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Participants Info Pack INTRODUCTION VENUES REGISTRATION SELLING YOUR EVENT INSURANCE, LICENSING AND COPYRIGHT FINANCE EVENTS OVERSEAS PARTICIPANTS ARTS INDUSTRY & AWARDS TIMELINE: WHAT TO DO AND WHEN PH: JAMES BELLORINI 1 2 WHAT IS BRIGHTON FRINGE? Brighton Fringe is the largest arts festival in England. Located in Brighton & Hove, the city has a unique heritage of liberalism and creativity. We are a completely open access festival, which means no artistic judgment or selection criteria are imposed on participants. The programme is split up into 12 main event categories: Cabaret & Circus, Comedy, Dance & Physical Theatre, Events & Film, Kids & Youth, Literature & Spoken Word, Music, Nightlife, Theatre, Tours, Visual Arts and Workshops. Brighton Fringe 2018 will take place from 4 May until 3 June. To find out more about what we do, head over to the ‘Fringe Info’ section on our website – www.brightonfringe.org WHY SHOULD I TAKE PART IN BRIGHTON FRINGE? Brighton Fringe is a showcase for talent, attracting over 1,000 different events in 2017. We offer a platform to try out new work, increase your audiences, gain reputation and enhance exposure to industry professionals. You will meet and build relationships with like-minded arts professionals and have fun along the way. See the sections on the arts industry and Fringe Academy in this pack to find out how taking part in Brighton Fringe can really benefit you and your event. KEY DATES • Brighton Fringe 2018: 4 May - 3 June 2018 • Registration opens: 9 October 2017 • Early Bird deadline: 8 December 2017 • Brochure deadline: 19 January 2018 GETTING STARTED Before registering your event with Brighton Fringe, make sure to think about the following: An event: Your event can be anything you like; a comedy sketch, a musical, an exhibition, an installation, a tour, a film, a book fair, just to name a few! A venue: Your event can be held anywhere you like; a theatre, a pub, a taxi, a park, a tent, a beach hut, a café, or even your own house. Find out more about finding a venue to suit your event in the next section of this pack. A date: Your event can take place at any time between 4 May - 3 June 2018; be it a one night show or a 30 day run – it’s up to you! PH: JAMES BELLORINI 3 4 FINDING A VENUE Choosing a venue can be a daunting prospect; there are hundreds of unique venues and spaces in Brighton & Hove, many of them ideal for use during Brighton Fringe. When thinking about choosing a venue there are a number of different aspects that will be important to think about, depending on the type of event you are putting on and the duration of the event. Think about the following: Is the venue the right size for my event? Does the time slot I want fit in with the venue’s existing schedule? Will my event fit in with the venue’s atmosphere, environment and current clientele? Are there external factors which may adversely affect my event e.g. outside noise, other activities/events at the venue? Does the venue have the required facilities for my event e.g. technical set up, accessibility, rehearsal space? A good place to start is to use our online venue browser, a search facility that includes registered Brighton Fringe venues. You can search for information such as capacities, staging space and facilities; it is best then to contact the venue directly for more information. You can of course use a space that does not appear in the venue browser or has never been used before. When setting up a new venue, check out the venues area of our website for useful guides and advice or contact the Participant Services team by emailing [email protected] VENUE CHECKLIST Before the festival begins, if possible, we encourage you to visit your venue, meet your venue manager and discuss all the technical requirements that you need be- fore your event begins. Below is a suggested checklist of actions to follow: ACTION DONE? Confirm the times and dates of your event with the venue Make sure you know what facilities your venue has to offer Make sure your venue has the correct licenses to facilitate your event Confirm whether the venue will run its own box office and/or venue stewarding for your event Confirm whether the venue will be providing marketing for your event Ensure your venue has adequate rehearsal space (if required) Ensure you know the time scale for your venue’s get-ins and get-outs What other facilities might you need? Check with your venue Obtain a written contract from your venue Ensure you have swapped correct contact details and that you have a go-to person at the venue, should you require it PH: DAVID SMITH 5 6 VENUE COSTS There are a number of ways that you can arrange payment with your venue. All of our registered venues work in varied ways, so discuss this with them directly. The two most common ways to arrange payment are: • A bundle cost – this is a set fee charged by the venue, which may take into account the venue hire, registration with Brighton Fringe, marketing and a percentage of the tickets sold. You pay this set fee, and take home the rest. • A door split – this is where you split the income from ticket sales with the venue, either as part of the venue hire cost or instead of it; e.g. 65% to you, 35% to the venue. You can start registering your event from 9 October 2017 and you will need to plan the following: ACTION DONE? Your event date(s), times & ticket prices The contact name & details of a member of your company chosen to deal with all Brighton Fringe correspondence Who in your company should be contacted for all press, marketing, Box Office and arts industry en- quiries The event image for your event (the higher quality the better) Artwork for additional web and brochure advertising (if you have purchased this) Brochure and web description for your event - Take a look at some examples in our ‘How to Sell Your Event’ guide. The total number of tickets you are selling, and the number allocated to Brighton Fringe Box Office per performance (minimum 30%) Bank details for Brighton Fringe to pay out your final Box Office settlement to A debit or credit card to complete payment for your registration You can start registering your event by logging in to Eventotron here. Registration deadline 19 January 2018, Early Bird Deadline (discount on registration fee) 8 December 2017. N.B. If your venue is registering your event for you, make sure that you speak with your venue about where the Box Office ticket settlement will be transferred to at the end of the festival, to avoid any later dispute. If at this point you are ready to start registering your event(s), use our handy step-by-step ‘How to Register’ guide which will talk you through every step of our registration form. PH: PETER WILLIAMS 7 8 Your event date(s), times & ticket prices 2018 REGISTRATION COSTS DESCRIPTION PRICE PRICE EXC. VAT INC. VAT Early Bird short run (Up to 6 dates) £116.25 £139.50 Early Bird long run (7 dates & up) £136.25 £163.50 Short run (Up to 6 dates) £146.25 £175.50 Long run (7 dates & up) £166.25 £199.50 Charity rate £111.25 £133.50 15+ listings £116.25 £139.50 50+ listings £108.25 £129.90 Web only £111.25 £133.50 Additional section £81.25 £97.50 Additional venue £51.25 £61.50 EVENT CHANGES Once you have finalised and completed payment for your registration you will be unable to edit event details. If there are important changes to be made to the details of your event, you will need to complete a change request. These can be submitted through Eventotron. All event changes will be updated within 2-3 working days. • There will be an admin charge of £5 (excluding VAT) for any change requests made after you have submitted and paid for your registration. • Events cancelled after the deadline of 19 January 2018 will incur a fee of up to £21.25 (excluding VAT). Find out more about cancelling an event or performance here. • Payment must be made at the point of requesting a change or cancellation, and is payable online through the registration area. If you have any issues or queries at all during the registration process, please do not hesitate to call us on 01273 764907 or email us at [email protected]. PH: DAVID SMITH 9 10 Your event date(s), times & ticket prices There’s plenty of opportunity to take out further advertising and if you have a registered event in Brighton Fringe you get a discount. Options include: • Adverts in the Brighton Fringe brochure • Adverts on the Brighton Fringe website • Flyer inserts mailed out in Brighton Fringe brochures • Advertising promotions, brochure and web advert deal For more information contact Karla Hancock at [email protected] HANDY HINTS AND TIPS FOR SELLING YOUR EVENT • Remember that you have a small amount of space for your brochure listing copy – so keep it informative, appealing and snappy. You can go into more detail with your web listing which allows for more space. Take a look at some examples in our ‘How to Sell Your Event’ guide. • No need to include dates, times, ticket prices, venue information or any web links in your copy; these will be provided separately under your listing. • Make sure the event and press images you provide are good quality – anything over 700kb should be fine.
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