Commission Festivals & Practises of I.O.V. world
  Chair: Mr. Geert Nijhof, Netherlands


Communications Festivals and groups must communicate in a prompt, professional manner.

Pre-festival:  prompt response to correspondence

  • Group must provide photos, DVD.
  • Festival must provide information about accommodations, food, number of performances, duration of performance, venues, technical abilities of venues
  • Groups to receive list of other participating groups, with designation of live or recorded music at the time MOU is signed
  • MOU  signed not less than 120 days before festival begins.
  • Festival may not cancel, change dates, or make other major alterations to the schedule and program within 120 days. 
  • Groups may not cancel, change from life to recorded music, significantly reduce or increase number of participants, or make other significant changes within 120 days
  • Pocket money:  to be negotiated
  • Sightseeing expenses:   to be negotiated if more than required  ½ day for each 3 days of performances

Festival Communications

  • Group orientation at arrival
  • Festival schedule at arrival
  • Guide/interpreter assigned to group
  • Each guide must be conversant in the language of the visiting group, not just speaking it, but also understanding it.
  • Guides are encouraged to communicate with the director of the groups, which they are guiding BEFORE the groups leave their home countries.

Venues and performances -has to be first aid during the venues

  • Location of performances. Size of the stage
    •             Inside
    •             Outside
  • Parade (how many, distance, walking or dancing)
  • Rehearsal space with reserved time at beginning of festival, and as requested by group
  • Daily schedule for each group member when group arrives
  • Schedule of performances with date, location, and duration of each performance at arrival
  • No more than two performances per day, or 120 minutes maximum. 
  • One-half day free for each 3 days of festival.
  • Group and festival to designate who will own rights to performances (cd, dvd, video, still photos)

Technical capabilities (light, sound)

  • Microphones needed for every venue.
  • If sound is amplified, stage monitors provided
  • Lights- "full lighting" as well as more extensive lighting boards.
  • Sound - Is live music a requirement?           
  • Stage surface
  • Stage dimensions
  • Secure and private dressing/change area      

Transportation, Visa and Medical insurance

  • Must be transportation from and to the airport or the train station
  • Transportation to and back from the venue location
  • The transportation has to be safe and enough seats for the group's members
  • The group has to keep it cleaned and without any damage

Visa expenses are in charge of the group

Medical Insurance- the group must in possession of a Medical Insurance for all group members

Accommodations must be clean, comfortable, quiet, safe and secure

  • Accommodations may be hotel, dormitory, hostel or private home:  one person per bed, except couples.
  • Pictures to be sent by festival to group, if requested
  • Bathroom with shower, should be provided commensurate with the number of persons to be served.  For instance, one shower could serve six persons,;
  • close to sleeping rooms, and cleaned daily
  • Hot and cold running water
  • Drinking water provided
  • Mirror for makeup/shaving
  • Sufficient electrical outlets
  • Comfortable beds with sufficient bedding and pillow.
  • Sufficient space for suitcases, hanging clothing and costumes
  • Seasonal heat/air-conditioning/ventilation
  • On-site assistant or guide
  • Area for socializing outside sleeping quarters


  • Accommodations must have safety instructions, fire alarm, fire escape, telephone with emergency directory and hold a safety drill- A safety drill may be nothing more than someone showing the location of fire exits, fire extinguishers, and limitations on the use of electrical outlets, etc.
  • Performance venues must have fire alarm, fire escape, and drill
  • All festival' participants will be provided, in the dorms and at the venues, with information about safety exits, how to report emergencies, etc.  
  • Local transportation: the drivers for the transporting vehicles should be qualified according to the laws of the host country.
  • Must be first aid and emergency telephone number for doctor or hospital


  • Venues:  secure place for costumes, instruments and valuables, with festival staff or volunteer present during performances.
  • Accommodations:  safe in room, or room with lock to secure passports and valuables
  • Accommodations must be in safe area and building, security provided, (if needed)
  • Telephone for use at location of accommodations

Meals - the guests should not have to purchase their own food

  • Meals must be provided (3 per day).
  • Food must be sufficient, nourishing and tasty
  • Drinks at venues
  • Drinking water at accommodations                 

Festivals for the organizers and  directors

  • Organize the schedule and keep to the plan unless emergencies occur.
  • Do not schedule visiting groups at two places at the same time, including scheduling events for directors, etc.
  • Remember the feet of the dancers and the equipment that musicians must carry when scheduling performances. Make sure that adequate and TIMELY transportation is provided for guest groups to travel to venues, including parades, etc. 
  • Be realistic in planning the lengths of parades and do not expect visiting groups to walk long distances after the parades are over or in order to arrive at the site of the beginning of parades.
  • Keep the director well-informed at all times of any changes to the written schedule, which the director should receive in his native language when he arrives at the festival (or even before he arrives).
  • Make sure the stages are safe for the dances to be done on them.
  • Make sure that the site of breakfast is close to the sleeping quarters or provide transportation to breakfast.
  • Be sure that directors of visiting groups are well informed of the number of gifts needed for presenting at the festivals.
  • Make sure that guides are adequately prepared to guide a group. This includes making sure they know where things are located ( including sites for touring) so that the group's time is NOT wasted or that they will arrive at a venue where they are not supposed to be, etc. 
  • Most important of all, make sure that dancers, musicians and directors of groups themselves have something to say about the organization of the festival.

Groups- for the managers

  • Groups should not bring more persons than they have listed on the MOU.
  • Groups should not stage performers who are not attired in folkloric costumes.
  • Groups should not bring pre-recorded music when they have agreed to provide only live music.
  • Groups should obey all rules and regulations of the site where they are hosted, which often includes no liquor, no smoking, etc. on the premises.
  • Special dietary restrictions required by groups should be clearly stated before the MOU is signed.