oi. summerfest 2013.doc

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SUMMERFEST

International Folklore

Festival and Folk Art Fair

12th-22nd August 2013

Szzhalombatta, Tkl, RckeveHungary, Europe

Invitation


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Please read this letter and all the informationabout our festival carefully, so that we can

avoid misunderstandings in the future!

It is in your interest; also, it is yourresponsibility to know the regulations ofSummerfest!

!Por favor lea esta carta y toda la informacinsobre nuestro festival cuidadosamente paraevitar el malentendido y la confusin en el

futuro!Gracias

Est en su inters y es su responsabilidadsaber las regulaciones del 'Summerfest'

On vous prie de lire cette lettre et lesinformations sur notre festival tresattentivement, pour viter les malentendus

dans le future!

C'est votre intret, et votre responsabilitaussi, de savoir les regles de Summerfest!

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Dear Sir, Dear Madam, Dear Folk

Group Director,

We are pleased to inform you that Summerfest 2013 International

Folklore Festival and Folk Art Fair will be held between 12th-22nd August

2013 in Szzhalombatta, Hungary. The festival is one of the biggest

festivals of Central Europe which has 20-25 invited countries every year.

It is a big pleasure for us to send our invitation to your dance group.

This letter is intended to be your invitation for the

festival.

Information about and conditions of the festival

Name of the festival: Summerfest International Folklore Festival and

Folk Art Fair

Time of the festival: 12th-22nd August 2013.

Place of the festival: Szzhalombatta, Tkl, Rckeve Hungary,

Europe

The festival centre is Szzhalombatta, which is in the middle of Hungary,

20 km south of the capital, Budapest. It is situated on the east bank of

the river Danube. This town is the centre of the festival, where the main

festival office is located. There are two other organising towns: Tkl and

Rckeve, which are on the other west bank of the Danube.

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Your accommodation is located in one of these three towns. However, it

is the right of the organising committee to decide on the place of

accommodation in the case of each group. These settlements are close

to one another, and the standard of accommodation is the same. The

programs are nearly the same for all participants and are synchronised

by the three towns.

On the first day there is a meeting for group leaders in Szzhalombatta.

The festival director visits Rckeve and Tkl every second day so that

he can sort out problems and answer any questions.

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Travelling to the festival

The ensembles are to meet the costs of travelling:

By air

You are to arrive at Ferihegy International Airport, Budapest. In case you

would like to arrive at and leave from a different airport (e.g. Vienna, Austria),

we can provide you with a coach that brings you to Szzhalombatta, Rckeve

or Tkl but you will have to cover the expenses (from Vienna to

Szzhalombatta, Rckeve or Tkl - approximately EUR 20 / person, for round-

trip it is EUR 40 / person).

Transportation within Hungary for the groups travelling by plane is organized

and covered by the festival.

By bus

In case you would like to travel in your own bus, you will be given a EUR 300

(approximately HUF 75,000) refund by the festival.

Distances between the places of the festival:Szzhalombatta - Rckeve: 40 km

Szzhalombatta - Tkl: 30 km

Szzhalombatta - Budapest: 25 km

Rckeve - Tkl: 10 km

Rckeve-Budapest: 40 km

Tkl-Budapest: 30 km

13th August: all the participants come to Szzhalombatta in the morning and

everybody will go to Budapest in the afternoon.

14th August: Opening Ceremony in Szzhalombatta for all the participants.

15th August: all the participants will stay in their host city.

16-17-18-19th August : The groups will be in Szzhalombatta or in Tkl or in

Rckeve according to the schedule.

20th August: all the participants will be in Tkl, and after in Rckeve

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21st August: all the participants will go to Szzhalombatta

Number of people travelling

At least 20 people. We normally have 23-25 folk groups, we ask that

each group bring no more than 32 members, and we can not acceptmore than 32 persons due to housing constraints. Besides the dancers,

musicians and choreographers I can provide accommodation for

maximum 2 persons (sponsor, mayor etc.) These persons are included in

the 32 total. All group members and representatives must be at least 16

years old.

If more than 32 people would like to come to the festival, we can

accommodate and entertain them for EUR 15/person a day.

Visa

Hungary is a member of the Schengen Convention. Obtaining visas, if

necessary, is not our responsibility! Please ask for information about visa

requirements from your Hungarian Embassy. Do not forget to ask if you

will need an Official Invitation letter by the Immigration Office in

Hungary. Please send the enclosed visa information sheet 2-3 months

before the festival.

There have been a lot of changes recently regarding the EU and its

borders and the Schengen zone. Please be cautious and informed!

You will be charged for the extra expenses arising from possible visa

problems.

Insurance

You must have valid insurance for every traveller before you enter

Hungary. Any extra medical costs will be charged to you. Travel

insurance is obligatory for everyone!

Arrival

Please arrive by 4 pm on 12th of August at the latest.

Your first meal: dinner on 12th of August

Departure

22nd of August

Your last meal: breakfast on this day.

Extra days

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Of course, if you arrive earlier or leave later, you will be looked after. You

can get accommodation free and meals for EUR 15 / person for the extra

days.

So, if the date of your arrival or departure is different from the above

given, please let us know before 31st of May so we can arrange rooms

and meals for you, perhaps some more performances can be arrangedfor the extra days if you wish.

Language of the Festival, interpreters

No interpreters are needed, because we employ English, Spanish,

Portuguese, French and Russian interpreters.

Accommodation and meals

The guests of the festival will be hosted by families or accommodated in

local schools hostel-style. However, please note, that it is the right of

the organising committee to decide on lodging depending on the arrival,

departure and the number of people in a participating group.

Accommodation with familiesOnly in Szzhalombatta!

Host families receive guests in pairs. These families live close to the

festival centre, they are kind and hospitable. We would be glad if you

could send us a list of group members, including their names, age, sex

and address, maybe telephone number by the end of May. It would be

even better if the members of the group would pair up people already,

according to who is going to be living with whom while in Hungary,

because at the end of May we are planning to give the names and

addresses or phone numbers to the host families so that they can write

or phone their guests before the first meeting. This would allow hostsand guests to greet each other as friends.

Please note, that the families are asked to provide you with rooms only,

in addition they will serve you a meal on arrival and a dinner before

departure. All other meals are together for all groups.

Accommodation in hostels

Rooms will be set up in schools in the centre of town. They are clean and

there are showers to use. In each room 6-12 people will be

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accommodated, they are spacious and comfortable. This kind of hostel is

found in Szzhalombatta, in Rckeve and in Tkl, also.

Meals

You will be given three meals a day. Depending on the program,

occasionally you will get a packed lunch or supper, otherwise the meals

are served in a restaurant.

Dressing rooms

In the cultural centre, which is the central building of the festival, there

will be a room for each ensemble to prepare for their performances and

to store their costumes, accessories and props. Please do not forget to

bring irons for yourselves if necessary!

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The programs of the festival - your performences

Parades or processions at 16:00 on 14th August

You must wear costumes and walk along the streets playing music and

dancing. You will be asked to stop periodically and perform a dance (5minutes each). During the festival there might be other parades on three

separate occasions.

Opening Ceremony at 19:00 on 14th AugustThis is in the evening on 14th of August. We ask you to prepare a short

(5-minute) colourful and spectacular program. When an ensemble

appears on stage their national anthem will be played by the Winds of

Szzhalombatta.

The opening and closing ceremonies take place on an open-air stage (the

size of which is 20 m 16 m). The sound and light equipment are

excellent.

Long show - Dance Panorama between 16-19th AugustOne night between 16th and 19th of August, in Szzhalombatta. The stage

is in the theatre, big (15 m 20 m), lights and microphones are

provided. A 20-25-minute program is required. Four ensembles will

perform each night.

Performances out of town between 16-19th AugustBetween 16th and 19th of August you will make day trips 4 or 5 times to

Trnok, Tkl, Rckeve, or Disd together with other ensembles. These

towns are about 10-30 km away from Szzhalombatta. You will perform a

25-30-minute show there. Generally the performances start at 19:00.

During the day you can go sightseeing or you will have free time.

Conditions of performances in other towns: there are open-air stages in

these towns. At one place the stage is set up in a schoolyard, but success

is guaranteed, because the audience is very enthusiastic!

There might be a reception of the mayor and presenting of gifts before

the performances.

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Our Constitution Day 20th AugustThis is going to be a hard day (but so far everybody has survived!). In the

afternoon and in the evening street parades and 5-minute performances

in Tkl and in Rckeve, too.

Closing ceremony at 19:00 on 21st AugustPlease prepare a 5-minute show!

Festival TVEach year the festival has a special thing called 'Festival TV'. It

broadcasts the programmes to those citizens of Szzhalombatta who

cannot watch them live. We would like to ask you to send a videocassette in which you briefly introduce your town (10 minutes).

On the 15th of August a pair of dancers should dress in folklore costumes,

so that they can show us what they wear during the dances and say

something about their traditions.

Exhibition 13-21st August in Festival CentreEach participant group will get a show-case, the size of which is 2.5 m

1.5 m, in the cultural house. We would like you to set up a mini-exhibit init, demonstrating your country, your ensemble, national costumes, flags,

photos, etc. You will have time to set it up on the first afternoon or the

next morning.

World Music Tent 19:00 from 16-19th August

The tent is set up on the Main Square of Szzhalombatta, where the

musicians of the participating ensembles of the Dance Panorama and the

different Hungarian music bands give a 25-minute performance.

Childrens program 17:00 from 16-19th August

For 20 minutes dancers teach children aged 3-8 some typical national

games, the musicians show their instruments, and dancers show some

easy dances without costumes. This is only a childrens program!

Ecumenical religious serviceThis program is on the 17th of August at 11:00. During the service you

have to sing a religious song from your country and you have to bring a

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present for the priest. Feel free to ask your musicians to play music

while you sing.

Special offer: Folk Art Fair all day from 14-21st August in

Szzhalombatta

During the festival there is a program called the Street of Traditional

Trades and Crafts" where the different Hungarian and Transylvanian

traders and craftsmen, and the craftsmen arriving with the participating

groups show and practice their craft, and trade their wares.

You may bring some items of your folk art to sell, if you want to. We

highly recommend this, because people living here like to buy them as

gifts or souvenirs.

Length of performances

Opening and Closing Ceremony, in Szzhalombatta

5 minutes (The best of your repertoire. We need two different 5-minute-

long programs for the Opening and Closing Ceremony. Only 5 minutes,

no more.

Dance Panorama20-25 minutes, including maximum 5-minute-long music part, and 20-25

minutes of dance (in Szzhalombatta, Rckeve, Tkl)

World Music Tent25-minute music concert (only in Szzhalombatta)

Childrens program20 minutes (games and short dance teaching)

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20th of AugustStreet parades and 5-minute-long program on stage (in the afternoon in

Tkl, in the evening in Rckeve)

Official programs for the leaders and directors

Meeting with the festival directors

In the morning on 13th August is the first official meeting between all the

Group Leaders and the Festival Directors to talk about the programs,

breakfast, etc. ;

Receptionsin the towns where your ensemble performs

(6 gifts will be needed)

Main receptionIn Szzhalombatta there is going to be a main reception at 17:00 on 21 st

August,

Please note: in formal dress;

Cocktail party

After the Closing Ceremony, this is the last meeting between the Group

Leaders and the General Director of the Festival.

Presenting and receiving gifts: to and from the mayor of Szzhalombatta;

to and from Summerfest Festival; to and from mayors of other towns (on

4 or 5 occasions)

Informal programs - organised by the festival

Welcome to Hungary at 11:00 on 13th August in the theatre

of Szzhalombatta

At 11:00 on 13th August before lunch there is a performance of the

Forrs Folk Ensemble from Szzhalombatta on the stage of the CultureCentre. They are going to perform Hungarian dances. The main goal of

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this program is for the foreign groups to have an opportunity to get know

Hungary and its dances.

An afternoon together for all participants: Picnic on 13th

August

There is going to be a picnic in the School on 13th August. The

ensembles are asked to introduce themselves by performing a dance and

teaching some easy figures in 10 minutes. We are planning this picnic to

be informal and fun. You will not need costumes here. You will be able to

meet the dancers of other countries and your hosts there.

Trip to Budapest, Budapest by night-boat trip on

Danube on 13th August

On 13th August there is a trip to Budapest. The same night there is a boat

trip on the Danube. This is going to be one of the most spectacular

events of the festival. All the guests and the organisers get on board a

big ship in Budapest and the ship cruises along the river. You can see the

whole city dressed up in lights. Aboard the ship we organize a concert,

where the musicians of each group are asked to play for 5-6 minutesthen there will be a disco. For this later program please bring along a

tape with some selected popular music (disco) of your country.

The interpreters, hosts, hostesses and the organisers of the festival are

among the members of Forrs Folk Ensemble.

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Your important dates are:

Attention! If the required material does not arrive by the given date, and

if the ensemble does not ask for modification of the deadline in written

form 7 days before that deadline, then the organizing council has the

right to cancel the participation of the ensemble without any explanation.

Important Deadlines:

By 15th January 20131. the Application form information sheet

2. 4-5 good photos of the group

3. the history of the group

4. description of your dances

By 30th April 20131. a CD with your national anthem (short version);

2. the score of your national anthem;

3. the national flag; (size 100 cm x 200 cm)

4. videocassette/DVD in which you briefly introduce your town (10

minutes) for the Festival TV;

5. name of the craftsmen, type of craft, technical requirements

By 15th May1. Visa-Information form (for Groups which need the Official Invitation

letter by the Immigration Office in Hungary)

By 30th May 20131. The final list with the names, age, address, telephone number of

the people travelling with your group. Please pair the names up. All

host families are looking forward to meeting with you.We have 50-100 families supporting the festival by opening their

homes and taking a couple of young people as their guests for ten

days or so.

2. Date of arrival and departure time: flight number, name of airline.

The program of the festival will be compiled by June, we will send

you the final version then. Nevertheless, the above-described

elements will be included in the program.

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Connecting festival:

INTERETNO FESTIVAL AND FOLK ART FAIR

Summerfest gives you the possibility to participate in an other festival,

called Interetno which is a partner festival of Summerfest. The location of

the Interetno festival is 200 km from Szzhalombatta in Subotica, Serbia.

The city is situated 10 km from the Serbian-Hungarian boarder. It is a city

located in the heart of the Pannonian plain with a long tradition and a

wealthy cultural heritage.

We offer this festival mainly for those who do not need a visa to Hungary.

We enclose the Invitation to the Interetno Festival.

Our contacts:

Postal address:

Hungarian's Heritage Foundation

Summerfest International Folklore Festival and Folk Art Fair

H-2440 Szzhalombatta,

Szent Istvn tr 5,

Hungary

Telephone number: +36-23-358-973

Fax number: +36-23-550-000

Email addresses:

Mr Jzsef Szigetvri - Festival Director: [email protected],

Ms Dra Zsille Festival Secretary: [email protected]

Website: www.summerfest.battanet.hu

Wishing you a successful preparation time with regards,

Mr. Jzsef Szigetvri

General Director of Summerfest International Folklore Festival

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