BISYOC Terms and Conditions 2017

Age limit: The minimum age for any participant is 15 years. Applicants born after 2nd August 2002 will not be accepted. The maximum age for participants is 25 years but in exceptional circumstances this upper limit may be relaxed at the discretion of the organisers.

Closing Date:The closing date for participant applications is 1st February 2017, except for sections of the orchestra in which vacancies still exist after that date. These are listed on our vacancies page. Application must be made using the online form. You can apply at any time or for any instrument, but you may be placed on a reserve list if there are no immediate vacancies.

Selection, Participant Payments and Confirmation: Successful applicants selected to take part in the Exchange will be notified by email. If you are accepted, you must pay the participant contribution of EUR 595 in full within three weeks of the notification email to ensure that your place is confirmed. Due to the high demand for places at BISYOC, your place at the Exchange may be withdrawn and offered to another applicant if your contribution is not made within this three-week period.

Email Communication: the email address you provide on your application form will be used by BISYOC as the principal method of communication with you. We will write to you from the address so please set your spam/junk filter accept this address otherwise you may not receive our mails. We normally expect prompt response if we write to you, so if you are asked a question, please reply within 3 days.

Advance Preparation of Music: Instrumental parts will be available in advance so that participants can study the music at home before attending the Exchange. All players are expected to learn their parts in advance and you may be auditioned on arrival to determine where you will sit in the orchestra.

Full Participation: BISYOC is a Cultural Exchange as well as a musical experience. Everyone is expected to participate fully in all activities, some of which require preparation before leaving home, and some of which require group discussions and other forms of teamwork. BISYOC aims to stimulate participants to think at a deeper level about what they are learning and how they are learning - not only as musicians but as people learning transferable skills.

Previous Participants Welcome: Instrumentalists who have taken part in BISYOC in previous years are encouraged to apply, but please note that final selection is at the discretion of the Musical Director and Tutors. In some instances, if an applicant has taken part more than four times previously, it may be necessary to offer opportunities to newer and younger instrumentalists.

Musical Instruments: You are responsible for bringing your own instrument to BISYOC. Clarinet players must bring clarinets in Bb and A. Percussion will be provided but percussionists are expected to bring their own sticks. Double basses and harps will be arranged locally for players coming from outside the UK. Cellos can only be borrowed locally if you request one as soon as you accept an offer of a place at BISYOC. Cello and Double Bass players must bring their own bows.

Cancellation: If you are accepted and pay your full contribution, and then cancel your participation, you may be entitled to a refund of up to 60% at the discretion of the organisers, depending on the reasons for your cancellation.

Travel to the United Kingdom: BISYOC participants are responsible for arranging their own travel. Once accepted, you are strongly advised to book your travel to the UK as soon as possible to take advantage of advanced fare pricing. See below for information about airport transfers. Subject to European Union criteria and conditions attached to eligible countries, the first applicants accepted at BISYOC and confirming their places may qualify for part-reimbursement of their travel costs to the Exchange, up to a maximum of 60 people. Travel costs can only be reimbursed up to certain limits specified by the EU and only if the participant provides copies of all travel documents and travel receipts.

Airport Transfers: BISYOC will arrange a schedule of coach/minibus transport from Birmingham (BHX) International Airport to Moor Park School and back. There will be a small charge for this service. Subject to demand, this may also be arranged for Manchester (MAN) International Airport for participants confirming their flight bookings to BISYOC before 1st April 2017. Please note that BISYOC does not guarantee to assist with transport from other airports. There will also be minibus transport available from Ludlow railway station for those wishing to travel to Ludlow by train.

Air Travel for Participants Below the Age of 18: BISYOC aims to coordinate travel so that participants below the age of 18 can travel with others over the age of 18, but this cannot be guaranteed. If you are under the age of 18 you may be able to travel unaccompanied, subject to regulations by individual airlines.

Social Policy: BISYOC operates a relaxed, mutually respectful social environment. This is carefully monitored, and any participant acting in a way that disrupts the learning of others or impacts negatively on their experience at BISYOC may be asked to leave the Exchange.

Child Protection: in accordance with EU regulations, the BISYOC staff will include a Child Protection Officer responsible for the safety of participants under the age of 18 years.

Medical Conditions: You will be required to complete a medical form before you attend BISYOC. If your medical condition may affect you during musical rehearsals, performances or other activities, BISYOC reserves the right to share your medical information with any staff or volunteers who will be working with you.

Photography, Video and Audio: During the Exchange, participants are often filmed, photographed and recorded by other participants, and by BISYOC staff. The media collected may be used by BISYOC to document the activity, to report to funding agencies, and to promote wider participation in BISYOC at any time in the future. By accepting a place offered to you at BISYOC you give your consent to this, unless you notify us in writing that you do not agree to it, at the time of accepting our offer.