Terms & Conditions

Successful applicants are required to enter into an agreement with Destination NSW. The Applicant must be a registered business and hold an ABN, ACN or international equivalent. The agreement will include terms relevant to the items detailed in the tabs below and other terms and conditions required by Destination NSW from time to time. General terms and conditions apply to all applicants, and the Light, Food, Music, Ideas and Food tabs apply to applicants applying for those specific pillars. The applicant warrants that they have the relevant approvals and consents to act on behalf of all parties as part of the application process.

Light

General

Submitting an application does not automatically grant you acceptance into the Vivid Sydney program.

All costs incurred in preparing an application are your sole responsibility.

Installations, activations, events and related activities, artwork, content, concepts, collateral and specifications must be approved by Destination NSW in writing before commencement of production and must comply with the Vivid Sydney brand guidelines by, for example, incorporating Vivid Sydney brand colours and visual identities.

All events, related activities, content, collateral, concepts and specifications must not bring the NSW Government and Destination NSW into disrepute, must be of family friendly nature, must not incite violence, must not contain nudity, be culturally sensitive, not infringe any intellectual property rights, must maintain the creative integrity of Vivid Sydney, be for general exhibition and suitable for viewing by children without parental supervision.

You grant licence to Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors and tourism third-parties and stakeholders to use and edit any content, footage, information, biographies and imagery provided or produced by you, without further approval, for marketing and promotional use. This licence is granted royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity. Such uses may include books, merchandise and films from which revenue and profit may be derived. Imagery and footage may be available on Destination NSW’s media centre.

You also acknowledge and agrees to allow Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography and film companies, and tourism third-parties, to film and photograph your event, content, installation and use any images and footage without the need for credit and/or further approval. Use is given on the following basis — royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity. Such uses may include books, merchandise and films from which revenue and profit may be derived. Imagery and footage may be available on Destination NSW’s media centre.

By submitting an application, you consent to, and grant permission for, Destination NSW to share your application with third-parties for the purposes of review and assessment. Destination NSW may change these terms and conditions at its sole discretion and any changes or updates will be published on the Vivid Sydney website.

Acceptance of all applications are subject to the approval of all relevant development applications and landowner approvals and permits. You acknowledge that development applications are ultimately determined by the respective local councils and landowners consent and not Destination NSW.

Privacy

Destination NSW is committed to maintaining your privacy. Keeping your data safe and increasing accountability and transparency are important principles to us. To read our Privacy Policy – please visit vividsydney.com/privacy. You can opt out at any time.

Terms of Use

The functionality on this website, mobile website and application (Website) is provided by Destination NSW (ABN 52 890 768 976) of Level 2, 88 Cumberland Street, Sydney, NSW, 2000 (Destination NSW). To read our Terms of Use Policy – please visit vividsydney.com/terms-use

Insurance

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

Where the contracting entity does not already hold or is not legally required to hold the required insurances detailed above, Destination NSW may provide the opportunity for the contracting entity to opt-in to a group insurance policy facilitated by Destination NSW. Group insurance policies may be offered for the following insurance products only:

Group Public and Product Liability Insurance
Group Accident Insurance

Public Communications

You must not engage in any media or public communications or publicity related to Vivid Sydney or your installation, activation or Event, regardless of the outcome of your application, without the prior written consent of Destination NSW. This includes social media.

You must not release or promote your involvement in Vivid Sydney until the official media launch managed by Destination NSW is complete (approximately March 2025). This includes on social media. You agree 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.

Intellectual Property

You (or your artist) will own all intellectual property of any designs/works that are commissioned for Vivid Sydney, unless otherwise agreed in writing with Destination NSW. However, you must ensure that if any commissioned and/or premiering designs/works, are later exhibited at another event or festival, acknowledgment is given to the design/work being originally commissioned for Vivid Sydney 2025 by Destination NSW.

Operations

You are responsible for the following:

Safety of your installation;
Obligation to ‘make good’ any installation faults throughout the event;
Abiding by any directions given by NSW Government, Destination NSW or its nominated third party with regard to safety;
Ensuring that you have undertaken and acted on a risk assessment for your installation, which is to be provided to Destination NSW upon request.

Marketing and Public Relations

You must provide, and update, the following content when requested:

ARTIST/S BIOGRAPHY – A 150 word full biography on each artist involved in the activation. This should include key information such as recent works, awards and where they are from.
ARTWORK INSTALLATION DESCRIPTION – A 150 and 50 word description of your installation/activation
A MINIMUM OF 3 HIGH-RESOLUTION RENDERS OF YOUR INSTALLATION/ACTIVATION – These images must be suitable for the Vivid Sydney website and must be delivered in the requested file format, size and resolution. Once your installation location is confirmed we will also require photorealistic renders of the installation in-situ
HIGH-RESOLUTION PHOTOGRAPH OF ALL ARTISTS INVOLVED IN THE CREATION OF YOUR INSTALLATION/ACTIVATION – These images must be delivered in the requested file format, size and resolution for PR and media use

All marketing material must be approved in writing by Destination NSW before release or publishing.

Information, Data and Research

The use of any data collection technology (including cookies) as part of an installation must be pre-approved by Destination NSW and must satisfy the requirements of any legislation and guidelines that govern the collection and use of such information.. You must ensure that consent for collection of data has been received from all participating individuals.

Music

Successful applicants are required to enter into a binding agreement with Destination NSW. The Applicant must be a registered business and hold a valid ABN, I or international equivalent. The agreement will include terms relevant to the items detailed in the tabs below and other terms and conditions required by Destination NSW from time to time. General terms and conditions apply to all applicants; Vivid Light, Music and Ideas tabs apply to applicants applying for those specific pillars.

General

Submitting an application does not automatically grant you acceptance into the Vivid Sydney program.

All costs incurred in preparing an application are your sole responsibility.

Events and related activities, artwork, content, concepts, collateral and specifications must be approved by Destination NSW in writing before commencement of production and must comply with the Vivid Sydney brand guidelines by, for example, incorporating Vivid Sydney brand colours and visual identities.

All events, related activities, content, collateral, concepts and specifications must not bring the NSW Government and Destination NSW into disrepute, must be of family friendly nature, must not incite violence, must not contain nudity, be culturally appropriate, must maintain the creative integrity of Vivid Sydney, be for general exhibition and suitable for viewing by children without parental supervision.

You also acknowledge and agree to allow Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography and film companies, and tourism third-parties, to film and photograph your Event, content, and use any images and footage without the need for credit and/or further approval. Use is given on the following basis — royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity. Such uses may include books, merchandise and films from which revenue and profit may be derived and retained by Destination NSW.

By submitting an application, you consent to, and grant permission for, Destination NSW to share your application with third-parties for the purposes of review and assessment.

Destination NSW may change these terms and conditions at its sole discretion and any changes or updates will be published on the Vivid Sydney website.

Privacy

Terms of Use

Insurance

If your application is approved, the organisation which is contracted to deliver the event must take out and maintain, on its own behalf, a minimum of AUD$20 million public and product liability insurance cover with a reputable insurance company for the period of the contract. You will be required to provide confirmation of such cover to Destination NSW upon signing the contract. You are also responsible for ensuring you have any applicable workers compensation insurance and professional liability insurance (if required).

Public Communications

Intellectual Property

Operations

You are responsible for the following:

Safety of your event, including adhering to any work health and safety obligations under relevant legislation and regulations;
Abiding by any directions given by Destination NSW or its nominated third party with regard to safety.

Marketing and Public Relations

You must provide, and update, the following content when requested:

ARTIST / PERFORMER BIOGRAPHY – A 150 word full biography on each artists involved. This should include key information such as recent works, awards and where they are from.
DEMOGRAPHIC INFORMATION on your artist line up including country / city of origin, age range, gender, genre
EVENT DESCRIPTION – A 350 and 150 word description of your event
A MINIMUM OF 3 HIGH-RESOLUTION RENDERS OF YOUR EVENT – These images must be suitable for the Vivid Sydney website and must be delivered in the requested file format, size and resolution.
Destination NSW research team will also require statistical information about your event including attendee postcodes and attendance numbers for your event/s
You must facilitate reasonable request from Destination NSW to capture footage and photography at your event/s and inform Destination NSW of any approval or copyright considerations with reasonable notice.

All marketing material must be approved in writing by Destination NSW before release or publishing.

Ideas

General

Submitting an application does not automatically grant you acceptance into the Vivid Sydney program.

All costs incurred in preparing an application are your sole responsibility.

All events, related activities, content, collateral, concepts and specifications must not bring the NSW Government and Destination NSW into disrepute, must be of family friendly nature, must not incite violence, must not contain nudity, be culturally appropriate must maintain the creative integrity of Vivid Sydney, be for general exhibition and suitable for viewing by children without parental supervision.

You also acknowledge and agree to allow Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography and film companies, and tourism third-parties, to film and photograph your event, content, and use any images and footage without the need for credit and/or further approval. Use is given on the following basis — royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity. Such uses may include books, merchandise and films from which revenue and profit may be derived and retained by Destination NSW.

By submitting an application you consent to, and grant permission for, Destination NSW to share your application with third-parties for the purposes of review and assessment.

Destination NSW may change these terms and conditions at its sole discretion and any changes or updates will be published on the Vivid Sydney website.

Privacy

Terms of Use

Insurance

Public Communications

Intellectual Property

You (and your artist(s)) will own all intellectual property you have commissioned for Vivid Sydney, unless otherwise agreed in writing with Destination NSW. Vivid Sydney branding is owned by Destination NSW.

Intellectual Property

Operations

You are responsible for the following:

Safety of their event, including adhering to any work health and safety obligations under relevant legislation and regulations
Abiding by any directions given by Destination NSW or its nominated third party with regard to safety.

Marketing and Public Relations

You must provide, and update, the following content when requested:

SPEAKER/S BIOGRAPHY – A 150-word full biography on each speaker involved. This should include key information such as recent works, awards and where they are from.
EVENT DESCRIPTION – A 350 and 150-word description of your event
A MINIMUM OF 3 HIGH-RESOLUTION RENDERS OF YOUR EVENT – These images must be suitable for the Vivid Sydney website and must be delivered in the requested file format, size and resolution.
HIGH-RESOLUTION PHOTOGRAPH OF ALL SPEAKERS INVOLVED – These images must be delivered in the requested file format, size and resolution for PR and media use

All marketing material must be approved in writing by Destination NSW before release or publishing.

Food

General

Submitting an application does not automatically grant you acceptance into the Vivid Sydney program.

All costs incurred in preparing an application are your sole responsibility.

Activations, events and related activities, artwork, content, concepts, collateral and specifications must be approved by Destination NSW in writing before commencement of production and must comply with the Vivid Sydney brand guidelines by, for example, incorporating Vivid Sydney brand colours and visual identities.

All events, related activities, content, collateral, concepts and specifications must not bring the NSW Government and Destination NSW into disrepute, must be of family friendly nature, must not incite violence, must not contain nudity, be culturally sensitive, not infringe any intellectual property rights, must maintain the creative integrity of Vivid Sydney, be for general exhibitionand suitable for viewing by children without parental supervision.

You also acknowledge and agree to allow Destination NSW, Vivid Sydney sponsors, Vivid Sydney contractors, media, commercial photography and film companies, and tourism third-parties, to film and photograph your event, content, activation and use any images and footage without the need for credit and/or further approval. Use is given on the following basis — royalty-free, for distribution and communication worldwide, free of charge, in any media whether now known or later devised and in perpetuity. Such uses may include books, merchandise and films from which revenue and profit may be derived. Imagery and footage may be available on Destination NSW’s media centre.

By submitting an application you consent to, and grant permission for, Destination NSW to share your application with third-parties for the purposes of review and assessment.

Destination NSW may change these terms and conditions at its sole discretion and any changes or updates will be published on the Vivid Sydney website.

Acceptance of all applications are subject to the approval of all relevant development applications and landowner approvals and permits. The Applicant acknowledges that development applications are ultimately determined by the respective local councils and landowners consent and not Destination NSW.

Privacy

Terms of Use

Insurance

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

Public Communications

Intellectual Property

Operations

You are responsible for the following:

Safety of your event, including adhering to any work health and safety obligations under relevant legislation and regulations;
Abiding by any directions given by Destination NSW or its nominated third party with regard to safety; and
Operations and delivery of the event including food preparation (including managing food options – GF, Vegan, etc), food handling, entertainment, décor, theming and other delivery elements.

Marketing and Public Relations

You must provide, and update, the following content when requested:

TALENT BIOGRAPHY - A 150-word full biography on each speaker involved. This should include key information such as recent works, awards and where they are from.
EVENT DESCRIPTION - A 350 and 150-word description of your event
A MINIMUM OF 3 HIGH-RESOLUTION RENDERS OF YOUR EVENT - These images must be suitable for the Vivid Sydney website and must be delivered in the requested file format, size and resolution.
HIGH-RESOLUTION PHOTOGRAPH OF ALL TALENT INVOLVED - These images must be delivered in the requested file format, size and resolution for PR and media use

All marketing material must be approved in writing by Destination NSW before release or publishing.

Terms & Conditions

Light

General

Privacy

Terms of Use

Insurance

Public Communications

Intellectual Property

Operations

Marketing and Public Relations

Information, Data and Research

Music

General

Privacy

Terms of Use

Insurance

Public Communications

Intellectual Property

Operations

Marketing and Public Relations

Ideas

General

Privacy

Terms of Use

Insurance

Public Communications

Intellectual Property

Intellectual Property

Operations

Marketing and Public Relations

Food

General

Privacy

Terms of Use

Insurance

Public Communications

Intellectual Property

Operations

Marketing and Public Relations

Partners