By submitting an artist registration form to the Newcastle Fringe Festival via Eventotron, the performing artist/s (“the Artist”) agree to present their production (“the Act”) at Newcastle Fringe under the following terms and
conditions.
Definitions
In these terms and conditions:
“Act” means the production performed by the Artist at the Newcastle Fringe Festival.
“Artist” means the performing artist(s) who have applied to and been programmed to perform at the Newcastle Fringe Festival.
“Eventotron” means the online system used to coordinate the Newcastle Fringe Festival.
“Newcastle Fringe” means Newcastle Fringe Inc (ABN 32 521 923 712).
“Newcastle Fringe Festival” means the annual fringe festival facilitated by Newcastle Fringe.
“Registration Fee” means the non-refundable artist registration fee outlined at clause 3.1(j) below.
“Technical Overseer” means the person or persons assigned by Newcastle Fringe or the Venue to oversee technical support of the Act.
“Venue” means the venue assigned to the Artist(s) for the performance of the Act.
General
To perform the Act at Newcastle Fringe Festival, the Artist must submit an artist registration form via Eventotron and pay the Registration Fee.
The Registration Fee provides for:
Venue hire; costs associated with marketing the Act, including but not limited to website
listing, feature in our printed program and paid digital campaigns; management of ticketing and front of house for the Act; and one hour technical run with a nominated Technical Overseer at the Venue.
Please note the Registration Fee allows for a maximum one-hour technical run only. This is not a rehearsal. Artists who wish to request additional technical time must indicate this in the tech section of the artist registration form on
Eventotron. Any additional arrangements will be a direct agreement between the Artist and the Technical Overseer.
To ensure that the Newcastle Fringe Festival program provides for a variety of performances and to give all artists fair opportunities to perform, Artists are
limited to 3 performances per Newcastle Fringe Festival.
Artists will be designated a Venue by Newcastle Fringe in accordance with their show descriptions and technical requirements.
Artist Obligations
The Artist(s) agrees to:
1.Present the Act at the designated Venue at the times and dates allocated by Newcastle Fringe.
2.Supply all props, scenery, costumes, extra technical equipment and expertise necessary for the Act.
3.Be available for a one-hour technical run prior to the opening performance of each production at a suitable time, subject to consultation with the Technical Overseer.
4.Disclose any content warnings or age restrictions in the artist registration form (Newcastle Fringe reserves the right to review and approve any material that may be deemed offensive, discriminatory, or inappropriate for public
performance).
5.Provide the Technical Overseer with details of all technical requirements for the performance of the Act.
6.Liaise directly with the Technical Overseer on all matters relating to the Act.
7.Be available for media and festival sponsor requirements, subject to consultation. Artists are not permitted to solicit and promote their own non-festival sponsors on stage. 8.Conduct themselves in a professional and respectful manner in all dealings with Newcastle Fringe staff, volunteers, venue staff and audience members.
9.Actively promote the Act via the Artist’s social media channels in accordance with clause 7.
10.Arrange appropriate insurances for the Act and upload this to Eventotron where indicated (Newcastle Fringe takes no responsibility for insurance for the Act).
11.Adhere to the safety requirements stipulated by the venue, NSW Government and/or Newcastle Fringe. This includes and is not limited to, no fire or pyrotechnics indoors or cleaning spills.
12.Determine the price of tickets for the Act, noting:
the minimum ticket price is to be $10.00; and the maximum ticket price is to be $55.00.
13.Nominate a bank account to facilitate payment of the Artist’s ticket sales in accordance with clause 8.3.
Registration Fees
Pay Newcastle Fringe a non-refundable Registration Fee as follows:
$350 (which allows for up to two shows at maximum run length of 60 mins in a small venue where maximum capacity is 50 to 100);
$475 (which allows for up to two shows at maximum run length of 60 mins in a large venue where capacity is 120 to 400)
$150 per choir for choir day participants.
The Registration Fee is to be paid upon submission of the artist registration form via Eventotron.
Additional shows will incur an additional cost of $125 per show, which shall be deducted from Artist revenue post-festival.
Withdrawal and Future Participation
Newcastle Fringe understands that artists’ circumstances may change and that unforeseen events can affect participation. However, if an Artist withdraws from the Newcastle Fringe Festival after being accepted and scheduled to perform,
Newcastle Fringe requires reasonable notice of withdrawal to allow for appropriate program adjustments and to minimise potential financial or reputational impact on the festival.
Withdrawals without sufficient notice or without reasonable explanation may be taken into consideration when evaluating any future applications to perform at Newcastle Fringe. This ensures fairness to other artists, venues, and the broader
festival program.
An Artist who withdraws from Newcastle Fringe after completing their registration will not be entitled to a refund of the Registration Fee, regardless of the reason for withdrawal.
Newcastle Fringe obligations
Newcastle Fringe agrees to:
1. Assign a Venue to each Act that aligns with the show’s description and technical requirements.
2. Coordinate technical support by ensuring a Technical Overseer is assigned to the Act and arranging for a one hour technical run for each Act, if indicated as a requirement by the Artist in the artist registration form.
3. Manage ticketing for all performances, including box office setup and administration.
4. Facilitate front-of-house operations at each Venue, including audience entry and seating.
5. Include each Act in the printed festival program and website, ensuring essential show details are publicly available.
6. Process box office settlements and remit 75% of net ticket sales to the Artist within 28 days after the final day of the festival.
7. Allocate 10% of seating for sponsors and judges, with any unused seats made available to the public.
Intellectual property
The Artist warrants that they have the right to use any intellectual property associated with their Act and marketing materials provided to Newcastle Fringe.
By providing marketing materials to Newcastle Fringe, the Artist grants Newcastle Fringe the right to use any intellectual property held by the Act in those materials for the purposes of promoting the Newcastle Fringe Festival.
As part of our partnership with artists, Newcastle Fringe will promote your show at least once via our official marketing channels. This may include print campaigns, social media posts, email newsletters, website features, or inclusion
in broader festival campaigns. However, due to the number of participating artists, we are unable to guarantee more than one promotion per production.
Your success at Newcastle Fringe is a shared effort – active self-promotion is a key factor in building buzz and selling tickets. To maximise attendance and visibility, Artists are required to promote their show a minimum of six times between the on-sale date and their final performance. We strongly recommend investing in targeted social media advertising to enhance reach and ticket sales. Share behind-the-scenes content or rehearsal footage, tag your venue and @newcastlefringe.
Tickets and Proceeds
The Artist will receive 75% of the net box-office takings. Newcastle Fringe retains 25% of the net box-office takings to cover the rental of the Venue, promotion and other costs associated with the Act’s performance.
Net box-office takings will be the gross value of ticket sales less the ticketing fee (payable to the ticket booking agency and/or venue) and admin fee if applicable.
Settlement of ticket sales will be paid within 28 days of the final day of the festival. The Act will receive a summary of total ticket sales, minus applicable charges. Funds will be deposited straight into the bank account nominated by the
Act. The Act will nominate the bank account in the artist registration form.
Seating
10% of seating is allocated for the use of sponsors and judges at no charge. Should these seats not be pre-booked by sponsors or judges, they will become available to the public.
The Artist will be able to allocate their own complimentary tickets via the Eventotron portal. If holds are not available to allocate, please email the Newcastle Fringe team at newcastlefringe@gmail.com
Artist Passes
Artist Passes are being trialled this year festival-wide. They will be issued based on cast size and will be limited to a maximum of 5 passes per event. Passes are non-transferable, and entry is subject to Venue Managers’ discretion. Full
Artist Pass Terms can be found in Eventotron.