Academy - practical matters - Cellowercken Zutphen

Practical matters and faq’s

Application process

Participation fees & cancellation

ECTS CREDITS

Accommodation & host adresses

personal plan & reflection report

Photos, video & audio recordings

save environment

Scholarships

any other questions

Application process

How does the application process work?

You start by filling in the registration form. In this form, we ask for information about your musical background and the repertoire you would like to play. We also ask you to upload one or more videos, so we can see whether the programme is a good fit for you.

By submitting the form, you agree to the dates and schedule of the programme and confirm that you will be present in Zutphen for the full duration of the programme.

What happens after submitting the form?

After submitting your application, we will review your materials to see whether you are a good fit for the programme. You will receive a response within one week (Monasteries and Research Retreats) or two weeks (Open Call) to let you know whether you can participate.

What happens if I am accepted?

If you are admitted, you will receive further details about the programme together with the invoice for the participation fee. This invoice includes a non-refundable €50 registration fee, which applies once participation is confirmed.

Further information regarding cancellation and refund conditions can be found in the Participation fees & cancellation section.

At this stage, we will also ask you to confirm your repertoire choices, especially if you wish to play with a pianist.

When do I receive information about accommodation?

A few weeks before the start of the programme, we will share the contact details of your host adress. You can then arrange your arrival directly with them.

Participation fees & cancellation

Participation fees vary per course. You can find the exact fee on the page of each course.

What does the participation fee include?

The participation fee includes all classes, accommodation, meals and VAT.

The fee also includes a €50 registration fee. This €50 is non-refundable in all cases.

Please note that travel costs are excluded.

When do you have to pay?

After confirmation of participation, an invoice will be sent. Payment is requested within two weeks after receiving the invoice (or within two days if the course starts very soon).

What is the cancellation policy?

If cancellation takes place more than 35 days (5 weeks) before the first day of the course, you are eligible for a full refund of the participation fee, excluding the €50 registration fee.

If cancellation takes place within 21 days before the first day of the course, a 50% refund of the participation fee is possible, excluding the €50 registration fee.

No refund is possible for cancellations made less than 21 days before the start of the course.

Please note that the Research Retreats consist of two phases.
– Phase 1 is the online preparation, which starts 8 weeks before Phase 2.
– Phase 2 is the live programme in Zutphen.
For the purpose of the cancellation policy, the entire Research Retreats programme (Phase 1 and Phase 2 combined) is considered one course. The official start date of the course is defined as the Monday on which Phase 1 begins, i.e. the Monday that falls 8 weeks before the start of the live programme in Zutphen.

Is it possible to pay in instalments?

If you participate in more than one programme element, such as two or more Monasteries or two Research Retreats, it is possible to pay per course. The first course fee is due within two weeks after confirmation of admission. Each following payment is due approximately five weeks before the start of the relevant course.

ECTS credits

We have undergone an accreditation procedure by MusiQuE, with the official decision expected in the coming weeks. Following a positive decision, students who successfully complete a Monastery or Research Retreat will be able to apply for 2 ECTS credits through their conservatory. This information will be updated here once the official decision is received.

How to organise your ECTS credits?

The procedure for recognising ECTS credits may differ between conservatories. We recommend contacting your dean or study coordinator before the course to find out how to submit your participation for ECTS recognition.
After successfully completing the course, you will receive a Proof of Participation from CelloWercken Zutphen, which you can submit to your conservatory as evidence of your participation.
The MusiQuE accreditation confirms the quality of the courses and, following a positive official decision, provides the basis for 2 ECTS credits per Monastery or Research Retreat.

Accommodation & host adresses

During the programme, you will stay with local host families in Zutphen, who often also run a small B&B. Most hosts live close to the city centre, and hosting students is something they genuinely enjoy as part of the CelloWercken community.

Where will I stay during the programme?

Participants stay with local host families in the city, usually close to the city centre. Most host addresses are within walking distance of the train station and Dat Bolwerck, where the programme takes place.

Who are the host families?

The hosts are Friends of CelloWercken. They are experienced in welcoming students and enjoy hosting them. Many of them also like to attend the concerts that are part of the programme.

What kind of accommodation can I expect?

You will have your own private room. In some cases, bathroom facilities are shared with the host family.

How do I get around the city?

Zutphen is a small city, so distances are short and most places are easy to reach on foot. In some cases, your host may be able to lend you a bicycle. Alternatively, bicycles can be rented at the train station for easy transport around the city.

Personal Plan & Reflection Report

To help participants make the most of the programme, we ask everyone to reflect consciously on their own artistic goals and development.

Experience shows that participants benefit more from the programme when they have a clear sense of what they would like to explore, improve, or take away from the experience.

For this reason, participants are asked to complete a short Personal Plan before the programme and a Reflection Report afterwards. Both are completed online through a questionnaire.

What is a Personal Plan?

The Personal Plan helps participants articulate their artistic and professional goals for the programme and reflect on what they hope to develop during the Monastery.

The plan will be discussed with a mentor during an individual preparatory online session, in line with the MusiQuE Standards.

Participants are kindly asked to complete the Personal Plan at least 2 weeks before the start of the programme.

What is a Reflection Report?

After the programme, participants are invited to reflect on their artistic and technical development in relation to the goals they described in their Personal Plan.

The Reflection Report supports reflective learning and artistic growth, in line with the MusiQuE Standards.

Participants are kindly asked to complete the Reflection Report within 1 week after the end of the programme.

Photos, video & audio recordings

During the programme, you will stay with local host families in Zutphen. Most hosts live close to the city centre, and hosting students is something they genuinely enjoy as part of the CelloWercken community.

Will photos, video, or audio recordings be made during the programme?

During the programme, we may take photos and make video or audio recordings for documentation purposes.

How may these recordings be used?

We may also use selected materials for promotional purposes, such as on our website, social media, and in future publications.

Do I agree to this when participating?

We ask all participants during the application process whether they consent to the use of photos, video and audio recordings made during the programme. If you have specific preferences or limitations, you are welcome to share these with us so we can take them into account where possible.

Does this include the materials uploaded during registration?

No. This only applies to materials created during the programme itself. The videos and audio recordings you upload during registration are used only for the application process.

Safe Environment

CelloWercken Zutphen is committed to providing a safe, respectful, and inclusive environment for all students, teachers, and participants. Everyone should be able to focus on artistic development in a supportive setting.

What behaviour is expected during the programme?

All participants are expected to treat each other with respect, professionalism, and integrity. This includes respecting personal boundaries, communicating respectfully, and contributing to a positive learning atmosphere.

What behaviour is not accepted?

We do not tolerate any form of harassment, discrimination, bullying, intimidation, aggression, or boundary-crossing behaviour. This applies during lessons, rehearsals, performances, courses, travel, accommodation, and online communication related to CelloWercken.

What should I do if something feels wrong or unsafe?

If you experience or witness behaviour that makes you feel uncomfortable or unsafe, you are encouraged to speak up. You may:
– talk to the person involved (if you feel comfortable),
– ask for advice or support,
– or contact the Confidential Advisor.

You may also report situations you have witnessed, even if they did not happen directly to you.

Who is the Confidential Advisor?

CelloWercken has appointed a Confidential Advisor (Vertrouwenspersoon) who can offer confidential support and guidance.

The Confidential Advisor can:
– listen to your concerns,
– help you understand the situation,
– discuss possible next steps,
– support you if you decide to take action.

All conversations are confidential.

Contact:
Carla Delfos
Confidential Advisor – CelloWercken Zutphen
carla@carladelfos.com
+31 6 54245356

Is reporting safe?

Yes. CelloWercken takes all reports seriously. Anyone who raises concerns in good faith is protected against retaliation.

Does the organisation have a Code of Conduct and the procedure for reporting undesirable behaviour?

Yes. CelloWercken Zutphen has a Code of Conduct and a procedure for reporting undesirable behaviour. Its aim is to promote a healthy and respectful learning environment and to ensure that concerns about inappropriate behaviour can be raised safely and addressed appropriately.

All participants in CelloWercken activities are expected to adhere to the principles outlined in this document.

The document can be read here.

Scholarships

In some cases, we are able to offer scholarships, thanks to the support of our donors. As the number of scholarships is limited, we kindly ask you to apply only if the course fee would otherwise make participation impossible for you.

How to apply for a scholarship?

Please send a motivation letter (maximum 1 page) together with your application to academy@cellowerckenzutphen.nl.

In your letter, please include:
– why you would like to join the course;
– why the course fee is financially difficult for you.

What happens next?

Our team will review your request and you will receive a response within 7 days.

Is there anything else that is important to know?

In some cases, we may ask scholarship recipients to contribute in another way, for example by performing in a house concert.

Please note that, by submitting a motivation letter, you give permission for it to be shared with the donors who helped make the scholarship possible.

Any other questions?

We’re happy to help — please contact us at academy@cellowerckenzutphen.nl.

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Practical matters and faq’s

Application process

Participation fees & cancellation

ECTS credits

Accommodation & host adresses

Personal Plan & Reflection Report

Photos, video & audio recordings

Safe Environment

Scholarships

Any other questions?

Do you want to stay connected?

JOIN OUR CIRCLE OF MUSICIANS!

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Questions? We’re happy to help.

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