2018 artist pack - Darwin Fringe Festival

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Mar 1, 2018 - Opening and closing of your event, festival dates, and major events or holidays that you already have plan
2018 ARTIST PACK

WELCOME TO THE 2018 DARWIN FRINGE FESTIVAL! THIS DOCUMENT IS FULL OF INFO AND GUIDELINES TO HELP YOU APPLY, GET READY AND PRESENT AT THE 2018 DARWIN FRINGE.

WHAT YOU’LL FIND IN HERE ABOUT THE DARWIN FRINGE

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WHY THE DARWIN FRINGE?

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SUBMITTING AN APPLICATION

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THINKING ABOUT VENUES

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DARWIN FRINGE HUB VENUES

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This Artist Pack focusses on information for artists applying in our General or Hub application rounds.

ORGANISING YOUR OWN VENUE

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PLANNING YOUR PROJECT

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We also release artist call outs and approach artists directly about working with the Fringe as part of our Flagship, Opening Night and other events. Artists can approach the Fringe team any time about being considered for these opportunities.

YOUR PROJECT BUDGET

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MARKETING YOUR PROJECT

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DURING THE FESTIVAL

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AFTER THE FESTIVAL

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IMPORTANT DATES

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PLEASE READ THE WHOLE PACK BEFORE SUBMITTING YOUR FRINGE APPLICATION.

We’re artists ourselves, so don’t be shy, we’d love to talk to you!

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ABOUT THE DARWIN FRINGE The Darwin Fringe Festival is an open-access arts and cultural festival presented annually in tropical Darwin. We celebrate and provicate for ten days in July, calling the fresh, scaley underbelly of the Darwin Arts scene out into the limelight.

The Darwin Fringe Festival has been around in different forms on and off for almost 30 years, with the current Fringe format created in 2015 with a focus on supporting and provocating artists and creating sustainable opportunities for presentation and career development. Darwin Fringe Festival is run by a committee of local artists and hires a small team of staff to help deliver the festival.

The Darwin Fringe offers artists the opportunity to experiment, celebrate, and reach new audiences. Darwin residents are hungry for the arts; in a city with a population of only 130 000, almost 5% of them attended a Fringe show at last year’s festival.

The Fringe Organising Committee and staff are dedicated to producing a festival that enriches the arts community and works with the larger arts sector to secure presentation and professional development pathways for our artists. Darwin Fringe is Auspiced by our friends and venue partners Brown’s Mart Arts and is made possible by the hard work and support of the Darwin Community, and many funded and unfunded arts organisations across the NT and Australia.

The Festival offers both open-access and semicurated programming, producing a curated multi-performance space Hub, comissioning and creating works and events, and collecting shows and venues from all corners in our Open-Access program.

Darwin Fringe is held on the lands of the Larrakia people. We pay our respects to Larrakia elders past, present, and emerging.

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WHY PRESENT AT THE DARWIN FRINGE? The Darwin Fringe is one-of-a-kind and offers a very different experience to many other fringes around Australia and the world.

LOADS OF SUPPORT.

MANAGEABLE COMMITMENT.

While we can’t produce your event for you, we will support you to ensure your event is a success! Your registration fee gets you in the program, on the website, and speaking to an actual person. No automated systems or long wait times around here.

Darwin Fringe inhabits intimate venues with small seasons of 2-5 nights. This means your show will play to a packed out house and gives you time to participate in the festival outside of your show.

GREAT AUDIENCES.

As an open-access festival, the Darwin Fringe programs everyone from first-timers to seasoned pros, with a strong focus on our local community. We hope to continue to build a Darwin Fringe Family from all walks of life - meeting, collaborating, and enjoying each other’s art.

COMMUNITY.

The Darwin Fringe is a great opportunity to reach new audiences with your work. Darwin audiences are vocal, fun-loving and supportive. It’s a small festival so audiences are happy to hear about your show - they’ve been known to thank our artists for handing out flyers!

FRINGE AWARDS By registering your event or show with the Festival, you are in the running for a number of awards! On the final Sunday of the festival we announce all the fringe awards that our panel of judges have been tirelessly mulling over - how good will “Best Cabaret - Darwin Fringe Festival 2017” look on your next poster?

GREAT ATTENDANCE. On average, the Darwin Fringe Hub shows sell 70% of their seats. This is due to having a small, vibrant festival with eager audiences.

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SUBMITTING AN APPLICATION artists and venues working together and Fringes providing marketing and ticketing infastructure. You and your venue get to decide on fees or door splits together, and it means you can find the perfect space for your work. Get creative, art can be presented anywhere, you could even set up your own mini hub and book all your mates!

APPROACHING YOUR APPLICATION The best applicants know what they want to make, the venue they want to present at, and have a plan for how they will make it happen. It’s a good idea to start thinking about dates, times, costs, and logistics as early as you can. Don’t wait until the last minute to organise - start planning now!

PICKING YOUR ARTS CATEGORY As part of your Fringe application you will need to select your event’s ‘Category’. This helps us to sort events on our website and in our guide for your audiences to find your show.

DECIDING ON HUB OR GENERAL APPLICATIONS The Darwin Fringe has two ways of presenting work, and two types of applications – Hub and General.

Your category also qualifies your event to go into the running for our new Fringe Awards. Each year a panel of judges will be awarding prized for the best show in each category - so think hard about the best category for your work, especially if it is relevant to many categories.

Hub applicants are applying for a spot in one of our performance or exhibition spaces in the Brown’s Mart Precinct. We run these spaces during the Darwin Fringe, and provide the infrastructure to make the venues work. We provide Hub artists with technical support and use of the venue equipment, and charge no set venues fees.

What category will be the best one to engage audiences for you?

FRINGE CATEGORIES

To help recoup some of the costs for providing the venues and tech to artists, we take a cut of the box office, 15% – 20% depending on your space. Our Hub program is curated meaning we choose shows based on artistic merit - you’ll need to argue why your show deserves a spot. Hub shows have lightning quick turn arounds, with many shows in each space every night.

CABARET COMEDY THEATRE VISUAL ARTS CIRCUS, DANCE & PHYSICAL THEATRE

General applications, on the other hand, mean you get to organise whatever venue you want! You find the venue, organise the details, and then we program your show as part of the festival easy! This is similar to the Fringe Festival model elsewhere in Australia and around the world – of

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MUSIC FILM & DIGITAL SPOKEN WORD & STORY TELLING WORKSHOPS KIDS OTHER 2018 ARTIST’S PACK

THINKING ABOUT VENUES WHAT TO CONSIDER

THE PROCESS

Choosing a space to produce your show/performance/exhibition is exciting. There are a few key things to consider when making this choice.

HUB OR GENERAL? Decide if you’ll be applying for a spot in one of our Hub venues, or if you’ll be organising your own venue and applying in our General Application round. If you’re applying for a Hub venue you’ll need to follow the Hub application guidelines on the next page.

• What kind of event are you hosting (theatre, art exhibition, live music), and what are the needs of that kind of event? • What is the capacity of the space, and what size audiences are you hoping for?

CONFIRM YOUR VENUE

• Location and accessibility - consider things like parking, public transport access, whether you want to attract foot traffic etc.

If you’re applying for a hub slot you can skip this step, but for everybody else it’s time to have a chat with your ideal venue about hosting your show! Head to page 9 for everything you need to know!

• Show-specific facilities: do you need a raised stage, dressing rooms, lights and sounds? Do you want to share the space with others? How long will you have to set up and pack down?

SUBMIT YOUR APPLICATION Head over to the Darwin Fringe website and complete an application form in either the General or Hub category. Hub applications close on March 18th, and applicants will be notified if they are successful by March 23rd. Successful applicants will have until April 13 to finalise their marketing information. (If you aren’t successful you’ll still have time to find an alternate venue and apply in the General category!) General Applications close on April 13th. Make sure you have everything locked in and your marketing finalised before you submit!

CHECK OUT OUR REGISTERED VENUE DOC Our Venue Doc is an up-to-date list of venues who could be keen to host Darwin Fringe events. Some venues are traditional performance spaces, and some, well, aren’t, but can be co-opted for artistic purposes. Previous Darwin Fringe shows have been held in parks, on beaches and in bars and restaurants around town! You can talk to the Fringe team about venues as well, we’ve got heaps of local knowledge.

LET’S MAKE IT OFFICIAL Pay your rego fee, sign your contract and we’ll get to work designing the program! From there we’ll support you while you make it happen.

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DARWIN FRINGE HUB VENUES The Darwin Fringe Hub is in the Brown’s Mart Theatre Precinct, and has a number of performance spaces. The Festival organises these venues, programming the acts, booking the technicians, and refilling the loo paper. Artists wishing to perform in a Hub venue need to fill in the ‘Hub’ application form.

BROWN’S MART THEATRE

HAPPY YESS

Brown’s Mart Theatre is a black box theatre with raked seating, a full lighting rig and AV, a projector screen, dressing room, and a wooden floor. It is primarily used during the Fringe for Text based and Physical Theatre, Dance and Spoken Word. We also occasionally present film and special events in this venue. Brown’s Mart Seats between 82 - 114 depending on layout.

During Fringe the Happy Yess becomes a seated performance space and the Late Night Fringe Club. The Yess has a raised stage, a small array of programmable lights and AV and seats 40-80. Shows receive up to three hours of technical bump in and rehearsal time, and must be able to bump in and out of the space in 20 minutes each performance. There are one off and season slots available in the space. Note - there is no stage accessible dressing room or backstage area.

Brown’s Mart has three 60 minute performance slots available each night of the festival, as well as additional slots available during weekends and possible mornings during the week. Shows receive up to 5 hours of technical bump in and rehearsal time, and must be able to bump in and out of the space in 20 minutes each performance. We offer short (2-3 show) and week (5-6) show seasons.

The Late Night Fringe Club operates ThursdaySaturday and programs bands and other performance you can party to. Artists exhibiting in the festival are permitted free entry into the Fringe Club each night it operates, and regular punters pay fees. In exchange, Fringe Club Performers pay no door % back to Fringe - so the venue is essentially free!

BESPOKE BROWN’S MART

MAYFAIR GALLERY

The Fringe has a number of bespoke opportunities available in the upstairs rehearsal room, courtyard, and Civic Park art space available for one-off to 10-day performance or visual installation projects. Talk to the Fringe producers about these opportunities before applying (trust us, we WANT to hear from you!)

An intimate low-tech Gallery and Workshop space on Harriet Place, 10 minutes walk from Brown’s Mart. Mayfair hosts a Fringe Visual Art Exhibition as well as workshops and one off events.

HUB % FEES

HAPPY YESS SEATED = 15% BOX OFFICE

BROWN’S MART THEATRE = 20% BOX OFFICE DARWIN FRINGE FESTIVAL

FRINGE CLUB = 0% BOX OFFICE

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ORGANISING YOUR OWN VENUE TWO KEY STEPS FOR ORGANISING YOUR OWN VENUE

TICKETING The Darwin Fringe will organise the sale and management of tickets to your event! You tell us your venue capacity and ticket prices and we make it happen.

1. APPROACHING A VENUE Once you have decided upon your venue requirements (pg6), you will need to approach your ideal venue to negotiate the use of their space and the terms of your agreement. Make sure that you are prepared: have a proposal ready including an outline of your event, an idea of dates and access hours that you will require (including bumping in and out), what you have available to spend, information on who you are, and a list of questions you might need to ask the venue.

The Darwin Fringe ticketing system for 2018 is still being finalised so we can’t be 100% about ticketing fees yet. Here’s the plan though:

$5-$15 = $1.50 PER TICKET $16-$25 = $2.50 PER TICKET $26 + = $3.50 A TICKET

We recommend that you document all conversations with the venue and keep a track of things that you have agreed upon to make sure you and your venue are always on the same page. It is also always worth creating a venue agreement which both you and the venue sign that outlines all these particulars.

Unticketed shows or events with a nominal fee (such as a gold coin donation) may opt to run their own ticketing entirely. When considering how much to charge for tickets, it is generally suggested to budget for approximately 30% attendance of your maximum capacity e.g. if you have 100 tickets available, budget for selling 30, so you’re not left out of pocket.

2. NEGOTIATING COSTS Venues may wish to charge a flat rate, to take a percentage of ticket sales, neither, or both. It is important that whatever you agree upon it is documented in writing and included in your venue agreement. Make sure that you are clear from the outset on what the costs will be. Be clear about what the venue or space is providing within those costs (technical assistance, venue staff etc) and what will be your responsibility. Bear in mind that you won’t receive your ticketing money straight after your event and the venue should understand this.

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SOUND A BIT DAUNTING? TALK TO THE FRINGE TEAM! 8

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PLANNING YOUR PROJECT REGISTRATION AND DARWIN FRINGE FEES

WHAT DOES IT COST?

Darwin Fringe registrations are on a sliding scale, so all kinds of people and shows can apply. Registration fees go directly to the printing of the Festival program - so it’s like investing in the marketing of your show, small change for 5000 copies! All events must pay this fee when they sign their contracts.

3 OR MORE SHOWS=$120 1-2 SHOWS = $80 WAIVED APPLICATION SPOT = $0 Artists who are unwaged, on a pension, offering a free show, or who demonstrate strong artistic merit can apply for a fee waived registration spot in your application form. We don’t want a little thing like Rego fees ruining your Darwin Fringe dreams!

Your Registration fee also gets you 4 free entries to Fringe Hub shows if the performance is not sold out, discounts, and free entry to the Fringe Club - Bargain! All other fees and costs associated with your event are your own, including APRA fees, travel, accommodation, royalties and performer insurance, marketing, and technical staff if you’re not in the Hub. Check out page 12 for more tips on budgeting for your project!

ELLIGIBLE DATES While we love the arts all the time, only events that fall during the Darwin Fringe dates are elligible to be part of our program. The 2018 Fringe Dates are:

FRIDAY JULY 6 - SUNDAY JULY 15 Applicants should note that Friday 6th is our Opening Night Celebrations, and we will not program events starting after 7pm on this night. Likewise, our Fringe Awards Closing Event means events starting after 6pm on Friday 15th will also likely be knocked back from the program.

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PLANNING YOUR PROJECT YOUR PROJECT PLAN Planning is key, and it’s worth taking a bit of time to make sure you have everything covered. Sit down and draw out a plan for the coming months. Often it is easiest to work backwards from the opening of your event. Consider including the following deadlines and preparations:

KEY DATES Opening and closing of your event, festival dates, and major events or holidays that you already have planned between now and then, funding deadlines, marketing deadlines etc.

BUDGETING How are you going to pay for your event? Consider cash flow, ensuring that you have enough capital behind you to get the event up and running. Remember that you most likely won’t see the money from ticket sales until a bit after your event. Do you need to do some fundraising? How will you do this?

VENUE Lock in your venue as soon as you can, as this may dictate the parameters of your event including dates, capacity, tech requirements etc.

MARKETING No one is going to come to your event unless you tell them about it! Refer to our ‘Marketing your Event’ section for more detailed guidelines and suggestions.

STAFF/ARTISTS/VOLUNTEERS Who will you need to make your event happen? Are you going to pay them, and if so, how? Have you outlined their roles and time commitments?

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PLANNING YOUR PROJECT RISK ASSESSMENT

INSURANCE

Risk assessment planning is about identifying potential hazards and risks to people and property as a direct result of your event, and minimising the possibility of these happening. Potential risks may relate to venue infrastructure, tech operation, medical conditions, fire hazards etc.

All Darwin Fringe venues should hold their own Public Liability Insurance. The Darwin Fringe takes out public liability and volunteer cover for all Hub venues, but projects in other venues will need to negotiate cover with their respective venues when negotiating their venue agreement. The Darwin Fringe holds no responsibility in regards to insurance for your event outside the Hub.

If you are planning your event within an established venue, they may already have their own risk assessment processes and templates, and you will be able to work with them to tailor an event specific plan. All Hub shows MUST provide a risk assessment list to the Darwin Fringe well in advance, and we encourage everyone to do one as best practice in and outside the festival.

If you are a regularly employed as an artist, or are going to be contributing a performance or workshop to the festival, then we strongly recommend you look into taking out your own performers’ insurance as a part of your arts business (e.g. Duck For Cover).

DOCUMENTATION

Our mates at Melbourne Fringe Festival have a Risk Assessment template you can adapt, which can be found here.

While we will try our best to get volunteer photographers, Darwin Fringe is not able to guarantee your event will be documented. If you can, try to arrange for your event to be photographed, or better yet, filmed!

ACCESS MELBOURNE FRINGE ARTIST RESOURCES If you’re having trouble the Darwin Fringe Team can help talk you through your risk assessment - just make sure you don’t leave it to the last minute!

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You can use these images and video to market future shows, apply for grants, and of course to relive the memories. If you’re planning on getting professional documentation, let us know - we might be able to share the costs/spoils!

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YOUR PROJECT BUDGET EXPENDITURE AND INCOME

Budgets can sometimes feel overwhelming, but they are key to the success of your event. To ensure that you can manage your event, you will need to draw up a budget, outlining projected income and expenditure.

Begin by mapping out your expenditure. Be generous with your estimates so you don’t end up stuck down the track. Include costs such as venue hire, staff, marketing, any props or equipment you’ll need, any rights you might have to pay for (plays or music) and ticketing fees. Be sure to include a small contingency for unexpected costs.

We have created a Basic Budget tool for you to use to help you create your Darwin Fringe Festival Budget Tool. Grab it here and make it work for you!

With good planning and show marketing, your income should end up greater than your expenditure. However, it is important in this part to remain realistic. Don’t always assume that because you’ve applied for a grant, that you’re going to get it. Consider what is reliable or real income, and what is projected. Income items may include grants, ticket sales, fundraising, and sponsorship.

DOWNLOAD THE BASIC BUDGET TOOL

This is the point at which you can work out your tickets costs - calculating what you will need to charge in order to break even. Remember however, that there is a balance between overcharging and under attendance, and vice versa. The Fringe team are always hapy to chat to help you pick a price that will maximise your sales.

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MARKETING YOUR PROJECT YOUR MARKETING PLAN In addition to the marketing provided by the Darwin Fringe it is important that you promote your event in other ways.

PROMOTING YOUR PROJECT In addition to the marketing provided by the Darwin Fringe it is important that you promote your event in other ways. We suggest the following (some items may be more applicable to some events than others):

As part of the Darwin Fringe Festival you will receive:

• Design and distribute a poster and fliers.

• An image and blurb tile in our printed program (5000 copies distributed throughout Darwin).

• Make a Facebook event and send a cohosting request to Darwin Fringe Festival (and share it with your mates!)

• Your own ticketed event page on the website • Ticketing set up for your event

• Send out a press release to radio and newspaper. (There are great press release templates available online).

• A Facebook announcement on the day of your event, and other potential social media coverage.

• Use work/school/network contacts to promote your event.

• Mentions in shared Darwin Fringe marketing.

• Invite your friends! (You would be surprised how many people forget to personally invite their friends)

GET READY - YOUR GENERAL APPLICATION OR HUB ACCEPTANCE WILL ASK FOR:

ACKNOWLEDGING DARWIN FRINGE

• A colour image to promote your event (at least 200 DPI, 15cm x 15cm). If you’re not sure, please send us the largest file you have available.

As a Darwin Fringe Artist, you’re required to acknowledge the Darwin Fringe Festival in your marketing material in the following ways:

• A 35 word blurb (for the printed program) and 150 word blurb (for the website).

• Include our logo on all posters and fliers (head to our website to download the logo and usage guidelines)

• A draft tweet or instagram caption about your show for us to share with our followers

• Mention us in your marketing with the phrase “presented as part of the 2018 Darwin Fringe Festival” or similar

WANT MORE SPACE IN THE PROGRAM? STAND OUT WITH A PAID AD SPOT!

• Tag us in your social media posts about your show using our handles: (IG: @darwinfringefestival TW: @darwinfringe) or hashtag #DarwinFringe - this also helps our audience to find out about your show!

1/4 PAGE COLOUR AD IN PROGRAM = $100 1/2 PAGE COLOUR AD IN PROGRAM = $200 FULL PAGE COLOUR AD IN PROGRAM = $350

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DURING THE FESTIVAL WORKING WITH DARWIN FRINGE VOLUNTEERS

THINGS TO REMEMBER Have fun, respect your venue and staff, and remember everyone (including you) is working hard to make the festival and your show a success!

It is important that you identify early on what roles you require for your event. If you are having trouble finding people in your own team to fill these roles, we may be able to assist you by providing a Darwin Fringe volunteer. Please be aware that Darwin Fringe volunteers are not staff they can help arrange the chairs and check tickets but shouldn’t be asked to stage manage your event for you.

• Be nice! The Fringe team, Vollies, and artists are working really hard during this busy time. • Take photos and if you post them on social media use our hashtag #darwinfringe so we can share them too! This is great marketing, which means more exposure and ticket sales for you!

When a Darwin Fringe volunteer arrives at your event, please make sure there is someone from your team to greet them and make them feel welcome. We wouldn’t exist without volunteers!

• Be an arts advocate. Talk to people about what’s on at the festival, promote your own show and other peoples’. Be friendly and speak passionately about the work you’ve made and about the Festival.

GET INVOLVED IN THE FESTIVAL

• Help us improve: If you have feedback to give us after the festival we’d love to hear it.

See as much as you can, hang out, be a part of the Darwin Fringe Family! This is an awesome opportunity to see how amazing and diverse Darwin’s arts scene is, and to ride the Darwin Fringe Festival buzz. Attend workshops, make shows that are collaborative and spontaneous with other artists, and buy tickets to other shows!

• The Darwin Fringe Team are here to help. But we are very busy supporting a lot of artists and making sure the Darwin Fringe Festival runs smoothly overall. If you have a problem you should first have a think about whether you can solve it or find the answer yourself. If you can’t find the solution, then we can help! Call us if you still have questions, doubts, or problems you just can’t solve alone.

As a cool added bonus, artists will be issued an artist pass that entitles them to free entry to the Fringe Club at Happy Yess each night. It also allows you to see 4 free shows at the Hub if there are seats available - if shows sell out you’ll miss out so we suggest purchasing tickets to all your must see picks. We will inform you how to collect this pass prior to the festival.

WANT TO BE FULLY IMMERSED IN THE DARWIN FRINGE, BUT PERHAPS DON’T HAVE THE CASH TO SEE EVERYTHING YOU WANT?

We can’t stress this enough, especially to our local artists - MAKE SURE YOU HAVE TIME TO SEE OTHER SHOWS. Seeing other peoples work is the single best way to expand and grow your own arts practice, take advantage of Fringe time and don’t book yourself out of a great opportunity DARWIN FRINGE FESTIVAL

WHY NOT SIGN UP AS A DARWIN FRINGE VOLUNTEER TO STAY CLOSE TO THE ACTION? 14

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AFTER THE FESTIVAL REPORTING AND DOCUMENTATION The Darwin Fringe will ask all participants to fill out a survey after the festival to see how everything went, what you loved, and how we can improve. We also ask if anyone has any great Darwin Fringe photos to share with the festival. They help us acquit our grants and show off how great you all are!

GETTING PAID Artists can expect their settlement reports a few weeks post festival, after all the ticket sales have successfully cleared into the Fringe Accounts. Reports will detail how much you have earned through your festival event and request you to send a Tax Invoice with account details and ABN. Once you have sent us an Invoice, we’ll get our bookkeeper to pay you into your provided account! If you do not have an ABN, you may send a statement by a supplier form in place of your ABN. We will process your payment as soon as we can after we have received the appropriate documentation. Please note that this may sometimes take a few weeks.

DOWNLOAD A STATEMENT BY SUPPLIER FORM Our Tax Invoice Details: [email protected] Darwin Fringe Festival c/o Brown’s Mart Arts. 12 Smith st, Darwin

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IMPORTANT DATES MARCH 1 MARCH 18-23 APRIL 13 MAY 1 EARLY JUNE

APPLICATIONS OPEN HUB APPLICATIONS CLOSE AND ARE NOTIFIED ALL APPLICATIONS CLOSE FEES AND CONTRACTS DEADLINE PROGRAM LAUNCH

JULY 6-15 DARWIN FRINGE FESTIVAL 2018 STILL GOT QUESTIONS? WANT A MEETING TO TALK ABOUT YOUR SHOW IDEA? CONTACT THE FRINGE TEAM TODAY! [email protected] DARWIN FRINGE FESTIVAL

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