Rules & Policy
General Rules
1. STATUS
a. Entrants must be bona fide amateurs.
For the purposes of this Festival, an amateur is defined as someone who does not derive his/her/their livelihood from the branch of performance, as defined by the class title, in which an entry to a Festival class is sought by him/her/them. This principle applies equally to all members of any ensemble seeking to enter the Festival.
b. The rule relating to amateur status will apply generally, unless it is clearly stated otherwise in the syllabus, or other statement of qualification
c. In any question involving the amateur status rule, the decision of the Chairperson of the relevant discipline specific subcommittee will, with respect to the eligibility of any prospective competitor and the acceptance of the entry, be final.
2. ENTRIES
a. The registration of an entry to a Festival event signifies prima facie the acceptance by the entrant of all rules published by the Festival in its syllabus and website. This acceptance extends to all Policy statements issued by the Festival, covering ‘Health & Safety’, ‘Child Safeguarding’ and ‘Creating Safer Festivals for Everyone’.
b. All entries must be registered through the Festival’s online entry system.
i) It is expected that registration using the online entry system will be done directly by the entrant personally (or his/her/their parent, guardian or teacher).
ii) Notwithstanding para i) above, in exceptional circumstances indirect entries may be accepted. Entry Secretaries may agree to accept and register paper entries on behalf of the entrant, provided that official entry forms are used correctly.
c. Registration of an entry is deemed to be the confirmation by the entrant that all consents required by the Festival’s Safeguarding Policy in respect of all persons (young people under 18, and vulnerable adults) included in the entry have been obtained. The Festival reserves the right to decline any entries without this consent.
d. The Festival welcomes competitors with special needs. Entrants are required to fully inform the appropriate Entry Secretary of the nature of the special needs so that appropriate provision can be made for the entrant(s) involved. Entrants must be aware of their responsibilities in entering competitors with limited physical capabilities or special needs, bearing in mind the limitations imposed by the stage and surrounding environment.
e. Entries will only be accepted for registration up to the published closing date for the event in question. In exceptional circumstances, direct registration may be accepted after the closing date, provided that the entry is activated by card payment – no other form of payment will be accepted.
f. Entrants are solely responsible for ensuring the entries are made to the correct classes, and for adherence to any specific rules or conditions, express or implied, which are applicable to the class(es) entered. For age group defined classes, the reference date is 31st August prior to the Festival event. Solo entries are not transferable.
g. The Festival reserves the right to decline any inappropriate entries.The Festival reserves the right to cancel, combine or split classes according to the number of entries received.
h.When an entry is registered in the online entry system, a “Confirmation of Entry” document will be generated and emailed to the entrant (and any interested third party nominated by the entrant). This document is in the form of an invoice and will clearly state the total fee payable and the amount outstanding. It also specifies the due date by which any amount outstanding must be settled.
This document is generated only once when the entry is registered and cannot be regenerated to reflect subsequent changes to the entry.
3. PAYMENT
a. Only activated entries will be accepted for competition. Only those entries marked as paid in the online entry database are recognised as activated.
b. Entries registered directly (c.f. para 2.a.i above) may be activated
i) By credit/debit card using the secure ‘PayPal’ facility within the online entry system. Registration and activation are simultaneous.
ii) By Bank Transfer to the Festival main account – “Mid Somerset Festival CIO; sort code 60-02-05, account 61374164” – and the entry marked as ‘paid’ in the online entry database.
iii) By single cheque made payable to the Festival and sent to the Treasurer, and the entry marked as ‘paid’ in the online entry database. Using the invoice number as a reference
c. Entries registered by the Entry Secretary can only be activated by a single cheque payment or by Bank Transfer attached to the paper entry form, and the entry marked as ‘paid’ in the online entry database.
d. Where an entry is to be settled by a third party (e.g. a school) it is the responsibility of the entrant to ensure that the third party understands and accepts that the ‘Confirmation of Entry’ is actually an invoice
e. Entries must be settled by the publicised final due date for the event in question. The Festival reserves the right to withdraw any entries not settled by the due date.
4. WITHDRAWALS AND CANCELLATIONS
a. The general rules relating to withdrawals are:
i)Any withdrawal of an entry in full or in part should be notified to the appropriate Entry Secretary who will record the withdrawal on the online entry database. If the withdrawal is during the Festival event, the notification should be directed to the Festival Office or relevant entry secretary.
ii) The entry fee(s) for any withdrawal notified after the closing date for entries will not be refunded.
iii) The entry fee(s) for any withdrawal notified before the closing date for entries may, subject to agreement with the appropriate Entry Secretary, be refunded subject to a deduction of £0.50 per withdrawal to cover the costs of processing the withdrawn entry. The Festival reserves the right to waive this deduction in exceptional circumstances
iv) Where there is a mistaken entry and the mistake is rectified in a subsequent entry, then any fee paid in relation to the withdrawn entry can be used for the subsequent entry. It is the responsibility of the entrant to inform the appropriate Entry Secretary and the Accounts Team of the details of both entries.
b. The general rules relating to cancellations are:
i)Entrants will be notified of the cancellation by the appropriate Entry Secretary.
ii)Entry fees will be refunded in full.
c. All refunds will be made by bank transfer to an account nominated in writing by the entrant
5. PERFORMANCE
a. Information about the class time and venue will be emailed at least one week prior to the Festival. There are no entry tickets. Entrants are asked to report to the door steward on arrival. Where the teacher has been responsible for submitting the entry a teacher entry ticket will be emailed. Audience tickets can be purchased at the venue.
b. Competitors are expected to perform in the order given in the programme. Any competitor missing their time slot will be called again at the end of the class. In creating the programmed running order, the Festival will make all reasonable efforts to avoid clashes of time or venue. If the entrant becomes aware of such a potential clash, they should inform the appropriate Entry Secretary prior to the day of competition.
c. Competitors, teachers and spectators, when in the performance room, must not behave in a manner which deliberately or accidentally disrupts or otherwise interferes with the performance given by any competitor. This includes attempting to enter or leave the performance room when a competitor is actually performing. The Festival reserves the right to disqualify any competitor / remove any spectator in the event of serious breach of this rule.
d. When classes are in progress, competitors and their representatives may not communicate directly with the Adjudicator. Any necessary communication, including handing over copies of music or scripts should be made with the Adjudicator’s Steward.
e. Adjudicator’s written remarks and any certificates gained are available to all competitors. Arrangements for the collection of these may differ depending on the discipline running the class. Please refer to the appropriate Entry Secretary for precise details. Any of these documents which are uncollected at the end of the Festival will be held by the appropriate Entry Secretary and can be forwarded on receipt of a ‘large letter’ SAE.
e. Class winners in Speech & Drama classes should be prepared to take part in any Festival Concert, if so invited.
6. TROPHIES
a. In certain classes (as indicated in the programme) the winners may be awarded a Trophy. Such an award is at the discretion of the Adjudicator and depends on an appropriate standard of performance being reached – generally ‘Commended’.
b. While the winner may hold the Trophy for one year, it remains the property of the Festival. The winner (or their parent or guardian) must sign an appropriate receipt before taking possession of the Trophy, which inter alia confirms:
i)That the trophy will be returned to the Festival at the end of the year – if necessary at the winner’s expense – in secure packaging.
ii) That the trophy is / will be covered by the winner’s household insurance.
iii) That the cost of any permitted engraving will be met by the winner.
iv)That any loss or damage to the trophy will be the responsibility of the winner.
7. MISCELLANEOUS
There are a number of miscellaneous rules which are brought together in the following articles:
a) The Festival is bound by copyright law and cannot allow photography, tape of video recording during any performance or adjudication.
b) The Festival cannot accept any responsibility for property left at venues during the Festival. Any lost property found will be held in the Festival Office only until the end of the Festival, and thereafter at the discretion of the General Secretary. The Box Office at each venue cannot accept responsibility for push chairs which are not allowed into performance rooms, and which must not cause any obstruction to the safe flow of people around the venue – including fire exits.
c) The Trustees of the Festival reserves the right to qualify or re-determine any of the General Rules at any time, subject to updating the website immediately and updating the syllabus at next printing.
d) Any complaints, suggestions or comments regarding the organisation of the Festival or the conduct of its personnel must be made in writing to the General Secretary within two weeks of the last day of the Festival. The complainant will be advised of the General Council’s decision within 28 days from receipt of the complaint.
Health and Safety Policy
The Mid- Somerset Festival takes place annually and is a charitable organisation, run by voluntary personnel, which promotes the performing arts. Creative Writing, Speech & Drama and Music events are based in multiple venues in The City of Bath, Dance is based in one venue in Frome. The Festival recognises its responsibilities as an organisation to ensure (so far as is reasonably practicable) the health and safety of their personnel, performers and any other persons with whom they may have contact.
This will be achieved by:
- Assessing the risks arising from the events
- Providing adequate control of the health, safety and welfare risk arising from the events
- Providing information and instruction for personnel
- Ensuring all personnel are competent to do their tasks and to give them adequate training
- Preventing accidents wherever possible and, when they do occur, learning from them
This policy statement and relevant documentation will be reviewed (and where necessary) updated from time to time but at least annually.
Child Safeguarding Policy
Mid-Somerset Festival – Child Protection 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 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 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.PRELIMINARY STATEMENT:
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: Rosemarie Johnson Phone:
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 personnel wear an official badge. All teachers/parents/guardians /carers are asked to report all incidents of any nature to anyone wearing a 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 a Festival all teachers/parents/guardians/carers are responsible for the continuous care and supervision of their own children/pupils. If they are unable to attend personally, they must delegate their responsibilities to an identified adult and ensure that their children/pupils are aware of the identity and name of the person responsible for their care. This includes supervision throughout all Festival venues, practice and changing areas that may be provided. Single sex changing facilities will be provided where necessary. The Festival cannot take responsibility for any property left unattended.
7. No unauthorised photography, audio or video recording of children and young people 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 is not included in official 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 relevant Entry Secretary at the time of entry. 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 Syllabus, Programme and 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.
POLICY REVIEW:
The Festival organisers will constantly review their policy, revising and enhancing it as necessary. In doing this they will look to The British & International Federation of Festivals for support and that body, in turn will look to other agencies for good practice, most notably the NSPCC and Arts Council of England policy guidelines.
