Rules & Regulations
As one of the most important orchestral events in the world, the World Orchestra Festival aims to provide a platform for all kinds of orchestras and musicians to perform, to learn, to compete, to communicate, to establish and deepen friendships, regardless of their age, origin, religion and cultural backgrounds.
Our motto: one future, our better future!
The Festival Organizer welcomes all kinds of orchestras (string/chamber/symphonic orchestra, folk music orchestra/ensemble, wood and brass band, Marching Band, percussion ensemble, Jazz band, etc.) to join in the activities of the festival. Entry will not be granted to private accompanying persons (e.g. parents) other than the conductor, teacher, official delegates or chaperons. In special cases, entry may be considered for private accompanying persons if a notice is sent to the Festival Organizer in advance stating a valid reason (to be determined by the Festival Organizer).
Requirements / Repertoire:
1. Each orchestra should prepare at least 3 compositions (in total up to 30 min.), as there will be opportunities to perform special concerts together with other orchestras.
2. For all participating orchestras, there are no restrictions on which compositions to showcase in the program. Classical, contemporary as well as traditional folk compositions, especially ones reflecting the characteristics and culture tradition of the country, are welcome.
3. For the orchestras participating in the “Competition Category”, special rules and guidance will apply. Please read the chapter “Celebration and Competition”.
4. Information about the compositions (title, length, music scores, short introduction about the content, name of composer, text writer, copyrights owner, etc.) must be sent to the Festival Organizer 3 months in advance at least.
5. In case of needs of special instruments (drums, piano, etc.), the orchestra must inform the Festival Organizer 3 months in advance. The relating rental expenses for such special instruments (drums, piano, etc.) have to be paid by the orchestra.
6. Orchestras may be accompanied by traditional instruments of their country of origin. The instruments needed should be arranged by the orchestra itself.
7. Playback is not allowed.
8. National costumes are greatly recommended.
Broadcasting & Recording Rights:
The conditions of participation which each orchestra must agree to are as follows:
1. All audio, video and photography rights to any performance at the festival belong to the Festival Organizer, free of any charge from side of the orchestra.
2. Any performance given during the festival by the orchestra can be recorded, without payment to the orchestra and its musicians. The Festival Organizer shall be entitled to possession of any such recording and shall furthermore be entitled to reproduce any such recording and to sell, let for hire, offer for sale or hire, distribute or otherwise dispose of any recording or reproduction of recording of any such performance in any way that it sees fit.
3. All audio, video and photography materials provided by the orchestra can be used, free of charge, for any promotional purpose relating to the festival.
Participating orchestra can bring CDs, DVDs and souvenirs to be given away or sold. In some case where special regulations and restrictions apply (such as Golden Hall in Vienna), permissions must be purchased in written in advance.
Deadline for application:
30th April 2018 for World Orchestra Festival 2018/30th April 2019 for World Orchestra Festival 2019
In order to be considered for participation in the festival, orchestras are required to submit an application including the following:
1. the application form, completed in its entirety;
2. A short biography of the orchestra, including the orchestra's history and other items of interest. (For example: a list of recordings made, awards received, etc.);
3. A color photo of the orchestra;
4. A recent recording of the orchestra on CD or DVD or MP3 etc. if available;
5. A Curriculum Vitae or brief resume of the orchestra's conductor;
6. A color photo of the orchestra’s conductor;
Application can be completed online or sent by post to the Festival Organizer.
After receiving all required documents, the Festival Committee will evaluate and send the decision to the orchestra accordingly. If the evaluation is positive, an official invitation letter will be sent out to the orchestra and the participation of the orchestra at the festival is banding to the orchestra.
* please note that the application materials will not be returned.
For the registration, each orchestra has to pay a registration fee of Eur 450.-- to the festival organizer’s account. The registration fee will be refunded to the orchestra according to the following rules in case of force Majeure occurs:
1. In case of cancellation from the side of the festival’s side, 100% of the paid application fee will be refunded to the orchestra.
2. In case of cancellation from the side of the orchestra:
- 100% of the paid application fee will be refunded to the orchestra when the cancellation happens 6 months before the opening date of the festival.
- 50% of the paid application fee will be refunded to the orchestra when the cancellation happens 3 months before the opening date of the festival.
- 0% of the paid application fee will be refunded to the orchestra when the cancellation happens within 3 months before the opening date of the festival.
3. All banking charges shall be paid by the orchestra.
Staying during the festival in Vienna:
To ensure the smooth run of the festival and to ensure the orchestra will be always on time at the events of the Festival, the participating orchestra has to take the travelling package provided by our appointed travelling agencies and co-operating partners for its whole stay during the festival period in Vienna. Please get in touch with our appointed travelling agencies on our website under “contact” and ask for their service offer.
Other Travelling costs:
The participants orchestra is responsible for its own costs as followings:
1. travel to Austria and back to his(her) home country;
2. accommodation and transfers during the stay in other cities in Austria;
3. any private consumption, such as mini bar, telephone costs, laundry, etc.
4. any other consumption not mentioned above;
1. All application materials will not be returned.
2. The Festival Organizer reserves the right to refuse any entry.
3. The Festival Organizer reserves the right to alter the timetable and activities according to the number of orchestras participating in the festival.
4. All decisions made by the Festival Organizer shall be deemed final.
5. No copyright dramatic or musical work shall be performed without the license of the copyright owner, and all such licenses shall be obtained by the orchestra itself. The orchestra shall indemnify the Festival Organizer against any infringement of copyright that may occur.
6. It is the responsibility of the orchestras (not the Festival Organizer) to ensure they have necessary visas etc. to enter Austria.
7. The Festival Organizer will not be responsible for any lost or stolen items.
8. Participation in the Festival implies acceptance of all the rules and regulations.
The World Orchestra Festival
ICT Management GmbH
Leonard Bernstein Str. 8/2/2-1
A-1220 Vienna, Austria
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