Art By Kerem SmithStone
ARTIST INFORMATION
5th Annual Phoenix Festival: Live Arts in Nyack
Hudson Valley’s Premier Performing Arts Festival
October 4 - 25, 2026
Phoenix Festival: Live Arts in Nyack
Calendar, Guidelines & General Information for
Participating Festival Productions
Important Dates:
4/9 Participant Application submissions open
5/15 Notifications to invited participants
5/15 Flex Passes on sale
6/10 Deadline to submit Festival Participation contract, W9, $150 participation fee and marketing materials.
6/15 Festival Box Office opens, single tickets on sale
8/10 Deadline for production meeting with Festival Production Manager, to be scheduled at mutually agreeable time.
8/20 Final deadline for Playbill copy
10/8 Opening Party - Location TBA
10/25 Closing Party immediately following the last performance of the Festival!
Phoenix Festival provides the following for all Participants:
Venue rental, production manager, box office services, house management, Playbill design and printing, paid social media marketing and print advertising, posters, Festival Awards program.
Participants are required to provide:
A fully rehearsed, off-book production with the agreed upon runtime; necessary set/properties/costumes (large set pieces are not allowed!); adequate crew/staff to cover load in/set up/load out within the allotted time; a technical director to operate the venue's lights and/or sound equipment; marketing through social media, email lists, etc.
Participation Contract and Fee:
Upon accepting the invitation to be a participating production in this year’s Festival, a signed participation contract must be returned in a timely manner along with a completed W9 form and the participation fee of $150.
Tech Guidelines and Rules:
Participants acknowledge and understand that Phoenix Festival performances take place in non-traditional venues with limited technical capabilities and storage. Invited Participants will be assigned to a venue at acceptance, and the Festival will provide all information about that venue’s resources at that time. All of the venues have hosted Phoenix Festival in past years and we can answer any questions you have, however it is the Participant’s responsibility to determine whether the venue is suitable for their shows needs prior to signing the Festival participation contract.
Participants further acknowledge and understand that on many nights venues will host more than one show, requiring Participants to adhere to tight load in/set up/performance/load out schedules. Shows will have up to a maximum of 150 minutes in the venue from load in to showtime depending on the show length and complexity; the stage and house must be clear and ready for audiences 30 minutes before scheduled showtime. Large set pieces (couches, beds, etc) are not allowed.
Festival Marketing:
The Festival partners with Participants and venues to create a thorough, branded marketing presence online across social media, and in print in the Village of Nyack and its surrounding area. The Festival uses marketing materials provided by each Participant in posters, e-blasts, mailings and elsewhere. Participants are expected to use their own email lists and social media to promote their show and the Festival. For Festival marketing, participants must submit marketing materials with the following specifications by June 10:
Facebook & Instagram: Square jpg 1080 x 1080 pixels at 96dpi with Festival logo plus the following copy: show title, producer and/or author, venue, date, time
MailChimp and ThunderTix: (submit at least one and up to 5 images) jpg 660 x 440 pixels at 96 dpi, no copy
Show or Company logo: (optional) jpg
Playbill:
The Festival produces a classic full color theatrical Playbill booklet encompassing everything about Phoenix Festival. Every audience member receives a paper or digital copy. Each Participant will receive a template for their Title page and should submit the following copy in MS Word format.
The following Playbill copy is due August 20:
Cast list (required) MS Word fileBios (required) Maximum 200 words per bio,
MS Word file
Headshots (optional) jpg file, highest resolution possible, do not crop photos!
Director’s Note (optional) MS Word file
Box Office information:
Phoenix Festival uses the ThunderTix ticketing platform. Each Participant will receive a link directly to their show’s ticket sales page which they can embed in their marketing, emails etc. Tickets can be purchased 24/7 thru your shows direct ticket link or thru www.LiveArtsInNyack.com Tickets can be purchased at the venue 45 minutes before showtime. No unpaid reservations are allowed.
Ticket Prices:
All Shows except Family Shows: $38 per ticket + $2 processing
Family shows: $25 for adults, $12 for kids under 16, $5 for kids under 5
Phoenix Festival Flexible Admission Passes:Festival Flex Passes are available for sale for $132. Each Pass has 4 Admissions that can be used for any Festival show/s.
Each Pass admission redeemed for a show is credited to the show at $33.
Box Office Split:
The same split formula will be used at all venues, adjusted for the venue capacity:
Venue capacity x ticket price = maximum box office gross
Festival takes the first 30% of maximum box office gross
Balance of box office net is split 50%/50% Festival/Participant
Comp ticket policy:
Each production receives 2 complimentary tickets.
Discount Tickets for purchase (i.e. promo codes):
Shows with less than 25% of their available tickets sold 1 week before show day may elect to have one custom promo code which is good for advance sales only (day of show price will revert to $38). The difference in price between the regular ticket price and the discount ticket price will be deducted from the Participants side of the box office split. The Festival is committed to supporting each Participant with their marketing and sales. Participants are encouraged to contact the box office to track ticket sales and with any questions they might have.
Phone/text: 833-681-4800 email: LiveArtsInNyack@gmail.com
Settlement Statement:
The settlement statement will be delivered with payment within 2 weeks after the Festival's closing date. Payment can be made by check or Zelle. Participants must have a W9 on file to be paid.
Participant Cancellation: Any Participant that withdraws from the Festival after June 1 forfeits the participation fee; any tickets sold will automatically be refunded to patrons.
Thank you for your interest in the 5th Annual Phoenix Festival: Live Arts in Nyack!
If you have any questions about the Application process or Guidelines please email: info@phoenixtheatreensemble.org