Frequently Asked Questions
FAQ should answer the practical questions participants most commonly have before submitting an application.
Who can register?
Youth and adult ensembles and individuals worldwide may register, by competition category or performance slot.
Do I have to compete?
No. You may choose Performance Only and join concerts without competing.
How do I apply?
The leader submits an ensemble application on the Apply page; after approval the system auto-creates the ensemble and an invite link for members to complete their profiles.
What do I need to apply?
Ensemble name, contact person, estimated size and categories; further details per the application form.
When is the application deadline?
Please refer to the latest announcement on the website.
Can I edit my details after applying?
Yes, on your personal or leader page; for major changes contact support.
How are fees calculated?
It depends on your chosen plan — see the Plans page on the website; do not rely on figures elsewhere.
How do I pay?
Declare your bank transfer on your personal page; it's activated after finance verifies it.
How long until payment is confirmed?
Once verified, your page status updates and you're notified; please keep your transfer receipt.
Can I take part before paying?
No. Unpaid participants cannot receive the e-credential, check in, or take part in any activity.
Can I get a refund?
Refunds follow our policy; please contact support with your case.
What plans are available?
Plans are offered for individuals and for ensembles, differing in whether lodging and an added concert performance are included. The plans currently open, and their fees, are shown on the Plans page.
How do I get my e-credential?
It's issued automatically after payment is confirmed; show the QR on your personal or credential page.
My e-credential won't open — what now?
Reopen it via your personal link; if issues persist, contact support.
Do accompanying persons get a credential?
Yes. Accompanying persons are registered under the ensemble and receive a credential after payment.
When and where can I see the schedule?
Once set, members view it on their personal page and leaders on the group page.
Can the schedule change?
Minor adjustments are possible; any change triggers an instant in-app and email notice to those affected and the leader.
What competition categories are there?
Four categories: Solo & Vocal, Chamber Music (2–9 players), Ensemble (10 or more), and Orchestra / Choir. Eight age groups run from under 5 through 6–7, 8–10, 11–13, 14–15, 16–18, 19–25, to 26 and over. Age is taken from the performer for solo entries and from the oldest member for groups; the youngest group is solo only. Time limits differ by group (2–6 minutes solo, 6–12 minutes group). The full table is on the International Competition page; the official prospectus prevails.
Repertoire and time limits?
Per each category's rules — see the competition regulations or ask support.
How is judging done?
Professional jurors score by defined criteria; totals are weighted across jurors.
When are results announced?
After scoring and review, on the Results page and your personal/leader page.
Are there certificates?
Winners receive Gold/Silver/Bronze/Merit certificates, downloadable on your page or awarded on site.
Is there rehearsal time?
Yes; rehearsal slots and venues are in the schedule, viewable on your page.
Can I rent instruments?
Yes. Choose items on the Rental page and apply online; the fee is added to your charges. A rental liability agreement is signed before collection, covering return time, damage liability and photo records taken at handover and return. Note that rental closes once the registration deadline has passed, so apply early — the deadline that applies to you is shown on your personal page.
How do I get to Kyoto?
~2h15m by Shinkansen from Tokyo; ~75 min from Kansai Airport. See the Kyoto Guide.
Any sights or best season to recommend?
Kiyomizu-dera, Fushimi Inari, Kinkaku-ji, Arashiyama; spring blossoms and autumn leaves are best. See the Kyoto Guide.
I can't find my personal link
Contact support to resend it; keep your link private and safe.
How do I contact support?
Use the online assistant at the bottom-right of the site for instant answers. For anything needing a person, choose ‘Contact the Organizing Committee’ in the chat window and leave your details. You can also reach us on our LINE official account (ID: @923keyno) or by email at mccef2000@gmail.com.
How many days is the festival?
The festival runs 8–12 August (5 days): 8/8 arrival & preparation; 8/9–8/10 the two main event days (opening, competitions, concerts, invited performances, closing & awards); 8/11 a Kyoto cultural tour; 8/12 departure. Final details per the official announcement.
What happens on arrival day?
8/8 is arrival & preparation: check in, collect your e-credential, get familiar with the venue, and rehearse/warm up as scheduled. If you arrive early, explore Kyoto a little, adjust to the time zone and rest up for the performances the next day.
What's in the program?
8/9–8/10 are the highlight: an opening ceremony, then category competitions, concert showcases, invited ensemble performances, and awards at the closing ceremony — a memorable blend of competition, performance and exchange.
When are the awards?
Awards are presented at the closing ceremony on 8/10 (Gold, Silver, Bronze, Merit, etc.). Results also appear on the Results page and your personal/leader page, and winners can download an e-certificate to keep.
What is the Kyoto tour?
On 8/11 there's a Kyoto cultural tour to the city's signature sights — a relaxing, memorable close after the busy competition. Exact itinerary and whether it's included depends on the official announcement and your plan; meanwhile enjoy the Kyoto Guide.
How do overseas groups register?
Overseas groups follow the same flow: the leader applies via the Apply page, and after approval the system creates your ensemble and an invite link for members to register. The site supports Traditional/Simplified Chinese, Japanese and English, with travel & lodging support. Unsure about anything? We're happy to walk you through it 😊
How do groups from China register?
Because airfare involves visas, groups from China are handled through a dedicated process by our China regional contact. Add WeChat: daili-6699 to reach the China desk, or choose ‘Contact the Organizing Committee’ in the chat — a dedicated helper will assist with visa, flights and registration throughout 🤗
Do I need a visa?
Whether you need a visa depends on nationality and length of stay; entry must meet Japan's rules. For groups from China, visas and flights are supported by the China desk; elsewhere, prepare early and confirm with your local Japanese embassy/consulate. Ask support and we'll help point the way.
How do I check my application status?
After submitting, you receive an application code (e.g. AP-XXXXXX). On the ‘Check Status’ page, enter the code and the email you used to see your status; once approved, your leader page and member invite link appear there too. Lost the code? On the same page, switch to look-up by email alone to retrieve both the code and your current status.
What is the digital keepsake card and how do I get it?
During the festival, once you check in at a venue with your e-credential, the system auto-generates a Kyoto limited-edition keepsake card with your name, ensemble and date (some are animated). Open it via the QR on the check-in screen or the message on your personal page, then save and share to IG/FB/LINE. Payment and an active e-credential are required first.
Can I preview the keepsake cards?
Yes! On the 'Kyoto Keepsake Cards' page you can browse all curated card designs, including animated cards that play on hover.