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Dates for 2019: Dance 16/17 Nov; Music, Speech, Drama 21-23 Nov
SAFEGUARDING 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.

PRIVACY POLICY

The Devizes Eisteddfod is a registered charity (number 1044341) and is run by a Committee of volunteers who are named and contactable via the website links.

In order to enter the Eisteddfod competition, competitors need to supply a basic amount of personal data in order for us to process their entries. This will include name, address, contact number and email address and age details. The entrants to the competition are largely minors and their entries are done on their behalf by their teacher, parent or guardian. If necessary, we will take more sensitive data which may include information about an entrant’s special needs or access requirements for the purposes of ensuring equal opportunity of entry and to help us meet their needs.

Entrants tick a box on the entry form giving their express permission for us to keep the personal data provided, in line with this privacy policy.

Personal data provided is kept by us for a period no longer than four years. We keep it for this long for the purposes of comparison of entries on a year-on-year basis and to inform previous entrants of the following year’s event and keep them up to date with changes. Entrants may unsubscribe and/or request deletion of their data at any time by emailing the General Administrator via the link on the website.

This policy is reviewed annually.

All data is stored on the computer of the Entry Secretary who collates the data and produces the timetable for the event. This computer is kept securely and is password protected at all times.

Limited data is then sent to the General Administrator for the purposes of producing the programme and to the webmaster who will publish the winners’ names on the website. This data will be name data only. These names are published in the Programme and on the website. No address or sensitive personal data is shared beyond the Entry Secretary nor is it published in any of our documentation. We do not share any personal data with any third parties other than names of winners for the purposes of publicizing results, which are published in the Gazette and Herald Newspaper and on our website. Anyone who does not want their name published in this way, may contact either the Entry Secretary or the General Administrator by email, via the website, who will ensure their names are withheld from publishing.

GENERAL INFORMATION FOR COMPETITORS IN 2019

Entry: With the exception of Adult Classes (shown as ‘Over 18’) all performers must be aged 18 or under on Saturday, 16 November 2019. The Eisteddfod reserves the right to refuse any entry.

Entry Restrictions: No performer may enter more than once in each class; this also applies to duets, groups, ensembles and choirs. Multiple entries by the same entrant are allowed in the Pre-adjudicated classes only.

School Entries: Solo performers and members of groups entered as a school must be pupils of the School on the day of performance at the Eisteddfod.

Entry Forms: Entry to the Eisteddfod is via the online entry form or manually using the relevant paper entry form and must reach the entry secretary no later than Friday, 4 October 2019 together with the required remittance. Entry fees cannot be refunded other than under exceptional circumstances.
Manual entry forms may be photocopied for applicants entering more than six performers. Please note there is a separate entry form for duets, ensembles, choirs and group entries.
For pre-adjudicated entries only schools may submit multiple entries on one form. In such cases all entries should be attached to the form and a separate list of entrants’ names included. No staples please!

Please note online entries may not be made for Dance and pre-Adjudicated classes.

Official Accompanists: Official accompanists are available for all classes but must be requested in advance on the entry form. A fee of £3.50 per class will be charged and is non- refundable. The Entry Manager may be able to arrange a rehearsal before the Eisteddfod at a fee to be arranged privately. A copy of the music to be performed must be sent to the Entry Manager when the entry is made and no later than Friday, 4 October 2019. An accompanist will not be allocated to entries without accompanying music and the relevant payment.

Copies should be marked clearly with the performer’s name and class number. Please indicate the speed required by adding (or altering) a metronome mark. If submitting a photocopy please ensure it is in playable format (no staples please). The published copy must be available for the accompanist on the day of the class.

Data Protection: The Eisteddfod will hold data contained on the entry forms for the purpose of administering the festival and will not pass on any information to third parties. Please refer to page 6 of the Syllabus for further information.

Electrical equipment: Electrical equipment must be provided by the performer and may be used for Musical Theatre, Choral, Chamber Choir and Drama classes only. Equipment must be pre-tested and approved safe (PAT tested) and marked to this effect. This applies to anything that requires a mains socket (e.g. a CD player) A local electrician can routinely carry out a Portable Appliance Test. Set up time for equipment must be included in the performance time.

Programmes: Programmes will be available for collection from Winkworth, Devizes, 4/5 Market Place from Thursday, 7 November 2018 and will cost £3.00. They will also be available at the Eisteddfod. If you would like a programme posted to you please fill in the relevant box on the entry form and include the additional postage and packing cost of £1.50.

Adjudication: In all cases the adjudicator’s decision will be final. All written communication regarding adjudication matters must be addressed to the Director via the website. In all questions and disputes the Executive Committee’s decision will be final. Any immediate issues must be addressed to an Eisteddfod steward. Communication with the adjudicator in all classes is strictly forbidden.

Order of Performance: The order of performance is decided by ballot and for ease of timetabling. The Executive Committee reserves the right to make minor alterations, including sub-dividing classes, for the smooth running of the event.

Time Limits: Performers will not be placed if the time limit is exceeded and the performance may be stopped at the discretion of the adjudicator.

Class Times: Times of classes and venues will be sent via email to all applicants no later than Thursday, 17 October 2019. Individual competitor entry cards are now not required.

Awards: Please see pages 9 & 10 of the Syllabus.

Certificates and Comments Sheets All performers will receive a certificate and comments sheet. These must be collected from the adjudicator’s clerk at the end of each class. The Executive Committee will endeavour to have the full list of results available one hour after the end of each class although this cannot always be guaranteed. Results will be displayed upstairs in the Town Hall Foyer for all performance classes and in the Foyer of Lavington School for dance classes. Any performance certificates and comments sheets not collected at the end of the class will be sent to Reception in the Town Hall Council Chamber (21-23 November 2019 only).
Those certificates and comments sheets not collected by the end of the festival will remain with the Administrator in the Winkworth offices for collection. Any paperwork not collected within three months of the event will be destroyed.

Award Categories: With the exception of dance, no marks are awarded. Instead results will be shown by means of categories. Please see page 16 of the Syllabus for details. Award categories are not issued for non-competitive classes.

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.

Reception: The Reception for performance classes on 21-23 November will be the Council Chamber, Devizes Town Hall. Please note this is for adjudicators and stewards to report and urgent issues only. All performers should go directly to the venue of their class. All information required by performers should be found in the Eisteddfod Programme.

Information/Friends Desk: For general enquiries there is an information point upstairs in the Town Hall outside Reception.

Admission to the 2019 Eisteddfod : Admission for spectators for the performance classes on 21-23 November is free. There will be a charge for spectators to the Dance Classes on 16-17 November of £5 per adult and £2 per student per day.

RULES FOR MUSIC CLASSES

GENERAL GUIDANCE
In those classes where a standard rather than an age is indicated, performers are expected to enter the class appropriate to their current standard, regardless of age. Where a grade is stipulated this is for guidance of standard and appropriateness of the music choice only and not a requirement of entry. Own choice pieces do not have to be from an examination list except in the Piano Solo Classes where pieces must be chosen from the 2019/2020 syllabuses.

ACCOMPANIMENT
Please see page 13-15 of the Syllabus under the sections Official Accompanists and Electrical Equipment.

PERFORMANCE
It is required that performers announce their chosen piece before presentation which adds to the enjoyment of the audience. Please note that introductions and tuning must be included in the time limit. The time limits stated are maximum limits not minimum. Music must be made available for the adjudicator before the start of the class. Music stands will be provided.

ADJUDICATOR COPIES
A copy of the music to be performed must be provided for the Adjudicator on the day.

TIME LIMITS
The time limits stated are maximum limits not minimum. Introductions and tuning are included in the time limit.

CLASS SIZES
The Eisteddfod Committee reserves the right to restrict the number of entries in any class or subdivide a large-entry class in order to facilitate timetabling on the day or to merge very small classes where appropriate.

COPYRIGHT
The use of photo or other facsimile copies of printed music without the publisher’s permission is forbidden and against the law. A copy may be made for the adjudicator provided the performer has an original copy of the music available on the day. The photocopy will be retained and then destroyed by the Executive Committee. No arrangement of music still under copyright is permitted, unless with written consent of the publisher.

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

RULES FOR SPEECH AND DRAMA CLASSES

REPERTOIRE
Performers entering ‘own choice’ classes must ensure that the selected pieces are of a suitable standard for the age group. Teachers and students are requested to be aware of the sensitivity of the audience regarding the content of the scenes. Language likely to cause offence must not be included. In ‘own choice’ classes a script must be given to the adjudicator before performing.

PROPS
None but hand props (e.g. fan, stick, handkerchief, scarf, etc) will be permitted. Properties are not permitted in mime classes.

PROMPTING
The adjudicator and stewards will not prompt if words are forgotten; therefore performers are advised to provide their own prompter who must not be their teacher. In case of difficulty performers are asked to contact the General Administrator. Gesture and movement are not permitted in the verse speaking classes.

ADJUDICATOR COPIES
A copy of the words to be performed must be provided for the Adjudicator on the day.

COACHING
No instruction, mouthing of words or gestures by teacher, tutor or parent is allowed during the performance.

COPYRIGHT
It is the responsibility of the performer and teacher to ensure their chosen author allows their work to be performed.

TIME LIMITS
Competitors will not be placed if the time limit is exceeded.

RULES FOR DANCE CLASSES

STATUS
Entrants must be bona-fide amateurs and not be in full time vocational students. For the purpose of the Eisteddfod an amateur is defined as someone who does not derive his/her livelihood from this branch of performance. The Dance Adviser reserves the right to accept/refuse an entry.

ENTRIES
Each solo performer must use a separate entry form. Forms may be photocopied. Entries are filed on a first come, first served basis until the classes have reached capacity or by 5 October, whichever is the sooner. In the event of the Eisteddfod being over-subscribed the Committee reserves the right to return any entry that cannot be accommodated. Solo entries are not transferable and fees will be forfeited when entries definitely registered are cancelled. Any entries received after full capacity is reached will have their fees returned. The committee may combine sections or classes where entries are small and divide a class where entries are large. Entries must be submitted by post and accompanied by a cheque or bankers draft.  Entries for duets, trios or quartets to be on one form with one cheque or bankers draft”

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. 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.

CLASSES
Any performer withdrawing from the event should notify the entry secretary before the commencement of the class.

PERFORMANCE ORDER
Performers must dance 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 performer 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.

PERFORMANCE TIMES
Performers and their supporters must be aware that timings are approximate and dancers must be ready to dance 30 minutes prior to their advertised class time. It is the responsibility of the dancer to advise their supporters of this rule. Any performer arriving late (excluding costume change) may run the risk of disqualification.

COMMUNICATION
Performers, teachers or parents are not permitted to communicate with the Adjudicator at any time. Any necessary communication should be made via the Adjudicator’s Scribe or to a steward at the reception desk.

AGE LIMITS
Age Limits for classes relate to the performer’s age on 16 November 2019.

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 and a back-up 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 performer and handed to the appropriate steward. The organisers cannot accept 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. Any props should be small enough for the performer to put them on stage (7 years and over). No live props are allowed. In the interests of Health and Safety, no props will be accepted side stage until prior to the class for which they are needed and must be removed immediately the class finishes.

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 with the exception of Groups when a plaque is presented to the winners. DE Winners Medals for those dancers in winning groups will be available for purchase at £2 each from the reception desk.

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

GENERAL DATA PROTECTION REGULATION
To comply with new legislation which comes into force in May 2018, before an entry can be accepted it is essential the Eisteddfod has permission to hold the data collected. If you are agreeable please tick and sign the appropriate box on the entry form. Please refer to page 6 of the Syllabus.

COPYRIGHT
The Eisteddfod is bound by copyright law and cannot allow flash photography, tape or video recording during any performance or adjudication. The Eisteddfod does not accept any liability for the infringement of copyright, recording or performing rights. Teachers and choreographers using CDs created from recordings are advised that they themselves are responsible for seeking permission to re-record.

RULES FOR PRE_ADJUDICATED CLASSES

ENTRIES FOR ALL PRE-ADJUDICATED CLASSES
Entrants may enter as many times as they wish for each section in the pre-adjudicated classes.
A separate entry form must be completed for each entry, however.

ENTRIES FOR YOUNG WRITERS/POETRY AND HANDWRITING CLASSES
For ease of entry schools may submit multiple entries on one form for Young Writers, Poetry and Handwriting Classes. All entries must be attached to the form and a separate list of entrants’ names and ages on 16 November 2019 included. Please make sure that each entry is individually named. All work is to be submitted on A4 size paper and should be marked with the entrant’s name and the class number. Copyright of the work submitted will remain with the Eisteddfod Committee. The Committee cannot guarantee that work submitted will be returned.

YOUNG WRITERS AND POETRY CLASSES
Entries must be the original and unpublished work of the entrant and should not have been entered in a previous Eisteddfod. Entrants are advised to keep a copy of their work. The adjudicator will be looking for originality, imagination and lucidity: spelling, grammar and punctuation should also be accurate. Entries in these classes may be typed but spell check should not be used as spelling will be adjudicated.

HANDWRITING CLASSES
All entries must be on unlined paper. Entries on lined paper will be disqualified. Entries may be in any style of writing. The adjudicator will be looking for overall layout, texture of writing, clarity and neatness. Attention must be given to letter, word and line spacing with an emphasis on individual style and potential.

ENTRIES FOR ART CLASSES
Entries must be attached to the entry form with a paperclip (no staples please). 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. All entries should be clearly and securely labelled with the entrants 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.
Entrants are encouraged to use their own imagination for interpreting the set subject with their name and chosen title on the back of the submitted work.

ENTRIES FOR PHOTOGRAPHY CLASSES
Photographs can be any size, in colour or mono.

CERTIFICATES AND COMMENTS SHEETS
Certificates, comments sheets and submitted work will be available for collection at Reception on 21-23 November upstairs in the Town Hall and from Winkworth Estate Agency, Market Square, Devizes after the Eisteddfod. Some entries will be retained for exhibition in the Foyer of the Devizes Town Hall on Saturday, 30 November 2019. Individual class winners will receive a DE Medal.

PRE-ADJUDICATED AWARDS
Please see page 10 of the Syllabus. These will be presented at the Festival Concert on Saturday, 30 November 2019.

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 Saturday 16th November 2019.

Please note that as the final date for entries this year is Friday 4th October 2019 absolutely no late entries will be accepted.