ENTERTAINER
TERMS AND CONDITIONS

PASIFIKA VIBES FESTIVAL 2026 (PVF26) ENTERTAINER TERMS & CONDITIONS

Estimated reading time: 12–15 minutes

Entertainer Participation Agreement and Terms & Conditions

These Entertainer Terms & Conditions ("Agreement") govern applications for, approval of and participation in Pasifika Vibes Festival 2026 ("Festival") by Solo Artists, Performing Groups and their Applicants and Approved Entertainers.

This Agreement applies from the time an Entertainer Application Form is submitted and continues throughout the application, approval and Festival participation process.

Part 1 – Purpose, Definitions & Interpretation

Part 2 – Applications, Eligibility, Assessment & Approval

Part 3 – Performance Allocation & Participation Arrangements

Part 4 – Before the Festival

Part 5 – Festival Day Requirements

Part 6 – During & Following the Performance

Part 7 – Withdrawals, Cancellations & Programme Management

Part 8 – Liability, Compliance & General Provisions

PART 1 – PURPOSE, DEFINITIONS & INTERPRETATION

1. Purpose of this Agreement

1.1 These Entertainer Terms & Conditions ("Agreement") set out the terms governing applications for, approval of and participation in Pasifika Vibes Festival 2026.

1.2 This Agreement is intended to support the safe, respectful, organised and successful delivery of the Festival entertainment programme while recognising the valuable cultural, creative and community contribution made by participating Entertainers.

1.3 This Agreement applies to all Applicants and Approved Entertainers unless the Organisers expressly agree otherwise in writing.

1.4 Where an Approved Entertainer is also subject to a separate written agreement with the Organisers, that separate agreement will apply together with this Agreement, subject to Clause 46.

2. Definitions

For the purposes of this Agreement:

"Applicant" means the person who submits an Entertainer Application Form, whether applying as a Solo Artist or on behalf of another Solo Artist or Performing Group.

"Approved Entertainer" means a Solo Artist or Performing Group whose application to participate in the Festival has been approved by the Organisers.

"Authorised Representative" means a manager, agent, Performing Group representative or other person authorised to submit an application, communicate with the Organisers or accept this Agreement on behalf of a Solo Artist or Performing Group.

"Backstage Area" means any area designated by the Organisers as forming part of the Festival's controlled backstage operational zone for the purpose of preparing, coordinating, staging or delivering performances, including the Green Room, stage access points, stage exits and adjacent operational areas.

"Certificate of Currency" means a current document issued by or on behalf of an insurer confirming the existence of a Public Liability Insurance policy, including the identity of the insured, the policy period and the applicable limit of indemnity.

"Entertainment Coordinator" means the person appointed by the Organisers to coordinate Entertainer applications, programming, Performance Allocations and the delivery of the Festival entertainment programme.

"Entertainer" means a Solo Artist, Performing Group or individual member of a Performing Group applying or approved to perform at the Festival, as the context requires.

"Entertainer Application Form" means the official Pasifika Vibes Festival 2026 application form through which an Applicant applies to participate in the Festival entertainment programme.

"Festival" means Pasifika Vibes Festival 2026, conducted at Pine Rivers Showgrounds, Lawnton, on Sunday 4 October 2026 and Monday 5 October 2026, including associated setup, operational and pack-down activities where relevant.

"Festival Equipment" means sound, stage, furniture or other equipment that the Organisers may agree to make available for an approved performance.

"Green Room" means the Festival's designated performer operations area used for performer check-in, attendance confirmation, costume preparation, changing, pre-performance assembly, backstage coordination, official performer photography, performance staging and other activities directly associated with the delivery of the entertainment programme.

The Green Room forms part of the Festival's controlled backstage operational zone and is accessible only to Approved Entertainers and other authorised persons in accordance with this Agreement.

"Master of Ceremonies" or "MC" means a person appointed by the Organisers to host, present and facilitate the Festival programme.

An MC is engaged separately by the Organisers and is not ordinarily treated as an Applicant or Approved Entertainer for the purposes of this Agreement unless expressly agreed otherwise.

"Organisers" means Pasifika Families Inc. and its authorised committee members, employees, representatives and Festival officials acting within the scope of their responsibilities.

"Participation Waiver & Indemnity Agreement" means the PVF26 Participation Waiver & Indemnity Agreement forming part of this Agreement in accordance with Clause 17.

"Performance Allocation" means the Festival day, performance location, scheduled time and approved duration allocated to an Approved Entertainer.

"Performing Group" means two or more persons applying or approved to present a performance together, whether operating as a dance group, cultural group, choir, music group, theatre group, school, academy, organisation or other collective.

"Privacy Policy" means the Pasifika Families Inc. Privacy Policy, as amended from time to time.

"Public Liability Insurance" or "PLI" means insurance providing public liability protection that is current, appropriate for the Entertainer's proposed participation in the Festival and, where relied upon for the purposes of this Agreement, provides cover of not less than $20 million for any one occurrence in accordance with Clause 16.

"Solo Artist" means one person applying or approved to present a performance in their individual capacity.

"Terms of Entry and Code of Conduct" means the Festival's published Terms of Entry and Code of Conduct governing entry to and behaviour at the Festival, as amended from time to time.

3. Interpretation

3.1 Headings are included for convenience and do not limit the meaning of any provision.

3.2 Words in the singular include the plural and words in the plural include the singular where the context permits.

3.3 A reference to a person includes an individual, Performing Group, incorporated association, company, organisation or other legal entity where applicable.

3.4 A reference to legislation includes any amendment, replacement or subordinate instrument made under that legislation.

3.5 The words "including", "includes" and similar expressions are not words of limitation.

3.6 Where this Agreement states that the Organisers "may" take an action, the Organisers retain discretion as to whether that action is appropriate in the circumstances.

3.7 Where this Agreement states that an Entertainer "must" do something, the requirement is mandatory.

3.8 Where this Agreement states that an Entertainer "should" do something, the provision describes an expected or recommended practice unless the context indicates otherwise.

PART 2 – APPLICATIONS, ELIGIBILITY, ASSESSMENT & APPROVAL

4. Eligibility to Apply

4.1 Applications may be submitted by Solo Artists and Performing Groups whose proposed performances are suitable for the Festival.

4.2 An application may be submitted by:

(a) the Solo Artist;

(b) a manager, agent or Authorised Representative acting on behalf of the Solo Artist;

(d) a manager, agent or Authorised Representative acting on behalf of the Performing Group.

4.3 A person submitting an application on behalf of another person or Performing Group warrants that they have authority to do so and to communicate with the Organisers in relation to the application.

4.4 The Organisers may request evidence that an Applicant has authority to act on behalf of a Solo Artist or Performing Group.

4.5 Submission of an application does not guarantee approval, a Performance Allocation or any other entitlement to participate in the Festival.

5. Application Process

5.1 Applications must be submitted using the official Pasifika Vibes Festival 2026 Entertainer Application Form and include all mandatory information requested by the Organisers.

5.2 Applications should be submitted before the published closing date.

5.3 The Organisers may, at their discretion, accept late applications where programming capacity and planning time permit.

5.4 Applicants are responsible for ensuring that all information supplied is complete, accurate and current at the time of submission.

5.5 Where supporting material is requested, including photographs, video recordings, production information, Certificates of Currency or other supporting documentation, the Applicant should ensure that the material accurately represents the proposed performance.

5.6 The Organisers may contact an Applicant to request clarification, additional information or updated documentation before an application can be assessed.

5.7 Applications will not normally proceed to assessment until all required information has been received.

6. Assessment and Selection

6.1 Applications are assessed by the Entertainment Coordinator on behalf of the Organisers.

6.2 Applications are assessed having regard to the objectives of the Festival and the requirements of the entertainment programme.

6.3 In assessing an application, the Organisers may consider factors including:

(a) the quality and suitability of the proposed performance;

(b) cultural representation and diversity;

(d) suitability for a family-friendly audience;

(e) technical and production requirements;

(f) stage capacity and programming requirements;

(g) the requested performance duration;

(h) availability across one or both Festival days;

(i) previous participation, where relevant; and

(j) the overall balance of the Festival programme.

6.4 The Organisers may approve, decline or place an application on a waitlist.

6.5 The decision of the Organisers regarding entertainer selection and programming is final.

7. Approval, Waitlist and Unsuccessful Applications

7.1 Applicants will be advised of the outcome of their application by email.

7.2 Approval confirms that an Entertainer has been selected to participate in the Festival but does not immediately confirm a Festival day, performance time, location or duration unless expressly stated by the Organisers.

7.3 Applicants placed on a waitlist may be offered a performance opportunity if a vacancy becomes available or additional programming opportunities arise.

7.4 The Organisers are under no obligation to fill vacancies from the waitlist.

7.5 An unsuccessful Applicant may apply to participate in a future Festival.

8. Accuracy of Information

8.1 Applicants warrant that all information supplied in their application is true, accurate and complete to the best of their knowledge.

8.2 Applicants must notify the Organisers as soon as reasonably practicable if information supplied in the application changes.

8.3 The Organisers may reconsider, suspend or withdraw an approval where information supplied is found to be materially false, misleading or incomplete.

PART 3 – PERFORMANCE ALLOCATION & PARTICIPATION ARRANGEMENTS

9. Performance Opportunities

9.1 Pasifika Vibes Festival 2026 is a two-day cultural festival conducted on Sunday 4 October 2026 and Monday 5 October 2026.

9.2 An Approved Entertainer may be offered an opportunity to perform on:

(a) Sunday only;

(b) Monday only; or

9.3 Applicants may indicate preferred performance days during the application process.

9.4 The Organisers will make reasonable efforts to accommodate stated preferences but cannot guarantee that a preferred day or time will be available.

9.5 Performance opportunities across the two Festival days are determined by the Entertainment Coordinator having regard to the overall programme and operational requirements.

10. Performance Allocation

10.1 Following approval, each Entertainer will be allocated:

(a) a Festival day;

(b) a performance location or stage;

(d) an approved performance duration.

10.2 Performance Allocations may be determined having regard to:

(a) the overall entertainment programme;

(b) performance diversity and audience experience;

(d) performance duration;

(e) performer availability;

(f) cultural representation;

(g) stage capacity; and

(h) operational requirements.

10.3 Performance Allocations may not be finalised immediately upon approval and may be confirmed later in the Festival planning process.

10.4 Once a Performance Allocation has been confirmed, the Entertainer should make every reasonable effort to perform in accordance with the allocated day, location, time and duration.

11. Performance Duration

11.1 Performance durations are allocated by the Entertainment Coordinator having regard to the overall Festival programme.

11.2 Applicants may request a preferred performance duration during the application process.

11.3 A requested duration will be considered during programming but cannot be guaranteed.

11.4 Most performances will ordinarily be allocated a duration of between 5 and 15 minutes.

11.5 The Organisers may allocate a longer or shorter performance duration where appropriate, having regard to the overall Festival programme, production requirements and operational considerations.

11.6 An Entertainer must conclude their performance within the allocated time so that the Festival programme can remain on schedule.

11.7 Where necessary to maintain the safe and orderly operation of the Festival, the Entertainment Coordinator or Stage Manager may direct that a performance conclude at the end of its allocated time.

12. Festival Programme

12.1 The Festival programme is developed at the sole discretion of the Organisers.

12.2 The Organisers may determine the order of performances, performance durations, scheduling, production support, promotional activities and other programming matters as they consider appropriate for the Festival.

12.3 Approval as an Entertainer does not create any entitlement to a particular performance time, duration, billing, promotional prominence, production support or other programming arrangements.

12.4 The Organisers may enter into separate written performance agreements with particular Entertainers where additional performance, production, promotional, commercial or logistical arrangements apply.

12.5 Where an Entertainer has entered into a separate written performance agreement with the Organisers, that agreement prevails to the extent of any inconsistency with these Terms and Conditions.

13. Performance Standards, Content & Programme Management

13.1 Pasifika Vibes Festival is a family-friendly community event attended by people of all ages. Performances are expected to be suitable for a general family audience.

13.2 Authentic cultural performances, including traditional storytelling, ceremonial performances, challenge dances, historical re-enactments and other genuine cultural expressions, are recognised as an important part of Pacific cultures and are welcomed.

13.3 Where an application indicates that a performance may not be suitable for a family audience, or where the Organisers otherwise have concerns regarding its suitability, the Organisers may request further information, discuss reasonable modifications with the Entertainer, or determine that the performance is not suitable for inclusion in the Festival programme.

13.4 Performances containing excessive profanity, explicit sexual content, graphic violence, hate speech, discriminatory material or other content that the Organisers reasonably consider unsuitable for a family audience may require modification as a condition of approval, may not be approved or, where necessary, may be withdrawn from the Festival programme.

13.5 The Entertainment Coordinator may amend the entertainment programme where reasonably necessary for the safe, efficient and successful operation of the Festival.

13.6 Changes may include:

(a) changing a performance day;

(b) changing a performance time;

(d) changing a performance duration;

(e) adjusting the running order;

(f) approving or arranging substitute performers; or

(g) making other reasonable programming changes.

13.7 Where practicable, affected Entertainers will be advised of significant changes as soon as reasonably possible.

13.8 The Organisers will make reasonable efforts to minimise disruption while maintaining the overall operation of the Festival.

14. Performance Fees, Reimbursements and Other Benefits

14.1 Approval to participate in the Festival does not, of itself, entitle an Entertainer to any performance fee, honorarium, reimbursement, prize, gift, in-kind benefit or other form of compensation.

14.2 Where the Organisers agree to provide a performance fee, reimbursement, honorarium or other benefit, the details will be set out in a separate written agreement or written confirmation.

14.3 Unless otherwise agreed in writing, each Entertainer is responsible for their own rehearsals, preparation, costumes, instruments, equipment, travel, accommodation, meals and other costs associated with participation in the Festival.

14.4 Nothing in this Agreement prevents the Organisers from entering into separate written agreements with any Entertainer or other person concerning performance fees, production arrangements or other matters.

PART 4 – BEFORE THE FESTIVAL

15. Communication

15.1 The Entertainment Coordinator will communicate with Applicants and Approved Entertainers using the contact information provided in the Entertainer Application Form.

15.2 Applicants are responsible for ensuring that their email address, mobile telephone number and other contact details remain current throughout the application and Festival period.

15.3 Where contact details change, the Applicant must notify the Organisers as soon as reasonably practicable.

15.4 Official communications may include application updates, requests for further information, approval notices, Performance Allocations, production requirements and other Festival-related information.

15.5 Applicants are responsible for regularly checking their email, including junk or spam folders, for communications from the Organisers.

16. Public Liability Insurance

16.1 Every Applicant must state in the Entertainer Application Form whether the Applicant, Solo Artist or Performing Group holds current Public Liability Insurance applicable to the proposed participation in the Festival.

16.2 Where Public Liability Insurance is held, the Applicant must provide a current Certificate of Currency as part of the Entertainer Application process.

16.3 Public Liability Insurance provided for the purposes of this Agreement must:

(a) provide cover of not less than $20 million for any one occurrence;

(b) remain current throughout the period of the Entertainer’s participation in the Festival;

(d) be appropriate for the proposed performance activities and the persons participating in those activities.

16.4 Where the name shown on the Certificate of Currency differs from the name of the Applicant, Solo Artist or Performing Group, the Applicant must provide, upon request, sufficient information to explain the relationship between the insured person or entity and the Entertainer.

16.5 The Organisers may request:

(a) an updated or renewed Certificate of Currency;

(b) clarification concerning the identity of the insured person or entity;

(c) confirmation from the Applicant, insurer or insurance broker that the proposed performance activities and participating performers fall within the scope of the policy; or

(d) any other information reasonably required to determine whether the Applicant has provided satisfactory evidence of insurance.

16.6 The Applicant remains responsible for confirming that any Public Liability Insurance held is current, adequate and appropriate for:

(a) the proposed performance activities;

(b) the persons participating in the performance; and

16.7 Receipt, review or acceptance of a Certificate of Currency by the Organisers does not constitute:

(a) confirmation that the policy covers every performer, activity, risk, claim or circumstance associated with the Entertainer’s participation;

(b) an interpretation of the insurance policy or its exclusions, conditions or endorsements;

(d) a representation or warranty by the Organisers concerning the adequacy or scope of the policy.

16.8 Applicants who do not hold Public Liability Insurance may still be considered for participation, provided that they disclose that they do not hold such insurance and comply with all other requirements of this Agreement.

16.9 The Organisers may provide general information about possible insurance providers as a courtesy.

16.10 Any information concerning an insurance provider is provided for convenience only and does not constitute a recommendation, endorsement, insurance advice or financial advice.

16.11 The Organisers have no affiliation with an insurance provider unless expressly stated.

17. Participation Waiver & Indemnity Agreement

17.1 Every Applicant must read and accept the PVF26 Participation Waiver & Indemnity Agreement as part of the Entertainer Application process.

17.2 The Participation Waiver & Indemnity Agreement applies to every Applicant, regardless of whether the Applicant, Solo Artist or Performing Group holds Public Liability Insurance.

17.3 The Participation Waiver & Indemnity Agreement forms part of these Terms & Conditions and must be accepted before an Entertainer Application can be submitted.

17.4 By accepting the Participation Waiver & Indemnity Agreement, the Applicant acknowledges and agrees, among other things:

(a) that participation in the Festival is voluntary;

(b) that participation involves inherent risks;

(d) that responsibility for participation is accepted to the extent described in the Participation Waiver & Indemnity Agreement;

(e) that the Applicant has authority to act on behalf of the Solo Artist or Performing Group where applicable; and

(f) that the Applicant agrees to be legally bound by the Participation Waiver & Indemnity Agreement.

17.5 The Participation Waiver & Indemnity Agreement supplements these Terms & Conditions and operates in conjunction with them. In the event of any inconsistency, these Terms & Conditions prevail except where the Participation Waiver & Indemnity Agreement expressly provides otherwise.

17.6 Acceptance of the Participation Waiver & Indemnity Agreement does not replace, amend or reduce any obligation relating to Public Liability Insurance under Clause 16.

17.7 Likewise, the provision of a Certificate of Currency under Clause 16 does not remove the requirement to accept the Participation Waiver & Indemnity Agreement.

17.8 Where an Applicant refuses or fails to accept the Participation Waiver & Indemnity Agreement, the Entertainer Application cannot proceed and will not be considered for approval.

18. Media and Promotional Material Supplied by Applicants

18.1 Applicants may be requested to provide photographs, video recordings, biographies, social media links and other promotional material as part of their application.

18.2 Applicants confirm that they have all necessary rights, licences and permissions to provide material submitted with their application.

18.3 The Organisers may use submitted material to assess applications and, where an application is approved, to promote the Festival and the Entertainer in accordance with this Agreement.

18.4 The Organisers may edit, crop, shorten or adapt promotional material for formatting, layout or presentation purposes, provided that its original meaning or intent is not materially altered.

19. Backing Tracks and Production Information

19.1 Where a performance uses recorded music, the Applicant should provide the production information requested by the Organisers.

19.2 Downloadable audio files are the preferred method of supplying backing tracks.

19.3 Internet streaming services, including YouTube, Spotify, Apple Music and similar services, should not be relied upon as the primary source of backing tracks unless expressly approved by the Organisers.

19.4 The Entertainment Coordinator may request updated or final backing tracks before the Festival.

19.5 Applicants are responsible for ensuring that backing tracks are suitable for public performance and do not contain content inconsistent with the family-friendly nature of the Festival.

19.6 Applicants are responsible for ensuring that they hold any rights or permissions reasonably required for their use of music, recordings or other protected material in their performance.

20. Changes After Approval

20.1 An Approved Entertainer must notify the Entertainment Coordinator as soon as reasonably practicable of any significant change to:

(a) the approved performance;

(b) the number or identity of performers;

(d) Authorised Representatives;

(e) Public Liability Insurance or the status of any Certificate of Currency previously provided;

(f) production requirements;

(g) backing tracks; or

(h) any other information that may affect participation.

20.2 The Organisers may review or amend an approval or Performance Allocation where a significant change materially affects the approved performance.

20.3 A proposed change must not be assumed to be approved until confirmed by the Organisers.

PART 5 – FESTIVAL DAY REQUIREMENTS

21. Arrival and Check-in

21.1 Approved Entertainers must report to the designated Green Room or performer check-in area upon arrival at the Festival.

21.2 Unless otherwise advised by the Entertainment Coordinator, Entertainers should report to the Green Room no later than 45 minutes before their allocated performance time.

21.3 Entertainers should arrive sufficiently prepared to allow adequate time for check-in, costume preparation, assembly of performers and any reasonable pre-performance requirements.

21.4 The Entertainment Coordinator may specify an earlier reporting time where additional preparation, production requirements, rehearsals or ceremonies are involved.

21.5 Upon arrival, Entertainers may be required to confirm attendance, receive performance instructions and complete remaining operational requirements before performing.

21.6 Failure to report by the required time may result in the performance being rescheduled, shortened or cancelled where necessary to maintain the Festival programme.

22. Green Room and Backstage Access

22.1 The Green Room and Backstage Areas are controlled operational areas established for the preparation, coordination and staging of Approved Entertainers.

22.2 Access is limited to:

(a) Approved Entertainers;

(b) members of an Approved Performing Group who are participating in the approved performance;

(d) Stage Managers;

(e) Green Room personnel;

(f) authorised Festival staff and volunteers;

(g) authorised photographers and videographers; and

(h) other persons expressly authorised by the Organisers.

22.3 Persons who are not participating in an approved performance, including family members, friends and spectators, must not enter the Green Room or Backstage Areas unless expressly authorised.

22.4 Children who are not participating as Approved Entertainers or members of an Approved Performing Group must not enter the Green Room or any Backstage Area unless expressly authorised by the Entertainment Coordinator or another authorised Festival official.

22.5 The Green Room and Backstage Areas are controlled operational zones and are not child-minding, child-care or general waiting areas.

22.6 Parents, guardians, teachers, group leaders and other responsible adults remain responsible for the supervision, safety and care of children under their responsibility at all times while attending the Festival.

The Organisers do not provide supervision or child-care services within the Green Room, Backstage Areas or elsewhere at the Festival.

22.7 Where children are participating as Approved Entertainers or members of an Approved Performing Group, their supervising adult must ensure that they remain appropriately supervised before, during and after their performance.

22.8 Performing children may access the Green Room and Backstage Areas only for purposes directly related to their participation, including check-in, costume preparation, changing, pre-performance assembly, staging, official performer photography and post-performance changing.

22.9 Performing children and their supervising adults must not interfere with Festival operations or the preparation of other Entertainers.

22.10 Entertainers must comply with reasonable directions given by the Entertainment Coordinator, Green Room personnel, Stage Manager, security personnel or other authorised Festival officials concerning access to or conduct within the Green Room and Backstage Areas.

23. Performance Standards

23.1 Entertainers are expected to present a performance that substantially reflects the information supplied in their approved application.

23.2 The Organisers acknowledge that minor variations may occur in live performances.

23.3 Significant changes to the nature, duration or technical requirements of a performance should be discussed with the Entertainment Coordinator before the Festival wherever reasonably practicable.

23.4 Entertainers should conduct themselves professionally and respectfully throughout the Festival.

24. Family-Friendly Content

24.1 Pasifika Vibes Festival is a family-friendly community event welcoming people of all ages.

24.2 All performances should be suitable for a general audience unless otherwise expressly approved by the Organisers.

24.3 Performances must not contain material that is offensive, discriminatory, abusive, sexually explicit, excessively violent or otherwise materially inconsistent with the values and objectives of the Festival.

24.4 The Organisers may require reasonable modifications to a performance or cancel a performance considered unsuitable for presentation at the Festival.

25. Performer-Supplied Equipment, Costumes and Stage Props

25.1 Entertainers are responsible for providing all equipment, instruments, costumes and stage props required for their performance unless the Organisers have expressly agreed to provide particular items.

25.2 Equipment and stage props should be safe, suitable for public performance and capable of being set up and removed within the allocated schedule.

25.3 The Stage Manager or Entertainment Coordinator may refuse the use of equipment, instruments or stage props that present an unacceptable safety risk or are otherwise unsuitable for the Festival environment.

25.4 Entertainers remain responsible for the care and security of their equipment, instruments, costumes, stage props and personal belongings.

26. Festival Equipment

26.1 Festival Equipment requested during the application process will be provided where approved and reasonably available.

26.2 The availability of Festival Equipment is subject to operational requirements and cannot be guaranteed unless expressly confirmed by the Organisers.

26.3 An Entertainer should immediately notify the Stage Manager or Entertainment Coordinator if approved Festival Equipment is unavailable or unsuitable before commencing the performance.

26.4 Entertainers must use Festival Equipment safely and in accordance with any directions given by authorised Festival personnel.

27. Children and Young Performers

27.1 Where a performance includes children or young people, the Entertainer or Authorised Representative is responsible for ensuring that appropriate supervision arrangements are in place before, during and after the performance.

27.2 The Festival does not assume responsibility for supervising children participating in performances.

27.3 Parents, guardians, teachers, group leaders or other responsible adults must remain available and capable of carrying out their supervisory responsibilities throughout the group's participation in the Festival.

27.4 Nothing in this clause limits the access restrictions or supervision requirements set out in Clause 22.

PART 6 – DURING & FOLLOWING THE PERFORMANCE

28. Stage Management

28.1 All performances are subject to the direction of the Entertainment Coordinator, Stage Manager and other authorised Festival officials responsible for the safe and efficient operation of the Festival.

28.2 Entertainers must comply with reasonable directions concerning:

(a) stage access and exit;

(b) performance commencement;

(d) safety requirements;

(e) production requirements; and

(f) other matters reasonably necessary for the operation of the Festival.

28.3 Where operational circumstances require, the Entertainment Coordinator, Stage Manager or another authorised Festival official may delay, interrupt, shorten or conclude a performance.

29. Stage Safety

29.1 Entertainers must conduct their performance in a manner that does not create an unreasonable risk to themselves, other performers, Festival personnel or members of the public.

29.2 Dangerous activities, stunts, pyrotechnics, open flames, hazardous substances or other high-risk activities must not be undertaken unless expressly approved in writing by the Organisers.

29.3 The Entertainment Coordinator, Stage Manager or another authorised Festival official may immediately suspend or stop any activity that presents an unacceptable safety risk.

29.4 Entertainers must notify the Entertainment Coordinator in advance of any element of a performance that may require additional safety assessment, controls or approvals.

30. Performance Conduct

30.1 Entertainers are expected to conduct themselves professionally, respectfully and in a manner that reflects positively on themselves, their culture and the Festival.

30.2 Entertainers must treat Festival personnel, volunteers, contractors, fellow performers and members of the public with courtesy and respect.

30.3 Harassment, intimidation, bullying, discrimination, threatening behaviour and abusive conduct will not be tolerated.

30.4 The Organisers may remove a person from the entertainment programme or Festival site where their behaviour is unacceptable or materially inconsistent with the values and objectives of the Festival.

30.5 All Entertainers remain subject to the Festival's Terms of Entry and Code of Conduct.

31. Media, Photography and Intellectual Property

31.1 The Organisers may photograph, film, livestream, audio-record or otherwise record performances and Festival activities for promotional, educational, archival and other lawful purposes.

31.2 By participating in the Festival, Approved Entertainers grant the Organisers a perpetual, worldwide, royalty-free and non-exclusive licence to use, reproduce, publish, communicate, distribute and adapt photographs, video recordings, audio recordings and other media depicting their participation in the Festival for purposes connected with the Festival, Pasifika Families Inc. and its community activities.

31.3 Unless otherwise agreed in writing, copyright and other intellectual property rights in photographs, video recordings and other media created by or on behalf of the Organisers remain the property of the Organisers or the relevant authorised content creator.

31.4 Participation in the Festival does not entitle an Entertainer to payment, royalties or other compensation arising from the Organisers' use of photographs, video recordings, audio recordings or other media in accordance with this Agreement.

31.5 Nothing in this Agreement transfers ownership of choreography, musical works, scripts, artistic performances, costumes, cultural expressions or other intellectual property belonging to an Entertainer or another rights holder.

31.6 The Organisers will make reasonable efforts to present Entertainers respectfully and in a manner consistent with the cultural values of the Festival.

31.7 Entertainers acknowledge that members of the public may photograph or record performances taking place in public areas of the Festival.

31.8 The Organisers cannot control or accept responsibility for photographs, video recordings, audio recordings or other media created or published by members of the public.

31.9 The Organisers may provide photographs or video recordings to participating Entertainers for personal or promotional use.

31.10 Provision of media to an Entertainer does not transfer ownership of the media unless otherwise agreed in writing.

32. Cultural Respect

32.1 Pasifika Vibes Festival celebrates the diverse cultures, traditions and communities of the Pacific and welcomes performances that reflect this diversity with authenticity and respect.

32.2 Entertainers should present performances in a manner that honours the cultural traditions, customs and heritage they represent.

32.3 Where a performance incorporates cultural elements from a community other than the Entertainer's own, the Entertainer should ensure those elements are presented respectfully and with appropriate understanding.

32.4 The Organisers may discuss cultural concerns with an Entertainer and request reasonable changes before the performance is presented.

33. Remaining at the Festival

33.1 Following their performance, Entertainers are warmly encouraged to remain and enjoy the Festival, support fellow performers and participate in the wider celebration where possible.

33.2 Nothing in this Agreement requires an Entertainer to remain at the Festival after completing their performance unless separately agreed with the Organisers.

PART 7 – WITHDRAWALS, CANCELLATIONS & PROGRAMME MANAGEMENT

34. Withdrawal by an Entertainer

34.1 An Approved Entertainer who becomes unable to participate in the Festival should notify the Entertainment Coordinator as soon as reasonably practicable.

34.2 Early notification assists the Organisers to revise the entertainment programme and provide opportunities to other performers where possible.

34.3 Notification of withdrawal should include the reason for the withdrawal where the Entertainer is comfortable providing that information.

34.4 Withdrawal from the Festival does not prevent an Entertainer from applying to participate in future Pasifika Vibes Festivals.

35. Failure to Attend

35.1 Where an Approved Entertainer fails to report by the required reporting time and has not contacted the Entertainment Coordinator, the Organisers may regard the performance as withdrawn.

35.2 The Entertainment Coordinator may allocate the performance time to another Entertainer or otherwise amend the entertainment programme.

35.3 The Organisers may consider the circumstances surrounding a failure to attend when assessing future applications.

36. Festival Cancellation, Postponement or Interruption

36.1 The Organisers may cancel, postpone, suspend or modify the Festival or any part of the entertainment programme where reasonably necessary due to circumstances including:

(a) severe weather;

(b) public safety concerns;

(d) venue-related issues;

(e) technical failures;

(f) force majeure events; or

(g) other circumstances beyond the reasonable control of the Organisers.

36.2 Where reasonably practicable, the Organisers will endeavour to notify affected Entertainers of significant changes as soon as possible.

36.3 Unless otherwise agreed in writing, the Organisers are not responsible for costs incurred by an Entertainer arising from cancellation, postponement or modification of the Festival.

37. Substitute Performers

37.1 An Approved Entertainer must not substitute another performer or Performing Group without the prior approval of the Entertainment Coordinator.

37.2 Where an Approved Entertainer is unable to participate, the Organisers may approve an alternative performer where appropriate.

37.3 Any approved substitute performer may be required to provide information reasonably requested by the Organisers before participating.

37.4 Approval of a substitute performer remains entirely at the discretion of the Organisers.

38. Removal from the Entertainment Programme

38.1 The Organisers may remove an Entertainer from the entertainment programme before or during the Festival where reasonably necessary, including where:

(a) this Agreement has been materially breached;

(b) the Festival's Terms of Entry and Code of Conduct have been materially breached;

(d) information supplied during the application process is materially inaccurate or misleading;

(e) the Entertainer fails to comply with reasonable directions from authorised Festival personnel; or

(f) other circumstances arise that make continued participation inappropriate or impracticable.

38.2 Where reasonably practicable, the Organisers will discuss the matter with the Entertainer before making a decision under this clause.

38.3 Nothing in this clause limits the Organisers' ability to take immediate action where necessary to protect the safety of persons or the orderly operation of the Festival.

PART 8 – LIABILITY, COMPLIANCE & GENERAL PROVISIONS

39. Assumption of Risk

39.1 Participation in the Festival is voluntary.

39.2 Entertainers acknowledge that participation in live performances and attendance at public events involves inherent risks that cannot be completely eliminated.

39.3 Each Entertainer participates at their own risk, except to the extent that liability cannot lawfully be excluded.

39.4 Nothing in this Agreement excludes, restricts or modifies any rights or remedies that cannot lawfully be excluded under applicable legislation.

40. Limitation of Liability

40.1 To the extent permitted by law, the Organisers are not liable for any indirect, incidental, consequential or economic loss arising from participation in the Festival.

40.2 Nothing in this Agreement limits liability for matters that cannot lawfully be excluded or limited.

41. Personal Property

41.1 Entertainers remain responsible for their own instruments, costumes, equipment, stage props, personal belongings and other property brought to the Festival.

41.2 The Organisers accept no responsibility for loss, theft or damage to personal property except where liability cannot lawfully be excluded.

42. Compliance with Laws and Festival Policies

42.1 Entertainers must comply with all applicable laws, regulations, lawful directions of emergency services and relevant government authorities while participating in the Festival.

42.2 Entertainers must also comply with:

(a) these Entertainer Terms & Conditions;

(b) the Festival's Terms of Entry and Code of Conduct;

(d) other Festival policies that are communicated to Entertainers from time to time.

43. Privacy

43.1 Personal information collected through the Entertainer Application Form will be handled in accordance with the Pasifika Families Inc. Privacy Policy and applicable privacy legislation.

43.2 Personal information may be used for purposes including:

(a) assessing applications;

(b) administering Festival participation;

(d) Festival planning and operations; and

(e) other purposes reasonably connected with the Festival.

44. Amendments

44.1 The Organisers may amend these Entertainer Terms & Conditions from time to time where reasonably necessary.

44.2 Where amendments materially affect Approved Entertainers before the Festival, reasonable efforts will be made to notify affected Entertainers.

45. Relationship of the Parties

45.1 Nothing in this Agreement creates an employment relationship, partnership, joint venture or agency relationship between the Organisers and an Entertainer unless separately agreed in writing.

46. Entire Agreement

46.1 These Entertainer Terms & Conditions, together with the Participation Waiver & Indemnity Agreement and any documents expressly incorporated by reference, constitute the entire agreement between the Organisers and the Entertainer regarding participation in Pasifika Vibes Festival 2026.

47. Severability

47.1 If any provision of this Agreement is found to be unlawful, invalid or unenforceable, that provision will be severed to the extent necessary without affecting the validity or enforceability of the remaining provisions.

48. Governing Law

48.1 This Agreement is governed by the laws of Queensland, Australia.

48.2 The parties submit to the non-exclusive jurisdiction of the courts of Queensland.

49. Acceptance

49.1 Submission of an Entertainer Application Form constitutes acceptance of these Entertainer Terms & Conditions.

49.2 Where an application is submitted on behalf of a Solo Artist or Performing Group, the Applicant warrants that they have authority to accept these Entertainer Terms & Conditions on behalf of all participating performers.

49.3 An Approved Entertainer is taken to have accepted these Entertainer Terms & Conditions upon participating in the Festival.

Thank You

Thank you for your interest in performing at Pasifika Vibes Festival 2026.

We recognise the dedication, rehearsal and preparation that performers invest in sharing their culture and talents with the community, and we sincerely appreciate your interest in applying to perform at the Festival.

We wish you every success with your application and thank you for taking the time to learn more about participating in Pasifika Vibes Festival 2026.

ENTERTAINERTERMS AND CONDITIONS