GENERAL CONDITIONS FOR EISTEDDFOD

Please note that changes have been made for 2025 and read carefully.

ENTRIES:

1. Entries close Monday 7th April 2025. Entries must be submitted on the STARDOM online competition database on or before Monday 7th April 2025. All entries must comply with the general competition rules at the time of entry.
2. The age on the 1^st of January of the current year shall be deemed the age of the entrant.
3. For Education schools a tax invoice is generated upon entry and payment is to be made within 30 days. Schools need to put school email address when entering not teacher’s email.
4. Fees are payable to the City of Hamilton Eisteddfod. Competitors are not entitled to any refund of fees.
5. The Eisteddfod cannot be responsible for entries lost through failed electronic transmission or incorrectly submitted online via the STARDOM database. No entry will be accepted unless processed online with full payment.
6. A confirmation email will be sent to the competitor, and it is their responsibility to confirm all the details of the entry are correct. Responsibility for correct entry rests with the entrant.
7. Dates, session times and running sheets will be available on the Hamilton Eisteddfod website once the program is finalised.
8. When entering duets, duos or trios, the name of each competitor must be given at the time of entry or entries will not be accepted.
9. In Dance duos and trios, an entrant may enter more than once in the same section provided that a different genre of dance is performed.
10. No item (by a competitor or group) is to be performed again in another section.
11. Entries must be received before the advertised closing date and time. Late entries will only be considered when a written case is presented to the Executive outlining exceptional circumstances. Factors such as final timetable capacity and program deadlines will affect the Executive's decision. If accepted, late entries are subject to an additional late fee ($25.00 plus entry fee).  Adjustment to entries after the closing date will incur a fee of $10.

         ADJUDICATORS

12. Communication with the Adjudicator is prohibited during the competitions, whether by competitors, teachers or interested parties.

13. The Committee reserves the right to use a substitute Adjudicator in any section.
14. The Adjudicator's decision is final. The Adjudicator reserves the right to withhold any prize where insufficient merit has been displayed. No correspondence will be entered into.
15. Competitors who do not adhere to the conditions set out in the schedule for their section will not be eligible to receive prize money and/or trophies in that section.

        GENERAL ADVICE

16. Competitors must report to the Registration desk (located in the front foyer) prior to the start of each session in which they will compete (e.g. morning, afternoon or evening session.)

17. TIME LIMITS will be adhered to. In Music unless otherwise stated all time limits will be 4 mins. In Speech unless otherwise stated, all time limits will be 3 minutes. Dance time limits are outlined in the Dance Schedule. Performance time is taken from the start of correct music or if the dancer starts his/her routine on stage prior to the music. Competitors exceeding time limits for their section may be penalised.

18. DANCE & MUSIC: Competitors are not permitted to rehearse or practice on the Hamilton Performing Arts Centre stage or piano in the three days immediately before the commencement of the Eisteddfod. Any entrant or entrants not observing the condition will be automatically disqualified.

19. DANCE & MUSIC: If a competitor requests a “critique only” for a section that is a prerequisite for a Scholarship section they are not eligible for the Scholarship section. Requests to perform for a critique only must be approved by the Executive.

20. Competitors acknowledge that they compete at their own risk.

21. TUNING for instrumental group sections shall be allowed on stage, with curtains closed, for a maximum of 2 minutes for groups of less than 15 competitors, and a maximum of 5 minutes for groups comprising 15 or more competitors.
22. A stage plan is needed for all orchestral and band sections stating number of chairs, music stands required and layout. The plan is to be handed in at registration clearly labelled with Section and Competitor numbers.
23. All music sections require a notated music sheet for the adjudicator except for Modern Vocal, Animated Movie Vocal, Rock Bands and Original Compositions where a Lyric/Chord sheet may be sufficient.
24. A COPY OF EACH PIECE OF MUSIC, preferably a full score, not set parts, must be handed in to the Registration Desk for the Adjudicator before the commencement of the sessions for piano, instrumental, vocal, choral and electone. The copy is to be marked with Section Number and Competitor Number.
25. A student may enter in only two consecutive grades of Music in the current Eisteddfod.
26. Competitors are not permitted to repeat a piece that has received a 1^st placing in the previous year at the Hamilton Eisteddfod.
27. Sheet music provided must include a BAR NUMBER AT THE BEGINNING OF EACH LINE OF MUSIC. Competitors may write these on the sheet music by hand.
28. COPYRIGHT: Competitors must use original music or have permission from the relevant owners of copyright to make and use any copies of music in the Eisteddfod. If competitors use photocopied works or copies of sound recording, they must warrant they have secured permission from the relevant owners of copyright to make the photocopy or copy. The photocopy will be destroyed by the Eisteddfod committee after use. Schools may use “AMCOS” stamped photocopies as per AMCOS agreement. Each entrant will be required to complete Copyright permission Forms 1, 2 & 5 as part of the STARDOM online entry process. Hamilton Eisteddfod holds an APRA licence.
29. An OFFICIAL ACCOMPANIST is available. A fee of $12 will apply for each section. Entrants must use STARDOM online system to indicate they need the accompanist and pay at the time of entry. An accurate notated arrangement in the correct key be provided to the accompanist. All communication with the accompanist be through the Secretary or their representative.
30. Within the Music competitions recorded music may be used for Instrumental, Choral, Modern Vocal and Animated Movie Vocal sections. The Committee will provide equipment and staff to operate said equipment.
31. The use of microphones is not permitted with the exception of ALL Modern Vocal Sections, Animated Movie Vocal Sections and Jazz Ensemble Open.
32. For the purpose of the Hamilton Eisteddfod a concert band is a performing ensemble consisting of members of the woodwind, brass, and percussion families of instruments, along with the double bass or bass guitar. On rare occasions, non-traditional instruments may be added.

33. NOVICE: A novice is a competitor who has never won a first, second or third prize in any solo genre at any age level in any Eisteddfod as of the Hamilton Eisteddfod closing date for entries. (see General Condition 1). (That is if you have ever won a prize for dancing you are not a NOVICE for the purpose of our Eisteddfod)
34. Lyrical dance may include modern, and neo modern.
35. Dance- sections may be split if there are more than 18 entries.
36. Dance Troupes must contain a minimum of 5 dancers.
37. DANCE RESTARTS: A competitor who commences performing and stops is allowed one restart and will receive a critique but no official marks or placing (except when the wrong music has been played and the fault is quickly corrected). The restart will be allowed subject to adjudicator, safety and practical considerations.
38. Tights and knee pads are to be worn at the discretion of the teacher/choreographer in Lyrical, Contemporary, Jazz and Hip Hop sections.
    
39. When called on stage prior to starting a performance, Group/Troupe members must go straight to their start positions. There is no marking, blocking of troupes or rehearsal while waiting on stage.
40. Before the start of Championships/Scholarship sections (Classical, Jazz, Tap): entrants will be called to the stage 15 minutes before the commencement of the relevant session to place their dance. It is at the discretion of the entrant whether they take part in this.
    

41. A copy of the item to be performed must be handed into the secretary’s desk on registration. The item must be on an A4 piece of paper and clearly legible.
    
42. NO MICROPHONES to be used in Speech and Drama sections.
    
43. No replica weapons or blades allowed as props.
    
44. No lit candles or flames allowed as props.
    
45. Competitors should show consideration of age appropriateness of their chosen text.
    
46. Competitors and teachers must abide by copyright fair usage and appropriately acknowledge authors.
    
47. One chair and one small table will be provided for use on stage. In sections where competitors are allowed to use their own props (according to the Schedule), they must be handheld props only. No stage sets/backdrops allowed.
    
48. An ensemble is defined as 2 or more performers.

        RECORDING OF PERFORMANCES & MEDIA USE

49. The use of any digital devices including mobile phones, cameras or video cameras by members of the audience during competition is prohibited. Offenders may be removed from the auditorium. The Committee reserves the right to record, photograph, broadcast and /or telecast any part of the competition.
    
50. The Committee reserves the right to have present, on occasions, Media Photographers, or Official Photographers and to photograph items for the purpose of publicity and use such for promotional purposes at any time. Winners’ names may be made public to the local media.       

51. Authorised Photographers may be present to film the performances in order to offer these photos for sale to the parents or competitors. By entering the Hamilton Eisteddfod, you are agreeing to be recorded., broadcast, telecast, photographed or named according to Conditions 49,50 and 51.

      SAFETY AND STAGE RULES: A floorplan of the stage area is included in the General Conditions available on the Hamilton Eisteddfod website  

52. STAGE EFFECTS: Lighted candles, sparklers and other lighted flames are not permitted, nor any flammable props.
    
53. LIGHTING: The standard lighting rig at the PAC is used for all music, dance sections and Speech & Drama sections.
    
54. CURTAINS: The black draw curtain may be used only in Demi Character Solos, Duos & Trios and Troupes and only if the student/troupe has an accompanying adult to operate it. No front of stage curtain to be used.
    
55. SOUND: Competitors using recorded sound must upload the music to Stardom by a set date designated by the Committee. It is recommended that competitors also bring a backup of the recording on a device (e.g. phone, USB). Recorded sound may be used for all Dance sections. In Music sections, a backing track (instrumental only) may be used for Instrumental sections, Choral sections, Modern Vocal and Animated Movie Vocal sections (no other vocal sections are allowed to use backing tracks).
    
56. To obtain a teacher/coach pass to remain backstage, a current VIT (Victorian Teacher’s Registration) or equivalent or a Working With Children Check needs to be presented to the Secretary’s Desk for a pass to be issued. A limit of three teacher’s passes for each school will be allocated. The pass needs to be prominently displayed and will entitle the teacher to free admission to the auditorium. A coach’s pass will not entitle the holder to free admission to the auditorium. (A coach is an individual who is assisting a performer where no teacher is available.)
    

57. Parents (a maximum of two) requiring access backstage or side stage to assist their child in the backstage dressing room or with props, must prominently display a nametag issued by the school, clearly stating the parent's name and school. Parents are only permitted to remain backstage or side stage during their child's performance (unless they have been granted a coach's pass. See General Condition 56.)

58. The Committee reserves the right to cancel or otherwise amend sections if insufficient entries are received.
    
59. The decision of the Committee in all questions and disputes arising out of or not provided for by these conditions shall be final. All entries are received subject to this proviso and shall not be subject to any appeal at Law.
    
60. Excluding the Competition Schedule and Running Sheet, the copying by any means of any Hamilton Eisteddfod Inc. publication is not permitted without the written permission of the Committee.