Artist/Performance Application

The Autumn Lights Festival, a 501(C)(3) non-profit organization, has become a cherished tradition in beautiful West Milford, NJ over the past 31 years. This event continues to bring our community together to celebrate the vibrant colors and spirit of autumn with activities, performances, and vendors geared to attendees of all ages and backgrounds. Tens of thousands of visitors flock to our town annually to enjoy a festival filled with live music, delicious food, arts and crafts, and family-friendly activities. This festival has grown and improved every year since its inception - and this year's event looks to be the biggest and best ALF yet!

Located in the Heart of the Highlands in West Milford, NJ, the former “Warner Bro.’s Jungle Habitat” property located within Ringwood State Park provides the Autumn Lights Festival with an expansive park-like environment to bring out the best West Milford offers. Just steps from public transportation, shops, bars/restaurants and several historic and contemporary AirBnB’s, Jungle Habitat and downtown West Milford, NJ come alive when transformed into an oasis of energy, activity, sound, and color by ALF. Housing several artists on the main stage, the Jungle Habitat grounds provide plenty of room to roam, take in local artist installations, check out vendor booths, grab a bite to eat, or simply relax and enjoy the show.

Autumn Lights Festival Showcase Application

Festival Showcasing Artists can take advantage of career-changing showcase opportunities and unprecedented access to the amazing mix of influential industry participants who attend ALF every year.

Please take a minute to refer to the Music Showcase FAQ for answers to common questions, including the 2025 Artist Payment and Badge policy.

Important details:

• One official ALF showcase performance is guaranteed per invited/approved act.
• Showcase slots run an average of 90-120 minutes (some exceptions may apply).
• Showcases will take place between September 26-28, 2025.
• ALF does not cover artist travel or accommodation expenses unless otherwise agreed upon.
• All showcases will have a backline provided.
• Official ALF Artist Registration Packages include one additional "ALF Artist" Badge for the artist's manager.
• ALF does NOT provide additional VIP badges for children. (VIP is 21+ Only)

Music Showcase Applications are open to:

• All music genres

• Artists from around the world

• Signed and unsigned artists

Additional Details:

• If invited, showcasing artists will receive an Official ALF Artist Registration Package, consisting of ALF Artist Badges for each band member and one manager. The ALF Artist Badge is a full VIP Badge that provides each performer with the same access as a paid ALF VIP Badge, plus unique artist-only benefits. You will have primary access to official ALF performances, reserved hotel blocks if applicable, parties, artist-specific activations, networking opportunities, and more (unless otherwise noted).
• Domestic, U.S. acts can choose to receive monetary compensation ($375.00 total for full bands consisting of three or more performers or $175.00 total for a solo/duo act) in lieu of the Official ALF Artist Registration Package. Payment is a one-time direct deposit for the act, not per member. Combinations are not permitted.
• One official ALF performance is guaranteed per invited act.
• Artists who are not U.S. residents are responsible for securing any necessary visas for entry into the United States. See our International Artists FAQ for more details.
• All SXSW showcasing artists must agree to the SXSW Exclusivity Policy, which includes the following points:
  
  • Radius Clause: Most festivals have a radius clause that restricts an artist from performing within a certain radius of their event during a specific time frame (typically weeks to months) before and after it takes place. ALF has a far more equitable exclusivity clause that allows for more opportunity to perform during the event, with one main exception: Official artists may not perform any unofficial/non-ALF shows between the hours of 12pm and 2am EST (the “exclusivity window”) during festival dates. This requirement is in place specifically to protect official ALF venues and artists, and to ensure the success of official showcases.
    
    • While daytime/afterhours performances outside of the 12pm-2am showcase hours are generally not an issue, participation in events that ALF deems to be a conflict and/or adversely affect ALF is also not allowed.
    • Please note, artists who enter the U.S. with a non-work visa (such as a B Visa or via ESTA/Visa Waiver Program) are legally restricted to showcasing only at official ALF events while in the country, whether the performance is paid or not.
  • Invited Artists will not take actions that undermine the success or inhibit attendance of their official ALF showcase, including accepting invitations for an excessive number of non-ALF shows. Such actions negatively impact ALF artist performances, showcase attendance, and the overall quality of showcases.

Please note:

• Important: The person listed as Primary Contact in the application should be someone authorized to respond on behalf of the applying artist/performer and who frequently checks their email. Notifications from ALF are sent to the Primary Contact's email address and require a timely response.
• Invited artists do not need to purchase a ALF credential to apply for, or take part in, an ALF showcase. Artists who are not invited to showcase are able to purchase ALF VIP credentials at a discounted rate after notification of status, if they still wish to attend. There are no refunds if you've previously purchased a credential at a higher rate, or if you decide not to attend if you are not offered a showcase.
• Within 48 hours of applying you will receive a confirmation email from ALF. If you do not receive notification within 48 hours, please follow up by email to ensure your showcase application has been submitted properly and is under consideration.
• To keep important ALF emails from landing in your spam folder, we suggest you add the following address to your contact list: talent@festivalworksusa.com.

Please provide the information below to apply for an Autumn Lights Festival Showcase. ALF will review your application, and you will be notified of your invitation status on or before June 30, 2025.

For the purposes of this section, any approved artist performing at the Autumn Lights Festival 2025 shall be referred to as "the Performer" and Festival Works, LLC & Autumn Lights Festival, Inc. shall be referred to as "the Client" for ease of understanding.

THE FEE

Definition: The Performer's compensation (hereinafter, "the Fee") shall include any deposit as well as the payment of the balance due as per the ALF Performer Contract as well as the terms outlined below.

Deposit: Deposits for the Fee are issued no earlier than 60 days prior to the event unless otherwise agreed upon in writing between the Performer (or management) and the Client.

Payment of Balance: Promptly (within 5 business days) after the last show on the final date of the Performance, the Client will pay the Performer any outstanding balance of the Fee in cash, money order, certified check, bank check, company check, or online payment that client uses. Performer (or management) is to provide the Client with an invoice showing any/all deposits, and the remaining balance due. We do NOT make payments using Zelle, Venmo, CashApp, or similar. PayPal, EFT/ACH are available upon request, however, all banking information must be provided 30 days before the performance date. Please provide any/all documentation that supports a business registration for the performer/agency/artist, this includes non-profit status paperwork, re-sale certificates, W-9s, 1099’s, W2’s, or any other IRS document that applies.

Cancellation

• BY THE PERFORMER: The Performer reserves the right to cancel this Agreement without obligation upon written notice to the Client 30 days before September 26, 2025. In the event the Performer cancels the Performance under the terms of this section, the Deposit will be returned to the Client promptly.
• BY THE CLIENT: The Client reserves the right to cancel this Agreement without obligation upon written notice to the Performer 30 days before September 26, 2025. In the event of said cancellation, the Deposit will be returned promptly. Cancellation by the Client for any reason later than August 27, 2025, will result in the forfeiture of the Deposit.  Cancellation by the Client later than August 27, 2025, will also require payment of any outstanding balance of the full Fee.

Non-performance by the Client: Those obligations of the Client required to be met before the Performance are conditions precedent which must be satisfied in full by the Client before the Performer is required to perform unless otherwise agreed to by all parties in writing. If the Client cancels or postpones the Performance, or any show comprising the Performance, without proper notice or fails to make any payment or fails to perform any other condition precedent as required by this Agreement then the Client will be in breach of this Agreement and the Performer will have no further obligations under this Agreement. The Client will forfeit any Deposit already paid to the Performer.

Performer Expenses: The Performer agrees that the Fee includes all expenses, accommodations, holiday entitlements, and traveling expenses to and from the Venue and covers any costs incurred by the Performer whatsoever, except as expressly provided in this Agreement or otherwise agreed upon in writing between the Performer (or management) and the Client.

LOAD-IN INFORMATION:

Arrival Time: On the day of your performance, you are to be on site 2 hours before your performance time to ensure proper unloading, staging, and parking is in place so that it gives you, and the festival producers ample time to load you in accordingly, and prep for placing gear on stage before your performance.

Artists/Performers can drop trailers and equipment 72 hours prior to the festival opening if they need to. There will be a staging area for all production gear available in a secured tent. Daytime and overnight security, and police are on-site at all times. Your gear must be labeled!

Artist Parking: We ask that bandmates, production staff/crew, and associated mgmt. carpool.  Every space taken on NJ State Park Property comes with an associated fee billed to the festival. There will be a designated area for artists to park, load, and unload within walking distance of the stage areas.

Parking Placard: Upon entry to the festival grounds you will be given a window placard that MUST be displayed at all times. If it is not displayed, you may be ticketed or towed at YOUR OWN EXPENSE!

Artist Passes: Each performer, bandmate, production staff/mgmt. and/or spouse will receive an ALF Access Pass for that specific day of your performance and must be worn at all times. You will also need to wear a 21+ wristband if you plan to consume alcohol and are of the appropriate age.

Have a Trailer?: If you have a trailer, we ask that you "Drop & Go". This means unloading and parking your truck and trailer in the designated artist parking area. Illegal Parking will result in towing paid for by the artist.

Staging: All production gear will be loaded through a designated drop off area, and will allow for carting your equipment to the holding/staging area.

Lights & Sound: We have a full-service professional production company for the Main Stage. Everything for lights and sound will be provided. Backline will be provided.  However, we always recommend bringing anything specific you may need. Bring extension cords! If you have a stage plot, please share with the stage manager upon arrival, if you have your own engineer’s, please introduce them to the stage manager and/or to the correct person. - Ask Talent Coordinator for assistance.

Band Merch Booth – If you have a merch booth, you must have it set up under your own tent next to, or near the main stage. Please notify the talent coordinator if you will have a Merch Booth. If you do not notify in advance, you will not be allowed to exhibit your merch.

Weather: This is a Rain or Shine Event. Come prepared. There is no rain date. If the event is cancelled due to a force majeure, then all performances will be cancelled, agreed upon deposits to be reimbursed back to the festival within 30 days of cancellation.

Announcement, Presale, and On Sale Schedule

Announcement: Show details will be announced at a date and time reasonably in advance of the event.

Presales: Different presale opportunities will be available before the general on-sale date. No tickets will be held back for the general public on sale.

Fan Presale: N/A

Local/Venue/Ticketmaster/Promoter Presale: Friday, June 14, 2024, at 10 AM EST.

All Presales Close: Thursday, September 25, 2025 at 11:59 PM EST.

On-sale: General ticket sales will start on Friday, June 14, 2024, at 10 AM EST.

Billing: Please list the show as "Autumn Lights Festival" on all event listings and ticketing pages.

Marketing Guidelines

Advertising Plans: Submit your advertising budget and plan for approval as soon as possible.

Meet & Greets: Meet & Greets require approval from Festival Works, LLC & Autumn Lights Festival, Inc.

Publicity: The artist is to be made available for interviews to support the show.

Third-Party Sponsors: Sponsorship proposals require written submission and approval.

Radio Proposals: Radio promotions need approval from Festival Works, LLC & Autumn Lights Festival, Inc. before confirmation.

Facebook Events: Events will be created automatically for Ticketmaster venues or by Festival Works, LLC for others.

Digital Advertising: Digital ad buys should be approved and include targeted posts and placements.

We suggest conducting digital buys in the way of Facebook targeted posts, Instagram targeted posts, YouTube pre-roll ads, Google-managed, Instagram-targeted placements, and Google searches. Mock-ups of all dark ads must be sent to Festival Works, LLC for approval. We recommend two effective types of spending: Digital Placements and BandsInTown.

We are happy to set you up with advertiser access to ALF’s Facebook page. Please reach out to Festival Works to get set up.

Social Media + Email Support: Social media and email lists will be utilized for promotion.

Print Advertising: Limited print ads are recommended, with ad materials available for download from ALF.

Radio Support: Radio promotions should align with recommended formats and promotional ideas.

Television Support: Television buys are encouraged for broader marketing.

Online Advertising: Utilize Autumn Lights Festival’s online platforms for engagement and tagging in posts.

Conversion Tracking & Data Sharing: Place conversion and retargeting pixels on purchase confirmation pages. Share conversion and retargeting data with Festival Works, LLC & Autumn Lights Festival, Inc. as needed. Identify the source of site traffic using tracking capabilities.

Purchaser Data: Provide purchaser data (excluding credit card information) to Festival Works, LLC & Autumn Lights Festival, Inc. within 24 hours of the event. Include opt-in language for Autumn Lights Festival’s e-mail list at the point of purchase. This simplified version should be easier to understand and follow for all involved parties. Let us know if you need further clarification or adjustments!

Additional Information

Force Majeure: Neither the Performer nor the Client will be held liable for any failure to perform its obligations under this Agreement where such breach is due to any of the following: acts or regulations of public authorities, labor difficulties or strikes, inclement weather, epidemic, pandemics, interruption or delay of transportation service, acts of God, or any other legitimate cause beyond the reasonable control of the Performer and the Client.

Sickness and Accidents: The Performer agrees to meet its obligations under this Agreement subject to legitimate incapacity by sickness or accident. Failure to meet its obligations under this section will result in the Performer returning any outstanding deposits to the Client.