BYOV (BRING YOUR OWN VENUE) COMPANIES

We have reached capacity for the number of BYOV companies we can accept into the 2012 Winnipeg Fringe Festival.

To be placed on a wait list to participate as a BYOV, please email performers@winnipegfringe.com

WHAT IS A BYOV?

A  BYOV (Bring your Own Venue) is a venue or location outside the regular 11 venues that the Fringe Festival operates and programs via a lottery. Companies may choose to present as a BYOV if their work is site specific, or if they were not drawn in the lottery but are still interested in mounting a production as part of the Fringe Festival. BYOVs come with substantial financial risk to the producing company and can involve a considerable amount of work.

The festival requires the same administration and application fee for BYOV companies as it does for the regular companies (see the "Fees" section below.) While BYOV participants must provide their own venue and equipment, this is offset by the fact that they have more influence over the number of performances they present and over their schedule.

If you are a first-time applicant to the Winnipeg Fringe Festival, or if you are new to the BYOV process, we highly recommend that you contact the Festival Director at fringe@mtc.mb.ca or at (204) 934-0308 about your BYOV proposal prior to applying.

Looking for a venue or know of a venue that a performing company might be interested in? Connect with performing companies and venues through the Winnipeg Fringe BYOV Google discussion group:

Google Groups
Winnipeg Fringe BYOVs

NOTE: All dollar amounts are in Canadian funds


WHAT IS SITE SPECIFIC THEATRE?
The Fringe format provides a unique opportunity for theatre companies to produce experimental, innovative theatre. This is especially the case with site-specific theatre which allows you to immerse your audience in your production, not only through the traditional means, but also by staging your production in a setting that is conducive to conveying the ideas and experience of your play.
 
Some examples of site-specific productions that have been done at the Winnipeg Fringe and at other Fringe Festivals are:

Trial By Bus - Set aboard a Winnipeg Transit bus that travelled through the city, the play took audiences on a journey through the court proceedings of one confused man. (Winnipeg Fringe 1990)

Eureka - Set in a parking garage, this black comedy was an exploration of the homeless problem and the "visionary" solution of two hapless security guards. (Winnipeg Fringe 1991)

The Container - A play about the illegal transportation of refugees staged in an actual steel shipping container. (Edinburgh Fringe 2007)

Rearview - In this unique performance experience, a mysterious car took the audience on a theatrical ride. Rearview was a total theatre experience that was actually performed inside a moving vehicle, blurring the line between fiction and reality and between audience and performer. (Toronto Fringe 2007)



WHAT YOU NEED TO DO
  • Select your material (theatre, improv, dance, performance art, variety, etc.)
  • Secure the rights for your production, if the play is not an original piece.
  • Find a venue in close proximity to the Winnipeg Fringe Festival Site.
  • Apply to the 2012 Winnipeg Fringe as a BYOV
  • Send payment to the Winnipeg Fringe if your application is successful.
  • Obtain the necessary operational permits to allow lawful public use of your venue (if not included as part of your rental agreement with your venue.)
  • Send us your show’s technical information and program copy.
  • Rent the necessary sound and lighting equipment (if not included as part of your rental agreement with your venue.)
  • Hire a venue technician (if not included as part of your rental agreement with your venue.)
  • Rehearse your production.
  • Schedule and prepare for your technical rehearsal. At your tech rehearsal, you will layout your set and run sound and lighting cues. If you have prepared sufficiently there should be enough time for a dress rehearsal.
  • Bring everything needed for your show (props, sets, costumes, stage manager, ideas on lighting and sound cues, etc.)
  • Promote your show with press releases, posters, handbills, on-site promotions and anything else that will help draw attention to your show. (The Fringe publicist will market the entire festival, and will help out individual companies as much as possible.)
  • Perform your show at your scheduled show times, strike your set and props, and head on down to the beer tent and mingle with the other performers, staff, volunteers and patrons.


WHAT WE DO FOR YOU
  • Publicize the Fringe Festival as a whole.
  • Include your show in the Fringe Program guide and on www.winnipegfringe.com with your show description, graphic and show times
  • Co-ordinate media interviews for your company.
  • Manage front of house duties for your performances.
  • Sell tickets to your show. Tickets are sold both in advance, starting one month prior to the festival, and at the door on the day of your performance.
  • Return 100% of your box office revenue to you. (You set the ticket price, up to a maximum of $10.00).


NEW FOR 2012

Administration fee
A $20.00 non-refundable administration fee will be charged for all applications to be an indoor performing company. Performing companies will only be required to pay the application fee ($675.00) once they have been accepted into the festival.


APPLICATION PROCESS

The Winnipeg Fringe Festival will determine a quota for the number of BYOV performance slots in the Festival.  Prospective BYOV applicants should be prepared to provide the festival with a production and marketing budget and a marketing plan, in order to demonstrate the viability of their proposal.

To apply to bring a BYOV to the Fringe, follow the instructions at the bottom of this page.

The Winnipeg Fringe will begin to contact applicants after January 16, 2012. If you apply after January 16, we will contact you within 7 days of receiving your application.

Priority will be given to projects that are deemed truly site specific.

The Fringe reserves the right to decline any BYOV application that it determines is not in an appropriate venue or location, or if it is deemed unsafe or not within the law to operate as a performance space.

Once a BYOV application is accepted into the festival, payment of the BYOV application fee ($675.00 incl. GST) must be made within 7 days.



FEES

Administration fee
A $20.00 non-refundable administration fee will be charged to all indoor performing companies that apply to be in the festival.

Application fee
BYOV application fee: $675.00 including GST (due once you have been accepted into the festival)

Once your application has been approved you will have seven days to submit payment of your application fee via cheque, credit card or money order.

NSF penalty fee
The Winnipeg Fringe will charge $25.00 for returned cheques and the will not accept another cheque for payment if an NSF cheque is received.

Program copy change penalty fee
The Winnipeg Fringe Theatre Festival reserves the right to charge $50.00 for any changes made to program copy after April 27, 2012. The Winnipeg Fringe Festival’s program is the major marketing tool for our festival. We have strict deadlines, which ensure that the program goes to the printers in time to go on sale in June. Therefore, respecting these deadlines is imperative.

Performance cancellation penalty fee
The Winnipeg Fringe Theatre Festival will charge a $50.00 fee for any performance cancelled by the company after May 11, 2012.


back to top


PAYMENT METHODS

VISA, MasterCard or American Express
Credit card payments may be made through secure online payment via the Winnipeg Fringe website, over the phone (204-934-0308), or by fax (204-947-3741).

We do not accept credit card information via e-mail to ensure your credit card security.

If you wish to fax in your credit card payment, please print the credit card fax payment form below, fill out and fax to the number indicated.

Credit Card Payment Form

Once submitted, your payment will be processed immediately and will show on your statement as a charge from Royal Manitoba Theatre Centre.

Cheque or Money Order
Application fees paid in the form of a cheque or money order should be made payable to Royal Manitoba Theatre Centre and mailed or delivered to:

Winnipeg Fringe Theatre Festival
174 Market Ave.
Winnipeg, MB
R3B 0P8

back to top


REFUNDS / CANCELLATIONS
  • All withdrawals from the festival must be made in writing by the company's primary contact.
  • A company may withdraw from the waiting list at any time.
  • A company that has been accepted into the festival and withdraws on or before April 1, 2012 will be returned 50% of their application fee. A company that withdraws after April 1, 2012 will forfeit their entire application fee.


PERFORMANCE SCHEDULING
There is a maximum of one performance per day for all festival participants. While the performing company in a BYOV may submit their desired schedule to the Fringe, the Fringe retains the right to schedule and adjust the performance times of a BYOV participant.


In the case of a venue with more than one performing company:
    • The festival reserves the right to schedule all performances in that venue.
    • All performances must be scheduled with a minimum of 45 min. between the end of the previous performance and the start of the next performance.


TICKET REVENUE
  • Performing companies retain 100% of their box-office revenue.
  • The maximum ticket price is $10.00 for all companies.
    • Exception: Kids Fringe Category - ticket price for children (12 & under) is set at $5.00; maximum ticket price for adults (over 12) is $10.00.
  • Companies will set their own ticket price(s) and discount structure which will be published in the festival program.
  • The Fringe charges a $2.00 surcharge on all advance tickets to cover the overhead costs of such sales, but the entire face value of the ticket is returned to the artist. There is no surcharge on tickets sold at the door.


PATRON PASSES

Frequent Fringer Pass (valid for 10 tickets)
Cost:  $75.00 + $4.00 surcharge (taxes included)
Amount redeemed to performing company: $7.50/per ticket

    • This allows patrons to see 10 shows for the cost of $7.50 per ticket, which is given directly back to the company.
    • Can only be redeemed in person by the cardholder and are not transferable.
    • Can be redeemed for up to 5 tickets in advance, only prior to the start of the festival.
    • Non-refundable.


Buddy Pass (valid for 14 tickets)
Cost: $105.00 + $4.00 surcharge (taxes included).
Amount redeemed to performing company: $7.50/per ticket

    • This allows 2 patrons to purchase a pass together and see 14 shows between them for the cost of $7.50 per ticket, which is given directly back to the company.
    • Can only be redeemed in person by one or both of the named pass holders.
    • Can be redeemed for up to 7 tickets in advance, only prior to the start of the festival.
    • Non-refundable.


VENUE SELECTION & SET-UP

Venue Selection

When looking for a venue, it is important to find a location that is in close proximity to the Winnipeg Fringe Festival site (within or near the Exchange District.) The Fringe may not accept a BYOV application if it has deemed the venue to be too far from the main festival site or from other indoor venues.

BYOV 2012 Venue Suggestions

If you are planning a site-specific production, please contact the Fringe to discuss your idea for a site. An assessment of your proposed site should be conducted to look at the suitability of the site for your production, technical requirements, performer and audience safety, site adaptability, weather, location, and liability issues.

If you are renting a space that is normally used as a performance space, or one that already has a permit for public occupancy for other uses, you will need to ensure that it meets the technical requirements for your show.

It is important that you make the preliminary arrangements for use of your performance space in advance of submitting your BYOV application form to avoid confusion or disappointment closer to the Fringe.

Please let us know if you are planning to share the space with another company and if you have made any agreements with them.

Negotiate with your venue an agreeable rental rate and be sure you are aware of all included costs, which may include technicians, set-up fees, and front-of-house staff. (The Fringe will provide volunteer ticket sellers and ushers, but some venues may require you to have their own front-of-house staff on site during your rental times.)

Once you have been accepted into the Fringe, get a written & signed copy of your rental agreement from your venue.


Technical Needs
You will need to equip your venue with the necessary sound and lighting equipment. While the festival cannot provide equipment or facilities for BYOV participants, we may be able to direct you to local suppliers if you need help.

A minimal lighting system which can provide general lighting for a small space usually requires at least a single phase 50 amp power supply, 6 dimmers, a control board, 10 lighting instruments and connecting cable. It is important to book this equipment early as suppliers may commit stock well in advance of July.

Hire Technicians as needed. The Fringe may be able to provide referral information if contacted early in the year. For budgetary purposes, you should allow at least $50 per performance.


Venue Access for Fringe Staff
Fringe staff must be given access to your venue upon request to ensure that the venue is safe for audiences, performers and volunteers and that it meets the standards of the Fringe Festival.


INSURANCE & PERMITS
The BYOV participant should be aware that they are solely responsible for the safe operation of their venue. BYOV companies agree to absolve and save harmless the Winnipeg Fringe Festival from any liability whatsoever in the event of accident or injury.

Liability Insurance
If you are renting a space that typically operates as a performance venue, you will likely be covered by their liability insurance. However, the Fringe does provide third party liability insurance for a BYOV up to $5,000,000 and a copy will be provided to the venue operator.

Occupancy Permits
BYOV Participants are responsible for providing the necessary operational permits to allow lawful public use of their venue. As with liability insurance, if you are renting a space that typically operates as a performance venue, you will likely be covered by their occupancy permit. At the very least, occupancy permits will be required for any space which has not previously been approved for public occupancy by the City of Winnipeg.

To get an occupancy permit you must contact the City of Winnipeg to advise them of your plans and schedule building safety and fire inspections. The Fringe cannot take any responsibility for your occupancy application, but should you wish further information, we may be able to provide some general guidelines to help.

back to top


TAXES

We know that nobody wants to think about them, but here is some basic information so that you can prepare properly for the Fringe and avoid any last minute confusion or difficulties. We will do our best to answer any questions you may have. However, The Winnipeg Fringe Festival does not assume any responsibility for the application of taxes, levies or possible tax exemptions associated with revenues you generate while performing here.

It is your responsibility to meet the requirements of the Canada Customs and Revenue Agency in regards to your production.

GST (Federal Goods and Services Tax)
    1. The GST is a 5% tax on all goods and services in Canada. All companies must remit this tax where applicable.
    2. The Winnipeg Fringe does not deduct and/or remit GST on behalf of any company.
    3. Canadian companies/individuals earning less than $30,000 a year do not have to charge and remit this tax.
    4. All international companies must charge and remit GST, but they can apply for a refund.
    5. For information please call the Canada Customs and Revenue Agency.

Federal Non-Resident Withholding Tax (Regulation 105) for non-Canadian Performers

This is the Federal Government's form of income tax for non-residents.

Please visit http://www.cra-arc.gc.ca/tx/nnrsdnts/cmmn/rndr/trty_gdlns-eng.html for more information.
    1. International groups can apply for a waiver which allows performers to earn a base amount that is non-taxable.
    2. The basic exemption is $15,000 for artists from the United States of America and $5,000 for other foreign artists.
    3. Registered non-profit groups from Britain may apply for a complete exemption.
    4. Companies may apply as a single entity claiming expenses against projected revenues, but this may not be as advantageous as claiming individually.
    5. Applicants should apply for this waiver at the Canada Customs and Revenue Agency (CCRA) office in the city of their first stop on the Fringe circuit at least one month before they arrive.
    6. CCRA will forward the waiver instructions from Fringe to Fringe.
    7. We have had some difficulties with communications from CCRA offices in other cities and for this reason we strongly suggest that you forward us a copy of your waiver application and first waiver letter from CCRA in advance of your arrival in Winnipeg.
    8. If a company does not apply for a waiver, the Fringe is required to withhold 15% of your ticket revenues and the performers/company will have to apply for a refund from CCRA at the end of the year.

For a Regulation 105 Waiver Application Form in PDF format, click on the link below or for more information or contact the International Tax Services Office:

Federal Withholding Tax Waiver Application

Tel: 1-800-267-5177 (within Canada & the United States) or 1-613-952-3741 (outside Canada & the United States – collect calls accepted)

Fax: 1-613-941-2505


back to top


PERMITS & CUSTOMS FOR NON-CANADIAN PERFORMING COMPANIES

All international companies must acquire the necessary visas and permits required by the Canada Border Services Agency.

Work Permits & Visas
All international companies are responsible for acquiring their own work permits and visas. The Fringe will provide a letter of invitation to the companies accepted into the Festival, but this does not guarantee entry into Canada.

The Winnipeg Fringe Festival takes no responsibility for the actions taken by the Canada Border Services Agency in the event that the performing group has not acquired the necessary permits.

Please make sure that you and all your cast members are legally permitted to enter Canada. We cannot be responsible for legal issues that result in being turned away at the border.

Customs
Canada is a signatory to many international agreements limiting trade in rare or endangered plants and animals. If your show requires props or costumes made from traditional materials (furs, skins, animal parts, plants or plant products), we strongly suggest that you contact the Canada Border Services Agency in advance of your arrival to ensure such materials are permitted. We cannot be responsible for such materials confiscated at the border as protected or banned materials.

back to top


BILLETING

The Fringe Festival will try to provide a billet for those performers who require accommodations. A billeting form will be sent to all performers accepted into the Fringe. If you would like the Fringe to assist in finding a billet or other accommodations for you, please return the form as soon as possible. The Fringe does not guarantee a billet placement and encourages performers to arrange their own accommodations if possible.

Please note: The Fringe is unable to provide billeting for those travelling with children.



BY SUBMITTING AN APPLICATION, ALL PARTICIPANTS CONFIRM THEY HAVE READ AND AGREE TO THE FOLLOWING TERMS & CONDITONS
  1. The maximum ticket price a performing company can charge is $10.00.
  2. Performing companies will receive $7.50 per Frequent Fringer or Buddy Pass redeemed for their show.
  3. Companies accepted into the festival cannot sell or transfer their right to perform to another party. If a company is found to have sold its space, both companies will be removed from the festival and the original application fees will be forfeited.
  4. The Fringe retains the right to schedule and adjust the performance times of a BYOV participant. 
  5. The Winnipeg Fringe Theatre Festival reserves the right to cancel confirmed applications should circumstances arise which, in the opinion of festival staff, interfere with the mounting of a production or the festival as a whole.
  6. The Fringe accepts no liability for performance cancellations as a result of natural phenomena or the actions of third parties or as a performance venue’s limitations for any particular purpose. The festival makes no guarantee whatsoever regarding the suitability of any particular venue for performance presentation.
  7. The performing company agrees to absolve and save harmless the Winnipeg Fringe Festival from any liability whatsoever in the event of accident or injury.
  8. The above notwithstanding, the directives of Fringe staff with regard to matters of safety, are not negotiable. Such determinations are made as matters of policy and are intrinsically limited by the  nature of the BYOV participant's involvement in the festival. They are made by way of guidance but imply no liability for the Fringe with regard to damage or injury and imply no warranty of any kind.
  9. All performing companies agree to adhere to the laws of the City of Winnipeg, the Province of Manitoba and the Government of Canada, and the policies, procedures and safety restrictions of the Winnipeg Fringe Theatre Festival. All companies are obligated to act in the best interest of the festival as a whole at all times. The Winnipeg Fringe Festival reserves the right to cancel any or all performances of any performing company not adhering to these regulations.
  10. No company can refuse admission to patrons based on gender, race, sexual orientation, disability or religious creed.
  11. BYOV companies agree to provide the Fringe Festival staff reasonable access to the venue upon request to review the facility and technical procedures.
  12. Submission of this application and subsequent payment shall indicate you have read all the information written in this application and your acceptance of the terms and conditions contained herein.
WITHDRAWALS & CANCELLATIONS
  1. Any companies who are awarded a spot in the 2012 Winnipeg Fringe Theatre Festival may choose to withdraw on or before April 1, 2012 and are eligible to receive a refund of 50% of their application fee.
  2. Any companies awarded a spot in the 2012 Winnipeg Fringe Theatre Festival that choose to withdraw after April 1, 2012 will forfeit their entire application fee to the Winnipeg Fringe Festival.
  3. The Winnipeg Fringe Theatre Festival will charge a $50.00 fee for any performance cancelled by the company after May 11, 2012.
OTHER FEES
  1. NSF charges: the Winnipeg Fringe will charge $25.00 for returned cheques and will not accept another cheque for payment if an NSF cheque is received.
  2. The Winnipeg Fringe Theatre Festival reserves the right to charge $50.00 for any changes made to program copy after April 27, 2012. The Winnipeg Fringe Festival’s program is the major marketing tool for our festival. We have strict deadlines, which ensure that the program goes to the printers in time to go on sale in June. Therefore, respecting these deadlines is imperative.


APPLICATION INSTRUCTIONS
    1. Please read the above information to ensure you understand all rules and conditions before submitting your application.
    2. IF YOU ENTERED THE 2012 INDOOR PERFORMER LOTTERY please email fringe@mtc.mb.ca to request a BYOV application form and continue reading at step 7 below.
    3. IF YOU DID NOT ENTER THE 2012 INDOOR PERFORMER LOTTERY click on the link at the bottom of this page to create and/or log-in to your Fringe account.
    4. Complete the payment information to pay the $20.00 administration fee.
    5. If you pay by credit card online you will receive a confirmation email with a link to the BYOV application form.
    6. If you pay by cheque, email fringe@mtc.mb.ca to request a BYOV application form.
    7. Complete the BYOV application form online. Required information is indicated with an asterisk. Please review your application carefully and ensure your information is correct before sending it in.
    8. The Winnipeg Fringe will begin to contact applicants after January 16, 2012. If you apply after January 16, we will contact you within 7 days of receiving your application.
    9. The manager/operator of your performance space will be required to complete a BYOV Venue Manager form as part of your BYOV application process. The Fringe will contact this individual on your behalf to have them complete this form.
    10. Application fees ($675.00 incl. GST) for those companies accepted into the festival must be paid within 7 days of receiving written notice that they are accepted into the festival.

We have reached capacity for the number of BYOV companies we can accept into the 2012 Winnipeg Fringe Festival.

To be placed on a wait list to participate as a BYOV, please email performers@winnipegfringe.com

 

Questions?

Contact:
Rob Ring
Interim Festival Director
Phone: (204) 934-0308
Fax: (204) 947-3741
fringe@mtc.mb.ca

back to top