Musicians Notes 2020
Philosophy and Operation
General
The 4th Port Fairy Jazz Festival will continue with the model it has now established.
This approach is to create a musician friendly festival where musicians can play in multiple bands with friends and acquaintances from far and wide. It also aims to have a relatively high number of bands participating. In particular, the festival aims to provide a platform for new and emerging bands. The 2022 Port Fairy Jazz Festival again anticipates to have in excess of 100 bands in its program.
On a financial front, the philosophy is to have a sustainable festival that can continue from year to year.
To meet all these criteria the musicians volunteer their services to the festival, then receive a disbursement based on the net surplus from the event as determined by the committee. That is, it is a profit sharing festival.
The disbursement is paid some months after the festival when the accounts are settled.
Finally, the organising committee is an incorporated ‘not for profit’ association, where all the organisers are volunteers. By the rules of the association, members cannot personally profit from the organisation. The organisation is ‘Western Victoria Jazz Productions Inc.’ trading as the ‘Port Fairy Jazz Festival’ Registration No. A0094541G, ABN 75471454678.
Our mission is “To promote, organise and implement Jazz Music events in Western Victoria”.
How does the disbursement work?
Each musician who registers by the registration date and who performs/sings in the program of the festival in an accepted registered band gets an equal slice of the disbursement cake. Musicians who play in multiple bands only receive one portion, that is, all musicians are paid equally regardless of the number of bands in which they play/perform. There is one exception to this rule. Where any band has more than 8 members, it is declared a ‘big band’. Big bands receive a maximum of a single musician disbursement x 8, paid to a single nominated leader, however this will be further discounted if any of the members in the ‘big band’ is otherwise eligible for a disbursement. The discounted amount is the total of disbursement to other members within the ‘big band’.
It is impossible to predict what this disbursement may be, as it is dependent on a number of variables such as patronage, musician numbers and operational costs. Obviously our aim is to maximise the disbursement to encourage you to return year after year. The worst case scenario is that there is no net profit to disburse.
The disbursement is paid directly into the musician’s bank account. Your registration application will require you to give your banking details to achieve this outcome.
Registration of musicians.
To register as a musician, you must be in a band which is registered for and accepted by the festival.
Musicians known to us will be notified by email of the availability to register on our web site, or where we do not know an email address, they will be forwarded the registration form by postal mail. Where musicians are not on the festival data base, they should be referred to the web site to register.
Musician registration is done via the festival web site www.portfairyjazz.com.au once registrations are called for (typically in July/August).
Fully completed registrations will need to be submitted by the registration date 30th November 2019. To receive a disbursement, each musician is required to supply an ABN or a completed and signed ‘Statement of Supplier’ form available on the festival web site in the ‘Musician Forms’ tab. Ticking the ‘Hobby’ option on this form is probably the most appropriate for casual musicians. Note that the version of the form on the festival web site once filled out can be retained in perpetuity by the festival until you advise otherwise. This will remove the necessity of you renewing this form annually. Musicians who used the ‘Statement by Supplier’ form from our web site for the 2018 and 2019 festival and signed the form, will not have to send the form again for this coming festival (unless your circumstances changed).
There is no musician fee. A concession (one only) is available to registered musicians for registering their partner, school official or parent (if musician under 18) – Fee $40.00 can be direct debited.
Nomination of Bands.
Each band is required to nominate to perform on the program. Band nominations are done via the festival web site www.portfairyjazz.com.au once registrations are called (typically in July/August). Fully completed nomination will need to be submitted by the 30th September 2019.
The Festival reserves the right to reject any band nomination. Where a band is rejected, any fees paid will be fully refunded on request.
Each band leader (or their representative) on receiving their registration badge package at the festival, will be required to verify that all band members are as per the registration or amend the band registration sheet appropriately.
Registering Big Bands and their members
As outlined above, “where any band has more than 8 members, it is declared a ‘big band’. Big bands receive a maximum of a single musician disbursement x 8, paid to a single nominated leader, however this will be further discounted if any of the members in the ‘big band’ is otherwise eligible for a disbursement. The discounted amount is the total of disbursement to other members within the ‘big band’.”
So the leader of any big band needs to give us bank account details and an ABN or Statement by Supplier on behalf of the big band. The individual members of the big band still need to register but do not include their bank details and an ABN or Statement by Supplier (unless they are also playing in other smaller bands).
Band Public Liability Insurance.
It is in your best interest to have Public Liability Insurance for your band. You are strongly advised to have your own band insurance or alternatively to take up our offer of facilitating Insurance. We can arrange insurance for your band for the festival period for $25 for each band up to 8 persons and $50 for each band from 9 to 16 persons. The offer is not available for larger bands. Bands may choose not to have Public Liability Insurance for this festival.
Programming and band acceptance
Acceptance preference will be given to bands who make themselves available for the Friday program.
What equipment will the Festival supply?
Sessions: The aim is 2 per band and 45 - 50min duration (1hr turnaround), depending on registrations.
Street Parade and Massed Playing
To keep the tradition of Jazz alive, we call upon musicians to join in and march in the parade. Let’s keep this spectacle alive. Musicians who find it difficult to march and play, bring your instruments and march along with us anyway. At the end of the parade there will be a massed playing at Fiddlers Green. If you cannot join in on the parade, join us for the massed playing. The tune list for the parade and the massed playing is as follows:-
Parade tunes:
* Bill Bailey in F
* Marching through Georgia in F
Massed Band Playing:-
* Gundagai- F
* Just a Closer Walk with Thee- Bb
* Royal Garden Blues – F
* It’s a Grand old Flag – F (Port Fairy football club theme song)
* When Your Smiling - Bb
* When the Saints go Marching in.-F
Culture and Respect
Equipment supplied by the festival is to be returned to the default set up after each set. For example, drums are to be returned to the ‘standard’ set up and layout, pianos are to be returned to ‘normal piano’ setting.
As this festival also acts as an incubator for emerging artists, there will be a range of skills and expertise displayed. Experienced musicians are asked to be encouraging to more budding musicians.
Festival banking Details
You can Direct debit to Western Victoria Jazz Productions Inc. BSB 633000, Account No. 160138731 and clearly put in Surname Name & Post Code in direct debit description.
To send a cheque to the festival, make it payable to Port Fairy Jazz Festival, cross the cheque and post to:- Port Fairy Jazz Festival, PO Box 624, Warrnambool. 3280
Entry Ticket
Your Festival badge is your ticket/receipt. It will be available at the Jazz Office Thursday Feb 6th 11 – 4pm, Friday Feb 8th 10am– 10.00pm, Saturday Feb 9th 9.00am – 8.00pm, Sunday Feb 10th 9:30am – 1:30pm. It must be displayed by you to gain entry to each venue.
Accommodation:- See http://www.portfairyjazz.com.au/accommodation.html page for details.
or Contact Port Fairy Visitor Information Centre on, 03) 5568 2682 or
[email protected] Note, the Visitor Information Centre is not a booking agency
Festival Contacts - Secretary - John Huf, PO Box 624, Warrnambool. 3280. Mb 042 032 7851
Hm 03 5562 4372, Email [email protected] Web www.portfairyjazz.com.au
Facebook www.facebook.com/portfairyjazzfestival/
The 4th Port Fairy Jazz Festival will continue with the model it has now established.
This approach is to create a musician friendly festival where musicians can play in multiple bands with friends and acquaintances from far and wide. It also aims to have a relatively high number of bands participating. In particular, the festival aims to provide a platform for new and emerging bands. The 2022 Port Fairy Jazz Festival again anticipates to have in excess of 100 bands in its program.
On a financial front, the philosophy is to have a sustainable festival that can continue from year to year.
To meet all these criteria the musicians volunteer their services to the festival, then receive a disbursement based on the net surplus from the event as determined by the committee. That is, it is a profit sharing festival.
The disbursement is paid some months after the festival when the accounts are settled.
Finally, the organising committee is an incorporated ‘not for profit’ association, where all the organisers are volunteers. By the rules of the association, members cannot personally profit from the organisation. The organisation is ‘Western Victoria Jazz Productions Inc.’ trading as the ‘Port Fairy Jazz Festival’ Registration No. A0094541G, ABN 75471454678.
Our mission is “To promote, organise and implement Jazz Music events in Western Victoria”.
How does the disbursement work?
Each musician who registers by the registration date and who performs/sings in the program of the festival in an accepted registered band gets an equal slice of the disbursement cake. Musicians who play in multiple bands only receive one portion, that is, all musicians are paid equally regardless of the number of bands in which they play/perform. There is one exception to this rule. Where any band has more than 8 members, it is declared a ‘big band’. Big bands receive a maximum of a single musician disbursement x 8, paid to a single nominated leader, however this will be further discounted if any of the members in the ‘big band’ is otherwise eligible for a disbursement. The discounted amount is the total of disbursement to other members within the ‘big band’.
It is impossible to predict what this disbursement may be, as it is dependent on a number of variables such as patronage, musician numbers and operational costs. Obviously our aim is to maximise the disbursement to encourage you to return year after year. The worst case scenario is that there is no net profit to disburse.
The disbursement is paid directly into the musician’s bank account. Your registration application will require you to give your banking details to achieve this outcome.
Registration of musicians.
To register as a musician, you must be in a band which is registered for and accepted by the festival.
Musicians known to us will be notified by email of the availability to register on our web site, or where we do not know an email address, they will be forwarded the registration form by postal mail. Where musicians are not on the festival data base, they should be referred to the web site to register.
Musician registration is done via the festival web site www.portfairyjazz.com.au once registrations are called for (typically in July/August).
Fully completed registrations will need to be submitted by the registration date 30th November 2019. To receive a disbursement, each musician is required to supply an ABN or a completed and signed ‘Statement of Supplier’ form available on the festival web site in the ‘Musician Forms’ tab. Ticking the ‘Hobby’ option on this form is probably the most appropriate for casual musicians. Note that the version of the form on the festival web site once filled out can be retained in perpetuity by the festival until you advise otherwise. This will remove the necessity of you renewing this form annually. Musicians who used the ‘Statement by Supplier’ form from our web site for the 2018 and 2019 festival and signed the form, will not have to send the form again for this coming festival (unless your circumstances changed).
There is no musician fee. A concession (one only) is available to registered musicians for registering their partner, school official or parent (if musician under 18) – Fee $40.00 can be direct debited.
Nomination of Bands.
Each band is required to nominate to perform on the program. Band nominations are done via the festival web site www.portfairyjazz.com.au once registrations are called (typically in July/August). Fully completed nomination will need to be submitted by the 30th September 2019.
The Festival reserves the right to reject any band nomination. Where a band is rejected, any fees paid will be fully refunded on request.
Each band leader (or their representative) on receiving their registration badge package at the festival, will be required to verify that all band members are as per the registration or amend the band registration sheet appropriately.
Registering Big Bands and their members
As outlined above, “where any band has more than 8 members, it is declared a ‘big band’. Big bands receive a maximum of a single musician disbursement x 8, paid to a single nominated leader, however this will be further discounted if any of the members in the ‘big band’ is otherwise eligible for a disbursement. The discounted amount is the total of disbursement to other members within the ‘big band’.”
So the leader of any big band needs to give us bank account details and an ABN or Statement by Supplier on behalf of the big band. The individual members of the big band still need to register but do not include their bank details and an ABN or Statement by Supplier (unless they are also playing in other smaller bands).
Band Public Liability Insurance.
It is in your best interest to have Public Liability Insurance for your band. You are strongly advised to have your own band insurance or alternatively to take up our offer of facilitating Insurance. We can arrange insurance for your band for the festival period for $25 for each band up to 8 persons and $50 for each band from 9 to 16 persons. The offer is not available for larger bands. Bands may choose not to have Public Liability Insurance for this festival.
Programming and band acceptance
Acceptance preference will be given to bands who make themselves available for the Friday program.
What equipment will the Festival supply?
- Venues will have a piano (with music stand), PA, bass amp and drums.
- Drummers will be required to supply their own sticks/brushes.
- Guitarist will be required to supply their own amp (only bass amps will be provided). DIs will not be provided.
Sessions: The aim is 2 per band and 45 - 50min duration (1hr turnaround), depending on registrations.
Street Parade and Massed Playing
To keep the tradition of Jazz alive, we call upon musicians to join in and march in the parade. Let’s keep this spectacle alive. Musicians who find it difficult to march and play, bring your instruments and march along with us anyway. At the end of the parade there will be a massed playing at Fiddlers Green. If you cannot join in on the parade, join us for the massed playing. The tune list for the parade and the massed playing is as follows:-
Parade tunes:
* Bill Bailey in F
* Marching through Georgia in F
Massed Band Playing:-
* Gundagai- F
* Just a Closer Walk with Thee- Bb
* Royal Garden Blues – F
* It’s a Grand old Flag – F (Port Fairy football club theme song)
* When Your Smiling - Bb
* When the Saints go Marching in.-F
Culture and Respect
Equipment supplied by the festival is to be returned to the default set up after each set. For example, drums are to be returned to the ‘standard’ set up and layout, pianos are to be returned to ‘normal piano’ setting.
As this festival also acts as an incubator for emerging artists, there will be a range of skills and expertise displayed. Experienced musicians are asked to be encouraging to more budding musicians.
Festival banking Details
You can Direct debit to Western Victoria Jazz Productions Inc. BSB 633000, Account No. 160138731 and clearly put in Surname Name & Post Code in direct debit description.
To send a cheque to the festival, make it payable to Port Fairy Jazz Festival, cross the cheque and post to:- Port Fairy Jazz Festival, PO Box 624, Warrnambool. 3280
Entry Ticket
Your Festival badge is your ticket/receipt. It will be available at the Jazz Office Thursday Feb 6th 11 – 4pm, Friday Feb 8th 10am– 10.00pm, Saturday Feb 9th 9.00am – 8.00pm, Sunday Feb 10th 9:30am – 1:30pm. It must be displayed by you to gain entry to each venue.
Accommodation:- See http://www.portfairyjazz.com.au/accommodation.html page for details.
or Contact Port Fairy Visitor Information Centre on, 03) 5568 2682 or
[email protected] Note, the Visitor Information Centre is not a booking agency
Festival Contacts - Secretary - John Huf, PO Box 624, Warrnambool. 3280. Mb 042 032 7851
Hm 03 5562 4372, Email [email protected] Web www.portfairyjazz.com.au
Facebook www.facebook.com/portfairyjazzfestival/