Essential Policies

Essential Policies for Running a Fringe Festival

Establishing clear policies is essential for the smooth operation, accountability, and sustainability of a Fringe Festival. These policies ensure transparency, protect stakeholders, and create a safe and professional environment for artists, staff, audiences, and volunteers.

Governance & Legal Structure

Choosing the right governance structure determines how the festival operates and its legal responsibilities. Key options include:

• Charity Status: Registered as a charitable organisation focused on artistic and community benefit. Provides access to grants and tax benefits but requires strict compliance with charity laws.

• Non-Profit Organisation: Operates for the benefit of artists and the public rather than shareholders. Often managed by a board of directors with a mission-driven focus.

• Limited Company: A formal business entity that allows for profit reinvestment but involves more administrative work and tax obligations.

• Cooperative Model: A festival owned and operated by its members (artists, audiences, or staff), ensuring shared decision-making and a community-led approach.

• Hybrid Models: Some festivals use a combination of these structures, such as a non-profit with a commercial arm for revenue-generating activities.

Key Governance Considerations:

• Establish a board of directors or steering committee to oversee festival operations.

• Develop a constitution or bylaws outlining decision-making processes, leadership responsibilities, and financial management.

• Ensure compliance with local legal and tax requirements for arts organisations.

• Implement a conflict-of-interest policy to maintain integrity and accountability.

Key Operational Policies

To ensure professional conduct, safety, and legal compliance, every Fringe Festival should have a set of core policies governing daily operations.

Code of Conduct

A Code of Conduct sets clear expectations for behaviour among festival participants, including staff, performers, and audiences. It should cover:

• Anti-harassment and anti-discrimination policies.

• Professional conduct expectations for artists, staff, and volunteers.

• A process for reporting and addressing misconduct.

Health & Safety Policies

Fringe Festivals involve public performances in varied venues, requiring comprehensive health and safety policies. These should include:

• Risk Assessments: Evaluating potential hazards at venues and implementing mitigation strategies.

• Emergency Action Plans: Procedures for fire safety, medical emergencies, and evacuation.

• COVID-19 or Infectious Disease Policies: Protocols for hygiene, social distancing, and audience safety if applicable.

• Performer & Staff Welfare: Ensuring venues provide adequate facilities, break areas, and first aid access.

Safeguarding Policies

If your festival involves young people or vulnerable adults, safeguarding policies must be in place to prevent harm and ensure compliance with legal requirements. These should cover:

• Background checks (e.g., DBS checks in the UK) for staff working with vulnerable groups.

• Clear guidelines on acceptable interactions with minors and vulnerable individuals.

• Reporting procedures for safeguarding concerns.

Financial Transparency & Governance

Maintaining financial integrity is crucial for gaining trust from funders, sponsors, and participants. This includes:

• Annual Budgeting & Financial Planning: Setting clear financial objectives and budget allocation.

• Financial Reporting: Keeping detailed records of income and expenditures, including audited accounts where necessary.

• Grant & Sponsorship Compliance: Ensuring funds are used for their intended purpose and meet grant conditions.

• Artist Payments & Fees: Transparency in how artists are paid, including profit-sharing models and box office splits.

Data Protection & Privacy Policies

Festivals collect and store sensitive data, including personal details of artists, staff, and ticket buyers. A data protection policy should include:

• GDPR Compliance (or equivalent laws): If operating in the EU/UK, ensuring data is collected, stored, and processed lawfully.

• Data Security Measures: Protecting personal information from breaches or misuse.

• Opt-In Marketing Consent: Ensuring audiences and artists have control over how their data is used for marketing purposes.

Venue & Performer Policies

• Venue Agreements: Clear contracts outlining rental terms, technical requirements, and revenue-sharing agreements.

• Performer Contracts: Agreements covering revenue splits, performance expectations, cancellation terms, and insurance requirements.

• Technical & Production Policies: Ensuring venue capabilities align with performers’ technical needs and health and safety compliance.

Diversity, Equity, and Inclusion (DEI) Policies

• Anti-Discrimination Guidelines: Clear measures ensuring equitable access and participation.

• Accessible Venues & Programming: Commitment to making performances accessible to disabled audiences.

• Fair Artist Representation: Ensuring diverse voices are included in festival programming.

Sustainability & Environmental Policies

• Waste Reduction Initiatives: Encouraging zero-waste practices in festival operations.

• Eco-Friendly Ticketing & Marketing: Prioritising digital over printed materials.

• Green Energy & Transport Policies: Encouraging public transport, cycling, and renewable energy sources.

Crisis Management & Contingency Planning

A festival must have protocols in place for crisis situations, including:

• Emergency Response Team: A designated group responsible for handling incidents.

• PR & Communications Strategy: A plan for addressing public relations crises.

• Event Cancellation Policies: Protocols for refunding tickets, communicating with artists, and mitigating financial loss in the event of a cancellation.

Final Thoughts

Establishing clear policies and governance structures ensures that a Fringe Festival runs smoothly, ethically, and legally. These policies protect stakeholders, provide transparency, and help maintain the festival’s reputation. Taking time to develop strong operational frameworks will contribute to long-term success and sustainability.