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ARTIST RESOURCE CENTER

The Artist Resource Center is your guide to all things Harrisburg Fringe Festival. In this section, you will find important documents, files, and in-depth guides on self-producing your show. If you have questions or need support that you cannot find here, email producer@hbgfringe.com for help.


Artists and Producers should always download and carefully review the Fringe Festival Artist Agreement & Policies before deciding to participate in the festival.

The 2nd Annual Harrisburg Fringe Festival takes place July 18-21, 2024.

FREQUENTLY ASKED QUESTIONS (FAQs)

Who can apply?

Anyone can apply to produce a show at the Harrisburg Fringe Festival! Performances and events of all kinds are featured in the annual festival, including circus, dance, theatre, interactive experiences, film screenings, and much more.

 

From experienced producers to first-time performers, the HBG Fringe team is here to help you through the Fringe process and provide you with the tools you need to self-produce.

 

Why register a show at the Harrisburg Fringe Festival?

Artists register in the Harrisburg Fringe Festival for many reasons. Primarily, artists use the platform to reach a larger potential audience than they would if they presented and marketed the work on their own. Many use the Fringe Festival as an opportunity to “test out” new work on Fringe audiences open to experimental and unconventional performances. It is also an opportunity to make money from your art!

How do I register?

Registration for the Harrisburg Fringe Festival occurs on Eventotron.com. The information submitted is then used to create your show’s web page, print guide listing, and tickets.

 

To register, simply create an account on Eventotron, find the Harrisburg Fringe Festival under the Festivals tab, and click Apply. It’s super cool because when you’re done with us, all your info is ready to apply to festivals ALL over the world on the same platform!

 

For extra help getting started on Eventotron, visit this helpful article: https://eventotron.zendesk.com/hc/en-gb/articles/4402689391383-Applying-to-a-festival-or-season

 

Artists must submit all information before March 31, 2024 in order to be included in the 2024 Harrisburg Fringe Festival Lottery.

What do I need and when?

Preparing for the festival can take many months as an artist, so consider this timeline a guide for what to tackle first!

 

February-March

  • Decide if you are participating in the next festival and join the HBG Fringe mailing list for news and updates. 

  • Begin to gather the materials on the Artist Checklist and read through the Artist Resource Center. 

  • Finalize your show information and Submit your Application by 11:59 PM on March 31, 2024!

  • Pay your Application Fee by 11:59 PM on March 31, 2024.

 

March-May

  • Generate Your Marketing Materials & Plan

    • Don’t wait to gather your images, copy, and other marketing materials. Get a good show image, design your posters, postcards, or whatever materials you intend to distribute, and consider your marketing plan.

  • Attend Festival Workshop

    • The HBG Fringe producers will host a helpful workshop for festival participants. This is a great opportunity to learn and ask questions.

June

  • Finalize Tech Requirements (A/V Cue Sheet, Light Cue Sheet, other needs specific to your show)

  • Market and Sell Tickets!

  • Rehearse or Finalize your show

 

July

  • Final Preparations - Don’t wait until the festival begins to ask questions, and make sure you have all of your details squared away! If you have any final questions or concerns, this is the time to ask! Contact producer@hbgfringe.com with any questions.

  • Get Paid! Ticket income is sent to artists within 96 hours of the festival closing. In order to be paid as soon as possible, complete and submit the ACH Direct Deposit form when filling in your payment details in Eventotron.

 

Artist Checklist

Before registering, make sure you have considered the following:

  • Venue Size Preference

  • Show/Event Title

  • Ticket Prices

  • Show Image (1080 x 1080 Pixel Square for print guide and web page)

  • A simple (300-character) and detailed (2000-character) description of your show for festival marketing

  • Content warnings, appropriate age range, and accessibility considerations

  • Budget

 

There is a lot that goes into producing an event, but this is a good place to start! If you have questions about self-producing and need some guidance, contact producer@hbgfringe.com.

DEADLINES & REGISTRATION

2024 Deadlines & Fees

Applications Open
February 23, 2024 at NOON EST ($25 Registration Fee)
 
Registration Fee Increase
March 8, 2024 at 12:00 AM ($50 Registration Fee)

Application Deadline
Sunday, March 31, 2024, at 11:59 PM EST

Livestreamed Lottery Drawing
TBD

Tech Rehearsals Start
Thursday, July 11, 2024

The 2nd Annual Harrisburg Fringe Festival
July 18-21, 2024

How to Apply

Registration for the Harrisburg Fringe Festival occurs on Eventotron.com. The information submitted is then used to create your show’s web page, print guide listing, and tickets.

To register, simply create an account on Eventotron, find the Harrisburg Fringe Festival under the Festivals tab, and click Apply. It’s super cool because when you’re done with us, all your info is ready to apply to festivals ALL over the world on the same platform!

For extra help getting started on Eventotron, visit this helpful article: https://eventotron.zendesk.com/hc/en-gb/articles/4402689391383-Applying-to-a-festival-or-season

 

Artists must submit all information before March 31, 2024 in order to be included in the 2024 Harrisburg Fringe Festival Lottery.

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Artist Policies & Agreement

All artists must review and agree to the 2024 Fringe Festival Artist Policies & Agreement before participating in the festival. If you intend to participate, please download and keep this document for reference.

VENUES

Please note, that there is no storage space for props, set pieces, or costumes at any of the venues. All items must be loaded in and loaded out for tech and each performance.

TIER 1

 

GAMUT THEATRE - Select Medical Mainstage

Located at 15 N. 4th Street in Downtown Harrisburg, Across from Strawberry Square and Harrisburg University. The Select Medical Mainstage has a large thrust stage with a second level accessible through backstage.

 

Show ratings must be between G and PG-13. See Gamut's Specific Rating System.

Seating: 100 Seats

Tech Time: Up to 3 hours

Piano/Keyboard Rental Available: No

Backstage/Dressing Room: There is a backstage area and access to a dressing room.

ADA Accessible: Yes

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Lighting and Sound Cue Sheets MUST be provided before your scheduled tech time.

 

Peggy's Pub is located in the lobby serving specialty drinks and light snacks. Revenue from the bar goes to the venue.

MIDTOWN CINEMA - Theatre 3 

Located at 250 Reily Street in Midtown Harrisburg. This venue is recommended for film and multimedia performances only.

 

Seating: 100 Seats

Tech Time: No Tech Available

Piano/Keyboard Rental Available: No

Backstage/Dressing Room: This is a movie theatre; there is no backstage space.

ADA Accessible: Yes

 

Tech Available:

1 microphone

General Lighting

 

Digital Content MUST be provided 1 week prior to the festival start date. (Digital Deadline: July 10, 2024)

 

Zeroday Brewing Co. is located in the lobby along with basic refreshments available to patrons. Revenue from refreshments goes to the venue

 

OPEN STAGE - Capital BlueCross Mainstage

Located at 25 N. Court Street in Downtown Harrisburg on the Street Level of the Walnut Street Parking Garage.

 

Seating: 100 Seats

Tech Time: Up to 3 hours

Piano/Keyboard Rental Available: Yes

Backstage/Dressing Room: There is a backstage area. Entrances can be made upstage only, no entrances or exits through the audience/lobby. There is access to a dressing room.

ADA Accessible: Yes

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Storage of Sets and Props is limited

Lighting and Sound Cue Sheets MUST be provided before your scheduled tech time.

 

The Court Street Cabaret is the bar located in the lobby serving specialty drinks and light snacks. Revenue from the bar goes to the venue.

TIER 2

CULTURE & CO.

Located at 19 1/2 N. 4th Street in Downtown Harrisburg, across from Strawberry Square and Harrisburg University (on the same block as Gamut Theatre). The performance space in the Culture & Co. has a small proscenium stage.

 

Seating: 50 Seats

Tech Time: Up to 3 hours

Piano Rental Available: No

Backstage/Dressing Room: There is no backstage or dressing room

ADA Accessible: No

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Lighting and Sound Cue Sheets MUST be provided before your scheduled tech time.

 

There is a bar located on the street level of Culture &Co. Revenue from the bar goes to the venue.

 

GAMUT THEATRE - Alexander Grass Second Stage

Located at 15 N. 4th Street in Downtown Harrisburg, across from Strawberry Square and Harrisburg University. The Alexander Grass Second Stage has a small thrust that is raised with a small upper level and an optional screen available for multi-media needs.

 

Show ratings must be between G and PG-13. See Gamut's Specific Rating System.

 

Seating: 50 Seats

Tech Time: Up to 3 hours

Piano Rental Available: No

Backstage/Dressing Room: There is a small backstage. There is access to a dressing room with limited costume storage space.

ADA Accessible: Yes

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Projections/Video

Lighting and Sound Cue Script MUST be provided at your scheduled tech time.

 

Peggy's Pub is located in the lobby serving specialty drinks and light snacks. Revenue from the bar goes to the venue.


 

​NARÇISSE THEATRE COMPANY

Located at 312 Chestnut Street in Downtown Harrisburg, across from the Pennsylvania Place Apartments. Narçisse has a 12'x12' proscenium stage with a small backstage area.

 

Seating: 50 Seats

Tech Time: Up to 3 hours

Piano Rental Available: No

Backstage/Dressing Room: There is a small backstage and greenroom.

ADA Accessible: No

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Lighting and Sound Cue Sheets MUST be provided before your scheduled tech time.


 

OPEN STAGE - Studio Theatre

Located at 25 N. Court Street in Downtown Harrisburg on the Street Level of the Walnut Street Parking Garage.

 

Seating: 50 Seats

Tech Time: Up to 3 hours

Piano/Keyboard Rental Available: Yes

Backstage/Dressing Room: There is a small backstage. Entrances can be made upstage only, with no entrances or exits through the audience/lobby. There is access to a dressing room.

ADA Accessible: Yes

 

Tech Available:

Audio Track/Sound Cue Capable

General Lighting

Lighting and Sound Cue Sheets MUST be provided before your scheduled tech time.

 

The Court Street Cabaret is the bar located in the lobby serving specialty drinks and light snacks. Revenue from the bar goes to the venue.

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BUDGETING

Budget Basics

  • Remember that budgeting includes both revenue and expenses, not just expenses.

  • Conservative budgeting relies on overestimating expenses and underestimating income so that there is a built-in cushion

  • The goal is to have at least a net zero (break-even) budget

 

Important Budget Terms & Definitions

  • Earned Income – Ticket sales, concession sales, tips, etc.

  • Contributed Income – Donations, sponsorships, grants, fundraised income. Donations may be individual or corporate donations.

  • Tip: Though not considered “income”, you may look for In-Kind Donations to offset expenses.

  • Gross Income- Total amount earned

  • Net Income – Profit after expenses

  • Actuals – The actual recorded revenues and expenditures at a given point

 

Revenue

  • Estimated revenue should be calculated BEFORE you begin spending money. Knowing your potential revenue will help you budget for expenses. Do not calculate your expenses and then try to recoup. Revenue calculation and expense budgeting should happen in tandem.

  • Budget for both Earned Income (ticket sales/merch) and Contributed Income (donations)

 

Calculating Ticket Sale Revenue

Remember that participants in the Harrisburg Fringe Festival keep 100% of ticket income sold through the Festival Box Office.

 

Ticket sales = (average ticket price)  x (expected capacity) x (# of performances)

  • Price – Consider full price, discounts, and comps. Do not calculate potential ticket income on full price tickets alone.

  • Capacity – Consider how many of the available seats you expect to sell. Do you expect sell-out shows or a percentage of the house? Be conservative with your estimate.

  • Performances – Only calculate the minimum performances you could be granted (2).

 

Expenses to Consider

Revenue calculation and Expense budgeting should happen in tandem. Knowing your potential expenses will help with fundraising efforts and determine your necessary earned income. When calculating expenses, be sure to overestimate potential expenses.

 

Common Expenses

  • Production – Venue fees, props, other artists in your shows, etc.

  • Marketing – Though FRINGE does market on your behalf, consider your own marketing costs. Printing, social media boosts, etc.

  • Contingency – Always a good idea to add contingency (unexpected expenses always come up, and this can minimize surprises)

 

Actuals

  • Record your actuals as you go, to track how your spending and sales compared to what you thought you would spend and earn.

  • Keep track of receipts! A good practice is to use the same card/account for all expenses on one project.

  • After the production, record your final actuals vs budget, especially if you need to report to funders or if you’ll do this show again!

 

Budget Template - Build Your Own Budget!

Feel Free to use this Fringe Festival Show Budget Template designed by the fringe producers. If you have finance and budgeting questions, contact brianna@hbgfringe.com.

MARKETING

HBG Fringe Festival provides a set of marketing services to all shows in the festival, but artists should be prepared to engage in their own marketing efforts as well. Creating your unique marketing plan can really improve your show's reach. 

 

Fringe Festival Marketing Services - Included with Registration

There are several complementary marketing services that the Harrisburg Fringe Festival offers to every show in the festival.

 

All shows registered in the Harrisburg Fringe Festival receive:

  • An event listing on hbgfringe.com

  • Tickets managed through the Fringe Festival Box Office

  • Engagement with HBG Fringe and 717 Arts on social media (often prompted by artist tagging @hbgfringe / @717arts)

  • A listing in Harrisburg Fringe Festival Print Guide

  • Signage to be displayed at their venue

  • Included in festival announcements

 

Creating a Social Media Plan

Social media is a powerful tool for audience engagement that can create a buzz around a Fringe Festival show. Artists should develop their own social media strategies to promote their shows.

 

A social media schedule can look like:

  • Facebook – 1 post per day (Create a Facebook Event with link to your hbgfringe.com listing and invite your contacts)

  • Instagram – 1 post per day/ 3 or more stories per day

  • HBG Fringe is committed to liking and sharing any relevant posts in which we are tagged, so be sure to include @hbgfringe in your post to reach our followers.

 

In order to engage with Harrisburg Fringe Festival, 717 Arts Incorporated, and optimize social media presence, artists should:

  • Tag @hbgfringe in all stories and posts

  • Use hashtags like #hbgfringe2024 #HarrisburgFringe2024

  • Follow accounts of other artists in the festival & repost their posts

  • Join the Discord channel connecting all festival artists.

  • Unless a particular show is planning to exist for a long time or has a very large audience base, it is NOT recommended to create new social media accounts for a specific piece. Leverage the network you already have. Creating a following on a new Instagram or Facebook account is a full-time effort and will not yield the same results as sharing and posting to your existing followers.

 

Writing a Good Show Description

Show Titles

Titles are part of the artistic process. The first allegiance should be to the piece itself. Overall, short, evocative titles tend to work best.

 

Show Description 

Audiences turn to the Print Guide and Website during festival time, and the description is often the main tool they use to make ticket-buying decisions. So the primary goal in writing a description is to be clear, informative, and interesting.

 

For the Print Guide, each listing can be 300 characters max, including space. Use it wisely. The Guide listing will already include the genre, title, times, locations, and ticket price. The focus should be on the main elements that will accurately represent the work and set it apart from the rest. Audiences feel empowered to see a show when they have a better sense of what they can expect, even if it’s the unexpected.

 

The hbgfringe.com event page has room for a longer description, up to 2000 characters. Artists often find that very long show descriptions are overwhelming to audiences and can push important show information further down the page. Making sure a show description paints a tantalizing and full picture without giving away too much is important.

 

If the piece is largely conceptual, it is helpful to find one concrete idea that an audience can hook onto. The larger themes are what audiences would take away, but it’s unlikely they will be able to digest them in the midst of so many other show descriptions.

 

It also doesn’t hurt to mention any awards, brief press quotes, or notable performances, if applicable.

 

Creating a Good Show Image

While registering your show, you will be asked to upload one square 1080 x 1080 pixel image for the print and web listings.

 

A great promotional image is the single most important investment to promote a Fringe Festival show. If it’s in the budget, hire a professional photographer. Some photographers offer discounts for artists. If it’s not in the budget, find a friend with a nice camera and ask for their help in exchange for billing in the program. Work with a photographer to come up with eye-catching images. Elements may include a dynamic composition and unusual angles. Promotional images are staged, in locations that evoke the energy of the performance. There should be costume elements, but do not require full staging. These are great for promoting a piece that may not be fully developed.

 

When creating posters, postcards, and your own promotional materials, the same image you have sent to the festival should be used.

 

Do’s

  • Create/Photograph your own image! (or work with a local artist/designer)

  • Use the same image in a lot of your promotions to increase recognition

  • Make sure the image matches the tone of the show

 

Don’ts

  • NO TEXT on the guide image unless the show has a simple logo. There will be descriptive text in the rest of your listings!

  • No Headshots

  • No stolen images - This means be very careful with images you find online. Just because it comes up in an image search doesn’t mean it’s available for use

  • No company logos. Image should be specific to the show, not the producer

  • No ticket prices, times, or dates on the image. That is on your web page and print listing, and you can add it to any posters/postcards later.

  • Don’t overcomplicate it! The image will be used in small print, social media, and online. Complicated, busy images will not look great in all formats. Make sure it is clear and iconic!

 

Email Campaigning

Artists should launch email invite campaigns to their shows.

 

Personal Emails – Craft a personal invite to the performance and ask your contacts to share to their networks; always link to the show web page/ticket page.

 

Mailing List Emails – If an artist has a mailing list of past attendees, bulk invite those audience members to upcoming events. ALWAYS BCC!

 

Print Materials

Harrisburg Fringe Festival does not print or distribute individual posters or postcards for individual shows in the festival. It is always good to have some kind of print promotional material for a show. Professionally printed postcards and posters are ideal, but a hand-printed flyer is a cheaper option. Artists have found success in sharing printing materials with each other, such as two-sided postcards.

 

Artists should ask to leave postcards and flyers in local businesses (bars, coffee shops, grocery stores, other theaters, gyms), especially in the immediate area around the venue. The week of the festival, artists should bring marketing materials to the Festival Hub for HBG Fringe to display. Hanging posters and flyers on public property is illegal and will result in fines, so make sure not to post on any telephone polls, walls, or fences!

 

We highly suggest that you use Minuteman Press. They are very reasonably priced and have quick turnaround times.

 

Minuteman Press

14 S 3rd Street, Downtown Harrisburg

(717) 234-7070

https://minuteman.com/us/locations/pa/harrisburg/

 

Festival Logo Files & Language

When promoting your Harrisburg Fringe Festival show, it is important to include the Harrisburg Fringe Festival logo. Artists can download the logo files HERE.

 

How to use the logo:

Do's

  • position the logo in a clear space, with not too busy a background

  • make sure it’s legible by choosing a color that doesn’t conflict with your artwork, and avoid low-contrasting text

  • only use the logo for promotional and marketing materials for shows registered in that year's festival

Don’ts

  • stretch or squeeze the logo

  • rotate or crop the logo

  • add any extra text to the logo

  • use the logo for promotion of performances taking place outside of the Harrisburg Fringe Festival

 

Feel free to use the language below.

 

Full Festival Description:

This performance/event is part of the Harrisburg Fringe Festival, a city-wide celebration of innovation and creativity. The 2024 Harrisburg Fringe Festival, presented by 717 Arts Incorporated, runs July 18-21.

 

Short Festival Language:

Part of the 2024 Harrisburg Fringe Festival.

or

This performance is part of the 2024 Harrisburg Fringe Festival. 

or

This performance is presented by [Artist/Company/Producer Name] as part of the 2024 Harrisburg Fringe Festival.

BOX OFFICE & TICKETS

SETTING TICKET PRICES

Artists determine their own ticket prices for their Fringe Festival shows and events, although we cap individual ticket prices to $10. Keep in mind that audiences see multiple performances throughout the fest, so affordability is often a big factor in deciding what to see.  Tickets under $10 tend to perform better, but always consider your personal festival goals and budget when setting your price.

FRINGE FESTIVAL BOX OFFICE & TICKET POLICIES

1. TICKETING POLICY & FEES

  • Artists may only offer ONE ticket price option for their event (unless offering Pay What You Can Pricing) + a Student & 25-and-under discount.

  • Artists set their own ticket price but will honor FRINGE discounts indicated below.

  • Artists must only sell tickets through the Festival Box Office.

  • HBG Fringe will retain 10% of any revenue from tickets sold through the Fringe Festival Box Office.

  • Artists keep 100% of revenue from tickets sold.

  • Ticket buyers will pay a $2-4 processing fee (depending on ticket cost) added for all credit card transactions (FRINGE does not retain these funds. They are remitted to a third party).

 

2. SALES REPORTS

  • The FRINGE Box Office generates ticket reports for participating artists to keep track of their ticket income and expected attendance.

  • Periodic Sales Reports will begin in early July, sent to the main admin contact email provided by the artists.

  • Final Sales Reports will be sent within 96 hours of the festival’s close.

 

3. TICKET DISCOUNTS

  • 10% of the house, FRINGE reserves for Press, Sponsors, and Volunteers.

  • Press Pass entitles the holder to one free ticket (Arranged in advance through the Marketing Dept)

  • Sponsor Pass entitles the holder to two free tickets (Arranged in advance through the Producers)

  • Volunteer Badges: Volunteers are entitled to comps determined by how many shifts they sign up for.

 

4. CANCELLATIONS, CLOSINGS, & SHOW RELATED CHANGES

  • Artists must contact co-producer Brianna Dow (brianna@hbgfringe.com) with any and all show changes immediately.

  • Shows may not be canceled except for extraordinary circumstances (ie: an outdoor production being rained out).

  • Shows may not be canceled due to low attendance.

ACCESSIBILITY

Accessibility Overview
Please make sure your audience members know what to expect. Wheelchair accessibility is not the only accessibility consideration that artists may want to consider. Relaxed performances and other considerations may make a performance more accessible to audiences.

During Fringe Festival Artist registration, 717 Arts Incorporated requires some accessibility & content information for us to share with audiences.

Accessibility Services
HBG Fringe encourages artists to consider budgeting for and offering accessibility services for their audiences.

Services may include:

ASL Interpretation

  • A sign language interpreter stands at the side of the stage, near seating that has been set aside for those with hearing difficulties and is illuminated by a spotlight. Throughout the performance, the interpreter signs the lines or sound cues that the audience cannot hear.

Open Captioning

  • Open captioning is a text display of words and sounds heard during an event. The display is positioned in such a way that it is open for anyone to see in a particular seating area. It is considered passive assistance, a service that is there to use or ignore.

Audio Description

  • AD involves a describer sitting at the rear of the auditorium (in the booth if there is room) providing a narration describing the action on stage. The skill is in not getting in the way of the on-stage dialogue, sound effects, or other audible movements on stage, but filling in where vision would help with the plot.

Ramp Rental

  • for performances taking place in venues without wheelchair access

Relaxed Performances

  • A Relaxed Performance is one specifically modified to help audience members with special needs feel at home in the theatre and to enable them to feel able to make noise and comment on the performance when they wish to. They are designed for audience members with autism, learning disabilities, and sensory or communication needs. The sound level is often reduced, complex lighting changes are simplified, and the cast and company warn families when unexpected noises will occur. Often the house lights are left on, and the audience is given a pre-show tour of the theatre so that they are familiar with the environment.

 

For more information about these services, contact Fringe Co-Producers, Brianna Dow or Chris Gibson at producer@hbgfringe.com.

Content Warnings & Considerations
HBG Fringe will require that artists submit information about their content and experience of the performance. When choosing a venue and crafting the content of the performance, artists should consider the following:

Appropriate age range:

  • All artists will be asked to define the appropriate audience for their performance based on the location and content

  • This will range from appropriate for all ages to 21+ only for performances taking place in bars or serving alcohol

Content warnings:

  • This may include violence, language, nudity, etc.

Audience participation/Splash zones:

  • Will the audience have to move during the show?

  • Audiences with mobility issues may be comfortable getting to the venue and their seat but should know if they are expected to move once the performance begins. This may impact an audience member’s ability to experience the performance.

  • Flashing lights, extremely loud sounds, fog machine usage, etc.

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