FESTIVAL REGULATIONS AND GUIDELINES

1. Mindful of the Duty of Care that the Festival organisers have, especially to all children, Young Persons and Vulnerable Adults attending the Festival, the Colchester Rotary Club and the Festival Committee operate a Protection Policy, as recommended by Rotary International in Great Britain and Ireland and the Festival Federation.

2. It is necessary for Teachers, Parents and Guardians to be aware of their responsibilities in entering any performers with limited physical capabilities or special needs, bearing in mind the limitations imposed by the stage and surrounding environment. It is also necessary for the Teacher, etc., to pass on to the adjudicator via the Programme Coordinator, any such information that could impact on the adjudicator’s work.

3. The Colchester Rotary Festival of Dance is a competitive Festival. All entrants will be awarded grades. 1st 2nd and 3rd in each class will receive special certificates; small classes will receive only 1st and 2nd place certificates. A place certificate may not be awarded if there is only one entrant in the class. Please be aware that, when there are a number of small classes, performers may be required to perform in sequence, as a consolidated group. They will still get individual adjudication within their own class. Those placed 1st, 2nd and 3rd in individual, duet, trio or quartet classes will be awarded medals with a single medal awarded to larger groups. For larger groups additional medals can be purchased at the front desk, as can ribbons for the medals.

The Colchester Rotary Festival of Music is not primarily competitive.  It is designed to support young musicians and their teachers by providing a performance platform and quality feedback at a time when teachers and students will be able to use that experience to support their preparation for performances such as school concerts and music exams.  All entrants will be given an individual adjudication sheet and Gold, Silver and Bronze medals may be awarded at the discretion of the adjudicator.

4. A separate entry must be made online for each participant/group. It is possible to enter multiple entries from one school/teacher.  The personal data supplied on the form will only be used in connection with the Festival.  The entry fee is non refundable.

5. Please read carefully the regulations governing the Festival and note that any entrant exceeding the time limit will receive adjudication but no marking.  Any entrant failing to provide a copy of their music for the Music Festival may have marks deducted.  Any notes accompanying each section should also be read with care.

6. We provide an official accompanist for the Music Festival and, should he be required, details can be found on the website. Accompaniment in most instrumental or voice classes must be live.  There are some classes where the use of recorded accompaniment (backing tracks) is permitted.  The recording must be provided on an audio CD or an MP3 player with headphone socket.  The playback equipment will be provided by the Festival.

7. Certificates will be awarded at the end of each class.  Awards and Trophies will also be presented at the end of the appropriate class. Mark sheets and music for instrumental and vocal classes should be collected from the Stewards Desk after the close of each class.  The general classification trophies such as the Chairman’s Salver and the Joy of Dance award will be presented at the Dance Gala.

8. The Festival Organisers do not accept any responsibility for loss of, or damage to, entrants’ instruments or property.

9. The exact title and timing of each own choice piece must be included on the entry form for music; failure to do so is likely to result in an entry being rejected.  Please note that the time limit in each music class is for the total performance time from the point at which the performer begins.  If more than one piece is being performed the total time must not exceed the time limit for the class.  The adjudicator may ask for the performance to be stopped if it has gone beyond the allocated time.

10. For reasons of personal protection and copyright, recording, videoing or photography are not permitted during performances; press photography will be permitted by the organisers, unless parents or guardians specifically request for this not to happen. Rotary Club of Colchester will have present a photographer from the Club. Photos will be accessible via our Facebook page or on the Website unless parents/guardians ask for this not to happen.  There is a facility to indicate approval for photography in the registration process.

11. The Festival is under legal obligation to supply to the Performing Rights Society details of all items performed at the Festival, so co-operation of Teachers and entrants in sending information at the correct time is essential.

12. ELIGIBILTY -The Festival is for amateur performers. For the purpose of this Festival, an amateur is considered to be a person whose main source of income is not made from music or dance performances, (although he or she may receive occasional fees and ‘out-of-pocket’ expenses), or teaching in these disciplines. This restriction does not apply to an entrant’s Conductor or Accompanist. Students over 18 who attend vocational colleges are eligible to participate.

13. AGE – Where age is specified for a particular dance class, this will be reckoned as the closing date for entry: 31st  March 2020. The age of a duet or group is reckoned as the age of the oldest member.

14. COPYRIGHT – The Festival does not accept any responsibility for infringement by an entrant of copyright. The Music Publishers Association has issued a Code of Practice on Copyright, under which a concession has been made for the copying of own choice pieces from volumes only for the adjudicator. After performance these copies will be retained by the Festival and immediately destroyed, unless copyright is specifically held by the entrant. In the case of any performance using music from a show in current production, the performance itself can be carried out without need for copyright permission provided it is as a concert item, i.e. without costume or movement. Teachers or performers with queries on how to obtain copyright permission for performance items should telephone Festival House (Tel 01625 428297) or email info@federationoffestivals.org.uk before putting in an entry.

PROTECTION POLICY

It is the duty of every Rotarian to safeguard to the best of their ability, the welfare and prevent the assault, physical, sexual or emotional abuse and neglect of all children, the elderly, persons with disability or otherwise vulnerable persons with whom they come into contact during their Rotary duties.  Our Safeguarding Policy.

1         The Festival Committee, as a committee of the Rotary Club of Colchester, operates a Protection Policy for all involved in the Festival.  The policy accords with those of Rotary International in Great Britain and Ireland and the Federation.  This Policy particularly affects the attitude towards and the care of Children, Young Persons and Vulnerable Adults – all collectively referred to as “Protected Persons.”

2         All parents, guardians, carers or teachers must sign the application form to confirm that they accept this policy.  Entry to the competition will, therefore, be an acceptance by parents, guardians, carers and teachers that the policy is acceptable to them.

3         There will be a Chief Steward, who will be readily identifiable.  In the event of the absence of the Chief Steward, the Festival Chairman or the Compere will appoint a deputy.  All stewards will be under the direction of the Chief Steward and all will display identity badges.

4         All performing areas will be supervised.

5         Practice facilities will be provided and Parents, Guardians, Carers or Teachers will need to accompany Protected Persons when using these facilities.

6         No photography or video recording will be permitted during performances other than by the press or the Rotary Photographer.

7         Any complaints in relation to the organising or conduct at the Festival should be reported to the Chief Steward or appointed deputy.

ADJUDICATION

Adjudicators are all registered with the Federation and are recruited from outside of the Colchester region.

Every entrant will be given written individual comments and a certificate showing the marks and grade achieved. These will be presented at the end of each Class. 

The Festival is competitive, and the adjudicator’s decision is final, with regard to marks, grading, and trophies and awards. Adjudicators will comment on the general standard of performance and marks will be given within one of the following grades:

Outstanding  90+ An exceptional performance, technically and artistically.
Distinction  87 – 89 An excellent performance, technically and artistically.
Commended  84 – 86 A convincing performance, technically and artistically.
Merit  81 – 83 A capable performance showing some artistic appreciation and/or technical ability.
Moderate  78 – 80 A performance showing development of technique and/or communication.
Fair 75 – 77 A performance limited in its communication.