Rules and Regulations

General Description:

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 friendship, regardless of their age, origin, religion and cultural backgrounds.

 

Our motto: one future, our better future!

 

Participants:

The Festival welcomes all kinds of orchestras (string/wind/chamber/symphonic orchestra, folk music orchestra/ensemble, wood and brass band, marching band, percussion ensemble, jazz/ contemporary music band, etc.) to join in the activities.

However, 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 (according to the Festival Organizer).

 

Requirements / Repertoire:

1. The orchestras can choose between two main festival categories: “Celebration Category” (non-competitive category) and “Competition Category”.

2. For the orchestras participating in the “Celebration Category” there are no restrictions on which music works are to be showcased. Classical as well as traditional folk music works, especially ones reflecting the characteristics 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. Each orchestra should prepare at least 3 pieces of music (in total not less than 30 min. long), as there will be opportunities to perform special concerts alone or alongside other orchestras.

5. Information about the music works (title, length, music scores, short introduction about the content, name of composer, text writer, copyrights owner, etc.) must be sent to the Festival Organizer at least 3 months in advance.

6. In case of needing special instruments (piano, percussions, organ, etc.), the orchestra must inform the Festival Organizer 3 months in advance. The relating rental expenses for such special instruments have to be paid by the orchestra, except the announced music instrumental sets provided by the festival free of charge.

7. Orchestras may be accompanied by traditional instruments of their country of origin. The instruments needed should be arranged by the orchestra itself.

8. Playback is not allowed.

9. National costumes are greatly recommended – we should celebrate diversity!

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Application Procedure:

In order to be considered for participation in the festival, orchestras are required to submit an application including the following:

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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 performing, if available;

5. A brief resume and 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 notify the orchestra accordingly. If the evaluation is positive, a formal invitation letter will be sent out to the orchestra, the orchestra will pay the registration fee (see below), and the participation of the orchestra at the festival will become official.

Note: The application materials will not be returned.

 

Deadline for application:

March 31st, 2025

It is strongly suggested that earlier application be done, as the festival can only a limited number of orchestras.

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Registration fee:

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 force majeure occurs:

1. In case of cancellation from the festival’s side, 100% of the paid registration fee will be refunded to the orchestra.

2. In case of cancellation from the side of the orchestra, no part of the paid registration fee will be refunded to the orchestra.

In addition, all banking charges shall be paid by the orchestra.

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Participation fee:

The festival is self-financed and the whole costs of the festival have to be shared by all participants in form of paying a Participation Fee which varies depending on the packages the orchestra will take during the festival. Please ask the Festival Organizer for offers of different packages.

 

Travelling and costs:

Each orchestra has to arrange its own travel (visa, flights, transfers, etc.) and take over its own travelling costs. The Festival Organizer takes NO responsibility for the orchestras’ travel plans.

To ensure a smooth run of the festival and that the orchestra will be well informed and always on time for the planned events, it is suggested that participating orchestras take the travelling package offered by the co-operating travelling agencies and co-operating partners of the festival which are listed on the website under “Contact”.

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Broadcasting & Recording Rights: 

The conditions of participation to which each orchestra must agree 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 the orchestra, and can be used, free of charge, for any promotional purpose relating to the festival.

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, distribute or otherwise dispose of any recording or reproduction of recording of any such performance in any way that they see fit.

Merchandising:

Participating orchestras can bring CDs, DVDs and souvenirs to be given away or sold. In some cases, where special regulations and restrictions apply (such as Golden Hall of Musikverein in Vienna), permissions must be obtained in written form in advance.

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Others:

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 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 has to 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. for their travel.

7. The Festival Organizer will not be responsible for any lost or stolen items, but can assist in contacting the local authorities if necessary.

8. Participation in the Festival implies acceptance of all the rules and regulations of the Festival.