Showcase FAQ
1. How do I apply to perform at the SXSW Music Festival?
All artists interested in performing at SXSW 2012 must complete an online application through our exclusive online musical event submission platform Sonicbids. If you're new to Sonicbids, you will receive a 2 week free trial when you apply for SXSW. We'll use your Sonicbids Electronic Press Kit (EPK™) to listen to your music, read your bio, check out photos and in general review your band's materials. Make sure your EPK™ is current and complete.
If you have a Sonicbids account, you can apply to SXSW by logging into that account and clicking the SXSW link in the "Find Gigs" section. The cost to apply before October 7, 2011 is $30 and then $40 until the final application deadline on November 4, 2011. You'll need to complete some SXSW-specific questions about label and booking representation and be sure that your EPK™ is complete. Once done, your Sonicbids Primary Contact will receive an email from SXSW confirming receipt of your application. The next SXSW email your Primary Contact can expect will be your status notification (by January 27, 2012 at the latest). You'll only hear from us before that time if we encounter a problem or require more information.
SXSW will use the information and music on your Sonicbids page to evaluate your application, so make sure to complete your EPK™ immediately following your application, as your EPK™ is an instrumental part of the review process. SXSW will not be able to evaluate your submission without a complete EPK™. If you have questions or need help with the Sonicbids website, contact the Sonicbids Support Center here.
2. I don't have a Sonicbids account. How do I apply?
Go to the Sonicbids SXSW application page to start your application and Sonicbids sign-up process by clicking on the "Activate and Submit" button. The Sonicbids system will guide you through both the process of applying to SXSW and creating your Sonicbids EPK™. Sonicbids is offering artists who apply to SXSW a 2 week free trial. Artists can also opt in to continue memberships, at discounted Sonicbids membership rate, when the complimentary membership period is over (optional–not required).
Once that's all set, use your trial period to get your EPK™ into the hands of promoters, venues, festivals and conferences all around the world. Sonicbids has relationships with more than 30,000 promoters. Artists can opt out of their Sonicbids membership at any time and SXSW will still be able to access the EPK™ for review.
3. What is the deadline for applying?
The final deadline for all applications is November 4, 2011. We strongly recommend you complete your application and update your materials sooner rather than later.
SXSW accepts music and associated materials only electronically through Sonicbids. Do not mail SXSW any CDs or printed materials.
4. How much does it cost to apply?
The early application cost is US $30 (through October 7, 2011). The cost increases to US $40 from October 8th until the final deadline, November 4, 2011. Please check Sonicbids for the payment methods they accept.
NOTE: SXSW advises you to be wary of any other companies or individuals who offer to help you get a SXSW Music Festival showcase for a fee. The only way to apply for a SXSW Music showcase is through Sonicbids, or through an official representative of SXSW. The only cost for applying for a showcase is the application fee, listed above. If you or your representative are not dealing directly with the SXSW Music Festival office in regard to your show, it is unlikely that it is an actual SXSW Music showcase.
5. How do I get my music and press information to SXSW?
We will access your music and information through your Sonicbids site.
DO NOT mail CDs and press kits to SXSW.
6. I am in a band located outside of the USA. What do I need to know about showcasing?
SXSW showcased nearly 600 international acts last year, so please apply. Our deadline for all artists to complete applications is November 4, 2011. We are aware of stringent visa and travel requirements, so, to the best of our ability, we prioritize processing of international band applications. However, international artists are encouraged to apply as early as possible.
7. I work with several bands. Do I have to apply separately for each one?
Yes. You must submit a separate application and pay a separate entry fee for each artist.
8. I represent several bands and would like them all on the same showcase. Can I host an evening? What do I need to do?
First, submit separate applications for each act. Then, send an email to music@sxsw.com with this Subject line: Label Showcase Request for [Add The Name of Your Entity Here] Be sure to list your acts in the body of the email (along with any other pertinent details). We receive a huge volume of email. If you do not use the above subject line, we may miss your request. For more detailed information on hosting an evening showcase please see FAQ #19.
9. I submitted my band last year and it wasn't chosen. May I resubmit?
Absolutely. Bands may resubmit yearly. Be sure to keep your band's EPK up to date with press and live show history since the last time the act submitted.
10. If selected to showcase, does my act receive any compensation from SXSW?
Yes. If your act is selected for a SXSW 2012 showcase, you can choose to receive either cash compensation OR a SXSW Music Artist Package (Artist wristbands for each band member. Artist wristbands are for band members ONLY - no managers, label representatives, crew, etc. Artist wristbands are good for admission to the SXSW Music Panels, SXSW Trade Show, Music Gear Expo, official SXSW showcases, artist lounges and more). If accepted, you will receive more details about both options in your notification email.
11. What is the difference between a Music Festival "registration" and a Music Festival Showcase "application?"
An "application" is the way to be considered for a showcase performance slot at the SXSW Music Festival. A "registration" is the badge purchased by individuals to attend the various SXSW Music events (music conference panels, workshops, mentor sessions, the SXSW Trade Show, music festival showcases, softball tournament/BBQ, and other special activities).
You do not need to purchase a registration badge to apply for a showcase, and if you are offered a showcase, you may choose cash or a SXSW Music Artist package as payment for your showcase.
All applying artists, whether accepted to showcase or not, will be able to purchase registration badges at the lowest registration rate AFTER notification of status, if they choose to do so. There are no refunds (and no exceptions) if you purchase a registration at a higher rate or decide not to attend if you are not offered a showcase.
12. What is the difference between an artist wristband and a badge?
A badge enables you to attend all official SXSW daytime programming, official SXSW parties, registrant lounges and other SXSW special events. It also gives you first priority access to all SXSW music showcases. Artist wristbands also provide access to the panels, mentor sessions, quickie sessions, demo listening sessions, the SXSW Trade Show, Music Gear Expo and official SXSW showcases. (Please note: entrance to all SXSW activities is on a space available basis.) Artist wristbands will additionally gain admission to the artist lounge after dark and the artist lounge.
13. When will I find out if my band has been accepted for a showcase?
Acts who complete applications by our deadline (November 4, 2011) will be notified of showcase status by January 27, 2012. Your notification will come via email to your Primary Contact.
We will try to notify you sooner rather than later. International artists will be notified as early as possible to ensure time to facilitate obtaining visas and making other travel arrangements.
Due to the large volume of applications received (over 10,000 last year), we ask that you do not call or email the SXSW office to inquire about the status of your showcase application. If you have not heard from us by January 27, 2012, please 1) check your email spam filter to see if our mail has ended up there, and if necessary, 2) email music@sxsw.com. (Phone callers will be directed to email, so save a step.) Do not contact with questions about your status until after January 27, 2012.
14. I don't seem to be receiving emails from SXSW. What's the problem?
Some spam filters and gray listers may filter out automated communications. Please add the following email addresses to your spam filter's list of approved senders to be sure our messages reach you: webmaster@sxsw.com, music@sxsw.com, sxsw@sxsw.com.
15. How are bands chosen to play at the music festival?
SXSW has a committee of people who listen to and grade recordings according to originality, technical ability, songwriting skills, career establishment, and overall artistry. Every application is graded at least twice, then those with the highest scores are reviewed again and invitations are extended.
16. If I don't get a showcase, should I still come to your conference?
Opportunities for performers do not stop at showcases. SXSW Music Festival and Conference offers informative panels, workshops, demo listening sessions, artist and industry leader interviews, registrant lounges and parties, trade shows and more as well as endless opportunities to network. As a Music Festival applicant, even if you are not offered a showcase, you can purchase a SXSW Music registration at the lowest price and access the many benefits of SXSW.
17. If my act is accepted for SXSW 2012, can I schedule non-SXSW Austin shows around my SXSW performance?
If accepted for a SXSW Music showcase, artists agree to not perform at any other public shows in Austin between the dates of March 13-27, 2012 and to notify SXSW of any non-SXSW private parties scheduled. Non-SXSW appearances cannot occur during SXSW Festival hours (7 pm to 2 am nightly), cannot charge admission, or be advertised in any media available to the general public.
Artists acknowledge that a showcase slot at the SXSW Music Festival is a valuable commodity, and agree to limit their appearances at non-SXSW events to no more than one a day in order to not diminish attendance at the official showcase venue, and in order to maximize media, registrant, and public attention at their official SXSW showcase.
18. I've applied for a Music Festival showcase. How do I reserve hotel rooms for my act in case we're selected?
Because over 10,000 artists apply for showcases, the SXSW Housing Desk cannot book hotel rooms for artists until they have been offered a showcase. DO NOT PANIC! The housing desk blocks enough hotel rooms to accommodate all showcasing artists who need them. There will be hotel rooms available for you and your bandmates when SXSW extends showcase invitations. Your acceptance email will contain details on how to book hotels.
If you purchase a conference registration, you can reserve a hotel room immediately; however, that registration fee is NONREFUNDABLE. No exceptions. If you want to purchase a registration, please wait until you have been notified of your showcase status. Artists who are not given a showcase will have the opportunity to purchase a SXSW Music registration at the lowest price for the season.
For questions, email housing2@sxsw.com
19. If you are an entity wishing to host an evening showcase, click here for information on how to proceed.
Thank you for your interest in hosting a showcase event at SXSW 2012. Here’s an overview of the steps you need to take so that SXSW can evaluate your plan.:
1) Prepare a proposal (see headings below) and with the subject line: Showcase Request, send it to music@sxsw.com as soon as possible but no later than November 4, 2011. We are happy to send you initial feedback on your proposal draft and advise if you need to supply any additional information prior to evaluation.
Why do this? Due to the large number of showcases in the program, it is essential to develop a plan to attract the audience attending SXSW that you are hoping to reach and to achieve the goals you have identified.
2) Participate in SXSW 2012 and register at the attend page.
Why do this? It is essential that a showcase presenter has access to all of the SXSW registrants’ online tools in advance as well as personnel on the ground, with badges, in Austin during the event. If it’s not a priority for the showcase presenter(s) to be here and be part of the event, then it doesn’t bode well for the success of the showcase.
3) Complete a SXSW band application online at Sonicbids for each act you wish to be considered for your showcase event.
Why do this? Each band you propose for your showcase will be evaluated individually. It’s best to have a list of around 8 artists you’d like to have on a 6-band bill (each act playing a 40 minute set). We advise contacting the acts directly and confirm with them that they will be available and willing to perform on your official nighttime SXSW showcase.
4) You may need to enter into an agreement with the artists about the nature and level of support you will provide to them to showcase.
Why do this? Many acts are approached by more than one entity about showcasing. Artists are normally allowed to perform only one showcase. If there is a conflict, acts are allowed to choose which of the showcases they wish to perform on. You should address this with potential acts at the onset.
5) SXSW will make all final decisions about which, if any, of your artists are invited and will also make the final decision about showcase venue. SXSW evaluates each artist individually.
6) SXSW will confirm you as a showcase presenter only when it is satisfied that the show proposed is viable – i.e. having at least 2 confirmed headliners, a marketing plan and an approved budget. Due to the number of showcases in the program it is essential not to rely solely on SXSW to deliver the audience you are hoping to reach.
7) Any third parties that may wish be involved with your showcase must be approved by SXSW prior to showcase approval. This includes, but is not limited to, commercial sponsors. No third parties may be added to a showcase without the approval of SXSW.
8) Marketing opportunities to promote the showcase within SXSW include advertising in the Directory and in SXSWorld magazines, inserts in the Big Bag and Premier Advertising Opportunities. Visit the Marketing section of the site for more details on SXSW Marketing opportunities.
9) SXSW will require the showcase presenter to sign an agreement, which will detail the terms under which a presenter may host an official showcase during the 2012 South by Southwest Music & Media Conference, March 13-18.
Proposal headings (with examples)
SXSW Concept:
(e.g. Through a showcase event, our label intends to expose bands that...)
Showcase Goals:
(e.g. To present the best in British underground talent at SXSW....)
Description of Event:
(e.g. This event to be part of the official program, to have official SXSW status and be publicized through official media, programs, adverts, delegate contact and guides.)
Partners:
(e.g. This event will be held with the support of, or in partnership with...)
Promotion:
(e.g. We would take ads in SXSWorld Magazine and the SXSW Program Guide to promote the show)
Your shortlist of acts:
(e.g. All Bands listed below have agreed in principle to play at the showcase if accepted. Followed by a short paragraph on each band.)
Background on your company:
(e.g. Our diverse booking policy makes us ideally placed to expose the next generation of bands who fuse more than just one style of music.)
Still have questions? Please email: music@sxsw.com.
