Festivals, Copyrighted Music, and Ratings: How to Avoid Not Getting a Rating

We have all heard stories of an ensemble attending a festival or contest and being told that ratings will not be given due to copied music. How does a director avoid such disappointment for students and parents, as well as the embarrassment for all? Planning ahead will usually solve the problem! Preparing for a music festival involves not only performance logistics but also ensuring copyright compliance for all sheet music used.

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Virtually all organizations that run festivals require that all music used by performers and judges must be original; in other words, it cannot be copied. To comply with copyright laws, ensure that all digital or printed music is legally purchased and that you have enough original copies for the judges and performers. For solo and small ensemble events, this includes the music used by the student(s), the accompanist, and the music for the judge. For large ensemble events, this means all the music on stage and the scores provided for judges. This rule is rarely if ever, waived for any circumstance, which means that it falls to the director to be prepared. Here are a few suggestions for navigating the various issues regarding festivals and copyrighted music.

Order in Advance

First, I recommend selecting music well in advance. Take the time to see if your selections are currently in print and available to purchase or order. Look at this as invested time rather than spent time because it will pay back with peace of mind! If a piece is out of stock, there is time to check to see if you can obtain it. Do the research as you select music.

Next, order your music, including the extra scores, at least eight weeks in advance of the date of the festival. The reason for this is to allow time for the unexpected issues (that we all expect) to arise! If a piece of music is out of stock with your retailer, check with other retailers to see if you can get it elsewhere. However, if you have started the process eight weeks in advance, your retailer can most likely obtain the music from the publisher in time for the event.

Out of Print Titles

Wonderful classic pieces that are out of print can be perfect for festivals! How do you replace missing parts or obtain extra scores for such a piece? If you are playing a piece that is out of print and thus not available for purchase, the rule still applies. Before you commit to performing that piece, be sure you can obtain the originals you need or that you can obtain permission to make copies. To obtain permission, contact the publisher or copyright holder. Be sure to begin this process well in advance to allow time to process the request. I would recommend several months ahead. Do not assume you will get permission, so allow time to change to another piece if necessary.

Most festivals only accept copied music if the music is accompanied by an explicit letter giving you permission to make the copies legally. This will need to be obtained from the publisher or copyright holder and detail the name of the piece, the event for which you are using the copies, your name and school, the date of the event, and any other applicable details. The more detailed this letter is, the less likely you will have any challenges from the festival. Include a copy of this letter with every score, and keep several copies with you.

Digital Downloads

The ability to download and print music has opened new possibilities, particularly for solos and small ensembles! How do you prove that digitally purchased music is not an illegal copy? For digital sheet music, always bring proof of purchase to ensure it meets copyright compliance at festivals. Sometimes, the music will have a statement to that effect; sometimes, it will not. Unfortunately, there are people who try to evade the system by providing their own letters or statements. This can make festival organizers understandably skeptical. I recommend you bring copies of the receipts showing precisely what you purchased and how many copies you purchased. Include that with every score, and keep several extra copies with you. If any of your music is copied or appears to be copied, it would also be good to contact the festival organizers. Explain your situation and be sure you are meeting the requirements of that festival. Again, the time invested will pay off!

A few extra steps, taken in advance, will provide peace of mind, ensure a good festival experience for your students, and make you look good in front of your administrators and parents.

For additional information, consult Copyright Handbook for Music Educators and Directors , or use the Alfred Music Licensing/Permissions portal to request permission to copy Alfred Music publications.