Registration – Internationaler Volkskulturkreis e.V.

About Registration

1. WHO IS THE FESTIVAL FOR?

CHORAL GROUPS

Children’s Choirs
Youth Choirs
Mix Choirs
Community Choirs and other Adult Choirs that wish to share their music and care for the world

INSTRUMENTAL GROUPS

Youth Orchestras
String Ensembles
Wind Ensembles
Chamber Ensembles
Traditional / Folk Ensemble

2. CHOOSE YOUR FESTIVAL EXPERIENCE

Festival Participation

Concert performance + cultural programme + international exchange

For groups looking for a complete festival experience combining music, culture and international encounters (an exchange with another choir or orchestra from a different part of the world can be arranged).

Festival & Competition

Festival activities + competition + masterclasses + concert performance

For groups wishing to combine performance and international exchange with the opportunity to participate in the competition.

Performance Only

Concert performance + selected festival activities (Applies only to participating groups travelling from within a 150-kilometre radius of Vienna)

For groups primarily interested in an international concert experience and cultural exchange

3. Registration Procedure

3.1. Registration

Interested choirs and ensembles should complete and submit the official Festival Registration Form by the applicable registration deadline. Please contact event@volkskulturkreis.de to receive the registration form.

3.2. Confirmation

After receiving the registration form, the Organizing Committee will review the submitted information and confirm the participation of the ensemble.

Where additional information or clarification is required, the Organizing Committee may contact the group leader or designated contact person.

3.3. Payment

Following confirmation of participation, the applicable registration and participation fees must be paid within the specified payment period.

Participation is considered officially confirmed once the required payment has been received by the Organizing Committee.

3.4. Final Information

Registered ensembles will receive further information regarding the Festival program, performance schedule, competition arrangements and other organizational details one month prior to the start of the event.

The Organizing Committee reserves the right to request additional information where necessary for the proper organization of the Festival.

4. Registration Deadline & Fees

4.1 Registration Deadlines

The registration period for the 13th International Youth Arts Festival is open until 31 December 2026.

An Early Bird Discount of 15% is available for registrations completed by 31 October 2026.

Registration	Deadline	Discount
Early Bird Registration	31 October 2026	15%
Regular Registration	31 December 2026	—

The registration period for the 9th World Youth Arts Festival is open until 31 May 2027.

An Early Bird Discount of 15% is available for registrations completed by 31 March 2027.

Registration	Deadline	Discount
Early Bird Registration	31 March 2027	15%
Regular Registration	31 May 2027	—

Registrations submitted after the final deadline may be accepted at the discretion of the Organizing Committee and subject to availability.

4.2 Registration Fees

The following fees apply to the respective festival options:

Activity	Fee
Performance Only (Applies only to participating groups travelling from within a 150-kilometre radius of Vienna)	€100
Festival & Competition	€400
Festival Participation	€300

The Early Bird Discount of 15% applies to the applicable registration fees for registrations completed by 31 October 2026 (Winter Festival)/ 31 March 2027 (Summer Festival).

Any additional costs related to accommodation, meals, transportation, instrument rental or other optional services are not included in the above registration fees and will be specified separately.

4.3 Payment

The applicable fees must be paid within the payment period specified by the Organizing Committee.

Participation in the selected Festival option and activities will be confirmed upon receipt of the required payment.

5. Performance & Competition Rules

5.1 Performance Opportunities & Duration

Each participating ensemble may participate in two Festival concert performances and one Golden Hall performance, which may take the form of either a Golden Hall Exchange Concert or the Festival Gala Concert, depending on the Festival schedule.

For regular Festival concert performances, each ensemble should prepare a programme of 15 to 30 minutes per concert.

For the performance in the Golden Hall, each ensemble will have a performance slot of approximately 4 to 8 minutes.

Participation in the Golden Hall performance alone is not possible. Each participating ensemble must also take part in the regular Festival concert programme.

5.2 Repertoire Submission

All participating ensembles are required to submit their repertoire to the Organizing Committee by the registration deadline (by 31 December 2026 for the Winter Festival/ by 31 May for the Summer Festival) and to confirm which performance opportunities they wish to participate in.

For each piece, the submitted repertoire information should include, where applicable:

Title
Composer
Lyricist
Arranger
Accompanist / instrumental accompaniment

Any subsequent changes to the submitted repertoire should be communicated to the Organizing Committee in advance and are subject to approval.

5.3 Competition Participation

Ensembles registered for the Festival & Competition option may participate in the applicable competition category.

For competition participation, each ensemble should prepare approximately 1–2 competition pieces, with a total performance duration of 8–12 minutes.

Competition repertoire and the required scores must be submitted to the Organizing Committee by the specified deadline.

Further details regarding the competition, including judging criteria and awards, will be set out in the Official Competition Regulations, which will be provided to each participating ensemble based on its competition category and age composition.

5.4 Performance Schedule

The Organizing Committee will determine the final performance schedule, including the venue, date, time and performance duration of each performance according to the overall Festival programme and organizational requirements..

Every participating ensemble is expected to arrive at the designated venue on time and to follow the instructions of the Festival staff.

Due to programme and organizational requirements, the Organizing Committee reserves the right to make reasonable changes to the performance schedule and performance allocation.

5.5 Performance Materials

Participating ensembles may be required to provide scores, repertoire information, ensemble biographies, photographs and other materials necessary for the organization, documentation and promotion of their participation.

All requested materials should be provided within the deadlines communicated by the Organizing Committee.

6. Master Class & Ensemble Coaching

Participating choirs and ensembles, together with their conductors, have the opportunity to work directly with invited festival experts and jury members in a focused artistic session.

During the session, the ensemble will work on selected pieces from its Festival or competition repertoire, with professional guidance on aspects such as musical interpretation, ensemble sound, technique and performance.

Each session lasts approximately 45–50 minutes. Participating ensembles wishing to take part should submit the relevant scores and repertoire information to the Organizing Committee in advance.

The exact schedule and assigned expert will be arranged by the Organizing Committee.

7. Technical & Instrument Requirements

The Organizing Committee will provide basic technical facilities according to the requirements and availability of each performance venue.

Selected large percussion instruments, such as timpani, marimba and Bass Drum may be provided by the Organizing Committee. Some venues are also equipped with a piano.

Participating ensembles requiring additional instruments or specific technical equipment should inform the Organizing Committee as early as possible. The availability of such equipment will be checked individually and, where necessary, arrangements for rental may be made separately.

The final technical requirements and available equipment will be confirmed to participating ensembles in advance of the Festival.

8. General Participation Conditions

All participating choirs and ensembles are expected to contribute to a respectful, professional and friendly festival environment.

Participating groups agree to:

Follow the official Festival programme and schedules.
Arrive at venues and activities on time.
Follow the instructions of the Organizing Committee and Festival staff.
Respect the rules and regulations of the respective venues.
Treat other participating groups, artists, staff and guests with respect.
Take responsibility for the appropriate conduct of their members throughout the Festival.

Each participating group must designate a group leader or responsible contact person who will coordinate communication with the Organizing Committee and be responsible for the group during the Festival.

For groups including minors, the designated group leader or accompanying adults are responsible for the appropriate supervision and welfare of the participating minors.

The Organizing Committee reserves the right to take appropriate measures in cases of serious misconduct or violation of the Festival regulations.

9. Cancellation & Transfer of Fees

Once registration has been confirmed, it is binding.

In case of cancellation by the participating ensemble, 50% of the applicable registration fees will be retained as an administrative cancellation fee. The remaining 50% may be refunded.

Alternatively, the retained 50% may be credited towards registration fees for a future event organized by the Organizing Committee.

The terms and validity of such credit will be agreed upon with the Organizing Committee.

10. Travel, Accommodation & Visa

10.1 Travel & Accommodation

Participants are responsible for their travel arrangements from their own region to Vienna, valid travel documents and, where applicable, visa requirements.

All participants are strongly advised to have adequate travel, health and accident insurance for the duration of their participation in the Festival.

To ensure a smooth Festival experience, we recommend that participating groups arrange accommodation, local transportation and related services during the whole festival period in Vienna through the Festival’s official partner travel agency

Further information on accommodation and travel arrangements will be provided separately.

10.2 Visa Support

Following confirmation of registration, the Organizing Committee can provide an official Festival invitation letter to participating groups and participants who require a visa to enter Austria.

The issuance of an invitation letter is subject to the submission of the required participant information and documents.

Participants are responsible for submitting their visa applications in accordance with the requirements of the relevant Austrian authorities. The Organizing Committee cannot guarantee the approval of any visa application.

11. Photography, Video & Data Protection

Photography and video recordings may be made during Festival activities for documentation, promotional and communication purposes.

By registering for the Festival, participating groups acknowledge this and are responsible for informing their members and obtaining any necessary consent in accordance with applicable laws.

Personal data provided during registration will be used for the organization and administration of the Festival and handled in accordance with applicable data protection regulations.

12. Changes, Delays & Cancellation of the Event

The Organizing Committee will make every reasonable effort to ensure that the festival takes place as planned.

If circumstances beyond the reasonable control of the Organizing Committee, including force majeure, require changes, delays or cancellation of the event, the Organizing Committee will take reasonable measures based on the circumstances and keep the participating ensembles informed in a timely manner.