2021 Boroondara Eisteddfod
7 Large Ensembles
15 Jul 2021 to 26 Jul 2021
(To be confirmed after receipt of Entries and Programming has been finalised)
View Discipline Rule

2021 Boroondara Eisteddfod General Rules and information 

The Boroondara Eisteddfod is open to all entrants, provided the specific conditions of each individual event are met as outlined on Boroondara Eisteddfod’s website Failure to comply with the General Rules may lead to disqualification and the withdrawal of prizes and awards.

In disputes, the City of Boroondara’s decision shall be final. The City of Boroondara does not permit any variation to the General Rules in order to ensure equity and fairness for all Entrants.

Online entry and payment

  1. The closing date for all Entrant Registration is April 19.
  2. Entrants in sections must register via the appropriate portals provided at boroondara.vic.gov.au/eisteddfod
  3. No late entries will be permitted.
  4. Full payment must be made online at time of registration. A purchase order number from schools will be accepted as proof of intended payment provided that actual payment is received by April 19, 2021.
  5. All registration fees include door admission for all performers within their section, as well as for their accompanists and conductors.
  6. Entry fees are non-refundable, except where an event is cancelled or is significantly altered. Entry fees cannot be transferred to another event.
  7. Each section will have a limited amount of available registrations as per the scheduled length of each session. The City of Boroondara reserves the right to cap registrations once this limit is reached, even while the registration period is open.
  8. In choosing to enter the Boroondara Eisteddfod, Entrants are making a commitment to be available for the full duration of the entered section, commencing at the time indicated.
  9. An Entrant is not eligible to enter the Piano Concerto Competition (Section 1.8) if they have previously won the section.
  10. An Entrant may not perform more than once within the same solo section.
  11. An Entrant registering within a section marked ‘non-competitive’ may not enter a competitive section within the same category.
  12. No more than 20% of any small ensemble (3–14 performers) or 10% of any large ensemble (15 or more performers) may perform more than once in the same section. For the junior ensemble, senior ensemble and choral sections, a list of entrants’ names and details of age / year levels must be provided upon specific request by the City of Boroondara.

Age limits

  1. Age is determined as at 25 July of the current Boroondara Eisteddfod year.
  2. Entrants may not register for a section where the specified age limit is below their age.
  3. Sections indicated as ‘Open’ means a participant of any age may enter.
  4. Date of birth must be specified at time of entry and a copy or extract of the Entrant’s Birth Certificate (or proof of age) must be provided if requested. An individual being in contempt of age requirements will result in disqualification and potential barring from participation the following year.
  5. An individual within an ensemble being in contempt of age requirements will result in disqualification and potential barring of the entire ensemble from participation in the following year.
  6. Age limits do not apply to conductors and accompanists.
  7. Events titled as ‘Open’ can be entered by persons of any age.

Session dates and times

  1. The City of Boroondara reserves the right to amend, cancel or combine any event.
  2. Each section may be divided into smaller sessions within the advertised section times.
  3. For Piano Concerto heats, each entrant is only required to be registered and present for the session they are appearing in.

Session registration

  1. A two-day submission period has been provided for all competitors to submit their video performances in online sections.
  2. Session registration is open 45 minutes before the advertised session time and closes 5 minutes before the advertised session time. It is the Entrant’s responsibility to allow adequate time to register for their event.
  3. Entrants who fail to register within this registration period may be disqualified. They may be provided with an Adjudication Report but they may not be eligible for an award.
  4. Entrants are not required to submit a full-score copy of their music for digital submissions.
  5. Entrants are required to submit, as appropriate, a full-score copy of their music for use by the adjudicator at registration for the Piano Concerto competition. See copyright obligations below.

Performance and time limits

  1. No rehearsal or practice is permitted on the stage area before a live section. Any violation of this rule will result in automatic disqualification. Tuning is allowed.
  2. Rehearsal or practice is permitted, prior to submission of digital performance.
  3. All published time limits must be strictly observed. Selections should be chosen to finish within the time limit prescribed. When required to perform two works, the time between the works will count towards the time limit.
  4. In the case of a performer exceeding the time limit the performance will be adjudicated up to the point of the time limit being reached.
  5. A performer may not perform a piece of music more than once within the same year across multiple sections.


Withdrawals

  1. Entrants wishing to withdraw from or cancel a section are requested to notify the Boroondara Arts Community Events Officer at eisteddfod@boroondara.vic.gov.au prior to the date of the section. No refunds will be made, except where the City of Boroondara cancels or significantly varies an event.

 

Adjudication

  1. The adjudicator’s decision in accordance with the rules pertaining to the relevant section is final. Any decisions regarding ineligibility or disqualification rest with the City of Boroondara.
  2. A substitute adjudicator may be appointed for a listed adjudicator without notice, and categories may be subdivided between adjudicators.
  3. Any solo entrant or member of an ensemble who is related to, or been taught or coached privately by an appointed adjudicator during the 6 months preceding the event date is unable to participate in that section.
  4. Communication with the adjudicator by a competitor, or by anyone other person associated with a competitor, before or during the Eisteddfod session is strictly forbidden and may result in disqualification.

Adjudicator reports and prizes

  1. Adjudicators will provide entrants with feedback via a written report. Adjudication Reports will be emailed to entrants.
  2. If a satisfactory standard of performance is not achieved, the decision to award prizes will be at the discretion of the adjudicator.
  3. Prizes cannot be divided and no additional prizes other than those already advertised can be awarded. Tied positions are not permissible. Should the City of Boroondara or the adjudicator decide not to award a prize, the decision shall be final and binding.
  4. All prizes will be distributed to the winners at the conclusion of the Boroondara Eisteddfod.

Accompanists

  1. The accompaniment in vocal and instrumental events must be on an acoustic piano, with the exception of Contemporary Vocal sections which may be provided on a USB.
  2. Recorded accompaniment or backing tracks are not permitted in any section within the Boroondara Eisteddfod.

Official Accompanists

  1. An official accompanist is available for all solo instrumental and solo vocal sections, except the Piano Concerto section. The contact details of official accompanists are listed on each individual section’s ‘Information for Participants’ on the Eisteddfod website.
  2. All entrants using the official accompanist will be charged a fee of $10 per section. This fee does not cover rehearsals. The official accompanist fee must be paid at the time of registration.
  3. It is the responsibility of the entrant to make contact with the official accompanist to advise of repertoire, as well as request a rehearsal if desired, no later than 14 days prior to the scheduled performance. Accompanists have the right to refuse engagement if adequate notice of repertoire has not been provided. Rehearsals are strongly encouraged. Rehearsal fees and times are a private matter between the entrant and accompanist.
  4. Official accompanists are not obliged to play poorly presented, difficult or illegible music at sight. This decision rests with the official accompanist.

Private Accompanists

  1. Entrants may work with their own accompanist by private arrangement. Entrants working with their own accompanist must ensure that their accompanist is available to perform with them when called on the day of the entered section. Alterations to an Entrant’s appearance number cannot be made in response to their accompanist’s availability. Private accompanists do not need to purchase an admission ticket.

 

School groups                                                                                                  

49.       At no time may a teacher appear on stage with a competitor except as a conductor and/or piano accompanist. Teachers may not act as a page turner for their students.

50.       Aside from conducting and piano accompaniment, no conductor or accompanist who falls outside the specified age limits is allowed to play an instrument or sing with their ensemble.

51.       Accompanists are only permitted in choral sections, not instrumental ensembles. Only one conductor is allowed per instrumental ensemble, and one conductor plus one accompanist per choral ensemble.

52.       Teachers and supervisors accompanying school groups will be admitted to the audience of their school’s entire section free of charge.


Copyright obligations


53. The Boroondara Eisteddfod holds licences from the Australasian Performing Right Association Ltd (APRA) / Australasian Mechanical Copyright Owners’ Society (AMCOS), Australian Record Industry Association (ARIA) and the Phonographic Performance Company of Australia Ltd (PPCA).
54. Following advice from AMCOS, the City of Boroondara has determined that performers using sheet music or published text subject to copyright in their performance must use originals or authorised photocopies. It is illegal to make a photocopy of a piece of music that is in copyright without obtaining prior permission from the copyright owner.
55. A photocopy of the original is acceptable for adjudication and official accompanists. This copy will be marked ‘Not For Return’ and subsequently destroyed by City of Boroondara.
56. A photocopy of the original is acceptable for private accompanists. This copy must be destroyed by the competitor after the event.
57. Entrants are reminded that the primary responsibility for adherence to Copyright Law rests with the person(s) doing/authorising the copying. The City of Boroondara in no way encourages the unlawful copying of copyright works.
58. More information regarding Entrant obligations under the Copyright Act (1968) can be found at www.apra.com.au or by calling 02 9935 7900. By entering the Boroondara Eisteddfod, entrants, their guardians or teachers acknowledge their obligations under the Copyright Act (1968) and their commitment to adhering to the rules outlined in the Copyright Act (1968).


Licence consent


59. All entrants (or guardians) in the Boroondara Eisteddfod grant to the City of Boroondara a non-exclusive, personal, perpetual, royalty free licence in Australia in regard to performances at the Boroondara Eisteddfod, to:
- make recordings of all performances;
- edit, adapt and make copies of such performances in any media;
- broadcast, or otherwise publicly perform such recordings; and
- film the entrants’ likeness, image and voice.

60. These recordings are solely for archival or promotional and marketing purposes of the Boroondara Eisteddfod and City of Boroondara. No such recording or image may be on-sold for profit.
 If a participant does not wish to be filmed or photographed by the City of Boroondara, they can notify staff and any appropriate photographs or footage will be discarded.


Public recording, photography and filming


61. Flash photography will not be permitted during any Boroondara Eisteddfod performance.
62. Public audio or video recording of any Boroondara Eisteddfod event will not be permitted, including on smartphones or similar devices. City of Boroondara will not be held responsible for breaches of copyright by members of the public.


Privacy


63. By participating in the Boroondara Eisteddfod, the entrant consents to any personal information collected being used by the City of Boroondara for the purposes, or directly related purposes, of conducting the Eisteddfod.
64. The information may also be used to update Council’s customer databases to assist the City of Boroondara in discharging its functions or providing services. Participant names and section/s entered may also be used and disclosed in documents and webpages relating to the Eisteddfod, such as the Notice of Appearance and list of winners, as well as any printed collateral. Names and section/s entered may also be used for promotional purposes within media contexts.
65. The personal information collected will not otherwise be disclosed unless permitted or required by law. If the information is not collected, your entry to the Competition may be invalid. Requests for access to and/or amendment of personal information should be made to the City of Boroondara Arts Community Events Officer at eisteddfod@boroondara.vic.gov.au.


Complaints


66. Any comments or complaints with regard to the Boroondara Eisteddfod should be made in writing to the City of Boroondara Arts Community Events Officer at eisteddfod@boroondara.vic.gov.au within 14 days of the event.


Digital submission requirements


67. Performances must be made in a single, continuous shot. No edits are allowed in the submitted video. Any edits of the performance will result in the disqualification of the entrant.
Entrants may record as many takes as they wish, but only ONE may be submitted.
Note: Entrants will NOT be judged on the quality of the recording, they will only be judged on the quality of the performance.

68. At the start of the video, you must clearly state:
- Your name
- The section in which you are competing
- The name of the piece(s) you are playing.

Please note this introduction may be made by a parent or guardian. This introduction will NOT be judged by the adjudicators and will have no impact on the competitor’s score or report.  However, it is a requirement of entry.

69. If you booked an official accompanist for your performance, they will be available to record and send you a backing track to perform with. Please contact accompanists directly to arrange your backing track recording.
If you would like extra rehearsal time with your accompanist via video chat or phone, this can be arranged directly with the accompanist and they will bill you separately for this as applicable.

70. You must adhere to all current restrictions regarding social distancing. For further information please visit: dhhs.vic.gov.au/coronavirus.

 

ALL ENTRIES MUST BE RECEIVED BY 19/04/2021 5:00:00 PM (AEST)
7.1 Primary School Small Mixed Ensemble     Years K - 6

Date: Submissions Open - 12noon, Thursday 15 July Submissions Close - 5pm, Friday 16 July Reports Emailed to Entrants - Friday 23 July Winner Posted Online - Monday 26 July Registration Fee: $40 Time limit: 4 minutes Requirements: Music of own choice. Any combination of instruments, except for ensemble comprised of only strings. 4 – 14 performers. Prizes: $200, $120, $80 Adjudicator: TBC Participants who are either related to the adjudicator or have been taught privately by the adjudicator within 6 months prior to date of event are ineligible to participate in this section. Accompanist: There is to be no accompaniment, unless it is performed by a student as part of the ensemble. Teachers may not perform with their ensemble. Apart from the conductor, no other teachers are allowed on stage. Participants must have read the Frequently Asked Questions and agree to the General Rules before completing their registration. The submission link will be emailed to competitors on the day video submissions open.

Entry: $40.00
7.2 Primary School Large Mixed Ensemble     Years K - 6

Date: Submissions Open - 12noon, Thursday 15 July Submissions Close - 5pm, Friday 16 July Reports Emailed to Entrants - Friday 23 July Winner Posted Online - Monday 26 July Registration Fee: $40 Time limit: 6 minutes Requirements: Music of own choice. Any combination of instruments, except for ensemble comprised of only strings. Minimum 15 performers. Prizes: 1st – $300, 2nd – $180, 3rd – $120 Adjudicator: TBC Participants who are either related to the adjudicator or have been taught privately by the adjudicator within 6 months prior to date of event are ineligible to participate in this section. Accompanist: There is to be no accompaniment, unless it is performed by a student as part of the ensemble. Teachers may not perform with their ensemble. Apart from the conductor, no other teachers are allowed on stage. Participants must have read the Frequently Asked Questions and agree to the General Rules before completing their registration. The submission link will be emailed to competitors on the day video submissions open.

Entry: $40.00
7.3 Primary School String Ensemble     Years K - 6

Date: Submissions Open - 12noon, Thursday 15 July Submissions Close - 5pm, Friday 16 July Reports Emailed to Entrants - Friday 23 July Winner Posted Online - Monday 26 July Registration Fee: $40 Time limit: 6 minutes Requirements: Music of own choice. Orchestral string instruments only. Minimum 4 performers. Prizes: 1st – $300, 2nd – $180, 3rd – $120 Adjudicator: TBC Participants who are either related to the adjudicator or have been taught privately by the adjudicator within 6 months prior to date of event are ineligible to participate in this section. Accompanist: There is to be no accompaniment in this section. Participants must have read the Frequently Asked Questions and agree to the General Rules before completing their registration. The submission link will be emailed to competitors on the day video submissions open.

Entry: $40.00
7.4(Non-Competitive) Primary School Ensemble     Years K - 6

Date: Submissions Open - 12noon, Thursday 15 July Submissions Close - 5pm, Friday 16 July Reports Emailed to Entrants - Friday 23 July Winner Posted Online - Monday 26 July Registration Fee: $40 Time limit: 3 minutes Requirements: Music of own choice. Any combination of instruments. Minimum 4 performers. Eligibility: Ensembles cannot be registered for this event if they enter 7.1 – 7.3. Prizes: In non-competitive sections, there is no placing or prizes. Participants will receive a participation certificate and written feedback from the adjudicator. Adjudicator: TBC Accompanist: There is to be no accompaniment, unless it is performed by a student within the ensemble. Teachers may not perform with their ensemble. Apart from the conductor, no other teachers are allowed on stage. Participants must have read the Frequently Asked Questions and agree to the General Rules before completing their registration. The submission link will be emailed to competitors on the day video submissions open.

Entry: $40.00