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
• 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
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
email@example.com or calling 07979 542042 during working hours.
The Devizes Eisteddfod is a performing arts organisation run entirely by volunteers and registered with the Charity Commission (No 1044341).
This policy explains how we use any personal information we collect about you:
What information do we collect about you?
We collect information about you when you register to compete in the Eisteddfod, apply to become a member of the Eisteddfod/Friend of the Eisteddfod or volunteer as a steward and also if you voluntarily complete surveys or give feedback. We will only ask for such information as is necessary for the efficient administration of the Eisteddfod. We do not collect ‘sensitive personal data’ unless there is a legitimate reason for this – where an entrant may need support to participate in a class.
How will we use the information about you?
We collect information about you in order to process your entry to classes in the Eisteddfod and for any other administrative functions of the Eisteddfod. Access to this data will be restricted to those personnel who administer the Eisteddfod.
Access to your data and correction
You have the right to request a copy of the information that we hold about you. This can be obtained, without charge, by application to the Director (email: firstname.lastname@example.org). We want to make sure that your personal information is accurate and up to date and all reasonable efforts will be made to ensure this is the case. You may ask us to correct or remove information you think is inaccurate.
Do we share this information with anyone else?
The Eisteddfod will not pass collected data to any third party unless required to do so by law, but it should be noted that names (only) of performers will appear in the Eisteddfod programme and possibly in press coverage of the event. If you do not wish your name to appear in this way, please inform either the Administrator or the Director.
Entry: With the exception of Adult Classes (shown as ‘Over 18’) all performers must be aged 18 or under on 31st August 2021. 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 (preferred) or using the relevant paper entry form and must reach the entry secretary no later than Friday, 8th October 2021 together with the required remittance. Entry fees cannot be refunded other than under exceptional circumstances. Paper entry forms may be photocopied for applicants entering more than four 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! There is no online entry for 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, 8th October 2021. 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 8 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, 11th November 2021 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, 21st October 2021. Individual competitor entry cards are now not required.
Awards: Please see pages 11 & 12 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 (18-20 November 2021 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 17 and 19 of the Syllabus for details. Award categories are not issued for non-competitive classes.
Reception: The Reception for performance classes on 18-20th 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 2021 Eisteddfod : Admission for spectators for the performance classes on 18-20th November is free.
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. 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 or 2021 syllabuses.
Please see page 15-16 of the Syllabus under the sections Official Accompanists and Electrical Equipment.
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.
A copy of the music to be performed must be provided for the Adjudicator on the day.
The time limits stated are maximum limits not minimum. Introductions and tuning are included in the time limit.
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.
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.
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.
No props other than hand props (e.g. fan, stick, handkerchief, scarf, etc) will be permitted.
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.
A copy of the words to be performed must be provided for the Adjudicator on the day.
No instruction, mouthing of words or gestures by teacher, tutor or parent is allowed during the performance.
It is the responsibility of the performer and teacher to ensure their chosen author allows their work to be performed.
Competitors will not be placed if the time limit is exceeded.
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 Manager reserves the right to accept/refuse an entry.
Entries may be made online or by using the dance application form published with this syllabus. If using the paper form 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 2 October, whichever is the sooner. In the event of the Eisteddfod being oversubscribed the Committee reserves the right to return any entry that cannot be accommodated. Solo entries are non-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. Manual entries for duets, trios or quartets to be on one form with one cheque or bankers draft. Group entries cannot be accepted without the name of the group being clearly stated.
Any performer withdrawing from the event should notify the Dance Manager before the commencement of the class.
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.
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.
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.
The Eisteddfod welcomes entries from performers who have special needs, but notification of the
nature of any condition must be made to the Dance 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 and changing areas.
There are only two changing rooms, one for male performers and one for female. At no time can
both sexes share a changing room. It is the responsibility of the parent or teacher to ensure that
there are adults of the same sex as the performer to assist with changing.
Age Limits for classes relate to the performer’s age on 31st August 2021, in line with the school year.
Access to the changing areas will be allowed up to 60 minutes before the beginning of classes
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.
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.
All performers will receive an adjudication sheet and a certificate showing the class category of their
performance. Where there are three or fewer in a class only a winner’s medal (gold) will be
awarded. In classes of four then a 2nd place medal (silver) may be awarded. In classes of five or
more a 3rd place medal (bronze) may be awarded. In order to receive any medal the mark must be
at least 80. Medals for those in groups may, if the appropriate mark is achieved, be purchased at
the reception desk for £2.
Please be aware of the Eisteddfod 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 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 came 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.
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.
ENTRIES FOR ALL PRE-ADJUDICATED CLASSES
Entrants may enter as many times as they wish in each section of the Pre-Adjudicated classes,
but a separate entry form must be completed for each entry. Entry forms may be photocopied.
Online entry is not available for pre-adjudicated classes.
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 31st August 2021 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.
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 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.
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 13-15 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, 4th December 2021. Individual class winners will receive a DE Medal.
Please see page 12 of the Syllabus. These will be presented at the Festival Concert on Saturday, 4th December 2021.
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 31st August 2021.
Please note that the final date for entries this year is Friday 8th October 2021. No late entries will be accepted.