Vivid Ideas

Who can apply for Vivid Ideas?

Applications are open to any individual, collective or organisation willing to present an event in the Vivid Sydney program. You will need to hold an ABN (Australian Business Number) to enter into an agreement with Destination NSW (the owner and manager of Vivid Sydney).

If you are applying as a group of individuals, one member must be nominated to sign and manage the agreement for the event. Applicants must meet the following pre-requisites prior to submitting an Expression of Interest for Vivid Ideas 2022:

  • The applicant must be a registered business (hold an ABN, ACN or international equivalent)
  • The proposed event must not be a sales pitch or promotional tool for your business, products, or services
  • The event must take place in Sydney during the festival period - Friday 27 May – Saturday 18 June 2022
  • Event must be ready to announce as part of the Vivid Sydney Program Launch in March 2022 (exact date TBC), with event content provided to Vivid Sydney in late January 2022 for approval (date TBC)
  • The applicant must be prepared and able to enter into a contract with Destination NSW (Destination NSW owns, manages and produces the festival) for the duration of the event, which includes holding all relevant licenses, insurances and approvals
  • The event must be related to the creative industries, innovation or the technology industry
  • The applicant must hold or be willing to take out public liability insurance to the value of $20 million for the duration of their event
  • Applicants must ensure that all public liability purchased internationally is valid worldwide, preferably with the interests of Destination NSW noted.
What kinds of events are you seeking for Vivid Ideas?

Vivid Ideas boasts a prestigious and tightly curated program of cutting-edge talks and seminars, structured networking events, workshops, screenings, and immersive experiences. Events must be related to the creative industries, or technology sectors and must be able to take place in Sydney during the festival period - Friday 27 May – Saturday 18 June 2022. We are looking for propositions which aim to enlighten, inform, and challenge audiences and events that fuse artforms or present interesting ideas in unusual ways.

Sales / business pitches or strategic marketing events which do not align with the above are not the best fit for Vivid Ideas program.

Why should I apply?

Applicants can benefit from the following:

  • Inclusion in curated program of talks, discussions, conferences and immersive experiences as part of Australia’s largest and most successful public event.
  • Promotion to an audience of over 33,000 attendees – the festival reaches over 2 million people in total (*Vivid Sydney 2019)
  • Listing of your event on the Vivid Sydney website and inclusion in the Vivid Sydney digital marketing program.
  • Subsidised venue hire and production costs for events held at the Vivid Ideas Exchange
  • Networking events with other program participants

Further support, such as investment in the event, venue or talent may be possible subject to negotiations and conditions and considered on a case-by-case basis.

What is the Vivid Ideas Exchange?

The Vivid Ideas Exchange is Vivid Sydney’s owned and managed festival hub, held in a CBD venue. The venue can host a 200-seat seminar or 100-person workshop as well as screenings, networking events or other experiences. Events can be industry-facing or for general public audiences. The location for the Vivid Ideas Exchange will be announced in early 2022.

The venue comes equipped with all necessary staging and audio-visual equipment and production support staff to enable event owners to focus on what they do best – inspiring an audience! A pricing is available from 2-hour sessions up to a full day in the venue.

Most of the Vivid Ideas Exchange programming is held during business hours, with a limited number of evening sessions available. Unique propositions which showcase an ability to attract a broad general public audience will be considered for these slots. Please note there are additional charges for presenting evening sessions.

Space in this venue is competitive and reserved for propositions of a high standard. Events should aim to inform, inspire, enlighten and / or entertain audiences of various age groups and discuss new ideas, technologies, or ways of thinking.

What is a Third-Party Event?

Third-Party events are held in other venues in the city and surrounds. You may have access to your own event space or wish to present in a specific venue. You will be required to organise and self-produce the event, with Vivid Sydney supporting with inclusion in the festival program.

For events of up to 200 people, unless your proposition is specific to a particular site or venue, we advise applying to host your event as part of the Vivid Ideas Exchange.

Are there any costs? What does this cover?

There is no application cost to enter an Expression of Interest for Vivid Sydney, however fees apply once your event is accepted into the festival.

Session fees for the Vivid Ideas Exchange start from approximately $1,500 + GST for an allocated two-hour daytime slot, with packaged rates for longer sessions or full days. Fees include venue hire, audio-visual and staging equipment, furniture, stage management and technical operators. You will need to provide staffing to greet attendees, collect tickets and manage the session. Catering is to be arranged with the venue’s exclusive catering supplier at additional cost if required. Evening sessions are allocated at the exclusive discretion of Vivid Sydney and are highly competitive. Not-For-Profit organisations presenting events for their communities in the Vivid Ideas Exchange may be eligible for further subsidised fees at the discretion of Vivid Sydney.

Approved Third Party events will be charged a $400 + GST registration fee.

Does Vivid Sydney utilise a specific ticketing platform?

Destination NSW may enter into a relationship with a third-party ticketing agent with integration into the Vivid Sydney website. Events held in the Vivid Ideas Exchange will be required to utilise this platform for ticket sales or registrations.

How much should I charge for tickets?

Depending on the type of event and session time, tickets for Vivid Ideas events can range from free-of-charge up to $100+. For a standard 1-2hr panel discussion we suggest keeping price as low as possible (under $25).

Is there funding available that I can apply for?

At the discretion of Vivid Sydney, some large-scale events may be developed via co-investment on a shared-return model. Budget is not specifically allocated for grants or investment in externally produced events; however, you may list your budget requirements in your application form for us to discuss.

Not-For-Profit organisations presenting events for their communities may be eligible for further subsidised fees in the Vivid Ideas Exchange at the discretion of Vivid Sydney.

Can I engage a sponsor for my event?

Sponsors may be engaged for your event but must be approved by Destination NSW. Sponsors will only have rights and benefits to your event and will not be able to align themselves with the wider Vivid Ideas or Vivid Sydney program. There may be restrictions on sponsors in product categories including (but not limited to) alcohol, cause-related marketing, banking, and credit cards, automotive, technology (consumer and business), cleaning and hygiene, immigration, gambling and gaming, adult products or services and political groups or activities.

We are a brand looking to launch a product or align with Vivid Sydney. Should we complete this Expression of Interest?

This Expression of Interest does not cover brand activations or partnership proposals. We suggest contacting our Partnerships team to discuss your proposal.

How many events will be in the program?

The Vivid Ideas program changes from year to year based on the quality of event applications and other factors. The Vivid Ideas Exchange generally houses between 40-60 sessions each year over a 23-day period, including public and private events.

What happens once my event is accepted?

You will be required to enter a contract with Destination NSW outlining the requirements and responsibilities of both parties during the term. Contracts will be sent out in November 2021 and will be required to be finalised by mid-December 2021.

We require top-line event collateral (copy and images) for your event by end of January 2022 to be proofed and approved for the festival launch in mid-March 2022 (TBC). Event collateral will be collected via an online form along with additional event information. Submitted event copy will be edited or re-written by our internal copywriter for consistency across the website. We also require all speaker profiles and head shots to be uploaded to our online system once they are confirmed, to assist with marketing your event.

You agree that you will not announce your event prior to the Vivid Sydney media launch in mid-March 2022 (date TBC). An information session and networking event will be held at Destination NSW offices before the end of 2021 to meet with event owners and introduce them to the festival.

I am a speaker; can I apply to be booked to speak at an event?

The Expression of Interest is for creatives, professionals or organisations who can manage and host their own event in the Vivid Ideas program. If you are a speaker who is interested in hosting an event in which you may speak, we advise applying to be part of the Vivid Ideas Exchange program - however we expect proposals to include either a panel of speakers and/or a topic that is of specific interest

Please note we are not looking for book launches or business-generating events unless they align with the above curatorial directives.

Are you looking for performers / performance groups?

If your proposition is an immersive, technology-led experience which you can self-produce, we would love to hear about it. However, we are not looking for street performers or corporate entertainers for the Vivid Ideas program and do not book performers for specific events via the Expression of Interest.

If you are a musician who is looking to self-produce an exclusive event, we suggest applying as part of the Vivid Music program.

I have a theatre production; can I apply to be part of the Vivid Ideas program?

We may be interested in site-specific immersive performance work if it is technology led or presents a new way of experiencing performance. However, we are not looking for presentations of theatre works.

What is the Review Process?

Applications will be assessed and shortlisted for inclusion in the Vivid Ideas program by the Vivid Sydney Curatorial Panel, see all Key dates.

Please keep a copy of all submitted material, as this cannot be returned by Vivid Sydney.

The decisions of the Vivid Sydney curatorial panel are final, and no feedback can be given on individual applications.

I am in International / Interstate applicant. Are any costs for travel able to Be Covered?

Applicants must ensure that any personal costs associated with their application are included in their proposed artist fee and it is covered in the cost of presenting the event.

How Will Covid-19 affect Vivid Sydney?

Destination NSW is working closely with the NSW Government and NSW Health to monitor the situation and will provide updates as they are relative to the applicant.

Where can I find the latest information regarding Vivid Sydney?

For updates and important information on Vivid Sydney we recommend signing up to 'My Vivid' on https://www.vividsydney.com/user/register

We recommend monitoring www.vividsydney.com and Vivid Sydney social media channels.

This Expression of Interest process is not applicable for industry or corporate hospitality events, brand activations or product launches. Please contact the Vivid Sydney team if you would like to discuss opportunities to align your brand with the festival.

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