Event Presenter
Eventotron Guide
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CREATING A N EVENT IN EVENTOTRON
A Guide for Event Presenters
Read this guide to learn how to register your event for Sydney Fringe Festival in 2023, using our registration site Eventotron.
SUMMARY
This is a quick guide to getting set up and covers the following:
1. Create an account/Log in
2. Adding an Event or Creating an Event
3. Joining Sydney Fringe Festival 2023
4. Registration – Phase 1
5. Registration – Phase 2
Please go to https://hello.eventotron.com/applying-to-a-festival-or-season/ if you have difficulties or contact us at artists@sydneyfringe.com
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REGISTRATION PROCESS
The process to register and communicate with the Sydney Fringe Festival and our Partner Venues mostly happens in EVENTOTRON, a custom-built online environment designed specifically by the Sydney Fringe for our artists/producers.
You will need to consider your answers carefully as the information will be used to populate your event page when the site goes live to our ticket buying audience. The EVENTOTRON portal makes it much easier to connect with other national and international festivals when you’re thinking about taking your show on the road. Most importantly, it’s easy to use!
1: Create an account / log in Head to our registration site www.eventotron.com
New Artist/Producer? If you are new to Eventotron, create an account Enter your email address in the ‘New Users’ box then click ‘Register’. You will receive a password by email very quickly. Use that password to login to EVENTOTRON.
If you haven’t received a password within five minutes, please check your spam / junk email. If it’s not there, please email artists@sydneyfringe.com and we will get you sorted out ASAP.
Returning Artist/Producer? If you’ve already set up an account just fill in the left hand ‘Existing Users’ box with your email address and the password, you were sent in your welcome email.
Existing Account? If you get a message saying your account already exists, put your email address into the ‘Existing Users’ box and you can then follow the process for getting a new password.
New password? If you have forgotten your password or can’t find your welcome email, you can click the link at the bottom of the ‘Existing Users’ box to get a new one.
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2 . Adding an Event or Creat ing an Event
Once you are logged in, you’ll be looking at the events section (if you are not, just click ‘Events’ in the top menu). If you already have events in the system, they will appear under My Events and the festivals/seasons they are part of will appear as icons underneath.
If you are applying for the 2023 Sydney Fringe Festival with an event that is already in Eventotron (ie: an event you have applied to a previous festival / season with), find it in the dropdown list then select and click on it
If you are creating a new event, click “create a new event”, enter the name of the event and the main contact email address and click “create event”
That’s it – your event now exists in Eventotron! The next step is to apply to the Sydney Fringe Festival 2023
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Apply ing to the Sydney Fringe Festival 2023
You will see a list of all festivals and seasons currently accepting applications. Scroll through the list to find the Sydney Fringe Festival 2023 and click the Apply button.
Click ‘Sydney Fringe 2023 Event Documents’ to find some useful documents and materials to guide you through producing your event and start your registration
Use the tabs on the side bar to navigate through and fill in the Sydney Fringe Festival Phase 1 Registration questions. We’ve kept the questions as simple as possible and you’ll be guided through the process with progress bars in each section. Your answers will be saved automatically so you can return to complete them later.
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Click on the + ADD A FESTIVAL tab
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Event Details
This is where you tell us about your event to help us understand its style and requirements. Please note this is not necessarily the marketing text or image you will use for Sydney Fringe Festival guide or website – think of it as a placeholder while we get to know your event It is here that you should describe your event in terms of staging and audience experience, including any details on size of cast, set, props and the type of audience that your show would appeal to.
Enter Venue Requirements and Terms and Condit ions
The Venue Requirements section is where you provide us with information about your venue, or what you need in a venue such as type of space (e.g. proscenium arch, thrust, cabaret) and equipment (lighting, sound, rigging) This section is to help us match you to a registered Fringe venue, and for our reporting.
The Sydney Fringe endeavours to ensure that everyone who wants to put on a show can find a suitable venue. If you already have a venue great, if you need help finding a venue we’re here to help. You can choose from three options:
BYO Venue: You can let us know that you have secured your own venue and be linked with them in the Eventotron system,
Fringe Managed Venue (FMV Hubs) : Venues operated and managed by the Sydney Fringe team. You can apply for a place in any of the FMVs listed. Places are limited in all these spaces, but we try to accommodate as many artists as we can
Fringe Partner Venue (F PV) : Registered participating venues independently operated by the management of those venues. We will assist you by suggesting a venue for your show from our list of FPVs.
Even if you already have a confirmed venue, we appreciate you providing this information - it helps us to deepen our understanding of the needs of the sector, and advocate on your behalf to industry and government.
The final question in the Venue Requirements section lets you download a PDF of the 20 23 Event Presenter Terms and Conditions . Make sure you read this document carefully to understand your legal obligations and tick the required checkbox to confirm your agreement in accepting these terms and conditions
Contact and Financial Details
This is where you provide us with the Main and Secondary Contact details for your company, note the person or company with the ABN who will be the contracted party with Sydney Fringe on behalf of your event, and provide your banking details.
If you don’t have an ABN, you will be required to complete a Statement by
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Supplier (which is a download on Eventotron) to confirm that you are undertaking this event “as a hobby” If you have any questions regarding this process, please contact businessmanager@sydneyfringe.com
Sydney Fringe Festival 2023 Base Registration Fee
The base registration fee is required to finalise Event Registration Phase 1. You are required to pay the minimum fee as a deposit when registering your event with the SFF.
If you are planning a season of more than 3 performances, the remainder of your registration fee will be taken out upon settlement of your ticket sales (at the end of your Festival season).
The SFF 2023 registration fees are as follows:
Free Events $265 (Early Bird $240)
1 – 3 Sessions $265 (Early bird $240)
4 - 6 Sessions $450 (Early Bird $400)
7 + Sessions $495 (Early Bird $450)
A film event $265 (Early Bird $240)
A visual art exhibition $265 (Early Bird $240)
A digital online event $265 (Early Bird $240)
Early Bird Registration closes at midnight on Monday 10 th April
F inalising P hase 1
When you’ve completed all the required fields the progress sidebar will look like the image to the right.
If any of the three sections are not completely grey with a tick, click on the section name to navigate back and fill any missed fields.
Once all fields are complete finalise your registration by clicking the orange ‘Click to Finalise’ Button.
Once you’ve provided all your event and venue needs and paid your participation fee the button will turn green and say ‘Finalised’your event is officially a part of Sydney Fringe 2023!
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When you complete Phase One a member of the Fringe team will contact you to discuss venue options.
Please Note: We cannot begin the Venue Matching Process under any circumstances until you have completed Phase One.
5. Event Registration - P hase 2
V enue F inder
After the Programming Team has discussed your event with you, we will refer you to the Venue Finder on Eventotron. Here you will be presented with a list of potential venues for your event, which you can filter by clicking Choose Facilities depending on what kind of space you are looking for
Once you have identified the venue you want to approach to perform with, click on the venue and click the Enquire & Apply tab:
Here you can send the venue a message to start a dialogue. Once you are sure that this is the venue for you – hit the Confirm Ev ent Interest button.
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Confirming with the Venue
Once the venue has also confirmed – your event will be joined to that venue and you will be able to see the venue with Dates, Times & Prices section in your application / registration forms
If you start a conversation with a venue but nothing is confirmed, to return to that dialogue go to the Venue finder and you will see the venue you’ve approached (or they’ve approached you) at the top with an In conversation icon – click on the venue and then the Interact tab to see the messages.
If a venue sends you a message – you will receive an email notification that prompts you to go into Eventotron and respond.
If you approached a few venues to perform at and you have now decided on one, or you have reached your venue limit and need to withdraw your interest – return to the venue tab and click on the green Event Interest Confirmed button.
You will see a red Cancel Interest button pop-up, hit that and the venue will be alerted that you are no longer interested in performing with them. You can follow up with a message if you wish
Sessions
At this stage, you will have discussed your contract and fees with your venue, and you should be linked up with them in Eventotron If not make sure to navigate to the Venues page in the side bar, find your venue and hit “Apply” (see image on previous page).
When your venue has approved your application, you can enter in the Sessions (dates and times) that you have agreed on as well as ticket categories and prices. Once you have a session entered your venue page should look something like this (the more sessions the more rows you’ll have:
Sydn ey Fringe F estival Guide
This is where you need to upload your final short copy (80 words) and hero image for the Fringe Festival guide. You will see a LIVE PREVIEW of exactly
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how your listing will appear in the guide. Check the ‘approve’ box only when you are completely happy with your entry and have made sure that the text doesn’t meet or overlap with the genre logos. if it does, you’ll need to cut the text down!
Sydn ey Fringe F estival W ebsite
This is where you submit the material that will help us to create your event’s individual website landing page. Make sure that you fill out all the sections and upload all the images so that your page looks amazing! There is important information that audiences will require such as genre, ratings, and content warnings, as well as room for production images, social media and video content, to give audiences an understanding about the experience you are offering.
Media
This section is what we will use to publicise your show or provide information to reviewers and media, so please ensure that all sections are completed, including a one-page media release.
T echnical Requirements
Please upload a PDF that contains ALL the technical documents relevant to your event, including but not limited to: Prompt Script, Stage Plot, Lighting and Sound Plot, Cue Sheets, Input List, Rigging plans, Sound plans, etc
De mographics
This final section is used for Sydney Fringe Festival reporting and is incredibly important for our advocacy work and reporting and will help us to secure funding and other support for future festivals. It doesn’t take long to do and needs to be done before financial settlement can be completed. Please ensure that you answer all questions as accurately as possible
CONTACT
The Sydney Fringe Programming Team is here to help you with any questions you may have about event registration and venue-matching.
Our dedicated Access & Inclusion Coordinator and First Nations Coordinator are both here to assist with advice about programs, events and venues related to these key areas.
For assistance, please call us on 0402 371 004 or email artists@sydneyfringe.com
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