Rules & Policy

General Rules and Protocols

1. Eligibility

1.1 The Mid Somerset Festival is intended for amateur performers.

1.2 For the purposes of the Festival, an amateur is a person who does not earn their principal livelihood from the branch of performance in which they are entering. This requirement applies equally to every member of an ensemble.

1.3 Unless otherwise stated in the syllabus or class description, all classes are subject to the amateur status requirement.

1.4 Any question concerning a competitor’s eligibility or amateur status will be decided by the Chair of the relevant discipline subcommittee. The Chair’s decision is final.

2. Entries

2.1 Acceptance of the Rules

By submitting an entry, competitors agree to comply with these General Rules and with the Festival’s published policies, including:

• Health & Safety Policy
• Child Safeguarding Policy
• Creating Safer Festivals for Everyone

These policies are available in the syllabus and on the Festival website.

2.2 Entering the Festival

Entries should normally be submitted through the Festival’s online entry system by the competitor, or by their parent, guardian or teacher.

In exceptional circumstances, an Entry Secretary may accept a paper entry using the official entry form.

2.3 Safeguarding Consent

By submitting an entry, the entrant confirms that all necessary permissions and safeguarding consents have been obtained for any children (under 18) or vulnerable adults included in the entry.

The Festival reserves the right to refuse any entry where the required consent has not been obtained.

2.4 Additional Support Needs

The Festival welcomes competitors with disabilities or additional support needs.

Entrants should inform the relevant Entry Secretary at the time of entry so that reasonable adjustments can be considered. While every effort will be made to accommodate individual requirements, competitors should be aware that some venues may have physical limitations.

2.5 Closing Dates

Entries must be received by the published closing date.

Late entries may be accepted only in exceptional circumstances and only where payment is made immediately by debit or credit card through the online entry system.

2.6 Responsibility for Entries

Entrants are responsible for ensuring that:

• the correct class or classes are entered;
• all class rules and eligibility requirements are met;
• the information provided is accurate.

For age-restricted classes, competitors’ ages will be calculated as at 31 August immediately preceding the Festival.

Solo entries cannot be transferred to another competitor.

2.7 Festival Discretion

The Festival reserves the right to:

• refuse any inappropriate entry;
• cancel, combine or divide classes where necessary;
• amend the timetable if circumstances require.

2.8 Confirmation of Entry

Once an entry has been registered, a Confirmation of Entry will be emailed to the entrant and, where requested, to any nominated third party.

This document serves as an invoice and will show:

• the total amount due;
• any balance outstanding; and
• the payment deadline.

The Confirmation of Entry is generated when the entry is first registered and is not reissued following later amendments.

3. Payment

3.1 Activation of Entries

Only entries that have been fully paid are regarded as activated and accepted for competition.

3.2 Payment Methods

Entry fees may be paid using one of the following methods:

• Credit or Debit Card – Pay securely online using the Festival’s integrated PayPal payment system. Registration and payment are completed simultaneously.

• Bank Transfer – Transfer payment to the Festival’s bank account:

• Account Name: Mid Somerset Festival CIO

Sort Code: 60-02-05

Account Number: 61374164

• • Please use your entry or invoice number as the payment reference and mark the entry as paid in the online entry system.
• Cheque – Send a single cheque, payable to Mid Somerset Festival CIO, with the entry number written on the reverse, to:

MSF Accounts
c/o Ardgour Resources Ltd
4 Wardour Place
Melksham
SN12 6AY

1. Entry Secretary Registration

• can only be activated by a singlecheque payment   OR
• by Bank Transfer attached to the paper entry form, and the entry marked as ‘paid’ in the

database.

1. Third Party Entry

• 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

3.3 Paper Entries

Entries submitted by an Entry Secretary may be activated (once payment has been recorded) by:

• a single cheque; or
• bank transfer,

3.4 Third-Party Payments

Where fees are to be paid by a third party (for example, a school), it is the entrant’s responsibility to ensure that the third party receives and understands the Confirmation of Entry, which serves as the Festival invoice.

3.5 Payment Deadline

All entry fees must be paid by the published payment deadline.

The Festival reserves the right to withdraw any unpaid entries after that date.

4. Withdrawals and Cancellations

4.1 Withdrawals by Competitors

Any withdrawal, whether of an entire entry or an individual class, should be notified as soon as possible to the relevant Entry Secretary. During the Festival, withdrawals should be reported to the Festival Office or the relevant Entry Secretary.

4.2 Refunds

• Entry fees will not be refunded for withdrawals made after the closing date.
• Withdrawals made before the closing date may receive a refund, subject to approval by the relevant Entry Secretary and an administration charge of £0.50 per withdrawal.
• The Festival reserves the right to waive this charge in exceptional circumstances.

4.3 Incorrect Entries

Where an incorrect entry has been made and is replaced with the correct entry, any fee already paid may be transferred.

The entrant is responsible for notifying both the relevant Entry Secretary and the Festival Accounts Team.

4.4 Festival Cancellations

If the Festival cancels a class:

• entrants will be notified as soon as possible;
• entry fees will be refunded in full; and
• refunds will be made by bank transfer to an account nominated by the entrant.

5. Performance

5.1 Before the Festival

Competitors will receive details of their class time and venue by email at least one week before the Festival.

There are no admission tickets for competitors.

Competitors should report to the Door Steward on arrival.

Where entries have been submitted by a teacher, a teacher’s admission ticket will be issued electronically.

Audience tickets may be purchased at the venue.

5.2 During the Festival

Competitors are expected to perform in the published running order.

Any competitor who misses their allocated performance time may be invited to perform at the end of the class, at the Adjudicator’s discretion.

The Festival will make every reasonable effort to avoid timetable clashes. Any known clashes should be reported to the relevant Entry Secretary before the day of the competition.

5.3 Conduct in the Performance Room

Everyone attending the Festival is expected to behave respectfully.

Competitors, teachers, parents and audience members must not disrupt performances. This includes entering or leaving the performance room while a performance is in progress.

Serious or repeated breaches of this rule may result in:

• removal from the venue; or
• disqualification of a competitor.

5.4 Communication with the Adjudicator

Competitors and their representatives must not communicate directly with the Adjudicator while classes are in progress.

Any necessary communication, including the submission of music or scripts, should be made through the Adjudicator’s Steward.

5.5 Adjudications and Certificates

Written adjudications and certificates will be available after the class.

Collection arrangements vary between disciplines and will be advised by the relevant Entry Secretary.

Documents not collected during the Festival may be posted if suitable postage and packaging are provided.

5.6 Festival Concerts

Winners of Speech & Drama classes may be invited to perform at a Festival Concert.

6. Trophies

Where indicated in the programme, the Adjudicator may award a trophy.

The award of a trophy is entirely at the Adjudicator’s discretion and is dependent upon a suitable standard of performance, normally a mark of Commended or above.

Trophies remain the property of the Mid Somerset Festival.

Recipients (or, where appropriate, their parent or guardian) must sign a receipt confirming that they:

• will return the trophy in good condition at the end of the loan period;

• will insure the trophy while it is in their possession;
• will meet the cost of any approved engraving; and
• accept responsibility for any loss or damage.

7. General Conditions

7.1 Photography and Recording

To comply with copyright and safeguarding requirements, photography, audio recording and video recording are not permitted during performances or adjudications unless specifically authorised by the Festival.

7.2 Personal Property

The Festival accepts no responsibility for the loss of, or damage to, personal property brought to Festival venues.

Lost property will be retained until the end of the Festival and thereafter at the discretion of the Festival Chair.

Pushchairs must not obstruct entrances, exits or fire routes and may not be taken into performance rooms where prohibited by the venue.

7.3 Amendments to the Rules

The Trustees reserve the right to amend these General Rules where necessary.

Any amendments will be published on the Festival website and included in the next edition of the syllabus.

7.4 Complaints

Complaints, comments or suggestions concerning the Festival or its personnel should be submitted in writing to the Festival Chair within 14 days of the final day of the Festival.

A response will normally be issued within 28 days of receipt.

Reviewed July 2026

Health and Safety Policy

1. Our Commitment

The Mid Somerset Festival is committed to providing a safe and welcoming environment for children, families, musicians, volunteers and visitors.

The festival takes place in community/church halls and is designed to provide enjoyable musical experiences for children in a safe and friendly setting.

We will take reasonable steps to identify and reduce risks while ensuring that the festival remains relaxed, inclusive and enjoyable.

2. Responsibilities

     The Festival Organiser is responsible for:

• Ensuring suitable safety arrangements are in place.
• Checking venues are suitable for festival activities.
• Ensuring volunteers understand their responsibilities.
• Responding appropriately to accidents, incidents or concerns.

       Volunteers and helpers are responsible for:

• Following safety guidance.
• Reporting hazards or concerns.
• Supporting children and families.
• Taking reasonable care of themselves and others.

3. Venue Safety

Before each event, the organiser of the event will check that:

• Emergency exits are clear and accessible.
• The hall is suitable for the planned activities.
• Floors, furniture and equipment do not present unnecessary hazards.
• Toilets and facilities are available and suitable.
• Heating, lighting and ventilation are appropriate.

Any hazards identified will be addressed before the event begins.

4. Children’s Safety and Safeguarding

The festival recognises its responsibility towards children attending events.

Arrangements include:

• Children attending with parents/carers remain the responsibility of their accompanying adult unless specifically stated otherwise.
• Volunteers will maintain appropriate awareness of children’s safety.
• Concerns about a child’s welfare will be reported through the festival safeguarding procedure.
• Children will not normally have unsupervised access to performers’ areas or equipment.

(A separate Child Safeguarding Policy is available)

5. Accidents and First Aid

The organiser of the event will ensure:

• A basic first aid arrangement is available at each event.
• Volunteers know who to contact if someone is injured or becomes unwell.
• Accidents and significant incidents are recorded.

Emergency services will be contacted where necessary.

6. Fire Safety and Evacuation

The organiser of the event will ensure:

• Emergency exits remain clear.
• Attendees are aware of evacuation arrangements where appropriate.
• Venue fire procedures are followed.

If evacuation is required, everyone will be directed calmly to the designated assembly point.

7. Music Equipment and Activities

Musical activities will be managed safely.

This includes:

• Ensuring equipment is suitable and safely positioned.
• Keeping cables and trip hazards managed.
• Supervising children using instruments or activity materials.
• Ensuring performers and volunteers understand safe working arrangements.

8. Refreshments and Allergies

Where food or drinks are provided:

• Food will be handled safely.
• Information about ingredients and allergens will be provided where required.
• Parents/carers remain responsible for children’s dietary needs unless otherwise agreed.

9. Accessibility and Inclusion

The festival aims to welcome all children and families.

Reasonable steps will be taken to:

• Support visitors with additional needs.
• Provide accessible information.
• Consider mobility, sensory and communication needs.

10. Review

This policy will be reviewed regularly and updated following:

• Changes to venues or activities.
• Accidents or incidents.
• Feedback from families, volunteers or venues.

Signed: ___________________

Date: ___________________

Relationship between Safeguarding and Health & Safety

The Mid Somerset Festival recognises that keeping children safe involves both safeguarding arrangements and general health and safety practices.

Safeguarding concerns, including concerns about a child’s welfare or behaviour towards a child, are managed under the festival’s Keeping Children Safe / Safeguarding Children Policy.

This Health & Safety Policy and Risk Assessment focus on practical safety matters relating to the festival environment, including venues, activities, equipment, accidents, emergency arrangements and the wellbeing of everyone attending.

Both documents work together to support a safe, welcoming and enjoyable experience for children and families.

RISK ASSESSMENT : PURPOSE

This risk assessment identifies the main hazards associated with running a small children’s music festival in church halls/community venues and outlines measures to reduce risks to children, families, performers, volunteers and visitors.

NB Children attending with parents/carers remain under the supervision and responsibility of their accompanying adult unless specific arrangements have been agreed.

Additional Safety Arrangements

Before Each Event

• The organiser or nominated volunteer will check:
• Emergency exits are clear
• The room layout is safe
• Equipment is positioned safely
• Walkways are clear
• First aid arrangements are known
• Volunteers understand their roles

During Each Event

Volunteers will:

• Monitor general safety.
• Respond promptly to hazards.
• Support families and children.
• Report accidents, incidents or safeguarding concerns.

After Each Event

The organiser will review:

• Any accidents or near misses.
• Feedback from venues and families.
• Any changes needed before future events.

Risk Rating Guide

Low Risk: Unlikely to cause harm and controlled through normal arrangements.
Medium Risk: Requires attention and active management.
High Risk: Requires immediate action before activity continues.

Child Protection and Safeguarding Policy

Child Protection Statement

The Mid Somerset Festival is affiliated with the British and International Federation of Festivals for Music, Dance and Speech (BIFF) and adopts its commitment to providing safe, inclusive and supportive environments for children, young people and all those attending our Festival.

We believe that every child and young person has the right to participate in Festival activities free from harm, abuse or discrimination. The welfare of children and young people is paramount, and we are committed to following good safeguarding practice to protect everyone involved.

Our Commitment

In accordance with BIFF guidance, the Mid Somerset Festival will:

• Value, respect and listen to children and young people.
• Promote equality and ensure that all children, regardless of age, disability, gender, race, religion, sexual orientation or identity, are protected from harm.
• Appoint a Festival Safeguarding Officer as a point of contact for safeguarding concerns.
• Ensure Festival officials and volunteers understand their responsibilities and know how to report concerns.
• Follow relevant safeguarding legislation and recognised guidance for young performers.
• Respond promptly and appropriately to any safeguarding concerns, involving relevant agencies where necessary.
• Consider the needs of children, young people and adults who may require additional support to participate.
• Review this policy annually, or sooner if legislation or safeguarding guidance changes.

Creating a Safer Festival

To help ensure a safe and enjoyable Festival experience:

1. Festival officials will be clearly identifiable (through wearing lanyards) and available to support participants and families.
2. Parents, guardians, carers and teachers remain responsible for the supervision and welfare of children and young people in their care throughout the Festival, including waiting areas, rehearsal spaces and changing areas.
3. Any safeguarding concern should be reported immediately to the Festival Safeguarding Officer or a Festival official. All concerns will be taken seriously and dealt with appropriately.
4. Photography and recording must comply with the Festival’s photography guidelines. Unauthorised photography or recording is not permitted.
5. Parents, guardians, carers and teachers are encouraged to inform the Festival organisers in advance of any additional needs so that reasonable support can be considered.
6. By entering the Festival, parents, guardians and teachers confirm that appropriate permissions and consents have been obtained for participation.

The Mid Somerset Festival is committed to working together with children, young people, families, teachers, volunteers and BIFF to ensure that the Festival remains a safe, welcoming and positive experience for everyone.

Festival Safeguarding Officer:

Name: Winifred Thomson

Telephone: __07818403044

Policy Reviewed: ____July 2026