Policies

Policy List

If you wish to see any of the following policies, please email General Secretary for copies:

Complaints Policy
Cookies Policy
Copyright Policy
Data Management Policy – information audit, privacy policy and data protocol
Equality Policy
Health & Safety Policy and documentation
Photography Policy
Privacy Policy
Safeguarding Policy – including Creating Safer Festivals for Everyone

These policies are up to date as of September 2023

Copyright Use of Copies

Performers are reminded that it is illegal to reproduce music by any means, without the permission of the owner of the copyright. The prevalence of photocopying without authority has so far reduced the sales of music copies that very little new choral and vocal music is being published and much is going out of print. A publisher may give consent to photocopy out of print items or sell them as "Archive" copies.

The Music Publishing Association has issued the following Code of Practice on copying Copyright works:

"When an "Own Choice" is selected from a publication containing several different works which are not published separately, one copy may be made for the use of the Adjudicator at a Competition or Festival provided that the performer has already purchased his/her own copy and that the copy made is retained and destroyed by the Administrator of the Competition or Festival immediately after the event. The permission specifically does not extend to set works. Performers are advised that this permission only applies to member of the Music Publishers Association (MPA). It is the performers responsibility to ensure that they seek permission to copy directly from any copyright holder who is not a member of the MPA"

Recorded Music:

The Hastings Musical Festival is a member of the British Federation of Music Festivals and participates in its group licence to cover payment of fees for the use of recorded music at its events. Teachers using tapes created from commercial recordings are advised to seek permission to re-record from the record companies concerned as the Festival cannot take responsibility for this.

Please see each Section for details of any specific licensing arrangements and regulations

INFORMATION ABOUT OUR USE OF COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

[Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies]

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Photography Policy

No unauthorised photography, video or sound recording by the general public is allowed at any time during the Festival.

An official Festival Photographer will be available to take photographs of competitors before or after their performance. These photographs will be available to purchase form the photographer.

Press and commercial photography may be arranged during the Festival for use in publicity. Whenever this occurs the public will be notified. At this time, should anyone not wish their child(ren) to be included, then it will be their responsibility to remove their child(ren).

Where parents/guardians/carers do not wish photographs to be taken at all, then the responsible adult attending should ensure that their child/pupil/vulnerable adult is not included in official authorised photos.

Privacy Policy

The Hastings Musical Festival (the Festival) takes great care to preserve your privacy and safeguard any personal data you provide to us. This Privacy Policy explains how we will collect and use your personal data.

Information we collect

We collect Personal Information from competitors and entrants to the Festival including contact details (name, address, telephone numbers and email) and may include some personal information including age and teacher.

We collect Personal Information from members of the Festival, and supporters on our mailing lists, including contact details (name, address, telephone numbers and email).

We also hold Personal Information from volunteers including contact details (name, address, telephone numbers and email).

When you visit and use our websites, we may also use Cookies and collect information about your visit that enables us to identify you and provide you with a more personalised service.

How we use your information

We will use your personal data in a number of ways which may include:

Processing your entry form to take part in the Festival
Keeping you updated about your entry to the Festival
Managing the organisation of Volunteers for the Festival
Keeping you updated about future events
Including your name (if a competitor) in our printed and online programme
Including your name in our listings of results on our website and in the local press
Processing any applications for a volunteering role within the Festival
Responding to a general enquiry made to us
Dealing with a complaint or concern raised to use about one of our staff or volunteers
Include your photo or name on our website and social media

How we share your information

We will only ever use your personal data to manage your involvement with the Festival including keeping you up-to-date with any news. The processing of entries for the Festival, including personal data, is managed by a contractor, Play and Perform. If you are not involved in the Festival, we will only use your personal data to deal with the issue or enquiry that you have raised directly with us. We will never sell your details to any third party and we do not buy any personal data. Apart from the instances listed above, we will not share your personal data with a third party without your specific permission.

If you have made a Gift Aid declaration, we may need to disclose the information you have provided as part of the Gift Aid declaration to HMRC for the purpose of reclaiming Gift Aid on your donation(s).

We may share or disclose your personal data if we are required to do so by any law or court order.

Storage and Security of your information

We maintain commercially reasonable technical, administrative and physical security measures designed to protect your information.

You should be aware that communications over the internet (such as emails) are not secure unless they have been encrypted. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

Your personal data will not be retained by HMF for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to legal obligations.

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at [email protected].

Your choices

You can opt out of receiving marketing communications from us or change your communication preferences.

Your rights, and access to and correction of your information

You have various rights in respect of the personal data we hold about you. These rights include:

The right to be informed about the collection and use of your personal data
The right to access to your personal information
The right to object to processing of your personal information
The right to restrict the processing of your personal information
The right to personal data portability
The right to rectify your personal information
The right to erase your personal information

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.

If you want to exercise any of these rights or make a complaint, please email [email protected] or write to: Hastings Musical Festival, Festival Office, White Rock Theatre, Hastings TN34 1JX.

You can also make a complaint to the Information Commissioner's Office and the contact details and further information about how to do this can be found at https://www.ico.org.uk.

In certain circumstances we might not be able to provide you with access to some of your personal information, but where appropriate, we will notify you of the reasons for this.

Changes to this policy

You will be notified about any material changes to this Policy via a posting on our website, and as otherwise required by applicable law.

Data Management Policy

Further details about how we manage data can be found in our Data Management policy - available on request.

If you have questions about this Policy, please contact us at [email protected].

The Hastings Musical Festival Ltd is a registered charity (Registered Charity Number 261351) and company limited by guarantee (Company Number 167243). It is a member of the British & International Federation of Festivals. Our registered address is The Festival Office, White Rock Theatre, Hastings, TN34 1JX.

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Speech & Drama Rules

Dates - The dates for this section are 24th, 25th, 26th, & 27th February 2025.
Presentation - Credit will be given for choice of repertoire, presentation, dress and deportment, including a bow at the end of the performance. No Costume allowed, unless specified. Please observe the Hastings Musical Festival dress code (Jeans and/or trainers may be suitable for the Drama classes that allow a suggestion of costume, but are not appropriate for Speech and Mime classes).
Age groups - With the exception of Speech Medal classes, class 4016 and those designated 'Any Age', competitors aged under 16 should be entered for the class appropriate to their school year.

Please also note that, for ALL classes, AGE IS TAKEN AS FROM 31ST AUGUST OF THE PREVIOUS YEAR (2024).

Please ensure, for entrants under 19, that their date of birth is included in their details on the entry form.
Suitability of material - For Own Choice pieces, suitability of content and language must be considered with regard to age group. The suitability of material is decided at the Adjudicator's discretion and must not contain profane or offensive words. "Adult" or offensive material is not acceptable and Adjudicators are advised to take this into account when marking. They also have authority to stop any performance at their discretion. This would lead to automatic disqualification.
Test pieces - Test pieces, as indicated, have been taken from anthologies which have been named in the syllabus. All classes, including those for Prose Speaking, should be learnt, with the exception of classes for Original Verse (classes 4148 - 4158) which may be spoken or read.

'Own Choice' copies of words must be handed in to the Time Keeper or Steward at the Adjudicator's table, either on arrival at the start of the session or as and when requested by the Platform Steward, before the commencement of the class.

Scripts for the Original Verse and Original Soliloquy classes must be emailed to the Section Secretary by January 24th, 2025.
Copyright - The Hastings Musical Festival has entered into an agreement with the Authors' Licensing and Collecting Society. This means that performers do not have to seek permission for any poetry, prose or solo dramatic items performed to a time limit of 10 minutes.

Dramatic Items must be announced with title and author at the time of performance to qualify for copyright indemnity, and the performer must not change the words or gender of the character.

Own Choice items - Please be sure to add the following information to the scripts that you hand in to the adjudicator's table for all solo own choice items (printed out or handwritten, on the copy, or firmly attached to it):

Author's first and last names;

Title of piece performed;

Title of book piece taken from;

ISBN number of book (if available)

This information is important as it has to be reported to The British and International Federation of Festivals (BIFF) for copyright purposes. Performers and teachers will be delighted to know that their participation in this festival means authors will be directly reimbursed as a consequence of their works being performed at this festival.

Duologues and group dramatic activity are not covered by this agreement and copyright for these items should be sought by performers at the time of entry.
Time Limits - In all classes with a time limit, any extra time taken will be penalised by loss of marks. In Improvisation classes, any performance that does not fall within the range between the stated minimum and maximum time limits will be penalised by loss of marks.
All performers are asked to bow at the conclusion of their piece.
Should classes be over or under subscribed, the Section Secretary may choose to divide or combine classes.

Instrumental Rules

There will be no practising on the stage or the piano before or during sessions.
Photocopies may not be used for performances. Performers will have the chance to upload their adjudicator's copies onto Play and Perform. They can still hand in a copy of their music to the adjudicator's table, if they prefer.
The following notes on Medals apply to all groups within the Instrumental Section.
Past prize winners in any Medal Class are not eligible to compete in the same class again.
Performers may not enter more than one medal class in the same instrumental section.
Medals will only be awarded if the winner achieves the following minimum marks: Gold Medal 90; Silver and Bronze Medals 85.
Gold Medal winners are eligible for free entry into Class 3604, Hastings Young Instrumentalist of the Year.
Photography and filming are strictly forbidden during a performance and could lead to disqualification of the performer.
All performers must be the stated age for their class on 31st August 2024. Some classes are now defined by school years, and performers must be in these school years when they compete.
It is important that the General Rules and regulations in this syllabus are read carefully, particularly those which refer to 'pieces'.
This year we will be adopting the new BIFF marking scheme which is detailed in our General Rules.
The Section Secretary reserves the right to decide classes/close classes or combine classes depending on the number of entries.

Dance Rules

New this year: - All dancers will be dropped off before their class into the waiting area and collected at the end of the adjudicating (unless they need to quick change then they can be collected from waiting area after they have danced). No parents, chaperones or teachers to be on the side of the stage. There will be the dance secretary and festival chaperones each side of the stage to ensure everyone is respectful to those performing and keep the side stages clear. There will also be a chaperone in charge of the waiting area taking the children to and from the stage.
NEW ***** Acro Class: - Acro dance is a style that combines the techniques of classical dance with acrobatic movements. The form of dance is very athletic and has unique choreography to incorporate gymnastic like element into the dance.
Music and Synopsis- Please upload your music and up to a 15-word synopsis to the relevant dance classes (Greek, character, national for solo’s, titles for small and large groups for modern, lyrical, tap, musical theatre and contemporary) Music and synopsis can be uploaded on the homepage of the entry system.
Props: - Only props which can be easily carried and quickly set up in place by the performer is allowed. Construction of scenery or props on the side of the stage is prohibited, as are real flowers, leaves, confetti, talcum powder or similar. Props should not exceed 10kgs in weight and should be fully integrated into the performance. They should be flame resistant.
Tickets- Every person who is a chaperoning, parent going backstage must have a valid ticket. Dance schools will be given 2 teacher passes each day and will be asked for the names for each day before the festival begins.
Chaperones: - All Chaperones must be over 18 yrs old and must always wear their chaperone license.
All Children aged 16 in year 11 and below must be Chaperoned at all times by a qualified chaperone or own parent. If you are not a chaperone you may not look after any other children other than your own.
Ages: -The age of the eldest competitor in duets, trios, quartets and groups determines the correct age group. Age is taken from 31st August of the year prior to the festival year.
Footwear, makeup and changing- Footwear must be always worn in all areas of the building. Extreme care should be taken backstage and whenever possible feet should be covered to avoid accidents. Changing and makeup should be in allocated changing rooms. No applying makeup or doing hair front of house, toilets, auditorium or café. Only quick changes side stage when necessary having spoken to the side stage chaperones or Dance Secretary.
Re-Dance- Re-dance is only allowed for performers aged 9 and under. Any other times are at the adjudicator’s discretion.
Backstage Etiquette: - Movement behind the curtain is not allowed during a performance, please wait either side until the performance is finished.
Ballet: - No Pointe work is permitted for competitors under 13 years of age.
Narrative: - May be danced in any manner the subject demands and the technique must be appropriate to the character. Classical work only.
Global: - Must be authentic and belong to a recognised country.
Classical Greek: - Performed barefoot, showing the use of opposition and relaxation through movement. Must be related to Lyric, Athletic, Bacchic, Pyrrhic, Choric, Ritual or Tragic.
Contemporary: - Technically, work may reference recognised Contemporary technique and have a strong classical base. Work should shoe a reference to principles of contraction and release, fall and rebound, use of breath, gravity, successive and initiated movement. Only those dancers aged over 13 years and over can enter solos, duets, trio’s and quartets.
Acro: - Acro dance is a style that combines the techniques of classical dance with acrobatic movements. The form of dance is very athletic and has unique choreography to incorporate gymnastic like element into the dance.
Musical Theatre- All performers using music from shows in current production are subject to copyright law. The Festival Committee accepts entries on the basis that appropriate copyright permission has been sought by the performer or teacher. There will be no microphones in use for Musical Theatre, Cabaret or tap classes. Backing track which include singing are not permitted.
Bronze and Silver Medal: - These are qualifying classes. Bronze medal is for dancers aged 9,10 and 11yrs, Silver medal is for dancers aged 12, 13 and 14yrs. The dancers must have danced both a ballet and character. Please see the syllabus for more details and qualifying instructions.
Gold Medal class, you do not have to qualify. If the winner achieves exceptional and a mark of 87 or more, then the Phyllis Godfrey trophy is presented and a prize of £150, the gold medal will only be awarded if the dancer achieves exceptional plus and a mark of 90 or more in both ballet and character dancers.
Groups- 3 Groups per school per class can be entered.
Trio/ Quartets- dancers can only dance once in each section.
Duets- dancers can only dance once in each section.
Late Entries- The dance secretary will only except late entries after 31st December if space allows in the class. Double entrance fee will be charged.
Closing/combining/splitting Classes- The Dance Secretary may close classes prior to the closing date if the classes are full, combine or split classes if necessary.

Singing Rules

Please read these rules carefully - they may change from year to year. Any variation from these rules may result in disqualification. Also see the General Regulations. Age Limits: we have standardised the date across all the Sections so that all competitors must now be the stated age for their class on 31st August 2024. Some classes now state school years, and performers must be in those schools years when they enter.
Dates: Dates for Singing Classes are: Pop Vocals 23rd February; Music Theatre 3rd and 4th March; Classical Singing 5th and 6th March; Schools and Youth Choirs 6th March; Showcase Choirs and Adult Choirs 19th March.
Dress/Costume: Appropriate dress for appearing on stage is encouraged!

No costumes allowed unless otherwise stated. Props are only allowed for certain classes, and this will be shown in the syllabus.
Use of copies: Solo Singers are expected to memorise their songs except in Oratorio classes (Classes 2160 and 2162) or in Class 2038 (Seniors age 60 and under 70), and Class 2040 (Seniors age 70 and over) when copies can be used.

Choirs competing in classes 2204,2206, 2208 and 2210 are permitted to use copies if necessary. Other choirs should sing from memory.

Copies of the music being used in all classes, apart from Pop Vocals, are to be handed in at the adjudicator's table before the commencement of the relevant class. Copies can also be uploaded onto Play and Perform. Backing tracks for choirs and Pop Vocal classes should also be uploaded onto Play and Perform.
Own Choice pieces: The same song may not be sung in different classes by the same performer, unless specifically stated in the syllabus.

For "Own Choice" pieces, suitability must be considered with regard to age group. "Adult" or offensive material is not acceptable and the Adjudicators will be advised to take this into account when marking. They will also have authority to stop any performance at their discretion which would lead to disqualification.

In Junior singing classes (age under 18) own choices may be sung in any key, and transpositions are allowed.
Choirs competing in classes 2204,2206, 2208 and 2210 are permitted to use copies if necessary. Other choirs should sing from memory.

Copies of the music being used in all classes, apart from Pop Vocals, are to be handed in at the adjudicator's table before the commencement of the relevant class. Copies can also be uploaded onto Play and Perform. Backing tracks for choirs and Pop Vocal classes should also be uploaded onto Play and Perform.
Accompaniments: Backing tracks, without any vocals on them, are permitted in Pop Vocals and choir classes. For all other classes, live piano accompaniment is to be used, unless otherwise stated.
Non-transferable entries and substitutes: Teachers please note: Solo entries are not transferable, although substitutes are permitted in duet, trio and ensemble classes.
The Section Secretary reserves the right to divide classes/close classes or combine classes depending on the number of entries.