E. Participation fee, conditions and rules:


  1. Basic principles:

In considering the applications, the organizers will, in principle observe the following rules:

  • First come, first served.
  • You need to be a member of the EOFed, or an orchestra that is a member of one of the national orchestra associations members of A list of members can be found here: http://eofed.org/members
  • The organizers reserve the right to observe a balanced representation from all EOFed member countries.
  • Individual musicians from EOFed member countries are welcome as well.


  1. Participation fee:


  • Participation fee in basic accommodation, in twin, double or triple rooms: €490 per person
  • Participation fee in basic accommodation, in dormitory /for youth, under 18/: €450 per person
  • Participation fee in superior accommodation, in twin or double room: €600 per person


  • Single room fee in basic accommodation: + 110 €
  • Single room fee in superior accommodation: + 200 €

Please note places may be limited within each category so please book early and express your preferred standard to avoid disappointment!


  1. b) The participation fee includes:
  • all concerts
  • all workshops
  • hotel accommodation from May 28th (afternoon) till June 1st (morning) (4 nights)
  • breakfast at the hotel
  • opening and closing ceremonies both with dinner buffet (29th May and 31st May)
  • (packed) lunch on 29, 30, 31 May 2021


  1. c) The participation fee does not include:
  • orchestra`s own travel costs to and from Avignon
  • dinner on 30 May and meals on the day of arrival (28 May) and lunch on the day of departure (1 June).
  • insurance
  • instrument rental (when needed)
  • personal costs


  1. d) The festival will be able to provide instruments for hire, instruments that are difficult or expensive to transport. The price for rent of cellos, double basses and bigger percussion instruments (timpani set 26-29, bass drum, xylophone, drum-set) will be announced later.


  1. Payment/deposit:

REGISTRATION DEADLINE: 30th September 2024

  • As soon as your application/registration is accepted, the organizers will confirm and ask you to pay a 1st deposit/registration fee of €100 p.p. before 30th September 2024. The banking details will be communicated together with the invoicing.
  • Registration will be definite only after we received the registration fee.
  • 2nd deposit of €100 p.p. by 31st December 2024
  • The balance is payable before March 15th, 2025.


  1. Cancellation and refund policy:
  2. Cancellation clause and refund policy


4.1. Definitions for the purposes of this chapter 4:

  • “The Festival” is the 13th European Orchestra Festival, hereafter EOF `25, set up by EOFed in Avignon, France, in 2025.
  • “The Organizer” is European Orchestra Federation EOFed, represented by the Board of EOFed.
  • “Organizers” are the bodies, organizations, companies, and individual persons charged by the Board of EOFed with specific tasks in relation with EOF `22. In defined cases they are entitled to act for and on behalf of EOFed.
  • “The Participants” are members of EOFed, i.e. orchestras, delegations of orchestras, individual persons who are themselves members of an EOFed member, accompanying persons, invited guest orchestras and individual guest persons.
  • Deadline dates: e.g. “before February 10” means not later than February 9, 23:59 o’clock.


4.2. Cancellation by The Organizer

4.2.1. “Force Majeure Event”

  1. If the Organizer is required to cancel the Festival due to acts beyond its reasonable control including, without limitation, acts of “God”, fire, flood, explosion, earthquake, or other natural forces, war or acts of terrorism, civil unrest, accident, any strike or labour disturbance, pandemic declared by governmental decree, governmental action in general, or any other event similar to those enumerated above (each a "Force Majeure Event"), The Organizer shall not be held liable or responsible to The Participants for any cost or expense nor be deemed to have defaulted under or breached this Contract for failure to execute any of its terms.
  2. If the Festival is affected by a Force Majeure Event, The Organizer shall provide notice thereof to The Participants as soon as reasonably practicable.


4.2.2. Insufficient number of participants
a)   If The Organizer deems the execution of The Festival unreasonable or impossible due to budgetary reasons, the budget being based on a given number of registered participants (break-even), The Organizer is entitled to cancel the Festival.

  1. b) In such case the refund policy as exposed in § 4.3.2. here after applies.


4.3. Refund policy

4.3.1. Force Majeure Event according to § 4.2.1. above

  1. In the case a Force Majeure Event occurs before February 10, 2025, 90% of the total amount paid shall be refunded
  2. In the case a Force Majeure Event occurs before March 20, 2025, 75% of the total amount paid shall be refunded.
  3. In the case a Force Majeure Event occurs between March 21, 2025, and May 28, 2025, there shall be no refund of the participation fee.
  4. In the case a refund according to lit a) and b) above is due, The Participants shall be refunded within 10 working days after the date of the notice.


4.3.2. Insufficient number of Participants according to § 4.2.2. above

  1. Should The Organizer make use of the clause in § 4.2.2. above, the relevant decision will be taken by The Organizer before January 1st, 2025.
  2. The Participants will be informed immediately by way of e-mail and notices on the EOFed and The Festival home pages eofed.org and www.europeanorchestrafestival.org
  3. In such case 90 % of the deposits paid by The Participants shall be refunded within 15 working days after the publication of the notice according to lit. b) above.


4.4. Cancellation by Participants and refund policy

Provided whether § 4.2.1. nor § 4.2.2. enter into force, and The Participants cancel the registration, the following refund rules shall apply:

  1. Cancellation before February 10, 2025: refund of 90% of the total amount paid by The Participant.
  2. Cancellation between February 10, 2025, and before March 10, 2025: 50% refund of the total amount paid by The Participant.
  3. Cancellation after March 10, 2025: no refund.
  4. In case of cancellation by parts of The Participants, i.e. orchestras, ensembles or groups, the leader of such entity notifies The Organizer, and the rules in a), b) and c) above will apply proportionately.


Registration form is a Contract with all its legal consequences for all the parties involved and applied by Swiss law as EOFed is an organisation regulated by Swiss law.