Welcome to THE 12th INTERNATIONAL OBOE COMPETITION OF JAPAN 2018 in Tokyo!

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1 As of Aug. 17, 2018 Welcome to THE 12th INTERNATIONAL OBOE COMPETITION OF JAPAN 2018 in Tokyo! This letter is to inform you of further procedures to be followed before and during the Competition. Please read it carefully, and send back the attached form entitled Letter of Confirmation with your reply to the Secretariat no later than August 19, 2018 (Japan date), even if some details are still tentative. Should you have any questions, please do not hesitate to contact the Secretariat. CONTENTS General Schedule Venues Access Registration, Orientation, and Welcome Reception First and Second Rounds Final Round, Prize and Award Presentation Ceremony, Prize Winners & Jury Concert and Closing Party Stipend Official Accommodation arranged for by the Secretariat upon request Other Accommodations Important Notices regarding the Competition Streaming and Rights THE 12th INTERNATIONAL OBOE COMPETITION OF JAPAN 2018 in Tokyo Secretariat c/o Sony Music Foundation SME Rokubancho Bldg., 4 5 Rokubancho, Chiyoda ku, Tokyo Japan e mail: smf@sonymusic.co.jp / URL: oboec.jp

2 全体スケジュール General Schedule *the following: Japan time time difference:utc + 8:00 September 26(Wed)13:00~16:30 出場者登録 Registration 14:00~ ホテルチェックイン Check in at the hotel 17:30~19:00 オリエンテーション ( 出場順くじびきを含む ) Orientation(including lot drawing for order of performance) 19:00~20:00 ウェルカム レセプション Welcome Reception September 27(Thu) 公式練習 (9/29 出場者のための ) Official Rehearsal for performers of September 29 September 28(Fri) 公式練習 (9/30 出場者のための ) Official Rehearsal for performers of September 30 September 29(Sat) 第 1 次予選 First Round September 30(Sun) 第 1 次予選 / 結果発表 First Round / Result Announcement October 1 (Mon) 公式練習 (10/2 出場者のための ) Official Rehearsal for performers of October 2 October 2 (Tue) 第 2 次予選 / 公式練習 (10/3 出場者のための ) Second Round / Official Rehearsal for performers of October 3 October 3 (Wed) 第 2 次予選 / 公式練習 (10/4 出場者のための ) Second Round / Official Rehearsal for performers of October 4 October 4 (Thu) 第 2 次予選 / 結果発表 Second Round / Result Announcement October 5 (Fri) 公式練習 ( 本選出場者のための ) Official Rehearsal for the Final Round contestants October 6 (Sat) October 7(Sun) 本選 / 表彰式 Final Round / Prize and Award Presentation Ceremony 14:00~ 入賞者 & 審査委員コンサート Prize Winners & Jury Concert 17:15~18:15(TBC) クロージング パーティー Closing Party 1

3 Competition, Concert, and Official Accommodation Venues Official Rehearsals, First and Second Rounds (September 27, Thu. through October 4, Thu.) Tokyo Opera City Recital Hall / Rehearsal Room Access: Hatsudai St. (Keio New Line / East Exit: 5 minute walk) Address: Nishi shinjuku, Shinjuku ku, Tokyo JAPAN TEL: +81 (0) URL: Official Rehearsals, Final Round, and the Winners & Jury Concert (October 5, Fri. through October 7, Sun.) Kioi Hall Access: Yotsuya St. (JR line, Marunouchi line and Nanboku line / Kojimachi Exit: 6 minute walk) Address: 6 5, Kioi cho, Chiyoda ku, Tokyo, Japan TEL: +81 (0) URL: hall.or.jp/en Official practice places other than the venue/private practice (September 27, Thu. through October 4, Thu.) My Space ASPIA Access: Hatagaya St. (Keio New Line / North Exit: 2 minute walk) Address: , Hatagaya, Shibuya ku, Tokyo, Japan Registration Desk, Contestants Desk and Official Accommodation arranged for by the Secretariat Citadines Shinjuku Tokyo Check in time:14:00/check out time: 12:00 Access: Shinjuku Gyoenmae St. (Marunouchi line: 5 minute walk) Shinjuku San chome St. (Toei Shinjuku line and Fukutoshin line: 7 minute walk) Address: , Shinjuku, Shinjuku ku, Tokyo, JAPAN TEL: +81 (0) URL: shinjuku tokyo/index.html *NOT TO BE CONFUESED WITH Citadines Central Shinjuku Tokyo. Room Facilities: Free access to broadband Internet through free Wi fi & LAN cable; kitchen facilities available In house facilities: Coin operated laundry, fitness gym, etc. For details, please refer to the hotel s website. Orientation and Welcome Reception Tokyo Opera City Toh Ten Koh Access: Hatsudai St. (Keio New Line / East Exit: 5 minute walk) Address: Tokyo Opera City Tower 54 th Floor Nishi shinjuku, Shinjuku ku, Tokyo JAPAN TEL: +81 (0) URL: 2

4 Access Flying to Japan There are two airports to fly in to the Tokyo area: Narita and Haneda Airports. Access from Narita/Haneda Airports to the official hotel arranged for by the Secretariat The venue and the official hotel arranged for by the Secretariat are in the Shinjuku area. From either airport, go to Shinjuku Station by train or bus. The easiest way to get to the Shinjuku area is by limousine bus. If you are taking the limousine bus, the convenient stop to get off is Shinjuku Expressway Bus Terminal (aka Busta Shinjuku), outside the South Exit of JR Shinjuku Station. However, please note that some buses do not stop there. Please refer to the time table. Duration of the drive from each airport to Shinjuku Expressway Bus Terminal (Busta Shinjuku) are: Narita Airport Shinjuku Expressway Bus Terminal (Busta Shinjuku): approx. 90 min. Haneda Airport Shinjuku Expressway Bus Terminal (Busta Shinjuku): approx. 30 min. Access from Shinjuku Expressway Bus Terminal / Shinjuku Station to registration venue From Shinjuku Expressway Bus Terminal (Busta Shinjuku) to the registration venue (1st floor lobby of Citadines Shinjuku Tokyo), it is easy to take a taxi. The fare is less than 1,000 yen. The taxi stand is on the opposite side of the street the bus stops. If you are going to the registration venue by train from Shinjuku Station, the easy way is to get to Shinjuku gyoenmae on Marunouchi subway line. [Map of Shinjuku Expressway Bus Terminal/Shinjuku Station and Citadines Shinjuku Tokyo areas] Citadines Shinjuku Tokyo (Registration Desk) Shinjuku Station Shinjuku Expressway Bus Terminal 3F Highway Bus Arrival Floor Taxi pick-up point 3

5 Registration, Orientation, and Welcome Reception on September 26 The Registration Please arrange your travel schedule to Shinjuku, Tokyo so that you will complete your registration at the Registration Desk on September 26 before 16:30. Registration date/time: September 26. Wed., from 13:00 to 16:30 * Please plan arrival with extra time for registration. Location: Lobby of Citadines Shinjuku Tokyo, 1st Floor We will confirm the following at the Registration: 1) How to pronounce your name, handing your PASS (see P9.), etc. 2) Payment of the Stipend (Only those who apply)(see P7.) 3) Payment for additional accommodation, if any (see P8.) After the Registration, the registration desk will become the Contestants Desk. Orientation and Welcome Reception All contestants must attend the Orientation and the Welcome Reception. Date/time: September 26, Wed. Orientation from 17:30 to 19:00 Welcome Reception from 19:00 (finishes around 20:00) Location: Tokyo Opera City Tower Toh Ten Koh 54th Floor At the Orientation, lot drawing will be done to designate each contestant s entry number which indicates the order of the performances. The lot will be drawn according to the alphabetical order of the family names. At this point you will be informed which date is your First Round, September 29 or 30. The entry number is applicable throughout the Competition, i.e., from the First to the Final Rounds. If you are requesting for the official piano/harpsichord accompanists, the name to be designated by the Secretary will be notified at this point for the First Round. You cannot name the official accompanists. You may be also assigned different accompanists in the First or Second Rounds. The Reception is stand up style and light meals and drinks will be served. There will be no dress code. 4

6 First Round 1) Official Rehearsal for the First Round (September 27, 28) The Official Rehearsal date for the September 29 contestants is September 27, and for September 30 contestants is September 28. You will be given: 1 60 minutes with the piano accompanist in the practicing room 2 15 minutes (without piano accompaniment) on the stage of the Hall for soundcheck If you request for any private practice other than the official rehearsals, please see P9. Private Practice. 2) First Round (September 29, 30) Location: Tokyo Opera City Recital Hall The schedule for the First Round would be as follows: 1 30 minutes in a private room (no piano) 2 15 minutes in the rehearsal room with the (official) piano accompanist 3 To stage 3) Result Announcement of the First Round (September 30, 19:00~[TBC]) The result will be announced at the lobby of the Hall on September 30, after all performances of the First Round are done. All contestants are kindly asked to come to the lobby of the Hall to receive important notices. Second Round 1) Official Rehearsal for the Second Round (October 1, 2, 3) Rehearsal will be scheduled on a day before the performance date. You will be given: 1 60 minutes with the piano accompanist in the practicing room 2 30 minutes on stage with the harpsichord accompanist *If you have chosen all solo repertoire, you can use the time of 1 and/or 2 above as private practice. *For those who requested for the official harpsichord accompanist: You are required to have a preliminary meeting with the accompanist for 15 minutes immediately before the official rehearsal. 2) Second Round (October 2, 3, 4) Location: Tokyo Opera City Recital Hall The schedule for the Second Round will be as follows: 1 50 minutes in a private room (no piano or harpsichord) 2 50 minutes in the rehearsal room where both piano and harpsichord accompanists standing by, if applicable. As to how to use the given time is up to you. 3 To stage 3) Result Announcement of the Second Round (October 4, 19:00~[TBC]) The result will be announced at the lobby of the Hall on October 4, after all performances of the Second Round are done. All contestants are kindly asked to come to the lobby of the Hall to receive important notices. 5

7 Final Round 1) Official Rehearsal for the Final Round (October 5) All contestants will rehearse on stage R. Strauss Oboe Concerto from the morning to late afternoon, and Mozart s Oboe Quartet from late afternoon to evening. 1 Prior to the rehearsal of R. Strauss Oboe Concerto: 60 minutes in a private room (no piano, etc.) 2 Rehearsal of R. Strauss Oboe Concerto with the orchestra: 40 minutes on stage 3 Prior to the rehearsal of Mozart s Oboe Quartet: 60 minutes in a private room (no piano, etc.) 4 Rehearsal of Mozart s Oboe Quartet with strings trio: 30 minutes on stage 2) Final Round (October 6) Location: Kioi Hall All contestants will be required to perform Mozart s Oboe Quartet in the morning, and R. Strauss s Oboe Concerto in the afternoon with a lunch break in between. You will be given: [AM] prior to performing Mozart s Oboe Quartet 1 30 minutes in a private room (no piano) 2 To stage [PM] prior to performing R. Strauss Oboe Concerto 1 45 minutes in a private room (no piano) 2 To stage Prize and Award Presentation Ceremony (October 6, 18:00~19:00[TBC]) Result of the Final Round will be announced during the Prize and Award Presentation Ceremony. All finalists must go on stage together. The cash prizes include taxes. In accordance with Japan s taxation law, the contestant will receive the amount after tax being withheld. It will be sent at later date by bank transfer to the bank account to be designated. Final round contestants must have the bank information ready to be submitted. Prize Winners & Jury Concert (October 7, 14:00start at Kioi Hall The winners (in principle, top three prizes) must perform at the Prize Winners & Jury Concert on the day after the Final Round. The jury will decide the pieces to be performed among the Required Repertoire of the Competition, and may also suggest the part to be performed. Performers, performing repertoire, and the performing order will be announced along with the General Probe time after the end of the Prize and Award Presentation Ceremony on October 6. The performers will not be paid for these concerts. Official piano and harpsichord accompanists may differ from the Competition Rounds. R. Strauss Oboe Concerto will be conducted by Mr. Schellenberger (Jury Chairman) Closing Party (October 7, 17:15~18:15[TBC]) After the Prize Winners & Jury Concert, there will be a buffet style closing party. All contestants are most welcome. Please come. [Free of charge /Location: lobby of the Kioi Hall ] 6

8 Stipend Stipend for those coming from abroad If you live abroad and are coming to Japan for the sole purpose of the Competition, you can receive the stipend as stated below in Japanese yen cash upon registration for participation on September 26. Please submit to the Secretariat proof/s of your airline tickets, such as the photocopy of the actual ticket or the e ticket, on your e mail until Sun., September 16. In case of e ticket, the copy of reservation confirmation sheet will be sufficient. If your trip to Japan involves purposes other than the Competition, the accommodation and the travel stipend will not be paid. The applicable region should be the place of embarkation/disembarkation to participate the Competition. The stipends stated below are inclusive of taxes in accordance with the tax laws of Japan; the contestant shall receive the net amount, after tax withheld. Amount to be received after tax reduction (net) Area Contestant from America / Europe / Africa Contestant from Asia / Oceania Amount (gross) Individuals who have a domicile in Japan and have resided continuously in Japan for 1 year or more by the competition date Others JPY59,060 JPY53,030 JPY47,000 JPY28,901 JPY25,951 JPY23,000 Official Accommodation arranged for by the Secretariat Official Accommodation period for the contestants designated by the Secretariat At Citadines Shinjuku Tokyo, each contestant will be given a STUDIO DOUBLE room for single use for the period stated below free of charge, starting from the registration day of September 26. For accommodation arrangements before and after the following periods, please make your own arrangements or refer to page 8. Contestants in the First Round: from September 26 to the morning of October 1 (at noon ) Contestants in the Second Round: from September 26 to the morning of October 5 (at noon) Contestants in the Final Round: from September 26 until the morning of October 7 (at noon) Contestants performing in the Prize Winners & Jury Concert to be designated by the Secretariat from September 26 until the morning of October 8 (at noon) e.g.) Contestant who did not pass the First Round can stay from September 26 thru 12 noon of October 1. Staying beyond October 1 should be arranged by himself/herself. As for breakfast, contestants will be provided with 1,000 yen worth/day of JF Gourmet Card, a meal voucher. Restaurants that accept the Card will be informed at time of registration. Please note that it cannot be used for breakfasts at the hotel. 7

9 Please return your room key to the hotel front desk and pay for the incidentals, if any, including the hotel charge for phone bill, mini bar, room service, etc., when you check out. If you are staying at places other than the above mentioned hotel, please submit to the Secretariat in advance where you will be staying and the contact number/s. You will be responsible for all arrangements and payments. Other Accommodations All expenses including hotel accommodations of your entourage (including the accompanist), as well as the contestants outside their participation period, should be covered by the guests themselves. Arrangements for the stay should be made by themselves as well. However, as for the following two cases, the Secretariat can make arrangements. In either case, the fees (taxes included, no breakfasts) should be paid at the Contestants Desk by cash. 1 Additional accommodation at Citadines Shinjuku if the entourage (including the accompanist) stays in a same room with the Contestant If the entourage (including the accompanist) wish to stay in the same room with the Contestant, the Secretariat can arrange for the stay by charging additional fees. In addition, if a Contestant who did not pass a Round stays in the same room as the Contestant who is proceeding with the Rounds, the following fees will be applied as well. Additional 1 person (2 persons/twin room [two beds]): 3,564 yen for additional 1 person Additional 1 person (2 persons/double room [one bed]): 200 yen for additional 1 person Additional 2 persons (3 persons/double room + sofa bed [two beds]): 3,764 yen for additional 2 persons The room cannot be shared by 4 persons or more. 2 If the entourage (including the accompanist) wishes a separate room at Citadines Shinjuku from the Contestant and make arrangements/payment through the travel agency designated by the Secretariat e.g.,) If the entourage/accompanist wishes to stay in a separate room from the Contestant If the Contestant who failed to pass a Round wishes to stay after the Round The fee per room is as per below. This is a special rate available through the travel agency designated by the Secretariat. If you make the reservation by yourself, the rates below are not applicable. Please note that the hotel rooms cannot be arranged, depending on the room occupancy rate. Date of stay 1 person 2 persons (1 bed) 2 persons (2 beds) 3 persons (2 beds) 9/26(Wed), 9/27(Thu), 9/28(Fri), 9/30(Sun) 16,400 9/29(Sat) 18,560 10/1(Mon), 10/2(Tue), 10/3(Wed), 10/4(Thu), 10/5(Fri) 17,480 1 person s fee +200 yen 1 person s fee + 3,564 yen 1 person s fee +3,764 yen 10/6(Sat),10/7(Sun) 19,640 The aid for transportation fee between the venues Whether or not you stay in the hotel arranged for by the Secretariat, we provide you the aid for transportation fee between the venues (the hotel arranged for by the hotel, the hall, the official practicing place) during the Competition(from First Round to Prize Winners and Jury Concert ). You can receive the fee of 6,500 yen (net) by cash upon registration for participation on Sep

10 Important Notices regarding the Competition Private Practice other than the Official Rehearsals If you request for private practice other than the official rehearsals, reservation for the room is only possible at the Contestants Desk. (limited time, place, etc.) If you wish to have more time to rehearse with your assigned official piano accompanist, please consult with the accompanist for his/her availability and make reservation for the practicing room. Extra rehearsal with the official piano accompanist will cost a fee and the rate is JPY3,000 (net) for every 60 minutes. Please pay him/her directly in cash. The official harpsichord accompanist, string trio, and orchestra are not available for private practices. Pass Please wear the Contestant s Pass provided at the time of Registration on September 26, at all times during the Competition. All contestants of the Competition are welcome to attend the Competition, the Prize and Award Presentation Ceremony, and the Prize Winners & Jury Concert, at free of charge with the Contestant s Pass. Any accompanying people, except for your own piano/ harpsichord accompanist, must obtain free admission tickets to see the Competition as well as purchase tickets for the concerts. If you need such prior to the Competition, please contact the Secretariat. About the letter to prove your participation in the Competition If you need the letter to prove your participation in the Competition, please let the Secretariat know in advance. Pitch Accompanying instruments (piano, harpsichord, String Trio, and orchestra) and the tone of H of Berio s Sequenza VII will be pitched at A=442Hz throughout the Competition. The tone of H will be provided by the Secretariat. The harpsichord used in the Second Round is tuned in ʺequal temperamentʺ. Instruments Repair With the cooperation of Japan Double Reed Inc. (JDR), one technical staff from JDR will stand by at the Hall lobby for the adjustments or repairs of the instruments. The standby dates will be from September 27 to October 6, each day from 9:00 through 19:00. Please do not hesitate to ask for any assistance. Insurance For the entire period of the Competition, the contestant and/or the accompanist is/are responsible for obtaining the insurance with regards to health, as well as accidents, fire, theft, damage, and/or other liabilities of the belongings such as the instruments. Without insurance, you may be subject to high medical costs if you receive treatment at hospitals, etc. Disclaimer If any Act of God, including but not limited to earthquake, flood or hurricane, war or warlike actions (whether war be declared or not), act of terrorism, national calamity, accident, explosion, riot, epidemic, embargo, strike, lock out, labor dispute, disruption of airline and any other travel services or act of order of any legally constituted authority whether State, Municipal or Federal, or other cause of a similar or different nature not reasonably within the Secretariat s control (each a Force Majeure Event ), occurs, the Secretariat, in consultation with the Management Committee, may cancel, amend in whole or in part, or postpone the Competition, and shall not be held liable for the damage that the contestants may experience as a result of such Force Majeure Event. 9

11 Streaming The First, Second, and Final Rounds, as well as the Prize and Award Presentation Ceremony may be broadcast live and/or recorded on TV, radio, and/or Internet (YouTube and so forth), and the contestants and the accompanists will agree to such broadcast without any payment. Rights Any and all rights including neighboring rights to photographing, recording, filming, broadcasting, streaming, etc. of all performances taken during the Competition, including the Prize Winners & Jury Concert on the following day of the Final Round, belong to the Secretariat. Others The Competition will be open to public. Personal information of the contestants in the First Round, specifically nationality, full name, date of birth, titles of the repertoire to be performed, educational background, and musical background, will be disclosed to the public. The Secretariat will take necessary measures to keep the personal information provided by the contestants in an appropriate manner and protect it against leakage, loss, and illegal access. 10