The Architecture of Community in Edwardian Suburbia, LFA2023 © Jane Lam
Overview
We’re delighted you’re interested in holding an event or activity as part of the LFA this June. To help prepare you for your LFA2024 event submission, we’ve produced this checklist document.
To ensure your event has the best chance of being confirmed, we recommend reading the document below, as well as exploring our other resources in the account section here.
Please note, you will need to submit a separate entry for each event you would like to submit to the LFA2024 programme. You can find more information on this in the LFA2024 Organisers Pack here.
Contents:
1. LFA2024 Event Criteria
2. Event Submission Checklist (pre submission)
3. Event Management Checklist (following approval into programme)
4. Post event checklist (once the event is live and/or has taken place)
LFA2024 Event Criteria
The LFA team review all event submissions and either confirm, reject or ask for changes to event proposals based on the following basic criteria:
1. Does this event have potential to meaningfully engage the public in an aspect of London, its architecture and people? And have a positive impact on the city?
2. Does the proposal align with this year’s theme? Events should respond to the 2024 theme of ‘Reimagine’ in order to be a part of the festival programme
3. From the text provided, is the event proposal clearly explained? Would a public audience have a clear understanding of what they can expect from the event?
4. Does the event have a realistic chance of being delivered with the resources available? Is funding secured? Is a venue secured?
5. Is the event free? If not, are the costs reasonable?
6. Has the organiser meaningfully considered the sustainability and accessibility of the event, as well as the diversity of participants (e.g. on panel discussions)?
7. Does this event appear to be a commercial activity aimed at marketing or promoting a particular business, product or service? If we believe the event has a strong commercial purpose, we may ask the organisation to join our supporter’s programme
If you are unsure on any of these questions, we have several resources which may help you. From our Curation Panel reflections on the theme to inspire your event, to guidance on how to make sure your event is diverse, sustainable and accessible, and a range of FAQ all can be found LFA account section here.
If you still have questions, why not join one of our organiser calls or surgery days. Details can be found in the LFA account section here.
* Reminder* All events need to be submitted by:
- February 9th for early bird submission
- March 8th for standard submission
- March 22nd for LFA Patrons and partner submissions
Event Submission Checklist (pre submission)
To propose your event for LFA2024, we need you a few details about your event. Once submitted, the team will check the event meets with our criteria for 2024 and leave feedback as to whether your event has approved or not. Once reviewed you will be able to edit and finalise all details.
*Please note, if you are proposing multiple events, each should be submitted as a separate entry.*
The form is split into nine sections as follows. Required fields are marked with an ‘ * ‘.
1. Event Contact Details
2. Event Information
3. Location
4. Dates and Times
5. Tickets & Pricing
6. Images
7. LFA Mission Area questions
8. Additional Information
9. Confirmation
Below you can find explanations for each section to help you with your application.
Submission Form – Content:
1. Event Contact Details
Who should people contact if they have questions about the event? Please note these details will not be made public and will only be used by the team.
Event contact name *
Event phone number *
Event contact email address *
2. Event Information
Event Title * This is how we will refer to your event. A short snappy title works best. Think about how it will look on the website alongside others, as well as on the direct event listing.
Short description * Tell us in one short sentence what your event is. (e.g. An architectural installation outside London Bridge Station.)
Event text * This is the main text that visitors will use when deciding if to attend your event. Please write this as you intend it to be published on our website. Please keep this text to an absolute maximum of 150 words but include any information attendees will need when attending your event.
Event Type * When the programme goes live, visitors will be able to search the LFA website by event type. This helps narrow down the wider programme. Which type of event most closely describes your proposed event?
*Please note: You can only select one event ‘type’. If you want to run multiple events, these should be submitted separately.*
If you feel that the event should fill more than one option, please leave a note in the comment box and the team can review.
For Studio Lates, please make sure you are within one of our locations and have spoken to the team before submitting.
Select from:
→ Conferences → Exhibitions → Installations → Performances
→ Studio Lates → Talks and Debates → Film Screenings → Walks and Tours
→ Workshops → Other
Family Event Is your event aimed at young people or families? Select →yes or →no.
3. Location
This space is to include any information on where your event is being hosted. Once you select the relevant option, more options will appear.
Event Format * Is your event going to be happening in person, online or both?
Select from: → Physical Event → Digital Event → Physical Event with a digital element
For online events:
Platform * To help map out where your event will be taking place, please share where your event will be taking place, this may be on your website, on Zoom etc.
For all physical events, plus those with both physical and online elements:
2024 Destinations* Is your event located within an LFA2024 Destinations?
If yes, you will need to select the appropriate destination option.
If your event is elsewhere in London, please click ‘Other’.
If you’re unsure, check out the LFA2024 Destination pages here.
You can select from:
→ Barnet → Bromley → City of London
→ Fitzrovia → West End → Other
Venue * Do you already have a venue?
If yes, let us know where your event will be taking place.
No, use the tick box and additional information section to let us know what stage you’re at.
You can select from: → Venue confirmed → Venue not confirmed → Seeking help finding venue
For physical events with a confirmed venue or in progress only:
Venue name *
Venue address * This is how the address will be listed on the website. No postcode.
Venue postcode *
Google pin * To help visitors find your event, we need you to add a pin for your event. Search for location below and add your pin on the map.
If no map is shown, please search for your venue using either the street address or postcode. Then drag the map pin to the correct location.
Please check the pin corresponds to your exact venue.
For tours, please enter the point where your tour starts.
Venue information This space is for you to provide any additional information to help visitors find your event (e.g. buzzer name, floor number, nearby landmark or number of the organiser or venue).
Accessibility information * It is vital there that the correct accessible information is present on your event listing. Often a button is ticked which is not actually correct. To understand what each of the options mean or to learn more, see our ‘Guidance for inclusive and sustainable events’ here.
Alongside the free text box, you can select from the following icons:
Main contact email address for additional access requirements * This is the main contact for the event in regards to accessibility requirements and information.
4. Dates and Times
When is your event happening?
Start date
End date
If your event is for one day only, the start and finish should be the same.
If the event started before June, please put 1st June as the start date.
If the event continues after June, please feel free to use the real end date.
Start time
End time
Please use 24 hours clock e.g. 14:00. If your event has different opening times on different days, please list these in the explanatory text.
If you have an event that is ongoing through the month (such as an installation) and there are different times for your venue each day, please add these into the event description to avoid confusion for attendees.
5. Ticketing and Pricing
Will your event be free? * Will your event be free to attend? Select → yes or → no.
Standard ticket price* How much will you be charging for your event at the standard rate?
If you have multiple ticket prices, including concession rates, please explain in the event description.
Event booking page Once your event is confirmed into the LFA2024 programme, this option will appear.
Please do not make any booking pages live for your event until the LFA2024 programme goes live in May.
Information about ticketing can be found here. *
6. Image(s) *
This is your chance to visually stand out in the programme. A well selected image can help sell your event, whether on the website, social media or with the press. *
It is also important that the image does not contain elements such as text or logos.
Click here for our marketing and branding guidelines to find out what makes a good event image.
Event image credit * Please note: by uploading an image you assert that you have the right for us to use the image for your event promotion on our website, social media and to pass on to the media.
Link to additional imagery This is your space to add link to any other imagery related to your event that the team or press could use if needed.
7. LFA Mission Area questions
Our mission is to ensure that LFA is as inclusive, sustainable and impactful as possible. To do so, every single event and project must be reviewed carefully against our mission areas – including those events which arrive through the LFA open call. Therefore, when submitting your event(s) for LFA2024, you will be asked to respond to four questions about your event and how they respond to the mission areas of the Festival (Accessibility, Safety, Sustainability and Impact).
If you are unsure on how to answer these questions, you can find examples on our list of prompts for hosting a sustainable and inclusive event.
What steps are you taking to ensure your event is accessible, and safe – with a particular focus on audiences who are disabled, traditionally less represented or come from a non-architectural background? *
What steps are you taking to ensure your event is sustainable? *
How does this event help move us toward a more inclusive, accessible and sustainable city and industry?*
We are aware each of these areas look different for each organiser however to be part of the LFA, the team will need to be confident that you have reviewed your event against all mission areas before accepting.
If you are unsure where to being, you can find all our guides on the mission areas here or in the LFA account section here.
8. Additional information
If there is any additional information you feel would be helpful for the LFA team to know when considering your event, please supply this here. This information won’t be published on our website and is for our internal use only. (Maximum 200 words)
9. Confirmation *
By submitting an event for LFA2024, you are agreeing to our Memorandum of Understanding, which sets out what we expect from you and what you can expect from the LFA return.
*It’s really important you read and agree to this document.*
You can find the MoU here or in the LFA account section here.
Submission Form – Payment:
Once you have completed the submission form you will need to make a payment to submit your event.
For information about submission fees, including key dates, NLA member discounts and exemptions, check out the LFA2024 Organiser Pack here. Note, every submission is reviewed, and free submissions will not be approved if the criteria are not matched.
You can process your payment by using Google Pay or manually as below:
First Name *
Last Name *
Company Name
Street Address *
Town / City *
County
Postcode *
Phone *
Email Address *
Card Number *
Expiry Date *
Card Code (CVC) *
Event Management Checklist (post approval into programme)
This section is about finalising your event details, ready for the Programme Launch in May 2024.
This list follows on the Event Submission Checklist above and must be completed by April 5th.
To start with, please review all the information imputed so far, to check nothing has changed. If it has, please leave a comment to the LFA team on your event(s). Once you have done this, please work through the areas below.
5. Ticketing Information
Event booking page This is your space to add in the booking link for your event.
Whether you’re running a paid, free, online or in person event that has a specific timing, it is important to have a system for people to book tickets or RSVP to your event. We recommend using Eventbrite (you can find our Ticketing and Eventbrite guide here or in the LFA account section here).
For information on ticketing for personal assistants and carers, please add this into the specific accessibility information section.
Please do not make your booking page live until the LFA2024 programme goes live in May.
9. Confirmation
You do not need to reconfirm your LFA MoU agreement, however, now is a great chance to remind yourself of what we expect from you and what you can expect from the LFA return.
You can find the LFA MoU here or in the LFA account section here.
Ready to publish? * Once your event is ready to go, you need to tick the box below to alert the LFA team. Please only tick this box when your event details are finalised and you can confirm your event is taking place exactly as listed in the form.
All events must be ready by April 6th. After this time, you will still be able to leave comments on your event but editing will be closed
Post event checklist (once the event is live and/or has taken place)
Once programme goes live:
Sold Out?
Once the programme goes live, the sold-out button will appear. Make sure to tick this box, to inform festival visitors that your event is at capacity to avoid disappointment!
Once your event has taken place:
Feedback form and imagery upload *
By submitting an event you agree to complete the LFA’s feedback form, as well as upload any photos or videos from your event. *
We ask this as want to know how your event went and how many people attended. We also want to make sure your event is captured in our LFA archive.
The feedback form will be found in the LFA account section once the festival begins.
We need these returned by 12th July 2024.