1. Before Completing the Fringe Entry Form 1.1 Decide on your show If you are planning to perform a piece affected by copyright, it is your responsibility to obtain the necessary permission. Check out the Performing Rights website for more information on music copyright or Samuel French's website for play copyright. 1.2 Decide on your venue To find out about the venues available please ask the festival office to email you a venue pack by emailing [email protected]. Check your venue carefully - with a visit if possible. Make sure the venue and its manager can provide what you want and are helpful. Be certain that you both know what the financial arrangements and any special requirements and that your booking is in their diary. Most venues are a space that you rent and bring your own equipment to but some may be able to supply lights, sound, seating etc. There may be additional cost for lighting and sound. Most venues are a space that you rent and bring your own equipment to but some may be able to supply lights, sound, seating etc. Yiou will need to check if there are any additional costs to use venue equipment. Some of the venues listed will have an entertainment license however some may not. Please check with Derbyshire Dales District Council for details. At time of writing their website is being updated so we cannot give you the exact link to the page but please call them on 01629 761313 if you are having any difficulty locating the information you require http://www.derbyshiredales.gov.uk/licensing If the venue does not have a license you will need to apply for a Temporary Event Notice, which can be obtained through Derbyshire Dales. This is obtained by the entrant and costs £21. The venue may contribute to this. Again see the Derbyshire Dales website for details http://www.derbyshiredales.gov.uk/licensing or email them on [email protected] if you require further advice. The Festival is licensed for some of the outdoor spaces around town during the Festival period. However as you event is self managed it will not be covered by the Festival license so you will also need to apply for a Temporary Event Notice in these circumstances. 1.3 Decide on the type of Ticket Sales Service You Require There are 3 different options for this a. Advance Ticket Sales Service – provided by the Festival. This includes all ticket printing. b. Advanced Ticket Sales Service – provided by you. You will need to provide an email or telephone contact plus supply your own tickets. c. Tickets only available on the door – you will have to supply your own tickets. In all cases you will need to manage all box office / front of house arrangements on the night, including collecting tickets, taking float, staffing etc 1 a. Advanced Ticket Sales Service The Festival can provide a an advanced ticket sales service to all Fringe participants, for a small fee to cover costs. The exact details and conditions of this service are currently being finalised and will be posted on the website asap but it is likely that the service will include the following    Walk up: 7 days per week approx 9.30- 5pm, from Traidilinks in Wirksworth. Credit card facilities will be available. Bookings are subject to a 3% surcharge to cover the service. On-line – Provided by http://www.ticketsource.co.uk .On line sales will be available via a link from the Festival website. Customers are charged a fee of between 7- 10% of the total transaction value for the service. Customers will be able to print off e-tickets and scanners will be available on the night Telephone – The Festival Box office at Traidlinks provide a telephone booking service. Bookings are subject to a 3% surcharge to cover the service. This service will be available from the beginning of August until 21 September. Those signing up for this service will each be given login details to ticketsource to enable them to keep an eye on sales. 2. Guidance on Completing the Entry Form You must fill in all sections marked as REQUIRED otherwise your application cannot be accepted – you will receive an error message. It is essential that you fill in the form, correctly as the information you provide will be used for listing and ticket information. Please ensure all spellings are correct, especially performers names and the description of the performance. The deadline for the completed entry form, photo and payment is Friday 30th May at 5pm. Entries received after may be processed but cannot be included in the printed programme owing to printer's deadlines. Your entry will not be processed until payment has been received. 2.1 Publicity Image We require 1 good image for each event, as it will be used on the website and printed programme. The format of both the printed programme and the brochure will have a space for an image, so if we do not receive an image there will just be a gap, where the image should be, so it’s really essential that we have 1 high quality image that has a file size of 1MB or more. Try to include an image that will look good when reproduced small, as both web and printed listing will be small thumbnail prints. . 2.2 Fees The fees for entering the Fringe are as follows.  £5 – for those events that are free  £25 – for those events that do not require the Festival advanced ticket sales service.  £45 – for those events that do require the Festival advanced ticket sales service. 2.3 Programme changes after the final deadline –30th May DON'T!! The show must go on!! At all costs avoid changes and cancellations. Entrants who make changes inevitably suffer at the box office and will cause us a lot of work and aggravation. If alteration or cancellation is unavoidable please inform the venue and the Festival Office immediately on 01629 824003. 3. Planning your Event 3.1 Planning your publicity campaign The Festival Office will send out generic press release plus we’ll send regular newsletters to all those on our database. It is essential however that you promote your event as widely as possible, as often you will have the best contacts.. 2 All Fringe selected artist will be sent a Promotion Pack, which will include the Festival logo, marketing advice and tips to link to the Festival Facebook and Twitter profiles. All those participating in the Fringe are asked where possible, to help promote the wider Festival through own networks and contacts. It is your responsibility to produce posters and flyers for your event. The festival will put up a couple of large poster boards in the run up to the festival, which can be used for postering plus there are many other places around town who are happy to take posters and fliers if you ask. The production of our guides and other marketing depends on the provision of information by the artist in the application form. The Festival accepts no liability for any errors or omissions in its advertising and promotional material 3.2 Arrange Public Liability Insurance You need suitable cover for your event. Your venue may have cover but please check. 3.3 Event Management It will be your responsibility to set up and manage your event. This will include arranging technical support, such as sound and lights if necessary. For events in the Town Hall there will a lighting rig, plus lighting available for the duration of the Festival, however there will be a charge for technical support for lighting provided by Ben Dew. Please contact Ben Dew to discuss lighting and tech support [email protected] On your event you will need to ensure that you are able to provide front of house to sell and take tickets and that there is a designated event manager to ensure that the event is well co-ordinated. 4. After Your Event If you have chosen the Festivals advanced ticket sales service, then we will send you notifcation of the amount of ticket sales from the Box Office and online sales. It is then important that The Fringe event organiser sends an invoice to the Festival offiee so that the festival can pay the money by a cheque or bank transfer. The Festival seek to release all monies up to 14 days after the festival has finished, allowing time for the box office money to be trasnferred into the Festival bank account. 3