VIVID SYDNEY 2017

IDEAS

V I V I D SY D N EY 20 1 7 E X P R ESS I O N O F I N T E R EST I D E AS
S U B M I S S I O N O F C R E AT I V E I N D U S T R Y P R A C T I T I O N E R S , B U S I N E S S
A N D E D U C AT I O N I N S T I T U T I O N S F O R I N C L U S I O N I N V I V I D I D E A S .
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VIVID SYDNEY WILL TAKE PLACE

2 0 1 7 OVER 23 DAYS FROM 26 MAY TO
17 JUNE IN 2017

Destination NSW, the State Governments More than 2.3 million people attended Vivid
tourism and major events agency, is the owner, Sydney 2016, making it Australias largest
manager and producer of Vivid Sydney. festival event, and the largest event of its kind in
the world.
Vivid Sydney is a unique annual event of light,
music and ideas, featuring an outdoor gallery Vivid Sydney was named Australian Event of the
of extraordinary lighting sculptures, a cutting- Year in 2013, Australias Best Tourism Event in
edge contemporary music program, 2013, 2014, 2015 and won a Helpmann Award for
some of the worlds most important creative Best Special Event in 2013.
industry forums and, of course, the spectacular
illumination of the Sydney Opera House sails Vivid Sydney comprises three programs:
and other city icons.
Vivid Light transforms large parts of Sydneys
It positions Sydney as the creative hub of urban environment with light sculptures and
Australia and the Asia-Pacific region, and grand-scale projections on iconic buildings
delivers both innovative live entertainment and and structures.
creative inspiration on a grand scale. Global
Vivid Music offers an extensive program of
brands are now partnering with the event to
performance, cross-genre musical collaborations
leverage its success.
and the best in contemporary and experimental
An event which delights and entertains a music at venues throughout the city.
diverse, mass consumer audience, Vivid Sydney
Vivid Ideas aims to generate a rich and diverse
is where art, technology and commerce intersect.
flow of ideas and creative discussion to support
It is a summit, forum and playground for the
the development of Australias creative sector.
Creative Industries a time to celebrate, collaborate,
experiment, conduct business and exchange ideas.
For 23 days, audiences come to enjoy Sydneys
mild winter weather and engage with a truly
spectacular event. In 2016 the event expanded
further into the city and into the suburbs,
including The Royal Botanic Garden, Taronga Zoo
and The Galeries.

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ABOUT VIVID IDEAS

Vivid Ideas celebrates and champions
creativity and innovation: connecting
audiences and creative professionals with
world-class creators, makers and thinkers,
to share cutting-edge insights, market and
industry updates, and build the tools and
skills for the future. It is rapidly growing and
establishing itself as the leading creative
industries event in the world.
Vivid Ideas is the creative industries pillar of
Vivid Sydney. Vivid Ideas brings together the
conversation, convention and big announcements
for the creative sector in one place and time: it
is growing at an exponential rate, and has the
potential to soon be the worlds most significant
creative industries festival.

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The Vivid Ideas Program in 2016 included:

The Sunrise 2016, a full-day conference This year was the biggest Vivid Ideas yet: 23
involving leading Australian and days, 183 events, 658 speakers in 63 venues
International start-up founders and across the city.
contributors from Atlassian, Canva,
Vinomofo and more. Big questions were asked at Vivid Ideas
this year, and the brightest creative minds
Media Architecture Biennale, which
answered them. Creators, producers and
brought together cutting edge artists, civic
passionate supporters of creativity came
leaders and academics to discuss digital
together to celebrate innovative work, to look
placemaking.
at the big picture and design new ways of
Code in the Park, that inspired attendees to approaching the future of industry, education
learn the basics of coding, to acquire a new and economy.
digital skill for the future of work, and to
transform thinkers into creators.
Make Nice, the first of its kind in
Australia, an event for, by and about
creative women.
The Story of Light, where four professional
astrophysicists discussed astronomy and
what it provides in the context of exploring
big data.
Fold Your Own Paper Lamp, where
participants learnt the importance of STEM
and were able to create masterpieces using
a technique called Origami Sekkei.

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What People Had to Say

I just wanted to let you know what a fantastic evening we had on Wednesday night at the MCA. It was
an absolute pleasure to host this event as part of Vivid Ideas 2016. Thank you for your support and
guidance.
- Francesca Clifford
Clemenger BBDO
Creativity vs Drought: An Inside Look at How Ad Agencies Turn Great Ideas Into Standout Work (June 08, Veolia Theatre)

The day was so much fun - and WHAT A TURNOUT! Were so impressed that so many people came out
on a Saturday afternoon and sat through the entire session to hear about tech, coding, creativity and
the whole ecosystem. This is why we love what we do, to be able to gather such an amazing bunch of
people in one place to share experiences and inspire and support the next generation of entrepreneurs,
coders, creatives and the Sydney community in whatever they set out to achieve - I hope in some way
we were able to help kick-start peoples journeys, turn some thinkers into creators and to make tech
more accessible to everyone.
- E lisia Retsas,
Local Marketing Manager, General Assembly
Code in the Park (June 18, Ambush Gallery)

The event was a huge success with over 250 executives from marketing, PR, advertising, digital,
social media and publishing and a great speaker line-up. We ran with a big production that included
360 revolving video with content especially created for the event, you can see these in our highlights
reel. Thank you for your help and assistance and I look forward to working with you again next year.
- M ike Jay
Founder, MediaSocial08
MediaSocial08 (June 02, National Art School)

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What People Had to Say (continued)

I just wanted to say thank you for including Sculpture by the Sea in this years Vivid Ideas program.
We have received great feedback and the participating artists really enjoyed the opportunity. Your
team were great to work with and made everything very seamless for us, which is all you can ask for.
I hope the rest of the program is a huge success. Vivid is INSANE this year just incredible! We would
love to chat about next years program in due course.
- Louise Gilligan
Special Projects & Philanthropy Consultant, Sculpture by the Sea
From Studio to Clifftop: Insights Into the Artists and Process Behind Sculpture by the Sea
(May 29, Vivid Ideas Exchange)

I am enjoying the creative contagion of Vivid. Slightly exhausted but so stimulated and inspired.
Staging the careers day has changed the culture of our school. The focus now is on the makers
and creators and more and more students are seeing how cool it is to be involved. The level of
engagement from students and staff has just exploded.
- M eredith Melville-Jones
Bradfield College
Creative Careers Day (June 04, Bradfield Senior College)

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VIVID IDEAS 2017

This Expression of Interest outlines opportunities
for creative industry practitioners, business and
educational institutions to submit your events for
inclusion in the Vivid Ideas 2017 program.
Events must be related to the creative industries
(either serving a creative sector audience or
connecting the sector with the broader economy)
and must take place in Sydney during the Vivid
Sydney season, from May 26 to June 17 2017.
We are particularly interested in supporting
events which ignite a national conversation,
bring professional practitioners to Sydney for
training and development, and which actively build
networks across the Asia Pacific.
Vivid Ideas is entirely focused on professional
and market development events for the creative
industries: we do not present performances or light
installations in our program. If you are interested
in submitting a light installation for Vivid Sydney,
please see the vividsydney.com webite for the
Vivid Light EOI process.

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SUBMIT A SINGLE ENTRY OR MULTIPLE

2 0 1 7 ENTRIES ACROSS MULTIPLE CATEGORIES

Expressions of Interest to participate in Vivid Ideas 2017 close Midnight AEST,

23 September 2016.

ENTRY CATEGORIES
Creative conferences & public events:
Stand-alone, large scale public events and major conferences presented by creative industries
organisations and businesses, either as independent events or as co-productions with Vivid
Ideas. These may be developed as a co-investment/shared return model.

External third-par ty events:

Industry-driven program positioned as part of the Vivid Ideas program, hosted in other venues
around the CBD, providing diversity and depth of content within each field. These events are
provided with marketing support by the Vivid Ideas team, though they are responsible for their
own marketing, publicity, content costs, venue and production management.

Vivid Ideas Exchange events

Two hour events for up to 200 people, produced by creative industries organisations and
businesses, within the Destination NSW subsidised venue at the MCA. Professional production
services, and close collaboration with the Vivid Ideas curator on content and positioning,
ensures a high standard of professionalism and consistency, serving as an incubation process to
help grow sustainable events for future years.

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PROGRAM BENEFITS
Being part of the Vivid Ideas program offers a However, inclusion in the Vivid Ideas is no
great number of benefits: including alignment guarantee of success: as an event owner, you
with Australias largest, most successful public will be expected to invest in your own event,
event, Vivid Sydney, and cross-promotion including funding great content, and marketing
amongst a schedule of high-quality creative and promotional support, to ensure your event
industries events, which in 2016 reached an stands out in the Vivid Ideas program, and
audience of over 50,000 attendees. If your reaches your potential audience.
event is successful in being selected, Vivid Ideas
provides marketing support for your event. As You will need to have a clear understanding of
an official part of the Vivid Ideas program, your your event and the audience you are targeting.
event will be listed on the Vivid Sydney website, You will be asked to provide a marketing and
and you may also be included in print and digital public relations plan and you will be asked to
marketing communications: including our weekly identify what your audience will achieve by
eDM, print/digital event guide, and our social attending your event.
media campaign.
You will be required to supply staff to run your
Further support, such as investment in your event and depending on the nature of your event,
event, venue or in talent, may be possible, you will be asked to provide Risk Management
subject to negotiations and conditions and, in and Safety Plans.
some cases, a subsidised venue at the Vivid
Ideas Exchange, our premium venue on level 6
of the Museum of Contemporary Art. This venue
suits audiences of 100 - 200 people, in theatre,
workshop or cocktail mode. If selected, you may
be offered a two-hour time-slot in the Ideas
Exchange, with AV/production support. If your
event is approved to be hosted in the Vivid Ideas
Exchange, there is a venue fee of $1000 + GST
per two-hour time-slot.

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EXPRESSIONS OF INTEREST CLOSE AT

2 0 1 7 MIDNIGHT AUSTRALIAN EASTERN STANDARD
TIME 23 SEPTEMBER 2016

You must complete the Vivid Ideas 2017 Expression of Interest Application and attach relevant
documentation and/or electronic files in required formats.

SELECTION PROCESS
Expressions of Interest are assessed on the following criteria:
Your event serves the Creative Industry sector.
Your event offers the audience, a high quality, thought-provoking,
informative experience.
Your event is not a sales pitch or promotional tool for your business or services
Your event contributes to professional development, network building and knowledge
exchange in the creative sector.
Your event has the capacity to bring audiences to Sydney.
The majority of your event takes place between May 26 and 17 June 2017.
You demonstrate the capacity to finance, produce and present your event.
You demonstrate the capacity to market your event.
You can demonstrate that you have an existing audience for your event.
You are a registered business (you must possess an active ABN or
international equivalent.

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SELECTION REVIEW
Applications will be assessed and short-listed Short-listed applicants will be notified by the
for inclusion in Vivid Ideas program by the Vivid 14 November 2016. The Vivid Sydney team will
Sydney curatorial team. meet with all short-listed applicants either via
phone, skype or in person.
Submissions will be reviewed and, if considered
a valuable addition to the program, you will be No late entries will be accepted. The decisions
invited to enter into discussions about how best of Vivid Sydney are final.
to position your event as part of Vivid Ideas.
Applications will be assessed from
23 September to 24 October 2016.

NO LIVE PERFORMANCES, PROJECTIONS OR

LIGHT INSTALLATIONS
Live performances, installations or projections
do not form part of the Vivid Ideas program. If
you are interested in installations or projections
please see Vivid Light. If you are interested in
performance please see Vivid Music.

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KEY DATES*

2016
23 September EOI applications close.
14 November Applicants notified of short-listing selection.
21 November Applicants submit all confirmed event information form, including
event organisation details.
5 December Contractual documentation confirming your participation is returned.

2017
20 January Submit final marketing material to Destination NSW
(High resolution images, final event title and description, ticketing
link, venue details and speaker bios).
15 March Your event is on sale in line with Vivid Sydneys Media Launch.
26 May Vivid Sydney commences.
17 June Vivid Sydney concludes.

vividsydney.com 13 *Dates are subject to change at the discretion of Destination NSW.

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EVENT AGREEMENT
Successful applicants are required to enter into an agreement with Destination NSW. The Applicant
must be a registered business and possess ABN or international equivalent. The agreement will
include, but is not limited to:

INTELLECTUAL PROPERTY

The Applicant grants Destination NSW to use the Event logo and name for promotional purposes.
Destination NSW does not seek the ownership of intellectual property regarding the content of the Event.

PUBLIC COMMUNICATIONS

An Applicant or contributor to the event (speakers or sponsors) must not engage in any public
communications or publicity related to Vivid Sydney or their event, regardless of their application
outcome, without the prior written consent of Vivid Sydney and Destination NSW. The Applicant
must act in good faith and upon reasonable notice with respect to any promotion and publicity that
Destination NSW or its PR/Media Agencies undertakes in connection with the Project Proposal
as part of Vivid Sydney 2017 free of charge. The Applicant must not release or promote their
involvement in Vivid Ideas until the Official Media Launch managed by Destination NSW is complete
(approximately March 2017). The Applicant agrees to work with Destination NSW and/or its PR/
Media agencies with regard to promotion and publicity opportunities. All media releases must be
approved in writing by Destination NSW before release.

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MARKETING & PUBLIC RELATIONS

The applicant is required to provide the following content when requested:

A marketing and public relations plan.

Full title, date, time, venue, description, proposed speakers and format.
Minimum of 3 high resolution event images suitable for the Vivid Sydney website.
High resolution speaker head shots & bios.
Video footage.
Event logo.

Such above content will be used by Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors
and Destination NSW tourism third parties for marketing and promotional use. Use is given on the
following basis royalty-free, for use worldwide, free of charge, in any media and in perpetuity. Such
uses may include books and films in which revenue may be derived. You also give via this agreement
the right for Destination NSW and Vivid Sydney contractors to edit the information and photos without
further approval for marketing and promotional use on the following basis royalty-free, for use
worldwide, free of charge, in any media and in perpetuity. Such uses may include books and films in
which revenue may be derived by Destination NSW
You also give via this agreement the right for Destination NSW, Vivid Sydney sponsors, Vivid Sydney
contractors and Destination NSW tourism third parties to edit the biographies, descriptions and photos
without further approval for marketing and promotional use on the following basis royalty-free, for
use worldwide, free of charge, in any media and in perpetuity. Such uses may include books and films
in which revenue may be derived by Destination NSW. The Applicant acknowledges and agrees to allow
Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography
and film companies, and Destination NSW tourism third parties to film and photograph the Event.

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This is on a free of charge, royalty free, in any media and in perpetuity basis without the need for
credit and future approval. Such uses may include books and films in which revenue may be derived
All marketing material must be approved in writing by Destination NSW before release.

RESEARCH

You will be required to provide event data to include cumulative and unique attendance, attendee post
codes, attendee breakdown and ticketing reports no later than 7 days post Event.

TICKETS

Provide a certain amount of tickets to the Event to Destination NSW as agreed between Destination
NSW and the applicant.

INSURANCE

If your submission is approved, the organisation which is contracted to deliver the event must take
out and maintain on its own behalf a minimum of $20 million public liability insurance cover with a
reputable insurance company for the period of the contract and will provide confirmation of such cover
to Destination NSW upon signing the contract.

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Accessibility
In 2015, the organisers of Vivid Sydney
launched a dedicated access and inclusion
program, to ensure Australias largest event is
accessible to all.
In the Vivid Ideas program 2015 and 2016,
this included Auslan interpreters at the Game
Changers talks series. Game Changer venues
including Sydney Town Hall offer hearing loop
systems. We encourage organisations to make
their event accessible to all audiences.
Full details of the access and inclusion
initiatives at Vivid Sydney are available at:
www.vividsydney.com/accessibility
Sustainability
Destination NSW has partnered with
the Banksia Foundation to measure and
improve the Vivid Sydneys sustainability
performance.
This includes use of GreenPower, alongside
environmental and sustainability initiatives
including the use of efficient technologies,
extensive promotion of the use of public
transport, waste minimisation initiatives and
adherence to sustainability policies within
Vivid Sydney precincts, use of electronic
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N OT ES
ticketing, and the exploration of sustainable and
environmental management solutions, ideas and
technology within the Vivid Ideas program.
If your event is successful in being selected, you
will be required to contribute to Vivid Sydneys
commitment to environmental sustainability.
Specifically you will be required to:
a. Carry out your work so as to minimise the
environmental impact of your event.
b. Work with Destination NSW to enhance and
improve the over-arching environmental
sustainability expectations, policies,
statements and practice.
c. Where commercially viable, allow for the
costs of reliable and relevant environmental
data collection in your budget; including
but not limited to direct and indirect
resource streams such as energy, water,
waste, transport and travel, catering and
consumable, marketing and print.
d. At the request of Destination NSW, provide a
copy of any environmental data collected for
use in environmental sustainability reporting
and other public representations.
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THIRD PARTY
SPONSORSHIP
A Vivid Ideas Contributor is an organization
or entity that provides assistance (cash and/
or value- in-kind) to the Applicant in support of
their expression of interest and realisation of
their event (if successful).
The Applicant is responsible for engaging and
managing Contributors directly to support an
event as required. However, the Applicant must
first provide details of potential Contributors as
part of this Expression of Interest for review and
approval by Destination NSW prior to entering
into a formal agreement.
Potential Vivid Ideas Contributors can also be
submitted for review after the approval of the
submission. (Destination NSW has provided
guidelines on the Contributor restrictions
outlined overleaf and these must be taken into
account before submitting your application).
Vivid Sydney reserves the right to review all
proposed Vivid Ideas Contributors and approve
them at its discretion.

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VIVID IDEAS CONTRIBUTOR RESTRICTIONS
The Vivid Ideas Contributor category does not
permit the Vivid Ideas Contributor to:
a. Be awarded naming rights of either the Vivid
Sydney event or the Vivid Ideas event
b. Undertake general marketing and promotion
of their involvement as part of the whole
Vivid Sydney 2017, except directly in relation
to the approved Event.
c. Undertake any unapproved messaging,
including social media and PR activities, or
issue any media releases relating to Vivid
Sydney 2017, except in direct reference to
the approved event, (subject to prior review
and approval by the Destination NSW)
d. If the proposed Contributor is associated
directly with the following quarantined
categories, further conditions and review
may apply:
Telecommunications
Banking
Electricity retailers and suppliers
Coal seam gas suppliers
Social media organisations
Publishers and media organisations
Automotive
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Online travel booking services, airline or
accommodation
Computer chip processors (either for laptops
or tablets)
Photography and Photography equipment,
both professional and amateur
Human resources
Destination Marketing Organisations
including Regional Tourism Organisations and
third party tourism websites
State Tourism Organisations
Cause-related marketing organisations
e. Restricted categories for sponsorship if the
Contributor is associated (either directly or
closely linked) with the following categories:
Adult/sexual products and services
Gaming and gambling activities
Tobacco
Cleaning, hygiene and personal care
products
Alcohol products
Weapons
Immigration
Violence related products
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HOW TO APPLY: QUERIES:

Please complete the online application form. Should you have any questions, please contact
us using the below details:
Any associated documentation (i.e videos,
images or other documents) can be submitted Email: vivid.ideas@dnsw.com.au with EOI 2017:
separately to: vivid.ideas@dnsw.com.au with EOI Your Event Name in the subject line.
2017: Your Event Name in the subject line.
If electronic file sizes are greater than 15MB
(including images) please upload your document
to Hightail (hightail.com) and provide the file
download link in your email submission.

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