Get your art, theme camp, sound stage or whatever else placed at BitF!

Placement Application

"*" indicates required fields

Placement is no longer accepting applications, consider applying for something next year!

Administrative

You can save your progress at anytime using the 'save and continue button', but please don't forget to submit! We can not see or retrieve partially completed 'saved' applications!!

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Grant ID

Basic Info

Camp or Project Name:*

This name will be used to identify your camp or art project in the (WWW) What Where When publication, on the site map, etc. [max 50 characters]

Applying as:*

Art Project

Theme Camp

Sound Camp

Contact Info

*** If we attempt to contact you and receive no response within 72 hours, your application may be jeopardized. We will attempt to contact both the primary and the secondary contacts by all means possible. We highly recommend providing a secondary contact in case we cannot reach the primary. ***

Primary Contact Name:*

First Last

Primary Contact Email:*

Enter Email Confirm Email

You will be the main point of contact with the production team. Any questions should come only from you or your co-lead.

Primary Contact Phone:*

Secondary (Co Lead) Contact Name:*

First Last

This person will only be contacted if the main contact isn't available.

Secondary Contact Email:*

Enter Email Confirm Email

Secondary Contact Phone:*

Project Details

Are you a returning ? Or a new *

Short Description:*

Please provide a concise description of your camp or project. This is the description that will appear in the WWW (What, Where, When) guide. Entice participants to come check it out! [max 150 characters]

Long Description:*

This is for admin purposes, so we can get a clear picture who you and what you plan to offer! Please provide us with details about your vibe, your space, and the events you will offer. The more details you give us, the better we can place you! [max 1200 characters]

Total Footprint:*

Approximate size (length x width) of your camp or project footprint. Provide the unit of measure for total footprint in FEET. (Camps... PLEASE DO NOT SAY "SAME AS LAST YEAR" OR SIMILAR.)

Camp Frontage (Camps Only):*

Please describe the size and shape of your theme camp frontage. Your "frontage" is the public activity space facing the road that participants are invited into. Details about the size and shape of this help us place you! Please describe if you use a structure that has a particular shape (eg, 24sq m could be a rectangle or a dome!) If your set up is flexible, describe this as well.

Size and Number of Camping Vehicles (Camps Only):*

Please note that vehicles used for transportation must be parked in the parking lot. BITF's preference is that all vehicles are parked in BITF parking and that minimal camping vehicles are located inside your camp. If any of your camp members are intending to sleep in cars, RVs, or camper vans, it may affect your placement.

Camp or Project Layout Diagram:

Drop files here or

Accepted file types: jpg, jpeg, gif, png, tif, psd, ai, eps, pdf, doc, docx, rtf, Max. file size: 29 MB, Max. files: 5.

Please upload any additional documents (photos, drawings, renderings, schematics, etc.) showing your camp or project layout with requested dimensions. You are most likely to receive optimal placement for your project if we have a good map of your intended layout. If you don't have any drawings or renderings of your space layout, you are now encouraged to take five minutes to draw us a diagram of your layout (with approximate measurements), take a photo with your phone, and upload it.

Website:

If your camp or project has a website, please list it here. And/or supporting documents in the next section

Team Information

Do your key team leaders have previous BITF experience?*

Summarize all previous experience*

Enter "N/A" if no experience

Total Members:*

Please enter a number from 1 to 200.

Please provide an approximate number of camp or project members.

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Do you wish to apply for Directed Tickets for your key team members?

BITF is pleased to support camps and art by allocating directed tickets so that these projects can have some predictability of key team attendance. *Note that if you are applying for directed tickets, this placement form must be submitted by May 1, 2023*

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How many Directed Tickets are you requesting?*

How many Directed Tickets do you require to ensure your *minimum* setup and operations team have tickets to the event. *Note that BITF has limited Directed Tickets earmarked, and you may not receive the requested total. To best support all projects, we request that you limit your Directed Tickets requests to the minimum requirement for your project to build and operate*

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What are the role(s) of the key team members requiring Directed Tickets?*

BITF has a limited number of total Directed Tickets, and it is possible that total requests exceed the overall allotment. The information in this field will allow us to add perspective to the requests and allot these limited tickets appropriately across the entire event. Note that we do not require the names of the key team, nor a list of specific individual roles. Functional team sizes will suffice (eg. Four setup and teardown crew, two venue management and six performers during shows, etc). *Note that we will observe your operations onsite, and mismatches between your Directed Ticket allotment, and your operational team in the field, will be noted and may affect future placement and ticket allotment decisions*

Planned Arrival: Date*

What day will your earliest team members arrive on site to set up your camp or project? (required for early arrival and to foster site setup). Please note that the event opens to all participants Wednesday, July 26.

Do you require Early Arrival passes?*

Answer "yes" if you plan to arrive and set up your project prior to BITF Opening on Weds, July 26.

Early Arrival Entry Name #1:*

First Last

Each camp or project allows up to 2 early entry passes. Please list your first early entry person (the name must match the registered ticket name for that person).

Early Arrival Phone #1:*

Early Arrival Name #2:

First Last

List your second early entry person (the name must match the registered ticket name for that person).

Early Arrival Phone #2:

Planned Departure Date:*

On which date will you be striking your camp or project? (Required to allow our Leave No Trace team to manage cleanup.)

Detailed Placement Information

Do you share resources with another project which require you to be placed together in some arrangement?*

This could include a shared generator, shared performance area, or other plan requiring physical co-location or adjacency.

Describe the shared resources and collocation-requirements*

Describe the specific co-location requirements, including all the other involved projects and shared resources. *There is no guarantee you will be co-located as requested. Co-location requests will only be considered if all involved projects make the same request*

Location Requests (other than shared resources):*

Enter all detailed location requests or constraints here (eg. "Want to be in the forest" or "want to be away from sound camps", etc). If you share resources with another project and detailed this above, you do not need to repeat the information here. Provide detailed context for your request so we can assess criticality. *We do not guarantee we can accommodate any request for a specific location, and we will not be receiving requests for revised placement once the detailed placement is assigned, so this field is your opportunity to detail any needs you have*

Adult Themed Village:*

Yes

Would you consider being placed in an adult-only sex-positive village ("Red Light District") if one were available?

Speakeasy:*

We are an all-ages project which would be interested in being the front-of-house for a "Speakeasy" in partnership with an adults-only project

We are an adult project which would be interested in being the back-of-house for a "Speakeasy" in partnership with an all-ages project

We are not interested in collaborating in a "Speakeasy" arrangement

Would you consider being co-located in a "Speakeasy" type arrangement, with a public-facing all-ages area, and a back-of house adults-only area?

Required Project Plans

Does your camp or art project require power?*

Power Plan:*

Please describe how you will be powering your camp or project. Our goal is to reduce generator use as much as possible using solar or onsite grid power. If you are applying as a sound camp or art project, you may request free onsite grid power for your project. Please indicate the number of 15 amp circuits you will need, or the approximate wattage for smaller projects needing less that a full 15 amp circuit. You may only power your art with onsite grid power (not camping infrastructure like RVs). We will do our best to accommodate. Power requirements may impact placement. If you are planning to run a generator, this can impact placement, safety, and LNT, and may require additional work (i.e. trenching cables). Please include a list of each generator model and wattage you plan to use, safety & monitoring plan for the generator (fire extinguisher, fuel dump, hours of operation, safety person, etc.), and intended precautions to minimize noise bleed (quiet generator, sound baffle, etc.). Please refer to survival guide for generator best practices. [max 1000 characters]

Leave No Trace Plan:*

Please describe, in detail, your Leave No Trace (LNT) plan. Who is responsible for the overall execution of the plan, what day/time do you plan to do your final MOOP sweep, what tools will you be bringing, and who will be onsite for tear down and able to sign off on LNT with the LNT team?

Waste Management:*

Who will remove the garbage, recycling, organics, grey water, and other waste from your assigned placement area and dispose of them responsibly during and after the event? If your camp or project generates waste or collects large audiences, what containers will you bring for waste management like bins, bags, or boxes? Bonus Question: How can MOOP cleaning be part of your project's culture and involve Burners at your parties, or in your art?

Leave No Trace Contact:*

First Last

Please provide the name of the person who will be onsite for teardown and will check in with the LNT team before departing.

LNT Contact Phone:*

LNT Contact Email:*

Do you have any elevated structures intended for public use?*

If you have any structures, stages, or art over 18" off the ground designed to support participants, you must provide a safety plan for the use of these below. Note that small personal platforms, small personal shade structures not open to the public, etc. are not considered elevated structures for public use.

Elevated Structure Safety Measures:*

If you have any structures, stages, or art over 18" off the ground designed to support people, please describe any safety measures (like railings) to prevent people from falling. Include details on your construction techniques, materials used, and number of people your installation is designed to support. How will you limit it to the max number of people? If your installation is over 18" off the ground and is NOT intended to support people, please indicate how you will keep people from climbing it with signage or by design. [max 500 characters]

Are you planning on serving food and/or alcohol?*

Food

Alcohol

Both

Alcohol and Food Service Safety Procedures:*

Are you planning to serve alcohol or food to the public? If so, please review the alcohol and food safety guidelines in the survival guide and describe your policies and safety procedures. [max 1000 characters]

What temperature will your food be served?*

This helps us understand the specific food safety requirements which apply to your offering.

Will the offered food contain*

This helps us understand the specific food safety requirements which apply to your offering.

Will any food served contain any cannabis products?*

Adult-Only Activities (other than alcohol):*

Our project *only* hosts adult-only activities

Our project hosts all-ages activities *and* adult-only activities

Our project does not host any adult-only activities, or none at all.

Does your theme camp or project host entertainment *besides alcohol service* which is not suitable for minors? i.e., public sex areas / entertainment, or violence that some may consider not suitable for minors?

Safety Plan for Adult Themed Areas*

If you are planning a public, sex-positive space, you are expected to have significant experience in the management of such spaces to ensure an environment of enthusiastic consent, and that minors are not allowed in such areas. Please detail your safety processes and key roles (guardians, dungeon masters, etc). below. If your project features violence not suitable for minors, please detail precautions to protect participants and to keep minors away from relevant areas.

Are you planning on having any fire element in your project?*

Our project intends to have propane cooking devices

Our project intends to have propane heating devices

Our project intends to have propane artistic flame effects

Our project does not have any fire elements

Fire is generally banned from the BITF site, and there is a total ban on woodfires and candles. NO EXCEPTIONS. Certified propane flame effects heating devices, and cooking devices may be allowable on a case-by-case basis, subject to an approved usage FIre Safety plan.

Fire Safety Plan:*

Detail your fire safety plan for any fire elements noted above.

Are you planning to use lasers?*

Yes

If you are planning to use lasers, the art safety department will contact you to ensure you follow the laser safety protocols. Note that handheld lasers are not permitted.

Interactivity Information

**Please Note - Permits Are Required for All Activities with Sound.

Hours of Interactivity*

Sunrise to Noon

Noon to Sunset

Sunset to Midnight

Midnight to Sunrise

What time(s) of day is your project most intended to be interacted with by the participants?

Interactivity:*

Please describe your camp or project's public interactivity to engage and include participants. Include details about the physical space hosting the interactivity if applicable. [max 500 characters]

Project Drawings or Photos

Drop files here or

Max. file size: 29 MB.

Please upload any photos or drawings that show the design of your project and demonstrate the intended interactivity.

Do you have space and are you willing to host a workshop?*

Yes

If you are offering any workshops, could the workshops be placed in Centre Camp?*

Yes

Art in Your Camp (Camps Only):*

If you would art in your camp listed on the map or in the guide, you must complete this placement application for each art project you want listed. (You don't need to list art here if you are applying to place it.) For any projects you are installing in your camp without submitting a placement application, please describe each art project in detail including height, if it can be climbed, and a safety plan if needed. Note that all art in your camp is subject to the same safety protocols as your camp and may be subject to approval by the art safety team. [max 250 characters]

Additional Interactivity Notes:

Please provide any additional notes, information, or requirements you think would like to know! [max 500 characters]

Amplified Sound

In general, only "boom box" sized devices (under 200 watts) are permitted at the event without applying for a PA permit. Camps and art projects may apply for a permit to bring a PA and use it only during the days/hours of approved events. PAs may not be used outside of scheduled event times to prevent “sound overlap”. Placement will be determined by the size of the PA and day/time of the planned events. We will do our best to accommodate your requested event day/hour based on other events with sound in your area. Please review the event sound policy in the Survival Guide for full details.

Would you like to apply for a PA permit?*

Yes

If no, skip to the next section.

What is the approximate size of the PA you would like to permit?*

200-1,000 Watts (Typical pair of powered PA speakers)

1,000-10,000 Watts (Multiple powered PA speakers with subwoofers)

10,000+ Watts (Multiple subwoofers, can hear it from space. A “sound camp”.)

Sound Event Schedule:*

Please list the event name (if applicable), day, time, and duration of each event you would like to host with amplified sound. We will contact you to confirm your requested events, or work with you to find an alternate day/time if needed. [max 500 characters]

Amplified Sound Contact:*

First Last

Please provide the name of the person who will be responsible for amplified sound. Please note that event participants are not allowed to use paid vendors during any GVIAS event including paid professional PA technicians.

Amplified Sound Contact Phone:*

Amplified Sound Contact Email:*

Additional Information

Is there anything else you want us to know in making placement decisions?

Additional info which doesn't fit anywhere else, including praise for the volunteers!

QUESTIONS?

For further information regarding Art Project Placement, please contact [email protected]. For additional information about adult-themed activities or alcohol policies, please contact [email protected]. For additional information about fire safety, please contact [email protected]. For additional information about other aspects of art safety, please contact [email protected]. For further information regarding Theme Camps, please contact [email protected]. For further information regarding Sound Camps, please contact [email protected]. For information about GVIAS grants, please contact [email protected]. For any topic not listed above, please contact [email protected].

For Art Placement questions, email:
[email protected]
For Theme Camp/Sound Camp questions, please email:
[email protected]
For any other questions, email [email protected]

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