BYOV & Site Specific Show Agreement

Vancouver International Fringe Festival September 8-19, 2010
Deadline for Application and Payment submission is Wednesday, March 10, 2010 by 5pm PST. Applications are accepted on a first come first served basis.

1. The Application Process

BYOV (Bring Your Own Venue) Applicants provide their own venue, technician, lighting and sound. The BYOV category supports the local theatre community by offering more opportunities for participation in the festival giving more site specific work access to the festival and resulting in more shows for the audience. Often site-specific, past BYOVs have included an apartment bathroom, a tree on Granville Island, an Aquabus boat, and a garage. Bars, nightclubs, community halls and churches have also been used as BYOVs. The Fringe will accept approximately 20 BYOV applicants on a first come first served basis of which at least 5 spots are reserved for site specific shows.

BYOV applications will also be evaluated when submitted based on the following parameters:

  • Administrative capacity of the festival (available staff and volunteer time)
  • Site specific aspects, uniqueness of locations
  • Accessibility (i.e. distance to festival office, accessibility for patrons and artists, etc.)

NOTE: Once the Fringe has approved the application the Applicant will receive an application approval email with the payment information.

For approved BYOV Applicants the Fringe will provide:

  • Advertising of up to 10 performances in the festival program guide and festival publicity
  • Advance (and at door) box office
  • Front-of-house services through volunteer teams (might be limited depending on venue location)
  • Access to the local media list and publicity information
  • 100% of the regular box office revenue generated by the performing company
  • Third party liability insurance

The BYOV Applicant shall provide:

  • Venue/location (agreement and/or permits in place)
  • Technician
  • Lighting
  • Sound
  • Technical rehearsals
  • Performance schedule within the start and closing times of the festival as set by the Fringe
  • Running time
  • Venue seating capacity
  • Front-of-house liaison (from the venue or the company)
  • Front-of-house ticket sellers (depending on venue or location; training will be provided)

The Applicant guarantees sole responsibility for all costs related to the production and promotion of their venue and related performances.

2. Fee Structure

1. Any performance length, maximum 10 performances $500 + gst (5%) $525.00
2. The application fees shall be paid within 48 hours of receiving an application approval. The payment information will be included in the application approval email.
3. A non-refundable $50.00 (+ $2.50 GST) administration fee is included in the application fee.
4. There will be a charge of $25.00 for all cheques returned with non-sufficient funds.

3. Policies

I. Applicant

1. The Applicant’s company contact person signing this application is the sole contact for the Festival and is legally bound to make all decisions on behalf of the company. The Applicant’s company contact person ensures that the Festival has up-to-date contact information until the end of September 2010 and that all information requested is received by the posted deadlines.

2. The artist payment cheques will be made out to the Applicant’s company contact person. The Applicant’s company contact person will be held financially responsible for any damage to any property or equipment of the Festival or its suppliers.

3. The Applicant is limited to one production and up to 10 shows in the Festival. Applicants submitting multiple applications are subject to disqualification. Participation in the Festival is non-transferable.

4. Postering is not permitted on Granville Island, with the exception of specific sites designated by the Festival. Any incurred costs for removal will be charged back to the Applicant.

II. Production

1. The company is solely responsible for obtaining all permissions from their respective association or union as well as all production rights. Failure to do so may result in the Applicant’s removal from the Fringe Festival.

2. International Applicants (US included) are responsible for the completion of all necessary paperwork to work in Canada. Contact the nearest Canadian Consulate for more information.

3. The Fringe shall not be liable for any loss, damages or costs incurred by the Applicant for any performance cancelled, terminated, suspended or delayed for any reason whatsoever. Without limiting the generality of the forgoing the Fringe shall not be liable for any loss, damages or costs incurred by the Applicant arising from labor disputes, acts of God, fire, floods, civil unrest, terrorism or war.

4. While the Fringe is an uncensored artistic forum we do not condone any illegal activity. The Fringe accepts no responsibility for any actions of the Applicant. Any Applicant in violation of any applicable Federal, Provincial or Municipal, law, by-law or any other rule or regulation is subject to immediate removal from the Fringe.

5. The Applicant’s contact person will inform the Festival’s Production Manager of any changes in running time of the production by March 26, 2010. Any additional costs resulting from differing running time will be covered by the Applicant.

6. The Applicant sets its own schedule of performances. The Applicant must inform the Festival of any schedule changes immediately.

III. Application Fees

1. The approved Applicant withdrawing from the festival will be refunded (less the $52.50 non-refundable administration fee).

2. Any outstanding balances owed to the Fringe by the Applicant will automatically be deducted from the Applicant’s pay-outs.

3. All NSF (non-sufficient funds) cheques will be subject to an automatic $25 fee without exception.

IV. Box Office

1. The Applicant must adhere to all box office rules and Festival regulations. This includes memberships, ticketing prices, advance sales, show cancellations, latecomer policies, pay-out schedules, TIFS (theatre improvement fees levied by some individual theatres), Foreign Artist Tax and GST remittances.

2. The Applicant shall be prepared to staff their own shows with ticket sellers in case the Festival’s volunteer resources are not sufficient.

4. Application Form

* indicates a required field.

I. Venue/Location Information (must be within Vancouver)

* Venue Name
* Venue Address
* Venue City
* Venue Postal Code
* Venue Contact First Name
* Venue Contact Last Name
* Venue Contact Phone
Venue Contact Alternate Phone
* Contact Email
* Show Seating Capacity

If you are interested in an outdoor location on Granville Island, please indicate below. The Festival will seek to obtain permission on your company's behalf:




II. General Questions

* 1. Have you made arrangement for the venue or location of your choice and its usage?
* 2. Have you looked into the safety measures of the venue?
* 3. Do you need any permits to use the venue/location?
* 4. Do you have enough people to manage at-door ticket sales in case the Fringe can not provide volunteers?
* 5. How many patrons do you expect per show?
* 6. How much box office revenue are you anticipating?
* 7. Where will you store your equipment?
* 8. Are public washrooms available at the venue/location?
* 9. Is the venue/location easy to get to via transit?
* 10. Is the venue/location wheelchair accessible?
11. If outdoor production, why is it your production suitable for outdoors?
12. If outdoor production, where will you hang your lights and what types of lights will you need show?
13. If outdoor production, what is your audience going to sit on or where is it going to stand?
14. If outdoor production, what will you do in case of rain?
15. Do you need to amplify your sound and how will you do that?
16. If outdoor production, how will you make sure people are paying for your show when they do not have to enter through a door?
* 17. Is there room for a table to sell tickets? Indoors or outdoors?
* 18. Is there room for line-ups?
* 19. Is the ticket selling area safe?

III. Contact Information

* First Name
* Last Name
* Address
* City
* State/Province
* Postal / Zip Code
* Country
* Phone
Alternate Phone
Fax
* Email
Website
* Company Name
* Show Title
* Running Time of Show (in minutes)
* Have you done a Fringe show in previous years?

IV. Show Times - Maximum 10 slots between September 9-20 (indicate date and start time)

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By selecting this box, the Applicant consents to the terms set out within this application agreement. The Applicant has:
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On behalf of (Company), I have read this information thoroughly and understand the terms and conditions of this agreement and will inform my entire company with regards to its contents. I know that I will be the sole contact person for the company and as such will act as the liaison with the Festival and make any decisions that will be binding on behalf of the company. I am the signatory on behalf of my company, and I agree to indemnify and hold harmless THE VANCOUVER INTERNATIONAL FRINGE FESTIVAL / FIRST VANCOUVER THEATRESPACE SOCIETY, its employees and sponsors from and against all claims, losses, judgments, demands and expenses (including lawyer's fees) arising out of, or in connection with, the above listed event(s). The indemnification includes, without limitation, claims resulting from: loss, damage or injury to my property, the property of my company, and the property of any other person or company; personal injury or loss of life and infringements of copyrights or other artistic rights. We acknowledge that the VANCOUVER INTERNATIONAL FRINGE FESTIVAL / FIRST VANCOUVER THEATRESPACE SOCIETY recommends to purchase personal insurance to protect ourselves from the claims stated above.