2019 Expressions of Interest - Light and projection Installations - HighLight: Carnival of Lights
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2019 Expressions of Interest –
Light and projection Installations
mission statement
HighLight: Carnival of Lights is a uniquely Wellington region event, which provides a creative laboratory for performers,
artists and technicians to innovate and grow. This annual event is inclusive, has broad audience appeal and creates
mutually beneficial partnerships with business, community and the not-for-profit sector.
contents
P3 The Carnival Experience
P4 Key Carnival Details
P5 The Site and Precincts
P6 Charity Partnership and Funding Model
P7 The Process
P8 The Loan Agreement
P9 Supporting Information and Key Date Timeline
For any enquiries relating to the EOI process please contact:
Carla Steed, Event Director
Hutt City Council
events@huttcity.govt.nz
HighLight: Carnival of Lights 2019 2
the carnival experience
A great event is anticipated, experienced and talked about –
it has a life well beyond the event itself. HighLight: Carnival
of Lights has become a great event.
Hutt City Council recognises that events a core focus from the event delivery
contribute towards making our city team on attendee experience, as
a great place to live, work and play. ultimately the audiences will be the
Events enable people to have a sense make or break of the events success
of pride in the city, a connection with and everything that entails.
their community, a sense of belonging
and engagement, and they provide Off the back of a hugely successful
opportunities for fun, learning, sharing inaugural event in 2017, including
and excitement. Events can transform measured attendance numbers of
the negative into positive, prejudice to approximately 120,000, HighLight:
acceptance, isolation to connection. Carnival of Lights 2018 blew
Events are also a great way to showcase expectations out of the water with a
our city to the wider Wellington region mix of over 70 lighting installations,
and the rest of New Zealand. performances and activities, a
spectacular event experience and
The HighLight experience is not one measured attendance of 135,000.
of a traditional light festival. This
carnival of lights is much more and 2019 is gearing up to be just as
delivers a uniquely Wellington region successful as we continue to establish
experience. With a careful balance HighLight as a key annual event in the
of local, national and international Wellington regions calendar, so we
light art installations and a strong are seeking expressions of interest for
live performance emphasis, many of light art installations to feature at this
which are designed and developed years event.
specifically for HighLight, there is also
HighLight: Carnival of Lights 2019 3
KEY CARNIVAL DETAILS:
- Event dates: Friday 25 – Monday 28 October (Labour weekend)
- Event times: Lights on 8 – 11pm all four evenings
- Location: Riddiford Gardens and Civic Precinct, Lower Hutt
- Attendance: In excess of 100,000
- 2019 Event Theme: LOST
- Audience: Suitable for all ages
- 2019 Charity Partner: White Ribbon New Zealand
- Proudly owned and produced by Hutt City Council
- Cost to attend: The event is free to attend
- Media reach: In excess of 10 million
Awards:
- Winner of the New Zealand Event Association Best Community Event award 2018
- Finalist in the New Zealand Event Association award categories - Best Local
Government Event and NZ’s Favourite Event 2018
- Finalist in the Vibrant Gold category of the Wellington Gold Awards for 2017
HighLight: Carnival of Lights 2019 4
the site and precincts
Riddiford Gardens in central Lower Hutt is home to HighLight.
The event site includes the Dowse Art Museum, Dowse
Square, the new Lower Hutt Event Centre, freshly renovated
Town Hall, War Memorial Library and St James Church.
The majority of the site is outdoor space, however there are some indoor areas
available for installations, performance and activities.
The event site is large so it is broken up into precincts that align with the theme.
For 2019 the theme is ‘LOST’ which includes the precincts:
- In Space
- In Time
- Inside and Out
- In Translation
- In Love
- In the Wild
The installations and performances align with the precinct themes.
HighLight: Carnival of Lights 2019 5
Charity funding
partnership model
HighLight is a not for profit HighLight: Carnival of
event. However, HighLight Lights is funded by local
aligns with a different charity ratepayers, sponsors and
partner each year who can funding partners. As such it
use the event to engage is a priority for the team to
with the community, raise seek good value for money
awareness for their cause throughout all aspects of the
and raise funds through event planning process.
donations, low level activity
The Council reserves the right to assign
costs and individual sponsor a sponsor and sponsor benefits to
activations. any installation or other aspect of the
event. Any such agreement would be
For 2019 HighLight is proud to work discussed with the installation artist/
with the chosen charity partner, White owner prior to confirmation of a
Ribbon New Zealand. White Ribbon is a sponsorship agreement.
campaign aimed at eliminating violence
towards women by changing men’s
attitudes and behaviours, predominantly
through men talking to men. Men are
role models for our children. We need
to nurture a culture that encourages
respect and rejects violence.
HighLight: Carnival of Lights 2019 6
THE PROCESS
All application details can be found at highlight.org.nz
Expressions of interest applications - Interactive elements being
for installations will be open from suitable for large audiences
3 April 2019, in order to be considered
a completed application and all - Feasibility
required supporting information needs - Value for money
to be submitted by 5pm on Friday
7 June 2019. - Creativity and uniqueness
Applications will be assessed by - Suitability for all audiences
the HighLight team and supporting
stakeholders, with all applicants - The story/message of the
being advised of the outcomes by installation
28 June 2019. - Technical requirements
As part of the assessment process the - Potential health and safety, and
team has the right to seek clarification vandalism risks
from any applicant in relation to their
application, to waive any irregularities in The HighLight teams decision is
any application and to amend decision final and no correspondence will be
dates at its discretion. entered into.
Installations will be assessed based on Applicants acknowledge that the
the following criteria: HighLight team are not required to give
reasons for any decision relating to the
- Quality design EOI process.
- Alignment to the theme - ‘Lost’ Successful applicants will be required
- Suitability to location and to enter into a loan agreement with the
durability Hutt City Council for the installation.
HighLight: Carnival of Lights 2019 7
THE LOAN AGREEMENT
The loan agreement will include, but is not limited to the following conditions.
The applicant/lender/artist will: prior written approval has been obtained The Council will:
from the Council or their nominated
Retain all intellectual property rights representative. Where practicable, ensure that the artist/
relating to the installation, but they will lender is acknowledged in the marketing
grant the Council a permission to display Work with Council and their approved and promotion of the event, including
the work for the period of the event contractors to agree how and when materials produced.
and conduct all related publicity and the installation will be installed, and by
marketing, including photography of the whom. The Council reserves the right At its discretion provide equipment and
work for future promotional purposes. to relocate the installation prior to it resources to assist with aspects of the
being installed or during the event for installation.
Agree to Council assigning a sponsor operational reasons.
to the installation, and allowing that Be responsible for the security of the
sponsor to leverage the installation for Be responsible for transporting the installation once it is on the event site,
promotional purposes. installation to and from the designated including insuring the work against all
event site. risks of physical loss or damage from
Work collaboratively in relation to any external causes whilst on the event
the installation including abiding by Work in good faith, to attempt to resolve site for the duration of the loan period.
all Council and/or its contractor’s any defective work and be responsible
instructions regarding health and safety. for the restoring, preserving and Will consult with the artist/lender prior
maintaining of the installation during the to confirming any performance piece
Comply with relevant law and obtain event period, with the support of Council that would directly interact with the
and maintain at its cost all licences, and approved contractors. installation.
approvals, permits and authorisations
required for it to undertake and display Make himself/herself available for
the installation. publicity and marketing purposes in
relation to the event, including being
Not display any material, make any interviewed, providing further details
announcements or comment to the about themselves and/or the installation
media or in any form of social media and supplying photographs, if requested.
on matters relating to the event unless
HighLight: Carnival of Lights 2019 8
supporting information
Guide price for installations Note, this does not need to include the
costs for barrier fencing, power supply,
Key dates timeline
- Major feature: a professional rigger, forklift or cherry
NZ$20,000 – NZ$30,000 picker as these will be provided on site. Date Action
- Significant works: - Images/concept drawings of the 3 April 2019 Applications open
NZ$10,000 – NZ$20,000 installation
7 June 2019 Applications close at 5pm
- Intermediate works: This can be in the form of actual 7 – 28 June 2019 Shortlisting, discussion and negotiation
NZ$5,000 – NZ$10,000 images from previous viewings of the
installation, video or detailed concept 28 June 2019 Final selection communicated
- Smaller works:
NZ$1,000 – NZ$5,000 drawings 28 June – 12 July 2019 Agreements signed and planning commences
In addition to completing the - Any relevant existing engineering 14 – 23 October 2019 Installation delivery/install
application form with answers to all information relating to the build
23 October 2019 HighLight dress rehearsal one
questions, you will also need to provide and/or install of the work
24 October 2019 HighLight dress rehearsal two
the following supporting information: - A 150 word biography of the
artist(s)/creator(s) 7pm, 25 October 2019 HighLight: Carnival of Lights opens
- Budget
11pm, 28 October 2019 HighLight: Carnival of Lights closes
A detailed budget that covers all - A portfolio of previous works
aspects of having the installation (please supply images or links to 29 October – 3 November 2019 Pack out
feature at HighLight is required at the video or website)
time of submitting your application.
This should include but not be
limited to freight, customs, personnel
transport and accommodation, labour
and equipment hire/purchases for
the install. These items will be the
responsibility of the artist/lender
to arrange.
HighLight: Carnival of Lights 2019 9
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