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National Eisteddfod of South Africa®

Celebrating 20 years of Youth development in the Arts


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Eisteddfod in the Clouds 2021

Guidelines

NATIONAL EISTEDDFOD OF SOUTH AFRICA®
VIDEO RECORDED ENTRIES

  • A separate entry form should be completed for EACH RECORDED PERFORMANCE and should be attached to / submitted with recording.
  • Any changes to the deadline for the submission of video recorded entries will be announced on the webpage.

     

Please note: Video entries will be adjudicated in 3 sessions and should reach the NEA Office before 16:00 (hand delivered) or midnight (online submissions) on ANY of the following dates:

Session 1: 3 Sep 2021
Session 2: 3 Oct 2021
   Session 3: 17 Oct 2021 

(Results for the last session will only be available in November)
 

Possible changes or additions will be published on the NEA Facebook page  (www.facebook.com/nearsa) or webpage (www.eisteddfod.co.za) when necessary

 

  • Please note that all reading and unprepared items are excluded from video submissions. This is because they require the input of the adjudicator before performance hence they cannot be pre-recorded. For more information check the requirements in the Speech and Drama Prospectus. Reading items may be entered as Virtual entries when live participation is not possible.

  • We have already received some videos entries that are not in line with our requirements. So as to avoid having to re-record the videos, kindly refer to the requirements as provided in this Guideline.  (This information also appears in the NEA Prospectus and can also be downloaded as in Pdf file format.

Guidelines and requirements for Video Recorded Entries

Guidelines and requirements for Video Recorded Entries.

What is a video recorded entry?

Submission of video recorded entries.

Guidelines for recording the performance.

Recording your performance:

How to submit the video recording on DVD or flash disk.

Delivery / postal address.

 

How to send your video to YouTube from your computer.

Create a YouTube account.

Creating a YouTube Channel

Upload your video to your YouTube Channel

 Submit your video link.

 

How to send your video to YouTube from your Smartphone.

Create a YouTube channel - Android / iPhone

Upload videos to your Android / iPhone

 

Guidelines and requirements for Video Recorded Entries

Please note: Video entries should reach the NEA Office before 16:00 (hand delivered) or midnight (online submissions) on any of the following dates:

Session 1: 3 Sep 2021
Session 2: 3 Oct 2021
Session 3: 17 Oct 2021 

(Results for the last session will only be available in November)
 

Possible changes or additions will be published on the NEA Facebook page  (www.facebook.com/nearsa) or webpage (www.eisteddfod.co.za) when necessary

What is a video recorded entry?

  • A VIDEO RECORDED ENTRY provides for the recording of any performance that would usually be performed on a stage (or suitable venue) in instances when the performance cannot be presented live in the presence of an adjudicator for the adjudication of the event.
  • A Video recorded entry allows participants in remote areas where the adjudication of live performance is not possible with the opportunity to participate in the National Eisteddfod of South Africa.
  • A Video recorded entry also provides an alternative solution for participation when live performances is not allowed or people might not feel comfortable with, as during the Covit-19 lockdown period.
  • All videos should be recorded according to the guidelines as provided in this document.

     

Submission of video recorded entries

Two options are available for the submission of the recorded performance:

  • Electronic transmission of video via a YouTube Channel.
  • Submission of a video on a DVD or Flash Drive by mail / courier service or delivered by hand.

     

Summary of processes:

Electronic submission:

  • Various options exist for sharing a video electronically, however submission via YouTube is preferred due to the ease of sharing videos with adjudicators for adjudication purposes.
    (Videos shared by YouTube link lives in the channel of the sender, while other options like WeTransfer and Dropbox requires the time-consuming downloading of files to the NEA server.)
  • Share your links (ONE entry and entry form at a time!) to entry@eisteddfod.co.za .
  • Attach proof of payment with each entry.
  •  Refer to the How to send your video with YouTube section for instructions in this regard.
     

Submission by mail / courier services:

  • Copy your video recording on a DVD / Flash disk
  • Only ONE performance should be copied on a DVD. Use a separate DVD for EACH entry / recording.
  • All DVD's should be clearly marked with the NAME & SURNAME of the participant(s) and the ENTRY NUMBER.
  • DVD entries can be hand delivered / mailed  / couriered to the address as provided in this document.
     

Guidelines for recording the performance

  • IMPORTANT! All submissions for the National Eisteddfod of SA should be recorded in the format as outlined below (see recording your performance). No performances recorded at any other event (concert, show, etc.) will be accepted for adjudication. 
  • A professional recording is not required. Any reference to “camera” includes both a traditional video camera or a smartphone, tablet or computer with video capturing facilities.
  • Please note that NO editing of a recording is allowed, e.g. “tweaking” of intonation errors, etc.
     

SETTING THE “SCENE”

  • The camera position should represent the "eyes of the adjudicator", without zooming in and out, moving around with the camera, changing of camera angles, etc.
  • Position the camera where the full performance area as utilized by the performer, will be visible in the view finder or on the screen.  If necessary, zoom in/out until this can be obtained and then leave the camera stationary.
     
  • Background:
    Make use of a plain or neutral background as far as possible.   Be aware of the contrast with the background, e.g. do not perform with a black costume against a black backdrop.
     
  • Lighting:
    Please ensure that there is sufficient light on stage or wherever the performance is being recorded. Light should come from the front to prevent shades on the face(s). (Important: do not record in front of a window with the light coming from the back.)  Refrain from using lighting effects when recording drama items. Lighting effects may be used when recording dance or contemporary music items as long as it does not affect the visibility of the performance. (It is difficult to adjudicate a performance that happens in the dark!)
     
  • Acoustics:
    Acoustics refers to the audibility of the sound in the room where the performance is recorded. The clarity of sound is of particular importance when recording speech items. A large empty room or any room without absorbent material (e.g. curtains, carpets, and soft furniture) will create a considerate amount of reverberation (echoing caused by the deflecting of sound from one wall to another, thus creating a very “live” acoustical environment.) Although a level of reverb is often preferred for musical items, it is detrimental for clarity of speech and should be avoided.
     
  • Sound balance (when applicable):
    Please ensure that the accompaniment (live accompaniment or recorded backing tracks) does not outshine the voice(s) when recording vocal and instrumental items. The recording should display a good balance between the voice/instrument and the accompaniment.
     

Recording your performance:
 

  • Prepare your label: You need the following:
    • One page per item  - A3 or A4 size  white paper
    • Thick black marker pen.
  • Provide the following information on your label (please print clearly!)
    • Your NAME & SURNAME, Grade & School (where applicable),
    • ENTRY NUMBER and a
    • BRIEF DESCRIPTION OF THE ITEM (e.g. English Monologue, Vocal solo, Jazz, etc.)
  • Prepare for your recording and hold this "label" up in front of the camera so that the detail is clearly readable in the view finder and keep it there.  Start the recording by pushing the record button and hold it for a count of 10 and then pause the recording. Get rid of the white page and move into the starting position for your performance. Then push the record button again and continue with the performance until the end. Do not at all stop or pause the recording during your performance.  If anything goes wrong, you need to start all over again, including holding up the "label".
  • When using a traditiona; video camera, follow the procedure as required by your camera to import the recording from the camera to your computer.
  • Rename the file to your {unique participant number} -  {name} - {surname} – {item number}
  • Do NOT edit the video.
     

How to submit the video recording on DVD or flash disk
 

COPYING THE RECORDING ONTO DVD:

  • Once the video has been imported, select the appropriate file, copy it and burn it onto an unused DVD. 
  • After the file has been burnt onto the DVD, eject the DVD and finalize it if it is requested.
  • Check your DVD: Put the DVD back into the DVD drive to check whether the file was successfully copied on the DVD. If you can open and play the recording directly from the DVD with both image and sound, your recording is fine.
  • If this step was completed successfully, clearly mark the DVD with the UNIQUE PARTICIPANT NUMBER, NAME & SURNAME of the participant(s) as well as the ENTRY NUMBER.
  • Final step: Put the DVD in a proper cover, attach a copy of the entry form and proof of payment and put everything in a bubble envelop and deliver by hand or mail / courier to the address as provided below. More than one DVD can be included in one envelope if needed. You are advised to register the envelope and to email the tracking number to entry@eisteddfod.co.za together with a copy of the entry form.

     

COPYING THE RECORDING ONTO FLASH DISK / MEMORY STICK:

  • Insert your flash disk / memory stick and format if requested to do so.
  • Select and copy the video file on your computer and paste into the flash disk / memory stick folder.
  • Close the file if necessary and eject the media in the correct way.  (Don't just pull it out as it can cause corruption!)
  • Re-insert your flash disk / memory stick.  Check if you can open and play the file (please check both image and sound!).
  • If everything is fine, close the file and eject the media in the correct way.
  • Final step: Put the flash disk / memory stick clearly marked envelope, attach a copy of the entry form and put everything  in a bubble envelop and deliver by hand or mail / courier to the address as provided below. More than one flash disk / memory stick can be included in one envelope if needed. You are advised to register the envelope and to mail the tracking number to entry@eisteddfod.co.za together with a copy of the entry form and proof of payment.

     

Delivery / postal address:

  •  DVD entries can be hand delivered  / mailed  / couriered to the following address:

By hand:

By registered mail:

Couriered by Postnet:

National Eisteddfod Academy 
Bergzicht Office Park, Block 3, Suite 15
Crn Christiaan de Wet & Rooibok Str.
Allen’s Nek

National Eisteddfod Academy 
PO Box 1288
RANDBURG
2125

PostNet
Strubens Valley, Shop 22 Retail Crossing, Cnr. Nic Diederichs Boulevard & Hendrik Potgieter Dr. Wilgeheuwel, Roodepoort, 1724
Contact number: 011 475 0452 / 0481