WELCOME TO AUSTIN CITY LIMITS MUSIC FESTIVAL 2012
We’re excited you’ll be joining us for our 11th year! If there’s anything we can do to help make
your experience at ACL Festival go smoothly, don’t hesitate to ask.
The following information is for all ACL Festival artists, regardless of what day or stage you are
performing on.
We encourage everyone to check out the ACL Festival production website periodically, as new
information – sound & lighting specs for each stage, contact information, driving directions, etc. –
will be posted leading up to the festival dates
ACL FESTIVAL PRODUCTION WEBSITE:
http://www.aclfestival.com/production
ACL FESTIVAL VENUE ADDRESS:
Zilker Park
2100 Barton Springs Road
Austin, TX 78746
October 12 – 14, 2012
A FEW ITEMS THAT WE WILL NEED FROM YOU BY SEPTEMBER 21ST:
Please email:
* Completed Festival advance sheet, including current contact info for Tour & Production
Management
* Current Band Rider (Technical Rider, Stage Plot & Input List)
* Your Rental Needs for Backline, Risers and/or Wireless Microphones
* Signed and Dated W9 or W-8BEN
* Your Cash Request: Please Note Deadline is Wednesday, September 26th
* All other important information regarding your artist’s show
PRODUCTION:
Please advise us of any stage backdrops or unique set/staging. Everything must roll or fly. ACL
Festival Does Not Allow PYRO or CONFETTI. If you would like to discuss this policy, please
contact the Festival Production Managers Chris Sorlie & Brandon Sossaman.
Please let us know if you are carrying your own consoles, moving lights, backline or other
production elements. Because of the large number of artists coming onsite over the course of the
weekend, we cannot guarantee that we can accommodate all requests. The earlier you coordinate
your needs with us, the better chance we can try to accommodate you.
If you are carrying wireless rigs or radios, be prepared to change frequencies/channels. RF can be
intermittent and unpredictable with all the traffic surrounding the Festival. Your stage manager
will be happy to put you in touch with our radio team to coordinate.
BACKLINE RENTAL:
If you need to rent backline, please advance with your stage manager & contact Monika LaBadie
with Soundcheck Austin as soon as possible so that your requested gear is held well in advance.
They will need your stage plot, input list and backline list ASAP.
Backline Rental is 100% Artist Cost (unless otherwise stipulated in your contract). Soundcheck
Austin will provide you with a quote once they have received your backline list.
Festival Backline Provider:
Monika LaBadie
Soundcheck Austin
Office: 512-444-0023
Fax: 512-444-2180
Cell: 512-636-6046
monika@soundcheckaustin.com
VIDEO:
ACL Festival will record both video and audio on the four main stages: Bud Light, AMD, Barton
Springs, and Honda stages. The festival will also have roaming video crews covering the other
stages. They will be wearing C3 Team shirts and bright blue VIDEO armbands.
The usage of the recording will be as such:
1) IMAG Screens at Festival.
2) Webcast (if pre-cleared with Artist Management).
3) Footage shared with credentialed news media by request – 0:30 clips only
The festival does not allow outside video crews on ACL Festival grounds.
C3 Video Director:
Daniel Gibbs
Office: 512-505-4417
Cell: 512-466-6464
dgibbs@c3presents.com
Video Production Contact
Hank Neuberger
Office: 847-475-1562
Cell: 312-391-3889
hank@springboardproductions.net
C3 PHOTOGRAPHERS:
ACL Festival photographers will be shooting performances from three locations: the pit, the T
Barricade, and on stage. They will be wearing a C3 Team shirt and bright orange PHOTO
armbands. ACL Festival photographers will be shooting throughout the set (not limited to first
three songs). Rest assured, C3’s photographers have extensive experience shooting headliner
caliber talent – and have a clear understanding of the protocols for discreetly capturing a highprofile, complex performance.
ACL Festival photographers are focused on capturing the performance, both standalone and in the
context of the larger festival (big beauty and crowd shots). These images are used for ACL Festival
archive, web gallery, and promotional purposes, and occasionally to fulfill media requests - with
appropriate approvals.
If you have any unique guidelines to follow for your set, please contact:
Cambria Harkey: 512-633-5632, cambria@cambriaphoto.com
If you are traveling with a photographer, please inform us in advance so that we can communicate
with our Festival Staff and Security. Please include that person within your Personnel List. Your
photographer will be allowed to shoot ONLY YOUR BAND. No photo passes will be issued
MEDIA:
There will be approximately 100 photographers from the local and national media covering the
festival. ACL Festival’s photo policy for media is first 3 songs, no flash, from the photo pit. We do
not ask our photographers to sign waivers. IF YOUR BAND HAS A SPECIAL PHOTO POLICY, WE
MUST BE NOTIFIED BY SEPTEMBER 24TH. If your artist has a special photo policy, we require you
and/or a representative from your team to be present to help facilitate your photo policy on-site.
Please send your photo policy and direct all media photography questions to:
Sandee Fenton, Fresh & Clean Media: sandee@freshcleanmedia.com
MERCHANDISE:
All T-Shirts & soft merchandise for all bands will be sold in one centralized location on the Festival
grounds. Merchandise can be sold for the entire 3-day festival, which we strongly recommend.
ACL Festival will sell all Merchandise and retain sales tax, which is 8.5% in Austin. Merchandise
Deal is 70/30 of the Net Sales (gross less sales tax & credit card fees).
All merchandise you wish to sell must be advanced with Madd Merch, LTD no later than two (2)
weeks prior to the festival. Please help us out with a timely heads up.
Please see the production website for detailed instructions on advancing your merch
Merch Advance Contact:
Pat Davis, Madd Merch, LTD
Cell: 859-338-0821
maddmerchltd@gmail.com
WATERLOO RECORDS will be handling all CD/LP sales on site. In most cases, Waterloo will pull
your CDs and LPs through their distributors. If your music is not available through any
distributors, Waterloo will take them on consignment. Any bands interested in selling on
consignment need to contact Paul Mason at Waterloo Records at least two weeks prior to the
festival in order to have your records entered into the system.
Waterloo Records Contact:
Paul Mason
Office : 512-474-2500
Cell : 512-750-1525
humanresources@waterloorecords.com
ARTIST SETTLEMENT:
Settlement will take place on site in the accounting trailer, during or after the artist’s set.
Please send the following info to the Festival Accountant:
* Settlement request: cash, check, or wire transfer **Cash request deadline: September 26
* Name of Representative who settle on behalf of the Artist
* Wire info (Bank Name, Routing #, Account #, Account Name)
* Signed and dated W-9 or W-8BEN for the actual Artist Performing
* Central Withholding Agreement (CWA) if applicable
* Proof of Insurance
We will have to reduce settlement by the foreign tax withholding amounts and insurance amount
($150) if the appropriate documents are not provided.
Festival Accountant:
Erika Rieker Fitzgerald
efitzgerald@c3presents.com
HOTELS & TRANSPORTATION:
Hotel rooms in the Austin area during ACL Festival are going fast! The festival blocks are selling
out, so if you haven’t made your reservations yet, we encourage you to do so as soon as possible.
Please see the festival production website for hotel reservation information.
Festival Transportation will assist you with your ground transportation needs between the
airport, your hotel, and the festival site on your show day. Please organize your transportation
needs and itinerary and fill out the handy online request form:
ACL Festival Ground Transportation Request Form
If you care to make your own transportation plans, let us know how we can assist you.
Festival Transportation & Hotels Contact:
Tami Blevins
iMMATTi
Cell: 858-386-9400
tami@immatti.com
ARTIST CREDENTIALS:
During your advance, we will confirm your band and crew numbers. Band and crew will receive
festival issued “Artist” wristbands, which are good for all three days. No escort privileges will be
granted. No band laminates will be honored for admission to the festival grounds at any
time.
GUEST PASSES, COMPS:
Each band has been allotted a specific number of one-day comp tickets per your contract. The
comp tickets will get your guests on the Festival grounds. They will not be able to access
backstage, catering, or the Artist Village.
If you have guests you would like to give special access to, let us know and they will be issued an
Artist Guest wristband for your show day only. The Artist Guest wristband will allow guests into
the Artist Lounge, but not on the stages or in the Artist Village. Due to the number of artists and
guests at the festival, no more than half of your total comp allotment may be designated to receive
the Artist Guest wristband.
A week before the festival, we will send out forms to upload your personnel list and to submit
your guest lists. We encourage everyone to submit your guest lists as soon as you know it won’t
change. This will ensure that your guests will be in the venue in time for your performance.
Once finalized, Guest Lists should be submitted to:
Alysha Hernandez: ahernandez@c3presents.com
Guests will be able to pick up their tickets/wristbands from the Artist Guest List line at the
Festival Box Office, located just across Barton Springs Rd from the main festival entrance.
LOAD IN / LOAD OUT:
We would appreciate having the band and crew on site no later than two (2) hours prior to your
set time. Please plan on at least 45 minutes travel time from your Austin location to the
festival site as traffic will be very heavy.
Please make sure to inform us of the total number and type of vehicle(s) that you will be traveling
with in advance.
ALL TRUCKS & BUSSES MUST BE ON SITE PRIOR TO 9:00 AM.
The main road leading to the festival site will be closed to ALL traffic at 9:00 AM. Festival Staff will
be on-site Prior to 7:00 AM, so feel free to join us and get situated at that time.
Cars & Vans arriving after 9:00 AM will be directed down a Nature Trail (seriously!). The trail is
only passable in one direction at a time, so please drive with caution & respect those directing
traffic. You’ll be directed into Lot B & parked towards the front in the Artist Parking area. From
there, festival staff will crossload your gear into festival trucks or golf carts. Fest Express golf cart
shuttles will pick you up from the Lot B station & bring you to stage or to the Artist Village.
Please contact our crossload coordinator as you approach the site
Crossload Coordinator:
Mike Neri
Cell: 773-858-1323
m_neri22@sbcglobal.net
After Load In, the festival can provide transportation to & from your hotel as long as we have the
information in advance. Otherwise, you are welcome to hang at the festival site for the remainder
of the day.
TOUR BUSES - We will provide LEVEL parking as close to your stage as possible, but please be
advised that there is No Shore Power Available.
Please note that due to heavy pedestrian traffic leaving the festival at night, Austin Police
Department road closures go into effect approximately 9:00pm - 11:00pm. It will not be
possible to drive out of the festival grounds during this time, regardless of whether you’re
in a bus, car, or runner van, so please plan accordingly.
ARTIST CHECK IN:
After load-in, please check in at the Artist Relations trailer. This will be a good time to re-confirm
your transportation needs and introduce you to the Artist Village, Dressing Room, etc.
CATERING / MEAL TICKETS:
The catering area is open continuously with scheduled meal times. You are welcome to stop in
anytime for a snack or cold drink. Both carnivores and vegetarians will be satisfied. If there are
any necessary alternatives required, please notify us in advance. Please note that meals are for
band and crew on your show day ONLY. Your Artist wristband contains a chip that will be valid
to be scanned for all meals on your show day.
Festival Catering Hours:
Breakfast
7:00 AM - 10:00 AM
Lunch
11:30 AM - 3:30 PM
Dinner
5:00 PM - 8:00 PM
DRESSING ROOMS/HOSPITALITY:
You will have a dressing room assigned to you prior to your set and for a short time after your set.
Due to the vast number of artists performing, we have to schedule dressing room usage based on
the show schedule. We ask that you help out the next in line and prepare to move on not long
after your performance.
An Artist Ambassador will be stationed in the Artist Village specifically to help direct traffic and
assist in your needs. A wardrobe and bag check station has been created to stash your personal
items securely. Think of it as a post-show coat check. Please remember, for your comfort, the
Artist Village is for artists and crew only. NO MEDIA, NO POSERS, NO ESCORTING, NO
EXCEPTIONS…
Dressing rooms will be stocked with general festival hospitality: water, sodas, beer, & snacks. The
Artist Lounge will be serving complimentary drinks all weekend. Please understand that we will
not be able to accommodate individual hospitality riders during your time in the trailers.
ONSITE TRANSPORTATON:
Your Artist Ambassador will show you where the Artist Pick Up/Drop is located. Our goal is to
make sure no one has to walk to their stage before or after their set. We need your assistance to
achieve our goal. Please gather your artists/crew in plenty of time before their set.
For transportation around the festival apart from your set time, there will be continuous “Fest
Express” golf carts picking up and dropping off at specially marked stops.
ARTIST AFTERPARTY
There will be a party in the artist lounge on Sunday, October 14th, open to all artist and crew, as
well as festival staff. Any of you who are still in town should join us for this celebration, as it is
always a damn good time in an amazing setting.
MORE TO COME!
We look forward to working with each of you and to seeing you all in Austin!
Please feel free to send any questions, info, etc. to us via email anytime – we’ll get it forwarded to
the proper staff member and will get you taken care of.
All the best,
ACL Festival Artist Relations Team
Kamal Soliman, Sara Bennett & Laura Vilches