TERMS & CONDITIONS
VIVID SYDNEY 2025 LOCAL BUSINESS PROGRAM APPLICATIONS
1. Overview
Vivid Sydney will take place from Friday 23 May to Saturday 14 June 2025, transforming the city into a vibrant hub of creativity, innovation and community connection. Over 23 nights, light installations, music, ideas and food inspire global audiences and drive cultural exchange.
Vivid Sydney is owned, managed and produced by Destination NSW, the NSW Government’s tourism and major events agency.
2. Applications
Local businesses are invited to apply for the Local Business Program, where you can showcase your business during Vivid Sydney. We encourage you to highlight your signature products, services and exceptional customer experiences. Show us how your business contributes to the local community and supports Sydney’s night-time economy by naturally attracting foot traffic and offering memorable experiences. We encourage you to promote NSW produce or products, supporting our state's growers and makers. There’s no need for a Vivid Sydney-specific activation—simply share what you already do best while engaging with locals and visitors during the festival.
Local businesses may include:
- Restaurants, bars or cafés
- Retailers
- Museums, galleries, entertainment or public venues
- Tourist attractions or local attractions
- Hotels and accommodation providers
- Tour providers
- Cruise operators
3. Eligible business boundary map
4. Terms and Conditions
Businesses may apply for consideration to be part of the Vivid Sydney 2025 Local Business Program in one of three tiers. They are:
4.1 Tier 1
4.1.1 Category
Any type of business.
4.1.2 To be eligible, you will need:
- To be operating during Vivid Sydney, Monday to Sunday 6pm-11pm each night.
- Be located within Vivid Sydney’s boundary (see map above).
- Be a registered business and hold an Australian Business Number (ABN), Australian Company Number (ACN), or international equivalent.
- Comply with assessment criteria as listed below.
4.1.3 Benefits provided by Destination NSW:
- FREE, high quality, transparent and circular LED Screen (1m diameter in size) on an adjustable base stand (up to 1.8m in height) to be professionally installed and displayed temporarily in your shopfront window or retail space during Vivid Sydney, pre-programmed with Vivid Sydney video content.
- FREE set of A2 brightly coloured Vivid Sydney window decals, professionally mounted for temporary display.
- Your business will be promoted to our engaged audience through the Vivid Sydney website.
- Official Vivid Sydney Local Business Program digital toolkit with exclusive content and guidelines for use on your own channels.
- Selected businesses will receive a FREE transparent and circular LED Screen, professionally installed in your shopfront window or retail space during Vivid Sydney, pre-programmed with Vivid Sydney video content.
4.1.4 Conditions:
- The LED Display Screen is owned by Destination NSW. If damage occurs to the screen, the applicant must reimburse Destination NSW for repair or replacement costs.
- Successful Tier 1 applicants are responsible for the safety and certified power supply to the LED Display Screen including costs.
- Destination NSW will temporarily install A2 window decals. Install and removal dates will be advised upon success of application.
- Successful Tier 1 applicants are required to enter into an agreement with Destination NSW which will be issued electronically once the successful applicant is notified.
- Successful Tier 1 applicants agree to have their business promoted online through the Vivid Sydney website and marketing channels, subject to Vivid Sydney discretion.
- Successful Tier 1 applicants will receive an official Vivid Sydney 2025 Local Business Program digital toolkit with assets, content, and guidelines for usage on owned channels. Successful Tier 1 applicants must adhere to the guidelines contained in this digital toolkit.
- Participants in the Vivid Sydney Local Business Program are not permitted to use the Vivid Sydney logo. Please use the "Proud Participant in Vivid Sydney Local Business Program" graphic device provided in the official social media toolkit. Non-compliance with this requirement may result in the removal of any non-compliant material from Vivid Sydney’s social media channels and promotional platforms.
- Non-compliance will result in termination of the engagement with the Tier 1 applicant.
- Submitting an application does not automatically grant the applicant acceptance into the Vivid Sydney Local Business Program.
- Previous support from Destination NSW is no guarantee that an application will be accepted.
- Destination NSW reserves the right to accept or decline any application.
- Applications submitted after the published closing date will not be accepted.
- Destination NSW reserves the right to amend these terms and conditions from time to time, with any changes to be advised.
- Inclusion in the Vivid Sydney Local Business Program provides no official sponsorship designation.
- Inclusion in the Vivid Sydney Local Business Program provides no partnership to the Vivid Sydney official program.
- Participation in the Vivid Sydney Local Business Program does not imply inclusion in or endorsement by the official Vivid Food Program. Businesses in the Local Business Program are recognised as participants in the Vivid Sydney Local Business Program but are distinct from the Vivid Food Program, which has a separate Expression of Interest, selection process and criteria.
- Compliance with all laws including relating to fair trading and Australian Consumer Law.
- The applicant 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 their venue, event or 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.
4. 2 Tier 2
4.2.1 Category
Cruise vessels interested in illuminating their vessel in synchronisation with Vivid Sydney’s lighting activation, as part of ‘Lights on Sydney Harbour’ program.
4.2.2 To be eligible, you will need:
- Be willing to illuminate your cruise vessel at own cost.
- A cruise vessel with a secure outdoor or indoor location with good 4G reception where a shoe-box sized 4G modem can be installed and powered with a standard Australian mains connection.
- Be a registered business and hold an Australian Business Number (ABN), Australian Company Number (ACN) or international equivalent.
- Comply with assessment criteria as listed below.
4.2.3 Benefits provided by Destination NSW:
- FREE lighting controller box to be temporarily installed in your cruise vessel pre-festival to remotely synchronise your lighting treatment to Vivid Sydney’s spectacular display during the event.
- Participating cruise vessels will be featured on the Lights on Sydney Harbour page of the Vivid Sydney website.
- Official Vivid Sydney Local Business Program digital toolkit with exclusive content and guidelines for use on your own channels.
4.2.4 Conditions:
- Eligible Tier 2 cruise vessels must meet the following criteria:
- Cruise vessel has a secure outdoor location (such as an awning or rooftop) or secure indoor location with good 4G reception where a shoe-box sized 4G modem can be installed and powered with a standard Australian mains connection.
- Willing to illuminate their cruise vessel exterior at their own cost in synchronisation with Vivid Sydney’s lighting display.
- Successful Tier 2 applicants will receive an official Vivid Sydney 2025 Local Business Program digital toolkit with assets, content, and guidelines for usage on owned channels. Successful Tier 2 applicants must adhere to the guidelines contained in this digital toolkit.
- Participants in the Vivid Sydney Local Business Program are not permitted to use the Vivid Sydney logo. Please use the "Proud Participant in Vivid Sydney Local Business Program" graphic device provided in the official social media toolkit. Non-compliance with this requirement may result in the removal of any non-compliant material from Vivid Sydney’s social media channels and promotional platforms.
- Successful Tier 2 applicants must procure and fund a reputable lighting treatment supplier and equipment at own cost, noting up to 160LBG pixels can be controlled (examples such as LED tape, wash fixtures or other effects as required) and that lighting fixtures must be static wash fixtures (i.e. not moving lights) and utilise RGB or RGBW colour mixing.
- Destination NSW will provide a list of recommended lighting suppliers to engage when notifying the applicant if their application is successful.
- Successful Tier 2 applicants are required to provide a list of lighting equipment to be used on your cruise vessel to the Destination NSW team by 5.00pm on 18 April 2025.
- Successful Tier 2 applicants are required to enter an agreement for temporary use of a lighting controller box to be supplied and installed free of charge by the Destination NSW team. The agreement will be issued electronically once the successful applicant has received Destination NSW team’s lighting plan approval.
- Allow Destination NSW team access to the vessel to install the lighting control box during the event bump in (5-22 May 2025). and out period (16-29 June 2025).
- Allow the Destination NSW team remote access to take control of vessel lighting during the Event (23 May – 14 June 2025). Power to the 4G modem must be online at least from 3pm to midnight each day; preferably the unit is left on at all times.
- The lighting controller box to be supplied by Destination NSW is owned by Destination NSW. If damage occurs to the lighting controller box, the applicant must reimburse Destination NSW for repair or replacement costs.
- Successful Tier 2 applications will have their vessel name listed on the Lights on Sydney Harbour page of the Vivid Sydney website, subject to Vivid Sydney discretion.
- Successful Tier 2 applicants will be responsible for all management and costs of lighting.
- Non-compliance will result in termination of the engagement with the Tier 2 applicant.
- Submitting an application does not automatically grant the applicant acceptance into the Vivid Sydney Local Business Program.
- Previous support from Destination NSW is no guarantee that an application will be accepted.
- Destination NSW reserves the right to accept or decline any application.
- Inclusion in the Vivid Sydney Local Business Program provides no official sponsorship designation.
- Inclusion in the Vivid Sydney Local Business Program provides no partnership to the Vivid Sydney official program.
- Participation in the Vivid Sydney Local Business Program does not imply inclusion in or endorsement by the official Vivid Sydney Program. Businesses in the Local Business Program are recognised as participants in the Vivid Sydney Local Business Program but are distinct from the Vivid Sydney Program, which has a separate Expression of Interest, selection process and criteria.
- Applications submitted after the published closing date will not be accepted.
- Destination NSW reserves the right to amend these terms and conditions from time to time, with any changes to be advised.
- Compliance with all laws including relating to fair trading and Australian Consumer Law.
- The applicant 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 their venue, event or 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.
4.3 Tier 3
Category
Light Up My Building
Businesses interested in illuminating their prominent building façade in synchronisation with Vivid Sydney lighting activation, as part of ‘Our Connected City’ program. This unique opportunity reflects the festival’s 2024 theme, "Dream," celebrating connection through shared imagination and creativity. Participating businesses can transform their buildings at their own cost, using free lighting controllers provided by Destination NSW.
Assessment criteria for ‘Light Up My Building’ will be assessed by a third party.
5. Assessment Criteria
Each application will be assessed based on the following criteria for each tier:
- All applications must be submitted using the form on the Vivid Sydney website: www.vividsydney.com/localbusiness
- Unless otherwise agreed, applications received by email, post, printed delivered copies or fax will not be accepted.
- Applicants can apply for a single Tier option within their application.
- Applicants can submit one application per individual business.
- Applicants must complete all sections of the application form and provide any supplementary documentation requested as part of the form.
- Destination NSW reserves the right to reject incomplete application forms.
- On submission of the application, applicants should see an acknowledgment message on their screen indicating that their application has been received. If you do not see this notification of receipt, please contact Destination NSW via the website.
- Applications must be received in full by the closing date and time advertised.
- Destination NSW does not accept late applications after the closing date, nor draft applications.
- All applicants are encouraged to thoroughly read these terms and conditions before beginning their application.
- Applications submitted are considered final and full and as proof that the applicant has read these conditions.
5.1 Tier 1:
- Business located within the eligible business boundary map (pictured above).
- Business operating hours must align with Vivid Sydney 2025 operating hours (6pm – 11pm nightly, from 23 May – 14 June 2025.
- LED screen suitability will be assessed based on the venue's proximity to the Vivid Sydney Light Walk and its ability to showcase a 1-meter diameter circular transparent LED display in a prominent, highly visible location.
- Window decal suitability will be assessed based on the venue’s proximity to the Vivid Sydney Light Walk and the size of the venue’s windows.
- All successful Tier 1 applicants will be featured on the deals and experiences webpage.
- Participation in the Vivid Sydney Local Business Program does not imply inclusion in or endorsement by the official Vivid Food Program. Businesses in the Local Business Program are recognised as participants in the Vivid Sydney Local Business Program but are distinct from the Vivid Food Program, which has a separate Expression of Interest, selection process and criteria.
5.2 Tier 2
- Cruise vessel operating hours should align with Vivid Sydney 2025 operating hours (6 pm – 11 pm) on the nights they choose to operate during the festival, which runs from 23 May – 14 June 2025. Priority consideration will be given to cruise vessels that operate the highest number of nights during Vivid Sydney.
- Cruise vessel has a secure outdoor location (such as an awning or rooftop) or secure indoor location with good 4G reception where a shoe-box sized 4G modem can be installed and powered with a standard Australian mains connection.
- Participation in the Vivid Sydney Local Business Program does not imply inclusion in or endorsement by the official Vivid Sydney Program. Businesses in the Local Business Program are recognised as participants in the Vivid Sydney Local Business Program but are distinct from the Vivid Sydney Program, which has a separate application and selection processes.Expression of Interest, selection process and criteria.
6. Successful Applicants Per Tier
A maximum number of successful applicants per tier will be selected as per below:
- Tier 1 LED screen will be limited to up to 60 successful applicants.
- Tier 1 window decals will be limited to up to 150 successful applicants.
- Tier 2 will be limited to up to 40 successful applicants.
7. Key Dates
On mobile, scroll across table to see dates
Applications open | 2 December 2024 |
Information Webinar 1 for all applicants | February 2025 |
Applications close | 11 April 2025 |
Evaluation period | 1 March - 14 April 2025 |
Notifications | 14-18 April 2025 |
Signed agreements due | 18 April 2025 |
Information Webinar 2 for successful applicants | 23 April 2025 |
LED Screen Install | 28 April - 7 May 2025 |
Lights on Sydney Harbour lighting design approvals | 25 April 2025 |
Vivid Sydney marketing campaign commences (Deals & Experiences page live) | 25 April 2025 |
Window decal install | 28 April -18 May 2025 |
Lighting controller box install | 5 – 22 May 2025 |
Vivid Sydney Lights On! | 23 May – 14 June 2025 |
LED Screen bump out | 16 – 29 June 2025 |
Lighting controller box bump out | 16 – 29 June 2025 |
Window decal bump out | 16 – 30 June 2025 |
8. Responsibilities and Deliverables:
8.1 Destination NSW is responsible for:
- Assessment, approval and notification of applications.
- Preparing and executing agreements for Tier 1 and Tier 2
- Production, installation and deinstallation of Vivid Sydney window display assets for Tier 1.
- Installation, remote control and deinstallation of lighting control box for Tier 2.
- Providing a Local Business Program digital toolkit, including brand elements and a program style guide, for use in the business's own marketing campaign, subject to compliance with all Local Business Program guidelines.
- Approval of marketing assets developed by each local business partner that uses Vivid Sydney Local Business Program brand elements.
- Providing Light My Building enquiries to third party supplier.
- Marketing and promotion of the broader Vivid Sydney Local Business Program.
8.2 Tier 1 businesses will be responsible for:
- Planning and executing their own experiences, activations, events, menus, or décor. Including all planning, production, staffing and budget management.
- Planning and executing their own marketing campaign in conjunction with the Vivid Sydney Local Business Program marketing campaign.
- Ensuring that all elements of their marketing campaign, including wording and logo usage, fully comply with the Local Business Program marketing guidelines. Any failure to adhere to these guidelines will result in the immediate removal of non-compliant materials from all Vivid Sydney social media channels and promotional platforms.
- Participants in the Vivid Sydney Local Business Program are not permitted to use the Vivid Sydney logo. Please use the Local Business Program graphic device provided in the official social media toolkit. Non-compliance with this requirement may result in the removal of any non-compliant material from Vivid Sydney’s social media channels and promotional platforms
- Providing Destination NSW with all artwork and wording intended for use in the business's marketing campaign in accordance with key timelines mentioned above.
- Ensuring timely delivery of business information to Destination NSW, including a business description, images, and information links for the Local Business Program deals and experience campaign, in accordance with key timelines mentioned above.
- Ensuring their operating hours align with Vivid Sydney 2025 operating hours (6pm – 11pm nightly, from (23 May – 14 June 2025).
- Provision of access to business location for installation and bump out of assets as set out in the key dates.
- Signing agreement for temporary use of LED Screen.
8.3 Tier 2 businesses will be responsible for:
- Procurement and funding of lighting treatment supplier and equipment.
- Planning and executing their own marketing campaign in conjunction with the Vivid Sydney Local Business Program marketing campaign.
- The business is responsible for ensuring that all elements of their marketing campaign, including wording and logo usage, fully comply with the Local Business Program marketing guidelines. Any failure to adhere to these guidelines will result in the immediate removal of non-compliant materials from all Vivid Sydney social media channels and promotional platforms.
- Participants in the Vivid Sydney Local Business Program are not permitted to use the Vivid Sydney logo. Please use the Local Business Program graphic device provided in the official social media toolkit. Non-compliance with this requirement may result in the removal of any non-compliant material from Vivid Sydney’s social media channels and promotional platforms.
- Providing Destination NSW with all artwork and wording intended for use in the business's marketing campaign by the specified due date mentioned above.
- Ensuring timely delivery of business information to Destination NSW, including a business description, images, and information links for the Local Business Program deals and experience campaign, in accordance with key timelines mentioned above.
- Signing agreement for temporary usage of lighting controller box to be supplied and installed by the Destination NSW team.
- Allowing Destination NSW team access to the vessel to install the lighting control box during the event bump in period (5-22 May 2025) and bump out period (16-29 June 2025).
- Allow the Destination NSW team remote access to take control of building lighting during the Event (23 May – 14 June 2025).
9. Confidentiality
- Information provided in this application or imparted to any business owner as part of the application process must only be used for the purpose of preparing and submitting an application response. Receipt of this document implies acceptance of this condition.
- Information supplied by a business will not be treated as commercially sensitive or confidential unless specifically requested. Information received by Destination NSW may be subject to disclosure to the public under the Government Information (Public Access) Act 2009 and regulations unless it has been provided in confidence, relates to commercially sensitive information or falls within an exemption from disclosure under that act.
- By completing the application form, you agree and consent to the collection, use, and disclosure of your personal information by Destination NSW for the purposes of The Local Business Program during Vivid Sydney 2025. Additionally, you agree that Destination NSW may retain your contact details to reach out to you regarding the Local Business Program or other event-related information for Vivid Sydney 2025 and 2026.
- Your personal information will be handled in accordance with applicable privacy laws, and Destination NSW Privacy Policy. You can opt out at any time.
10. Information and Enquiries
If you have any enquiries or require further information, please contact Destination NSW on the Contact Us page of the Vivid Sydney website.