General Rules, Terms & Conditions, Division Rules and Band Director Info

Please read all the information below. It is a required part of the NJF Registration Form. contact info@nationaljazzfestival.org with any questions.

1. NJF Performance Code Of Conduct:  As director/school representative, I declare that our school will follow all the National Jazz Festival rules and regulations. We enter the NJF promising to uphold the integrity of the festival and look forward to participation in a fun and fair environment.
2. Canceled event: the NJF reserves the right to cancel the festival due to circumstances related to travel/venue/city restrictions, lack of participation or funding.
3. The NJF will not be liable for any traveling costs associated with a cancellation of the event. We strongly recommend travel insurance for all expenses.
4. Refund Policy: Bands and performers that cancel will receive a refund if the cancellation is received as follows: Refunds will be given if the cancellation for bands or performers is made prior to January 1, 2025. No refund will be given if cancellation for bands or performers is made after that date.
5. Force Majeure. In the event National Jazz Festival is unable to perform its obligations or is unable to utilize the Convention Center License Area in accordance with the terms of and as contemplated by their Agreement as a result of natural disaster, riot, war, civil disorder, Acts of God export/import embargo, court order or any other causes beyond our reasonable control and which it could not have prevented by reasonable precautions, NJF shall be entitled to terminate this Festival upon written notice thereby relieving NJF from further liability and obligations. Neither NJF or the Philadelphia Convention Center shall be liable for any loss or damages suffered by the Festival participants. Customer shall be entitled to a refund of any deposits or other charges paid in advance to NJF after January 1 2025.
6. Indemnification. Festival participants shall defend, indemnify and hold harmless NJF and the Convention Center, its officers, agents and employees harmless from and against any and all liability, loss, expense (including reasonable attorneys’ fees) or claims for injury or damages arising out of the performance of this Festival.
7. Privacy/Images: All individuals participating in any manner in any part of the Festival grant permission to the NJF to take and use: photographs and video images of Festival participants for unlimited use in news releases, advertisement, promotional, or other commercial purposes, including but not limited to web sites or other electronic media without any compensation to the Festival participant. All such photographic and video images, negatives, prints and digital reproductions shall be the property of the NJF.

GENERAL RULES

1. All ensembles and individuals must be registered by a school director or school official to ensure that the students are in “good standing” with their school and also to ensure that the school is aware of the students’ participation. This includes the Jazz Vocal Solo and Jazz Recording Arts Composition Categories.
2. All ensembles registering as “Competitive” must contain students from the same school district.  Regional ensembles, State All-star ensembles, Community ensembles or ensembles comprised of students from more than 2 schools in a district must perform in the “non-competitive” category.
3. Ensemble Division registration is determined by the highest grade level member. *Example: A School district with 1 High School ensemble containing a middle school student can register competitive but must register in the High School Division.  A Middle School ensemble containing a High School student for any reason must register in the High School Division or as non-compete.
4. If necessary all schools in each category and each performing group will be placed in the appropriate division by school population. Example: If the number of HS Large registrations demand we would create HS Large Division L1 & L2 with 2 panels of adjudicators and be divided at some point by total school populations. We would then have an L1 Division winner and an L2 Division winner.
5. If a school registers more than one similar sized ensemble, those ensembles will be in the same division.  Ensembles will be received in order of registration. However, for schools that have more than one ensemble and wish not to compete against their own school, they can choose to perform in the non-competitive division.
6. Instrumental Jazz Masters Division is by director choice of wanting to additionally compete against bands that primarily have Jazz as a class daily.
7. If a school has more than 1 ensemble in a performance category, each ensemble must be comprised entirely by other (different) students. The only exception would be in instrumental ensembles where the student is playing an entirely different instrument in each ensemble.  There are no exceptions in the vocal categories.
8. All self-reporting of school information, ensemble information, and individual information must be truthful. Ensembles or individuals reporting inaccurate or false information in order to gain a competitive advantage will be disqualified and not allowed to participate in future National Jazz Festivals.    

9.    All rules and regulations of each ensemble and individual category must be followed. Contact info@nationaljazzfestival.org with questions before registering.

PERFORMANCE AND SET UP TIME RULES AND INFORMATION:
Hall G (located at the festival entrance of Race Street and Broad) is available to all ensembles, groups and soloists for additional warm-up time if needed.
Each ensemble will have exactly 20 minutes to set up and warm up.
The adjudicators come to your assigned warm up room.
At the end of the 20-minute warm up the ensemble will be introduced to the audience and adjudicators to begin your performance.
Each HS & MS ensemble will have exactly 20 minutes of performance time.
Each ensemble will be timed from the first note of their first performance selection until the final cut of their final performance selection. Ensembles may not “restart” their performance for any reason. Once the clock starts it will continue to run. The 20 minutes of performance time is finite. Any ensemble exceeding the 20-minute performance time will be automatically disqualified. A timing of 19:59 or 20:00 is acceptable, however a timing of 20:01 is not.
Following the performance, your ensemble will be given verbal critique from an adjudicator. Click here for more info about an additional 50 minute clinic with one of our visiting NJF Artists.
We suggest that you record the feedback for later use. After which time you will have exactly 5 minutes to remove all belongings from the performance area as the next ensemble will be entering to begin set up. Taking longer than 5 minutes may lead to disqualification.

MUSICAL SCORES & SOLOIST DETAILS
Each performing ensemble must provide adjudicator a copy of each score of each piece being performed and include a list of the soloist information (instrument and name)
YES PHOTOCOPIES* ARE FINE! If you would like your score copies please retrieve them before you leave the performance room. For Jazz Combo Division, copies of lead sheets are fine if a score of the arrangement does not exist.
*There is no access to a photocopy machine at the Pennsylvania Convention Center.
A NOTE ABOUT EQUIPMENT SUPPLIED IN NJF DIVISION CATAGORY ROOMS:
With the size of this festival NJF cannot supply performance rooms with any type of backline. (ie: keyboards, drums, amps, vibes) We have tried but it became problematic with cost and the consistency of quality equipment. We have found success in the percussion category with O’Brien Percussion Rentals.
You can pick up of your rented equipment before your performance time. All equipment must be returned immediately following each performance.

LARGE ENSEMBLE ROOMS:
COLLEGE, HIGH SCHOOL & MIDDLE SCHOOL INSTRUMENTAL GROUPS
25 Music Stands
(1) Power Strip. A suggestion for easy flow would be to make sure you bring extension cords
for all your electronics so that you can set up quickly and easily.
1 House Wired Microphone for Speaking or *Upfront Soloists.
*You may use the house microphone for solos if you choose to do so. The sound comes from the ceiling speakers. You may bring any additional equipment, including sound systems, amplifiers, percussion, or anything else. The only limitation is the 20 minute warm-up period and 5 minute exit time following your verbal critique. In that 5 minute period all your equipment must be removed from the performance room. Failure to follow these timing rules
may result in your ensemble being disqualified.
SMALL ENSEMBLE ROOMS:
COLLEGE, HIGH SCHOOL & MIDDLE SCHOOL INSTRUMENTAL GROUPS
10 Music Stands
(1) Power Strip. A suggestion for easy flow would be to make sure you bring extension cords
for all your electronics so that you can set up quickly and easily.
1 House Wired Microphone for Speaking or *Upfront Soloists.
*You may use the house microphone for solos if you choose to do so. The sound comes from the ceiling speakers. You may bring any additional equipment, including sound systems, amplifiers, percussion, or anything else. The only limitation is the 20 minute warm-up period and 5 minute exit time following your verbal critique. In that 5 minute period all your
equipment must be removed from the performance room. Failure to follow these timing rules may result in your ensemble being disqualified.
JAZZ COMBO ROOMS:
8 Music Stands
(1) Power Strip. A suggestion for easy flow would be to make sure you bring extension cords for all your electronics so that you can set up quickly and easily.
1 House Wired Microphone for Speaking or *Upfront Soloists.
*You may use the house microphone for solos if you choose to do so. The sound comes from the ceiling speakers. You may bring any additional equipment, including sound systems, amplifiers, percussion, or anything else. The only limitation is the 20 minute warm-up period and 5 minute exit time following your verbal critique. In that 5 minute period all your equipment must be removed from the performance room. Failure to follow these timing rules
may result in your ensemble being disqualified.
ALL VOCAL JAZZ DIVISIONS: LARGE, SMALL AND A CAPPELLA ROOMS:
6 Music Stands
16 Vocal Microphones with sound system and reverb effect (if desired).
You may bring any additional equipment including your rhythm section equipment, however you may not bring a vocal PA system. All vocal groups must use the house vocal system for performance. You may guide the sound person in tweaking the house system for your performance and solos. The only limitation is the 20 minute warm-up period and 5 minute exit time following your verbal critique. In that 5 minute period, all your equipment must be removed from the performance room. Failure to follow these timing rules may result in your ensemble being disqualified. A suggestion for easy flow would be to make sure you bring
extension cords for all your electronics so that you can set up quickly and easily.

NJF Division Rules