VIVID SYDNEY 2021 LOCAL BUSINESS PROGRAM APPLICATIONS – TERMS & CONDITIONS

Overview

Vivid Sydney will be held on 6 – 28 August 2021 and is a celebration of creativity, innovation and technology that transforms the Sydney CBD in winter through Light, Music and Ideas (the Festival). 

The Festival features mesmerising art displays and large-scale 3D projections from local and international artists, an eclectic line-up of musical performers and thought provoking talks from some of the world’s greatest minds.

Vivid Sydney is owned and managed by Destination NSW, the NSW Government’s tourism and major events agency. 

The Vivid Sydney 2021 Light Walk footprint will be present in the following key locations in Sydney CBD: Circular Quay, The Rocks, Barangaroo and Darling Harbour.

Application

Destination NSW is seeking applications from local businesses near the Vivid Light Walk footprint to dress their shopfronts with Vivid Sydney assets and promote exclusive experiences, offers, packages, tours or menus online as part of the Vivid Sydney 2021 Local Business Program.

Local businesses may include:

  • Restaurants, bars or cafes
  • Retailers
  • Museums, galleries, entertainers or public venues
  • Hotels and accommodation providers
  • Tour providers and local attraction managers

 

Tiers of Activity

Businesses may submit an application for consideration to be part of the Vivid Sydney 2021 Local Business Program in one of three tiers. They are:

 

Tier 1

Tier 1 is for local businesses located within a 1km radius of the Vivid Sydney 2021 Light Walk footprint outlined in the Overview that will be running a unique, Vivid-inspired experience, offering or menu that is exclusive to and available during the Festival and wish to promote it to the Vivid Sydney audience.

Experiences, offerings or menus may include, but are not limited to:

  • Culinary experiences and curated, creative or collaborative menus
  • Guided tours, transport services and experiences
  • Travel and accommodation packages
  • Immersive experiences
  • Special in-store offers or discounts
  • Other unique offerings

 

Successful Tier 1 Applicants will receive 1x complimentary high quality, transparent circular LED Display Screen (1 metre diameter in size) on adjustable base plate stand which is pre-programmed with Vivid Sydney video content that also promotes the fact an exclusive Vivid Sydney offer is available in their space during the Festival.

Successful Tier 1 Applicants will have their temporary LED Display Screen professionally delivered and installed by Destination NSW between 19 July 2021 – 5 August 2021, and deinstalled between 30 August 2021 – 10 September 2021. Applicants are to advise preferred dates and times for installation and deinstallation, and Destination NSW will confirm availability.  The LED Display Screen is owned by Destination NSW. If damage occurs to the screen, the Applicants must reimburse Destination NSW for repair or replacement costs.

Successful Tier 1 Applicants are responsible for the safety and power supply to the LED Display Screen including costs.

Successful Tier 1 Applicants are required to enter into an agreement about temporary usage of the supplied LED display screen with Destination NSW which will be issued electronically once the successful applicant is notified by 5.00pm AEST on 2 July 2021. The signed contract is due by 5.00pm on 8 July 2021.

Tier 1 Applicants must have a valid Australian Tourism Data Warehouse (ATDW) listing via Destination NSW’s Get Connected Program.

Businesses without a listing can visit www.destinationnsw.com.au/getconnected to sign up. Please note that it can take up to 5 days for a listing to be approved once it has been created.

Successful Tier 1 Applicants will be required to update their ATDW listing with their approved Vivid Sydney 2021 exclusive experience, offering or menu details, imagery and website link by 5.00pm AEST on 9 July 2021.

Successful Tier 1 Applicants agree to have their Vivid Sydney 2021 exclusive experience, menu or offering promoted online through the Vivid Sydney website and marketing channels, subject to Vivid Sydney discretion.

Successful Tier 1 Applicants will receive an official Vivid Sydney 2021 digital toolkit with assets, content and guidelines for usage on owned channels. Guidelines contained in this digital toolkit must be adhered to.

 

Tier 2

Tier 2 is for local businesses within a 2km radius of the Vivid Sydney 2021 Light Walk footprint outlined in the Overview that will be operating business-as-usual (no exclusive experiences, offerings, tours or menus) during the Festival, but wish to display Vivid Sydney 2021 assets in their spaces.

Successful Tier 2 Applicants will receive complimentary Vivid Sydney window decals tailored to the business / retail space’ shopfront window size and set of A2 posters for temporary display during Vivid Sydney. Applicants are to advise details of shopfront (size of window panels, number of panels, decal colour preference and external or internal window application preference). Destination NSW will consider and recommend a suitable window decal package size for successful Tier 2 Applicants.

Successful Tier 2 Applicants will have their temporary window decals and A2 posters professionally delivered and installed by Destination NSW between 19 July 2021 – 5 August 2021, and deinstalled between 30 August 2021 – 10 September 2021. Applicants are to advise preferred dates and times for installation and deinstallation, and Destination NSW will confirm availability.

Successful Tier 2 Applicants will receive an official Vivid Sydney 2021 digital toolkit with assets, content and guidelines for usage on owned channels. Guidelines contained in this digital toolkit must be adhered to.

 

Tier 3

Tier 3 is for local businesses, particularly tour and experience providers, that do not have a suitable retail space within the Vivid Sydney 2021 Light Walk footprint to display assets in but will be running a unique, Vivid-inspired experience, tour or offering that is exclusive to and available during the Festival and wish to promote it to the Vivid Sydney audience.

Tours, experiences or offerings may include, but are not limited to:

  • Guided tours
  • Transport services and experiences
  • Travel packages
  • Other unique offerings

 

Successful Tier 3 Applicants will not receive any Vivid Sydney 2021 assets for display in shopfront.

Tier 3 Applicants must have a valid Australian Tourism Data Warehouse (ATDW) listing via Destination NSW’s Get Connected Program. Business' without a listing can visit www.destinationnsw.com.au/getconnected to sign up. Please note that it can take up to 5 days for a listing to be approved once it has been created.

Successful Tier 3 Applicants will be required to update their ATDW listing with their approved Vivid Sydney 2021 exclusive experience, offering or menu details, imagery and website link by 5.00pm AEST on 9 July 2021.

Successful Tier 3 Applicants agree to have their Vivid Sydney 2021 exclusive experience, tour or offering promoted online through the Vivid Sydney website and marketing channels, subject to Vivid Sydney discretion.

Successful Tier 3 Applicants will receive an official Vivid Sydney 2021 digital toolkit with assets, content and guidelines for usage on owned channels. Guidelines contained in this digital toolkit must be adhered to.

 

Eligibility

To be eligible for inclusion in Vivid Sydney 2021 Local Business Program, businesses must meet the following criteria:

  • Be a registered business and hold an Australian Business Number (ABN), Australian Company Number (ACN) or international equivalent
  • Ensure compliance with any and all Public Health Orders in force during the Festival dates.
  • Ensure that all activities take place in compliance with an approved COVID Safety Plan applicable to that experience, activity or host venue.
  • Comply with following criteria.

 

Each Application will be assessed by a Destination NSW panel based on the following criteria for each tier of activity:

  • Tier 1:
    • Business or retail space located within a 1km radius of the Vivid Sydney 2021 Light Walk footprint (The Rocks, Circular Quay, Barangaroo and Darling Harbour) and the Sydney CBD.
    • Quality of business’ proposed unique, Vivid-inspired experience, offering or menu that is exclusive to and available during the Festival.
    • Suitability of business or retail space to display in a highly visible location a 1 metre diameter circular transparent LED display on a supporting adjustable base stand to be provided, installed and deinstalled by Destination NSW.
    • Alignment of business operating hours with Vivid Sydney 2021 operating hours (6pm – 11pm nightly, from 6 August 2021 – 28 August 2021).
  • Tier 2:
    • Business or retail space located within a 2km radius of the Vivid Sydney 2021 Light Walk footprint (The Rocks, Circular Quay, Barangaroo and Darling Harbour) and the Sydney CBD.
    • Suitability of business or retail space to display in a highly visible area Vivid Sydney window decals and A2 posters to be provided, installed and deinstalled by Destination NSW.
    • Alignment of business operating hours with Vivid Sydney 2021 operating hours (6pm – 11pm nightly, from 6 August 2021 – 28 August 2021).
  • Tier 3:
    • Quality of business’ proposed unique, Vivid-inspired experience, tour or offering that is exclusive to and available during the Festival.

A limited amount of successful applicants per Tier will be selected as per below:

  • Tier 1 will be limited to 80 Successful Applicants.
  • Tier 2 will be limited to 400 Successful Applicants.
  • Tier 3 will be limited to 20 Successful Applicants.

 

Application Timeline

Applications will open on Tuesday 25 May 2021 and close on Monday 21 June 2021 at 10.00am (Sydney Time).

All Applications must be submitted using the form on the Vivid Sydney website – www.vividsydney.com/localbusiness. Applications received by email, post, printed delivered copies or fax will not be accepted.

Applicants may apply for more than one Tier option within their application. Applicants must submit one application per individual business.

Applicants must complete all sections of the application form and provide any supplementary documentation requested as part of the form. Destination NSW reserves the right to reject incomplete application forms and not move these any form of assessment.

On submission of the Application, applicants should see an acknowledgment message on their screen indicating that their Application has been received. If you do not see this notification of receipt, please contact Destination NSW via the website: www.vividsydney.com/info/contact-us

Applications must be received in full by the closing date and time advertised. Destination NSW does not accept late applications after the closing date, nor draft applications. All applicants are encouraged to thoroughly read these terms and conditions before beginning their application.

Applicants will be notified of their outcome via email by 5.00pm AEST on 2 July 2021.

 

Responsibilities and Deliverables:

Destination NSW is responsible for:

  • Assessment, approval and notification of Applications
  • Preparing and executing agreements
  • Production, installation and deinstallation of Vivid Sydney window display assets for Tier 1 and Tier 2
  • Approval of marketing assets developed by each local business partner that uses Vivid Sydney brand elements
  • Marketing and promotion of the broader Vivid Sydney Local Business Program

 

The Organiser (Tier 1 and Tier 3) will be responsible for:

  • Exclusive Experience / Offer Planning and Execution
  • Including all planning, production, staffing, budget management with respect to the experience or offer
  • Exclusive Experience / Offer Marketing 
  • Promotion and marketing of the Organiser’s exclusive experience, tour, offer or menu, including development of creative assets (Note: while offers accepted into the Local Business Program will be included in the marketing campaign, organisers are encouraged to undertake their own promotion using their usual channels. Vivid Sydney brand elements will be available for inclusion subject to compliance with the Vivid Sydney style guide.)
  • Destination NSW must approve all artwork using the Vivid Sydney brand elements.
  • Prompt delivery of marketing assets to Destination NSW (including ATDW listing with description, imagery and info links for the approved Vivid Sydney exclusive experience, offer, tour or menu) per the Key Timelines in this Terms and Conditions
  • Exclusive experiences or offers for Tier 1 or Tier 3 must be available from the Local Business Program live marketing campaign date in the Key Timelines in these Terms and Conditions.  

 

Key Timelines:

25 May 2021

2021 Applications open

21 June 2021

Applications close

22 June – 25 June 2021

Applications reviewed and shortlisted

28 June - 2 July 2021

Successful applicants notified and Tier 1 contracts issued

8 July 2021

Signed Tier 1 contracts due

9 July 2021

Final ATDW listings for Tier 1 and Tier 3 due

19 July – 5 August 2021 

Tier 1 and Tier 2 installation window

19 July 2021

Local Business Program marketing campaign live

6 August – 28 August 2021

Vivid Sydney 2021 dates

30 August 2021 – 10 September 2021

Tier 1 and Tier 2 deinstallation window

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

General Terms & Conditions:

By submitting an application, the applicant acknowledges that:

  • Terms and conditions have been read before submitting an application.
  • The applicant is responsible for any costs incurred or in any way associated with the preparation and submission of an application.
  • Access to venue for installation and dismantle
  • Applicants may apply for more than one tier option.
  • Submitting an application does not automatically grant the applicant acceptance into the Vivid Sydney Local Business Program.
  • Previous support from Destination NSW is no guarantee that an application will be accepted. 
  • Destination NSW reserves the right to accept or decline any application.
  • Applications submitted after the published closing date will not be accepted.
  • Destination NSW reserves the right to amend these terms and conditions from time to time, with any changes to be advised.
  • The applicant agrees to allow Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography and film companies, and tourism third-parties, to film and photograph their venue, event or content and use any images and footage without the need for credit and/or further approval. Use is given on the following basis — royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity.

 

Confidentiality:

  • Information provided in this Application or imparted to any business owner as part of the application process must only be used for the purpose of preparing and submitting an Application response. Receipt of this document implies acceptance of this condition.
  • Information supplied by an Organiser will not be treated as commercially sensitive or confidential unless specifically requested. Information received by Destination NSW may be subject to disclosure to the public under the Government Information (Public Access) Act 2009 and regulations unless it has been provided in confidence, relates to commercially sensitive information or falls within an exemption from disclosure under that act.

 

Information and Enquiries:

Please refer to the Frequently Asked Questions (FAQ) on the Vivid Sydney website. The FAQ will be updated from time to time.

If your question is not answered by the FAQ, please contact Destination NSW on the Contact Us page of the Vivid Sydney website at www.vividsydney.com/info/contact-us

Applications are received pursuant to Destination NSW Privacy Policy and acceptance of these terms and conditions. Destination NSW’s Privacy Policy is available on https://www.destinationnsw.com.au/privacy-policy.

You can opt out at anytime following the process in Destination NSW Privacy Policy.