GENERAL RULES & CONDITIONS OF ENTRY

These rules apply to all sections of the City of Tamworth Eisteddfod. Additional rules may be outlined in specific sections. Please carefully read these rules and the guidelines for each section.

Failure to comply with the following rules may result in disqualification and withholding of prizes. The decision made by the City of Tamworth Eisteddfod Society in all questions or disputes arising from or not provided for by these rules will be final. All entries are received according to this condition and in the spirit of friendly competition upon which the Eisteddfod is based. No dispute shall become the subject of any appeal at law.

The Committee reserves the right to alter or adapt rules to align with Government (Federal, State or Local) guidelines.

1. DEFINITIONS:
   1. Amateur refers to someone whose major source of income is not derived from the subject of the entry.
   2. Eisteddfod refers to the City of Tamworth Eisteddfod.
   3. Novice sections are open to competitors who have been learning for less than 18 months. Their teacher must endorse entry.
   4. Official refers to any member of the Committee, Convenors, Adjudicators, or any volunteer approved by the Committee/Convenors to assist in running the Eisteddfod.
   5. Restricted sections are open to competitors who have not won a First Prize in any Eisteddfod.
   6. Attendee refers to any performer, teacher,  or audience member.
2. All competitors compete at their own risk.
3. The competition is open to all ‘Amateur’ performers. Open sections are open to all comers, including teachers and assistant teachers.
4. PRIZE MONEY:
   1. A minimum of three competitors per item is required in order for prize money to be awarded. Only the trophy will be presented if there are less than three competitors. This applies to Championship sections also.
   2. All prize money must be claimed within 3 months of the performance date. It is the responsibility of the performer to ensure that money is received. The Eisteddfod Society will retain any unclaimed monies.
5. AGE LIMITS:
   1. Age shall be determined as of 1 May in the competition year.
   2. Competitors must conform to the age limits specified in the syllabus. The Committee reserves the right to call upon any entrant to show proof of age and to withhold any prize until such proof has been provided.
   3. In groups and ensembles, the age shall be determined by the group’s oldest member.
6. ENTRIES & REFUNDS:
   1. No entry shall be accepted unless accompanied by the full entry fee, including any online booking fees or programme fees that may apply.
   2. If the Committee/Convenor(s) cancel an item or session, a refund of entry fees less online booking and processing fees (2.6% + $4.30) will be offered to affected entrants.
   3. Refunds will be available for cancelled sections only.
7. ADJUDICATORS:
   1. Entries will not be accepted from anyone who has been a pupil of the Adjudicator within the last six months.
   2. Communication with the Adjudicator by competitors, teachers or other interested parties is strictly forbidden. All enquiries must be made at the Secretary’s table. Failure to comply may result in disqualification.
   3. The decision of the Adjudicator will be final. They will have the power to withhold or divide prizes according to merit. If they think the item’s standard does not warrant a first prize, they are entitled to award a second or third prize only. This decision will be explained when making the adjudication.
   4. If, through unforeseen circumstances, the Adjudicator cannot perform their duties, the Committee reserves the right to appoint a substitute.
8. TIME LIMITS:
   1. Where time limits are stated, the performance must be kept within the specified time; performances do not have to use the entire time but must not exceed the limit.
   2. Time is determined from the first note, dance step, action or word spoken to the last note, dance step, action or word spoken. Timekeepers will be present, and competitors who exceed the time limit will be given an adjudication report, but no marks will be awarded.
   3. Subject to the Adjudicator’s discretion, an allowance of no more than 30 seconds of overtime may be given.
   4. If a performance exceeds the time limit, the Adjudicator may ring their bell to indicate the performance should stop.
9. All sections are ‘Own choice’ unless otherwise specified.
10. REGISTRATION: Competitors should arrive at the venue no less than 15 minutes before the beginning of a session and report to the Secretary’s table to have their name checked off.
11. BACKING TRACKS: Refer to the guidelines listed at the beginning of each category.
12. Competitors may not render an item with which they have won a First Prize in last year’s Eisteddfod.
13. No competitor may perform the same item in multiple sections except where specified. A change of costume and/or music does not constitute a new performance.
14. Names of competitors cannot be substituted.
15. DUOS, TRIOS AND GROUPS: In sections where two or more people are competing in combination, a competitor may compete in more than one combination in the same section a maximum of two times.
16. Any competitor who fails to appear when called in the order listed in the Programme will be ineligible to compete.
    1. In cases of school or government exams coinciding with the Eisteddfod, a competitor may make a request to the Convenor to be heard at an earlier time. This request needs to be made at least 48 hours before the commencement of the session. In such cases, the competitor will have to show proof that they are being examined elsewhere, and the request can only be granted subject to the willingness of the Adjudicator.
17. If there are insufficient entries in an item, the Committee reserves the right to combine that item with the next age group in that section or withdraw the item and return the entry fees.
18. The Privacy Act 1988 and Copyright Act 1968 prohibit using sound or video recording devices in the performance venue. Offenders will be asked to leave, and may result in their performance being penalised (including disqualification).
19. ATTENDANCE: It is appreciated if all entrants remain for the entire session (generally three hours) in which they perform to provide an appreciative audience for other entrants and for the learning experience of watching and listening to other performers.
20. BEHAVIOUR: A high standard of decorum is expected from all entrants, spectators and participants. Please ensure that the content of all performances is appropriate for all audience age groups. Unseemly language, adult costuming and adult themes are considered inappropriate for the Eisteddfod. Penalty (including disqualification) is at the discretion of the Adjudicator or Committee.
    1. All children under 14 must be accompanied by an adult at all sessions.
21. Doors will be closed during an item. Please refrain from entering or exiting the performance venue during an item (this includes between performances where more than one performance is required).
22. Teachers may not fill key positions such as pencilling or Chairperson. Persons may not assist at the Adjudicator’s table for any item they have a relative competing.
23. PROTESTS: Protests must be lodged to the Session Secretary in writing (including email) within 30 minutes of the conclusion of the item concerned. A fee of $100 must accompany lodgement. This fee will be returned if the Convenor(s)/Committee rules in agreement with the complainant.
24. STAGING:
    1. The stage area will not be available for rehearsal during the Eisteddfod.
    2. Other than competitors and their accompanists, no person will be allowed onstage or backstage. Teachers wanting to place props onstage for competitors under 12 years may do so after applying to the Secretary’s table. An official will accompany them and must leave the stage area before the item commences. Senior students accompanying baby groups backstage may wait for the group behind the back curtain. Anyone found waiting in the wings or prompting from the wing will cause their group to be disqualified.
    3. Props must be kept to a minimum. Due to a shortage of space, props cannot be stored. They must be delivered to the venue before the morning session and removed at the end of the session in which they were used. The Society takes no responsibility for items left at the venue.
25. COPYRIGHT: All entrants, accompanists, and teachers must realise their responsibilities regarding laws under the Copyright Act 1968. OneMusic Australia covers the Eisteddfod for:
    1. The live performance of copyrighted musical works by soloists (with or without an accompanist) or ensembles;
    2. Playing copyrighted sound recordings as backing tracks to dance performances or as accompaniment tracks to live musical performances; and
    3. Allowing entrants to copy sound recordings that contain copyrighted music onto a CD or device (such as a phone) for use as a backing track at the event.
    4. Visit onemusic.com.au for information.
26. The Committee takes all care but accepts no responsibility for loss or damage to a competitor’s books, papers, music, instruments, CDs, costumes or other property.
27. PHOTOGRAPHY DISCLAIMER/RELEASE:
    1. The Society reserves the right to use any photograph/video taken at any event it holds without the express written permission of those included within the photograph/video. The Society may use the photograph/video in publications or other media material produced, used or contracted by the Society, including but not limited to brochures, books, magazines, websites, social media, etc.
    2. Images will not be identified using full names or personal identifying information without written approval from the photographed subject. A person attending an Eisteddfod event who does not wish to have their image recorded for distribution should inform the photographer and/or contact the President of the Society in writing of their intention..
    3. By participating in the Eisteddfod or failing to notify the Society in writing of your desire not to have your photograph used by the Society, you agree to release, defend, hold harmless and indemnify from any claims involving using your picture or likeness.
    4. Any person or organisation not affiliated with the Society may not use, copy, alter or modify Society photographs, graphics, videography or other similar reproductions or recordings without the advance written permission of an authorised person from the Society.
28. PHYSICAL DISTANCING, HYGIENE AND CHECK-IN PROCESS:
    1. Attendees will be required to follow all guidelines recommended by the NSW Government at the time of the performance, including (but not limited to) check-ins using the Service NSW app, proof of vaccination and venue capacity. Visit nsw.gov.au/covid-19 for current guidelines.
    2. An Official or Venue Supervisor may ask attendees to show their Service NSW app to prove their check-in and/or vaccination status. Anyone unable to provide necessary proof will be asked to leave the venue.