Frequently Asked Questions

It’s our hope that this FAQ section will provide the answers to the questions you may have about the IWTS site and its application process. If there’s a topic we haven’t covered or if you require any additional help, please Contact Us with your questions.

Applying to Conferences
» How does the application process work?
» What conferences can I apply for?
» What’s an Access Link?
» How do I recover a lost Access Link?
» I made a mistake in my application which was already submitted. How can I fix it?
Deadlines, Fees & Payments
» What do I need to know about deadlines?
» What happens if I miss a deadline?
» What sort of discount do I get for applying for more than one conference?
» How can I pay for my application fees?
Showcases
» How will I know if I’ve been accepted to showcase?
» How long are showcases?
» Can I change the performance planned for the showcase?
Requirements
» What am I required to submit in Step 3?
» What if I’m missing required materials for my application?
» If my technical requirements are very simple, like a couple of chairs, what do I submit?
» If I don’t have a program description, can I list the repertoire instead?
» What if my DVD isn’t high quality / What should my DVD contain?
Other
» I have a question you haven’t answered here / I need help with the website. Who do I contact?

Applying to Conferences

How does the application process work?

It’s really quite simple. The online application process consists of 3 steps for artists and groups to apply for showcasing opportunities with one or more of our partner conferences. Step 1: Applicants choose the conferences they wish to apply for. Step 2: Applicants submit basic profile information and payment of fees to get their application rolling. Step 3: Applicants finish their application by submitting important information and files such as bios, press photos, stage plots and details about their performance and touring requirements.

At Step 2, applicants are given the option to either save their application and return later to submit their required materials in Step 3, or continue to Step 3 immediately to complete their application. Both steps have specific deadlines applicants must meet.

Applicants will receive confirmation emails with details about their application and how to properly complete applications, fees owed, and instructions on how to submit payment and contact conference organizers. Applicants will also receive an Access Link they can use to return to complete Step 3 if they saved their application after Step 2. These emails are important so it’s a good idea to hang onto them.

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What conferences can I apply for?

All of our partner conferences have profiles listed in the About IWTS section. A list of active conferences can also be found under Start Application.

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What’s an Access Link?

Once an applicant completes the basic form in Step 2, they will have the option to finish the rest of the application form right away in Step 3 or to return at a later time by using an Access Link. This secure link will be included in a confirmation email sent to the applicant upon completing Step 2, which they can click to return directly to Step 3 to complete their application. The Access Link is valid for 120 days or until you complete your application.

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How do I recover a lost Access Link?

If an applicant loses their confirmation email containing their Access Link, it’s not the end of the world. They can request it be re-sent to their email address by filling out the necessary info in the Contact form. The I Want To Showcase site administrator will re-issue this link promptly.

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I made a mistake in my application which was already submitted. How can I fix it?

Please contact the appropriate conference for assistance. You will find their profile and contact information on the About IWTS page.

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Deadlines, Fees & Payments

What do I need to know about deadlines?

Every conference has two specific deadlines tied to Steps 2 and 3 of the application process. The first deadline is your intent to apply and payment of the application fee. The second deadline is for submission of support materials. If a deadline has passed it will appear in orange. Applicants may still submit applications after deadlines have passed but conference organizers may not approve late submissions and there will be no refunds of application fees. Listed times for deadlines are set at Pacific Standard Time (PST).

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What happens if I miss a deadline?

Your application may not be reviewed. If you anticipate a problem with your application, it’s wise to contact the appropriate conference to see whether an accommodation is possible.

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What sort of discount do I get for applying for more than one conference?

Each conference offers a discount on its regular application fee when applicants apply for more than one conference at a time. Discounted fees may differ conference-to-conference. In addition, once fees have been paid, applicants will receive a discount code valid for 90 days which can be used for any single conference application. Multi-conference applications always receive a discount, no code needed.

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How can I pay for my application fees?

After completing Step 2, applicants will immediately be given instructions on how to make payment online or by cheque. These instructions will also be sent in a confirmation email. Online payments are handled quickly and securely through PayPal, allowing applicants to pay using their PayPal account or by major credit card. Cheque payments must be mailed to each individual conference applied for. Opportunities for making payments are also provided after saving or completing Step 3 but applicants are expected to issue payment after Step 2.

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Showcases

How will I know if I’ve been accepted to showcase?

A letter of acceptance will be sent to all successful applicants via e-mail. Those not successful will also receive a letter stating such. Should an accepted artist be unable to showcase, their position will be offered to one of the alternates established by the selection committee.

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How long are showcases?

Showcases are generally 20 minutes long, though, there are exceptions made by some conferences for dance and theatre.

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Can I change the performance planned for the showcase?

You may make minor changes to your performance (i.e. a changing your repertoire). You cannot make major changes to the performance, (i.e. a duo becomes a five-piece). This information is intended to be included in the program so any changes within 6 weeks prior to a conference may not appear in the printed version.

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Requirements

What am I required to submit in Step 3?

If you would like to preview what is required in Step 3 but not actually fill it out form, you can do so very easily. Just use the Access Link sent to you via email after completing Step 2. This will allow you to see Step 3’s form and what you need to have prepared to complete your application. If you are not ready to complete Step 3, either save what you have entered or simply close the window then use the same link to return at a later time. The Access Link is valid for 120 days or until you complete your application.

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What if I’m missing required materials for my application?

Step 3 requires certain files and can’t be submitted without them. If you’re missing a particular file, something similar or a dummy file can be submitted in its place as long as it meets the file type and size requirements. That said, while your application will be reviewed, the selection committee will note the missing or insufficient materials and it may impact their scoring of the application and ultimately its success.

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If I don’t have a program description, can I list the repertoire instead?

Yes, list the repertoire and indicate anything that is Canadian. It is also a good idea to describe the artists and the reaction of audiences to their work to help both the jury and presenters to better understand why they might wish to book you.

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If my technical requirements are very simple, like a couple of chairs, what do I submit?

Regardless of how simple or elaborate your technical requirements are, we ask that you submit at least one tech sheet file in Step 3. For very simple requirements, all you need to do is outline those details in a brief text document or other acceptable format and upload it with your application.

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What if my DVD isn’t high quality / What should my DVD contain?

The jury understands that the DVD provided may not be of high production quality. What they are interested in seeing is how the artist relates to the audience. This may include how the artist introduces songs, how the audience responds to a piece, or the audience getting up and dancing! Also, it’s important that you send us a DVD that includes only the segment you wish the jury to view or a note detailing which segment of the video you feel would be most effective for the jury. Otherwise, we will likely start at the beginning and watch for only a couple of minutes, perhaps missing the best part! If you do not have this support material it will not count against you but it is beneficial.

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Other

I have a question you haven’t answered here / I need help with the website. Who do I contact?

We’re here to help and answer your questions as best we can. You can find our contact information and our handy contact form on the Contact Us page. You can also find contacts for active conferences and more information in their profiles on the About IWTS page.

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