This is a guide to help entrants submit video and other files for their Festival entry. If you have a question which is not answered here please e-mail the festival at info@colchesterrotaryfestival.org.
What can I use to film my entry?
You can use your computer, tablet, phone or a standalone video camera to film your entry. As long as the visual and audio is clear that is what matters.
Is there a certain video format or size I should record in?
Ideally please record your piece using one of these file types:
You can upload video of any resolution, but maximum playback resolution is 1920 x 1080 so stick with this at the most please.
Please use landscape format when making your recording.
Please make sure you don’t exceed the time limit for your class.
The festival will check all submissions to make sure they work before going to an adjudicator and we will get in touch if we find a problem with any of the submissions.
Do I have to use a particular format of file name?
If you are able to name the file with your name that is helpful, but not necessary. We will be using Google Classroom for the uploading and your work will be clearly allocated to your name in the ‘classroom’. You should introduce yourself and the pieces that you are about to perform at the start of the video. Please use landscape format for your recording.
How do I submit my music copy?
All of the music classes require a copy of your pieces. These should be in .pdf or .jpg file formats. You can upload a scan or a photograph of the music provided that it is clear and can be read by the adjudicator. These are to be uploaded by the entrant through the same system as the video.
Can I enter the same class more than once?
In all sections you may not enter more than once in the same class, unless you are entering on a different instrument, in which case you may make more than one entry.
Why are the classes not organised by age or level?
We have made the entry to classes simpler by having just one for each instrument or genre. The adjudicator will make her assessment taking into account the age and level of each performance. The music classes are not competitive in the sense of having a first, second and third place so the marks and comments will all be age and level appropriate. We welcome entries from adults as well as young people.
How important is the timing?
If your recording exceeds the published times you will not be penalised but the adjudicator may not listen beyond the published class time. You can submit a performance which is less than the maximum timing.
Does the recording standard impact on the marks?
There are no extra marks given for advanced camera work or high definition production. It must be videoed in “one take” and not edited during or after the performance. You may re-take the piece in its entirety if you are unhappy with your performance. If more than one piece is submitted each piece can be recorded on a different occasion. The main thing is that the adjudicator is able to see and hear you clearly in order to give the best feedback.
Dress Code
When recording your video imagine you are performing in front of the adjudicator and dress appropriately.
How do I send my video and music files to the festival?
Once you have chosen your classes and paid your entry fee you will receive a confirmation e-mail from Run My Festival. We are sent a copy of your entry confirmation form and will enter you into the appropriate classes in Google Classroom. Google Classroom will then send you an email with a link inviting you to join the class. Once you have joined the Class you can upload your video to the ‘Video Assignment’ and music to the ‘Score Assignment’.
Please note that the name of the ‘student’ in the class is the email address that you use for registration and entry. The name of the entrant is on the Confirmation of Entry document. The adjudicator will have the entrants name and that is what will appear on the adjudication sheet and certificate.
Can I upload different classes at different times?
Yes, as long as the uploads you send match the class you select on the form when uploading that’s all we need.
Can I change my video once submitted?
No, we can only accept a replacement video if there is a technical problem with the original submission.
When will I receive the adjudication and results?
Adjudication will take place during May. When the adjudicator has completed the marking we will send you an email with the adjudicator’s comments, your mark and your certificate. No one else in your class will see these marks or comments.
What happens to my video/s during and after the Festival?
No unauthorised access, downloading or duplication of media files relating to a performance or documents containing identifiable information of the performer is allowed.
The media files of your performance will only be accessed by the relevant Festival staff and the Adjudicator specific to that class. They will not be visible or accessible to any other entrant.
Once marking is completed by the Adjudicator and the results are submitted, verified and released by festival staff, all media files relating to a performance will be deleted. We may contact you to ask whether you would be happy for your performance to be showcased via our website.
All copies of music provided will be deleted after adjudication.