating Safer Festivals for Everyone

The Federation and its member Festivals use the following policies and procedures to create Safer Festivals
for everyone:
1.   A single, definitive Child Protection Policy adopted by all Federation Festivals.
2.   One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival.
Name: Cora Townson Phone: 01400 250780
3.   Best practice advice in the form of Safe Working Practice and Festival Child Protection leaflets, with support and training for all Festival staff and volunteers. Including clear reporting procedures for anyone with a concern about a child.
4.   Appropriate recruitment and induction procedures for all new Festival staff and volunteers responsible for providing safe environments for everyone attending / performing at a Federation Festival.
5.   All Festival volunteers wear a Silver ‘Volunteer’ badge and Festival Committee members wear an identifying gilet with a Silver ‘Committee’ badge. All teachers/parents/guardians/carers are asked to report all incidents of any nature to anyone with a Festival badge. All reported incidents will be handled in accordance with the Safe Working Practice and Festival Child Protection best practice advice. In addition we will ensure the availability of a quiet area / room where concerns can be expressed in private.
6.   For the duration of the Festival all teachers/parents/guardians/carers are responsible for the continuous care and supervision of their own children/pupils/vulnerable adults. If they are unable to attend personally, they must delegate their responsibilities to an identified adult and ensure that their children/pupils/vulnerable adults are aware of the identity and name of the person responsible for their care. This includes supervision throughout all Festival venues, performance, practice and changing areas that may be provided.
7.   No unauthorised photography or video recording is allowed at our Festivals. Where parents/guardians/carers do not wish photos to be taken at all, then the responsible adult attending should ensure that their child/pupil/vulnerable adult is not included in official authorised photos.
8.   Some children and vulnerable adults may have specific needs in order to take part. If this is the case we ask the responsible teachers/parents/guardians/carers to contact the Festival prior to arrival. The Festival actively seeks wherever possible to meet these needs, but must know beforehand in order to prepare support – or to advise that help cannot be provided on this occasion.
9.   The Festival’s Child Protection Policy and approach to Creating Safer Festivals for Everyone is published explicitly in our Schedule, Programme and on our website. By completing and signing the entry form all parents / guardians / carers and teachers of entrants under 18 (or vulnerable adults of any age) confirm that they give (or have obtained) the necessary consents for the entrants to take part in the Festival. Without consent the entry to the Festival cannot be accepted.