EURORADIO JAZZ COMPETITION REGULATIONS FOR THE 2018 EDITION 2018 SCHEDULE/INFORMATION Host Country of the Festival Host Organization Festival Organizer Dates and place of the Festival during which the Finals will take place Deadline for applying for the 2018 Euroradio Jazz Competition and for sending the recording and the Information Dossier to the EBU "Application Deadline" France France Musique/Radio France Jazz in Marciac Festival Marciac, France 31 July 2018 (afternoon) 23 April 2018 Online application form available here. Deadline for - providing the recordings of the performances by the EBU via M2M for submission to the EBU jury - sending the ballots to the EBU Jury for the Selection Round "Submission Deadline" Deadline to send the ballots cast in PHASE ONE back to the EBU "Phase One Ballots Deadline" Deadline to send the ballots cast in PHASE TWO back to the EBU "Phase Two Ballots Deadline" Date of announcement of the Finalists "Finalist Announcement Date" 26 April 2018 8 May 2018 11 May 2018 16 May 2018 Release of the Euroradio offer for the Semi-Finals Before 31 May 2018 Release of the Euroradio offer for the Finals As soon as the EBU receives the recording of the Finals from Radio France Euroradio Project Coordinator Marie-Cécile Billoux (billoux@ebu.ch) 1
1. EURORADIO JAZZ COMPETITION 1.1 ORGANIZATION The Euroradio Jazz Competition has helped hundreds of young Jazz musicians to be appreciated on the airwaves throughout Europe and beyond. It has often given them their first international radio exposure. In so doing, this event aims to encourage, promote and support the career of young Jazz musicians, bringing them to the attention of a wide audience of enthusiastic listeners. This is all achieved thanks to the work and dedication of producers from EBU Radio Member organizations (the "Members"). The Competition shall take place in two stages: The Semi-Finals, which shall be held between the Submission Deadline and the Phase Two Ballots Deadline and which shall consist of selection rounds taking place in two phases to be coordinated by the EBU, during which a five-member EBU Jury shall select the four Ensembles which shall perform during the Finals (the "Finalists"). The Finals, which shall take the form of a public performance on 31 July during the Jazz in Marciac Festival 2018 (the "Festival"). The Finals shall be part of the official programme of the Festival. At the Finals, a five-member Grand Jury consisting of radio producers, international artists and Jazz experts shall designate the prize-winning jazz ensemble for the Grand Prix of the 2018 Euroradio Jazz Competition as well as the prize-winning performer for the 2018 Best Soloist Prize. 1.2 ELIGIBLE ENSEMBLES Each Member is entitled to present one (1) young jazz ensemble of no more than five (5) musicians as candidate in the Competition. At least half of the musicians of the nominated bands must fit into one of the following criteria: have the nationality of, reside in or be a full-time student in the country of the Member proposing them. There is no restriction on the type of instruments (acoustic or electronic), including vocals, making up the ensemble. There is no restriction on the kind of jazz presented. The average age of musicians shall not exceed 30 years on 31 December 2018. More than one Member organization in a given country may take part in the Competition and present an Ensemble. 1.3 CONDITIONS OF PARTICIPATION The Festival shall provide the Ensembles with logistical support to find hotel accommodation in the Host City. In addition, the EBU and the Festival shall cover the accommodation, transport and catering costs for the musicians performing in the Ensemble. Exact details shall be provided in due time. All other costs linked to the participation in the Competition shall be borne by the Members themselves. When entering an Ensemble for the Competition, each Member shall secure that each musician agrees to participate on a free-of-charge basis in the Competition and agrees to perform for no fee; moreover, each musician shall agree to waive all rights in relation to his/her participation and shall consent to the use and exploitation of his/her performance (including use of the recording and music pieces) as described under section 4 below. 2
2. APPLICATION PROCESS a) Each Member is responsible for ensuring that its Ensemble correspond to the Eligibility criteria mentioned above. b) Online application form: Each Ensemble needs to be submitted by the Member by the Application Deadline by filling in the online registration form (see exact address in the Schedule). c) Recordings: To enter the Semi-Finals, each Member shall present a recorded music performance of the selected Ensemble which shall not exceed 20 minutes. If the recordings last more than 20 minutes duration, the EBU Jury shall not be obliged to listen to the exceeding duration. Recordings must have been produced during the two years preceding the Competition. Submission of recordings must be made by pushing the recordings onto the EBU ftp server. If needed, help is available from Robert Cutliffe (cutliffe@eurovision.net). The files submitted must be named as follows: EJC2018, followed by the name of the Member submitting the file, followed by the candidate/ensemble s name, all separated by underscores. For example, if NLNPO were to submit the Ensemble Jazz 5 as a candidate, the recording pushed onto the EBU server should be called: EJC2018_NLNPO_Jazz5. Recordings must be high quality and may be made in a studio or during public concerts. They can be produced by the radio organization or by the groups themselves. The recordings must be made in a single take and must not be edited or dubbed over. Full miming to a background tape is not permitted. d) Information Dossier: An information dossier in English shall be compiled for each Ensemble, containing: - detailed information concerning the programme (composers, arrangers, title and timing of works, etc.) and the recording (date, venue and line-up of the recording(s)); - a short biography (no more than 250 words) of each of the musicians as well as a group biography (no more than 500 words), in English - at least one high-quality photo free of rights - proof of age ID card or passport scans. The information dossier shall be sent by e-mail to the Euroradio Project Coordinator. e) Application Deadline: Application form, Recordings and Information Dossier must be submitted as indicated above by the Application Deadline to the Euroradio Project Coordinator mentioned on the cover page of the present Regulations. 3. RUNNING OF THE COMPETITION 3.1 THE JURIES a) SEMI-FINALS: EBU JURY The selection in the Semi-Finals shall be carried out by an EBU Jury which shall be composed of five Jurors (the "EBU Jury"). The EBU Jazz Coordinator shall act as Chairman of the EBU Jury and shall have the right to vote. 3
Three other Jurors, coming from any Radio Members, shall be appointed by the EBU Jazz Coordinator and the Secretary of the Jazz Group by end-march 2018. In addition to these four seats, one seat is offered to the France Musique representative. The EBU Jury shall select the four Ensembles which shall perform in the Finals according to the procedure described below under point 3.2. b) FINALS: GRAND JURY The committee of Radio/Jazz experts from the EBU network is responsible for designing the Members composing the Grand Jury. For the Finals, there shall be a Grand Jury which shall be composed of five jurors, composed of EBU, Radio France/France Musique and Jazz in Marciac representatives, and well-known jazz musicians (the "Grand Jury"). The Grand Jury for the Finals shall designate the prize-winning jazz ensemble for the Grand Prix of the 2018 Euroradio Jazz Competition as well as the prize-winning performer for the 2018 Best Soloist Prize according to the procedure described below under point 3.3. c) CONFLICT OF INTEREST Any Juror having submitted the candidacy of an Ensemble among the candidates, or having had during the preceding four years a family, teaching or professional relationship with a musician from an Ensemble, must declare such a relationship to the EBU. Such Jurors shall not be necessarily be forbidden to vote for an Ensemble for whom they have declared a relationship, but should they do so, the Juror s vote shall not count as a vote on behalf of the Ensemble involved. When counting the votes for each Ensemble, the Juror s vote in that case shall be expressed as the ratio between the total number of votes received from the all Jurors and the number of Jurors eligible to vote for that candidate. 3.2 THE SEMI-FINALS SELECTION ROUNDS The Semi-Finals shall consist of the two selection rounds (Phase ONE and Phase TWO) during which all the Jurors of the EBU Jury shall evaluate the overall quality of the performance and vote with the aim to ultimately select the four Ensembles who shall perform in the Finals (the "Finalists") according to the rules and process laid down hereafter. a) PROCEDURE On the Submission Deadline, the audio files shall be sent by the EBU via its ftp server to the Members represented on the EBU Jury. At the same time, the Jurors shall receive by e-mail from the EBU the voting ballot to be used in Phase ONE for the blind listening of all Ensembles. In each of the Phases, the Ensembles will be identified by a letter to preserve anonymity. Each of the Jurors of the EBU Jury shall proceed, in their respective countries, to the blind listening of all the Recordings entered in the Competition. There shall be no specific requirements for the listening and voting sessions to be respected by the Members except that the voting rules and ballots deadlines hereunder shall be respected by the Jurors. 4
The EBU Permanent Services shall ensure respect of the voting procedure and verify the validity of the ballots cast. b) VOTING RULES AND PROCESS FOR THE SEMI-FINALS The scoring system for the Semi-Finals phases is based on a "yes/no/maybe" process. (i) PHASE ONE The objective is to reduce the number of ensembles to be selected for Phase TWO. a. The EBU Head of Music shall indicate to the Jurors to how many Ensembles they shall allocate a "yes" and a "maybe" for Phase TWO (the "Required Number"). 1 b. Each Juror shall indicate on his/her ballot the Required Number of "yes" and of "maybe" votes. For example: If 20 Ensembles are entered, the EBU Head of Music may ask the Jurors to award 10 "yes" and 2 "maybe" votes. c. On the Phase One Ballots Deadline, the complete ballots shall be sent by e-mail to the Euroradio Project Coordinator (contact details indicated in the Schedule). d. The EBU Head of Music shall compile the votes in a computer under the scrutiny of the EBU Jury Chairman, taking into account any possible declared conflict of interest. The Ensembles receiving the highest number of yes votes shall be selected for Phase TWO. (ii) PHASE TWO The objective is to select the four Ensembles that will perform in the Finals. a. The Jurors shall receive by e-mail from the EBU the voting ballot to be used for Phase TWO. b. The EBU Jury shall select from the Required Number of Ensembles selected in Phase ONE, in no specific order, the four Ensembles that they deem the most qualified to perform in the Finals (i.e. they shall allocate 4 yes" votes), and one potential Ensemble (1 "maybe"). c. On the Phase Two Ballots Deadline, the complete ballots shall be sent by e-mail to the Euroradio Project Coordinator (contact details indicated in the Schedule). d. The EBU Head of Music shall compile the votes in a computer under the scrutiny of the Jury Chairman, taking into account any possible declared conflict of interest. The four Ensembles receiving the highest number of "yes" votes shall be selected for the Finals. (iii) PROCEDURE IN CASE OF TIE(S) In case of tie(s) for the last place(s) in Phase ONE or TWO of the Semi-Finals, the "maybe" shall be used. If there is still a tie after counting the "maybe" votes, a second ballot shall be held for the tied Ensembles, in order to select the required number of Ensembles equal to the number of place(s) remaining. The Jurors shall rank the tied Ensembles and allocate 1 point to their favourite Ensemble, 2 1 Each Juror must vote for the exact number of Ensembles determined by the EBU (the "Required Number") with respect to both the number of "yes" votes to be awarded and the number of "maybe" votes to be awarded no more and no fewer. 5
points to their second favourite Ensemble, 3 points to their third favourite Ensemble and so on. The Ensemble(s) which receive(s) the lowest number of points shall be selected. If the tie(s) remain(s) unresolved, the EBU Jury Chairman's vote shall be discarded. If the tie(s) remain(s) deadlocked after that, subsequent ballots shall be taken using the ranking system described above, until the tie(s) is/are resolved. The results shall be announced by the EBU on the Finalist Announcement Date. c) MATERIALS TO BE SUPPLIED BY THE FINALISTS The four Finalists will be contacted by the EBU shortly after the announcement of their selection for the Finals to provide the following elements, on a rights cleared basis to be used by the Festival, Radio France and/or the EBU for promotional/organizational purpose: - a 1-minute phone-quality selfie video presentation of themselves for social media - two high-quality group pictures - a technical rider, including stage setup and required backline (please note that the backline requirements will be fulfilled as far as possible). 3.3 THE FINALS a) PROCEDURE The four Finalists shall each appear on stage for a maximum 40-minute performance at the Finals of the Euroradio Jazz Competition, which shall take place on 31 July 2018 during the Jazz in Marciac Festival. In awarding the prizes, the Grand Jury shall render a final decision taking into consideration only the performances during the Finals. The scores are not cumulative. The Grand Jury shall vote to determine the prize-winning Jazz Ensemble for the Grand Prix of the 2018 Euroradio Jazz Competition as well as the prize-winning performer for the 2018 Best Soloist Prize. Ballots shall be distributed to the Grand Jury once the four Ensembles have all performed in the Finals. b) VOTING RULES AND PROCESS FOR THE FINALS (i) PRIZE-WINNING JAZZ ENSEMBLE The scoring system for determining the prize-winning Jazz Ensemble in the Finals is based on a ranking system. Each Juror shall rank the four Ensembles in order of preference: 1 point shall be awarded to the preferred Ensemble, 2 points shall be awarded to the second preferred Ensemble, 3 points to the third preferred Ensemble and 4 points to the least preferred Ensemble. The results shall be compiled. The Ensemble with the lowest number of points shall be declared the Prizewinner of the 2018 Euroradio Jazz Competition. Should there be a tie, a second ranking round shall be held to decide which of the tied Ensembles shall be the winner. 6
(ii) BEST SOLOIST After the prize-winning Jazz Ensemble is selected, the Grand Jury shall select the Best Soloist prizewinner as per the rules set out hereafter. New ballots shall be distributed to the Jurors in which they shall indicate the five soloists they have preferred. The Juror's choice shall be made independently of the Ensemble in which they play and shall be solely based on the quality of the soloists themselves. The five soloists receiving the largest number of votes shall be retained and submitted again to the Grand Jury, who shall then rank them according to the same procedure used for determining the winner of First Prize. 3.4 COMPETITION AWARD AND ANNOUNCEMENT The winners shall be announced on stage after the Grand Jury deliberations are finalized. The announcement shall be made in front of the musicians and the public and the winning Ensemble shall perform again on stage immediately after the announcement. An official awards ceremony shall be held later the same day on stage under the Chapiteau, right before the evening event (exact time to be communicated in due time). The respective ranks of the Ensembles shall not be revealed publicly at any time. 3.5 PRIZES The winner of the Grand Prix shall receive 3,000. The winner of the Best Soloist Prize shall receive 1,000. 4. LEGAL PROVISIONS 4.1. RIGHTS CLEARANCE 4.1.1 AUTHORIZATIONS AND CONSENTS By submitting an Ensemble in the Competition, each Member confirms that it has obtained, or will have obtained by the Application Deadline, all necessary authorizations and clearances from all relevant composers, authors and any other rights holders in the music piece to validly present it at the Competition and offer it for transmission and broadcast by third parties as foreseen under the present Regulations. In particular, each Member shall ensure that its Ensemble assigns to the EBU and the Host Organization the transferable right to record, reproduce, have reproduced and distribute their performances at the Competition and at the concerts on records, CD, SACD, soundtrack, audio cassette, video cassette, video disc, CD-ROM/CDI, DVD, MiniDisc or any other kind of platform existing currently or in the future, including in digital format, as well as the right to communicate to the public their performances by any means of television or radio broadcast, including via the Internet, cable network, terrestrial or other network, live or deferred, in linear or on-demand, with or without downloading, free or at cost, in France and abroad. This assignment of rights concerns all performances during the Competition and is given for the entire duration of the protection of the rights in question in accordance with the legislation in force currently and in the future. 7
4.1.2 EURORADIO OFFER FOR THE SEMI-FINALS RECORDINGS By submitting a Recording for the Semi-Finals in the Competition, each Member confirms that all materials and performances included in the Recording are fully cleared so as to enable the listening by the EBU Jury for the purposes of selecting the Finalists and for transmitting the Recordings in the manner described hereafter. The EBU shall send out a Euroradio offer including all recordings of all proposed Ensembles. Recordings of the Semi-Finals shall be offered for an unlimited number of broadcasts by Euroradio public broadcasters via any means or platforms (including via the Members own Web sites, on the EBU s video platform, Euroradio 2See on a live and deferred basis for an unlimited period of time). 4.1.3 EURORADIO OFFER FOR THE FINALS The Host Organization shall record or have recordings made of the Finals and make it available either live or deferred immediately after the performances to all EBU Members. Each Member confirms that it has all rights in order to enable the audio and audiovisual recording of the live performance by the Ensemble at the Finals during the Festival by the Host Organization and the Festival so as to permit the Ensembles' performances at the Finals to be transmitted on a worldwide basis via Euroradio public broadcasters via any means or platforms (including radio broadcast or webcast on a linear and/or non-linear basis, via the EBU Members own radio channels and/or Web sites, on the EBU s video platform, Euroradio 2See on a live and deferred basis for an unlimited number of times and for an unlimited period). 4.1.4 SOCIAL MEDIA AND PROMOTION A page on the EBU Website and on the Host s Website shall promote the Competition and the Festival. The Members shall provide the EBU with visual material such as photos, videos and interviews from the Ensemble. This material shall be of sufficient quality in order to be published on Euroradio and the EBU Music Facebook account, Twitter and/or on the EBU Website. It is intended that Facebook live sessions should take place according to a communication plan produced by Radio France/France Musique, the Jazz in Marciac Festival and the EBU together with other promotional activities that may be organized for the finalists. Each Member confirms that it has obtained that each of the musicians of its Ensemble shall agree to perform in Facebook live sessions which shall be transmitted on the Facebook pages of Radio France, the Festival and/or the EBU and take part in any promotional activities. 4.1.5 INDEMNIFICATION By submitting an Ensemble in the Competition, each Member undertakes to indemnify all organizations concerned and the EBU/Euroradio against any claims whatsoever arising from composers, authors or any other rights holders in respect of any broadcast or other uses of the performances of the Ensemble pursuant to the present Regulations. 4.2. DATA PROTECTION This section explains when, how and why the EBU collects personally identifiable information, on which basis and how it will be used. Members are invited to ensure that they have obtained all necessary 8
consents from the relevant persons to submit the personal information and allow the EBU to process such information for the purposes of the Competition as described hereunder. 4.2.1 PERSONAL DATA COLLECTED The EBU collects personal data (referred to hereinafter as "Personal Data"): when a Member submits an Ensemble in the Competition and sends information as part of its submission on http://goo.gl/forms/ov6pwpwyvd. Please note that the EBU uses third-party websites for processing the submission of the Ensembles in the Competition and attendance at the Festival and that Members will have to enter some information that will be shared with these thirdparty websites. when a Member contacts the EBU and vice-versa. The information marked with the * symbol must be provided in order to enable the EBU to fulfil the processing purposes, as mentioned below. The Personal Data collected includes the first and last names and name of the organization of the Member contact person, job title of the Member contact person, e-mail address, mobile and office phone number, name of the Ensemble as well as names and date of birth of the musicians, or other personal information or contact information that the EBU is provided with as part of the application process (such as ID card or passport scans, biographies and more generally all specific information that Members are required to send by e-mail to the EBU hereunder). 4.2.2 USE OF PERSONAL DATA The Personal Data will be used to the extent necessary: - for sending answers to requests; - to manage the participation and the submission of Ensembles and the attendance at the Festival - to receive current mailings, newsletters or other information about the Competition and related events. The Personal Data submitted may be combined with other data that the EBU has obtained for the same purposes from other sources, including if the Member has provided information to the EBU in other places or through another medium. The EBU may not use the Personal Data for new purposes which are as yet unforeseen in these Regulations except on the basis of an applicable statutory permission or express consent. In any event, prior to using Personal Data for other purposes, the EBU will inform the Member, and the Member will be offered the possibility to decline the processing of Personal Data for such new purposes. 4.2.3 SHARING PERSONAL DATA The online application form is provided by a third-party service that is not owned or controlled by the EBU. Members are advised to read carefully the following "Terms and Conditions" and "Privacy Notices" to receive more information about how they will use the personal information: http://www.google.com/intl/en/policies/terms/ http://www.google.com/intl/en/policies/privacy/ 9
4.2.4 TRANSFERRING PERSONAL DATA TO THIRD COUNTRIES Please note that whenever Personal Data is transferred to processors or third parties located outside the European Economic Area in countries which are not considered by the European Commission to guarantee an adequate level of personal data protection, the EBU will ensure that appropriate measures are implemented according to the applicable national and European legislation relating to data protection. 4.2.5 STORAGE DURATION Personal Data will be retained only as long as necessary for the fulfilment of the purposes described above or as required by law. 4.2.6 SECURITY AND CONFIDENTIALITY The EBU has implemented technical and organizational measures in accordance with standard industry practices to ensure an appropriate level of security of the Personal Data processed. Nevertheless, security requires efforts from all actors involved. The Members undertake on their side to take appropriate security measures, including keeping all names and information confidential. 5. MISCELLANEOUS By submitting an Ensemble in the Competition, each Member acknowledges that: - all decisions of any of the Juries hereunder (including any proceedings or results of the Competition) shall be final and binding. No appeal against the EBU, the Host Organization or the Festival shall be possible. - participation of minors in the Competition requires the written express consent of the holders of the parental authority over the child; minors under 16 should be accompanied at all times throughout the Event Period by an adult who has been endorsed by the holder of the parental responsibility. All travel and accommodation costs of the accompanying persons shall be at their own charge. Specific additional provisions may be applicable to comply with the national legislation of the Host Country. - participation in the Competition implies full and complete acceptance of the present Regulations (including the processing of Personal Data as described hereunder). The EBU shall have no responsibility with respect to complaints that may be filed by any Ensemble in relation to the outcome of its participation in the Competition. Each Member shall remain liable to process the participation of its own Ensemble. - it shall ensure that each musician of the Ensemble agrees to abide by the present Regulations (including consent to the processing of his/her Personal Data and assignment of all rights for the exploitation of their performance (live and recorded), recordings and other materials). 10