Leesburg performing-arts panel approves call for artists for Mistletoe Market, sets submission rules and logistics

The Leesburg Performing Arts Commission on Thursday approved a call for artists to fill performance slots at the town’s Mistletoe Market on Dec. 6 and agreed on application requirements, tentative performance timing and several site logistics — while reserving final contract and budget approvals to town procurement staff and the Town Council.

The commission agreed that applicants should submit a short representative video (the group settled on a 5-minute maximum as a guideline) and an application form; unlisted YouTube links or links to an applicant’s existing website were identified as preferred delivery methods. Staff will collect submissions, compile them, and distribute them to commissioners for review. Selected artists are to be notified by Nov. 1, contingent on Town Council approval of artist contracts.

Why it matters: the Mistletoe Market is a high-visibility town holiday event; the commission’s decisions determine which local performers can participate, how they will be scheduled and paid, and what technical and safety requirements performers must meet. The commission’s rules will also affect how quickly staff can process applications and how much negotiation will be needed with performers after selections are made.

Most of the commission’s discussion focused on practical questions for applicants and for staff administering the process. Commissioners agreed the market will run in the late-morning to afternoon hours and discussed a performance window roughly between 11 a.m. and 4 p.m. Selected artists will typically be scheduled for short segments — the commission used 20 minutes per set with roughly 10 minutes for changeover as a baseline — but reserved the right to allocate longer or shorter slots based on the number and type of performers selected. Commissioners also agreed to include language in the application saying the commission “reserves the right to determine the length of performance based on number and configuration of selected artists.”

On compensation the commission discussed an honorarium framework rather than a strict flat fee: members referenced a commonly used figure of $125 per set (so one performer taking two sets would receive $250) as the baseline the commission expects to offer, with the commission retaining discretion to offer higher amounts in specific cases. Commissioners discussed a rough performer budget in the low thousands during the meeting but did not finalize a total line-item budget; they asked staff to include the performer stipend plan in the commission’s fiscal-year materials so Council and procurement can review it.

The commission also addressed event logistics that applicants should know: the commission will provide a stage and a tent; commissioners agreed on a working stage footprint in the application materials of about 14 by 20 feet (approximate) so applicants understand space constraints. Commissioners noted there is a single dedicated electrical outlet near the courthouse and that power availability will be limited; applicants were told to list any equipment or electrical needs on their application and to plan to provide their own instruments or amplification if required. Commissioners discussed an existing local sound provider who has worked with the market in the past; staff will confirm whether that provider will supply sound for the day or whether individual performers must provide amplification.

The commission asked staff to run the draft application through procurement to ensure contract and insurance language is correct, and commissioners reiterated that all selected performers will have to sign contracts approved by Town Council and processed through the town’s contracting procedures. Commissioners also set an internal schedule: staff will post the application and accept submissions through mid-October (the group agreed to use Oct. 15 as the working deadline for applications), compile materials, and aim to have selections ready to notify by Nov. 1, with the notification conditioned on council contract approval.

Next steps: staff will finalize the application language (including the video-sample guideline and a field for equipment/electrical needs), post it on the town website and publicize it to local groups, collect submissions, and distribute applicant materials to commissioners in advance of the October review meeting. The commission emphasized it will not discuss or coordinate evaluations outside the public meeting process and that commissioners should review submissions individually before the public selection meeting.

The commission’s vote to approve the application language and to move the call forward was recorded during the meeting; staff and legal will complete procurement and contract reviews before final artist agreements are signed.