General Information

 7–11 July 2026

 

ENTRY:

To be considered for inclusion in the Vrystaat Arts Festival Main Programme, this application form must be completed and submitted online, along with all required attachments, on or before Friday, 28 November 2025.

Only online submissions will be accepted; the Vrystaat Arts Festival accepts no responsibility for documents lost in the mail or incomplete digital submissions.

A non-refundable administration fee of R100 (VAT included) will be charged. For electronic payments, use the following:

Account name: Volksblad Kunstefees
Bank: Absa - cheque/current
Branch: Brandwag
Branch code: 632005
Account number: 406 667 6437
Reference: Title of production

Proof of payment must be uploaded under Section A of this form. The fee is non-refundable and assists with administrative and evaluation costs.

 

BALANCE OF THE FESTIVAL PROGRAMME: 

To curate a balanced and diverse programme, the Vrystaat Arts Festival Screening Committee considers a range of factors, including affordability, originality, integration, target audiences, the profile of artists, artistic merit, supply and demand, and alignment with the Festival’s overall creative vision.

 

SCREENING: 

All proposals submitted before the deadline will be evaluated by the Vrystaat Arts Festival Screening Committee, an independent panel of seven members who rotate annually and operate without external influence.
The Screening Committee determines the content of the programme, which is then submitted to the Festival’s Management Committee for final approval.

The Management Committee reserves the right to fund selected productions, extend invitations to specific artists, and make final programming decisions. All decisions of the Management Committee are final, and no correspondence will be entered into.
As part of the evaluation process, applicants must provide all required supporting materials, including:

• Proof of rights clearance (SAMRO/DALRO);
• CVs of the producer, director, and all key creatives;
• A complete technical rider (mandatory);
• Links to reviews, recordings, or trailers (where available);
• A marketing plan with a dedicated contact person (mandatory);
• An indication of external funding (secured, pending, or none).

Failure to provide these materials in full may affect the consideration of a proposal.

 

INVOLVEMENT IN MULTIPLE PRODUCTIONS: 

To ensure effective scheduling and fair access to opportunities, no individual (including musicians and technicians) may be involved in more than two (2) productions.

Requests for participation in an additional production will only be considered if accompanied by a written motivational letter addressed to the Festival Director or Programme Coordinator.

If approved, written consent from the Festival Director or Programme Coordinator must be obtained before inclusion in the programme can commence.

 

REMUNERATION AND FUNDING:    

A complete budget must be attached to this application. Where applicable, remuneration packages will be negotiated individually with approved productions.

The Vrystaat Arts Festival may fund pre-production costs for selected productions at its discretion.

Applicants are encouraged to seek additional funding through institutions such as the National Arts Council (www.nac.org.za) and the National Lotteries Commission (www.nlcsa.org.za).

 

PERFORMANCE RIGHTS:

Each production is solely responsible for finalising all performance rights and related licenses with DALRO, SAMRO, and any other applicable copyright organisations. These costs must be included as part of the production’s overall budget.

Applicants must submit proof of rights clearance prior to their first performance.

Failure to comply may result in automatic removal from the programme, without liability to the Festival.

The Vrystaat Arts Festival bears no responsibility for the payment of performance rights. Where applicable, any outstanding fees may be deducted from a production’s remuneration. The Festival reserves the right to request proof of clearance at any stage and may withdraw a production from the programme if compliance cannot be demonstrated.

 

PAYMENT AND FINANCIAL TERMS:

Ticket revenue generally operates on a 70% (production) / 30% (Festival) split after VAT and ticket commission deductions unless otherwise agreed in writing.

Payments will be processed only after a signed contract, proof of banking details, and rights clearance have been received.
All payments will comply with South African tax law; productions are responsible for their own tax declarations.

   

PUBLICITY AND MARKETING:

Each production is responsible for its own publicity and marketing, although the Vrystaat Arts Festival provides baseline coverage. The Festival’s marketing support includes a programme listing, placement on the Festival website, the distribution of up to 30 posters on the University of the Free State Bloemfontein campus, and selected mentions on social media platforms. The level of coverage depends on the quality of marketing material supplied and the mutual effort between the Festival and the production.

Productions are required to upload high-resolution images (and a poster, if available) and provide the details of a dedicated marketing contact person. Failure to submit the necessary material or to meet specified deadlines may negatively impact marketing exposure, ticket sales, and ongoing participation in the Festival.

Marketing remains primarily the responsibility of each production. The effectiveness of a production’s visibility is determined by the quality and timeliness of the materials provided to the Festival and the extent to which the production promotes itself beyond the Festival’s platforms. Active and strategic marketing is essential to ticket sales and should be prioritised by all participants.

The Festival will distribute up to 30 posters per production on the UFS campus, provided the posters are submitted within the stipulated timeframe. The Festival will not print any marketing material on behalf of any production. The display of posters or other promotional material outside the UFS campus remains the sole responsibility of the artist or production company. The Festival will provide contact details or guidance for external distribution.

 

AI-GENERATED MATERIAL:

While the Festival acknowledges the emergence of AI tools in creative production, applicants are encouraged to prioritise original, human-created artwork. AI-generated imagery may only be used if it demonstrably supports the creative intent of the production and meets the Festival’s professional quality standards. The Festival reserves the right to decline any material that relies excessively on AI-generated content.

 

SCHEDULING AND DURATION

SCHEDULING:

The Vrystaat Arts Festival’s final scheduling will be coordinated by the Festival’s Technical Committee in consultation with approved productions. It is therefore essential to provide accurate information regarding available dates, technical requirements, and the involvement of artists, musicians, or technicians in other productions.

DURATION POLICY:

Productions with a total running time exceeding 90 minutes (including any interval) are less likely to be accepted, as longer works reduce scheduling flexibility and limit the number of possible performances within the Festival programme. Productions exceeding this duration will only be considered if accompanied by a clear and compelling written motivation.

 

COMMUNICATION:

The Programme Coordinator (listed below) serves as all applicants' primary point of contact. While phone calls are welcome, the Festival strongly encourages applicants to maintain a clear written record of all correspondence. Applicants are requested to confirm any phone discussions via email to ensure accurate documentation.

This practice protects both the production and the Festival, promotes transparency, ensures a smoother administrative process, and helps guarantee that no details are overlooked.

 

SPONSORSHIP:

The involvement of external sponsors in any production or performance must be approved by the Vrystaat Arts Festival in advance to prevent conflicts of interest between the Festival and production sponsors. Productions must disclose all sponsor affiliations during the application process or immediately upon securing such support.

 

INSURANCE:

The Vrystaat Arts Festival maintains general liability insurance; however, each production remains solely responsible for securing its own insurance coverage for performers, equipment, props, sets, and any other production-related assets. The Festival’s insurance does not extend to individual productions, participants, or personal property.

 

CONDUCT AND COMPLIANCE:

All productions must adhere to all applicable laws and regulations, including but not limited to health and safety standards, child protection legislation, and professional conduct requirements. Productions must ensure that all cast and crew conduct themselves in a manner that upholds the integrity and reputation of the Festival.

The Vrystaat Arts Festival reserves the right to remove any production from the programme in the event of non-compliance, misconduct, or reputational harm, without liability to the Festival.

 

DATA PROTECTION:

Personal information submitted by applicants will be used exclusively for administrative and operational purposes related to the Festival. Such information will not be shared with third parties except where required for festival delivery, legal compliance, or by court order. The Vrystaat Arts Festival is committed to managing all personal data responsibly and in accordance with applicable data-protection legislation.

 

DISCLAIMER & INDEMNITY:

In addition to, and without prejudice to, any other indemnity or obligation contained in this agreement, the Performer shall be liable to the Vrystaat Arts Festival (registered as Volksblad Kunstefees / T/A Vrystaat Kunstefees) and hereby indemnifies and holds harmless the Festival, its directors, officers, partners, employees, representatives, and agents against any and all claims, damages, or losses (including legal costs) arising directly or indirectly from:

the Performer’s actions, negligence, or failure to fulfill any obligation in terms of this agreement; or
any act or omission by a person appointed, contracted, or employed by the Performer.

This indemnity includes all legal costs incurred by the Vrystaat Arts Festival in defending or enforcing this agreement or in responding to third-party claims resulting from the Performer’s participation in the Festival.

FORCE MAJEURE:

The Vrystaat Arts Festival shall not be liable for any delay, interruption, or cancellation of performances or events caused by circumstances beyond its reasonable control. Such circumstances include but are not limited to natural disasters, fire, severe weather, power outages, national or regional emergencies, pandemics, government restrictions, industrial disputes, or acts of terrorism.
In the event of a Force Majeure occurrence, the Festival will make reasonable efforts to reschedule or adapt affected activities; however, no compensation, refund, or liability shall arise as a result of such cancellation or alteration.

 

DEADLINES

 

28 November 2025 – Applications close

15 December 2025 – Results of screening announced

12 January 2026 – Programme Information submitted

 

ADDRESS & CONTACT NUMBERS

 

COURIER / PHYSICAL ADDRESS:

Vrystaat Arts Festival

Preller Shopping Centre

Shop 57

Dan Pienaar

Bloemfontein

9301

 

GENERAL CONTACT:

Email: info@vrystaatkunstefees.co.za
Website: www.vrystaatkunstefees.co.za

 

FESTIVAL TEAMS:

Festival Director
Michael Garbett
Email: michael@vrystaatkunstefees.co.za
Cell (office hours): 084 261 9221

Programme Coordinator
Daniel (DJ) Kruger
Email: daniel@vrystaatkunstefees.co.za
Cell (office hours): 071 216 5746

General Administration
Atie Kamper
Email: atie@vrystaatkunstefees.co.za
Cell (office hours): 082 859 2392

Technical Manager
Michelle Horn
Email: michelle@vrystaatkunstefees.co.za
Cell (office hours): 079 898 1428 

 

6. Payments:

A non-refundable administration fee of R100 (VAT included) will be charged. For electronic payments, use the following:

Account name: Volksblad Kunstefees
Bank: Absa - cheque/current
Branch: Brandwag
Branch code: 632005
Account number: 406 667 6437
Reference: Title of production

1. Nature of Production:

3. Duration of the Performance:

10. Accessibility of the Productions for Disabled people    

Is the Production Suitable for:

11. Language Particulars: 

1. Production Details:

Please supply Complete Information regarding Previous Performance Runs:

1. Names and Capacity

2. Provide the Number of People in Your Company

3. How Many Established and Upcoming Artists Are In Your Company?

Arts and Sustainability Initiatives 

2. Travel:

The Vrystaat Arts Festival provides travel support on a limited basis. Please note that such support may include ground transportation. The Festival will not be held responsible for, nor reimburse, any flight bookings made without prior written consent from the Festival Director or Programme Coordinator. All approved travel arrangements and the corresponding allocated amounts will be communicated by the Programme Coordinator. Please note: Completion of this section does not guarantee any form of support and serves solely as an application for consideration of such support.

7. Venue: 

Venues are allocated strictly according to availability and scheduling, and no specific venue selection is guaranteed. As this is a festival, all venues operate according to a predetermined technical plan. While the technical needs of each production will be taken into consideration, accommodation of these requests cannot be assured.

9. Stage Details:

Minimum Size of the Stage:

10. Lighting Details:

11. Sound:

12. Special Effects:

13. Time Schedule:

Venues are allocated strictly according to availability, scheduling, and technical suitability, and no specific venue selection can be guaranteed.

As this is a festival environment, all venues operate according to predetermined technical configurations. While the Festival will take each production’s technical requirements into consideration, the accommodation of such requests cannot be guaranteed.

Please provide a complete schedule for the time to move in and out of the venue:

The technical specifications of each theatre venue (including sound and lighting facilities) will be provided to the designated technical contact person once festival scheduling has been finalised and all production technical riders have been received.

1. Budget Information

Please attach a comprehensive budget to this application form. The budget should include all potential expenses, including travel, accommodation, set transport, administration, marketing, and applicable DALRO/SAMRO rights fees(see Performance Rights section).

Applicants must clearly indicate which remuneration or participation model the production prefers. Provide as much detail as possible to ensure an accurate assessment of affordability and feasibility.

Your budget should include provisions for the following areas:

Pre-production

Rehearsals

Run of the production at the Vrystaat Arts Festival

Administration

Marketing

Rights and licensing fees

Travel, accommodation, and meals

Budgets are used to determine the financial feasibility and to inform possible partnership opportunities.

While the Vrystaat Arts Festival cannot guarantee funding, the Festival may, in select cases, partner with approved productions and provide partial financial assistance or in-kind support through various co-production or partnership models.

Each production remains responsible for securing the majority of its own funding to realise the work.

 

 

2. Payment Arrangements:

Ticket revenue payments will only be processed once a signed agreement exists. Ticket revenue payments will be made within 25 working days after the conclusion of the Festival.

All applicable deductions, including 15% VAT and 7% ticket commission, will be clearly reflected. No payout will be processed without:

a signed contract,

confirmation of banking details, and

proof of rights clearance.

The ticket revenue split will be determined by the Festival and communicated by the designated Festival Coordinator.

The ticket revenue split is done after deducting 15% VAT and 7% ticket commission.

The average ticket price at the 2025 Vrystaat Arts Festival was R180 (for reference purposes only).

The Vrystaat Arts Festival accepts no responsibility for incomplete or incorrect banking information provided by the applicant.

1. Marketing Responsibility Clause:

The Vrystaat Arts Festival provides baseline marketing (programme listing, website, 30 posters on UFS campus, social media mentions). The primary responsibility for marketing remains with the applicant. Any deviation, neglect, or failure to meet marketing deadlines will directly impact visibility and ticket sales. The Festival reserves the right to limit or withdraw productions that fail to meet minimum marketing standards.

1. Performance Rights
1.1 Proof of rights clearance from DALRO, SAMRO, or any equivalent body must be provided by the production.
1.2 Failure to comply will result in cancellation of the production without liability to the Festival.

2. Insurance
2.1 The Festival maintains general liability insurance.
2.2 Each production is solely responsible for obtaining insurance coverage for its performers, equipment, sets, props, and any other production-related assets.

3. Conduct and Compliance
3.1 All productions must comply with South African law, including child protection legislation, fire and safety regulations, and all Festival policies.
3.2 The Festival reserves the right to remove any production in cases of misconduct, negligence, or legal non-compliance.

4. Cancellation
4.1 Withdrawal of a production after acceptance may render the applicant liable for costs already incurred by the Festival.

5. Data Protection
5.1 Personal information will be used exclusively for Festival administration and will not be shared with third parties without prior consent, except where required by law.

Checklist

Please use the checklist below to ensure that your application is complete before submission:

☐ All forms are completed and accurate

☐ CV of the producer

☐ Complete budget

☐ Comprehensive list of technical requirements

☐ Final script or concept

☐ CVs of all principal or featured artists

☐ Motivation letter -/- project statement

☐ Press release and/or reviews (if available)

☐ Copies of all materials retained for your personal records