•  15 - 19 July

    General Information 

     

     Entry

    If you wish to be considered for the Vrystaat Arts Festival Main Programme, this application form should be fully completed along with all required attachments on or before the closing date, Monday, 11 November 2024. Only applications submitted online will be considered. The Vrystaat Arts Festival accepts no responsibility for documents lost in the mail.
      

    Balance of Festival Programme 

    To compile a balanced programme, the screening committee of the Vrystaat Arts Festival considers various aspects such as affordability, originality, integration, target groups, a profile of artists, artistic merit, supply, and demand.

     

    Screening 

    All proposals received before the deadline will be evaluated by the Vrystaat Arts Festival screening committee. The screening committee is an annually rotated independent board of 7 members that are not influenced by any outside stakeholders. The programme content will be determined by the screening committee and presented for approval to the management committee of the Vrystaat Arts Festival. The management committee reserves the right to fund selected productions and invite artists to be included in the program. The management committee's decision is final, and no corrospondence will be entered into. 

     

    Involvement in Various Productions 

    To facilitate scheduling, please note that no member of any performance (musicians and technicians included) may be involved in more than three (3) productions.

     

    Remuneration and Funding    

    Please attach a full budget to this application form. If applicable, remuneration packages will be discussed (negotiated) individually (with approved productions). The Vrystaat Arts Festival will only fund the pre-production costs of selected productions. The National Arts Council and Lotto (National Lotteries Commission) regularly consider applications for funding. More information is available on www.nac.org.za and https://www.nlcsa.org.za.

     

    Performance Rights 

    Every production is responsible for finalising performance rights with DALRO, SAMRO, and/or the relevant applicable licensing and copyright organisation. (This should be considered part of the production’s full budget.) The Vrystaat Arts Festival accepts no responsibility for paying any performance rights and will, if applicable, deduct the owed amount from the remuneration package.

     

    Scheduling

    Vrystaat Arts Festival's final scheduling will be done with the festival’s technical committee and individual negotiations with approved productions. It is thus very important that available dates and technical requirements be provided correctly and indicate the involvement of artists, musicians, or technicians in other productions.

     

    Complimentary Tickets

    The Vrystaat Arts Festival reserves the right to draw a pre-approved limited number of complimentary tickets per production for the media and sponsors and/or to be used at their discretion.

     

    Publicity and Marketing 

    Each production is responsible for its own publicity and marketing, although the Vrystaat Arts Festival will work to provide general coverage. Please note that not all productions are guaranteed the same amount of publicity.

    The effectiveness of a production’s exposure is influenced by the nature and extent of the publicity material provided to the Vrystaat Arts Festival and the variety of platforms a production utilizes outside traditional marketing. Remember that marketing is essential to selling tickets; every production should take this seriously.

    The Vrystaat Arts Festival will accept responsibility for distributing 20 posters per production on the University of the Free State campus. This will only be done IF the posters are sent within the given timeframe. At no time will the festival print any marketing material for any production.

    To display posters or any publicity material outside the campus is the responsibility of the artist/production house. The administration of the Vrystaat Arts Festival will assist in providing information and contact numbers upon request.

    NB: The Vrystaat Arts Festival will not be held responsible for erroneous information on dates, venues, and times on posters.

     All productions and exhibitions are advertised on the Vrystaat Arts Festival’s website.

     

    Sponsors

    The involvement of sponsors in productions/performances should be cleared with the Vrystaat Arts Festival to prevent conflicting interests between festival and production sponsors.

     

    Disclaimer

    In addition to and without prejudice to any other indemnity or obligation contained or contemplated in this application, the applicant shall be liable to the Vrystaat Arts Festival and hereby indemnifies the Vrystaat Arts Festival, its directors, partners, officers, employees, representatives, and agents and holds them harmless and keeps them so indemnified and harmless in full against any claim (including but not limited to legal costs incurred in defending any third party claims or enforcing this indemnity) by any third party against the Vrystaat Arts Festival, attributable to or arising (whether directly or indirectly) from the applicant’s fault or negligence or default by the applicant in respect to any of its obligations in terms of this application thereto or attributable to or arising from any act or omission on the part of any person appointed by the applicant.

     

    Deadlines 

    11 November 2024 - Application close

    13 December 2024 - Results of screening announced

    13 January 2025 - Programme Information submitted

     

    Contact Information

    Festival Director
    Michael Garbett
    Email: Michael@vrystaatkunstefees.co.za  

    Programme Coordinator
    Tamsyn Alexander 
    Email: Tamsyn@vrystaatkunstefees.co.za 

    Programme Coordinator
    Hanro Cloete 
    Email: Hanro@vrystaatkunstefees.co.za 

     

  • SECTION A: CONTACT DETAILS:

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  • SECTION B: THE PRODUCTION (1/2):

  • 1. Nature of Presentation:


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  • 3. Duration of the Performance:

  • 9. Accessibility of the Productions for Disabled people    

    Is the Production Suitable for:

  • 10. Language Particulars: 

  • SECTION B: THE PRODUCTION (2/2):

  • 1. Please Provide Us With Reference Material 

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  • 3. Production Details:

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  • Please supply complete information regarding previous performance runs:

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  • 4. Arts and Sustainability Initiatives 

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  • SECTION C: PROGRAMME & ORGANISATION

  • 1. Provide the Number of People in Your Company

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

  • 3. Names and Capacity

    Please provide the names of everyone involved in your production and in which capacity they are involved. This includes technicians and support personnel. Please indicate if any are involved in other productions.





















  • 4. ACCOMMODATION:

    Where possible, please share rooms.

  • SECTION D: TECHNICAL REQUIREMENTS

    Please Note: Technical aspects of your production influence the venue in which the production will be scheduled. It is therefore important to give as much information as possible. Venues are subject to availability.
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  • 7. Time Schedule:

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

  • 9. STAGE DETAILS:

  • Minimum size of the stage:

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  • 10. LIGHTING DETAILS:

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  • 11. SPECIAL EFFECTS:

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  • 12. SOUND:

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  • 13. VENUE: 

    (This is subject to availability and scheduling, selections are not a given!)

  • The respective theatres' technical facilities (sound and lighting) will be sent to the technical contact person after scheduling of the festival program has been done and the tech-riders of productions have been received.

  • SECTION E: FINANCIAL ARRANGEMENTS

  • 1. BUDGET INFORMATION

    Please attach an entire budget to the application form. Provide for all possible expenses, as well as travel, accommodation, and set transport costs. Also, keep in mind the possible DALRO/ SAMRO rights. (See page 1 – Performance rights.) Indicate clearly which packet the production application prefers. Provide as much detail as possible in your budget. Compile your budget to provide for the following departments: pre-production, rehearsal, run of the production at Vrystaat Arts Festival, administration, marketing, travel, accommodation, and meals. Submitting a budget only serves to determine affordability on behalf of the applicant. The festival cannot support production and presentation costs for productions. Each production's responsibility is to source financial support to realize the work.

    Payment regarding door productions: Door income is divided 70% (production) / 30% (festival) after deducting 15% VAT and 7% commission on ticket sales.

    The average ticket price at the 2024 Vrystaat Arts Festival was R180.

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    2. PAYMENT ARRANGEMENTS

    Direct payments will be made into the indicated bank account within twenty-five (25) working days after the end of the festival.

    Vrystaat Arts Festival accepts no responsibility for faulty and incomplete banking details.

     

    Important: You should include a full budget together with your application. Bear in mind: travel, accommodation (number of people), meals, administration costs, publicity, performances at the festival, rehearsals and all facets of pre-production.

  • SECTION F: CONTROL LIST

  • Hereby a checklist to make sure that your application is complete:

     

    1. Are all the forms completed and correct?
    2. CV of producer
    3. Complete budget
    4. A complete list of technical requirements
    5. Final script or concept
    6. CV's of most well-known artists
    7. Motivation
    8. Press release and/or reviews
    9. Did you make copies for your personal records? 

  • Application Sign-Off

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