Rules & Entry Information

PLEASE NOTE:

o   PLEASE READ THE CONDITIONS OF ENTRY

o    Information is updated regularly on the Eisteddfod's website and Facebook page.

o    If you feel that something in the syllabus is incorrect, please contact the secretary.

APRA Fee added Per Entry

Since 2017, there have been significant changes to the way eisteddfods are licensed to use music. This has an impact on the City of Hobart Eisteddfod. These changes are out of the control of the City of Hobart Eisteddfod but have forced the imposition of an APRA license fee to be added to each Eisteddfod Entry. This fee is placed on each class entry regardless of participant numbers (solo, group, choir, band etc) and regardless of the type and number of items performed in each particular entry.

APRA AMCOS, ARIA and PPCA are rights management organisations who secure a financial return (royalties) for performers, composers, and songwriters whose works are used and enjoyed by all Australian organisations, including Eisteddfods. You may have a licence with all or some of these organisations.

Conditions of Entry

1.    Acceptance of Entries

a.    Entries must be lodged online with Stardom, within the specified period, complete in all details, and accompanied by the correct fees, payable at the time.

b.    By submitting the entry form you, or the person on whose behalf it is submitted, are acknowledging that you unconditionally agree to be bound by these conditions.

c.    Entry fees are not refundable except when an event is cancelled.

d.    Entry fees cannot be transferred to another event should entrants change their mind after final timetabling.

2.    General Conditions

a.      a.      An administration fee of $3 is charged per entry and an APRA license fee of $2 for each performance entered.

b.      Entry may be made in any sections listed within the entrant’s age group. Age will be taken as at 1 May 2024. For a competitor to be eligible for an age-specific special award, entrants aged 18 and under must have their age specified on the entry form.

c.      Participants in graded sections may enter no more than two grades per instrument. The grades must be consecutive.

d.      Previous City of Hobart Eisteddfod winning items (i.e. first prize) may not be performed again by the same competitor.

e.      Entrants must check the section number, category, and age group for each competitor on their entry, as contestants may not move from one section to another or change the order of performance once that discipline has commenced, unless approved by the Executive Committee of the City of Hobart Eisteddfod Society (EC).

f.        In the case of an irregular entry, in exceptional circumstances, the EC at its discretion, may permit the contestant/s to perform and receive a report but they will not be eligible for an award.

g.      The EC reserves the right to remove or combine sections which have fewer than three entrants.

h.        The EC reserves the right to allow variances of all rules and guidelines at their discretion, and to decide on any matter not covered by all listed rules and guidelines. Decisions of this nature will be deemed final without further question.

i.          Behaviour: A high standard of decorum is expected from all participants and patrons. Behaviour, which is contrary to the spirit of the event, especially if directed at Eisteddfod representatives, adjudicators or entrants, will result in the offender/s being asked to leave. Offending entrants or entrants associated with offenders will be disqualified and may incur future bar. The EC will deal with any issues of this nature, as it deems appropriate.

j.          Alarm watches, mobile phones and other electronic equipment must be turned to silent.

k.        Protests: A protest must be in writing, signed and lodged with the convenor within an hour of the reason for the protest occurring. Protests must be accompanied by a $15 fee. This amount will be forfeited if the protest is considered invalid, or is over-ruled by the EC, and refundable if the protest is upheld. Protests can be made only by competitors, their teachers, parents or guardians. Any protest will be referred to the EC and the resulting decision will be final and accepted without further question.

l.          Volunteers and Adjudicator(s) are not permitted to advise, interpret, or vary any rules, conditions or any aspect of the conduct of the Eisteddfod. The Eisteddfod Committee will not accept responsibility for any outcome arising from such unauthorised actions.

m.      The City of Hobart Eisteddfod Society does not accept liability for loss or injury to persons or property during the Eisteddfod.

3.    Choice of Material

a.      All items are own choice, but care should be taken that items chosen comply with the requirements as itemised for the section and category in the syllabus. The quality of choice will be taken into consideration.

b.      All items in sections other than Open should be age appropriate.  All items chosen for the Highlights Concert must be free of strong language and offensive material. Please be aware that lyrics may have to be modified for this audience.

c.      A work may only be performed once, and not repeated in other sections of the same annual City of Hobart Eisteddfod.

4.    Check-in Requirements

a.      Entrants MUST check in and present the “adjudicator’s copy” of your music at least 30 MINUTES PRIOR TO THE COMMENCEMENT TIME OF THE SECTION in which entry has been made. Entrants whose “adjudicator’s copies” are not available before the beginning of a section may become ineligible for an award.

b.      “Adjudicator’s Copies” must be clean and legible, and should have attached the official check-in slip available from the check-in desk or downloadable from the website, with details of section number, entry number and entrant’s name, composer/author and composition title/s. The accompanist’s part for instrumental and vocal solos and choirs should be included. Bars must be numbered at the beginning of each stave (line). If accompaniments have been abridged, this should be marked in the “adjudicator’s copy”.

c.      Copyright: By the terms of the Eisteddfod’s copyright licence, photocopied material provided for the adjudicator is not returned and must be destroyed by the Eisteddfod Committee. Participants are not permitted to perform from photocopied material unless the original is given to the adjudicator. Exception: printed copies of legally downloaded material are acceptable and should be marked as such if they are to be returned.

d.      Competitors who do not intend to compete in a section for which they have entered should as a courtesy notify the Secretary to that effect 24 hours before the time appointed for that particular section.

5.    Performance

a.      Competitors are asked to clearly announce the titles and composers/authors of their items.

b.      Competitors are responsible for providing their own equipment, including percussion equipment and amplification. Competitors in larger groups should provide their own music stands. Four music stands are provided at the Town Hall.

c.      No amplification of Instruments is allowed.

d.      The order of performance will be as published in the official programs. The EC reserves the right to alter or amend the program in any way.

e.      Any entrant who has not checked in 30 minutes prior or who is not present at the required time may forfeit the right to perform. Please ensure that your accompanist is also available at the required time. NB: Bear in mind that competitors often play well within time limits. Withdrawals also affect section commencement times.

f.        Entrants are expected to be prepared for their event at the time of performance.

g.      An event with an estimated start time (EST) will never commence before this time but may commence after this time if the proceeding event or division runs overtime. 

6.    Time Limits

a.      Performers and teachers should ensure that works selected fit comfortably within the time limit, to allow for flexibility within the performance. Accompaniment may be abridged. Performances which exceed the time limit may be deemed ineligible for an award.

b.      Performances will be timed from the first to the last note of the contestant or accompanist, excluding tuning. For recitals and other sections with more than one piece, applause and time between pieces is not timed.

7.    Accompaniment

a.      Works composed with accompaniment should be performed with an accompanist.

b.      Entrants should make their own arrangements for an accompanist. If needed, see www.hobarteisteddfod.com for a list of suggested accompanists. Please ensure that the accompanist is available at the required time.

c.      If an accompanist is not present at the time a contestant is due to perform, the contestant may forfeit the right to perform (this decision will be at the discretion of the EC).

d.       Recorded accompaniment is not permitted in any Pianoforte, Instrumental, Classical
Voice or Vocal Groups & Choirs Sessions.

e.       Contemporary Voice entrants may choose to use acoustic piano/guitar backing tracks for
their sessions.

8.    Adjudication

a.      Adjudication decisions will be final, but the EC has the right to advise and, if necessary, overrule the adjudicator in situations where the adjudicator requires clarification regarding syllabus specifics.

b.      In addition to monetary awards listed, Award Certificates and Certificates of Merit are usually awarded in all sections. The EC reserves the right to combine or withhold awards upon the advice of the adjudicator. Written reports are provided for all entrants and are available at the end of each session from the check-in desk.

c.      The Eisteddfod Committee reserves the right to appoint an assistant or substitute adjudicator if an advertised adjudicator becomes unavailable.

d.      Performers should refrain from entering a category if they have been taught or mentored by the adjudicator of that category in the six months prior to the commencement of the Eisteddfod.

9.    Media

a.      Photographs, video and audio recordings of actual performances are permitted as long as there are no disturbances, and the recording/photo is not publicly broadcast.

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

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

 10. Eisteddfod Highlights Concert

a.      Winners of Trophies, Special Awards & Major Classes will be asked to receive their award at the Highlights concert and may also be expected to perform at the concert on Sunday, 2nd June 2024.

 The City of Hobart Eisteddfod Conditions of Entry are revised and updated annually.