1.Short Forms for Associated Organizations

 

• KWKMF - Kitchener-Waterloo Kiwanis Music Festival

• OMFA  - Ontario Music Festivals Association

• RCM - Royal Conservatory of Music

• CC - Canada Conservatory of Music

• KWCO - Kitchener-Waterloo Community Orchestra

• MFS - Music Festival Suite

• IMSLP - International Music Score Library Project

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2.Resources & Links

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• RCM Syllabi          

• CC Syllabi

• OMFA Syllabi

• MFS (Registration)

• IMSLP.org

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3.Registration & Accounts  

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3.1 Agreement               By registering for the KWKMF you agree to be bound the festival rules & regulations.  Participants may be disqualified from any or all present and future festival activities, awards, or honours in situations where festival rules are explicitly disregarded.

3.2 Right of Refusal       KWKMF has the right to refuse any registration for any reason.

3.3 Music Festival Suite (MFS)   Registration must be done online via the Music Festival Suite link.  Parents must first create a Parent account for themselves and can then add additional family accounts to their profile. Likewise, public school teachers must first create a Teacher account and can then add an account for each school ensemble.  It is also recommended that private teachers and accompanists register for their own account so that they may stay up to date with their students’ festival information.  Each individual account will be assigned an account number that can be used linked to other accounts (example: a participant may enter their teacher’s number so the teacher can see their registrations).  Participants who do not have a registered teacher must indicate that the Parent is the Teacher.  Adult participants will not be required to register with a Parent or Teacher.

3.4 Parental/Guardian Consent              Registration must be completed by a parent or legal guardian for participants who are under the age of 18 years old at the time of registration.

3.5 Media Consent        By registering for the KWKMF you acknowledge the festival is a public event and you consent to the publishing of the participant’s name and photos taken by official festival media persons on the KWKMF's online and printed media outlets.  Consent will be given via MFS when creating a profile.

3.6 Eligibility     KWKMF is open to amateur musicians only. For the KWKMF, an amateur is a person whose primary income stream is in something other than the festival activity they are entering for.

3.7 Age Limit     Competitive classes are open to participants up to the age of 28 as of December 31, 2022.  Adults aged 29+ are only eligible for non-competitive classes.

3.8 Class Limits    Participants may only register once for each competitive class. Participants may register multiple times for the same Non-Competitive class, playing the appropriate number of pieces for each registration.

3.9 Transaction & Late Fees     Lists of class prices are included in this Syllabus under each division. A parent or adult may register for several classes and multiple family members all at once.  Classes may be saved and added later prior to paying for classes.  Registration will not be complete until the payment is made.  A $5 Transaction Fee will be charged at the time of payment.  If a participant registers for additional classes after paying, the $5 fee will be applied again each time a payment is made, therefore it is recommended that payment be done once all classes are entered.  Registrations that are paid after the registration deadline are subject to a $10 Late Fee.

3.10 Registration by Teachers      Teachers may select class registrations on behalf of their students if their teacher account is linked to the participants.  Teachers can select their students on the Registration page in MFS.  Once all the class information is entered the teacher can choose to assign the payment to either themselves or the parent.  If the parent is paying, they will see the class information included on their Account page in MFS where they can pay their invoice to complete the registration.

3.11 Cancellations & Refunds      Fees for cancelled classes may be refunded up to February 15th of the festival year (the $5 Transaction Fee is non-refundable).  There will be NO REFUNDS after February 15th if the participant chooses to refrain from participating in a festival class for which they have registered, except when a doctor’s note is provided or in cases of bereavement.​

3.12 Class Changes   Participants may request to change a class registration to a different class up to February 15th.  After this date there are no guarantees that a change request will be considered and will only be done at the discretion of the Coordinator.  Requests must be submitted by email to (danielle@kwkiwanismusicfestival.com).  

3.13 Class Verification            It is recommended that teachers verify their students have registered for the correct classes by creating and logging into their own MFS account.  Teachers will be able to send their account number to all their students via MFS, so that they may link their accounts.  For participants who do not have a registered teacher it is recommended that you communicate directly with your teacher.

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4.Pandemic Protocol

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4.1 The 2024 KWKMF is planned to be an in-person live event with no virtual classes unless government protocol dictates otherwise.

4.2 All festival events will follow current government health and safety protocols, guidelines, and recommendations. 

4.3 Any person entering a festival venue must abide by all health & safety measures required by the venue.  Refusal to abide by venue regulations may result in disqualification from participating in the festival.

4.4 The festival cannot take responsibility for any person contracting COVID-19 or any other illness at a festival event. Persons enter festival venues at their own risk.

4.5 Should government guidelines require that the live festival be cancelled the KWKMF is prepared to host a virtual festival.  Participants would be emailed instructions on how to submit recorded video performances, and how to join their online classes. Participants would be given the option to receive a full refund if they do not wish to participant in a virtual festival.

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5.Financial Aid

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5.1 Participants who meet any of the criteria below should contact the Coordinator to confirm their eligibility prior to completing their registration (Danielle@kwkiwanismusicfestival.com).  To receive financial aid participants must first pay their registration invoice in full, and the fees will be refunded back to them.

5.2 Bridge to Music       Students who were previously receiving aid through the KWS Bridge to Music program are are eligible to have their Class Fees refunded (they must still pay the $5 Transaction Fee). 

5.3 Accompaniment Allowance Participants who register for four (4) or more accompanied classes are eligible for a $35 accompaniment allowance.

5.4 Festival Bursary        Participants who are experiencing financial constraints that would prevent them from registering for the festival are welcome to write a letter to the festival committee explaining their situation and why they want to participate in the music festival, and which classes they would like to register for. Some or all their class fees may be waived at the discretion of the KWKMF Committee.  Request for financial aid must be received by January 15th, 2024.

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6.Scheduling & Communications

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6.1 2024 Festival Dates          The 2024 KWKMF will take place from April 2nd to 9th for Ensemble Classes and April 22nd to 27th for Solo & Chamber Music Classes.  Classes may be scheduled during daytime and evening hours. It is recommended that participants reserve all festival dates. Note: Ensemble Classes include School & Community groups.  Solo Classes include solos, duets and trios within each division.

6.2 Registration Dates  Online registration will be open from December 1st to January 29th.  Late registration will be extended to February 2nd subject to a $10 late fee. Registration will be closed after February 2nd.

6.3 Published Schedule The schedule will be published online no later than March 1st for Ensemble Classes and no later than March 15th for Solo Classes.  Class schedules will also be available in your MFS account.  Teachers and Accompanists may have access to their student’s schedules by providing students with their own festival account number.

6.4 Schedule Changes   KWKMF reserves the right to change the published schedule at any time. KWKMF will attempt to notify the affected participants of major changes, however it is the responsibility of each participant, music teacher and accompanist to check the website or their schedule in MFS for changes.

6.5 Communication       The official mode of communication for festival announcements is through the festival website, as well as email communications.  Participants should check the website regularly for festival updates. When creating a festival profile MFS will send a confirmation email.  Participants should check their spam folders to ensure that KWKMF emails are being received. KWKMF has the right to email anyone who has an active account with MFS.  Those who no longer wish to participate in the festival and receive email communications must deactivate their MFS account.

6.6 Schedule Conflicts   Participants who are registering for multiple classes and divisions are guaranteed to not be double-booked. However, the festival cannot guarantee that family members will not be booked at the same time.

6.7 Personal Requests  The festival schedule will not be modified in response to requests made based on personal schedule conflicts. A personal schedule conflict would include travel, school, other competitions, other extra-curricular activities, etc. 

 

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7.General Class Rules & Regulations

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7.1 Outlined below are the general rules & regulations that apply to all festival divisions.  Each division also has its own set of classes and guidelines that are included in each section of the Syllabus.  Participants and their teachers are responsible to ensure they are registering for the appropriate classes and following the guidelines for each different class.

7.2 Failure to follow the Rules & Regulations will disqualify participants from receiving a mark or class placement.  Participants may still receive written and verbal evaluations from the adjudicator.

7.3 Syllabus Lists            Many classes require that repertoire be selected from a corresponding RCM or CC Syllabus list.  It is the participants’ responsibility to consult the appropriate list.  (See 2. Resources & Links)

7.4 Class Levels               See 7. Class Levels & Eligibility to ensure you meet the criteria for each class level.

7.5 Repertoire Level      Participants must perform repertoire that is listed under the corresponding grade level in the RCM or CC syllabus and are not permitted to play pieces listed in a different grade level.  There are no exceptions, even when a higher-level piece has been approved by RCM or CC for examination purposes. 

7.6 Syllabus Exceptions Participants who wish to play a piece that is not on a syllabus list can do so if 1) they provide a letter of approval from the RCM or CC for examination purposes (excluding exceptions for higher level pieces), and/or 2) they submit a request for approval to the KWKMF Coordinator no later than January 31, 2024. Requests will be forwarded to a designated committee to determine if the piece is appropriate for a particular grade level and class. **Participants who are nominated to the OMFA Provincials should be aware that the OMFA Syllabus does not allow for repertoire exceptions.

7.7 Syllabus Conflicts    1) Where there are conflicts between newer and older editions of a syllabus students must follow the most recent syllabus and 2) Where there are conflicts between the RCM and CC syllabi, participants may choose which syllabus to use.  For example, if a piece is listed in the RCM syllabus as Level 6 but is listed as Level 7 in the CC syllabus the student may choose to enter the level that generally aligns with their other class entries. If there is a piece that appears in an older edition of a syllabus but is not listed in any level in the newest edition, then that piece is allowed.

7.8 Repertoire Selections           A repertoire selection may only be played once during the festival, and participants cannot perform the same selection in different classes.

7.9 Repeats & Signs       It is recommended that repeats signs should be ignored unless they significantly influence the structure of the piece.  Da Capo & Del Segno signs should generally be observed.  Participants should consult the appropriate RCM or CC Syllabi for guidance.

7.10 Multi-movement Selections       One (1) Selection may consist of multiple movements.  Participants must perform the number of movements specified for each class where applicable.  Some KWKMF classes require a limit of two (2) movements, others require participants follow the RCM or CC syllabus requirements.  Multiple movements should be played back-to-back with a brief pause in between.

7.11 Time Limit          Total performance time must not exceed twenty (20) minutes in total for any class. In cases where multiple movements are to be performed, and the total performance time would exceed twenty (20) minutes participants may omit one (1) movement subject to the approval of the KWKMF Coordinator.  Selected movements should be contrasting and should reflect the difficulty level of the class.   

7.12 Accompaniment             Most classes in the Brass, Strings, Voice, Woodwinds and Piano Concerto divisions require that participants must perform with live piano accompaniment. Participants should consult their division syllabus carefully regarding accompaniment rules.  Performers are responsible for making all arrangements with, and payment to their accompanist.  Accompanists may create their own MFS profile which may be linked with the participant’s so that they can receive class updates, but it is still the responsibility of the participant to ensure their accompanist is available.  Participants who register for four (4) or more accompanied classes are eligible for a $35 Accompaniment Allowance (See Section 5. Financial Aid)

7.13 Backing Tracks                For Popular classes only, participants must use either live accompaniment (piano or guitar/ukulele) or an instrumental backing track that does not have back-up vocals.  Performers are encouraged to use tracks with limited instrumental breaks (edited tracks/ reductions are allowed). Backing tracks must be provided as an MP3 file prior to the festival class (registrants will be contacted with instructions for submission).  Backing tracks may be purchased from www.karaoke-version.com

7.14 Copyright           In accordance with the Canadian Copyright Act participants must provide the adjudicator with a legally purchased copy of the music for all selections, even when the piece is being performed by memory. A purchase receipt must be presented for digital copies. Music that is in the public domain, and therefore available to be downloaded for free, must have the IMSLP listing attached (visit imslp.org to print a screen shot). In etude, duet and ensemble classes, photocopied pages may be used by the performers long as the original score is also provided. Participants who bring photocopied music without the original score or proof of purchase will be disqualified from receiving a class mark or placement.

7.15 Memorization is required for most competitive classes, with exceptions noted in the syllabus for each division (for example: Brass, Woodwinds, Sonatas for Strings and Etudes do not need to be memorized).

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8.Class Levels & Eligibility

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8.1 Preparatory, Levels 1-10      Participants must enter a grade level that is higher than their most recent examination as of December 31st, 2023. For example, if a student passes a Level 3 exam in December, then they must enter classes at Level 4 or higher.  If a student passes a Level 3 exam anytime after January 1, 2024, then they may still enter Level 3 classes.     

8.2 Diploma Level          Diploma classes are for participants who are 1) currently working towards their ARCT, ACCM or an equivalent diploma examination AND 2) have been studying at this level for LESS than 2 years AND 3) have not yet completed a Diploma Level examination.

8.3 Post-Diploma Level Participants who have earned their ARCT/ACCM or equivalent Diploma, OR who have been studying at the Diploma level for more than 2 years must enter at the Post-Diploma Level.

8.4 Age Level Classes    For class levels that are based on age participants must enter the level based on their age as of December 31st, 2023.

8.5 Ensemble Classes   Participants must enter the level based on the age of the oldest participant as of December 31st, 2023.

8.6 Adult & Non-Competitive Classes    Non-Competitive classes are available to participants of all ages and experience levels in each division and will be organized based on registration so that participants of similar ages and levels will be grouped together.  Adult amateurs may enter any Non-Competitive class. Adult-Child groups may enter Non-Competitive Ensemble classes. 

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9.Festival Code of Conduct

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9.1 Contact with Adjudicators   Contacting an adjudicator (by participants, parents, teachers, or accompanists) to discuss festival related matters at any point during the festival year is strictly prohibited. Adjudicators are required to report such correspondence to the festival committee.

9.2 Class Results             All decisions made by a festival adjudicator with respect to class outcome, awards, provincial delegation, and concert performer nominations are irrevocable. By registering for the festival, you agree to accept all the festival results as final, even if you disagree with them.

9.3 Dress Code               It is recommended that participants wear attire appropriate for performing. Participants should avoid clothing with visible corporate logos, sports team names or logos, copyrighted images, celebrity names or images (living or dead), cartoon character images, or inappropriate messages or words (for example, profanity).

9.4 Performance Introductions Participants should announce their name, the title of their selection(s), and the name of the composer before performing.

9.5 Respecting Spaces   Participants must use all venue facilities in a respectful manner and Health & Safety protocols in place at festival venues must be followed. Intentional destruction of property or failure to leave a space in clean condition will result in disqualification from all current and future festival events.

9.6 Respecting People  All festival participants, teachers, parents, adjudicators, and volunteers are expected to conduct themselves in a manner that is respectful of the people around them.  Abusive or disrespectful behaviour will result in disqualification from all current and future festival events.

9.7 Use of Pianos           Participants may not play a festival piano outside of their designated festival performance time.

9.8 Use of Devices         Photography, recording and cellphone usage is strictly prohibited in all festival performance spaces during classes (except for official KWKMF Media persons).  Phones and other devices must be Silenced or set to Do Not Disturb during festival classes.

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