Toolkit

Vivid Sydney 2018

Expression of interest - Vivid Music

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 Music showcases the diverse spectrum that exists within the local and global contemporary music scene, ranging from ‘cutting-edge’ emerging artists through to pioneering music legends. It brings live performance, conversations, creativity and innovation within the music sector together in one city during Vivid Sydney.

Vivid Music also celebrates and champions the individuals, companies and collectives that support the music industry through innovative and creative technology, product development, management and production.  

Program Benefits

Participating in the Vivid Music Program provides a number of benefits, including:

  • Alignment with Australia’s largest, most successful public Event – Vivid Sydney
  • Cross-promotion within a program of high-quality music industry events and live performances which in 2017 reached an audience of over 140,000 attendees
  • Marketing support for your event through integration with the wider Vivid Sydney program and marketing campaign. This includes listing of your event on the Vivid Sydney website, and potential inclusion in Vivid Sydney printed collateral and social media campaigns.

It is important to note that inclusion in the Vivid Music program is not a guarantee of success. As a venue or promoter, you will be expected to invest in your own event, including funding great content, and marketing and promoting your 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 your 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 your event.

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


This Expression of Interest invites out-of-the-box thinkers from all facets of the music industry, from music venues to producers, promoters, industry associations, software developers, innovators and disruptors to express their interest in being part of the Vivid Music 2018 program.

Events must be related to the music industries (either serving the music sector or in live performance) and must take place in Sydney during Vivid Sydney, from25 May to 16 June 2018.

Events that showcase industry-leading innovation, discuss new ideas and cutting-edge technologies, and connect audiences, businesses and practitioners with leading thinkers and creators, are valued as part of the Vivid Sydney program but are best positioned under the Vivid Ideas pillar. If your proposal falls within this category please visit to find out more about the Vivid Ideas program and Expression of Interest process.

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

This category provides an opportunity for venues, producers and promoters who are interested in staging a festival, concert or other live performance event as part of the 2018 Vivid Music program.

Artists 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.

These events are typically self-funded; however they may 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.

At Vivid Sydney’s discretion, successful events may also be developed with Vivid Sydney co-investment, on a shared return model.

The Expression of Interest Application Form for Large-scale Concerts, Festivals and Stand-Alone Music Events requires proponents to provide:

  1. Details of the proposed talent and/or line-up, including examples of previous work.

  2. The proposed event details including performance dates, times, name, ticket prices, ticketing agent, and up to 4 high-quality images that can be used to promote the event.

  3. Details of the proposed venue, including technical specifications, marketing and communications opportunities, technical and production requirements and any existing audiences.

  4. Event marketing and communications plan.

  5. A proposed event budget, outlining estimated expenditure in key areas including talent, venue, production, marketing, licensing etc.

  6. An Event Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within the venue or event.

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

Large-scale Concerts, Festivals and Stand-Alone Music Events Funding Models

In order to assist in meeting the costs of delivering the proposed event, Destination NSW will consider proposals based on one of the following funding options:

  1. Lodge an Expression of Interest with Destination NSW which has been fully sponsored by yourself or a third party. If awarded, Destination NSW will provide an appropriate marketing benefits package to you and your third party contributor.

  2. Lodge an Expression of Interest with Destination NSW which has been part-sponsored by yourself or a third party. If awarded, Destination NSW will provide an appropriate marketing benefits package to you and your third party contributor.

  3. Lodge an Expression of Interest with Destination NSW which has been part sponsored by yourself or a third party and in addition requests investment from Destination NSW. If awarded, Destination NSW will provide an appropriate marketing benefits package to you and your third party contributor.

  4. Lodge an Expression of Interest with Destination NSW which requests full investment from Destination NSW. If awarded, Destination NSW will reserve the right to seek third party sponsorship and assign rights and benefits to the sponsor in regards to your installation/activation in consultation with you.

Please Note: Sponsors of any light installation cannot conflict with Vivid Sydney sponsors or partners.

Vivid Sydney is proud to partner with the City of Sydney to present X|CELERATE at Vivid Music. X|CELERATE is a program that invests in small-to-medium music venues, bars, pubs, clubs and emerging producers/promoters/artists working within the City of Sydney area. Priority for the allocation of this limited investment opportunity is given to small to medium enterprise venues to support and showcase emerging grass-roots talent, and celebrate local bands and artists.

Vivid X|CELERATE is providing investments of up to $15,000 (ex GST) per proponent to assist in producing your Vivid Music program. This is a financial and marketing investment that comes with certain rights and benefits.

The Expression of Interest Application Form for Vivid X|CELERATE Venues requires proponents to provide:

  1. Details of the proposed talent and/or line-up, including examples of previous work.

  2. The proposed event details including performance dates, times, name, ticket prices, ticketing agent, and up to 4 high-quality images that can be used to promote the event.

  3. Details of the proposed venue, including technical specifications, venue availability, marketing and communications opportunities, technical and production requirements and any existing audiences.

  4. Event marketing and communications plan (inc. examples of previous marketing material).

  5. A detailed budget breakdown of how the requested investment will assist in further developing program content, quality and scope.

  6. An Event Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within the venue or event.

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

This category provides an opportunity for venues, producers and promoters who are interested in staging a (pre-developed and/or existing) festival, concert or other live performance event as part of the Vivid Music 2018 Program.

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.

These events are self-funded, however may 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 Third Party Concerts, Festivals and Live Performance Events requires proponents to provide:

  1. Details of the proposed talent and/or line-up, including examples of previous work.

  2. The proposed event details including performance dates, times, name, ticket prices, ticketing agent and up to 4 high-quality images that can be used to promote the event.

  3. Details of the proposed venue, including any marketing and communications opportunities, technical and production requirements and any existing audiences.

  4. Event marketing and communications plan.

  5. A proposed event budget, outlining estimated expenditure in key areas including talent, venue, production, marketing, licensing etc.

  6. An Event Sustainability and Access & Inclusion Plan (or a statement similar to this) – showing how you plan to embed these principles within the venue or event.

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

Important Note

This Expression of Interest does not cover performances taking place at the Sydney Opera House as part of the Vivid Live program. Please do not submit an application for Vivid Live at the Sydney Opera House.


Closing Date

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

Submission Requirements

You must complete the Vivid Music 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 Music 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, venue or services
  • The event must take place in Sydney during Vivid Sydney (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 music industries (either serving the music sector or in live music performance).

Selection Criteria

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

  • Creative and artistic merit, including demonstrated innovation in music or music technology
  • Ability to finance, produce, market and present the event
  • Potential for the event to bring scale and diversity to the Vivid Music program
  • The potential and capacity of the event to bring audiences to Vivid Sydney
  • Consideration and commitment to Vivid Sydney’s Access & Inclusion initiatives
  • Commitment and ability to embed sustainable practice within your art-form, event and/or venue.

Selection Review

Applications will be assessed and short-listed for inclusion in the Vivid Music 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 required 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 artist biographies).
  • Mid-March Vivid Sydney program 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 Music 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 Music 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 Music Contributors and approve them or otherwise at its sole discretion.

Vivid Music Contributor Restrictions

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

  1. Be awarded naming rights of either the Vivid Sydney event or the Vivid Music 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 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.

Access & Inclusion

Vivid Sydney maintains a dedicated Access & Inclusion program, to ensure that Australia’s largest event remains 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 are available at www.vividsydney.com/accessibility

Resource Efficiency

Destination NSW has partnered with the Banksia Foundation to measure 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 promoters to use electronic ticketing, and to further explore sustainable practice and environmental management solutions and technology within the Vivid Music 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-music 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 (artists, 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 proposed event as part of Vivid Sydney 2018 free of charge.

The Applicant must not release or promote their involvement in Vivid Music until the Official Media Launch managed by Destination NSW is complete (approximately mid-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 Music participants are required to provide the following content when requested:

  • A marketing and communications plan

  • Critical event information including event name, date, time, venue, description, proposed artists and format

  • A minimum of 4 high-resolution event images suitable for the Vivid Sydney website (in the requested size and resolution)

  • High-resolution artist 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 a venue or event promoter you will be required to provide event data including cumulative and unique attendance, attendee postcodes, attendee breakdown and ticketing reports no later than seven (7) days post-event.

Vivid Music participants will be required to provide a certain amount of tickets for their Event to Destination NSW, as agreed between Destination NSW and the successful 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. The successful applicant 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.