Deadlines and Confirmation

There will be no on-site registration of entries. You must present your confirmation in case of any registration questions. The entry deadline is October 9, 2022, 12 Midnight (CST)- OR - when the maximum number of instruments or bows in any category is reached. No registrations will be accepted after this date. Please register promptly. Registration is only available through the online system. You will be prompted to print the registration form immediately after payment. Bring that form with you to the competition or copy it and ship it with your instrument(s) or bow(s). Instrument(s) and bow(s) handcarried to the competition must be delivered to the check-in location at the Hyatt Regency Orange County Hotel on Sunday, November 13, 2022 between 5:00 p.m. and 10:00 p.m. PST. Instruments and bows that are shipped (host shop only) must be received between October 1, 2022 and October 31, 2022. There will be no on-site registration of entries. You must present your confirmation in case of any registration questions.

Hotel Information

The convention rate for sleeping rooms at the Hyatt Regency Orange County Hotel starts at $185.00 (USD) plus taxes and fees per night. The deadline for reserving rooms at the convention rate is October 21, 2022. After that date rooms will be at the prevailing rate depending on availability. To make room reservations at the convention rate, visit https://www.hyatt.com/en-US/group-booking/ALICA/G-VSA2 to reserve online or call 714-750-1234 and mention code G-VSA2.

Membership

All competitors must be individual members of The Violin Society of America (The VSA) in good standing. If you are not a member, you may join using the online entry form on The VSA website

Fees

In addition to the competition fees, there is an additional charge to attend the lectures, instrument exhibit and other activities that occur during the competition week. The competition entry fee does not include entry to any events. These fees are detailed in this packet.

Insurance

Insurance for competition instruments and bows is the responsibility of the competitor. If you would like information about insuring your instrument or bow while it is at the competition, contact: Heritage Insurance Services, Inc.: 800-289-8837

Letters of Invitation

If you need a letter of invitation to accompany a visa application for entry into the United States of America (USA), please indicate this on the registration form. Please check in your own country for any deadlines.

*Makers please be aware, to avoid any potential conflict with California’s law regulating the import of Mammoth or Mastodon ivory into the state. The VSA will not permit this material in any form on any bow or instrument. Nor will vendors be permitted to exhibit/sell products with this material.

COMPETITION OBJECTIVE

The competition’s objective is to inspire the creation of outstanding, artistic, concert-quality instruments and bows. Artisanship and tone judges are instructed to identify those instruments and bows having the greatest artistic merit, technical execution, and in the case of instruments, tone quality.

ELIGIBILITY

All competitors must be members of The VSA in good standing. Membership information is available on the web at: https://www.vsaweb.org/join-us or by contacting: The Violin Society of America 14070 Proton Rd. Suite 100 Dallas, TX 75244 info@VSAweb.org or 972-233-9107 x224

GENERAL RULES

Rules and judging procedures for the international competition have been designed to ensure fairness to all competitors. Instrument(s) or bow(s) submitted for competition must have been completed after November 2018. Instrument(s) and bow(s) may not be entered if they have already received awards in other recognized international competitions. The decision of the judges is final. Hors Concours status is granted to a maker who has been awarded Gold Medals in three different VSA competitions. Hors Concours status will not be granted for three Gold Medals awarded in one or two competitions. Makers designated Hors Concours status are not allowed to enter future VSA competitions. A maker who has been awarded Hors Concours status in the category of instrument making may still compete in the bow making competition. Likewise, a person holding Hors Concours status as a bow maker may enter the instrument competition.

LIABILITY

The VSA will take all reasonable precautions to ensure the safety of instruments or bows entered in the competition. However, The VSA is not responsible for any loss, damage, or destruction to any instruments or bows during the competition and during the period in which instruments are stored at the host shop. The VSA is also not responsible for damage or losses of items during shipping to or from the competition or the host shop. Competitors are responsible for insuring their own instruments.

ENTRY

Each instrument maker may enter at most one (1) violin, one (1) viola, one (1) cello, and one (1) bass in the competition. Competitors may also enter a string quartet for the quartet competition. If a quartet is entered, one (1) violin (to be designated by the competitor - not necessarily the first violin), along with the viola and cello from the quartet must also be entered into the competition. In addition, the first and second violins must be clearly identified. If a quartet is entered, the fees for one violin, the viola and the cello will be paid. Bow makers may enter at most one (1) violin bow, one (1) viola bow, one (1) cello bow, and one (1) bass bow in the competition. Baroque instruments, baroque and pre-modern bows may not be entered in the competition. At most, two makers (2), (“co-makers”) may together enter one instrument, bow or quartet, but if so, none of the co-makers may also enter an instrument or bow of the same type on their own.

COMPETITION ENTRY FEES (per instrument/bow)

• First Instrument $225

• Second Instrument $110

• Third Instrument $110

• Fourth Instrument (bass) $110

• Quartet (2 violins, 1 viola, 1 cello) no additional charge

• First Bow $155

• Each Additional Bow $95

OTHER FEES

Convention Registration $300 in advance. (Early bird $20 discount cutoff July 31, 2022) First Banquet Ticket (competitors only) 50% discount from prevailing banquet rate. Additional Banquet Tickets Prevailing banquet rate. All shipping fees and all insurance coverage for instrument(s) and bow(s) to, from and during the competition are completely the responsibility of the competitor.

REGISTRATION AND DEADLINES

Complete the online competition entry form and enter your payment information by October 9, 2022, 12 Midnight (CST). No registrations will be accepted after this date, and no hard-copy registrations will be accepted. Please register promptly since registrations may be rejected when the maximum number of instruments in any category is reached. You will be prompted to print a copy of your form after your registration is completed. Bring this confirmation with you to the competition or copy it and ship it with your instrument.

Instruments and bows shipped must be received at the host shop between October 1, 2022, and October 31, 2022 (see shipping rules for details). Instruments and bows hand-carried to the competition must be delivered to the check-in location at the Hyatt Regency Orange County Hotel on Sunday, November 13, 2022 between 5:00 p.m. and 10:00 p.m. PST. There will be no on-site registration of entries. You must present your confirmation in case of any registration questions. Please indicate if you will be hand delivering or shipping your instrument(s) or bow(s) to the competition.

WITHDRAWALS AND REFUNDS

All withdrawals from the competition must be in writing sent by email. Competition fees will be refunded less an $85.00 processing fee if a refund request is received by October 16, 2022. No refunds will be given for requests received after October 16, 2022.

AFFIDAVIT OF AUTHENTICITY

All makers must sign an affidavit on the entry form indicating that the instrument(s) or bow(s) have been made entirely by themselves. Fittings such as pegs, tailpieces and endpins on an instrument may be commercially produced. Bass machine gears and C extensions that are commercially produced may be used by the maker listed. Bow frogs and buttons may not be commercially produced. Makers are not permitted to sub-contract work on instruments or bows submitted.

WHITE RECEIPT REQUIRED TO RETRIEVE INSTRUMENT(S) or BOW(S)

A white VSA receipt with a red number on it will be issued to the maker of each instrument(s) or bow(s) at the time it is delivered to the competition check-in desk. When the competition is over, this white receipt must be presented to The VSA check-out personnel to obtain redelivery of the instrument(s) or bow(s). It is especially important that every maker obtain this white receipt and keep it safe until the competition is over. If an instrument(s) or bow(s) is shipped rather than hand-carried to the competition, the maker must present their registration confirmation at the instrument check‐in table before 10 p.m. on Sunday, November 13, 2022 (PST), to obtain the white receipt. The only exception is if the shipping instructions tell The VSA to ship the instrument(s) or bow(s) directly back to the maker (prepaid) after the competition is over. In that case, a white receipt will not be required for redelivery.

EARLY REMOVAL OF ENTRIES

One of the purposes of the competition is to allow the attendees to examine and play the instruments that have been judged in the competition, through Friday, November 18, 2022. To remove your instrument(s) or bow(s) after 4:00 PM PST but prior to 11:00 PM PST on Friday, November 18, 2022, an $85 per item early withdrawal fee will be charged. If the competitor must leave early and chooses not to pay the early withdrawal fee, arrangements must be made to have the instrument(s) or bow(s) shipped to the competitor after the final day at the maker’s expense. Instrument(s) and bow(s) may be picked up without penalty on Friday evening, November 18, 2022 between 11:00 p.m. and 12:00 midnight PST.

ANONYMITY RULES

All instruments and bows must have a LEGIBLE label, brand, or stamp mark. This is so that the maker may be positively identified, if necessary, at the conclusion of the competition after the judging has taken place. To ensure impartiality, the identity of the makers of the instrument(s) and bow(s) is withheld from the judges during the competition. To prevent the judges from identifying the maker by looking at the instrument’s label, brand, or stamp mark, it is the responsibility of the contestant to make sure that all such labels, brands, or stamp marks are covered or otherwise concealed at the time of entry.

Once the instruments and bows have been entered into the competition, each is given a randomly assigned identification number. In the unlikely event of a problem, the appropriate VSA committee will want to examine the hidden maker’s label, brand, or stamp to ensure that the instrument or bow is returned to its rightful owner. Any violation of these rules will lead to disqualification. Competitor lists will not be available until the completion of the judging.

RULES COMMITTEE

The responsibility for interpretation of on-site competition rules, the settling of disputes and dealing with questions arising during the competition lies with The VSA Competition Rules Sub-Committee. All final decisions remain the responsibility of The VSA Executive Committee.

RULES INFRACTIONS

Infractions of rules will be determined by the Rules Sub-Committee after consultation with the appropriate judges. Instruments or bows which do not comply with competition rules will be disqualified. All entry fees for disqualified items will be forfeited. Any person who is caught attempting to commit fraud in the competition will be disqualified from the competition and will be banned from all future VSA competitions.

PHOTOGRAPHING AND MEASURING INSTRUMENTS AND BOWS

By entering this competition you agree to have your instrument(s) or bow(s) photographed by The VSA, and to have these photographs used by The VSA for publication or for any other purpose, without prior permission of the maker. You also agree to have acoustical measurements taken of your instrument(s) for use by the VSA.

*RESTRICTIONS ON MATERIALS

Instruments and bows having tortoiseshell, elephant ivory, or genuine whalebone (baleen) are banned from the competition. Under the Endangered Species Act, U.S. Customs does not permit the importation of elephant ivory, tortoiseshell, or whalebone. Items made from these banned materials that cross U.S. borders may be confiscated by U.S. Customs.

*Additionally, the state of California has banned the use of Mammoth or Mastodon ivory.

All instruments and bows that are accepted into the competition must have essential parts that are hand crafted from traditional legal materials. For stringed instruments, essential parts include the top, back, sides, and scroll. Synthetic or composite materials are allowed for the fingerboard, fittings, and accessories of the instrument such as the tailpiece, pegs, endpin, and chin rest.

The essential part of the bow that must be hand crafted from traditional legal material is the bow stick. Solid woods such as Pernambuco, Snakewood, and Ipe are some examples of traditional stick materials. The bow frog may be made from traditional legal materials or synthetic/composite materials so long as it is crafted or shaped in a traditional manner. Additionally, synthetic, or composite materials may be used for the following bow parts: head plate, head plate liner, eyes, the slide over the mortise, and the heel plate.

Questions about traditional material use may be directed to The VSA Competition Rules Sub-Committee before entry. Please send questions to The VSA office. The VSA Competition Rules Sub-Committee reserves the right to restrict from the competition any instrument(s) or bow(s) that doesn’t adhere to these standards.

JUDGES

The competition committee selects judges. An emphasis is placed on diversity, nationality, tradition, and professional background are among aspects considered. To maintain the highest integrity, all judges for this competition have agreed not to buy, own, or conduct transactions involving instruments or bows that have been entered in this competition.

INSTRUMENT SETUP

Access to instruments and bows will not be permitted from the time they are checked in until all judging is completed. Proper setup of the instrument(s) submitted at the competition check-in desk is the responsibility of the maker or their representative. For shipped instruments, an official of The VSA may assist with the final setup according to instructions provided by the maker.

The VSA will designate a qualified luthier to oversee small simple repairs should the need arise. This will include replacing broken strings, adjusting chin rest mounts, if necessary, and closing open seams between the ribs and plates. It is expected that some instruments may experience open seams during the competition. A luthier designated by The VSA will close any such open seams with very dilute hide glue to enable the instrument to participate in the tone competition. The judges will be informed of the repair and shown its location on the instrument.

A competitor who would prefer that no one repair their instrument or bow should mark “No” in the appropriate place on the registration form. In this instance, any instrument which experiences seam openings or other problems will be removed from the competition and will be returned to the competitor at the conclusion of the competition. The competition fee will not be refunded. If a problem occurs during the Judging phase of the competition, The VSA cannot contact the competitor because this would necessitate a breach of security concerning anonymity.

The instrument(s) and bow(s) will be removed from their cases and placed on linen tablecloths during the competition. They will remain there for the duration of the competition. It is the responsibility of the contestant to be certain that the varnish is dry. Instruments with sticky varnish may be damaged by the tablecloths. The VSA assumes no responsibility for such damage.

BOW JUDGING

Bow judging will be accomplished by three (3) judges and will be divided into two (2) rounds, Evaluation and Medal. In the Evaluation round, each judge will evaluate each bow independently and without consultation with the other judges. Bow Evaluation will be divided into six categories, totaling 100 points.

1. Stick 15 points
   Includes planing, facets, diameter and taper, camber, mortise (for eyelet), and straightness.

2. Head 8 points
   Includes elegance and precision of work, proportions, and mortise (tip).

3. Frog and Button 15 points
   Includes proportions, finish, elegance, precision of work, fit of frog to stick and alignment with head, and fit of button.

4. Playing Function 14 points
   Includes integration of camber, dimensions, height of head and frog, balance, and selection of wood.

5. Finishing 8 points
   Includes finish, hair, and grip.

6. Overall Impression 40 points
   Includes originality, choice of materials, elegance, overall consistency of style from frog to head and artistry.

Bows that proceed to the Medal round will receive at least a Certificate of Merit. During the Medal round, the Certificate of Merit bows from the Evaluation round will be reviewed by all judges working together. Bows that receive a unanimous vote for superior Artisanship will be designated Gold Medal winners.

INSTRUMENT *ARTISANSHIP JUDGING (*Formally Workmanship)

Artisanship judging will be accomplished by three (3) judges for violins, three (3) judges for violas and cellos and three (3) judges for basses. Judges assigned to judge violins will have no input into the decisions affecting violas, cellos, and basses and vice versa. Judging will be divided into three rounds: Preliminary, Evaluation, and Medal. In the Preliminary round, each instrument will be evaluated independently by three judges who will then select those instruments that will be given further consideration in the Evaluation round. In the Evaluation round, each judge will again evaluate each instrument independently. Based on the results of the Evaluation round, the judges will select those instruments to proceed to the Medal round. Instruments in the Medal round will receive at least a Certificate of Merit for Artisanship. The instruments in the Medal round will be reviewed by the judges working together. Instruments that receive a unanimous vote for superior Artisanship will be recommended for Gold Medals. Please read the rules explaining the awarding of Gold Medals, Silver Medals, and Certificates of Merit below.

Both antiqued and pristine instruments may be submitted. The judges are instructed to show no preference for either type. Instrument Evaluation (second round) will be divided into six categories, totaling one hundred (100) points.

1. Setup 16 points
   Includes bridge, post, pegs, tailpiece, fingerboard, nut, saddle, and endpin.

2. Varnish 8 points
   Includes color, transparency, evenness of application, ground, texture, and patina (if present).

3. Modeling 8 points
   Includes arching, surface texture, and f-holes, including positioning of f-holes, and shape relative to arching.

4. Scroll 8 points
   Includes model, flowing lines, pegbox, finish work, and overall character.

5. Construction 20 points
   Includes outline, glue joints, bending and fitting of ribs and purfling, execution of neck, edges, corners, f-holes, scroll, and finish work.

6. Overall Impression 40 points
   Includes originality, choice of materials, elegance and overall consistency of style, and artistry.

INSTRUMENT TONE JUDGING

Tone judging will be divided into three (3) rounds: Preliminary, Evaluation and Medal. In the Preliminary round, each instrument will be evaluated independently by three (3) playing judges who will then select those instruments that will be given further consideration in the Evaluation round. In the Evaluation round, each instrument chosen from the Preliminary round will be further evaluated by the judges to determine which should proceed to the Medal round. Instruments in the Medal round will receive at least a Certificate of Merit for Tone. The instruments in the Medal round will be reviewed by the judges working together. Instruments that receive a unanimous vote as being of the highest tone quality will be recommended for Gold Medals. Please read the rules explaining Gold Medals, Silver Medals, and Certificates of Merit under the heading ‘Awards.’

QUARTET JUDGING

Following the individual instrument competition, quartets will be judged for Artisanship and tone. Makers must have previously designated which violin is first and which is second. Makers may enter any combination of models within the quartet.

QUARTET ARTISANSHIP JUDGING

The violin Artisanship judges will not participate in quartet Artisanship judging due to their greater workload. Quartets will be judged in two rounds, Evaluation and Medal. The viola, cello and bass Artisanship judges will evaluate the quartet as a unit in one Evaluation round considering the following categories, totaling 100 points:

1. Construction 40 points
   Includes technical aspects of making, including the body, neck, scroll, setup, and consistency of construction among all four instruments.

2. Varnish 20 points
   Includes color, transparency, application, texture, patina (if present), and consistency of varnish among all four instruments.

3. Artistic 40 points
   Includes sense of taste and artistry, considering stylistic and material similarities within the realm of overall impression.

Quartets that proceed to the Medal round will receive at least a Certificate of Merit for Artisanship. Quartets that receive a unanimous vote as being of superior quality in Artisanship will be recommended for Gold Medals. Please read the rules explaining Gold Medals, Silver Medals, and Certificates of Merit under the heading ‘Awards.’

QUARTET TONE JUDGING

Tone judging will be divided into two (2) rounds: Evaluation and Medal. During the Evaluation round, each quartet will be played and evaluated by four (4) players serving as tone judges and one (1) listening tone judge on a pass/fail basis. Each judge will have an equal vote. Quartets that pass into the final round will be further reviewed by the four (4) playing judges and one (1) listening tone judge to reach a consensus for Certificates of Merit or recommendations for Gold Medals. Please read the rules explaining Gold Medals, Silver Medals, and Certificates of Merit below.

AWARDS (see Appendix 1)

There is no compulsory number of awards given, however, judges are given a general guideline of expected numbers before the competition starts.

GOLD MEDALS (see Appendix 1)

For an instrument to receive a Gold Medal it must be recommended by all designated judges for such a Medal in one category and have at least a Certificate of Merit in the other category. Instruments considered of Certificate quality in both categories, but not selected to receive a Gold Medal, will receive a Certificate of Merit in each category. It is possible for an instrument to receive two Certificates of Merit and not receive a Gold Medal.

SILVER MEDALS (see Appendix 1)

A Silver Medal in Artisanship or Tone is awarded if judges recommend a Gold Medal in one category and do not have a recommendation for Gold Medal or Certificate in the other category. Bows are judged on Artisanship only. There are no Silver Medals awarded in the bow making competition.

CERTIFICATE OF MERIT (see Appendix 1)

An instrument will receive a Certificate of Merit in a category if it reaches the Medal round in that category and does not receive recommendation for Gold Medal in either category. Bows that proceed to the Medal round but do not receive a Gold Medal will receive a Certificate of Merit.

POLICY FOR ADVERTISING OF MEDAL AND CERTIFICATE RECIPIENTS

It is the policy of The VSA that all awards granted by The VSA, including Medals and Certificates of Merit, are personal to the award winner. Any advertising, publicity, or promotional materials, in any format or media, which refer or relate to a VSA award shall be accompanied by the award winner’s name. Failure to comply with this VSA policy may result in expulsion from VSA membership, forfeiture of VSA awards, or other remedies.

Enter on The VSA Website

Competitors may only enter the competition on The VSA website, using a credit card.

The deadline is midnight CST, October 9, 2022.

With respect to online entries, The VSA is not responsible for lost or delayed entries due to computer system, phone line, hardware, software or program malfunctions or other errors, failures, delayed computer transmissions, network connections, or entries sent to wrong addresses.

Host shop for this competition:

Century Strings Inc.
13893 Redwood Ave.
Chino, CA 91710

Contact: Alex Fan (909) 548-0845

All shipments are to be sent to the host shop at the above address. Do not ship instrument(s) or bow(s) to The Violin Society of America (VSA) office or hotel.

Instruments hand-carried to the competition must be delivered to the Check-in Location at the Hyatt Regency Orange County on Sunday, November 13, 2022 between 5:00 and 10:00 p.m. PST.

Shipping costs, including return shipping costs, duty fees and insurance are the sole responsibility of the maker. The VSA will not accept any instrument(s) or bow(s) into the competition for which incoming shipping costs or customs duty fees are due.

Competitors from outside the U.S. are advised to post a carnet, an international customs document that facilitates temporary imports into foreign countries. For more information contact the customs department in your country. This web site may have information about the issuing agency in your country.

Instrument(s) and bow(s) incorporating endangered or other regulated species, or CITES restricted plant or animal materials, may require licenses, permits and/or other certifications prior to export and import. Some plant and animal species are prohibited from import into and export from the U.S.. Violations of U.S. laws may result in seizure and forfeiture of the instrument or bow. It is the competitor’s responsibility, and not The VSA’s, to obtain all necessary export or import licenses, permits, and/or certificates.

The VSA will not pay for the return shipment of any instrument(s) or bow(s). All arrangements for return shipping costs must be made in advance of the competition. These arrangements are to be included in the box containing the instrument(s) or bow(s) or made in writing directly with the host shop before the beginning of the competition. You must enclose shipping labels and any special directions for repacking.

To arrange for return shipping, one of the following is suggested:

1. Establish a shipping account with a shipping company and provide your shipper number or the return shipping documents to the host shop.

2. Pay the host shop in advance with a bank check; ask the host shop for an estimate of shipping costs.

3. Authorize the host shop to use your credit card for shipping costs.

If no prior shipping arrangements have been made, instrument(s) and bow(s) returned to destinations within the U.S. will be sent C.O.D. For shipments outside the U.S., The VSA will keep the instrument(s) or bow(s) in its possession at the host shop until the return shipping cost plus a $85 storage/handling fee, has been paid directly to the host shop. If after 6 months these costs still have not been paid, The VSA will take possession of the instrument(s) or bow(s) to be disposed of at its discretion. In this case, the competitor is responsible for any import customs duties owed.

SHIPPING GUIDELINES & SUGGESTIONS

Please enclose a card with your instrument(s) or bow(s) with your email address and phone number. We will contact you upon arrival of the instrument(s) and/or bow(s).

It is the responsibility of the competitor to make sure that each package that has been shipped contains a clearly worded packing slip stating exactly what the package contains. Because of similarities between some violin and viola bows, the viola bow should be tagged ‘viola’. Enclose a copy of your competition registration confirmation as well.

Should an instrument arrive in need of adjustment or minor repair prior to the start of the competition, The VSA will have an expert luthier on call. In case of any major damage in shipping, you will be notified immediately.

The instrument(s) and bow(s) will be removed from their cases and placed on linen tablecloths during the competition. They will remain there for the duration of the competition. It is the responsibility of the contestant to be certain that the varnish is dry. Instruments with sticky varnish may be damaged by the tablecloths. The VSA assumes no responsibility for such damage.

Due to the number of instrument(s) and bow(s) anticipated, please allow six (6) weeks for their return.

It is highly recommended that shipments from outside the U.S. be sent by FedEx or UPS. The VSA has had difficulty returning shipments sent by other shipping companies.

Please do not ship in airtight plastic bags unless the instrument(s) and/or bow(s) are protected from contacting the plastic. The plastic may cause damage to the varnish.

Questions concerning shipping should be directed to the host shop.

Questions about customs or international shipping laws should be directed to your in-country shipping agent.

Do not ship instrument(s) or bow(s) to the Violin Society of America (VSA) office or hotel.