Event Organisers

Frome Festival is a celebration of arts, culture and our community across a broad 10-day programme of activities. A large number of events every year are coordinated by local event organisers, using the Festival platform to perform to large local audiences, as well as promoting their year-round activities. Community events are at the core of our programme, increasing the engagement of local residents as performers, participants and audience members.

Organising your event as a part of Frome Festival means you can benefit from the Festival’s broad marketing reach and join a celebration of our local area that brings over 30,000 engagements across a 10-day festival.

The earlier you get in touch with the Festival team, the more help we can provide in planning your event and ensuring that your activity stands out in the programme.

HOW DO I SUBMIT AN EVENT FOR
FROME FESTIVAL 2026?

1. DISCUSS YOUR PLANNED EVENT WITH THE FROME FESTIVAL TEAM

Get in touch as early as possible by contacting office@fromefestival.co.uk. The Frome Festival team will be able to help plan your event, including recommending helpful contacts and letting you know what else is going on in the programme to ensure your event stands out!

Your event must be approved by the Frome Festival team before you submit your event. Once you have been approved, the Frome Festival team will set you up as an Event Organiser on the Event Submission form – you will be unable to submit your event through the form without this approval. 

2. ENSURE THAT YOU HAVE FULLY PLANNED YOUR FESTIVAL EVENT 

ARTIST FEES AND EVENT COSTS

Unless negotiated separately with the Frome Festival team, all costs associated with events must be covered by the event organisers. This is included and not limited to:

• Artist Fees & Expenses
• Venue Hire
• Event Staffing
• Additional Marketing Campaigns (beyond Frome Festival’s core promotion)
• PRS, Licensing and Insurance
• Any other associated costs

As a part of the event submission process, you will need to confirm that you have booked the venue for your event and have committed to all costs associated with the event.

If you are considering options for a suitable venue, feel free to discuss your requirements with the Frome Festival team or reach out directly to any of the venues who have historically programmed events at Frome Festival.

Frome Festival is open to accepting events in new venues not previously used during the Festival as long as the Festival team have visited the venue and approved that events will be run safely and legally at the venue. Events must take place in the town of Frome, or in surrounding towns and villages within 5 miles of the centre of Frome.

It’s your responsibility to find out your obligations under the law and, if necessary, to pay the appropriate fees, including and not limited to copyright and PRS. 

Box Office

All Festival tickets will be sold through the Cheese & Grain box office unless discussed and confirmed separately with the Frome Festival team.

• The Cheese & Grain box office will retain 10% (inc. VAT) of all ticket income in order to cover their box office management costs
• All tickets priced above £5 will be subject to the Cheese & Grain’s standard booking fee of £1.50 per ticket

Please allow at least six weeks after the festival has finished to receive financial reconciliation and monies owed. Bank details will be collected through the brochure submission form. 

All event organisers are expected to maintain as accurate records as possible of the total number of participants engaging with your event. In certain cases, we appreciate it is difficult to keep records of all attendees, but the Frome Festival team ask for estimated attendance to be recorded. After the Festival, all event organisers will be asked to submit their attendances (known or estimated) as a part of the Festival’s monitoring and evaluation – this information helps the Festival team plan future activity.  

Marketing

Frome Festival provides marketing support for all independently organised events and is committed to supporting all event organisers in making their events as successful as possible. That said, Frome Festival makes no guarantees about expected audience numbers for events, and ultimately it is the responsibility of the event organiser to ensure that events are promoted effectively. The more engaged and active the event organiser is in promoting their event, the higher the probability of a strong audience.

All independently organised events are included in Frome Festival’s annual brochure, distributed widely across the local area. The brochure is designed by the Frome Festival team with the aim of showcasing the diverse range of activities in each programme. Design decisions including page-positioning of listings and use of event imagery are solely at the discretion of the Festival team, who aim to produce the most impactful print marketing based on submitted marketing assets.

All independently organised events will be listed on Frome Festival’s website with links to box office sites and venue information.

Frome Festival has a broad print and e-marketing strategy to promote the programme, including and not limited to social media posts, mailings, flyers, posters, PR and online listings. Frome Festival will include independently organised events as a part of these promotions but cannot promise specified promotion methods to any event organiser. Decisions around promotion strategy are solely at the discretion of the Festival team.

The Festival team are open to receiving print marketing designed and organised by the event organiser. Please contact the Festival team to discuss further.

Insurance 

Event organisers are responsible for fully insuring an independently organised event at Frome Festival, including and not limited to Public Liability insurance, Employers’ Liability insurance and cancellation insurance. Frome Festival’s insurance policy covers core events organised by the Festival team only.  

All insurance requirements will be set by the policy of the venue used for the activity – some venues will insist on seeing proof of adequate cover before they allow you to perform in their space to the public.

While event organisers are not legally required to obtain public liability insurance assuming it is not a requirement of the venue, Frome Festival strongly recommends you do for peace of mind in case something goes wrong.

Festival Stewards

Frome Festival can provide festival stewards to assist in the management of events.  A steward would be able to manage pre-paid uncollected tickets and collect door ticket sales, along with basic event management tasks as required. Stewards are not first aid trained and cannot be expected to perform manual handling. They are not DBS checked and cannot be expected to lead an activity. 

To facilitate event stewarding, Frome Festival will retain 10% (inc. VAT) of all ticket income sold on the door. All monies will be collected by the Festival office before being paid to the event organiser. Please allow at least one month after the festival has finished to receive financial reconciliation and monies owed. Bank details will be collected through the brochure submission form. 

Events, Activities and Workshops involving children

Frome Festival is a Family Arts Standards holder. We strongly recommend all event organisers planning activities designed for families and younger audiences to refer to the Family Arts Standard’s models of best practice for designing events for younger audiences.

If your event is designed for families and younger audiences, we may ask you for additional information and documents in our initial conversations to ensure the quality and safety of the event.

Making your event accessible

Where possible and relevant, please consider making your event accessible and inclusive for the enjoyment of all. Examples of how to make your event more accessible include:

• Wheelchair ramps
• Sign-language or captioning off-stage
• Relaxed sensory-friendly performances
• Touch tours for blind and visually-impaired people

3. PURCHASE THE APPROPRIATE EVENT SUBMISSION PRODUCT 

You can do this using our online shop below. The Frome Festival team will advise you on the correct product to purchase as a part of your initial event discussions.

Event & Large Workshop / Walk

First Listing – £95 / Additional Listing – £45 per event

A one-off ticketed event with a capacity of 30 – 200 participants requiring a single brochure listing

Free Event (Pub or Restaurant)

First Listing – £70 / Additional Listing – £45 per event

A free event with a paid bar or food offer with a capacity of fewer than 200 participants requiring a single brochure listing

Free Event (Other Venue)

First Listing – £60 / Additional Listing – £30 per event

A free event without a paid bar or food offer with a capacity of fewer than 200 participants requiring a single brochure listing

Small Workshop / Walk

First Listing – £60 / Additional Listing – £30 per event

A one-off workshop with a capacity of fewer than 30 participants requiring a single brochure listing

Exhibition

£75 per exhibition

A listing for an exhibition across the Festival for any duration

Large Event: 200+ Capacity

£150 per event / Additional Listing – £100 per event

A one-off free or ticketed event with a capacity of over 200 participants requiring a single brochure listing

How does your Event Submission Fee contribute to the Festival?

In order to make Frome Festival accessible for event organisers, the Frome Festival team have worked hard to ensure that event submission fees are as low as possible. The event submission fee supports the general administration of the Festival and a large promotional campaign for the Festival to ensure all events are as successful as possible, including the Festival brochure (15,000 distributed broadly across the local area) and e-marketing campaigns through the Festival’s social media pages and website.

4. COMPLETE THE EVENT SUBMISSION FORM

Once you have purchased your product, you will receive a brochure submission form via email which you must complete as soon as possible. This form will collect all relevant information for the event, including planning and marketing information.

Any queries? Get in touch:

office@fromefestival.co.uk

Event Submission goes live on Fri 30 Jan 26