Toolkit

Vivid Sydney 2018

Expression of interest - Vivid Ideas

Vivid Sydney: Light, Music and Ideas

Vivid Sydney, is the world’s largest annual festival of creativity and innovation. It features an outdoor ‘gallery’ of extraordinary lighting sculptures and projections, a cutting-edge contemporary music program, and some of the world’s most important creative industry forums. Positioning Sydney as the creative hub of the Asia-Pacific region, Vivid Sydney delivers both innovative live entertainment and creative inspiration on a grand scale.

In 2018 Vivid Sydney will celebrate its tenth anniversary and will take place over 23 days from 25 May to 16 June 2018.

Vivid Sydney comprises three programs:

Vivid Light – transforms large parts of Sydney’s built environment with light sculptures and large-scale architectural projections onto iconic buildings and structures.

Vivid Music – offers an extensive program of performance, multi-genre musical collaborations, the best in contemporary and experimental music at venues across Sydney, and includes the Vivid X|CELERATE program devoted to celebrating Sydney’s blossoming musical talent by awarding grants and marketing support to venues, artists, and promoters with good ideas.

Vivid Ideas – offers a rich and diverse flow of ideas and multi-disciplinary discussions to support the development of Sydney’s creative sector.

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


Vivid Ideas celebrates and champions creativity and innovation; connecting audiences and creative professionals with world-class creators, makers and thinkers, to share cutting-edge insights, market and industry updates, and build the tools and skills for the future. It is rapidly growing and has established itself as a leading creative industries event worldwide.

Vivid Ideas brings together the conversations, conventions and big announcements for the creative sector in one place and time in Sydney. It continues to grow at an exponential rate, and has the potential to soon be the world’s most significant creative industries festival.

Program Benefits

Being a part of the Vivid Ideas Program offers a great number of benefits, including:

  • Alignment with Australia’s largest, most successful public Event – Vivid Sydney
  • Cross-promotion amongst a schedule of high-quality creative industries events and live performances which in 2017 reached an audience of over 42,000 attendees
  • Marketing support for your event through integration with the wider Vivid Sydney program and marketing campaign. This includes listing of the event on the Vivid Sydney website, and potential inclusion in Vivid Sydney printed collateral and social media campaigns.

Further support, such as investment in the event, venue or talent, may be possible, subject to negotiations and conditions.

It is important to note that inclusion in the Vivid Ideas program is not a guarantee of success. As an Event Owner, you will be expected to invest in your own event, including funding great content, and marketing and promoting the event to ensure it stands out within the Vivid Sydney Program, and reaches your potential audience.

For your proposal to be successful you will need to have a clear understanding of the event and the target audience. Each submission category requires you to submit a marketing and communications plan which clearly outlines how you will market and promote the event.

You will also be required to supply staff to run the event, and depending on the nature of the event you may be required to provide Risk Management and Safety Plans. 


This Expression of Interest outlines opportunities for creative industry practitioners, individuals, organisations, business and educational institutions to submit events for inclusion in the Vivid Ideas 2018 program.

Events must be related to the creative industries (either serving a creative sector audience or connecting the sector with the broader economy) and must take place in Sydney during the Vivid Sydney season, from 25 May to 16 June 2018.

We are particularly interested in supporting events which ignite a national conversation, bring professional practitioners to Sydney for training and development, and which actively build networks throughout the Asia-Pacific region.

Vivid Ideas is focused on professional and market development events for the creative industries. While we are interested in hearing about events that showcase industry-leading innovation, discuss new ideas and cutting-edge technologies and connect audiences, businesses and practitioners with leading thinkers and creators within the lighting and music sectors, we do not present music performances or light installations in our program. If you are interested in submitting a light installation or live music performance for consideration as part of Vivid Sydney 2018, please visit www.vividsydney.com/eoi2018 for the Vivid Light and Vivid Music Expression of Interest process.

There are three entry categories covered under this Vivid Ideas Expression of Interest:

This category provides an opportunity for stand-alone, large-scale public events and major conferences presented by creative industries organisations and businesses, either as independent events or as co-productions with Vivid Sydney. At the discretion of Vivid Sydney, these events may be developed as a co-investment on a shared-return model.

Speakers who are able to demonstrate their ability to self-produce an event in which they feature, or are part of the broader program/line-up, are also encouraged to submit an Expression of Interest under this category.

Successful events will be offered marketing support by the Vivid Sydney team, through integration with the wider Vivid Sydney program and marketing campaigns.  

The Expression of Interest Application Form for Creative Conferences and Public Events will require proponents to provide:

  1. Programing details on your proposed event, including event background, description, intention, and identification of which Creative Industries Sector your event aligns with
  2. Details on your proposed speakers/presenters, including biographies and/or examples of previous work
  3. Proposed event details including event dates, times, name, ticket prices, ticketing agent and up to 4 high-quality images that can be used to market and promote your event
  4. Details on your organisation, including your experience in programing and presenting innovative and creative events
  5. Event marketing and communications plan
  6. A copy of your Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within your venue and event

The above material will be evaluated using the selection criteria available at link.

Events for up to 200 people, produced by creative industries organisations and businesses, within the DNSW-subsidised venue at the Museum of Contemporary Art Australia (MCA). Professional production services, and close collaboration with the Vivid Sydney Curatorial team on content and positioning, ensures a high standard of professionalism and program consistency, whilst serving as an incubation process to help grow sustainable events for future years.

Events hosted in the Vivid Ideas Exchange at the MCA, will be charged a fee of $1,500 + GST per allocated time-slot.

The Expression of Interest Application Form for Vivid Ideas Exchange Events will require proponents to provide:

  1. Programing details on the proposed event, including event background, description, intention, and identification of which Creative Industries Sector your event aligns with
  2. Details on your proposed speakers/presenters, including biographies and/or examples of previous work
  3. Proposed event details (where available) including requested event dates, times, name, ticket prices, and up to 4 high-quality images that can be used to market and promote your event
  4. Details on your organisation, including your experience in programming and presenting innovative and creative events
  5. A copy of your marketing and communications plan, outlining how you plan to market and promote your event
  6. A copy of your Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within your venue and event.

The above material will be evaluated using the selection criteria available at link.

This category provides an opportunity for event-owners, producers and promoters to be involved in an industry-driven program positioned as part of Vivid Ideas. Hosted in other venues around the CBD, third-party events provide diversity and depth of content within each field, and are provided with marketing support by the Vivid Sydney team, though they are responsible for their own marketing, publicity, content, venue and production management costs.

Approved events will be charged a $150 registration fee, while also being offered marketing support by the Vivid Sydney team, through integration with the wider Vivid Sydney program and marketing campaigns. 

While these events are self-funded, they may however be funded in conjunction with (or by) a third-party sponsor. Please visit before approaching any potential third-party sponsors to ensure you comply with Vivid Sydney’s sponsorship guidelines and general terms and conditions.

The Expression of Interest Application Form for External Third Party Events will require proponents to provide:

  1. Programming details on the proposed event, including event background, description, intention, and identification of the Creative Industries Sector/s the event aligns with
  2. Details on the proposed speakers/presenters, including biographies and/or examples of previous work
  3. Proposed event details (where available), including event dates, times, name, ticket prices, ticketing agent and up to 4 high-quality images that can be used to market and promote the event
  4. Details on your organisation, including your experience in programming and presenting innovative and creative events
  5. A copy of marketing and communications plan, outlining how you plan to market and promote the event
  6. A copy of your Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within the venue and event.

The above material will be evaluated using the selection criteria available at link.

 


Closing Date

Expressions of Interest close at 5pm on Tuesday 7 November 2017 Australian Eastern Daylight Time.

Submission Requirements

You must complete the Vivid Ideas 2018 online application form and attach all relevant documentation and/or electronic files in the required file formats.

All applicants must meet the following pre-requisites prior to submitting an Expression of Interest for Vivid Ideas 2018:

  • The applicant must be a registered business (holding an ABN 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 Vivid Sydney season (Friday 25 May to Saturday 16 June 2018)
  • The applicant must be prepared and able to enter into a contract with Destination NSW for the duration of the event, which includes holding all relevant licenses, insurances and approvals
  • The event must be related to the creative industries (either serving the creative industries or connecting audiences and creative professionals with world-class creators, makers and thinkers).

Selection Criteria

All applications and supporting material will be assessed on the following criteria:

  • Creative and artistic merit, including demonstrated innovation in the creative industries sector
  • The potential for your event to offer audiences, a high-quality, thought-provoking, and informative experience
  • The potential for your event to contribute to professional development, network building, and knowledge exchange in the creative sector
  • Your demonstrated ability to finance, produce, market and present your event
  • The potential of your event to bring scale and diversity to the Vivid Ideas program
  • The potential and capacity of your event to bring audiences to Sydney
  • Your consideration and commitment to Vivid Sydney’s Access & Inclusion initiatives
  • Your demonstrated commitment and ability to embed sustainable practice within your business, event and/or practice.

Selection Review

Applications will be assessed and short-listed for inclusion in the Vivid Ideas Program by the Vivid Sydney Curatorial Team. Shortlisted applicants will be notified between 11 December  - 22 December 2017 and where necessary will be required to attend an interview with Destination NSW to discuss their submission and how best to position the proposed event as part of Vivid Sydney.

Please keep a copy of all submitted material, as this cannot be returned by Vivid Sydney. Please note, the decisions of the Vivid Sydney Curatorial Team are final and no discussion will be entered into regarding the outcome of your application.


2017

  • 7 November - EOI applications close at 5pm (AEDT).
  • 11 - 22 December - Short-listed applicants notified, followed by interviews.
  • 22 December - Unsuccessful applicants notified.

2018

  • 8 - 12 January - Successful applicants submit all confirmed event information, including Event Owner and contracting details.
  • January - Contractual agreement executed and returned to Destination NSW.
  • 25 January - Successful applicants submit final marketing material to Destination NSW.
    (e.g. high-resolution images, final event title and descriptions, ticketing link, venue details and speaker biographies).
  • Mid-March - Vivid Sydney Media Launch; Event on sale
  • 25 May - Vivid Sydney 2018 commences.
  • 16 June - Vivid Sydney 2018 concludes.

*Dates are subject to change at the discretion of Destination NSW.


A Vivid Ideas Contributor is an organisation or entity that provides assistance (cash and/or value-in-kind) to the applicant in support of their Expression of Interest and realisation of their event (if successful).

The applicant is responsible for engaging and managing contributors directly to support their application/event as required. However, the applicant must provide details of potential contributors as part of this Expression of Interest for review and approval by Destination NSW prior to entering into a formal agreement.

Destination NSW has provided guidelines on the Contributor Restrictions (outlined below) and these must be taken into consideration before submitting your Expression of Interest.

Potential Vivid Ideas Contributors can also be submitted for review and approval by Destination NSW after the approval of the submission.

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

Vivid Ideas Contributor Restrictions

The Vivid Ideas Contributor category does not permit the Vivid Ideas Contributor to:

  1. Be awarded naming rights of either the Vivid Sydney event or the Vivid Ideas event
  2. Undertake general marketing and promotion of their involvement as part of the whole of Vivid Sydney 2018, except directly in relation to the approved event
  3. Undertake any unapproved messaging, including social media or PR activities, or issue any media releases relating to Vivid Sydney 2018, except in direct reference to the approved event and subject to the prior review and written approval of Destination NSW.

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

  • Credit Cards
  • 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.

Access & Inclusion

Vivid Sydney maintains a dedicated Access & Inclusion program, to ensure that Australia’s largest event remained accessible to all. In line with the program, we encourage organisations to make their event accessible to all audiences.

Examples of Vivid Sydney's Access & Inclusion initiatives include managed accessible viewing areas, accessibility maps, accessible drop off & pick up zones, and pre-booked mini bus accessible parking on the Vivid Sydney Light Walk, Auslan interpreters at Vivid Ideas Game-Changer events, and dedicated Acces & Inclusin website pages and targeted newsletters.  

Full details on Vivid Sydney’s Access & Inclusion initiatives can be found at www.vividsydney.com/accessibility

Resource Efficiency

Destination NSW has partnered with the Banksia Foundation to measure and improve Vivid Sydney’s sustainability performance. This includes the use of GreenPower, alongside environmental sustainability initiatives including the use of efficient technologies, extensive promotion of the use of public transport, waste minimisation initiatives, and adherence to sustainability policies within Vivid Sydney precincts.

We encourage all venues and event producers to use electronic ticketing, and to further explore sustainable practice and environmental management solutions and technology within the Vivid Ideas program.

If your event is successful in being selected, you will be required to contribute to Vivid Sydney’s commitment to environmental sustainability. Specifically you will be required to:

  1. Carry out your work so as to minimise the environmental impact of your event
  2. Work with Destination NSW to enhance and improve Vivid Sydney’s over-arching sustainability expectations, policies, procedures, statements and practices
  3. Where requested by Destination NSW provide reliable and relevant environmental data relating to your event; such as energy and water consumption, waste generation, transport and travel emissions, catering and consumables, and marketing and print materials
  4. At the request of Destination NSW, provide a copy of any environmental data collected for use in environmental sustainability reporting and other public representations.  

Please complete the online application form available at www.vividsydney.com/node/add/eoi-2018-ideas and upload all requested supporting material in the requested file formats.

Please read the Terms and Conditions below prior to submitting your Expression of Interest for Vivid Sydney 2018. By submitting your Expression of Interest you agree to these Terms and Conditions.

Queries

Should you have any questions regarding the Vivid Sydney 2018 Expression of Interest process, please visit www.vividsydney.com/contact-us to get in touch with the Vivid Sydney team.


Successful applicants are required to enter into an agreement with Destination NSW. The Applicant must be a registered business and hold an ABN or international equivalent. The agreement will include, but is not limited to:

The Applicant grants Destination NSW permission to use the Event logo and name for promotional purposes. Destination NSW does not seek the ownership of intellectual property regarding the content of your Event.

An Applicant or contributor to the event (speakers or sponsors) must not engage in any media or public communications or publicity related to Vivid Sydney or their installation, activation or event, regardless of their application outcome, without the prior written consent of Vivid Sydney and Destination NSW. The Applicant must act in good faith and upon reasonable notice with respect to any promotion and publicity that Destination NSW or its PR/Media Agencies undertakes in connection with the Project Proposal as part of Vivid Sydney 2018 free of charge.

The Applicant must not release or promote their involvement in Vivid Ideas until the Official Media Launch managed by Destination NSW is complete (approximately March 2018). The Applicant agrees to work with Destination NSW and/or its PR/Media agencies with regard to promotion and publicity opportunities. All media releases must be approved in writing by Destination NSW before release.

Vivid Ideas Event Owners are required to provide, and update, the following content when requested:

  • A marketing and communications plan
  • Critical event information including event name, date, time, venue, ticketing agent, ticket prices, description, speaker details and format
  • A Minimum of 4 high-resolution event images suitable for the Vivid Sydney website (in the requested size and resolution)
  • High-resolution speaker head shots and bios (in the requested size and resolution)
  • Video footage
  • Event logo (in the requested format and resolution).

All marketing material must be approved in writing by Destination NSW before release.

As an event-owner you will be required to provide event data including cumulative and unique attendance, attendee postcodes, attendee breakdown and ticketing reports no later than 7 days post-event.

Vivid Ideas participants will be required to provide Destination NSW with a number of Event tickets, as agreed between Destination NSW and the applicant.

If your submission is approved, the organisation which is contracted to deliver the event must take out and maintain, on its own behalf, a minimum of $20 million public liability insurance cover with a reputable insurance company for the period of the contract. You will be required to provide confirmation of such cover to Destination NSW upon signing the contract.

Submitting an application under this Expression of Interest does not automatically grant the applicant acceptance into the Vivid Sydney program.

Any content, footage, information, biographies and photos provided or produced by you in connection with Vivid Sydney will be used by Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors and tourism third parties for marketing and promotional use.

You also grant the right for Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors and tourism third parties to edit any content, footage, information, biographies and photos, without further approval, for marketing and promotional use in line with the below use terms.

The Applicant acknowledges and 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 Event, content, installation 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. Such uses may include books, merchandise and films from which revenue and profit may be derived.

By submitting an application under this Expression of Interest you consent to, and grant permission for, Destination NSW to share your application with third parties for the purposes of review and assessment. By submitting an application you consent to this disclosure.

This document remains subject to change at the sole-discretion of Destination NSW, including but not limited to locations, dates and times.

Image Credits: Destination NSW – Vivid Sydney 2017.