Rules, Conditions and Information for 2022

Here you should find all the important rules and conditions of entry as well as our safeguarding and child protection policies.

If you have any further questions then just get in touch via the CONTACT page.

We recommend you read and familiarise yourself with the Rules and Conditions of Entry before applying.

Download our AFYM Rules here.

ACCEPTANCE OF ALL THE RULES IS A CONDITION OF ENTRY

  1. ENTRIES: Those making an entry, and all performers, must agree to abide by the rules. Abertawe Festival for Young Musicians (AFYM) reserves the right to refuse entries from anyone who breaks the rules.  Entries are made via the AFYM website www.afym.org.uk
  2. NO LATE ENTRIES WILL BE ACCEPTED: All entries must be registered by 23.30 on Wednesday 12 January 2022, and video entries must be received by 23.30 on Saturday 12 February 2022. No entries will be possible after this time.
  3. ENTRY FEES: Entry fees are payable during online registration and are non-refundable.
  4. ELIGIBILITY: AFYM is open to performers who are resident or receiving tuition in South Wales.  The Festival Committee shall resolve any dispute regarding eligibility.
  5. AMATEUR STATUS: AFYM is open to amateurs only.  An amateur for these purposes is defined as a person who does not receive the chief part of his/her income from the teaching or practice of the subject in which he/she is competing.  The Festival Committee shall resolve any dispute regarding eligibility.
  6. AGE LIMITS: The age limit for each class is 18 years unless otherwise stated. The age of the performer on the first day of the Live Festival 12 February 2022 will be deemed to be his or her age for the purpose of entry.
  7. NON-COMPETITIVE CLASSES: The reduced 2022 AFYM Festival is all non-competitive.
  8. PERFORMER SUBSTITUTION: Performers named in registered entries must perform and no substitution is allowed.  If there is uncertainty about performer availability, you are advised to give your duet/group a general name, e.g.  The Smith Duo.
  9. OWN CHOICE REQUIREMENTS: Performers do not need to state own choice pieces at the time of entry. However TIME LIMITS, WHERE STATED, MUST BE STRICTLY OBSERVED.   A performance which over-runs the time limit may be eliminated.  For the Online Festival the title and composer of the piece must be announced at the start of the video and a PDF copy of the music submitted together with the video.  For the Live Festival performers must complete a Musical Administration Document (MAD slip) giving titles and composers of their piece/s and attach it to the adjudicator’s copy of their music that they bring to the AFYM on the day of performance.  The MAD slip can be downloaded from the AFYM website.
  10. GRADE CLASSES: Please ensure that selected pieces are of the correct standard. Anyone playing a much more difficult piece than the grade stipulated risks being penalised and/or disqualified.
  11. COPYRIGHT: It is not allowed for a performer to play from a photocopy at the AFYM. Photocopying of music is illegal except when the copy is for the adjudicator.  It is permitted for a performer to play from a legal download from the internet.  The performer should mark on the copy given to the adjudicator that the copy used by the performer is a legal download.  The Festival reserves the right to ask to see a performer’s music to check that a legal download is being used, not an illegal photocopy.
  12. ADJUDICATOR’S COPIES: At the Live Festival the performer must provide a copy of each own-choice selection for the adjudicator.  This should be clearly marked with the competitor’s name, class and ballot number.  Photocopies will NOT be accepted except in the following circumstance: when an own choice work is selected from a publication containing several different works and which is not available separately, one copy may be made for the use of the adjudicator provided that the competitor has already purchased his/her own copy. The photocopy will be destroyed by the Festival immediately after the event.   For the Online Festival a copy of the original music must be submitted as a PDF file together with the video.
  13. ACCOMPANISTS: Performers must provide their own accompanist where appropriate and all pieces incorporating keyboard accompaniment should include that accompaniment in performance. No accompaniment tapes/recordings may be used at the Live Festival.  Pre-recorded accompaniment tracks are permitted for Online Festival submissions.
  14. PERFORMERS may perform more than once in any class provided that a different instrument is played each time. In the Online Festival performers are restricted to a maximum of three solos per instrument plus duets/ensembles.  In the Live Festival performers are restricted to three performances in total.   See also Rule 19
  15. DEPORTMENT: Performers are expected to produce a “professional” performance, well prepared and presented.
  16. ADJUDICATOR’S DECISIONS in all matters relating to musical results, are final. No teacher, performer or parent may approach the adjudicator’s table unless invited.
  17. NO VIDEO/PHOTOGRAPH/RECORDING taken at a live AFYM event is to be uploaded on to any form of social media, e.g. Facebook. Those responsible for entering performers must agree to abide by all the rules including this one.   AFYM reserves the right to refuse entries from any performer who breaks the rules.
  18. ONLINE FESTIVAL PERFORMANCES: Videos submitted to AFYM for the Online Festival will be included in the Festival.  Performances are adjudicated and then published online under a passcode for viewing during the Online Festival period.  Such videos will be viewed by members of the public.  Anyone with reservations about their performance being seen publicly should think carefully about entering the Online Festival.  By submitting a video, all performers, parents, guardians and responsible adults are agreeing to the viewing of the video as stated.
  19. The Festival Committee reserves the right:
    (a) to limit, combine, cancel or sub-divide any class;
    (b)    to refuse any entry without assigning a reason;
    (c)    to close classes before the closing date if sufficient entries have been received;
    (d)    to offer additional online classes if the Live Festival is over-subscribed.
  20. The Festival Committee is not responsible for any injuries sustained by any competitor or member of the public whilst on Festival premises. The Festival Committee is not responsible for any loss or damage to instruments, music, mark sheets or any other property at the Festival.

AFYM – Child Protection Policy

The British and International Federation of Festivals for Music, Dance and Speech (BIFF) works for amateur festivals everywhere to help create thousands of educational performance opportunities for children and young people each year.

The Federation and our member Festivals 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 Board of Trustees, paid staff, Adjudicator members, volunteers, students or anyone working on behalf of the Federation and our member Festivals. It has been drawn up on the basis of relevant law and guidance that seeks to protect children and young people, and its purpose is to set out the overarching principles that guide our approach.

We recognize 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 festivals, including the children of festival members
  • to provide staff and 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
  • appointing a Federation Head of Safeguarding and, for each festival, at least one Festival Safeguarding Officer
  • adopting child protection guidelines through procedures and safe working practice for staff and volunteers
  • working within the legislation and guidance that specifically addresses the needs of young performers (specifically, the Children and Young People Acts 1933 and 1963, and the Children (Performance and Activities) (England) Regulations 2014
  • adopting a safe and balanced approach to the issue of creating and using photography and images of children and young people at our festivals and in our communications
  • recruiting staff and 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
  • providing effective management for staff and volunteers through supervision, support and training.

The Federation will review this policy each year in line with NSPCC guidance or sooner in light of any changes in legislation or guidance.

Creating Safer Festivals for Everyone

The British and International Federation of Festivals for Music, Dance and Speech (BIFF) and its member Festivals use the following policies and procedures to provide safer festivals for everyone:

  1. A single, definitive Child Protection Policy adopted by all Federation Festivals.
  2. One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival.
  3. Best practice advice in the form of Safe Working Practice leaflet, Festival Child Protection leaflet, and any other guidance produced by the Federation. This advice is supported by support and training for all Festival staff and volunteers. Guidance includes clear reporting procedures for anyone with concern about a child.
  4. Appropriate recruitment and induction procedures for all new staff and volunteers responsible for providing safe environments for everyone attending/performing at a Federation Festival.
  5. All Festival personnel wear a badge to identify their roles and AFYM committee members where a YELLOW lanyard. .All teachers/parents/guardians/carers are asked to report all incidents of any nature to anyone wearing a YELLOW lanyard. All reported incidents will be handled in accordance with the Safe Working Practice and Festival Child Protection best practice advice. In addition, we will ensure the availability of a quiet area / room where concerns can be expressed in private.
  6. For the duration of a Festival 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 Festival venues, practice and changing areas that may be provided. The Festival cannot take any responsibility for property left unattended.
  7. We do not permit any unauthorised photography at our Federation Festivals. For further information on what is and is not authorised, please contact the Festival Safeguarding Officer or anyone wearing a YELLOW lanyard. If any child, young person or parent/carer is concerned about any photography or recording taking place at an event, please contact the Festival Safeguarding Officer, who will be pleased to discuss this matter with you.
  8. Some children and adults with support needs may need help in order to take part. If this is the case, we ask the responsible teachers/parents/guardians/carers to contact the Festival Organisers prior to arrival. The Festival aims to meet these needs wherever possible but must know beforehand in order to prepare support – or to advise that help cannot be provided on this occasion.
  9. The Festival’s Child Protection Policy and its approach to Creating Safer Festivals for Everyone are 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 (or any adults who may require additional support) confirm that they give (or have obtained) the necessary consents for the entrants to take part in the Festival. Without consent the entry to the Festival cannot be accepted.

GUIDANCE FOR REGISTERING YOUR ENTRIES ONLINE

  • Visit the AFYM website org.uk to start your online registration for the classes you want to enter, and to check latest news and information.
  • Registration for both the Online and Live Festivals opens on 1 December 2021; the AFYM website will have up-to-date news and a guide.
  • Registration closes at 23.30 on 12 January 2022. No entries will be possible after this time.
  • It will be helpful to have the current syllabus with you when you select your classes and pay for your entries.
  • All payments are made online by credit or debit card. There are no additional costs beyond the class entry fees.  There are no refunds.
  • Performers under 18 years of age must be registered by a ‘Responsible Adult’; by default this is the card holder paying for the entries online.
  • When registering you are required to complete information necessary for each performer to enter each class. For multiple entries you may find it easiest to group transactions either by class (entering multiple performers) or by performer (entering multiple classes).  You can register additional entries as many times as you like until registration closes.
  • You are not required, when registering, to state which music you are going to play, but you must notify it and provide an adjudicator copy when you perform.
  • Once you have registered and paid, a confirmation email will show the details you have entered. This email is sent only to the ‘Responsible Adult’.
  • Scheduled classes will be posted on the AFYM website, and a notification email sent advising details of your specific classes. This email is sent only to the ‘Responsible Adult’.
  • Programmes will be available to download free from the website, and free at the Live Festival.
  • If you have registration difficulties that you cannot resolve, please contact Caroline Johnson by email CarolineJohnson@afym.org.uk

NEW—GUIDANCE FOR MAKING YOUR VIDEO

  1. Position the camera so that we can see you and your instrument clearly
  2. Do a test recording, so that you can check volume, lighting, camera position and make sure you are happy with the general appearance of your video
  3. Dress for a performance
  4. Begin your video by announcing your name, the title and composer of your piece, and your AFYM class number
  5. Bow at the end of your performance, you will have an audience!
  6. Nearer the submission date and before making your video, check the AFYM website for a technical guide and examples to help you perfect your performance

MAD Slip

Don’t forget to download and fill out your MAD slip (Music Administration Document) – you will need this when you arrive at the Live Festival in order to take part in your class.

Download your MAD slip by clicking HERE.

BURSARY AWARDS 2022

AFYM is once again pleased to offer a range of bursaries, made possible by the generosity of our sponsors to assist your progress in music.  This typically includes support for music-related costs such as attendance at summer schools, orchestral courses, county or national music courses, purchase of books or music lessons.

Applications for 2022 bursaries are welcome from all AFYM performers.  You are invited to visit our website nearer the Festival for the latest information, application forms, guidance on making an application, and closing dates.

ACCOMPANISTS

AFYM does not provide an official accompanist.  Listed below are pianists who may be available.  Please make EARLY contact with an accompanist if you do not have your own, to make sure that you can be accommodated, particularly with difficult pieces, which the pianist will need to practise.  Any arrangement made between you and the accompanist is a private one, not involving the Festival. You are advised to check with accompanists that music you mail to them has been received.

Rachel Ramos   
Tel. 07964 386673
e-mail  rach_attwell@hotmail.co.uk

Dorothy Singh    
Tel. 07766 714211
e-mail  dhgange51@gmail.com

Robert Marshall BA(Hons) ADRWCMD MISM
Tel. 07973 835337
e-mail  thewelshpianist@gmail.com

Chris Samuel
Tel.  01792 299993

PRACTICE FACILITIES

The Guildhall is a very busy public and working building.  We regret that we cannot offer practice facilities to AFYM performers.

AFYM PRIVACY POLICY

We store securely names, addresses, telephone numbers and e-mail addresses of all contacts.

This information is collected by the AFYM committee to maintain communication with contacts regarding the festival, the concert and other events that should be of interest.

The contact information will not be shared with any third party.

You are entitled to obtain any information we hold on you and you have the right to have your personal data deleted. If there has been no communication for three years we will delete the information.

For further information, please contact AFYM on the Contact Page