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About the festival

In 2020 Folk Arts Oxford are piloting a new collaborative model for their annual community festival ‘Folk Weekend: Oxford’. This means there are opportunities for independent promoters and artists to host their own events and benefit from being part of the festival.

The 2020 festival weekend is 17th-19th April, however events can be scheduled during the preceding week if you’d prefer.

Click here for a beginner's guide to putting on events at Folk Weekend.

Terms and Conditions: 

For an event to be part of Folk Weekend: Oxford the promoter, venue, or organising artist must agree to the following:

  • To abide by Folk Weekend’s accessibility guidelines
  • To offer a 10% discount on tickets to ‘Friends’ of Folk Weekend and honour Friends benefits such as reserved seating (see below for details)
  • To pay a small marketing contribution (see below for details)
  • To confirm your event by 31st December, and provide programme copy and photos by the deadline of 15th January
  • To use the Folk Weekend logo on all marketing material
  • To carry out an event Risk Assessment using the Folk Weekend: Oxford template and submit to Folk Arts Oxford prior to the event
  • Folk Arts Oxford reserves the right not to accept applications for events that we feel are not suitable for the festival

Important information

  1. Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to discuss your proposed event before confirming any venue or artist bookings. This is so we can make sure that your event doesn’t clash with any similar ones during the festival.
  1. You will be sent a FW2020 Event Form to fill in giving us the details of your event. Your event will not be confirmed as part of FW2020 until you have returned this form and we confirm receipt of your marketing contribution (see below). This needs to be done before 31st December 2019 in order to secure a listing in the programme. Events confirmed after this date can still be featured on the website and social media but are not guaranteed a listing in the printed programme.
  1. We need artists photos and a short blurb for the programme by 15th January 2020
  1. We ask all artists and promoters to be aware of our accessibility guidelines and abide by them as much as is reasonably possible
  1. Please make sure you have the facility to offer a 10% discount on ticket price to Friends of Folk Weekend - if you can’t do this via your usual ticketing provider please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to discuss alternatives
  1. We may also ask you to reserve seats for some of our higher level Friends - these requests will come in via our Friends Coordinator in advance of the festival so you will get plenty of notice, and we can provide reserved signage if needed. 
  1. You will be required to fill in a Risk Assessment for your event (we will send you a template for this) and return to us by 31st March 2020
  1. If you need to you can put in a request for volunteer stewards to the Folk Weekend stewards coordinator on This email address is being protected from spambots. You need JavaScript enabled to view it.. We will then circulate the details amongst our volunteers. (NB we don’t guarantee we will be able to provide volunteers for any particular event but we will do our best.)
  1. You will need to organise your own Public Liability Insurance and any licenses that are required (see guide below for more information)
  1. During your event you will be given a contact number for Folk Weekend HQ which you can contact at any point if you need help with something. In addition a Folk Weekend Committee Member (identifiable by their FW lanyard) will pop in during set up or the event itself to check how things are going. If you have the space, we’d greatly appreciate if you would allow committee members to slip in to the back and watch some of the concert/dance if they want to - these are the volunteers who work on the festival all year round to help it run smoothly and we wouldn’t be here without them!

Marketing contribution  

Marketing contributions work on a sliding scale starting at £30 fixed price for a single event. If you want to put on multiple events or become a full festival partner, please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to discuss the options.

The £30 fixed fee covers:

  • Listing in the printed programme
  • Listing on the FW website, with a direct link to your ticket sales
  • Promotion on the FW social media channels 

You have the option to upgrade your programme listing to a quarter page advert (priced at £44), a half page advert (priced at £72) or a full page advert (priced at £110). Premium space is also available, please enquire for a full price list.

Friends of Folk Weekend 

We currently have around 25 ‘Friends’ who make a financial contribution towards the festival each year. Most of them do it purely to support the festival, but we do like to offer them a few things in return to make them feel special!

Please ensure you have the facility to offer a 10% discount on ticket prices to all Friends - we will provide you with a list of who is eligible for this. (NB Friends have been informed that the discount only applies to tickets they are buying for themselves.)

We have around 5 Friends who contribute significantly more than the standard level and these are our Gold and Platinum Friends. One of the things we offer to them is the ability to reserve front row seats at an event - they need to have bought tickets for the event, and they need to request this from us in advance, so we will let you know beforehand if this applies to your event/s.

Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions.

Need more help? 

If you haven’t hosted an event of your own before, or would like a bit more information on what you need to do then we have put together a guide which may help.

 

17TH-19TH APRIL 2020

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