Rules & Policies

SUTTON MUSIC FESTIVAL 2021

FESTIVAL RULES – Please read carefully

1. ELIGIBILITY
Except where otherwise indicated (e.g. that a class is OPEN) only AMATEURS and not
professionals may enter the competitions.
A Professional is defined as one who derives, or has derived, the major part of his or her
living from performing or teaching the instrument or voice concerned. Open classes, shown
in each section of the syllabus, are open to all candidates whether professional or amateur.
No competitor may take part more than once in the same class, except on a different
instrument.

2. AGE LIMITS
Where age limits apply, they will be strictly adhered to; such age to be reckoned as at
SEPTEMBER 1st preceding the Festival. Proof of age must be provided if requested.

3. ENTRIES, ENTRY FEES AND ADMISSION CHARGES
Entries to be made online by following a link from our website
www.suttonmusicfestival.org.uk by 1st October 2021

Fees are not returnable.
The Committee reserves the right to refuse entry.
ADMISSION: An additional charge has been made to all entry fees to provide for
admission to the classes for family and friends. There will be no further charges at the venue
during the competition.
LATE ENTRIES WILL NOT BE ACCEPTED
NO SWITCHING OF CLASSES OR CHANGES TO THE PUBLISHED TIMETABLE
WILL BE PERMITTED

4. MARKING
Marks will be awarded in ALL sections and entrants placed in one of SIX categories as
an indication of their achievement.

MARK CATEGORY

90 or higher Outstanding
87 to 89 Distinction
84 to 86 Very good
80 to 83 Good
75 to 79 Satisfactory
Up to 74 Participant
Certificates will be awarded for each category

5. AWARDS
Trophies and Prizes will be awarded at the discretion of the adjudicator and only
where a minimum mark of 87 (Category of Distinction) has been achieved.
In classes where a minimum mark of 87 (Category of Distinction) has been achieved
medals will be awarded as follows:
• A First Prize gold coloured medal will be awarded to the first placed performer,
provided that a minimum mark of 87 (Distinction) has been achieved, with a Second
Prize silver coloured medal awarded to the second placed performer, provided there
are FOUR or more performers in the class and a minimum mark of 84 (Very Good) has
been achieved.
• In classes with three or fewer performers, a second prize medal will not be awarded
unless warranted by exceptional circumstances.
• Split classes will carry separate medal awards but only one overall trophy, where
relevant.
The Piano Bursary may not be won by the same competitor in two consecutive
years. Where, by reason of this ruling, the top qualifier is barred from competing in
the final bursary class, the next to qualify in the class will compete instead, provided
their marks total 170 or over in the two classes involved.

6. MUSIC
Editions: The prescribed editions of music and key, where specified, must be used.
Repeats: No repeats (apart from Da Capo) are to be performed unless specified.
Accompaniment: If a selected piece has been composed and published with an
accompaniment, it must be performed with that accompaniment in order to qualify
for adjudication. Recorded accompaniments are not permitted.
Own Choice: Title, composer and performance time must be stated on the entry
form at the time of entry. Only notated items may be offered unless otherwise
specified in Jazz/Improvisation classes. Set pieces in this syllabus may not be
offered in Own Choice classes, and no item may be included in more than one
class. Any change of piece must be notified to the relevant Section Secretary before
1 October. The adjudicator will take into consideration the artistic merit of self-
chosen pieces, i.e., whether the standard of music etc. is worthy of the class in which
it is to be performed. Where the chosen piece fails to meet the designated criteria for
a class, the competitor will not be considered for a place amongst the winners and
their mark/category may be withheld. In all cases of Own Choice, a copy of the piece
selected must be provided to the adjudicator at the time of competing. Please do not
send music to the Section Secretary unless requested.

7. PERFORMING RIGHTS
This Festival has entered into an agreement with the Authors’ Licensing and Collection
Society. This 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.
Performers and teachers should know that this will ensure authors are directly
reimbursed as a consequence of their works being performed. Duologues and group
dramatic items are not covered by this agreement and copyright for these items must
be sought by performers at the time of entry. Solo 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 or gender of the character.

8. PHOTOCOPIES
Photocopies will not be accepted except in the following circumstances: when an
Own Choice work is selected from a publication containing several different works
and is not available separately, one copy may be made for the use of the
adjudicator provided that the performer has already purchased his/her copy. The
photocopy will be retained and destroyed by the Festival immediately after the event.

9. TIME LIMITS
These, where set, will be strictly adhered to. Any performers who overrun the time will be
stopped and will not be considered for a place amongst the winners. Their mark/category
may also be withheld. It is not acceptable to offer only part of a movement or piece.

10.TIME OF COMPETITION
Notice of the time of competition will be sent to every competitor at least one week before
the Festival. If by then no notice has been received, an immediate enquiry should be sent
to the relevant Section Secretary. Alternatively, telephone the Festival helpline 07516
989924.

11.PRIZEWINNERS’ CONCERT
On the recommendation of the adjudicators, selected Prizewinners will be invited to
perform in the Prizewinners’ Concert. They will be notified in writing after the
completion of the competitions in each Section.
Cups and Trophies will normally be presented from the platform at the Prizewinners’
Concert. They cannot be sent through the post or by courier services, if the recipient
is unable to collect them at the Concert.
CUPS AND TROPHIES AWARDED IN 2021 WILL BE HELD FOR 11 MONTHS ONLY.
THEY SHOULD BE RETURNED IN PERSON IN THEIR BOXES AND IN A PROPERLY
CLEANED CONDITION ON OR BEFORE 14
th OCTOBER 2022. For further information
please contact the Trophies’ Secretary (trophies.SMF@gmail.com).

12. COMPLAINTS
Complaints should be made in writing to the Chairman within seven days of the end of the
Festival.

13. SAFEGUARDING
The Festival aims to provide a safe environment for everyone who enters the event.
Please refer to our Child Protection Policy and Creating Safer Festivals for Everyone,
published on our website https://www.suttonmusicfestival.org.uk/rules-policies

14.PHOTOGRAPHY
Please refer to the PHOTOGRAPHY AND FILMING POLICY published on our website:
https://www.suttonmusicfestival.org.uk/rules-policies
MOBILE PHONES MUST BE TURNED OFF IN THE PERFORMANCE AREAS AT ALL
TIMES. THE USE OF LAPTOPS, TABLETS AND ALL FORMS OF SOUND AND PICTURE
RECORDING IS STRICTLY PROHIBITED IN THE PERFORMANCE AREAS
THROUGHOUT THE DURATION OF THE FESTIVAL.

15. PRIVACY
Please refer to the PRIVACY POLICY published on our website
https://www.suttonmusicfestival.org.uk/rules-policies

SUTTON MUSIC FESTIVAL 2020

FESTIVAL RULES – Please read carefully

1. ELIGIBILITY

Except where otherwise indicated (e.g. that a class is OPEN) only AMATEURS and not

professionals may enter the competitions.

A Professional is defined as one who derives, or has derived, the major part of his or her

living from performing or teaching the instrument or voice concerned. Open classes, shown

in each section of the syllabus, are open to all candidates whether professional or amateur.

No competitor may take part more than once in the same class, except on a different

instrument.

2. AGE LIMITS

Where age limits apply, they will be strictly adhered to; such age to be reckoned as at

SEPTEMBER 1st preceding the Festival. Proof of age must be provided if requested.

3. ENTRIES AND ENTRY FEES

Entries to be made online by following a link from our website

www.suttonmusicfestival.org.uk by 1st October 2020, followed by Video recording

submission by 31st October 2020.

Fees are not returnable. The Committee reserves the right to refuse entry.

LATE ENTRIES WILL NOT BE ACCEPTED

NO SWITCHING OF CLASSES PERMITTED

4. MARKING

Marks will be awarded in ALL sections and entrants placed in one of SIX categories as

an indication of their achievement.

MARK CATEGORY

90 or higher Outstanding

87 to 89 Distinction

84 to 86 Very good

80 to 83 Good

75 to 79 Satisfactory

Up to 74 Participant

Certificates will be awarded for each category

5. AWARDS

There will be no award of trophies or prizes this year. Where there are Four or more

performers in the class, we will publish the names of first and second place entrants

provided that minimum marks of 87 (Distinction) and 84 (Very Good), respectively,

have been achieved.

6. MUSIC

Editions: The prescribed editions of music and key, where specified, must be used.

Repeats: No repeats (apart from Da Capo) are to be performed unless specified.

Accompaniment: If a selected piece has been composed and published with an

accompaniment, the recording may comprise the entrant either playing with an accompanist

or using a recorded accompaniment.

Own Choice: Title, composer and performance time must be stated on the entry form at the

time of entry. Only notated items may be offered unless otherwise specified in Jazz/

Improvisation classes. Set pieces in this syllabus may not be offered in Own Choice

classes, and no item may be included in more than one class. Any change of piece must

be notified to the relevant Section Secretary before 1 October. The adjudicator will take into

consideration the artistic merit of self-chosen pieces, i.e. whether the standard of music etc.

is worthy of the class in which it is to be performed. Where the chosen piece fails to meet

the designated criteria for a class, the competitor will not be considered for a place amongst

the winners and their mark/category may be withheld. In all cases of Own Choice, a copy

for the adjudicator of the piece selected must be uploaded with the video recording.

7. PERFORMING RIGHTS

This Festival has entered into an agreement with the Authors’ Licensing and Collection

Society. This 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. Performers and

teachers should know that this will ensure authors are directly reimbursed as a consequence

of their works being performed. Solo 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 or gender of the character.

8. PHOTOCOPIES

Performers and accompanists should always use a printed copy when recording entries

and it is the performer’s responsibility to observe this rule. Performers will also be asked

to upload a copy of their score, or script, with their recording. This is the equivalent of

taking a photocopy for the adjudicator to use and adjudicators will be asked to delete this

copy immediately after viewing the recording.

9. TIME LIMITS

These, where set, will be strictly adhered to. Time limits apply to the length of piece/

pieces to be performed (not the duration of the video recording) and where set, will be

strictly adhered to by the adjudicators. Any performances that overrun will not be

considered for a place amongst the winners and their mark/category may be withheld.

It is not acceptable to offer only part of a movement or piece.

10. TIME OF COMPETITION

Adjudication of recorded entries will take place between 14 and 29 November 2020.

Mark sheets and certificates will be forwarded to entrants by email by 6 December 2020.

11. PRIZEWINNERS’ CONCERT

There will be no Prizewinners’ Concert in 2020.

HOWEVER, CUPS AND TROPHIES AWARDED IN 2019 SHOULD BE RETURNED

IN PERSON IN THEIR BOXES AND IN A PROPERLY CLEANED CONDITION

ON OR BEFORE 15th OCTOBER 2020. For further information please contact the

Trophies’ Secretary (trophies.SMF@gmail.com).

12. COMPLAINTS

Complaints should be made in writing to the Chairman by 14 December 2020.

13. SAFEGUARDING

The Festival aims to provide a safe environment for everyone who enters the event.

Please refer to our Child Protection Policy and Creating Safer Festivals for Everyone,

published on our website https://www.suttonmusicfestival.org.uk/rules-policies

and please note the following additional provisions adopted for this year’s Virtual

Festival. These also cover aspects relevant to our Photography/Filming and Privacy

policies.

• Permission given by parents /guardians of entrants under 18 (and vulnerable adults as

part of the entry process will constitute allowing a video performance to be used for the

purpose of adjudication

• The posting of video performances to be marked by an adjudicator will constitute

authorized use of photography.

• Videos will be held securely in the Festival’s Dropbox account and will be accessible, by

invitation via a secure link, only by adjudicators and Festival staff involved in processing

entries.

• Videos and electronic copies of music and scripts will be deleted from our account two

weeks after the completion of the adjudication – i.e. by 19th December 2020

• Specific permission will be sought from entrants as well as parents/guardians of those

under 18 (or vulnerable adults) for any performances to be viewed on the website, after

the Festival. Where permission has been obtained, performers under 18 will not be

identified publicly by name and the performances will remain available for viewing until

the 2021 Festival.

14. RISK ASSESSMENT

It is the responsibility of the host of the location at which the recorded performance takes

place (at home, teaching studio, or other) to ensure that the space used is appropriate for

the performance and is free from any Health and Safety risks such as trip hazards. The

Festival will not be responsible or liable for any injury that may occur because of a video

performance being made.

15. INSURANCE

Insurance is the responsibility of the parent or teacher, depending on the location

of the recording.

16. PHOTOGRAPHY

please refer to the PHOTOGRAPHY AND FILMING POLICY published on our website:

https://www.suttonmusicfestival.org.uk/rules-policies and to the additional provisions

under SAFEGUARDING above.

17. PRIVACY

please refer to the PRIVACY POLICY published on our website

https://www.suttonmusicfestival.org.uk/rules-policies and to the additional provisions

under SAFEGUARDING above.

2020 Sutton Music Festival

 

Guidelines for Videos

Contents

Foreword

1.0            How and when to Enter the Festival

2.0            Recording Conditions and Camera Positioning

3.0            Technical Requirements

4.0            Safeguarding

Foreword

These guidelines are set out in four sections:

*              To tell you how and when to enter and when to submit videos.

*              To give advice on how to create your videos and recordings and what we need to see and hear and to encourage all entrants to achieve the best possible conditions.

*               To explain all of the technical information required to ensure compatability with our equipment.

*                To explain our Safeguarding arrangements in respect to your video recordings.

1.0            How and When to Enter the Festival

1.1        To enter the festival please go to the Entries tab on our website www.suttonmusicfestival.org.uk where you will find an On-line entry link. This link will take you to the Run My Festival website which we use for the administration of the festival.
1.2        Entries to the festival will be accepted from the 1st September 2020 and the closing date for entries will be on the 1st October 2020.

1.3              After entering your class(es) you will be sent an automated confirmation e-mail along with our Drop Box address for submitting your videos.

1.4            The video must be recorded between the 1st September and 31st October 2020.

1.5            The last date for submission of the video/recorded evidence is 31st October 2020.

 

2.0          Recording Conditions and Camera Positioning

2.1          You can have someone recording your performance and operating backing tracks.

2.2           The video must be filmed all in one take and must not be several takes edited together. This also applies to cases where the performer has more than one piece to play in that class. If you are entering more than one class, please submit separate videos.

2.3             Please ensure that the room you use is quiet and that there are no disturbing background noises. Turn your device to airplane mode to avoid phone calls and notifications spoiling the video. Make sure that the recording devices’ microphone is unobstructed.

2.4       Please ensure that the device you use to record the video is kept steady and does not move during the performance. Use a tripod if possible or place the device on a table to keep it still.

2.5     Please also ensure the room is well lit and does not have either dark shadows or very bright lights that obscure the Adjudicators view of the performer. Face towards the light so that you can be clearly seen and do not have very bright lights behind you.

2.6       Position the camera so that you can be clearly seen and do not let objects like your music stand obscure the Adjudicators view of your performance.

2.7      Where possible, the camera should be positioned at the performer’s eye level, to ensure that the viewing angle does not restrict the Adjudicators view of the performance.

2.8        For Stringed Instruments, the camera should have a clear view of your face, bow and hands.

2.9     For Woodwind and Brass Instruments, the camera should have a clear view of you and your whole instrument.

2.10      For Piano, the video should be filmed in landscape mode so that both the performer and the keyboard are clearly visible and both hands should be in the frame. The whole instrument need not be seen but the full range of keys used in the piece should be in view.

2.11     Where only a Digital Piano is available, this will be accepted, providing it is full size with a weighted touch and is capable of playing the pieces being performed (for example, you have a sustain pedal if you need one and it has enough keys without having to change octave etc).

2.12    For Vocal and Speech & Drama, an on-camera view is recommended, with the performer’s whole body in view. If your performance includes movement, make sure t you stay in vision during the entire performance.

2.13     If using an Accompanist, performers should have eye contact with the accompanist during the performance. The camera angle should focus on the entrant, the accompanist does not need to be in view.

 

3.0         Technical Requirements

3.1          Ensure that the performer can be seen clearly and that the sound is clear and not distorted. We recommend that you do a test recording.

3.2        Ensure that and backing tracks or accompaniments can be clearly heard and that the sound levels are balanced.

3.3     Performers should announce the class number, their first name, the title of the piece and the name of the composer or author. at the start of the recording.

 

Recording Device & Software

3.4 The video can be made using any Smartphone, Tablet Computer, PC, Laptop or Video Camera that can produce video in 720 HD or above. Software that produces any of the following video file types will be acceptable:

.MOV  or  .MP4

3.5     As an electronic copy of the music or text you will be using is also required the following file types will be accepted:

.JPEG  or  .PNG for Music and .DOC/DOCX or PDF for Text

 

Video Recording Mode

3.6         If you are able to, switch the recording mode on your device to 720 HD. This is adequate for the Adjudicator to assess your performance but allows for smaller file sizes to make uploading to our Dropboc account easier.

 

Resizing your Video

3.7         If your file is recorded in a mode other than 720 HD there are several websites that are available that can resize a video. Some are listed below:

NCH Software (nchsoftware.com)

For iPhone/iPad/iOS Compress Video & Resize videos:

apple.com/us/app/compress-videos-resize/id1473857051

For Android Devices use Video Transcoder

google.com/store/apps/details? Id=protect.videoeditor

Miro Video Converter for Mac or Windows

For Mac:    www.mirovideoconvertyer.com/download_osx.html

For PC:      www.mirovideoconvertyer.com/download_win.html

 

Labelling your Video File

3.8            You should rename your video file with the festival class number and your name. This will make it easier for us to send the video to the appropriate adjudicator.

e.g.    123 John Smith

 

Uploading your Video to the Sutton Music Festival Dropbox Account

3.9              After you have made a festival entry, we will send you confirmation by  e-mail and include a link to our Dropbox account. This will request that you upload a video.

3.10           You must also send an electronic copy of the music or script that you are performing to our Dropbox account. Please rename the file with your class number and name.

 

4.0    Safeguarding

4.1     Permission given by parents/guardians of entrants under 18 (and vulnerable adults) as part of the entry process will constitute allowing a video performance to be used for the purpose of adjudication.

4.2     The posting of video performances to be marked by an adjudicator will constitute authorised use of photography.

4.3      Your videos will be held securely in our Dropbox account and only people given a link to them will be able to access them. This will be limited to the Adjudicator and one or two members of the Sutton Music Festival committee who will be administering the festival.

4.4     Videos and electronic copies of music and scripts will be deleted from our Dropbox account two weeks after the completion of the adjudication – i.e. by 19th December 2020.

4.5    WE would like to put some of the best performances on our website for general viewing after the festival finishes. Entrants or Parents or Guardians of entrants will be specifically asked whether or not they grant permission for the video to be used on the Sutton Music Festival website.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SUTTON MUSIC FESTIVAL 2019 – FESTIVAL RULES

 

  1. ELIGIBILITY –

Except where otherwise indicated (e.g. that a class is OPEN) only AMATEURS and not professionals may enter the competitions.

A Professional is defined as one who derives, or has derived, the major part of his or her living from performing or teaching the instrument or voice concerned.

Open classes, shown in each section of the syllabus, are open to all candidates whether professional or amateur.

No competitor may take part more than once in the same class, except on a different instrument, or in duet or ensemble classes where a different piece must be performed with a different partner.

  1. AGE LIMITS –

Where age limits apply, they will be strictly adhered to; such age to be reckoned as at SEPTEMBER 1st preceding the Festival.  Proof of age must be provided if requested.

  1. ENTRIES, ENTRY FEES AND ADMISSION CHARGES –

Fees are not returnable. The Committee reserves the right to refuse entry.

Please note that the entry fee for Choirs includes a sum of £25.00 that will be refunded after the event provided the choir has performed in the Festival.

LATE ENTRIES WILL NOT BE ACCEPTED.

NO SWITCHING OF CLASSES OR CHANGES TO THE PUBLISHED TIMETABLE WILL BE PERMITTED.

The Festival reserves the right to alter the class performance order on the day.

A daily Admission Charge (with concessions) will be made for ALL non-performers attending on each day of the competitions.

  1. MARKING –

Marks will be awarded in ALL sections and entrants placed in one of SIX categories as an indication of their achievement.

MARK                      CATEGORY :      

90 or higher            Outstanding;

87 to 89                   Distinction;

84 to 86                   Very good;

80 to 83                   Good;

75 to 79                   Satisfactory;

Up to 74                  Participant.

 

Certificates will be awarded for each category.

  1. AWARDS –

Trophies and Prizes will be awarded at the discretion of the adjudicator and only where a minimum mark of 87 (Category of Distinction) has been achieved.

In classes where a minimum mark of 87 (Category of Distinction) has been achieved medals will be awarded as follows: –

  • A First Prize gold coloured medal will be awarded to the first placed performer, provided that a minimum mark of 87 (Distinction) has been achieved, with a Second Prize silver coloured medal awarded to the second placed performer, providing there are FOUR or more performers in the class and a minimum mark of 84 (Very Good) has been achieved.
  • In classes with three or fewer performers, a second prize medal will not be awarded unless warranted by exceptional circumstances.
  • Split classes will carry separate medal awards but only one overall trophy, where relevant.

 

The Piano Bursary may not be won by the same competitor in two consecutive years. Where by reason of this ruling the top qualifier is barred from competing in the final bursary class, the next to qualify in the class will compete instead, provided their total marks are 170 or over in the two classes involved.

  1. MUSIC –

Editions: The prescribed editions of music and key, where specified, must be used.

Repeats: No repeats (apart from Da Capo) are to be performed unless specified.

Accompaniment: If a selected piece has been composed and published with an accompaniment, it must be performed with that accompaniment in order to qualify for adjudication. No recorded accompaniments are permitted.

Own Choice: Title, composer and performance time must be stated on the entry form at the time of entry. Only notated items may be offered unless otherwise specified in Jazz/Improvisation classes. Set pieces in this syllabus may not be offered in Own Choice classes, and no item may be included in more than one class. Any change of piece must be notified to the relevant Section Secretary before the Festival begins. The adjudicator will take into consideration the artistic merit of self-chosen pieces, i.e. whether the standard of music etc. is worthy of the class in which it is to be performed. Where the chosen piece fails to meet the designated criteria for a class, the competitor will not be considered for a place amongst the winners and their mark/category may be withheld. In all cases of Own Choice, a copy of the piece selected must be provided for the adjudicator at the time of competing. Please do not send music to the Section Secretary unless requested.

  1. PERFORMING RIGHTS –

This Festival has entered into an agreement with the Authors’ Licensing and Collection Society. This 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. Performers and teachers should know that this will ensure authors are directly reimbursed as a consequence of their works being performed. Duologues and group dramatic activities are not covered by this agreement and copyright for these items must be sought by performers at the time of entry. Solo 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 or gender of the character.

  1. PHOTOCOPIES –

Photocopies will not be accepted except in the following circumstances: when an Own Choice work is selected from a publication containing several different works and which is not available separately, one copy may be made for the use of the adjudicator provided that the performer has already purchased his/her copy. This copy will be retained and destroyed by the Festival immediately after the event.

This permission specifically does not apply to set pieces, nor for making copies for the use of performers or accompanists, all of whom should always have a printed copy.

It is the performer’s responsibility to observe these rules.

  1. TIME LIMITS –

These, where set, will be strictly adhered to. A bell will be rung on expiry of the allotted time and competitors who over-run will be stopped. They will not be considered for a place amongst the winners and their mark/category may be withheld.

It is not acceptable to offer only part of a movement or piece.

  1. TIME OF COMPETITION –

Notice of the time of competition will be sent to every competitor at least one week before the Festival. If by then no notice has been received, an immediate enquiry should be sent to the relevant Section Secretary. Alternatively telephone the Festival helpline 07706 100856

  1. PRIZEWINNERS’ CONCERT –

On the recommendation of the adjudicators, selected Prize Winners will be invited to perform in the Prize Winners’ Concert. They will be notified in writing after the completion of the competitions in each Section.

Cups and Trophies will normally be presented from the platform at the Prize Winners’ Concert. They cannot be sent through the post or by courier services, if the recipient is unable to collect them at the Concert.

CUPS AND TROPHIES AWARDED IN 2019 WILL BE HELD FOR 11 MONTHS ONLY. THEY SHOULD BE RETURNED IN PERSON IN THEIR BOXES AND IN A PROPERLY CLEANED CONDITION ON OR BEFORE 15th OCTOBER 2020.

For further information please contact the Trophies’ Secretary.

  1. COMPLAINTS –

Complaints should be made in writing to the Chairman within seven days of the end of the Festival.

  1. SAFEGUARDING –

The Festival aims to provide a safe environment for everyone who attends the event and we therefore ask that caution is exercised whilst on the premises. Please refer to our Child Protection Policy and Creating Safer Festivals for Everyone information included on the back page of this Syllabus and published on our website: www.suttonmusicfestival.org.uk

  1. RECORDING –

MOBILE PHONES MUST BE TURNED OFF IN THE PERFORMANCE AREAS AT ALL TIMES.

THE USE OF LAPTOPS, TABLETS AND ALL FORMS OF SOUND AND PICTURE RECORDING IS STRICTLY

PROHIBITED IN THE PERFORMANCE AREAS THROUGHOUT THE DURATION OF OUR FESTIVAL.

Sutton Music Festival

 

PHOTOGRAPHY AND FILMING POLICY

 

This policy was approved by the Executive Committee of the Sutton Music Festival on 23 April 2015 and will be reviewed and updated by that Committee from time to time. It is consistent with the guidance from the British and International Federation of Festivals for Music, Drama and Speech published in August 2014.

As an organisation working with children and young people we are aware of the risks posed directly or indirectly through the use of images on web sites, social media and promotional publications. Accordingly we have adopted the following principles:

  • the interests and welfare of children taking part in Festival activities is paramount;
  • children and their parents/carers/guardians have a right to decide whether their images are taken, and how these may be used;
  • children over the age of 11 and their parents/carers/guardians must provide written consent for individual images to be taken and used;
  • consent is only meaningful when the Festival ensures that children and their parents/carers/guardians understand the nature of potential risks associated with the intended type, use and distribution of the images.

 

The following policy has been adopted:

  1. No photography[1] during the festival with the exception of the Prizewinners’ Concert, or other events by agreement of the Executive Committee
  2. Photography to be permitted by the Official Registered Photographer, to be registered with the Executive Committee at least three months before the event.
  3. A written agreement with the Official Registered Photographer (approved by email exchange) to be in place one month before the event, using the model in the Appendix.
  4. The Official Registered Photographer will have a name badge which will also say ‘Official Photographer’.
  5. Written permission from parents/guardians of performers under the age of 18 to be obtained, together with the performer’s permission if aged over 11, for individual photographs.
  6. Photographs of young people under the age of 18 will not be identified publicly by name. Where there are a number of young performers, the photograph should focus on the whole group rather than individual children.
  7. The Photographs to be used for the web site, in social media, for the press, and for general publicity only.
  8. Photograph retention to be specified in the agreement.
  9. All photographs to be taken in the main performance hall.
  10. Any concerns that parents/guardian have should be reported to the Festival Organiser.

 

Sutton Music Festival and others will take wide angle, more general photos of festival activities (e.g. Prizewinners’ Concert group performances / presentations, etc.). Specific written consents for the use of such photographs will not be required. Parents and children should understand that these types of images will be taken during, or at specific points during and at the end of the Concert. It is not reasonable, practical or proportionate to require parental consents for taking these general types of images, or to preclude it on the basis of the concerns of a small number of parents.

Written permission for photographs will be sought at the Registration for the Prizewinners’ Concert and this consent will be kept with the Festival Records for three years.

The following wording shall be used in the Syllabus, in the Festival Programme and the Prizewinners’ Concert Programme, and shall be displayed and announced at the beginning of the Prizewinners’ Concert:

No unauthorised photography or video recording is allowed at our Festival. Where parents,  guardians or 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.

If anyone has a concern about any photography/filming taking place at the Festival, then contact the Festival Organiser who will be pleased to discuss this matter with you’.

 

Appendix

AGREEMENT BETWEEN SUTTON MUSIC FESTIVAL AND THE OFFICIALLY REGISTERED PHOTOGRAPHER

  1. This agreement is between the Sutton Music Festival (SMF) and the Officially Registered Photographer (ORP), and covers the Sutton Music Festival for 2015.
  2. The ORP shall be the only person permitted to take images during the Festival.
  3. Photography will be still images only and will only be taken at the Prizewinners Concert.
  4. Photographs can be taken discreetly during the performances and at the end of the performance. All photographs must be taken in the performance hall.
  5. Photographs shall remain the copyright of the ORP but may be used by the Festival for publicity purposes – on the web site, through social media and for the press.
  6. Photographs may only be retained by the Festival’s Publicity and Marketing Officer and the web site manager (for up to one year) and in the Festival archive by the Festival Organiser (indefinitely).
  7. The ORP shall be made aware of the Festival’s Photography and Filming policy, and shall be kept informed of any changes to the policy.
  8. Where there are a number of young performers, the photograph should focus on the whole group rather than individual children
  9. The ORP shall wear an identification badge at all times during the event.

 

[1] ‘Photography’ includes filming using cameras and any digital device including laptops, tablets, phones or other mobile devices

 

Sutton Music Festival Executive Committee

April 2015

 

 

 

 

 

 

 

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Sutton Music Festival 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:

  1. A single, definitive Child Protection Policy adopted by all Federation Festivals.
  2. One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival.

The Sutton Music Festival Safeguarding Officer is Mr Alan Caddick

  1. Best practice advice in the form of Safe Working Practice and Festival Child Protection leaflets, with support and training for all Festival staff and volunteers. Including clear reporting procedures for anyone with a concern about a child.
  2. 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.
  3. All Festival volunteers wear a Festival badge and may be approached with any problem. 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 we will ensure the availability of a quiet area / room where concerns can be expressed in private.
  4. For the duration of a Festival all teachers/parents/guardians/carers are responsible for the continuous care and supervision of their own children/pupils. If they are unable to attend personally, they must delegate their responsibilities to an identified adult and ensure that their children/pupils are aware of the identity and name of the person responsible for their care. This includes supervision throughout all Festival venues, practice and changing rooms that may be provided. The Festival cannot take responsibility for any property left unattended.
  5. No unauthorised photography, audio or video recording of children and young people is allowed in the performance areas 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 is not included in official photos.
  6. 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 organisers 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.
  7. 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 competitors under 18 (or vulnerable adults of any age) confirm that they give (or have obtained) the necessary consents for the competitors to take part in the Festival. Without consent the entry to the Festival cannot be accepted.

SUTTON MUSIC FESTIVAL

Privacy Notice

 

The Sutton Music Festival takes great care to preserve your privacy and safeguard any personal data you provide to us. This Privacy Notice explains how we will collect and use your personal data.

We may change this Privacy Notice from time to time so please check regularly to ensure that you are happy with any changes.

 

  1. Who we are

We are the Sutton Music Festival. We are a registered charity (Registered Charity Number 298820).

Our contact email address is information.SMF@gmail.com

 

  1. What personal data do we collect?

We may collect personal data from such as:

 

  • Your name
  • Your full address (aged 18+)
  • Your date of birth (aged under 18)
  • Your telephone number (aged 18+)
  • Your email address (aged 18+)

 

  1. How do we use your personal data?

We will use your personal data in a number of ways which may include:

 

  • processing your entry form to take part in the festival
  • keeping you updated about your entry to the festival
  • sending you copies of our syllabus
  • keeping you updated about future festivals
  • processing any applications for a paid or unpaid role within the festival
  • processing any donations made to us
  • including your name in our printed programme
  • managing any requests for publications or other materials from us
  • processing your application to be involved in our governance
  • responding to a general enquiry made to us
  • dealing with a complaint or concern raised to us about one of our staff/volunteers/contractors
  • adding your photo or name on our website or social media

 

  1. Who do you share my personal data with?

We will only ever use your personal data to manage your festival involvement with us including keeping you up-to-date with any festival news.

If you are not involved in the festival, then we will only use your personal data to deal with the issue or enquiry that you have raised directly with us.

We will never sell your details to any third party and we do not buy any personal data.

If you have made a Gift Aid declaration, we may need to disclose the information you have provided as part of the Gift Aid declaration to HMRC for the purpose of reclaiming Gift Aid on your donation(s).

We may share or disclose your personal data if we are required to do so by any law or court order.

 

  1. What is the legal basis for processing my information?

We will only process your personal data where we have your specific consent to do so.

We may also process your personal data because there is a legitimate interest for us to do so as part of our work, and it is reasonable to expect that your information would need to be processed by us to complete this work. For example, it is necessary for us to collect your name, address and contact details to be able to process your festival entry.

Whenever we process your personal data, we will ensure that your legal rights are protected.

 

  1. How do you keep my information secure?

We have implemented appropriate physical, technical and organisational measures to store your personal data and protect it from improper access, use, alteration, destruction and loss.

We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.

Our website contains links to other sites which have legitimate connections to the Festival. This privacy statement does not cover the information practices of those websites.

 

  1. How do you use cookies on your website?  

We do not use cookies on our website

 

  1. Your legal rights

You have various rights in respect of the personal data we hold about you. These rights are set out in more detail below:

  • the right to be informed about the collection and use of your personal data
  • the right to access to your personal information
  • the right to object to processing of your personal information
  • the right to restrict the processing of your personal information
  • the right to personal data portability
  • the right to rectify your personal information
  • the right to erase your personal information
  • rights in relation to automated decision making and profiling

 

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature. Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

 

  • the purposes of the collection, processing, use and storage of your personal data
  • the categories of personal data stored about you
  • the recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients
  • the envisaged period of storage for your personal data or the rationale for determining the storage period
  • the use of any automated decision-making and/or profiling

 

If you want to exercise any of these rights or make a complaint, you can email the Festival Data Controller at information.SMF@gmail.com

You can also make a complaint to the Information Commissioner’s Office, and the contact details and further information about how to do this can be found at: https://ico.org.uk /

 

  1. How long do you keep my information for?

Your personal data will not be retained by the Festival for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below. We will retain personal data in accordance with our data retention policy set out below. We review this policy on a regular basis.

 

We will hold personal data relating to:

 

  • entry form details for TWO years following the end the Festival
  • trophy winners’ details will be retained until the trophies are returned safely to the Festival
  • entrants’ names, as published in the Festival Programme and recorded on class results sheets, will be retained indefinitely in the Festival archive
  • employees or volunteers for TWO years following the end of your employment or volunteering with us
  • legacies or donations for TWO years after the legacy or donation is received
  • inclusion on our general mailing list, which is held for a maximum of FIVE years from the last recorded time you had contact with us. You can unsubscribe at any time from this mailing list.

We are legally required to hold some personal data to fulfil statutory obligations, for example the collection and reporting of Gift Aid to HMRC or to support certain financial transactions.

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at information.SMF@gmail.com

SMF Privacy Notice – May 2019

 

 

 

 

 

2019 Prize Winners