Orchestra & Ensemble Group Performances – Term and Conditions of Participation (2019)

GROUP DETAILS
1. Group type: orchestra and ensemble groups.
2. Band and Choir Groups are strictly not allowed.
3. Instruments: standard Western orchestral instruments and non-orchestral instruments
(guitar, harp, percussion, recorder, melodica, Chinese traditional instruments, traditional
Indonesian musical instruments, etc.)
4. A minimum of four similar instruments (from the same instrument family) are required to
be considered an ensemble.
5. Collaboration with vocal, choir or dancers are allowed with a ratio of 1:2 (rounded up) with
a non-vocal/dance member.
For example: An orchestra with 15 members is allowed to collaborate with a choir of 8
people.
6. Participating group has to have at least 4 (four) people. There is no maximum number of
people as long as they fit the stage.
7. The number of orchestra/ensemble members performing on stage cannot exceed the
number of registered participants.
8. IOEF Committee will provide the following instruments and tools: Conductor’s podium,
grand or digital piano, one amplifier for guitar, one amplifier for bass, two microphones for
vocal and one drum set (drum set only available at GBB). Two monitor speakers are set at a
fixed location.
Aside from the instruments mentioned above, groups are expected to provide their own.
AUDITION DETAILS
1. Each group must submit at least 2 (two) performance (or practice) video to IOEF Committee
by uploading the video to www.youtube.com and refer the URL address in the registration
form.

PERFORMANCE DETAILS
1. Each group gets a total duration of 40 minutes, including preparation and sound check. If
the performance has not finished at 31st minute after their arrival on stage, the committee
has the right to stop the performance immediately.
2. Groups must provide detailed rundown of their performance (template will be provided).
The rundown must be approved by the Committee before the festival date. Approved
rundown cannot be changed.
3. Stage layout and instrument list must be submitted and approved by the Committee. IOEF
Committee has the right to change the submitted list. Any changes on stage layout and
instrument must be informed to the Committee seven days before the festival dates. Any
changes afterward will not be granted.
3. No sound amplification is allowed due to the room's acoustic condition and limited
preparation time.
4. Group cannot request any sound amplification needs from the committee, and are not
allowed to bring any sound amplification tools and engineer by themselves.
5. Groups are expected to set the stage (chairs, music stands, instruments) by themselves.
Stage crews are not provided.
6. Groups are free to perform any number of compositions as long as it is within the time limit.
Groups are encouraged to select compositions with interesting contrasts and those that
accentuate the artistic qualities of their members.
7. Playback is not allowed.
8. Each group will receive 1 (one) certificate of participation.
9. Groups are opt to be adjudicated. Groups that choose not to be adjudicated will only receive
written evaluation form without marks.
10. Group and ensemble participants agree to:
 Perform according to the scheduled time that has been approved. The committee has the
right to change the venue, date, and time of performance without permission from the
group.
 Send representatives of the group to attend the technical meeting, opening ceremony and
gala concert.
 Attend technical meeting on time. 10-minutes late is considered as a no-show/ absent.
 Pay deposit fee with certain amount decided by the committee. The amount of the fee
cannot be negotiated. Deposit fee should be paid by cash (no other method accepted) and
have to be given to the committee on the technical meeting day. The failure of this action
will result in disqualification.
 Selected nominee for Best Group or Chosen Group are required to prepare and be ready
for Gala Concert Performance.
8. Deposit fee will be returned only if all terms and conditions mentioned previously are
fulfilled.
9. Groups’ ignorance and incomprehension about the terms and condition of the festival are
not the responsibility of the committee.
10. Groups are expected to provide a valid contact detail. Correspondence matters are not the
responsibility of the committee.
11. Each individual participant is allowed to be involved in more than one orchestra or ensemble
group. However, there will be chances of schedule clashes, which will be participant’s
responsibility.
12. IOEF committee will not be responsible of accident or any circumstances caused by
candidates, including loss or damage of personal stuffs or musical instruments; before,
during, and after the festival. All of the candidates shall be responsible to their own
belongings and self-safety as well.
13. If any circumstances that have been elaborated above happen, participants agree not to sue
or ask for IOEF committees’, other participants’, sponsors’, or any other event staff’s
responsibility.
14. Participants must be responsible of any damage that might happen to personal or borrowed
musical instruments.
15. No professional and pocket cameras are allowed during the performance.
16. The committee has the right to take down inappropriate documentation posted by the
group.
17. Participants are expected to maintain the reputation of the festival.
18. The audio used in the video documentation is the raw recording that is recorded during the
live performance (stereo recording without mixing and editing)
19. The committee does not have the responsibility to provide the unedited or raw file of the
photo, audio, and video.
20. Participants agree without conditions for media publication of any videos, photos, names,
voices, opinions, and etc that are related to IOEF. The committee reserves the right to
release the footages without any royalties or permission in advance.
21. Participants have no rights to quote any affiliation with PT Trinity Optima Production and
Trinity Youth Symphony Orchestra other than one’s participation in IOEF 2019.

Additional term & conditions for Adjudicated Performance:

1. The jury will use a 100-point system and judge according to following criteria;
a. Sound quality
b. Technical excellence
c. Stage presentation and teamwork
d. Artistic overall impression
2. In each category the prizes of Gold, Silver, and Bronze will be awarded. The decision of the
jury shall be deemed final. Awards are given according to the groups’ total scores.
a. Gold : 90 – 100
b. Silver : 80 – 89
c. Bronze : 70 – 79
d. Celebration : 65 - 69
3. Groups will be disqualified for exceeded time
4. For original composition/arrangement, participating groups have to provide: 2 (two) hard
copies of the music scores in conductor format in A4 paper and information about the
compositions (title, length, music scores, short introduction about the content, name of
composer, text writer, copyrights owner, etc.). Those must be submitted together with the hard
copy of the Confirmation Form at the Technical Meeting. For non-western instruments, a lead-
sheet and instrumentation details are accepted.

IOEF AWARDS
To enhance your festival experience, IOEF will present these following awards:
A. Best Group
The board of the festival will decide on 1 (one) best group. Aside from the concert
performance, the following criteria will affect the board’s decision: preparation, friendliness
towards other groups, group cohesiveness, cleanliness, and punctuality.
B. Royale Musicgear Cup (only applicable for wind orchestra – brass & woodwind)
C. Best Conductor
D. Best Instrumentalist
E. Best Stage Act
F. Best Composition
G. Most Festive Group
H. Most Excellent Technique
PARTICIPATION FEE

Experiences Ika Tami Maulana

Venue Graha Bhakti Budaya / Graha Bhakti Budaya Teater Besar
Teater Kecil / Teater Kecil
Participation Fee/person 150,000 150,000 150,000
Additional Fee/group 0 2,000,000 5,000,000
Free Pass (no medals) 2 officers 2 officers 2 officers
Group Certificate 1 1 1
Photo no yes yes
Video no yes yes
Gala Concert Ticket included included included
Music Stand max. 35 max. 35 max. 35
Group Masterclass 750.000/45 mins

 All experiences include: all access to all programs at IOEF (including gala concert), medal
and certificate for each performer, 2 (two) access for group officer (without medal and
certificate), name tag for performers and officers, and performance evaluation form.

 Early Bird (before 31 May 2019) for qualified group, groups are entitled for one free session
of group masterclass with IOEF Festival Faculty.

SCHOLARSHIP OPPORTUNITY
This scholarship program was established to provide orchestra & ensemble group with an
opportunity to join the festival which they would otherwise not be able to afford.

To be considered, group must submit a 500-words essay describing these 3 point:

- Group background
- Reason in joining IOEF
- Why you should get the scholarship
*essay may be written in Bahasa Indonesia/English.
Please email the essay with subject: IOEF SCHOLARSHIP 2019 – (Your Group Name) to
ioefestival@gmail.com before 1 July 2019