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FESTIVAL STAGES

This section outlines the key stages involved in the preparation and delivery of co-presenter programs at TiNA 2015.

  1. Stage 1: Co-presenter selection
  2. An annual call out for co-presenters interested in getting involved with TiNA at a programming level was introduced by Octapod in late 2014. Applications opened on 9 December 2014 and closed on 27 January 2015.
  • Stage 2 – Artist selection

    The annual co-presenter Artist Call Out opens on 9th March and closes on 5th April 2015.

    Octapod requires that certain information is included in the artist application form.

     

    Stage 3 – Festival preparation

    Given that co-presenters are based across Australia, communication will be done primarily via email and phone, as well as through regular face-to-face meetings which will be held in Newcastle and Sydney.

    A google group (NAME) will be set up as a forum for group online discussion.

    Communication protocols will be circulated once everyone has been added to the group (and will also be discussed at the first meeting).

    The TiNA Executive Producer will facilitate a number of meetings in Newcastle and Sydney with co-presenters:

    – Planning: 12 February 2015 via skype – Discuss key dates and tasks, and get to know each other.

    – Venue tour: Sunday 8 March 2015 (11am – 4pm) in Newcastle
    The purpose of this meeting is for Co-presenters to go on a venue tour and collaboratively discuss the suitability of venues for particular events. And discuss consistent marketing strategy for promoting Artist Call Out (9 March – 5 April).

    – Programming/Marketing: Saturday 27 June 2015 (11am – 4pm) in Sydney
    The purpose of this meeting is to discuss co-presenter programs and opportunities for cross-programming as well as marketing strategies to ensure a consistent message.

    – Production: Saturday 29 August 2015 (11am – 4pm) in Newcastle
    The purpose of this meeting is to discuss production requirements and logistics including emergency evacuation plans, venue management including running sheets, bump in/out schedule, expectations during the festival period, and provide an opportunity for co-presenters to clarify any other outstanding issues. Venues can also be visited again on the meeting day, if requested with 2 weeks notice.

    – Pre-festival briefing/Logistics: Tuesday 29 September 2015 (4-5.30pm) in Newcastle
    Compulsory meeting to ensure that everyone is on the same page and that we all understand what everyone is responsible for; discuss emergency evacuation and general risk management protocols, running sheets, and logistics. This briefing will be followed by a team dinner and drinks.

    More meetings may be held, depending on tina-org interest and availability.

    NOTE: Meeting agendas/minutes will be distributed via email and also uploaded to this page, under the relevant meeting date. The agenda will be distributed by the TiNA Executive Producer 2 weeks prior to the meeting, and the minutes will be distributed 1 week after the meeting.

     

    Stage 4 – TiNA Festival (1 – 4 October 2015)  (Note bump in starts on DATE TBC and bump out will be on Monday 5 October 2015)

    The 2015 TiNA Festival will take place from Thursday 1 – Sunday 4 October.

    Bump in will take place from Tuesday (?) X October TBC. Please ensure that you are on the ground in Newcastle with sufficient time to bump in your events.

    A compulsory pre-festival briefing will take place in Newcastle on Tuesday 28 October, 4-5.30pm, followed by a team dinner/drinks.

    Bump out will take place on Monday 5 October. All Co-presenters are expected to assist with bump out. Please allow 5 hours for this task from 9am – 2pm.

     

    Stage 5 – Debrief and written report

    Octapod will distribute an online survey to confirmed co-presenters with their contract and co-presenters are required to submit this within 3 weeks of the TiNA festival.

    A face-to-face meeting will be held as a post festival debrief on DATE October. The debrief is an important part of the festival process and provides an opportunity for Co-presenters to share their festival experience and contribute to future planning by discussing what worked well and what didn’t work so well.