Local Policies

LOCAL POLICIES EFFECTIVE FOR THE 2018 FESTIVAL

The scope of our Festival requires that participants be familiar with and comply with all Alberta Music Festival Association Rules and Regulations.  These are updated annually and can be found in the current year’s Provincial Syllabus.  It is the competitor’s responsibility to know and follow these rules.  Failure to comply with the Alberta Music Festival Association or the Medicine Hat Rotary Music Festival Local Policies may result in a competitor’s disqualification or cancellation of entries and forfeiture of awards.

If you have any questions regarding the information in this document, please contact us at mhrotarymusicfestival@gmail.com

TERMS OF REFERENCE

Discipline:  For the terms of our local festival administration, “Discipline” is used to describe the type of instruments played; as per but not limited to the following:  Voice (singing voice), Speech (spoken voice), piano, violin, woodwind, etc.

Class:  Each discipline is divided into sub-categories by age and/or by grade level.

Private Lessons:  Regularly scheduled instruction on a continuing basis under the guidance of a recognized instructor receiving compensation for such instruction.

School Classes:  Are so identified in the Provincial Syllabus.

Please refer to the “Glossary” section of the Provincial Syllabus for further definitions of terms used.

A.        MANAGEMENT

1.      The competitions shall be under the working management of the Medicine Hat Rotary Music Festival Committee.  Any questions shall be referred through the Executive Director to the Chair of the Music Festival Committee, whose decision on such matters shall be final and binding upon all concerned.

2.      Protests will not be considered unless they are made in writing, are signed, and include contact information.  These protests can be sent to the Rotary Music Festival Committee and delivered to the Executive Director within 48 HOURS of the event in question.  Any protest must be accompanied by a fee of $15.00 which will be refunded in the event of the protest being sustained.  A response from the Committee can be expected within 72 hours after receipt of the written protest.  The Festival Committee will not entertain any protests regarding adjudication decisions.

B.        REGISTRATION

1.      In our Festival, the term “Registration” means the initial submission, either on-line or via mailed-in forms, of a competitor’s name, contact information, age, etc., along with the initial selection of classes and selections to be performed.  The permanent address* of a competitor must be within a 150 km radius of the City of Medicine Hat, OR the competitor must have studied in that discipline with an established music teacher within that radius for a minimum of 6 months during the previous year.  If a student is attending a post-secondary institution outside of the Medicine Hat area, that student will remain eligible to participate in our Festival as long as his or her permanent address meets the above criteria.

2.      Registrations should be submitted on Official Registration forms; either on-line or on paper, complete in detail, and delivered by the deadline date.  If mailed, registrations must be postmarked by the published closing date and accompanied by the specified entry fee.  No post-dated cheques will be honored.

3.      The registration deadline will be as determined each year.  No late registrations will be accepted under any circumstances.

4.      The Committee reserves the right to refuse entries at its discretion and for any reason.

5.      No refunds will be provided for registration cancellation.

6.      Accompanist names should be indicated on the initial registration form whenever possible.  If no accompanist is indicated on this form, the accompanist name should be submitted to the Executive Director by January 10 at the latest.  Failure to do so will result in arbitrary scheduling of the performer’s classes, which MAY result in a conflict for said accompanist. 

7.      Teachers may request Addendum classes.  However, if an appropriate class already exists in the Provincial Syllabus, we will ask that the student be registered in the Syllabus class.  Requests must be received in writing no later than December 1st of each Festival year.

8.      Local Addenda classes are NOT provincially-eligible, unless otherwise noted in the Program.

9.      Requests to change or add classes will be considered at the discretion of the Executive Director.  It is less likely these requests can be accommodated once the schedule has gone to print (approximately the last week of January). 

10.   Requests to drop classes will be accommodated at any time.  Please note registration fees are non-refundable.

11.   One copy of each and all “Own Choice” Speech Arts selections must accompany the entry form

C.        ENTRIES

1.      All competitions, unless otherwise stated, shall be open to amateurs only.  This rule does not apply to conductors of choirs, bands or orchestras.

2.      The maximum number of classes any performer over the age of 28 can enter within any given discipline is THREE. 

3.      A competitor may enter only one class in a given group of classes, except where the group of classes contains more than one class for a given age or grade, or allows for more than one instrument.

4.      A member of a duet or ensemble may enter more than once in a class or given group of classes provided that he or she performs a different part, plays a different instrument, or is the conductor.

5.      A solo or group may not perform the same selection in the same festival in the following two festival years.

6.      If a solo competitor is unable to perform, no one may take his or her place.

7.      Competitors shall enter the festival and all festival classes based upon their gender identification. Sung and spoken selections are not constrained to gender specificity.

8.      The winner of a solo or group class may not enter the same class in any subsequent year.  EXCEPTIONS:  A class with only one (1) competitor, an Associate Class or a Provincial National Class.

9.      If a student (who takes private lessons) is part of a school Musical Theatre production number (this includes duets, trios, large groups), they may enter the festival as part of the group if they are entered by the School Teacher.  They may not enter a solo in the school category.  They must enter any selections in the regular vocal category.  They are not the group.  The group is a different entity than a soloist. 

10.   The winner of a solo class at the National Music Festival may not compete in a local festival using the same instrument in the following 3 festival years.  The Grand Award winner at the National Music Festival may not compete in a subsequent local festival using the same instrument.

11.   To be eligible for recommendation to the Provincial Festival, a solo competitor must have participated at the local festival in at least two solo classes using the same instrument.  N.B.  The singing voice is different from the speaking voice.

EXCEPTIONS:      Light Opera Solo (1 solo class)       

                              Music Composition (1 solo class)

                              Provincial National Classes (3 solo classes)

D.        SELECTIONS

1.      To be eligible for recommendation to the Provincial Festival, a group competitor must have performed at least two selections at the local festival.

2.      A local festival is not permitted to change any selection listed in the Syllabus without the approval of AMFA’s Executive Director or Syllabus Chairperson.

3.      The standard for all Associate solo classes is a minimum of Associate.  The standard for all 19/under solo classes is Grade 10.  Note:  For vocal solo classes, this rule applies only where specified.

4.      In classes with “own choice” selections the quality of material chosen and its suitability to the class will be considered by the adjudicator.

5.      Solo or group competitors may not perform the same selection in the same festival in the following two festival years.

6.      In piano classes, concerto music may be played only in concerto classes.

7.      A competitor may perform a selection only once using the same solo instrument during a given festival.

8.      In classes with “own choice” selections, the total performance must not exceed 20 minutes unless otherwise stated.

E.         SCHEDULING

1.      The Committee shall decide the order of competition.  The Committee reserves the right to alter the order or to withdraw any classes at its discretion and without notice.  The Committee also reserves the right to refuse entries that cannot be reasonably scheduled due to timing constraints.  In these cases a refund of the appropriate fees will be issued.

2.      Registration requests for performers aged 28 and under (age determined as of December 31 of the previous year), will be scheduled first.  Then registrations for those performers aged 29 and over (up to a maximum of three) will be scheduled.

3.      All correspondence between the Music Festival office and performers and/or teachers will be accomplished via e-mail to the teachers.  Teachers are then responsible to disseminate information to their students as necessary.

4.      Changes in performance schedule which are received after the program has been submitted for printing (approximately 3 weeks before the Festival begins), will be accepted at the discretion of the Executive Director.  

5.      No adjustments to the schedule will be accommodated after the Festival has begun.

6.      If a participant must change the time or date of their performance, and this results in that participant not competing with the other registrants in their class, they forfeit the right to a 1st or 2nd placement in that class.  They will also not be eligible for local awards for that class.  Eligibility for Provincial recommendation will not be affected.

7.      The size of the Festival prohibits special programming for accompanists.  Every effort has been made to avoid accompanist conflicts. 

8.      Classes will run as per the times listed in the Program.  Due to circumstances beyond our control, classes may run late; however, classes will not begin earlier than scheduled.

F.      PERFORMANCE

1.      Competitors may not use the performance room for warm-up or practice during the days their discipline is being adjudicated.

2.      A competitor must be present and ready to perform 15 minutes before a class is scheduled to begin.  The festival reserves the right to disqualify any competitor who is not ready to perform when called.

3.      No person off stage may augment a performance.  This includes keeping time by finger snapping or foot tapping loudly enough for the performer to hear.  School music teachers may not coach students through their songs, or sing along with them.

4.      A published copy of each selection, except those for Music Composition, must be provided for the adjudicator as directed by the local festival.  Each copy must be clearly marked with the competitor name and class number.  The first bar of each line in music scores must be numbered.  Failure to hand in a selection may result in disqualification.

·        In Music Composition a photocopy or computer printout must be provided for the adjudicator at least 2 weeks prior to the scheduled performance time.

·        In every other class a photocopy may be used only if the publisher’s written approval is also provided.  A payment receipt will be accepted as indication of publisher’s written approval.

·        A photocopy of an accompaniment may be used to ease page turning, provided the accompanist has, at the accompanying instrument, a published copy of the selection.

·        The selections in the current Speech Syllabus are from the public domain and may be photocopied from that Syllabus.  They cannot be photocopied from anthologies which are themselves under copyright, unless written approval has been given by the publisher or copyright holder.

·        If an “own choice” section is in the public domain, a photocopy together with the author’s date of death may be used.  If it is not in the public domain, a photocopy may be used only if the entrant provides written approval given by the publisher or copyright holder.  “Public Domain” means that the author has been dead for at least fifty years and therefore the work is out of copyright.

5.      The festival cannot knowingly permit the use of photocopies except as noted above, and adjudicators may disqualify performers who use them.

6.      Accompaniments must be played as written. 

EXCEPTIONS:      Community and Family Music classes

                            Contemporary Ballad classes

                            Folk Song classes

                            Musical Theatre and Movie/TV/Pop Music classes

7.      Due to memorization policies in several disciplines at the Provincial level (please refer to Provincial Syllabus rules) the Committee strongly encourages memorization at our local festival, however it is not a requirement.

8.      Taped accompaniments are not allowed.

9.      Transposition up or down is permitted in the following classes except where specified:

Vocal classes under 17 years of age (1 full tone)

Vocal classes 17 years of age and over (1 half tone)

Choral classes (1 full tone)

Light Opera, Musical Theatre, Folk Song and Movie/TV/Pop Music classes  (any transposition is permitted)

10.   Music Festival management will not be held responsible for personal items left behind in performance venues or the Festival Office.

G.     MARKING SYSTEM

1.      The Medicine Hat Rotary Music Festival will operate on the following Grading System for all competitive classes:

DISTINCTION 90% and over

FIRST CLASS HONOURS 85% to 89%

HONOURS 80% to 84%

GOOD 75% to 79%

PARTICIPANT Below 75%

2.      In all competitive classes, a mark of at least 85% must be achieved to obtain a First Place Certificate (Gold Seal for 12+)This policy will be used especially in the case where there is only one competitor in a class. Memorization is required for all DISTINCTION awards (exceptions: Music Composition, Chamber/Ensemble, Brass/WW, and String & Keyboard Sonata).

3.      Once a session is concluded, no one may make changes to the marks, including the adjudicator.

4.      All performances in every discipline will receive a mark.  However, for solo performers aged 12 and under, and/or Grade Level 4 & under in Piano Plan II, the mark will not be shared with the performer, teacher, parent, or any member of the public.  12 & under, or Piano Plan II Grade Level 4 and under solo performer marks will only be placed on the internal marking sheet to be used by the Festival office in consultation with adjudicators, for the purpose of determining award winners.  The 12 & under and Piano Plan II Grade Level 4 and under classes will, therefore, have no first and second place winners announced in the performance room.  Participants 12 and under and Piano Plan II Grade Level 4 and under participants will remain eligible for local awards and provincial recommendations.  For performers over the age of 12 all classes will continue to be competitive and numerical marks will be provided as usual. 

*EXCEPTION:  Brass/Woodwind performers at Grade Level 2 or above WILL be treated as age 13 and over, and therefore will receive their marks.

H.        ADJUDICATION & AWARDS

1.      Adjudicators’ decisions regarding performance, Rose Bowl recommendations and Provincial recommendations are final.  Under no circumstances will the Executive Director or the Festival Committee contact an adjudicator to question their decisions.

2.      Competitors for the major award in each of Speech Arts, Vocal, Piano and Instrumental must enter at least three classes under the same category to be eligible.

3.      All decisions of the Adjudicators and the Festival Committee regarding the awards are final.

4.      All trophies and plaques are awarded to deserving competitors but remain the property of the Rotary Music Festival and must be returned, in good condition, to the Festival upon request from the Committee.

5.      Candidates competing for the Major Awards (Rose Bowl) will be notified in advance of the competition.  They must then participate in the adjudicated competition as scheduled and directed by the Committee.

6.      Some local festival awards are restricted.

7.      Conversation between an adjudicator and a teacher, competitor, competitor’s friend, or member of a competitor’s family before that adjudicator’s classes are complete and decisions regarding Provincial recommendations and Rosebowl performances have been relayed to the office, is prohibited.  Such an approach MAY result in disqualification for the competitor.

8.      In the instance where the first recommended competitor is not able to attend Provincials, the alternate will be offered the chance to attend instead.  No secondary alternate will be chosen.

I.          PUBLIC

1.      There is no admission fee charged to attend Festival classes.  Goodwill offerings will be gratefully received for the Rose Bowl and Stars of the Festival. 

2.      Anyone moving about the venue should do so quietly.  Conversation is prohibited during a performance and at no time is any teacher, performer, or the general public allowed to engage in conversation with the adjudicator while in the venue.

3.      The public must not leave or enter a room during a performance or adjudication.  Defer to the doorman’s instructions at each venue.

4.      You may record ONLY your own competitor’s performance provided you remain stationary and unobtrusive.  Adjudicator’s comments may not be recorded as this violates intellectual property rights.  Flash cameras distract the participants and therefore cannot be used during performances. 

5.      All cell phones, alarms and pagers must be turned off prior to entering the performance room.

J.       ROSE BOWL

1.      Adjudicators from each discipline will be asked for a recommendation for the Rose Bowl Competition. This competitor will be chosen as the best overall performer in their discipline and will then compete against performers from the other disciplines, for the Rose Bowl and a $1000 scholarship. 

2.      Rose Bowl performers are limited to pieces that were performed during the Festival, and cannot be longer than 12 minutes in total (more than one selection may be performed). Although the performer does not have to play it, the adjudicator will be asked for a recommendation of the strongest selection.

3.      Rose Bowl performances must be memorized (exceptions: Chamber/Ensemble and Brass/WW).

4.      Rose Bowl performers must be at least 12 years old, and it is expected that the performer chosen will be playing at an appropriately high skill level (this varies from discipline to discipline and will be communicated to the adjudicator).

5.     There is no alternate chosen for the Rose Bowl, and the adjudicator is not required to recommend a performer from their discipline.

 

 

* Permanent address as defined by Statistics Canada: the usual place of residence is the dwelling in Canada in which a person lives most of the time.