RULES & REGULATIONS
Definitions
In these rules the following terms or expressions shall bear the meanings assigned to them below:
■ “TMF – NCE” shall mean the Tiro Mpane Foundation National Choral Eisteddfod including all events and activities related thereto.
■ “National Organising Committee (NOC)” shall mean a committee of the TMF – NCE with a mandate to manage the day-to-day operations of the TMF – NCE.
■ “Local Volunteers (LV)” shall mean volunteers from the hosting province or region with a mandate to help facilitate the Regional Elimination.
■ “Artistic Committee (AC)” shall mean a committee of the TMF – NCE with a mandate to manage the day-to-day technical, artistic, and musical aspects of the TMF – NCE.
■ “Sponsors” shall mean Tiro Mpane Foundation and any other financially quantifiable contributor to the TMF – NCE in line with the attached sponsorship grading.
■ “Regional” shall mean all nine (9) SA Provinces, i.e. (Eastern Cape, Free State, Gauteng, KwaZulu Natal, Mpumalanga, Limpopo, Northern Cape, North West, Western Cape) and the neighbouring countries, i.e. (Eswatini, Lesotho, Botswana and Zimbabwe)
■ “Assessors” shall mean a panel appointed by the TMF –NCE to assess performances at Regional Eliminations.
■ “Transgressing” shall mean any act or process or instance that is breaking/against the TMF – NCE rules.
■ “Penalized” shall mean to be subjected to a penalty or punishment for a wrongdoing or violation of the rules of the TMF – NCE.
■ “Disqualify” shall mean an act of declaring a Choir ineligible to take further part in the Eisteddfod as a punitive action to an offence or misconduct the Choir committed, and “disqualification” shall mean the action of disqualifying or being disqualified.
■ “The League” will represent a “per Category” comparative average score ranking of all choirs based on their performance and assessment during their respective Regional Eliminations. These rankings will be consolidated into a “per Category” single table, in order to determine the choirs that will advance to compete in the National Finals under each Category.
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Eligibility
1.1 Only adult choirs are eligible to apply to participate in the TMF – NCE subject to the terms and conditions set out in these rules. Choristers must at least be eighteen (18) years of age to participate in the Eisteddfod.
1.2 For the National Choral Eisteddfod, the participating choirs are to submit to the NOC a fully completed chorister list indicating age and ID number. This document should reach the NOC fourteen (14) days prior to the Friday of the National Finals. This exercise will assist to secure logistics.
1.3 In the event there is doubt that a Chorister meets the age criteria (as per Rule 1.2), onus lies with the Choir/Chorister to prove otherwise. An original Identity Document must immediately be provided to dispel such notion. Failure to provide proof will result in the disqualification of the Choir concerned.
1.4 To be eligible to host the Regional Eliminations, a minimum total of eight (8) registered choirs will be required. A region that has less than a total of eight (8) registered choirs, will be required to compete at another Region as determined by the NOC. These choirs will be assessed according to their regional belonging for the sake of prize awarding, and they will then be positioned accordingly in the League rankings which will ultimately confirm if they have met the criterion to proceed to the National Finals.
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Choir Composition
2.1 Regional eliminations will have two categories – Standard and Large Category.
2.2 The size of a choir participating in the Standard Category should not be fewer than 30 nor exceed 48 choristers.
2.3 The size of a choir participating in the Large Category should not be fewer than 49 nor exceed 60 choristers.
2.4 Choirs who fail to meet these criteria will be disqualified.
2.5 Each chorister may sing in only one choir in which he/she is a registered member for that particular year. While the first choir the chorister participated under will face no repercussions, the other choir(s) where the chorister partakes shall be disqualified.
2.6 A conductor may choose to sing with another choir, however in a different category than the one he/she directs in.
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Prescribed Music
3.1 Standard Category:
3.1.1. African accompanied music composed by any African composer from a list provided by the TMF-NCE.
3.1.2 Western songs, choirs to choose from a list provided by the TMF-NCE of excerpts from oratorios and sacred works.
3.1.3 Each Standard Category prescribed song (Western and African) can only be selected by two choirs within a given province for Regional Eliminations.
3.1.4 Songs will be allocated on a first-come, first-served basis, and choirs advancing to the National Finals cannot change their song choices.
3.2 Large Category and Great Champs:
3.2.1 African unaccompanied music composed by any African composer from a list provided by the TMF-NCE.
3.2.2 Western songs, choirs to choose from a list provided by the TMF-NCE of excerpts from oratorios and sacred works.
3.2.3 Nationally, only three (3) choirs in the Large Category will be allowed to perform the same piece.
3.2.4 Songs will be allocated on a first-come, first-served basis, and choirs advancing to the National Finals cannot change their song choices.
3.3 After the regional eliminations are finished, the choirs advancing for Great Champs’ Category will select a song from a new list provided by the TMF-NCE of African compositions commissioned by the TMF-NCE.
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The League
4.1. The competition in both the Standard and Large categories will be structured as a League, with choirs’ rankings determined by their performance in the Regional Eliminations.
4.2 Standard Category: The top ten (10) ranked choirs will advance to the National Finals.
4.3 Large Category: Choirs ranked sixth (6) to fifteenth (15) will advance to the National Finals.
4.4 Great Champs’ Category: Choirs ranked first (1) to fifth (5) from the Large Category will advance to the Nationals Finals.
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Assessment
5.1 The selection and appointment of the Assessors to serve in the Panel shall be at the sole discretion of the TMF-NCE.
5.2 Any decision of the Assessors shall be final and binding and no discussion or correspondence will be entered into.
5.3 Choirs or choir management or officials who dispute, threaten, or attempt to intimidate sponsors, assessors and NOC in any way or who attempt to disrupt a TMF – NCE event with any form of protest action could be disqualified by the NOC from some or all future events.
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Competition Dates and Venues
The TMF – NCE will determine the dates and venues of all competitions, after considering the availability of suitable venues.
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Starting Times
7.1 All competitions, both Regional Eliminations and National Finals, shall commence at 09h00 or such other time as may be determined by the NOC.
7.2 Choirs are to report to the organisers one (1) hour before starting time (i.e. 08h00).
7.3 Please note that the starting times will be strictly adhered to. Any choir arriving late at the Regional Eliminations or National Finals shall be penalized according to the discretion of the NOC.
7.4 The performance order of choirs at the Regional Eliminations shall be based on the reverse order of confirmation of participation in the Regional Eliminations i.e. the first choir to submit its application/confirmation and registration fee will be last to perform. Choirs will be advised of the performance order prior to the Regional Eliminations.
7.5 The performance order of choirs at the National Finals will be decided via a live draw.
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Registration
8.1 Choirs that are interested in participating in the Regional Eliminations must register online, through a link, pay a non-refundable registration fee of R1000, and upload the proof of payment. Registration closes on the 30th of June 2025 at midnight.
8.2 Choirs must deposit the registration fee directly into the bank account as directed by the NOC:
Account name: TMF-NCE
Bank: FIRST NATIONAL BANK
Account number: 63089288849
Branch code: 253045
Reference number: Choir Name
8.3 For reference purposes please use the name of the choir. The choir shall bear the risk of payment not reaching the NOC by 30 June or not reaching the NOC at all.
8.4 If a registered choir is unable to participate in the Regional Eliminations, the NOC must be informed in writing 7 days prior to the event.
8.5 Choirs who qualify to participate in the National Finals must submit a list of names, identity numbers, next of kin contact details, known allergies of the choristers and conductor to the NOC fourteen (14) days prior to the event.
8.6 Choirs are eligible to register regardless of their music association affiliations.
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Dress Code
9.1 Choristers are expected to perform in their choir uniforms.
9.2 Choristers will be provided with branded wristbands specified by NOC. The wristbands will be used for identification purposes when performing and for special access.
9.3 The choir conductor must be formally dressed (western or traditional) for the awarding ceremony. In the absence of the choir conductor, a formally dressed (western or traditional) official may collect the award. Should a choir fail to collect its award or send an improperly dressed official to collect the award as it is announced, the choir will be penalized according to the discretion of the NOC.
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Conductors
10.1 A conductor may only conduct one choir that she/he is registered with per Eisteddfod year. Refer to clause 2.6 above.
10.2 A conductor may not be changed between Regional Eliminations and National Finals unless there are reasonable merits presented to and approved by the NOC condoning the change.
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The Regional Eliminations
11.1 In the event that any of the activities are cancelled for any reason, the TMF- NCE shall not be held liable for any costs, damages or losses incurred by any choir, choir members, management or officials.
11.2 In the event that twenty-five (25) or more choirs confirm their participation in a region, the NOC may decide at its sole discretion to extend the Regional Eliminations to cover two (2) days, or to engage two panels of assessors, provided that the Standard and Large categories are each completed in a single day. It will be compulsory for choirs to sing both prescribed pieces consecutively in a single appearance on stage or in alternation; whereby odd numbered choirs will present the African piece and even numbered choirs present the Western piece and/or vice versa.
11.3 Under no circumstances will Regional Eliminations exceed two (2) days in duration, nor will any one category exceed one day.
11.4 In the event that twenty-four (24) choirs confirm their participation in a region, they are eligible to sing the selected prescribed pieces in two separate appearances on stage. However, should the starting times be compromised, the NOC may decide at its sole discretion to make it compulsory for choirs to sing both prescribed pieces consecutively in a single appearance, or in alternation; whereby odd numbered choirs will present the African piece and even numbered choirs present the Western piece and/or vice versa.
11.5 The NOC reserves the right to, at its sole discretion, disqualify any choir or chorister from participating in the competition over reasons that go against the TMF – NCE policies.
11.6 For all the Regional Eliminations, choirs shall be responsible for their own transport and accommodation costs at Regional eliminations.
11.7 A participation fee will be paid to choirs that performs both prescribed pieces (i.e Western and African) in their entirety at the Regional Eliminations. To be eligible for this Participation Fee, a Choir must obtain an average of 75% and above in the Standard Category, and an average of 80% and above in the large category.
11.7.1 Participation fee for Standard Category choirs who meet the criteria as stated in 11.7 above will be R10,000.00.
11.7.2 Participation fee for Large Category choirs who meet the criteria as stated in 11.7 above will be R10,000.00.
11.7.3 Participation fee for Standard and Large Category choirs who obtain an average mark of 90% and above will be R15,000.00.
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National Finals
12.1 Transport: The Organisers will pay the transport costs to the National Finals for all choirs competing in the National Finals. This includes 48 choristers and 1 conductor for Standard Category choirs, 60 choristers and 1 conductor for Large Category, and 60 choristers and 1 conductor for Great Champions’ Category.
The NOC’s decision on bus company and type of bus shall be final. The NOC shall not be responsible for payment for the transport of any additional numbers other than the numbers stipulated above. Such charges shall be for the account of individual choirs. The reserve bus driver will be used for all journeys longer than 600 km.
12.2 Accommodation: Choirs will be accommodated for the duration of their competition performance and are expected to check out on the morning of their last performance day.
12.3 Meals: Only breakfast will be provided to all participating choirs. Choirs should make their own lunch and dinner arrangements.
12.4 Notification of Non-attendance: If a choir qualifying to participate at the National Finals is unable to attend, the NOC must be informed two (2) weeks after the last Regional Eliminations and prior to the Conductor’s Masterclass. The NOC reserves the right to replace or not.
12.5 A participation fee will be paid to choirs that performs both prescribed pieces (i.e Western and African) in their entirety at the National Finals.
12.5.1 Participation fee for Standard Category choirs will be R10,000.00.
12.5.2 Participation fee for Large Category choirs will be R15,000.00.
12.5.3 Participation fee for Great Champions’ Category will be R30,000.00.
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Prizes
13.1 Prizes will be as follows:
Regional Eliminations:
National Prizes:
Standard Category
- Winning Choir – R80 000 + trophy
- 1st Runner Up – R60 000 + trophy
- 2nd Runner Up – R40 000 + trophy
Large Category
- Winning Choir – R100 000 + trophy
- 1st Runner Up – R80 000 + trophy
- 2nd Runner Up – R60 000 + trophy
Great Champions Category
- Winning Choir – R150 000 + trophy
- 1st Runner Up – R80 000 + trophy
- 2nd Runner Up – R60 000 + trophy
13.2 All prizes and participation fee will be paid in South African Rands.
13.3 The fees will be paid into the choir’s specified bank account.
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Admission and Gate Takings
14.1 The admission fee will be determined by the NOC.
14.2 Admission to the venue where the Regional Eliminations or National Finals are held is strictly reserved. Choristers who wish to enter the venue as part of the audience must pay the admission fee and produce a valid ticket at the entrance. For Conductors to receive free entry, they must be wearing their means of identification that the NOC may require.
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Music Accompaniment
15.1 Choirs who participate at the Regional Eliminations must provide their own pianist. The NOC will ensure the availability of a piano and/or a suitable substitute accompanying instrument at all Regional Eliminations and/or an orchestra at the National Finals.
15.2 Choirs are responsible for arranging rehearsals venues and pianists at their own cost.
15.3 A piano and/or a suitable substitute accompanying instrument are the only accompaniment permitted at the Regional Eliminations.
15.4 The NOC will fix the position of the piano and/or a suitable substitute accompanying instrument on the stage, and it may not be moved at any time thereafter.
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Communication
16.1 Choirs are required to provide the name, email address and cell phone number of the person to whom all correspondence should be addressed.
16.2 All communications to the NOC or the TMF-NCE should be addressed to the Project Manager.
- Telephone: +27 79 098 9291
- WhatsApp: +27 79 098 9291
16.3 All communication with the NOC or TMF-NCE committees should be directed through the Choir Management.
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General
17.1 Each chorister and choir as well as its management participate in the TMF-NCE at their own risk and indemnify the NOC, the Sponsors and their employees against liability arising from participation in the TMF-NCE.
17.2 Illegal use of the TMF-NCE’s and the Sponsors’ trademarks will be regarded a criminal offence.
17.3 The person signing the application form on behalf of the choir warrants that these rules and in particular the indemnity were read to each chorister and choir management who agreed to be bound thereto.
17.4 Any transgression of or non-compliance with these rules will lead to a penalty. On entering the TMF-NCE, choirs undertake to observe these rules and that all administrative, disciplinary and assessment decisions connected to the competitions will be dealt with in terms of these rules, and where the rules are silent the decision by the NOC shall apply.
17.5 A Choir and/or choristers will immediately be disqualified if chorister(s) and/ or the choir conducts themselves in a way that will harm the public image of the TMF-NCE or the maintaining of discipline, whether inside or outside of choir context.
17.6 The NOC reserves the right to amend the rules and regulations as and when they deem necessary.
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Process of registering a Protest
18.1 A Choir may lodge a formal protest (in writing) with the TMF-NCE against another/other choir(s) in respect of any Regional Eliminations and/or National Finals held under TMF-NCE auspices.
18.2 Where the protest relates to a Chorister/s who is/are alleged to be a transgressor(s), the protesting choir will lodge the protest on the day of the event.
18.2.1 If the protest is lodged before the choir takes the stage, the choir can withdraw the chorister(s) and the protest is cancelled. If the protest arises after the choir has competed, the protest must be lodged, in writing, within 48 hours after the competition.
18.2.2 The protesting choir should provide all evidence to substantiate the protest.
18.3 A non-refundable protest deposit fee of R3 000 must be paid to the TMF-NCE account on submission of a protest. The dispute referral must contain the relevant names, addresses and contact numbers.
18.4 In the event that the protest is lodged successfully, the transgressing choir will be penalized.
18.5 The NOC shall, in its sole discretion, decide on the manner and procedure for resolving protests and its decision shall be final and binding.
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Media Rights
19.1 Media rights for all competitions of the TMF-NCE will belong to the TMF-NCE, and no TMF-NCE material may be filmed, televised, or published online without the written consent of the NOC.
19.2 It will constitute a misconduct for a choir to enter into a contractual agreement with a broadcaster, whether television, radio or any other media or format, without written permission from the TMF-NCE.
19.3 The TMF-NCE retains the ownership rights to all audio and visual recordings made during regional eliminations and finals. By participating in the competition, Choirs grant the Eisteddfod the right to use, reproduce, and distribute these recordings across various media, including but not limited to social media platforms, promotional materials, and digital archives, without requiring additional consent or compensation.
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Memberships and Affiliations
TMF-NCE is open to reasonable partnerships and working relationships with Choral Music Organisations/Associations/Bodies/Structures’ however, it does not report to any Choral Music Structure or an individual.
Should a Choral Music Organisation/Association/Body/Structure/individual voluntarily express interest to assist or partake in any or all activities of the TMF-NCE, they will be requested to do so in writing detailing exactly the role or support they intend rendering also specifically stipulating their expectation. Upon receipt, the TMF-NCE will then determine a Memorandum Of Understanding (MOU).
DISCLARATION
The TMF-NCE fully complies with the Protection of Personal Information Act (POPIA), 2013. We recognize that some of the information provided for participation in this Eisteddfod is confidential. Such information will not be shared or distributed to any unintended parties or platforms. We assure participants that this data will only be used for the sole purpose of organizing and facilitating the Eisteddfod. We are committed to safeguarding this information, ensuring it remains protected and inaccessible to unauthorized individuals.
