Organizational Arrangements
4th International Vocal Festival & Competition
12-16 August 2025, Ciechocinek, Poland
Organizational Arrangements
I. Room and board
1. Due to the exceptional character of the Festival, its program and organization, it is mandatory that all foreign contestants and guests are accommodated at the festival hotel/s throughout the duration of the event.
2. The above condition (1.1) does not apply to Polish contestants, however, it is recommended that they are accommodated in the city of Ciechocinek.
3. All foreign contestants and international guests are to be accommodated at the comfortable Amazonka Hotel Conference & Spa**** (Check-in on August 12, 2025 - check-out on August 17, 2025).
*Note: Rates will be posted on the website soon.
4. In addition to hotel accommodation, the Amazonka Hotel Conference & Spa**** offers luxury 4-6-person bungalows located in the hotel grounds (Check-in on August 12, 2025 - check-out on August 17, 2025)
Note: Rates will be posted on the website soon.
5. Children up to 3 years of age are accommodated free of charge.
6. The Amazonka Hotel Conference & Spa**** offers bed and (buffet) breakfast. Additional meals may be purchased directly from the hotel.
7. The additional meals must be consumed at times which do not interfere with the festival’s organization.
8. Free parking will be provided at the Amazonka Hotel Conference & Spa**** grounds throughout the duration of the Festival.
9. To book rooms or bungalows at the Amazonka you are required to make a downpayment of 30% of the total amount by May 1, 2025. The balance will need to be paid by July 31, 2025. All hotel payments must be made via bank transfers directly to the hotel account:
- Bank: PKO BANK POLSKI
- Account No: 83 1240 6609 1111 0000 4933 7901
- IBAN: PL 83 1240 6609 1111 0000 4933 7901
- BIC, SWIFT: BPKO PLPW
- Recipient: "CHEMIROL" SP. Z O.O.
*Bank transfers must include the following references:
- Vistula Sounds, full name of contestant
*Note: Any additional fees (commissions) in relation to bank transfers will be borne by the contestants.
10. No refunds will be offered in the event of booking cancellations.
11. For additional information regarding hotel bookings or accommodation at the Hotel Amazonka, please contact us directly not later than by May 1, 2025 at:
12. Important: Once the Amazonka hotel has been filled, the organizers will recommend other hotels in Ciechocinek to be booked at your own discretion via Booking.com or other hotel booking platforms. The Amazonka hotel bookings are available on a first come, first served basis.
II. Transfers
1. If required, we will organize paid transfers for foreign guests only.
*NOTE: Transfers will be available from the following airports: Warsaw Chopin, Warsaw Modlin, Bydgoszcz, Gdansk, and Poznan. Upon special request we can organize transfers from central Warsaw.
Airport to Ciechocinek distances: Bydgoszcz: 75 km; Gdańsk: 190 km; Poznań: 220 km; Warszawa Modlin: 175 km; Warszawa Chopin: 240 km.
2. Alternatively, you are welcome to take a direct coaches from the airports listed above to Ciechocinek. Please contact us for details.
3. In order to arrange transfers please contact our travel partner, by Jule 15, 2025 at:
4. Festival organizers will arrange for free shuttle travel between the Amazonka Hotel and the festival locations, as well as for the excursions organized as part of the Festival program.
5. Any trips and tours made by contestants and guests which are not part of the Festival program are to be undertaken at your own discretion (except for individually agreed situations).
III. Other organizational arrangements
1. In accordance with the Festival program we will provide the following at no extra charge:
- Three guided tours of your choice: Ciechocinek, Torun, Bydgoszcz (languages available: Polish, Russian, English);
- Two museum visits;
- Two Intercultural Meetings, as presented in the Festival program;
- Two masterclasses;
- Admission to all competition performances and festival concerts;
- Farewell evening (DJ);
- Informational materials and souvenirs.
2. All Festival events will be photographed and filmed, and photos or video footage will be made available to contestants against a fee. Detailed information will be provided by the organizers at a later date.
3. Given the nature of our project, you are expected to stay in Ciechocinek and attend all Festival events throughout the week.
4. Soundchecks / rehearsals for competition participants will be held as follows:
- International Song Contest: Wednesday, August 13, 2025, 11am to 1pm, Summer Theatre, Ciechocinek;
- Polish Song Contest: Thursday, August 14, 2025, 10:30am to 11:30am, Summer Theatre, Ciechocinek.
Note: The rehearsal schedule will be sent to participants one week ahead of the festival. The above rehearsal slots are the only ones available.
5. Background music recordings must be submitted in mp3 format only accordance with the Regulation between June 1 - July 1, 2025, at:
- Polish Song Contest, full name of contestant /ensemble, authors and Song Title;
- International Song Contest, full name of contestant /ensemble, authors and Song Title.
*Note. Regardless, contestants are requested to bring backup copies of the music recording files on pen drives or other compatible media.
6. Contestants who wish to present their custom video materials as background for their performances are requested to submit the relevant files, along with a detailed description, via WeTransfer to:
7. Per the festival program, 3 trips will be organized for your choice: Ciechocinek, Toruń, Bydgoszcz. Once approved for participation in the competitions, your preferred tour destination should be e-mailed to us along with the following information: language group (Polish, English, Russian), choice of destination (Ciechocinek, Bydgoszcz, Toruń), name and surname of participants.The e-mail subject should read “Wycieczka” and must be sent not later than by 1 July 2025 to
8. Contestant registration will take place at the Summer Theatre in Ciechocinek on Wednesday, August 13, 2025 between 11am and 1pm, and on Thursday, August 14, 2025, between 10:30am and 11:30am. Registration is mandatory for all contestants.
9. Unaccompanied contestants with chronic diseases, regularly taking medicines, or individuals with health problems, once qualified for the competitions, have the option to advise the organizers of their condition via e-mail at
10. Given the nature and the objectives of the Festival, contestants are required to participate in all festival events.
11. For any additional queries concerning the Festival organization, accommodation, etc., feel free to contact us directly. All relevant contacts have been listed on our website under the Organaizers tab.
12. The document (tab) Organizational Arrangements is part of the Festival Regulations and reading it is obligatory.
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Files to download: