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CHILD PROTECTION POLICY

The Devizes Eisteddfod seeks to provide performance opportunities for children and young
people each year.

We 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 Committee Members, Volunteers and paid Adjudicators.

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 event.
• to provide 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 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

The Devizes Eisteddfod uses the following procedures to create a safer Eisteddfod for everyone:
1. One designated Eisteddfod Safeguarding Officer (ESO) Name: Fiona Johnson
2. Best practice advice in the form of Eisteddfod Child Protection leaflets, with support for all
Eisteddfod volunteers. Including clear reporting procedures for anyone with a concern about a
child.
3. Appropriate recruitment and induction procedures for all new Eisteddfod volunteers
responsible for providing safe environments for everyone attending / performing at the
Eisteddfod.
4. All Eisteddfod personnel wear an official badge. All teachers/parents/guardians /carers are
asked to report all incidents of any nature to anyone wearing a badge.
5. For the duration of the Eisteddfod 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 Eisteddfod venues, practice and changing areas that
may be provided. Single sex changing facilities will be provided where necessary. The
Eisteddfod cannot take responsibility for any property left unattended.
6. No unauthorised photography, audio or video recording of children and young people is
allowed at the Eisteddfod. 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.
7. 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 Entry
Secretary at the time of entry. The Eisteddfod 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.
8. The Eisteddfod’s Child Protection Policy is published explicitly in our Syllabus, Programme
and Website. By completing and signing the entry form all parents / guardians / carers and
teachers of entrants under 18 confirm that they give (or have obtained) the necessary
consents for the entrants to take part in the Eisteddfod. Without consent the entry to the
Eisteddfod cannot be accepted.

Further information and guidance can be obtained by emailing the General Administrator at
lisa@devizeseisteddfod.org.uk or calling 07979542042 during working hours.

GENERAL INFORMATION FOR COMPETITORS IN 2017

Entries and Fees: Entries and fees must be sent to the address on the Entry Form, and arrive by Friday 6th October 2017. LATE ENTRIES WILL NOT BE ACCEPTED. Entry fees cannot be refunded in any circumstances.

A separate entry form must be submitted for each entry. Any form with more than one entrant on it will not be accepted, except in the case of choirs and group classes where each competitor should be listed and except for the pre-adjudicated literary classes where one entry form may be used with a list of entrants' names attached - see Syllabus for details.

The Entry Secretaries reserve the right to sub-divide any class considered too large for realistic adjudication or to merge very small classes where appropriate.

Age Limits for classes relate to Entrant’s age on the 17th November 2017.

Entry Restrictions: No competitor may enter in more than one group, ensemble, choir, duet or trio, in the same class. Competitors, Choirs etc, may not enter the same piece in two different classes.

School Entries: Soloists and members of ensembles entered as a School entry, and all members of School Choirs and other School Groups, must be pupils of the School on the day of the Eisteddfod.

Official Accompanists are available for all classes by advance request on the Entry Form and on receipt of payment. It may be possible through the Entry Secretary to arrange for a rehearsal with an Official Accompanist at a fee to be negotiated privately.

Accompanist's fees, payable at time of Entry, are £3.50 per entry and are non-refundable. A copy of your music choice must be sent to the Entry Secretary with your entry. An Accompanist will not be allocated to entries without accompanying music.

Please assist the Official Accompanist as follows:

  • Mark copies clearly with the competitor's name and class number.
  • Indicate speed required by adding (or altering) a metronome mark.
  • If using temporary photocopies, these should be sent in a collated, playable format (no staples please). The official copy must be available for the accompanist on the day of the class.

Electrical Equipment: All personal electrical equipment taken to a venue must be pre-tested and approved safe (PAT tested) and marked to this effect. This applies to anything that uses a mains socket eg CD player. A local electrician can routinely carry out the Portable Appliance Test.The set up of any equipment must be included in the performance time limit.

Photography: The Eisteddfod is bound by copyright law and cannot allow flash photography, tape or video recording, all of which are forbidden during any performance or adjudication.

Data Protection: The Devizes Eisteddfod will hold data solely for the purpose of running the Festival.

Programmes will be available from Winkworth Devizes, 4/5 Market Place from Friday 7th November at a cost of £2.00 each. If you cannot collect your Programme then we can post it to you but a postage and packing cost of £3.50 will apply and this is payable at the time of entry (please see entry form). Competitors will be sent a Competitor Entry Card showing their class venues and times by 30th October. This should be brought to the competition and handed to the Adjudicator's Secretary before performing.

Admission to the 2017 Eisteddfod is free.

Order of Performance is decided by ballot and for ease of timetabling. The Eisteddfod Committee reserves the right to make minor alterations for the smooth running of the Competition.

Communication with the Adjudicator in all classes is strictly forbidden. All written communications must be addressed to the Chairman or Secretary. In all questions and disputes the Eisteddfod Committee’s decision shall be final.

Certificates – will be awarded as follows:
Fair
Commended
Highly Commended
Merit
Distinction
Outstanding

Certificates and Adjudicator’s Comments Sheets will be given out by the Adjudicator’s Secretaries at the end of each class. All competitors will be expected to stay to the end of the class to hear their adjudication and to collect their certificate and comment sheets. The Committee will endeavour to have the full results available one hour after the end of each class but cannot guarantee this will always be the case. These will be displayed at Reception in the Council Chamber, Town Hall (first floor). Any certificates not collected at the end of the class will be sent here also. Any certificates not collected at the end of the Festival will remain with the Entry Secretary for three months after the event and then destroyed.

Awards : Overall Cup awards will be decided by the Adjudicator and/or Director and will be presented to the most outstanding performance – this may not necessarily be the highest mark. There are a number of DE Awards for class sections, which are detailed throughout the Syllabus. All individual class winners will receive a DE medal.

Concerts: The Eisteddfod Concerts will be held two weeks after the event on Saturday 25th November in The Town Hall Assembly Rooms, St John's Street, Devizes. Participation in the concerts will be at the invitation of the Director and these invitations will be issued on Tuesday 21st November. It is assumed that you will be available to perform at the concerts unless you have indicated otherwise on your entry form. It is vital we have your correct contact details.

Cups and Trophies may be held for one year only. They are subject to a £10.00 refundable deposit. Cups must be returned undamaged and securely packed to the Awards Secretary, Mrs Helen Stonham (see contacts page on website) NO LATER THAN 1st September c/o Winkworth Offices, Market Place, Devizes Monday-Friday 9am-5.30pm and Saturday 9am-12.30pm. PLEASE DO NOT TAKE THEM ANYWHERE ELSE.

RULES FOR MUSIC CLASSES

Entrants are not permitted to communicate with the Adjudicator at any time.

Guidance Note: In those classes where a standard rather than an age is indicated, Competitors are expected to enter the class appropriate to their current playing standard, regardless of their age. Where a grade is stipulated this is for guidance of standard only not a requirement of entry. Own choice pieces do not have to be from an examination list except in the Piano Solo classes. Entrants may not enter more than one class in any section on the same instrument.

Accompaniment: No CD accompaniment is permitted in the music classes except in MT classes where a CD accompaniment may be used if desired. An Official Accompanist is available on request via the Entry Form at a fee of £3.50 per entry.

Copyright: The use of photo or other facsimile copies of printed music without the publisher's permission is forbidden as it is against the law. However, when an ‘own choice’ work is part of a volume, and not published separately, a copy may be made for the Adjudicator, provided that the competitor has already purchased a copy and the photocopy is retained and then destroyed by the Eisteddfod Committee. No arrangement of music still under copyright is permitted, unless with written consent from the publisher.

Performance: It is required that entrants announce their chosen piece before their performance. This is courteous and adds to the interest and enjoyment of the audience.

Titles, composer and timing must be stated on the Entry Form. A copy of the work must be provided for the Adjudicator on the day. If using an Official Accompanist a copy of the work must be provided at the time of entry – failure to do so will result in a delay in processing your entry – an accompanist will not be allocated until a copy is received. Please note that introductions and tuning are included in the time limit. The time limits stated are maximum limits not minimum.

The limit on numbers in all groups must be strictly observed, The Eisteddfod committee reserves the right to restrict the number of entries in any class or sub-divide a large-entry class in order to facilitate timetabling on the day.

Failure to comply with the Music Rules may result in your performance being adjudicated but not placed.

RULES FOR VOCAL CLASSES

Please note that for all Vocal Classes the Own Choice selection should be a Classical Art Song of the type recognised by Examination Boards such as ABRSM or Trinity Guildhall. An Art Song is defined as one that is composed as a single entity, inspired by good poetry.

"Pop" style songs should not be entered in these classes.

There are separate classes for Folk songs and Music Theatre.

RULES FOR SPEECH CLASSES

COPYRIGHT – SPEECH. The Devizes Eisteddfod has entered into an Agreement with the Authors’ Licensing and Collecting Society. This means that entrants do not have to seek copyright permission for any POETRY or PROSE items performed, to a time limit of ten minutes, with the exception of PINTER and DYLAN THOMAS and a number of others, who do not allow their work to be performed.

It is the responsibility of the entrant to make sure their chosen author allows their work to be performed in these circumstances.

Gesture and movement are not permitted in the speaking of Lyrical Verse or in Bible Reading.

RULES FOR DRAMA CLASSES

The printed books must be brought by the entrant and handed to the Adjudicator’s Secretary before performing. In Acting Classes, all extracts should be clearly marked. Title and author of all items must be supplied in writing at the time of entry in order to comply with the new Performing Rights Rules. It is the responsibility of the entrant to make sure the chosen author allows performance of their work. Please make sure you check before entering, as you will be disqualified if you perform an unauthorized work.

These classes are all own choice – entrants may select a scene from any published play provided the author allows performances of their works and all choices must be suitable for public performance.

In Monologue and Duologue classes minimal hand props essential to the action may be used (e.g. fan, bag, handkerchief) but an excessive number will lead to marks being deducted. These are not allowed at all in the Mime classes.

Sound effects or music may accompany the acting offstage but equipment must be provided by the entrant and have an up to date PAT test.

RULES FOR DANCE CLASSES

Entrants are not permitted to communicate with the Adjudicator at any time.

Dance Entries: Entries are filled on a first come, first served basis until the classes have reached capacity or by the 7th October, whichever is sooner. In the event of the Eisteddfod being over-subscribed the Committee reserves the right to return any entry that cannot be accommodated. Any competitor withdrawing from the competition should notify the entry secretary before the commencement of the class. In the event of a large entry, the Committee reserves the right to sub-divide any class considered too large for realistic adjudication. To take part, competitors must not attend or have attended, full time dance tuition/school.

Special Needs: The Eisteddfod welcomes entries from performers who have special needs, but notification of the nature of any condition must be made to the Entry Manager when entries are submitted, in order that adequate provision may be made. To be most beneficial to performers, a full explanation of the condition would be appreciated together with documentary evidence, if appropriate. It is necessary for parents and teachers to be aware of their responsibilities in entering any performers with limited physical capabilities or special needs, bearing in mind the limitations imposed by the stage and surrounding environment.

Age Limits for classes relate to the competitor’s age on 11 November 2016.

Arrival Access to the changing areas will be allowed up to 60 minutes before the beginning of classes.

Accompaniment: All performers must provide a CD (no tapes or other recording device allowed) set ready to play with the track clearly marked. In addition they should be labelled with the class/number of the entrant and handed to the appropriate steward. The organisers cannot accept any responsibility for the incorrect playing of any CD except when due to equipment malfunction.

Stage: The stage and stage wings are out of bounds to all except authorised personnel and those about to perform. Authorised persons are Eisteddfod personnel and one parent/teacher/carer if the child is 6 years or under or with special needs. Parents who refuse to obey this rule run the risk of their child being disqualified.

Performance Order: Competitors should perform in the order given in the programme. Any competitors missing at this time are called at the end of the class. Any performer who has insufficient time to change their costume will also be called at the end of the class. No competitor may enter the same class more than once in their own age group for each solo section and twice for each technique in a duet or trio section. A minimum of five dancers constitutes a group. Solo dancers may not be substituted but in the unavoidable absence of a partner, one substitute will be allowed in a duet, two in a trio/quartet and three in a group. Organisers must be warned a minimum of two hours before a class.Performers must be ready to dance thirty minutes prior to the advertised time. Any performer arriving late (excluding costume change) may run the risk of disqualification.

Adjudication: All performers will receive an adjudication sheet and a certificate showing the class category of their performance. Class winners will also receive a DE Medal. Adjudication sheets and certificates may be collected from reception in the Lavington School Foyer immediately after the class. Unclaimed sheets/certificates not collected on the day may be obtained from the Entries Manager on receipt of an A4 stamped addressed envelope. Three months after the event
sheets/ certificates will be destroyed.

Safeguarding Policy: Please be aware of the safeguarding policy as detailed on page 4 of the syllabus. Signature on the entry form confirms that this policy has been read. When an entry is made by a child under 18 the entry form must be countersigned by a parent/guardian/responsible adult.

RULES FOR LITERARY CLASSES

In order to ease admin, schools may submit multiple entries on one form for the pre-adjudicated literary classes. All entries should be attached to the form and a separate list of entrants' names included. Schools may take 10% off their entry fee for 10 or more entries

All work is to be submitted on A4 size paper and should be marked with the entrant's name and the class number.

The Committee cannot guarantee that work submitted will be returned. Competitors are advised to keep a copy of their entries.

Copyright of the work submitted will remain with the Eisteddfod Committee.

Each entry will receive a written adjudication. The adjudicator will be looking for originality, imagination and lucidity; spelling, grammar and punctuation should also be accurate.

Entries in these classes will be pre-adjudicated and certificates will be available on the day of the Eisteddfod. Award winners will be notified beforehand and invited to attend one of the Festival Concert to receive their awards. Literary entries may be collected from the Reception Desk on the day of the Eisteddfod.

Entries in the Literary Classes (with the exception of Handwriting) may be typed but spell check should not be used, as spelling will be marked.

RULES FOR HANDWRITING CLASSES

Entries are to be attached to the Entry Form with a paperclip (no staples please). The age declaration statement must be signed on the Entry Form by the teacher/parent of the Entrant.

Competitors may only submit one entry per class.

A4 paper MUST be used in all classes and all paper is to be unlined. Any entries on lined paper will be disqualified. All entries should be marked with the entrant’s name and the class number. The Committee cannot guarantee the return of work submitted. Copyright of the work will remain with the Eisteddfod Committee.

The winning entries will be on display at the Eisteddfod provided a sufficiently high standard is reached.

Entries may be in any style of writing, eg cursive, Marion Richardson, italic, etc. The adjudicator will be looking for the following: overall layout, texture of writing, clarity and neatness. Attention must be given to letter, word and line spacing, with emphasis on individual style and potential.

Entries in these classes will be pre-adjudicated and certificates will be available on the day of the Eisteddfod. Award winners will be notified beforehand and invited to attend one of the Festival Concerts to receive their awards. Handwriting entries may be collected from the Reception Desk on the day of the Eisteddfod.

RULES FOR ART CLASSES

Entries are to be attached to the Entry Form with a paperclip (no staples please). The age declaration statement must be signed on the Entry Form by the teacher/parent of the entrant.

Each entry is to be clearly labelled with a brief description or category title. Unlabelled work cannot be judged. Competitors may only submit one entry per class.

For Art classes A1-A6, entries are to be 2-dimensional and may utilize any medium; they are to be submitted on A4 size paper (classes A1-A3) and A4 or A3 size paper (classes A4-A6), either portrait or landscape.

For classes A7-A12, entries are to be 3-dimensional and may be of any material, although they should occupy a maximum volume of 200mm x 200mm x 200mm.

All entries should be clearly and securely labelled with the entrant’s name and the class number.

The Eisteddfod Committee cannot guarantee the return of work submitted. Copyright of the work will remain with the Eisteddfod Committee.

The winning entries will be on display at the Eisteddfod provided a sufficiently high standard is reached.

Entrants are encouraged to use their own imagination for interpreting the set subject. All entries must have the entrant’s name on the back and, if possible, the child’s own title for their work.

Entries in these classes will be pre-adjudicated and certificates will be available on the day of the Eisteddfod. Award winners will be notified beforehand and invited to attend one of the Festival Concerts to receive their awards.

Rules

Please read the rules carefully, especially the General Information for Competitors.

This year the age limits for classes relate to the entrant’s age on the 17th November 2017.

Please note that as the final date for entries this year is Friday 6th October 2017. Absolutely no late entries will be accepted.