2021 Music Festival Syllabus

1. The Festival is operated and under the authority of the Rotary Club of St. Thomas Foundation and its Music Festival Committee.

2. Inquiries: Before or during festival week begins: questions, about the rules, entry form, session, classes, fees, etc., must be submitted to the Festival Committee Personnel:

   For questions please contact the appropriate person:

   • Vocals - Hilary Greer (519)-520-4986
   • Piano - Gerald Vreman (226)-678-7141
   • Bands, Instrumental, Strings - Rosemary Charlton (519)-860-4237
   • Choirs - Theresa Ginther (226)-926-7147
   • Online Registration - Marg Nichol (519)-631-7455
   • General - Frank Exley (519)-633-2636
   • Program/Scheduling - Ian MacArthur (226)-919-7041
   • Contributions, gifts, scholarships - Rosemary Charlton (519)-860-4237
3. All matters not dealt with in these rules shall be submitted to Festival Committee whose decisions on such matters shall be final and binding on all concerned.

Important dates for the 2021 Festival:

Registration opens - Oct 22^nd, 2020
Registration closes - Dec 11^th, 2020
Program online - Jan 18^th, 2021
Online performance submissions accepted - January 22^nd, 2021
Online performance submissions closed - February 8^th, 2021
Results of Online Submissions - February 22^nd, 2021
Online Major Awards Competition - February 26^th, 2021 (time to be determined)
 

4. All competitions shall be open to amateurs only.
   1. For the purpose of these competitions, an amateur shall be defined as: "any person whose principal means of livelihood is not obtained from the professional practice or teaching of music, even though he/she may from time to time accept remuneration for musical services rendered."
   2. An exception allowed for a professional who is a bona fide member of a choir, choral society, and group of singers, orchestra or band provided that the other members are amateurs and the group itself is amateur.
   3. This rule does not apply to accompanists or conductors
5. Where age limits are specified, participants must be of the prescribed age on the first day of January in the year of the festival to be entered.
6. University music performance majors must only enter classes at the open level.
7. Participants may enter as many classes as they wish, providing that age restrictions are strictly observed.
8. Participants may not appear more than once in any one class. (i.e. perform as a part in two duets or ensembles in the same class).

11. The Festival Committee recommends that test pieces in all solo classes be played or sung from memory. This will give the impression of superior preparation and provide a more polished performance. However, all participants must perform solo pieces by memory in Open Classes and Rose Bowl Competition.
12. In piano and instrument classes: repeats are to be omitted unless otherwise specified.
13. All participants selected to represent our festival at the Provincial Finals will be required to perform from memory as required by the provincial rules.
14. No performer, nor any persons acting on their behalf, is allowed to have any contact by any means with an adjudicator regarding "Test Pieces" before, during or after the festival.
15. All test pieces in solo classes must be performed in the prescribed key except where stated. In vocal classes where candidates are 20 years and under, the keys may be transposed up or down one tone, provided the adjudicator is advised before the class begins. However, in classes where any standard editions are used, only the printed key may be used. Folk songs and Broadway songs may be performed in any key suitable to the candidate's vocal range.
16. Choral and vocal numbers may be sung in either the original language or English, as long as the adjudicator is advised in writing before the start of the class.
17. On the entry form the class number, title, composer, and playing time must be indicated for all OWN CHOICE selections to ensure processing. Playing times are crucial for scheduling.
18. Participants must not exceed the time limit stated in the syllabus. The adjudicator may stop any participant who exceeds such limit.
19. In ALL Classes the participant must provide an authorized legal copy of the music (conductor's score where applicable) for the adjudicator's use. This will be given to the adjudicator's secretary immediately preceding the respective competition and received from the secretary immediately following the competition.
20. A piece that has been selected as a test piece may be used only in that class.
21. A participant may not perform the same test piece in more than one class at the same festival.
22. Questions regarding song selection, grade eligibility, transposition, arrangements, accompanist, please contact Hilary Greer at 519-520-4986.

26. Each contestant must submit online a completed entry form with all required information for each class entered. Correct spelling of the accompanist and teacher's name; address and phone number is required.
27. Entry fees will not be refunded, except where the entry is rejected by "The Board". Participants desiring to withdraw their entry should contact the Festival Office as early as possible. Failure to participate in all classes entered and programmed may influence the awarding of Awards.
28. Online registration (https://vdmfestival.com/StThomas/Account/Login.aspx) begins on October 22^nd, 2020. The deadline for registrations (online*or by mail) is Friday December 11th, 2020 registration. Entries after Friday, December 11th 2020 WILL NOT BE ACCEPTED.

Due to the ongoing Public Health situation, all entrants will be adjudicated via recorded entries. The preferred format would be YouTube submissions in the best quality available. The entries must be unedited, but you are allowed to make multiple recordings and pick your best/favourite.

Submission dates for these entries is from January 22^nd, 2021 to February 8^th, 2021. Reminder notices will be sent, and a email address provided to return the YouTube link to.

For best practices, we recommend the same as video meetings. Here (https://www.theverge.com/2020/4/8/21202907/zoom-tips-video-call-lighting-audio-look-your-best) are some tips from the professionals on recording. No bright lights behind the entrant, no distracting backgrounds etc.

The following are the piano requirements and recommendations:

Both the entrant and keyboard must be visible. Posture, hand positioning, finger movement etc. will be adjudicated. The recommended video format is landscape vs portrait to maximize the adjudicated items.

Any concerns regarding these criteria please contact piano head
Gerald Vreman
(226)-678-7141

The following are the vocal requirements:

All vocal solo entries (including duets, trios & small ensembles etc.) must enter using the pre mentioned on line format. Performances by singers must be recorded in live audio & visual form, memorized & use appropriate LIVE not prerecorded accompaniments. For Broadway, musical theatre or animated categories, costumes, props and simple choreography may be used as appropriate in a live performance setting .

Any concerns regarding these criteria please contact vocal head
Hilary Greer
519-520-4986

All copyright music is protected under law and is the property of the composer or agent and of the publisher. Unauthorized photocopies are illegal and cannot be accepted or used during the festival. Copyright music may not be performed in any manner or variation without permission of holders of copyright. It is the responsibility of the student or teacher to apply to the publisher or composer for such permission. Performers must be able to produce proof of authorization if asked by the Adjudicator, or other festival officers. Failure to show proof when required may result in the immediate removal of the registrant from the class.

29. The participant's online Admission Form showing the date(s) and time(s) of the entrant's competitions is available for every participant and is available for the teacher. The admission form serves as the admission ticket for the participant and their accompanist, ONLY! * NOTE: if conflicts appear, it is the responsibility of the participant or teacher to notify the festival office to seek a solution.
30. Each participant must supply his/her own accompanist.
31. A participant may be disqualified if he/she is not ready to compete within 10 minutes of being called. A class will not be delayed to accommodate latecomers, but the adjudicator's secretary may change the order of performance in a class to accommodate those who have been competing at other locations.
32. A chord may be given on the piano at the beginning of each piece of unaccompanied music.
33. At the discretion of the adjudicator, two or more participants awarded the highest marks in their class may be selected to compete in a final test.
34. The Festival Committee reserves the right to appoint additional or substitute adjudicators.
35. After registration is closed, all entries posted online will be available online by January 18^th, 2021. The program will print off individual confirmation letters for entrants showing: location, sessions, class times, and order of appearance in the class.
36. Class number and entrant number will be available at the front of the auditorium.
37. Sessions will begin at the appointed times, but class times may adjust as required due to previous classes running longer than anticipated. In the event of changes or delays entrants will be notified if possible. It is expected that all personal schedules must be sufficiently flexible to accommodate late changes.
38. It is the responsibility of the festival team in each session to maintain order and to try to ensure that no person disrupts a performance. No admission to the auditorium will be permitted during a session.
39. Each entrant will be called to perform at the discretion of the adjudicator.
40. Adjudicators are professionals in their respective fields and are expected to draw on their knowledge and experience to carry out their duties. No person is allowed to directly challenge any decision of any adjudicator. Any questions or challenges may be brought to the attention of the Festival Chair.
41. No person has the legal right to photograph or record any person without first obtaining written consent. Once permission is obtained, it must not cause disruption or distraction for the performer(s). It is the responsibility of the person photographing and recording to know and comply with all laws.
42. Each participant will receive the adjudicator's written report.
43. Awards will be presented in accordance with the Official Award List, subject to revision at the discretion of the Scholarships Committee.
44. Awards are presented to participants who, in the opinion of the adjudicators, not only perform well but also demonstrate the most potential for future musical development.
45. Award payments will be made by cheque directly to the Award winners.
46. All Awards are presented at the absolute discretion of the Scholarship Committee following the recommendations of the adjudicators.
47. A participant will be eligible for only ONE Award per discipline, except for the Special Competitions.

50. Every entrant who completes the required performance in a class listed in the current syllabus will receive a certificate bearing a seal of the colour appropriate to the results assigned by the adjudicator.
51. Selection of winners of cash awards, scholarships, plaques and trophies will be made following the close of Festival Week, and will be presented at the Keynotes Concert if held.
52. Winners are selected through the procedures established by the Festival Scholarships and Awards committee. Participants in the classes designated for eligibility in one of the four major competitions will be notified as quickly as possible that they have qualified for the competitions to be held on the closing night of the Festival or a time selected by the St. Thomas Rotary Music Festival.
53. Scholarship cheques must be cashed within a reasonable time, and should not be allowed to lapse beyond the time allowed by banks.
54. A replacement cheque may be issued by the Foundation treasurer upon application of the award winner or agent, but no replacement cheque can be issued after the start of the next festival.
55. Winner of one of the major competitions may not compete a second time for the same award but may compete in any class in any other discipline.
56. In the event of a participant qualifying for more than one scholarship, or of two or more participants qualifying for the same scholarship, the Scholarship committee will determine which scholarship(s) to award, based on established awards criteria.
57. For the purposes of selecting scholarship winners, for clarification of qualifying levels:
    1. Junior means under 14 years of age
    2. Intermediate means over 14 to 19
    3. Senior means any age above 19

The criteria for awarding many scholarships have been set by the donors, and are subject to change, at the request of the donor. Undesignated scholarship funds, held in trust by the foundation, may be divided or combined to create more awards of equal value, or awards of values greater than the smaller donations.

58. Competitions will be online through arrangements by the Festival Committee.
59. The selection committee will distribute a program for the major competitons once participants are determined.
60. Challenge shields and trophies should be returned to the festival no later than festival week.

Rose Bowl - This scholarship is a onetime award

Vocal entrants to qualify for the final competition he/she must have performed in at least two of the designated Open Classes, must have achieved a mark of not less than 85% in at least one of those classes, and must perform the Test Piece from the winning class.

Silver Tray - This scholarship is a onetime award

Piano entrants to qualify for the final competition he/she must have performed in at least two of the designated Open Classes, must have achieved a mark in at least one of them of not less than 85%, and must perform the Test Piece from the winning class.

Stephanie Leung Memorial Scholarship - This scholarship is a onetime award

Piano participants to qualify for the final competition he/she must have performed in at least two Open classes in Section 2 or 3 of the Group A piano section, must have achieved a mark in at least one of them of not less than 85% and must perform the Test Piece from the winning class.

Harry Vreman Memorial Scholarship

Piano participants to qualify for this scholarship, must have performed in at least two open classes in Section 14 or 27 of the Group A piano section, must have achieved a mark in at least one of them of not less than 85% and must perform the Test Piece from the winning class.

Tom Cunniffe Scholarship - This scholarship is a onetime award

1. To qualify, participants in the instrumental competition must have competed in at least one high age/grade level Open class, and if there is only one class listed for that instrument in each level, the participant must have performed in the most senior class. Each entrant must have achieved a mark of not less than 85% in their class and must perform the Test Piece in the winning class.
2. If no participant has qualified under the above instruments criteria, the Selection committee is authorized by the sponsor to open the competition to intermediate and senior vocal performers, under following criteria.
3. Entrants in the Silver Tray major competition are not eligible for this award. For this competition highest scores will be a factor but not necessarily the only criteria used in selecting participants. Stage presence and entertainment talent may be a determining element. The committee reserves the right to ask the Vocals adjudicator to assist in the selection of participants during the festival week competitions, on the understanding that instrumental performers will be considered first before vocal qualifiers are notified.

Kiwanis Performance Scholarship for Bands.

Established by Frank and Cheryl Exley, this scholarship is awarded to each band performing in the Festival, to offset costs such as transportation and sheet music.

Harrington-Catchpole Scholarship

This award will be presented to a student who has performed in at least 2 classes in the strings section, must have achieved a mark in at least one of them of not less than 85% and must perform the piece from the winning class during the final competition at the major awards evening.

Alumni Scholarship

These entrants will each be a past winner of a Rose Bowl or Silver Tray competition or a Strings major competition. The festival year in which the major award was won is open, but the participant must be prepared to authenticate the year of her/his award. One scholarship will be awarded, and in the event that we have more than one entrant, the award will be shared.

The Durkee Alumni Scholarship

Competition is open to participants in Brass or Woodwinds who have previously won the Tom Cunniffe Scholarship. It is the responsibility of the Alumni registrant to inform the committee on the registration form of his/her wish to compete, and to provide proof of eligibility. No candidate will be allowed to perform who has not given adequate notice in advance.

Scholarships will usually be awarded to participants who receive high marks, but in some instances may not necessarily be to the highest in a class, if in the opinion of the Awards committee a particular entrant shows most promise in performance and presentation in one or more of the musical disciplines. The committee reserves the right to ask the adjudicator for recommendations.

Doris Evans Award

This new award is for participants in piano and another area of competition. Two awards of $1000.00 will be given. Further details about this award will be finalized soon by the Rotary Foundation at which time the information will be added to the Rotary Club of St. Thomas web site.

The value of scholarships and number to be awarded may vary from past years. The Scholarships and Awards Committee will consider the recommendations of the adjudicators and review the amount of funds available from returns on investment of Trust Funds, and on the donations for scholarships received from the community and will set the guidelines for Scholarships accordingly.

All teachers, parents and students are forbidden from approaching any adjudicator at any time during or following the festival with the intent to debate an outcome or an award.  Anyone violating this directive will be removed from the class and forbidden from attending any other classes for the duration of the festival.  All complaints must be submitted in writing to “The Festival Committee” which will deal with the complaint.  All decisions by The Festival Committee will be final and not open to further debate.  It must be accepted that the appeal of the festival is found in the “spirit” of the event and not necessarily the detailed analysis of all outcomes.  Award choices by adjudicators can be motivated by potential and a perceived need for encouragement and not necessarily on marks and placements alone. There must be a place for the subjective in the arts.

ENTRY FORM

The electronic Registration Form is available online on October 22^nd, 2020. PAYMENT is required online. Once the electronic registration and confirmed payment is complete, a print-out of the electronic registration for each class will be available.

Web Site:  https://www.rotarystthomas.org

PRINTED FESTIVAL PROGRAMS

Programs are available in advance by downloading and printing the online program after January 18^th 2021.

MUSIC

When ordering music, please allow at least 6-8 weeks for delivery, as music is frequently out of stock and may need to be specially ordered. 

It is unlawful to copy any portion of music or text without authorization from the copyright holder. To do so is a violation of the Canadian Copyright Act. It is unfair to deny the author/composer just recompense for work that may represent years of effort. Photocopying of copyright music for the purpose of performance is illegal. No photocopies, or computer- generated copies will be allowed in this Festival in any case whatsoever, unless they show legal authorization by the publisher.

MUSIC SELECTIONS

Sections One, Two and Three - Please note –unless a class specifies music selections, entrants in these sections are free to use music from any planned concert or public performance already in rehearsals and in progress for the current year, and will not be required to prepare other pieces in addition to work already underway, provided that the selections follow all other criteria. Adjudicator must be provided with appropriate written music.