282: Premium Youth Orchestra (19 & Under)

Instrumental Groups Category Rules & Conditions

The following rules and conditions are specific to the INSTRUMENTAL GROUPS Category. Please ensure you also read the General Rules & Conditions of Entry.

 1.   Registration and performance rules are strictly enforced. Please refer to the General Rules & Conditions of Entry Items 17 to 28.

2.   Time limits allow for the presentation of ONE OR MORE ITEMS, published or unpublished unless otherwise stipulated, provided they fit within the nominated time limits. Limits are strictly monitored and entrants exceeding the ‘Total Performance Time’ will be eligible for ‘comments only’ - not for a placing. Please refer to Item 27 in the General Rules & Conditions of Entry.

3.   A different item is required for each event unless repeats are specifically allowed. Items performed in a Heat must be repeated in the Final unless otherwise stipulated.

4.   If it is specifically indicated that an item may be repeated, it may be repeated ONLY ONCE except when progressing to a Final. An entrant found repeating an item other than where allowed will be eligible for ‘comments only’ - not for a placing.

5.   A copy of complete scores, in order of performance, with bars numbered, must be provided. Specific genre items (eg Swing) and Grades must also be identified on scores.

6.   EACH SCORE, in performance order, labelled with Event & Entrant numbers MUST BE provided for the adjudicator. Only original published music will be returned. Photocopies will not be returned as per APRA/AMCOS Policy.

7.   Non-playing conductors may conduct any number of ensembles.

8.  Event 285 - School Chamber Music - In this category only, the ruling about performing only once in an event may be waived for a school student who plays a different instrument in another ensemble, OR if the musician is a bonafide member of both a community group and a school group performing in the same event. Written requests for a student to appear twice must come from the School at least one month in advance of the event affected, and the decision of Sydney Eisteddfod will be final.

9.   A group to represent ONE SCHOOL ONLY except in Percussion Ensemble Events. Please refer to Item 19 below. Group comprising students from two or more schools is not allowed except in special circumstances for local and regional and certain interstate schools at the discretion of Sydney Eisteddfod. Groups MUST SEND IN WRITTEN APPLICATIONS at least one month in advance of the event affected, with all relevant details to entries@sydneyeisteddfod.com.au for special consideration and the decision of Sydney Eisteddfod will be final.

10.   In school events, non-students are not permitted to perform accompaniment. Teachers are not permitted to accompany their groups.

11.   Cross elevation of advanced juniors is allowed.

12.   The display of band banners or other identification is not allowed.

13.   Leaders and helpers are requested to organise their groups on stage with a minimum of delay. Extraneous stands and chairs will not be struck.

14.   Marshals are responsible for the movement of groups for the efficient conduct of the session, and their instructions must be followed or disqualification may result.

15.   WARM-UP for large groups: If a suitable room is available, each group in an event will be allocated equal warm-up time. This time will be less than the event performance time limit (refer to each event) and commences from the time the group enters the warm-up room.

16.   SET-UP & TUNING: From the moment the last musician walks on stage, a maximum of 3 minutes is allowed for setting up and tuning of any instruments. NO BELL will be rung at the expiration of this timing, but the clock for the performance will commence. Groups in the venue must, at the direction of marshals, be seated in the auditorium until called.

17.   EQUIPMENT:  Please be sure to read the Event Conditions to confirm which instrumentation your event allows, or if in doubt please send in an email enquiry to: entries@sydneyeisteddfod.com.au

a)   PROVIDED BY SYDNEY EISTEDDFOD (only where event conditions allow): 
Note: See Entrant corner for Equipment provided & Stage Plans

Maximum of 60 chairs and 50 music stands, a grand piano, and a large complement of percussion instruments are provided for events in this category. Instruments additional to those provided must be supplied by the group.

b)   Brought in by the musicians:

-   Small instruments, taken out of their cases, will remain with individual musicians and be taken into the auditorium as the groups arrive to be seated.

-   For larger instruments (e.g. cellos, double bass, etc) a space will be provided in the foyer where the groups can store their instruments – provided these are supervised by someone from each group, as Sydney Eisteddfod cannot be responsible for them.

c)   A questionnaire will be sent to all groups prior to the date of their performance. Groups are requested to provide as much information as possible, including special requirements such as extra chairs, stands, number of LARGE instruments (e.g. cello, bass, etc, which cannot be taken into the auditorium) being brought in, when putting in the entry under ‘NOTES’ ON THE ENTRY FORM or email entries@sydneyeisteddfod.com.au NO later than a month before the performance date in order to make appropriate arrangements within the venue. 

d)    HELPERS WITH SCHOOL GROUPS: ONE helper’s pass per TEN students will be issued on the day. Conductors and Accompanists are considered ‘helpers’. These helpers need to remain with the group at all times, including going with them into the warm-up room, settling the group on stage, assisting and supervising the group after their performance.

18.   JAZZ & STAGE ENSEMBLES: Two microphones with an amplifier will be provided, one for the vocalist and one for instrumental soloist. 

19.   PERCUSSION ENSEMBLES: If a student is performing twice in the same event, written request has to come from the group/school at least three weeks in advance of the event affected, and the decision of Sydney Eisteddfod will be final. Please refer to item 8 above.

General Rules & Conditions of Entry

All performers enter and participate in the Sydney Eisteddfod according to these General Rules & Conditions and any other rules and conditions specific to categories and individual events.

 For the purposes of the following: ‘Eisteddfod’ is Sydney Eisteddfod, which is the organising body; ‘Official’ is a representative authorised by the Eisteddfod; ‘Event’ is a competition event identified by a program number; ‘Session’ is the time period in which one or more events are timetabled; ‘EST’ is the ‘Estimated Starting Time’ for an event within a session; ‘Category’ is a grouping of like events.

 1. Events are open to all comers, subject to stipulated individual event conditions.

 2. Entries must be received at the office of the Eisteddfod prior to the close of each event. Please refer to our FAQs. Entries must be completed correctly and accompanied by full fees including program cost or they will not be processed. Responsibility for correct entry rests with the entrant. The Eisteddfod cannot be responsible for entries lost in the mail, delivered incorrectly, or lost through failed electronic transmission. An ENTRY ACKNOWLEDGEMENT RECEIPT will be sent to the email address provided on the entry form, confirming the events entered and fees paid. Entrants must contact the Eisteddfod if this acknowledgement is not received within 10 days of lodgement. Entrants are advised to check the details carefully and notify the Eisteddfod immediately of any errors, including spelling of names, etc. Corrections cannot be made after final timetabling.

 3. All Eisteddfod correspondence is via email. It is the entrant’s responsibility to ensure that Sydney Eisteddfod emails are not blocked by spam filters.

 4. Entry fees are not refundable except when an event is cancelled. Entry fees cannot be transferred to another event should entrants change their mind after final timetabling.

5. Entries submitted after the commencement date of the Eisteddfod will be subject to an additional (late) fee. Late entries are only accepted without obligation, subject to final timetabling and capacity. Sydney Eisteddfod reserves the right to publish a list of ‘additional entries’ on its website in Entrant Corner with further extra names sent to venues.

 6. A person or group is permitted to enter only ONCE in the SAME event, except where otherwise allowed. A school can enter more than one group in the same event provided individuals appear once only; non-playing and non-singing conductors excepted. School events can only be entered with bonafide students of the school. Schools which enter more than one group in an event must supply a list of names in each group when they register on the day of the performance, otherwise only the first group programmed will be eligible for a prize.

7. The names and birth dates of all entrants must be provided for solos, duos, trios and quartets.

8. No person may enter under a name other than their own LEGAL NAME. Entries are NOT TRANSFERABLE from one person to another in events where individual performers are named. 

9. Prize cheques are automatically payable in the name of the published entrant or institution where supplied for group events. Cheques for groups not identified as a school or registered entity will be made out to the person named as submitting the entry. Cheques are posted to the address listed on the entrant’s Appearance Advice within 1 MONTH of the conclusion of the event. Entrants must ensure that address details are correct and that Sydney Eisteddfod is informed of any change. Please refer to Item 10 below. If a cheque is lost due to incorrect address, then a fee as indicated will be charged for a replacement. Cheques must be banked within 3 months of issue. After this they will be cancelled.

 10. A fee of $30 will be charged if a cheque is dishonoured, a credit card is refused by the bank due to incorrect numbers listed, or a replacement prize cheque is requested.

 11. Purchase of a Festival e-Program is compulsory for all entrants except where they come from the SAME FAMILY ADDRESS. Duo/Trio entries must purchase one program per entry. Teachers submitting entries for individual students must include the cost of a Festival e-Program for each student, except where students share the same family address. It is recommended that groups from the same academy or school buy a Festival e-Program for EACH teacher/conductor/supervisor.

 12. An Appearance Advice for each event entered will be emailed to the address supplied on the entry form after final timetabling is completed, listing event date, session time, venue and entrant number. This document should be brought to each event for identification purposes. This may be presented electronically on a phone or tablet if preferred. Please email frontdesk@sydneyeisteddfod.com.au if this Advice hasn’t arrived by the end of the third week of April.

 13. The Eisteddfod reserves the right to amend or refuse entry; to disqualify or deny participation; to alter or reduce the prizes as published; or to amend, cancel or combine any event, particularly should there be insufficient entries.

 AGE LIMITS

14. Entrants must perform in events applicable to their age only, unless an event has no age specified. Age is determined as at 31 DECEMBER of the current Eisteddfod year. Event restrictions such as ‘16 and under’ mean that only those who are 16 or younger on 31 December of the current Eisteddfod year may take part. Performing in a different age group for any reason is strictly prohibited.

 Events titled ‘Any Age’ ARE OPEN TO EVERYONE and can be entered by persons of any age.

 15. At events where an age limit is specified, every entrant (including group members) must have proof of age available on the spot if requested by an official (e.g. copy of birth certificate, etc) or risk disqualification. Random age checks may be carried out. A group member in contempt of age requirements will render the whole group liable to disqualification and possible bar from participation the following year.

 16. Age limits do not apply to non-playing / non-singing conductors and private/official accompanists.

 PERFORMANCE

17. Entrants perform at their own risk. Entrants agree they are of good health and fitness and physically able to participate in an event. No liability will be accepted for any injury sustained whilst carrying out that performance.

 18. Entrants are expected to be prepared for their event at the time of performance. Sydney Eisteddfod representatives and adjudicators are not permitted to advise, interpret or vary any rules, conditions, or any aspect of the conduct of the Festival, and the Eisteddfod will not accept responsibility for any effect arising from such unauthorised comment.

 19. Entrants (or a representative) must register with the Session Manager (or as directed) AT LEAST 15 MINUTES before the start of the session or EST time (Estimated Starting Time) as advertised. Please allow time for transport delays or parking.

 20. Registration can be only accepted prior to the Session Manager declaring the session open. Late registration, or those who miss their turn may perform at the end of the event or division for 'comments only' - not for a placing, and subject to time. 

 21. Entrants must appear in strict numerical order except in circumstances approved in advance by the Eisteddfod. Such requests must be submitted, with appropriate evidence within 10 working days before the event date via email to entries@sydneyeisteddfod.com.au. The order of performance in Finals is at the discretion of the Eisteddfod. All entrants must be ready to perform when called.

 22. An Event or Division with an EST will never commence before this time but may commence after this time if the proceeding event or division runs overtime. 

 23. A copy of ‘Own Choice’ material must be provided for the adjudicator (unless the event states otherwise) and should be given to the Session Manager when registering on the day of performance. Only original published music (submitted at your own risk) should be collected immediately at the conclusion of the event. Photocopies will not be returned as per APRA/AMCOS policy. The onus of choosing the correct material rests with the entrant. Suitability, quality of choice and degree of difficulty are taken into consideration by the adjudicator.

 24. Published or unpublished work is allowed unless a ‘Test’ is specified. No personal transposition of music is permitted except in folk song, junior vocal, contemporary singing, choral, instrumental solo and group events.

 25. A different item is required for each event unless repeats are specifically allowed. Items performed in a Heat must be repeated in the Final unless otherwise stipulated. If it is specifically indicated that an item may be repeated, it may be repeated ONLY ONCE except when progressing to a Final. An entrant found repeating an item other than where allowed will be eligible for 'comments only' - not for a placing.

 26. Groups performing in Finals must consist of the same individuals as in the Heats, without augmentation unless prior permission is sought and granted by the Eisteddfod.

 27. Performances must be kept within specified time limits. If a performance goes under a stipulated minimum or over the maximum time, the entrant will not be eligible for a prize, and receives ‘comments only’. Except for announcement of the item title, time is determined from the first note, dance step, action or word spoken to the last note, dance step, action or word spoken. Bows during the music are timed. If separate times are noted for ‘A’ and ‘B’ test items, the clock will stop for each. If a ‘Total Performance Time’ is indicated, the clock will not stop between any selections or movements. The Eisteddfod timekeeper’s record is final.

 28. Entrants may themselves announce only the title of their performance item/s. The Session Manager is not required to make this announcement.

29. Entrants will not be permitted to perform ‘out of section’ to qualify for championship events. All prerequisite events must be performed in order to qualify for championships.

 ACCOMPANIMENT

 30. Accompaniment in vocal and instrumental events must be acoustic piano except where otherwise stated, or the original has an obligato instrument. In ‘Test’ marked ‘unaccompanied’ only a keynote or chord can be given before the performance commences.

 31. Official accompanists, if appointed, are not obliged to play poorly presented, difficult or illegible music at sight. Prior rehearsal is always advisable. Private accompanists do not need to purchase an admission ticket, provided they introduce themselves to the ticket seller, and enter the auditorium with the entrant and both register with the Session Manager. 

 32. Where recorded accompaniment is permitted, this must be on CD or USB except where submission by emailing an MP3 file (not M4a or MP4 format) is specifically requested. After receiving revised advice from APRA/AMCOS, Sydney Eisteddfod will once again RETURN CDs & USBs TO ENTRANTS. These need to be collected with the reports at the conclusion of each event. CDs & USBs will only be kept for one week after the conclusion of an event, after which they will be securely destroyed and recycled. 

33. Please ensure the CDs are burned properly, as per the guidelines given, and tested in a music system (not on a computer or car music player). In case of CD failure, subject to the venue, USB or phone can be used, as a backup. Do not use labels on CD as this may cause CD player failure (refer to separate ‘CD policy’). 

34. USB must be clearly named with a tag including Entrant Number & Event Number. USBs will NOT BE ACCEPTED if this information is not clearly marked. There must only be ONE file on the USB handed in for the Audio Technician to play. If more than one file is on the usb this will hold up the event and marks may be deducted.

35. Each CD or USB audio file must contain only ONE item (refer to separate ‘CD policy’). 

36. No entrant may rehearse in competition venues during the period of the Eisteddfod except in official rehearsals arranged by the Eisteddfod.

 37. No teacher, parent or designated supervisor (unless an accompanist or conductor) will be allowed on stage or in the wings at any time, except those registered in a supervisory capacity with groups. For further information please refer to Choir category rules & conditions No 20d, Instrumental Group category rules & conditions 17d, Speech & Drama category rules & conditions No 4 and Dance category rules & conditions No 4. These supervisors must be listed with the Session Manager when registering at the event. Supervisors must remain with their group at all times but are not permitted on stage unless performing with their group.

 38. Prompting is not permitted, except by the adjudicator only in junior speech & drama events if deemed necessary.

 39. In case of CD accompaniment failure during performance, the entrant should stop singing or dancing, leave the stage immediately and wait for instruction from the Session Manager. Once the sound technician has loaded the back-up CD, the entrant may recommence performance without penalty. In ‘live’ performances, any entrant who ‘breaks down during their performance’ or ‘suffers memory lapse’ and leaves the stage will receive ‘comments only’, unless they remain on stage and continue their performance within the time limit.

 40. Standard of dress is as important as the performance. Personal presentation appropriate to a stage appearance may be taken into consideration. It is the teachers and parents responsibility to ensure that all competitors dress age appropriately. The use of explicit language and gestures is prohibited, and entrants should avoid items of an overtly sexual or undignified nature. If content is deemed inappropriate by the adjudicator, marks will be deducted.

41. Entrants must used dressing rooms provided and not dress in hallways or foyers.

 42. BAD BEHAVIOUR: A high standard of decorum is expected from all participants and patrons. Behaviour, which is contrary to the spirit of the event, especially if directed at Eisteddfod representatives, adjudicators or entrants, will result in the offender/s being asked to leave. Offending entrants or entrants associated with offenders will be disqualified and may incur future bar.

 43. Any person or group found responsible for defacing or damaging a venue or equipment will be disqualified and the Eisteddfod may take steps to recover from them any costs of repair. Supervisors of groups must remain with their groups at all times and will be held accountable for the actions of their groups.

 ADJUDICATION

 44. The adjudicator/s' decision in accordance with the rules is final.

 45. If fewer than five entrants register on the day of performance, or if a satisfactory standard is not achieved, the decision to award prizes will be at the discretion of the adjudicator. Prizes cannot be divided and none extra to those listed in the event program can be awarded (e.g. tied positions are not permissible). Should the Eisteddfod or the adjudicator decide not to award a prize, such decision shall be final and binding.

 46. Any person who is related to, or been taught or coached privately by an appointed adjudicator during the six months preceding the opening date of the Eisteddfod is barred from participation under that adjudicator.

 47. Communication with an adjudicator is strictly prohibited. If it is established that an entrant or person associated with an entrant has made personal contact with the adjudicator before or during a session that entrant will be disqualified.

 48. A substitute adjudicator may be used for a listed adjudicator. Any event may be divided for program purposes and any event time or date may be altered if necessary.

 49. An adjudication report, if written, will be available free of charge to the entrant or in the case of groups, the supervisor. Please note reports cannot be scanned and emailed to entrants, however reports may be posted if a stamped self-addressed envelope, with the event and entrant numbers clearly identified, is supplied to the Eisteddfod to an address matching our records.

 50. Any protest on the basis of age or ‘vocals on CD’ will be determined on the spot by the Session Manager by inspecting proof of age or checking the submitted recording. Please refer to Item 48 below.

 51. Any protest of a technical nature other than in Item 47 must be referred to the Eisteddfod for settlement and its decision accepted without further question. Such protests must be in writing accompanied by a deposit of $50 and lodged at the registered office of the Eisteddfod no later than 4pm on the first working day after the event affected. If the protest is upheld the deposit will be refunded. Please refer to Item 49 below.

 52. A protest can only be lodged by an entrant, teacher or parent affected in solo events or in the case of groups, by the group’s conductor or representative as named on the entry form for the event or by the principal of a school or academy.

 53. Legal requirements prohibit private use of cameras or recording devices at our venues and events. Laptops, iPads, tablets, pagers, alarms, personal headsets and all other electronic devices must be switched off in competition venues.

 54. The Eisteddfod will not be liable for personal items lost or stolen. Valuables should not be brought into competition venues and any school bags, handbags, instruments or other items should be under the supervision of someone nominated by the entrant at all times. Lost property will be held by the Eisteddfod office or venue for two months only.

 55. The Eisteddfod will not be liable for any copyright infringement relating to the submission of photocopies. Entrants should be aware of the APRA/AMCOS rules of copyright.

 56. Any rights that should be obtained in respect of recorded music for performance are the responsibility of the performer. The Eisteddfod holds a licence issued by APRA/AMCOS. 

 57. The Eisteddfod reserves the right to record, film, broadcast, telecast, videotape or photograph any entrant, item or event in the Eisteddfod without notification and any such photograph, recording or broadcast may be used at the Eisteddfod’s discretion for publicity or promotional purposes, but shall not necessarily constitute an endorsement of any participants, and no remuneration or compensation whatsoever shall be attributable to any participants so featured.

 58. The Eisteddfod, at its sole discretion, may promote or publicise the profile of any entrant and their participation and publish names and suburbs in the festival program and competition results, including photos via electronic and printed media at its discretion.

 59. Personal details provided by an entrant on the entry form are for the Eisteddfod identification use only and are not released to third parties except at the Eisteddfod’s discretion after consultation with the entrant to known organisations when an opportunity may be beneficial to an entrant.

 60. Failure to comply with any of the foregoing rules and conditions may cause withholding of prizes, disqualification, and/or a future bar. The decision of the Eisteddfod in all questions or disputes arising out of or not provided for by these rules and regulations will be final. All entries are received according to this condition and in the spirit of friendly competition upon which the Eisteddfod is based, and no dispute shall become the subject of any appeal at law.

 61. TICKET SALES: Tickets are non-refundable. All patrons (including children) must hold a valid ticket for the ‘Principal Dates’. At general sessions, all children 4 years and over will be required to have a valid ticket.

 You may wish to refer to our FAQs  for other useful information.