KW Kiwanis Music Festival Rules, Regulations & Guidelines
All participants are expected to familiarize themselves with the festival Rules & Regulations which are listed under the following sections below:
Registration & Accounts
Scheduling & Communications
General Class Rules & Regulations
Class Levels & Eligibility
Festival Code of Conduct
Financial Aid
Health & Saftely Protocols
Associated Organizations & Resources
Registration & Accounts
Agreement: By registering for the KWKMF you agree to be bound the festival Rules, Regulations & Guidelines. Participants may be disqualified from any or all present and future festival activities, awards, or honours in situations where festival rules are explicitly disregarded.
Right of Refusal: KWKMF has the right to refuse any registration for any reason.
Registration: Registration must be done online via the KWKMF Website. Click on Syllabus & Registration in the Festival menu and select the appropriate category to find class details and select the class(es) you wish to register for. Registration can be completed by a parent, teacher, or adult student.
Registration Waiver: Registrants will be required to consent to a release waiver at the time of registration, acknowledging that KWKMF Rules & Regulations must be abided by all participants. If you are completing registration for an ensemble, it is the registrant’s responsibility to ensure that each ensemble member is also aware of the Rules & Regulations.
Photo Consent Release: The KWKMF is a public event, and festival media persons may be taking photos during festival classes. Registrants will be given the option to consent to the use of their/their child’s images for festival media channels (website, social media, posters). The KWKMF will not include people’s names when publishing photos. If you are completing registration for an ensemble, it is the registrant’s responsibility to ensure that each ensemble member is aware of the Photo Consent Release.
Registration by Teachers: Teachers may register on their student’s behalf. Please see 4 and 5 above regarding waivers and consent – it is the teacher's responsibility to ensure that their students’ parents are aware of the Rules & Regulations and the Photo Consent Waiver.
Eligibility: KWKMF is open to amateur musicians only. For the KWKMF, an amateur is a person whose primary income stream is in something other than the festival activity they are entering for.
Age Limit: Classes are open to participants up to the age of 28 as of January 1st of the festival year. Adults aged 29+ are only eligible for Community (non-competitive) or Adult Amateur classes.
Class Limits: Participants may only register once for each competitive class. Participants may register multiple times for the same Community (non-competitive) class, playing the appropriate number of pieces for each registration.
Payments & Transaction Fees: Lists of class prices are included in this Syllabus under each division and on the website. A parent or adult may register for several classes and multiple family members all at once. Classes may be saved and added later prior to paying for classes. Registration will not be complete until the payment is made. A $5 Transaction Fee per cart will be charged at the time of payment. If a participant registers for additional classes after paying, the $5 fee will be applied again each time a payment is made, therefore it is recommended that payment be done once all classes are entered.
Late Fees: Registrations that are paid after the registration deadline are subject to a $10 Late Fee. No registrations or payments will be accepted after the final late registration deadline.
Cancellations & Refunds: Fees for cancelled classes may be refunded up to February 15th of the festival year (the $5 Transaction Fee is non-refundable). There will be NO REFUNDS after February 15th if the participant chooses to refrain from participating in a festival class for which they have registered, except when a doctor’s note is provided or in cases of bereavement.
Class Changes: Participants may request to change a class registration to a different class up to February 15th. After this date there are no guarantees that a change request will be considered and will only be done at the discretion of the Festival Coordinator. Requests must be submitted by email to (danielle@kwkiwanismusicfestival.com">danielle@kwkiwanismusicfestival.com).
Class Verifcation by Teachers: Teachers will be able to view their students' registration information and it is recommended that teachers verify their students have registered for the correct classes. Parents/students should notify their teacher once their registration is completed to ensure they have entered the correct levels and class categories.
Scheduling & Communications
2026 Festival Dates: The 2026 KWKMF will take place from April 7th to 14th for Large Ensemble classes and April 20th to 25th for Solo & Small Ensemble classes. Classes may be scheduled during daytime and evening hours. It is recommended that participants reserve all festival dates. Note: Large Ensemble Classes include School & Community groups. Solo Classes include solos, duets and trios within each division.
Registration Dates: Online registration will be open from December 1st to January 25th. Late registration will be extended to February 1stsubject to a $10 late fee. Registrations will not be accepted after February 1st.
Published Schedule: The schedule will be published online no later than March 1st for Ensemble Classes and no later than March 15th for Solo Classes. Class schedules will also be available by logging into your festival account.
Schedule Changes: KWKMF reserves the right to change the published schedule at any time. KWKMF will attempt to notify the affected participants of major changes, however it is the responsibility of each participant, music teacher and accompanist to check the website for changes.
Communication: The official mode of communication for festival announcements is through the festival website, as well as email communications. Participants should check the website regularly for festival updates. Participants should check their spam folders to ensure that KWKMF emails are being received. KWKMF has the right to email anyone who has an active festival account. Those who no longer wish to participate in the festival and receive email communications must deactivate their account.
Schedule Conflicts: Participants who are registering for multiple classes and divisions are guaranteed to not be double-booked. However, the festival cannot guarantee that family members will not be booked at the same time.
Personal Requests: The festival schedule will not be modified in response to requests made based on personal schedule conflicts. A personal schedule conflict could include travel, school, other competitions, other extra-curricular activities, etc.
General Class Rules & Regulations
Outlined below are the general rules & regulations that apply to all festival divisions. Each division also has its own set of classes and guidelines that are included in each section of the Syllabus. Participants and their teachers are responsible to ensure they are registering for the appropriate classes and following the guidelines for each different class.
Failure to follow the Rules & Regulations for a class will disqualify participants from receiving a mark or class placement. Participants may still receive written and verbal evaluations from the adjudicator.
Syllabus Lists: Many classes require that repertoire be selected from a corresponding syllabus list. It is the participants’ responsibility to consult the appropriate list. (see Resources & Links)
Syllabus Exceptions: Participants who wish to play a piece that is not on a syllabus list can do so if 1) they provide a letter of approval from the RCM or CC for examination purposes (excluding exceptions for higher level pieces), and/or 2) they submit a request for approval to the KWKMF Coordinator no later than January 31st, 2026. Requests will be forwarded to a designated committee to determine if the piece is appropriate for a particular grade level and class. **Participants who are nominated to the OMFA Provincials should be aware that the OMFA Syllabus does not allow for repertoire exceptions.
Syllabus Conflicts: 1) Where there are conflicts between newer and older editions of a syllabus students must follow the most recent syllabus and 2) Where there are conflicts between the RCM and CC syllabi, participants may choose which syllabus to use. For example, if a piece is listed in the RCM syllabus as Level 6 but is listed as Level 7 in the CC syllabus the student may choose to enter the level that generally aligns with their other class entries. If there is a piece that appears in an older edition of a syllabus but is not listed in any level in the newest edition, then that piece is allowed.
Repertoire Selections: A repertoire selection may only be played once during the festival, and participants cannot perform the same selection in different classes. Exception: Participants entering in the KWCO Concerto Competition may perform the same concerto selection in a Levelled class where the syllabus lists include concertos (this applies to strings and wind instruments).
Repeats & Signs: Repeats signs should be ignored unless they significantly influence the structure of the piece or if otherwise indicated in the RCM or CC Syllabi. Da Capo & Del Segno signs should generally be observed. Participants should consult the appropriate RCM or CC Syllabi for guidance.
Multi-movement Selections: One (1) Selection may consist of multiple movements. Participants must perform the number of movements specified for each class where applicable. Some KWKMF classes require a limit of two (2) movements, others require participants follow the RCM or CC syllabus requirements. Multiple movements should be played back-to-back with a brief pause in between.
Time Limit: Total performance time must not exceed twenty (20) minutes in total for any class. In cases where multiple movements are to be performed, and the total performance time would exceed twenty (20) minutes participants may omit one (1) movement subject to the approval of the KWKMF Coordinator. Selected movements should be contrasting and should reflect the difficulty level of the class. The adjudicator may stop any performance that exceeds the 20-minute time limit.
Accompaniment: Most classes in the Brass, Strings, Voice, Woodwinds and Piano Concerto divisions require that participants must perform with live accompaniment. Popular Voice classes may be accompanied by piano, guitar or ukulele. All other classes must be accompanied by piano. Participants should consult their division syllabus carefully regarding accompaniment rules. Performers are responsible for making all arrangements with, and payment to their accompanist. Participants who register for four (4) or more accompanied classes are eligible for a $50 Accompaniment Allowance (See 5. Financial Aid)
Backing Tracks: For Popular Voice classes only, participants may choose to use an instrumental backing track that does not have back-up vocals, instead of live accompaniment. Performers are encouraged to use tracks with limited instrumental breaks (edited tracks/ reductions are allowed). Backing tracks must be provided as an MP3 file prior to the festival class (registrants will be contacted with instructions for submission). Backing tracks may be purchased from www.karaoke-version.com.
Microphones : For Competitive Popular Voice classes at the Elementary Level and up participants must use a microphone. Microphones are optional for Beginner and Primary levels, and for all Community (non-competitive) classes.
Copyright: In accordance with the Canadian Copyright Act participants must provide the adjudicator with a legally purchased copy of the music for all selections, even when the piece is being performed by memory. Proof of purchase must be presented for digital copies. Music that is in the public domain, and therefore available to be downloaded for free, must have the IMSLP listing attached (visit imslp.org to print a screen shot). In etude, duet and ensemble classes, photocopied pages may be used by the performers long as the original score is also provided. Participants who bring photocopied music without the original score or proof of purchase will be disqualified from receiving a class mark or placement. Accepted resources may include:
- Hardcopy or book (purchased in-store).
- Digital download from IMSLP (International Music Score Library Project) showing the web address or copy of the listing from the IMSLP search page.
- Digital download from an online store with the participant’s or parent’s name listed as the legal owner (see copyright information at the bottom of the page).
- Digital download with proof of purchase in the form of a receipt. In cases where a teacher purchases the music on behalf of a student the teacher must provide a receipt to the student.
- For Fiddle and Popular Voice classes where there is no sheet music available for purchase participants may provide a lead sheet or lyric sheet.
Memorization: Most competitive classes must be performed by memory, with exceptions noted in the syllabus for each division (for example: Brass, Woodwinds, Sonatas for Strings and Etudes do not need to be memorized).
Adult & Community (non-competitive) Classes: Community classes are available to participants of all ages and experience levels in each division and will be organized based on registration so that participants of similar ages and levels will be grouped together. Adult amateurs may enter any Community class. Adult-Child groups may enter Community Ensemble classes. Participants do not need to follow any syllabus list and may perform any repertoire of their choosing that is appropriate for the genre of the class. In Popular Voice class participants may sing with or without a microphone and may use either live accompaniment or a backing track.
Class Levels & Eligibility
Repertoire Level: Participants must perform repertoire that is listed under the corresponding grade level in the RCM, CC or LC syllabus and are not permitted to play pieces listed in a different grade level. There are no exceptions, even when a higher-level piece has been approved by RCM or CC for examination purposes.
Preparatory & Levels 1-10: Participants must enter a grade level that is higher than their most recent examination as of December 31st, 2025. For example, if a student passes a Level 3 exam in December, then they must enter classes at Level 4 or higher. If a student passes a Level 3 exam anytime after January 1, 2026, then they may still enter Level 3 classes.
Open (Diploma) Level: Participants must enter at the Open Level if they have completed a Level 10 examination as of January 1st, 2026, or if they are currently performing repertoire at the ARCT, ACCM level or above, regardless of whether they have completed a Diploma level examination.
Age Level Classes: For class levels that are based on age participants must enter the level based on their age as of January 1st, 2026.
Ensemble Classes: Participants must enter the level based on the age of the oldest participant as of January 1st, 2026.
Festval Code of Conduct
Contact With Adjudicators: Contacting an adjudicator (by participants, parents, teachers, or accompanists) to discuss festival related matters at any point during the festival year is strictly prohibited. Adjudicators are required to report such correspondence to the festival committee. No one may approach the adjudicator's table during a festival class (except for festival volunteers & staff).
Class Results: All decisions made by a festival adjudicator with respect to class outcome, awards, provincial delegation, and concert performer nominations are irrevocable. By registering for the festival, you agree to accept all the festival results as final, even if you disagree with them.
Dress Code: It is recommended that participants wear attire appropriate for performing. Participants should avoid clothing with visible corporate logos, sports team names or logos, copyrighted images, celebrity names or images (living or dead), cartoon character images, or inappropriate messages or words (for example, profanity).
Performance Introductions: Participants may give a brief introduction including their name, the title of their selection(s), and the name of the composer before performing.
Respect For Venues: Participants must use all venue facilities in a respectful manner and Health & Safety protocols in place at festival venues must be followed. Intentional destruction of property or failure to leave a space in clean condition will result in disqualification from all current and future festival events.
Respecting For Others; All festival participants, teachers, parents, adjudicators, and volunteers are expected to conduct themselves in a manner that is respectful of the people around them. Abusive or disrespectful behaviour will result in disqualification from all current and future festival events.
Use of Pianos: Participants may not play a festival piano outside of their designated festival performance time.
Use of Warm Up Rooms: Designated warm up rooms are for participants only. Younger children may be accompanied by one parent, guardian or teacher (additional family members must wait outside).
Use of Devices & Recording: Phones and other devices must be Silenced or set to Do Not Disturb and during festival classes. Photography and recording in performance spaces is strictly prohibited except for KW Kiwanis Music Festival media persons and family members of the current performer. A designated seat will be available during classes for the current performer’s family member to record. Photography and recording of other participants or the adjudicator workshops are not allowed.
Financial Aid
Participants who meet any of the criteria below must contact the Festival Coordinator to confirm their eligibility prior to completing their registration (Danielle@kwkiwanismusicfestival.com). If approved bursaries will be applied to your festival invoice prior to payment. Requests must be submitted by January 20th.
Festival Bursary: Participants who are experiencing financial constraints that would prevent them from registering for the festival are welcome to write a letter to the festival committee explaining their situation and why they want to participate in the music festival, and which classes they would like to register for. Some or all their class fees may be waived at the discretion of the KWKMF Committee.
Accompaniement Allowance: Participants who register for four (4) or more classes that require a live accompanist are eligible to receive up to $50 towards their costs. The KWKMF must be able to verify their accompanist’s contact information and fees to qualify for a reduction in fees.
Kiwanis Music Education Fund: Students who are currently receiving a bursary from the Kiwanis Music Education Fund will have their festival class fees waived. They will still be required to pay the $5 registration fee.
Health & Safety Protocols
The 2026 KWKMF is planned to be an in-person live event with no virtual classes unless government protocol dictates otherwise.
Any person entering a festival venue must abide by all health & safety measures required by the venue. Refusal to abide by venue regulations may result in disqualification from participating in the festival.
The festival cannot take responsibility for any person contracting COVID-19 or any other illness at a festival event. Persons enter festival venues at their own risk.
Should government guidelines require that the live festival be cancelled the KWKMF is prepared to host a virtual festival. Participants would be emailed instructions on how to submit recorded video performances, and how to join their online classes. Participants would be given the option to receive a full refund if they do not wish to participant in a virtual festival.
Associated Organizations & Resources
Short Forms
KWKMF Kitchener-Waterloo Kiwanis Music Festival
OMFA Ontario Music Festivals Association
RCM Royal Conservatory of Music
CC Canada Conservatory of Music
CCM Central Conservatory of Music
SHCM Shanghai Conservatory of Music
CMA Chinese Musicians Association
LC Loud and Clear: A Guide to Levelled Piano Music by Women Composers
SSAM Songs from the Screen and More (OMFA Syllabus List)
KWCO Kitchener-Waterloo Community Orchestra
IMSLP International Music Score Library Project
Resource Links
OMFA Website omfa.ca
CCM Website en.ccom.edu.cn/
SHCM Website en.shcmusic.edu.cn/main.htm
IMSLP imslp.org
CC Syllabi conservatorycanada.ca/syllabi/
CCM Syllabi bccma.net/product/3188/
SHCM Syllabi mp.weixin.qq.com/s/yg39V6f1cpy_SET3tgL1aw
RCM Syllabi rcmusic.com/learning/examinations/academic-resources-and-policies/syllabi-and-syllabi-errata
SSAM Syllabus omfa.ca/ssam-chart
LC Syllabus 80dayspublishing.com/products/loud-and-clear-curated-by-olivia-adams