Important Dates & Information

You need to stay aware of important milestones, dates and critical information, to ensure the successful delivery of your Activation/Installation/Program/Event during Vivid Sydney. To assist you in accessing this information, we have categorised the important dates and critical information by Pillar below.

Please take the time to carefully read both the Vivid Sydney and relevant Pillar sections below, making note of any upcoming deadlines, milestones or dates that may require your attention or action.

Whilst the Vivid Sydney Team will maintain regular contact with all Artists/Event Owner’s throughout the event lifecycle, you are expected to have read and understood the information contained below.

 

Important Dates / Milestones

Date/s

Item/Task

14 February 2018

Vivid Sydney Website Guidelines available on the Resource Centre, within the Artist/Event Owner Portal.

6 March 2018

Vivid Sydney website content lockdown commences. No further changes to Vivid Sydney webpages will be accepted after this time.

20 March 2018

Vivid Sydney 2018 Media Launch.

Please note, your inclusion and all program details are under strict embargo until the conclusion of the Vivid Sydney Media Launch.

23 March 2018

Vivid Sydney website content lockdown concludes.

Artists/Event Owners are able to make updates to Vivid Sydney webpages as required.

25 March 2018

Vivid Sydney printed Lift Out Guide is released across both Australia and New Zealand.

25 March 2018

Mandatory website information check completed by all Artists/Event Owners.

Following this date, all information on the Vivid Sydney website will be downloaded and used to create the Vivid Music and Vivid Ideas Program Guides.

26 March 2018

Artist/Event Owner content deadline for proposed contributor’s information due to DNSW

22 May - 24 May 2018

Vivid Sydney 2018 Media previews take place.

25 May - 16 June 2018

Vivid Sydney 2018 Event period.

Please note: all dates indicated above are subject to change at the discretion of Destination NSW. Artists /Event Owners should check this page regularly to ensure you are aware of any changes to the key dates/milestones for Vivid Sydney.Important Information

Important Information

Contributor Requirements and Restrictions

To assist in covering the costs, and/or securing the resources and materials required to successfully deliver your Activation/Installation/Program/Event at Vivid Sydney you, like many Artists/Event Owners, may have or be seeking support from third party organisations.

Vivid Sydney supports Artists/Event Owners in this process, by offering limited marketing rights and benefits to third party organisations that offer support in the delivery of your Activation/Installation/Program/Event. Such arrangements will be recognized for their support as a Vivid Light, Vivid Music or Vivid Ideas Contributor.

When approaching potential Contributors it is important to note that there are certain requirements and restrictions that apply:

  1. Artists/Event Owners are responsible for engaging and managing Contributors directly to support their Activation/Installation/Program/Event. You must provide details of your proposed Contributors by completing the Event Requirements Survey provided by Destination NSW. 
  2. Destination NSW will review, and reserves the right of approval of your proposed Contributors. This process must be completed prior to any Artists/ Event Owners entering into a formal agreement with the proposed Contributor.

Destination NSW has provided guidelines on the Contributor restrictions (outlined below). You must take these restrictions into consideration before submitting proposed Contributors for review and consideration by Destination NSW.

Vivid Sydney reserves the right to review all proposed Contributors and approve them, or otherwise at its sole discretion.

Vivid Light, Music and/or Ideas Contributor Restrictions

The Vivid Light, Vivid Music and/or Vivid Ideas Contributor category does not permit the Contributor to:

  1. Be awarded naming rights of either the Vivid Sydney Event or the Vivid Light Activation/Installation, Vivid Music Program/Event or Vivid Ideas Program/Event.
  2. Undertake general marketing and promotion of their involvement as part of the whole of Vivid Sydney, except directly in relation to the approved Activation/Installation/Program/Event.
  3. Undertake any unapproved messaging, including social media or Personal Relation (PR) activities, or issue any media releases relating to Vivid Sydney, except in direct reference to the approved Activation/Installation/Program/Event, and subject to the prior review and written approval of Destination NSW.
  4. Undertake any form of market research on the Vivid Sydney Event footprint without prior pre-approval and under the operational control of Destination NSW.

If the proposed Contributor is associated directly with the following quarantined categories, further conditions and review may apply:

  • Credit Cards and banking
  • Automotive
  • Telecommunications
  • Online travel booking services, airlines or accommodation
  • Photography and photography equipment (both professional and amateur)
  • Destination/Marketing organisations, including Regional Tourism organisations and third-party tourism websites
  • State Tourism organisations
  • Cause related marketing organisations

If the proposed Contributor is associated (either directly or closely linked) with the following restricted categories, sponsorship will not be approved by Destination NSW:

  • Adult/sexual products and services
  • Gaming and gambling activities
  • Tobacco
  • Cleaning, hygiene and personal care products
  • Alcohol products
  • Weapons and violence related products
  • Immigration.

Please note, due to space limitations on Vivid Sydney marketing material and collateral, each Activation/Installation/Program/Event may have a maximum of ten (10) Contributors that receive acknowledgement. Should you engage more than ten (10) Contributors to support the delivery of your Activation/Installation/Program/Event, only the top ten (10) contributing organisations as determined by Artists/ Event Owners will be acknowledged on Vivid Sydney marketing material and collateral (e.g. Vivid Sydney Wayfinders/Lightboxes).

Please note, organisations cannot be both a Contributor and Collaborator on your Activation/Installation/Program/Event. With this in mind, please select the best category for each organisation associated with your piece.

If any of your proposed Contributors are separately in a Vivid Sydney Commercial Partnership with Destination NSW, the organisation will be acknowledged with the relevant logo placement under the Vivid Sydney Commercial Partnership section, and will not be provided with a second logo under the Contributor section for your Activation/Installation/Program/Event.

The Vivid Sydney Event Requirements Survey (issued to all Artists/Event Owners in February) requires you to provide key details on all proposed Contributors. This information will be used by Destination NSW to acknowledge the support of these organistaions across various marketing material and collateral.

Specifically, you will need to supply the following information for each proposed Contributor:

  1. The Contributor’s registered business name
  2. The Contributor’s trading name (as required)
  3. The Contributor’s Australian Business Number (or international equivalent)
  4. The Contributor’s primary contact details
  5. The Contributor’s category (list provided by Destination NSW)
  6. The Contributor’s business logo (in .eps vector file format)
  7. Identification of the value contributed and/or goods/services provided as value in kind.

It is vital that the above material is provided accurately, and in the required file formats, types and sizes before the indicated deadline of Monday 26 March 2018. Changes to Contributor information after this date will not be accepted, and Contributors secured after this date will not appear on Vivid Sydney’s marketing material and collateral.

Important Dates / Milestones

Date/s

Item/Task/Milestone

29 January – 12 February 2018

Artist Agreements issued to all successful proponents.

5 February 2018

Proposed Activation/Installation locations advised. 

5 February – 24 February 2018

Vivid Sydney conduct site visits of proposed locations with Artists.

14 February 2018

Access to the Vivid Sydney Copy Management System open. All Artists are required to review/edit their Activation/Installation copy prior to 5 February 2018.

Instructions on how to access this system will be provided closer to the date.

14 February 2018

Vivid Sydney Event Requirements Survey distributed to all Artists. 

14 February 2018

Vivid Sydney website guidelines available on the Resource Centre, within the Artist/Event Owner Portal.

15 February 2018

Deadline for Activation/Installation build timeline to be submitted by all Artists through the Vivid Sydney Event Requirements Survey.

21 February 2018

Initial submission of Vivid Sydney Event Requirement Survey completed by all Artists.

21 February – 2 March 2018

Access to the Vivid Sydney website open.

All Artists are required to review their proposed Activation/Installation webpages prior to 2 March 2018.

Instructions on how to access this system will be provided closer to the date.

28 February 2018

Second review and update of the Vivid Sydney Event Requirements Survey completed by all Artists.

23 February 2018

Design/Build progress update required by all Artists.

This includes uploading photos, videos, plans, drawings and other supporting material to your Artist/Event Owner for review by the Vivid Sydney Team.

2 March 2018

Deadline for Engineering Design Certificate to be submitted through the Vivid Sydney Event Requirements Survey.

6 March 2018

Vivid Sydney website content lockdown commences.

No further changes to Vivid Sydney webpages will be accepted after this time.

20 March 2018

Vivid Sydney 2018 Media Launch.

Please note, your inclusion and all program details are under strict embargo until the conclusion of the Vivid Sydney Media Launch.

23 March 2018

Third review and update of the Vivid Sydney Event Requirements Survey completed by all Artists.

Please Note: Artist, Contributor and Collaborator details, logos and content must be finalised in this revision to ensure thecontent is available to the Vivid Sydney Team ahead of the content deadline for Vivid Sydney Lightboxes on 26 March 2018.

23 March 2018

Vivid Sydney website content lockdown concludes

Artists/Event Owners are able to make updates to Vivid Sydney webpages as required.

25 March 2018

Vivid Sydney printed Lift-Out Guide is released across both Australia and New Zealand.

25 March 2018

Mandatory website information check completed by all Artists /Event Owners.

 

Following this date, all information on the Vivid Sydney website will be downloaded and used to create the Vivid Music and Vivid Ideas Program Guides.

26 March 2018

Vivid Sydney Team content deadline for Vivid Sydney Lightboxes

26 March 2018

Artist/Event Owner content deadline for proposed contributor’s information due to DNSW

29 March 2018

Design/Build progress update required by all Artists.

This includes uploading photos, videos, plans, drawings and other supporting material to your Artist/Event Owner for review by the Vivid Sydney Team.

20 April 2018

Final review and update of the Vivid Sydney Event Requirements Survey completed by all Artists.

2 April – 13 April 2018

Vivid Sydney Artist studio visits occur.

23 April 2018 (TBC)

Vivid Sydney Artist Induction Day. 

30 April 2018

Deadline for delivery of all final Risk Assessments, Safe Work Method Statements, Engineering Design Certificates, Standard Operating Procedures, Insurance Certification, Bump in times & requirements and any other critical activation documentation to AGB Events.

19 May – 24 May 2018 (TBC)

Vivid Sydney 2018 Bump in period.

21 May – 23 May 2018

As-Built Engineering Inspection to be completed, with relevant certification issued to AGB Events. 

22 May - 24 May 2018

Vivid Sydney 2018 Media previews take place. 

25 May - 16 June 2018

Vivid Sydney 2018 Event period.

17 June – 20 June 2018

Vivid Sydney 2018 Bump out period.

Please note: all dates indicated above are subject to change at the discretion of Destination NSW. Artists /Event Owners should check this page regularly to ensure you are aware of any changes to the key dates/milestones for Vivid Sydney.

Important Dates / Milestones

Date/s

Item/Task/Milestone

29 January – 12 February 2018

Event Agreements issued to all successful proponents. 

14 February 2018

Access to the Vivid Sydney Copy Management System open. All Event Owners are required to review/edit their Program/Event copy prior to 5 February 2018.

Instructions on how to access this system will be provided closer to the date.

14 February 2018

Vivid Sydney Event Requirements Survey distributed to all Event Owners. 

14 February 2018

Vivid Sydney website guidelines available on the Resource Centre, within the Artist/Event Owner Portal.

TBC

Vivid Music Event Owners briefing session held at Destination NSW.

21 February 2018

Initial submission of Vivid Sydney Event Requirement Survey completed by all Event Owners.

21 February – 2 March 2018

Access to the Vivid Sydney website open.

All Event Owners are required to review their proposed Program/Event webpages before 2 March 2018.

Instructions on how to access this system will be provided closer to the date.

28 February 2018

Second review and update of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

6 March 2018 

Vivid Sydney website content lockdown commences.

No further changes to Vivid Sydney webpages will be accepted after this time.

20 March 2018

Vivid Sydney 2018 Media Launch.

Please note, your inclusion and all program details are under strict embargo until the conclusion of the Vivid

23 March 2018

Third review and update of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

Please Note: Event Owners, Artist/Performer and, Contributor and Collaborator details, logos and content must be finalised in this revision round to ensure this content is available to the Vivid Sydney Team ahead of the content deadlines for the Vivid Sydney Website.

23 March 2018

Vivid Sydney website content lockdown concludes

Event Owners are able to make updates to Vivid Sydney webpages as required.

25 March 2018 

Vivid Sydney printed Lift-Out Guide is released across both Australia and New Zealand.

25 March 2018 

Mandatory website information check completed by all Event Owners. 

Following this date, all information on the Vivid Sydney website will be downloaded and used to create the Vivid Music and Vivid Ideas Program Guides.

25 March 2018

Content deadline for Vivid Music Program Guide.

Following this date, all information on the Vivid Sydney website will be downloaded and used to create the Vivid Music Program Guides.

26 March 2018

Artist/Event Owner content deadline for proposed contributor’s information due to DNSW

20 April 2018

Final review and updating of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

7 May 2018

Vivid Music Program guides in market.

22 May - 24 May 2018

Vivid Sydney 2018 Media previews take place. 

25 May - 16 June 2018

Vivid Sydney 2018 Event period.

TBC

Post event surveys and performance reporting requirements due.

Post event surveys will be issued by Destination NSW’s Program Performance and Assessment Team closer to the event. 

Please note: all dates indicated above are subject to change at the discretion of Destination NSW. Artists /Event Owners should check this page regularly to ensure you are aware of any changes to the key dates/milestones for Vivid Sydney.

Important Dates / Milestones

Date/s

Item/Task/Milestone

29 January – 12 February 2018

Event Agreements issued to all successful proponents. 

14 February 2018

Access to the Vivid Sydney Copy Management System open. All Event Owners are required to review/edit their Program/Event copy prior to 5 February 2018.

Instructions on how to access this system will be provided closer to the date.

14 February 2018

Vivid Sydney Website Guidelines available on the Resource Centre, within the Artist/Event Owner Portal.

14 February 2018

Vivid Sydney Event Requirements Survey distributed to all Event Owners. 

TBC

Vivid Ideas Event Owner briefing session held at Destination NSW.

21 February – 2 March 2018

Access to the Vivid Sydney website open.

All Event Owners are required to review their proposed Program/Event webpages prior to 2 March 2018.

Instructions on how to access this system will be provided closer to the date.

21 February 2018

Initial submission of Vivid Sydney Event Requirement Survey completed by all Event Owners.

28 February 2018

Second review and update of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

6 March 2018 

Vivid Sydney website content lockdown commences.

No further changes to Vivid Sydney webpages will be accepted after this time.

20 March 2018

Vivid Sydney 2018 Media Launch.

Please note, your inclusion and all program details are under strict embargo until the conclusion of the Vivid Sydney Media Launch.

23 March 2018

Third review and update of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

Please Note: Event Owners, Speaker, Contributor and Collaborator details, logos and content must be finalised in this revision round to ensure this content is available to the Vivid Sydney Team ahead of the content deadlines for the Vivid Sydney Website.

23 March 2018 

Vivid Sydney website content lockdown concludes

Event Owners are able to make updates to Vivid Sydney webpages as required.

25 March 2018 

Vivid Sydney printed Lift-Out Guide is released across both Australia and New Zealand.

25 March 2018 

Mandatory website information check completed by all Event Owners. 

Following this date, all information on the Vivid Sydney Website will be downloaded and used to create the Vivid Ideas Program Guides. 

25 March 2018

Content deadline for Vivid Ideas Program Guide.

Following this date, all information on the Vivid Sydney website will be downloaded and used to create the Vivid Ideas Program Guides.

26 March 2018

Artist/Event Owner content deadline for proposed contributor’s information due to DNSW

20 April 2018

Final review and updating of the Vivid Sydney Event Requirements Survey completed by all Event Owners.

7 May 2018

Vivid Ideas Program guide in market.

25 May - 16 June 2018

Vivid Sydney 2018 Event period.

TBC

Post event surveys and performance reporting requirements due.

Post event surveys will be issued by Destination NSW’s Program Performance and Assessment Team closer to the event. 

Please note: all dates indicated above are subject to change at the discretion of Destination NSW. Artists /Event Owners should check this page regularly to ensure you are aware of any changes to the key dates/milestones for Vivid Sydney.