Registration

You can register from 15th October 2022 until 1st March 2023, for the ateliers and for the study tour. We look forward to welcoming all of you. Best not wait too long, some of our accommodation has limited availability. Please read the information in the section prices and in the FAQs carefully before filling in the form.

15th October 2022

Registration starts October 15th at 09.00h CET.

February

Remember to pay your advance invoice, before the end of the month.

1st March 2023

We end registration on 1st March.

April

Remember to send your detailed list of participants by the end of the month. 

May

We sent you practical info and the invoice for your balance, to be settled by 31st May.

June

You receive the detailed schedule for the festival week and the last info. See you soon!

Terms & conditions

General

  • The number of participants the festival can welcome is limited. Registrations after the deadline of 1st March 2023, are only possible in case of availability of places.
  • When registering, the choir confirms that they have agreements from all the parents regarding filming and photographing their children during the festival. And that this material can be used by Koor&Stem and by the European Choral Association in further events. Study tour participants confirm this individually.

Ateliers

  • All the ateliers have a limited number of places available. The organisers do not guarantee that each choir will be allocated their first choice atelier.
  • Admission to ateliers does not depend on the date of registration but on a combination of factors such as a good balance of voices, ages and countries. For more info, see FAQ.
  • If the ages of your singers are significantly different in your detailed participation list than on your registration form, the organisers can assign your group to a different atelier than first allocated.

Participation

  • You can register from 15th October 2022 until 1st March 2023.
  • The participation fee is the same for singers and non-singers (conductors, accompanying adults, anyone wishing to benefit from the festival’s services) and study tour participants.
  • The participation fee is wavered for a necessary one-on-one accompanying adult of a special-needs participant.
  • Adding extra group members after your registration is subject to availability. Contact us and we will see what is possible.
  • If the number of people changes after your advance payments, the difference will be calculated in your balance payment.

Festival accommodation

(Scouts house, boarding schools, Treck hostel)

  • The places are limited. The date of your registration sets the chronology. After reservation (in your registration form), we will let you know whether your choice of accommodation is still available, or suggest an alternative if it is not.
  • After registration we will let you know within days wether your chosen accommodation is still available, or suggest an alternative if it is no longer available. 
  • Please read the FAQ concerning the festival accommodation and agree with the special rules that apply.
  • We will ask a deposit/guarantee of €300 per choir, to be payed 1/6/23. It will be repaid after the festival. If members of your group cause damage to the festival accommodation, or if you leave the accommodation dirty and we have to hire an extra cleaning team, we will subtract these costs from your deposit. 

Reservation code & booking your own accommodation

  • If you choose the accommodation with reservation code (Youth Hostel, Ibis budget), you must contact this accommodation yourselves after we send the info. Payments are made directly to the accommodation. Specific rules of booking and cancellation will apply.
  • If you find your own accommodation, specific rules of booking and cancellation will apply.
  • It is advisable that you take travel insurance to cover cancellations of accommodation you book directly.

Payments and cancellations

Advance payment of participation

  • After registration, we send an invoice for an advance payment of €100 per person, to be paid before 1st March 2023.
  • The advance payment is fully refunded in case of cancellations (group or individuals) before 1st March 2023. It is not refunded after 1/3/23, except if the organiser cancels.
  • If the advance payment is not paid in time, your atelier choices will not count when the ateliers are allocated.

Advance payment for reserving festival accommodation

(Scouts house, boarding schools, Treck hostel)

  • We send an invoice for the reservation advance of €80 per person, to be paid within 4 weeks (invoice date), in order to keep your reservation active.
  • The reservation advance is only partly refundable. Cancellations (of choir or individuals) before 1st March 23: 50% refund. Cancellation after 1st March 2023: no refund (unless cancellation is by the organisers).
  • If you fail to pay the reservation advance within 4 weeks of invoice date, the accommodation is freed for other groups.

Balance payment

  • In April 2023 we send an invoice for your balance payment, to be paid before 1st June 2023.  The balance is for your participation, festival accommodation and festival meals.
  • The balance payment is fully refunded in case of cancellations (group or individuals) before 1/6/23, except for €20 per person administration costs (max. €200 per choir). It is not refunded after 1/6/23, except if the organiser cancels.
  • Failure to pay the balance is considered a cancellation of your participation.

Cancellation by the organisers (Pandemic or Force majeur)

  • If the event is cancelled by official requirement of the Belgian government or in case of unforeseen circumstances, all participants will get back all of their fees except for €20 per person administration costs (max €200 per choir)
  • If the festival can take place, but your group can not come, because of official regulations from your government, you will receive a full payback minus €20 per person administration costs (max €200 per choir).
  • If specific Belgian regulations apply to the festival and its participants, you must follow these regulations.
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