NEWCASTLE-UNDER-LYME FESTIVAL FOR MUSIC, SPEECH AND DRAMA            

FESTIVAL RULES   (revised 2021, amended 2023)

(also available to read on the Festival website – newcastlefestival.org.uk)

DEFINITIONS

(i) An amateur is defined as someone who does not receive more than 'out-of-pocket' expenses for performance or teaching.

(ii) An official entry form will be submitted electronically using the festival on-line entry system, www.newcastlefestival.org.uk/entries.

GENERAL

1a All entries must be made via the online entry system, which must be received by the Entries Co-ordinator by the published closing date, normally 6-7 weeks before the Festival.

1b Entries will not be accepted after the closing date.

1c A separate entry form is required for each competitor. Assumed names are not permitted.

1d Payment for entries must be made with the entry, using PayPal or debit/credit card.

1e No entry will be accepted without the details of the 'own choice' piece, where applicable.

2 The executive committee reserves the right to refuse any entry, in which case the entry fee will be refunded.

3 The executive committee will decide the order in which the various classes will be held and, if it is found necessary to transfer classes to another day competitors will be warned beforehand. The order in which competitors will perform within a class is set by use of random order generator software. If a class is considered, by the Entries Coordinator, to have too many competitors, the Festival reserves the right to create an extra class by splitting the competitors

into two groups, usually according to age.

4 Competitors not appearing when called may be accommodated, or may forfeit their right to compete in that particular class, subject to the circumstances. If accommodated, their performance may be rescheduled to follow the current or next performer, or at the end of the class, in a way that does not disrupt the flow of proceedings. The Competitor’s Steward is to advise the Adjudicator accordingly.

5 Where an age limit (school year group) is specified, competitors should be prepared to produce proof of age. All ages should be calculated as on the first day of the festival. The date of birth of under 18s should be given on the entry form.

6a No competitor is allowed to compete more than once in the same class, including duet and groups / ensembles (both music and speech) and choirs.

6b Competitors shall not enter the same piece for more than one class.

6c Competitors must provide any equipment that they need and must be able to show that any electronic equipment has a valid PAT test sticker or certificate. Backing tracks are only permitted for Pop, Musical Theatre, rock guitar, drums, and School Choirs. The competitors may not rely on the Festival Volunteers for assistance with their equipment.

7 The age restricted classes are for the stated National Curriculum year groups. Open Classes are open to amateurs of all ages.

8 TIME LIMITS: The timing of a performance starts after the spoken introduction, including title. If a competitor exceeds a stated time limit in competition the adjudicator may ask them to stop, and then the competitor will forfeit the right to win the class.

9 Consequent upon the implementation in 2002 of the Protection of Children Act 1999, recording by any audio or visual equipment is TOTALLY BANNED throughout the premises in use for the festival (please read our Child Protection Policy which follows these rules).

10 All enquiries, complaints or protests must be made to the Festival ‘Chair’ by the end of the session to which they refer. The decision of the Executive Committee shall be final in all disputed matters and must be accepted.

11 Where documents are to be submitted in advance of the festival, such as original compositions, they may be sent by post, sent digitally or delivered by hand. Unless delivered by hand an acknowledgement of the receipt of the document will be given by email or by phone. Master documents, such as music for the accompanist, must be sent by post or delivered by hand. The copyright laws governing the copying of music must be adhered to.

SPECIFIC TO SPEECH AND DRAMA

12 A copy of ‘own choice’ test piece(s) must be provided for the adjudicator (on the day), labelled with the competitor’s name and class number. Photocopies will not be accepted because of copyright law unless officially authorised. A neat handwritten copy is permitted. This should be handed to the adjudicator's steward in the competition room as each competitor comes forward to perform. Entrants may be disqualified if the copy is not available. These copies, except for photocopies, will be returned later through the information desk (see 21). The title, author and publisher of own choice piece(s) should be stated on the entry form. 'Own choice' test pieces must not exceed the stated time limit.

13 a) This Festival is a partner in the agreement with the Authors' Licensing and Collecting Society arranged through the Federation, which states that entrants do not have to obtain copyright permission for poetry, prose or solo dramatic items performed to a limit of 10 minutes. Dramatic items must be announced with the title and author at the time of performance to qualify for copyright indemnity. The performer must not change the words or gender of the character.

Competitors must announce the title and author of their chosen piece when they come forward to perform.

13b) Duologues and group dramatic activity are not automatically covered by the above agreement and copyright for these items should be sought by performers at the time of entry. Competitors should present the appropriate paperwork to show that they have obtained this.

14 a) In Drama Classes small hand properties may be used, but not theatrical costume. Chairs and a small table will be available in the rooms for the use of competitors.

14 b) In Mime Classes no hand properties, music or sound effects are allowed.

SPECIFIC TO MUSIC

15 Timing is governed by Rule 8. Any musical introduction before the competitor starts, or ending after the competitor has stopped, is included in the timing as part of the performance.

16a An official accompanist will be available by arrangement (except where stated in the syllabus – see 16b), but competitors may provide their own.

16b Each competitor who requires the services of an accompanist in 'Own Choice' classes may contact Karen Shutt to make their own specific arrangements with her, including payment. They must also send one original copy of the piece chosen, to the Entries Coordinator, Karen Shutt, 14 Craig Walk, Alsager ST7 2RJ, before the entry deadline, otherwise competitors must provide their own accompanist.

16c Verbal instructions may be given prior to the performance but no provision can be made for a rehearsal with the festival accompanist on the days of the festival.

17a Each competitor must provide a copy of their own choice music for the adjudicator, labelled with the competitor’s name and class number. This should be handed to the adjudicator's steward in the competition room as each competitor comes forward to perform. Entrants may be disqualified if the copy is not available. These copies will be returned later through the information desk (see rule 23), except photocopies which are not returned. Photocopies will not be accepted except that this Festival complies with the agreement between the British Federation and the Music Publishers Association which states: "When an Own Choice work is selected from a publication containing several different works and which is not published separately, one copy may be made for the use of an adjudicator at a festival or competition provided that the competitor has already purchased his/her own copy and that the copy made is

retained and destroyed by the Administrator of the festival immediately after the event. This permission specifically does not apply to set works." This permission applies to copyright holders who are members of the Music Publishers Association. Competitors must obtain permission from copyright holders who are not in the MPA to copy music. Competitors using copies without the appropriate permission will be disqualified. This permission does not apply to

the copy for the accompanist which must be an original printed copy.

17b 'Own Choice' test pieces must not exceed the time limit stated for the class. No festival set piece may be offered as an 'own choice' for another class at the same festival. No piece may be entered more than once by the same competitor or group.

17c An original copy of the music, or an official digital copy that has been purchased, must be brought to the competition. (Competitors using copies without the appropriate permission will be disqualified.)

18 No conductor is allowed to sing with the choir he/she is conducting. In unaccompanied choral music, ensembles or vocal quartets, a chord may be struck on the piano.

19 a No competitors or choirs are permitted to rehearse in or near the precincts of the competition rooms.

19b Competitors are not permitted to practise on the Festival pianos but they may try out the piano before playing.

ADJUDICATION AND PRIZES FOR BOTH SPEECH AND MUSIC CLASSES

20 The adjudicator may take into consideration the quality of the test piece(s) chosen as well as the performance.

21 Prizes and/or Trophies may be withheld if, in the opinion of the adjudicator, sufficient merit is not shown.

22 The decisions and awards of the adjudicators shall in all cases be final and may not be challenged.

23 The adjudicators' written reports, certificates and copies of competitors' own choice test pieces will be available at the information desk as soon as possible after completion of a class. The cost of these documents is included in the entrance fee, but unclaimed items will not be kept after the close of the festival.

The following certificates will be issued: Honours, Distinction, and Merit.

24 In OPEN Classes, if only one entry is received, that class may not run (unless otherwise stated in the syllabus). The entrant will be informed after entries have closed and the entry fee refunded. This rule does not apply to JUNIOR Classes (i.e. Age restricted classes), where the single entrant may perform for an adjudication. The Trophy may be awarded, if, in the opinion of the adjudicator, a sufficient standard has been attained. The Festival Committee reserve the right to combine classes for the purpose of adjudication when there is only one competitor in the classes.

25 a Challenge Cups and Trophies are to be held for eleven months.

25 b All winners must sign an acknowledgement form before taking the trophy away. The acknowledgement form will require the Winner’s name, (Parent’s name if winner is under 18), address with postcode, email and telephone number.

25 c Each trophy will be in a box which should be retained and used to return the trophy in February of the following year.

25 d Winners who take away a trophy should check that they are covered by their home insurance.

25 e The competitor is responsible for the cost of engraving their name(s) on the trophy or plinth.

26 Trophies should be returned to the Trophy Steward by the end of the second week in February of the following year. The Trophy Steward will write to remind all winners.