Event Organisers

SUBMIT AN EVENT FOR
FROME FESTIVAL 2024

Fri 5 – Sun 14 July 2024

 

We are delighted to invite event organisers, including independent promoters, community groups and local organisations, to submit events to be a part of Frome Festival’s programme.

 

Event submission opens
Thu 1 Feb 2024

 

Event submission deadline
Fri 1 Mar 2024

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 12,000 engagements across a 10-day festival.

At the beginning of planning your event for the Festival, please consider:

  • Is your event taking place between Friday 5th – Sunday 14th July 2024?
  • Have you discussed your event with the Frome Festival team?
  • Have you confirmed your event time and date with all artists, workshop leaders and members of your community group performing or delivering your event?
  • Have you confirmed your event venue?
  • Have you checked that there are minimal clashes with other similar activities in the Festival programme?
  • Do you know how much you would like people to pay to attend your event?
  • Do you know how you will staff your event?
  • If your event is designed for children, have you considered how to ensure the safety of all participants?

If you’ve answered “Yes!” to all these questions, then carefully read the below information and purchase your event product at the footer of the page. Once you purchase your product, you will be sent a link to the event submission form where you can provide details for your event.

If you would like to discuss any ideas you have for events you’d like to organise for the 2024 Festival, please contact the Frome Festival team at office@fromefestival.co.uk

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.

IMPORTANT DATES

Thu 1 Feb 2024

Frome Festival 2024 event submission opens

 

FRI 1 MAR 2024

Event submission deadline

 

APR 2024

Brochure printed and online event listings published

 

MAY 2024

All Box Office opens

 

FRI 5 JUL 2024

Festival begins

David Chedgy / 2023

HOW DO I SUBMIT AN EVENT FOR THE FROME FESTIVAL PROGRAMME?

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 the Festival’s core promotion)
  • PRS and Licensing
  • 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. 

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 one month 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.  

 

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. 

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 – £80 / Additional Listing – £40 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 – £60 / Additional Listing – £40 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 – £50 / 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 – £50 / Additional Listing – £30 per event

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

Exhibition

£60 per exhibition

A listing for an exhibition across the Festival for any duration

Large Event: 200+ Capacity

£125 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 shared through a broad distribution network) 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.

The Frome Festival team reserves the right to edit any marketing copy submitted as a part of the event submission form to ensure all print and e-marketing is as well presented as possible. The Frome Festival team will be in touch if they require any clarification on information submitted through the form – the event organiser must ensure that they respond to queries promptly to ensure that the listing can be published in the programme.

The Frome Festival team reserves the right not to publish and include listings as a part of the Festival programme if:

  • The event has not been approved by the Frome Festival team before submission
  • The event submission includes any content deemed inappropriate by the Frome Festival team
  • The event submitted does not match the event product purchased
  • The event organiser does not respond to queries from the Frome Festival team after submitting their form. 

Any queries? Get in touch:

office@fromefestival.co.uk

Submit an event to Frome Festival 2024

Terms and Conditions

 

The majority of events in Frome Festival‘s annual programme are independently organised by venues, groups and individuals from across the local area. The Festival has a proud tradition of providing a platform for the local community, with particular emphasis on highlighting activity taking place in Frome throughout the year. This is supplemented by a core programme of activities organised by the Festival team.

Frome Festival aims to be balanced in its promotion of both core and independent events – for example, the brochure makes no distinction between who promotes an event in the programme, and the Festival team aim to highlight all events as evenly as possible in print and e-marketing.

Frome Festival’s key criteria for accepting events in its programme are:

Date

Events must take place during the Festival programme – the next Festival will take place from Friday 5th – Sunday 14th July 2024.

Location

Events must take place in the town of Frome, or in surrounding towns and villages immediately outside, in a venue approved by the Festival.

Arts & Culture

Events must have an artistic or cultural focus at the heart of their activity – this can take a wide variety of forms.

Organisation & Finances

Unless agreed otherwise with the Festival, event organisers are expected to fully organise and fund their events, including and not limited to booking artists, workshop leaders, venues and all equipment required for the event. They are also expected to pay the appropriate event submission fee to Frome Festival for inclusion in the programme.

These criteria are deliberately broad to encourage a wide range of events to be submitted to the Festival programme.

It is expected that event organisers have completed these preparations before submitting their events to the Festival programme – the deadline for submission each year is generally late February, before the July festival.

Whilst Frome Festival is a non-political and non-religious organisation, the Festival is proud to support a wide range of voices and opinions from across society. Events may reference topics that some audiences find unsuitable, controversial or offensive. All listings in the Festival’s print and e-marketing aim to fully communicate the event’s programme and participation is at the audience’s discretion. If you have any queries about the content of any Festival event, please get in touch with the Festival team who will be happy to provide further information – office@fromefestival.co.uk / 01373 453889

The Festival team works hard to ensure all information is accurate at the point of promoting Festival events, however all details (including programme and pricing) are subject to change at the discretion of the event organiser. Please go to www.fromefestival.co.uk for the most up-to-date Festival information.

Occasionally, the Festival team will reject independently submitted events if they believe the event does not comply with the core ethos of Frome Festival as a community-led celebration of arts and culture. The Festival team reserves the right to do this at their discretion.

The Frome Festival team further reserves the right to reject independent event submissions to the Festival programme if:

  • The Festival team has reason to believe the submitted event will not be delivered safely or legally.
  • The Festival team has reason to believe the submitted event will not be delivered in the spirit of the advertised event.
  • The event has not been approved by the Frome Festival team before it has been submitted.
  • The event submitted does not pay the event submission fee required for inclusion in the programme, or the event organiser has a history of not paying event submission fees in previous Festivals.
  • The event organiser does not respond to queries from the Frome Festival team in a timely manner.

The small, committed team that organise Frome Festival work across the year to plan and deliver this programme. Please contact them if you have any queries about the Festival and its events: office@fromefestival.co.uk / 01373 453889