OPEN CALL FOR EXPRESSIONS OF INTEREST (EOI) – FUSIONS

PUBLIC–PRIVATE PARTNERSHIP FOR THE PRODUCTION OF FUSIONS – CROP OVER 2026

1. PURPOSE, CONTEXT AND STRATEGIC POSITIONING

The National Cultural Foundation (“NCF”) invites Expressions of Interest from suitably qualified Promoters or Promoter Consortia to enter into a structured Public–Private Partnership (“PPP”) for the production and delivery of Fusions 2026, to be staged on Saturday, July 11, 2026 at CARIFESTA House.

Fusions is intentionally positioned as a premium, curated music experience within the Crop Over Festival one that centres musicianship, artistry, and performance excellence at the highest level. It is intended to provide a refined and differentiated offering within the festival landscape, appealing to audiences who value quality, intimacy, and strong live performance.

This is a high-value, limited-capacity production, where commercial success is achieved through pricing strategy, programming strength, and sponsorship alignment, rather than scale alone.

This EOI seeks a partner capable of delivering Fusions as both a cultural statement and a disciplined commercial venture, aligned with national standards and premium audience expectations.

2. EVENT DEFINITION AND PRODUCTION STANDARD

Fusions 2026 will be produced as a live, curated music experience featuring high-calibre musicians and performers, supported by a production environment that prioritizes sound quality, artistic cohesion, and audience experience. This includes high-fidelity sound engineering suitable for live instrumentation, seamless transitions between performances, and a visually cohesive stage and lighting environment.

The Event must also be designed to support digital capture and content use, ensuring that it has value beyond the live audience.

Success will be measured not by volume alone, but by clarity of execution, strength of programming, and quality of audience experience.

3. PPP STRUCTURE AND COMMERCIAL MODEL

Fusions will be delivered under a structured PPP model, with detailed terms to be formalised at the RFP stage.

The Event is designed to operate within a controlled capacity, consistent with its premium positioning and venue constraints.

Applicants should anticipate a production budget in the region of BBD $400,000. The Promoter will be required to contribute a defined portion of this budget which will be confirmed at the RFP stage, through capital investment, sponsorship, and revenue generation strategies.

The commercial model is expected to rely on a tiered ticketing approach, including general admission, premium/VIP access, and curated hospitality experiences. While general admission pricing may sit around BBD $100, the Event must be structured to increase average revenue per patron through higher-value offerings.

All Event revenues shall be managed through a dedicated Event Account, with full transparency and auditability.

All expenditure shall be subject to an approved budget framework. Any cost overruns not approved by the Joint Oversight Committee shall be borne by the Promoter.

5. ROLES, RESPONSIBILITIES AND GOVERNANCE

The Promoter will assume primary responsibility for the design, financing, and delivery of the Event. This includes responsibility for creative direction, programming, production management, sponsorship acquisition, and operational execution.

This responsibility is exercised within a clearly defined framework of NCF oversight and approval.

The Event will be governed through a Joint Oversight Committee, as contemplated in the PPP Agreement. This body shall have binding authority to approve key deliverables, certify milestones, verify performance outcomes, and initiate corrective action where required.

Where delivery, financial integrity, environmental protection, or national reputation is deemed to be at risk, the NCF reserves the right to issue formal notice, require remediation, or exercise step-in rights.

6. PERFORMANCE FRAMEWORK AND KPIs

The Promoter will be contractually obligated to deliver the Event in accordance with a defined Key Performance Indicator (KPI) framework, which shall form the basis for evaluation, financial outcomes, and future eligibility.

Financial compliance shall require 100% accuracy and timeliness in reporting, with all transactions subject to audit through the Event Account.

Environmental compliance shall require full restoration of the Event site, with zero material ecological damage.

All KPI measurements shall be verified by the Joint Oversight Committee, and performance outcomes shall directly influence financial entitlements, including surplus distribution.

7. CAPABILITY AND FINANCIAL REQUIREMENTS

Applicants must demonstrate, through verifiable documentation, the capacity to deliver an Event of this scale.

Applicants must demonstrate experience delivering large-scale, high-energy events, particularly those requiring strict timing and multi-artist coordination.

Financial capacity must be evidenced through appropriate documentation, including financial statements, bank references, or indicative sponsor/investor commitments.

Applications that do not demonstrate sufficient capability or financial capacity will not be considered.

Acceptable forms of proof include audited financial statements, bank references, letters of financial standing, and indicative financing commitments such as sponsor or investor letters of intent.

Applicants who fail to demonstrate financial capacity will not be advanced.

8. RIGHTS, BRANDING AND INTELLECTUAL PROPERTY

The Promoter will be responsible for financing and delivering all production and commercial elements of the Event.

Applicants should anticipate a total production budget in the range of four hundred thousand dollars with the Promoter contributing a substantial portion through capital, sponsorship, and revenue generation strategies.

All revenues will be managed through a dedicated Event Account, ensuring transparency and auditability. A structured revenue waterfall will apply, governing cost recovery and surplus distribution.

This is a shared-risk, performance-based model, and revenue is not guaranteed.

The Promoter will be responsible for financing and delivering all production and commercial elements of the Event.

Fusions is a national cultural brand owned by the NCF. All rights associated with the Event, including branding, naming, and identity, remain vested in the NCF.

The Promoter shall operate within a controlled framework governing:

• Use of brand and visual identity
• Sponsorship integration
• Broadcast and digital rights
• Commercial exploitation of Event content

All broadcast, media, and commercial usage arrangements shall require prior written approval of the NCF and shall be structured in accordance with the PPP Agreement.

9. COMPLIANCE AND REGULATORY REQUIREMENTS

The Promoter must comply with all applicable laws, including health and safety, insurance, environmental protection, and statutory requirements.

Public liability insurance of no less than BBD $5M is required.

10. PROCUREMENT PROCESS AND TIMELINE

The Promoter shall comply with all applicable legal and regulatory requirements, including those relating to public safety, environmental protection, labour standards, and statutory approvals.

The Promoter shall be required to procure and maintain appropriate insurance coverage, including public liability insurance and event-related coverage where applicable. Proof of insurance must be provided prior to site access.

The Promoter shall ensure full environmental protection and restoration of the event venue, failing which costs shall be recovered and penalties applied.

FREQUENTLY ASKED QUESTIONS

EVENT POSITIONING AND INTENT

What is Fusions and why is it being introduced in this format?

Fusions is a premium, curated music experience designed to elevate musicianship and live performance within Crop Over. It responds to a clear gap in the festival landscape for a refined, high-quality event that prioritizes artistry, sound, and audience experience over scale.

How is Fusions different from other Crop Over events?

Fusions is intentionally distinct in both tone and delivery. While many events focus on energy and volume, Fusion focuses on musicality, curation, and production quality. It is designed as an immersive, premium experience rather than a mass-market event.

SCALE, AUDIENCE AND EXPERIENCE

What is the expected audience size and format?

Fusions is designed for a controlled capacity of approximately 1,200 to 1,500 patrons. The layout and experience should reflect a premium environment, which may include a combination of standing, seated, and hospitality-based configurations.

Is the Event expected to be fully standing, seated, or mixed?

Applicants are expected to propose a layout aligned with the Event’s premium positioning. A mixed format that includes premium seating and hospitality areas is strongly encouraged.

Is there a minimum ticket pricing expectation?

General admission may be priced around BBD $100, proposals that rely primarily on low-cost ticketing will not align with the Event’s positioning.

Is the Event financially guaranteed by NCF?

No. This is a shared-risk PPP model. The Promoter shares financial risk in exchange for participation in revenue outcomes.

What level of financial contribution is expected from the Promoter?

The Promoter is expected to contribute a significant portion of the Event budget through capital, sponsorship, and revenue generation. The minimum threshold will be defined at the RFP stage.

What working capital is required?

The Promoter must demonstrate sufficient working capital to fund pre-event expenses, including deposits for production, marketing, and artist commitments, prior to revenue realisation.

SPONSORSHIP AND COMMERCIAL RIGHTS

Who is responsible for securing sponsorship?

The Promoter is responsible for developing and executing the sponsorship strategy.

Are there restrictions on sponsorship categories?

Yes. All sponsorship categories and brand alignments must be approved by the NCF to ensure consistency with the Event’s positioning and the values of Crop Over.

Can sponsors receive category exclusivity?

Category exclusivity may be granted, subject to NCF approval and overall commercial strategy.

Can sponsors activate on-site?

Yes, however all activations must be designed in a way that enhances the Event experience and must be approved by the NCF.

PROGRAMMING AND ARTISTIC CONTROL

Who is responsible for programming the Event?

The Promoter is responsible for curating the programme, subject to NCF approval.

Will NCF provide artists or talent?

No. The Promoter is responsible for securing talent; however, the NCF may provide guidance or input where necessary.

What level of creative freedom does the Promoter have?

Creative direction is led by the Promoter but must align with the Event’s objectives and be approved by the NCF.

PRODUCTION AND TECHNICAL DELIVERY

What are the expectations for sound and production quality?

Sound quality is a critical success factor. The Event must deliver high-fidelity audio suitable for live instrumentation, with consistent quality throughout.

Is the Event expected to be broadcast or recorded?

The Event should be designed with digital capture in mind. Any livestream or broadcast will require NCF approval.

Who is responsible for technical production?

The Promoter is responsible for all technical aspects, including stage, sound, lighting, and production management.

LEGAL, COMPLIANCE AND RISK

What insurance is required?

Public liability insurance is required, with a recommended minimum coverage of BBD $5M.

Who is responsible for permits and approvals?

The Promoter is responsible for securing all necessary permits and approvals.

What happens in the event of cost overruns?

Cost overruns not approved by the Joint Oversight Committee will be the responsibility of the Promoter.

CONTENT, RIGHTS AND INTELLECTUAL PROPERTY

Who owns the Fusion brand?

The Fusions brand is owned by the NCF.

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Can the Promoter monetize Event content?

Yes, subject to agreed terms and NCF approval.

12. SUBMISSION DETAILS

Expressions of Interest must be submitted via email by Friday, May 22, 2026 at 4:00 PM as follows:

carol.roberts@ncfbarbados.bb

13. CLOSING STATEMENT

Fusions is an opportunity to demonstrate what a premium, musically driven event can be within Crop Over; an event that prioritises artistry, quality, and experience.  This process seeks a partner who understands that responsibility and can deliver accordingly.