1. Who may enter?

The Festival is open to amateurs only, with the exception of non-competitive classes. An amateur is someone who does not derive his/her livelihood in whole or in part from the branch of performance, defined by the class title, in which s/he seeks to enter the festival. In any ensemble, all members must adhere to that principle. This restriction does not apply to an entrant’s conductor or accompanist. No entrant may perform the same entry twice.

2. How to enter?

Entry must be made on the appropriate official entry form . The forms available are:

The completed form, together with the correct fee and stamped addressed envelope, must be sent to the address given on that form no later than the closing date referred to on the entry form. Additional forms may be obtained from the appropriate section(web users-download additional forms). Fees cannot be refunded. Late entries cannot be accepted under any circumstances. To ensure safe delivery of your entry forms you may prefer to use a Recorded Delivery Service. If full payment is not received by 12th November entries will be refused.

3. Age Limits

The age limits set out in the syllabus refer to the age of the entrant on the first day of January of the Festival year. In the case age will be determined by the age of the oldest in the group.

4. Own Choice Items

Music, Drama/Speech material for adjudicators must be handed in on the day of performance. Adjudicators have to read copies at speed; please make sure they are legible.

5. Copyright

The Festival does not accept any responsibility for any infringement by an entrant of copyright. The Music Publishers Association has issued a Code of Practice on the copying of copyright works, 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. If costume or movement is employed, copyright permission is required for the performance and the Festival accepts such an entry on the basis that copyright permission has been obtained. Teachers or performers with queries on how to obtain copyright permission for performance items should telephone Festival House on 01625 428297 before putting in an entry.

The Festival participates in the group licence issued by the British Federation of Festivals for Music, Dance and Speech, which covers payment for the use of recorded music in its events. However, entrants proposing to use re-recordings of commercial recordings are advised that they require permission for this from the recording company concerned, and that the Festival cannot accept any responsibility in this respect.

The Festival has entered into an agreement with the Authors’ Licensing and Collecting Society, which means that entrants do not have to seek copyright permission for any poetry, prose or solo dramatic items performed, to a time limit of 10 minutes. Dramatic items must be announced with title and author at the time of performance to qualify for copyright indemnity, and the performer must not change the words of gender of the character. Participation in the Festival means that Authors will be directly reimbursed as a consequence of their works being performed at the Festival. Duologues and group dramatic activity are not covered by this agreement, and performers must seek copyright for these items at the time of entry.

6. Time Limits

The time limits set out in this syllabus must be observed. Failure to observe time limits will incur penalties. If no specific time limit is set, the maximum time allowed for performance is 3 minutes.

7. Adjudication

The Adjudicator will be asked to speak about each competitor, albeit briefly, as often these comments can be helpful to the whole class.

Certificates will be awarded in each competitive class for first, second and third places.

Any competitor not receiving any other certificate will be given a ‘thank you’ certificate.

Completed adjudication sheets will be handed out after the end of the class. These will show the category or mark given together with constructive criticism and encouragement.

The decision of the Adjudicator is final. Any award can be withheld at the Adjudicator’s discretion.

8. Safety of Performers

It is necessary for teachers and parents 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 or parent to pass on to the adjudicator, via the organiser, any such information that would impact on the adjudicator’s work.

9. Class Sizes

Please note that the Festival reserves the right to divide classes that have a large number of entries, and to combine classes that have limited entries. The Festival also reserves the right to limit numbers in any class, in which case entries will be decided on a first come first served basis

10. If you need to write to the Festival

Please write to the appropriate section, with a stamped addressed envelope if you require a written reply. On all correspondence please quote the class numbers referred to.

11. If you decide to withdraw

Please notify the Festival (and if appropriate, the Official Accompanist) as soon as possible of your decision, as we need to know for timetabling.

12. Competitors’ Property

The Festival is not responsible for loss of, or damage to, competitors’ property

13.The Sudbury Festival of Performing Arts – 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


Creating Safer Festivals for Everyone

The Federation and its member Festivals use the following policies and procedures to create Safer Festivals for everyone:

A single, definitive Child Protection Policy adopted by all Federation Festivals.

One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival.
Miss Isabel Hebden – Phone: 01787 373736

Best practice advice in the form of Safe Working Practice and Festival Child Protection leaflets, support and training for all Festival staff and volunteers. Including clear reporting procedures for anyone with a concern about a child.

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 stewards wear name badges. 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 each we will ensure the availability of a quiet area/room where concerns can be expressed in private.

6. For the duration of the Festival all teachers/parents/guardians/carers are responsible for the continuous care and supervision of their own children/pupils/vulnerable adults. If they are unable to attend personally, they must delegate their responsibilities to an identified adult and ensure that their children/pupils/vulnerable adults are aware of the identity and name of the person responsible for their care. This includes supervision throughout all Festival venues, performance, practice and changing areas that may be provided.

7. There are separate changing rooms for males and females and there will be Festival Stewards in the vicinity of changing rooms and in the performance areas. No males will be allowed into female changing rooms, but female parents/guardians/carers/teachers will be allowed into male changing rooms at the discretion of Festival Stewards.

8. No unauthorised photography or video recording 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/pupil/vulnerable adult is not included in official authorised photos.

9. 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 Festival prior to arrival. 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.

10. The Festival’s Child Protection Policy and approach to Creating Safer Festivals for Everyone is published explicitly in our Syllabus, Programme and on our 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.