GLEN INNES MUNICIPAL COUNCIL...contribution both economic and social, that the event makes to the...

Glen Innes Severn Council Meeting

27 NOVEMBER 2014

Event Prioritisation Policy Page 1

Reference Number:

Version Number: 2 Date: 13 October 2014

Review Date: October 2017

Responsible Officer: Manager Tourism and Events

Related Documents: Tourism Development and Marketing Plan 2010-2015; Australian Celtic Festival

Strategic Plan 2010-2020

GLEN INNES SEVERN COUNCIL Event Prioritisation and Support Policy

RESOLUTION NUMBER: 16/12 MEETING: 15 December 2011

28 November 2014

INTRODUCTION Events provide a range of benefits to the Glen lnnes community and visitors to the area. Events contribute significantly to community building, lifestyle and leisure enhancement, cultural development, increased tourism visitation, infrastructure and economic development. Most events in the Glen lnnes Severn Local Government Area (LGA) are run by dedicated volunteer committee members, who work to provide our community with creative and unique events. AIMS OF POLICY The aims of this policy are to:

1. Develop criteria to assist Council in identifying signature, key, secondary and new events so as to determine the level of support Council provides;

2. Provide adequate time for Council to consider the resources required to hold the respective event; and

3. Define the process that events must follow to apply for Council support, including but not limited to, financial, operational, administrative and marketing support.

POLICY STATEMENT This policy establishes Council’s position regarding key tourism, economic and cultural events held within the Glen Innes Severn LGA. This new policy now includes a schedule that ties the economic benefit to the quantum and type of Council’s support. This Policy references the following plans:-

Tourism Development and Marketing Plan 2010-2015;

Community Strategic Plan 2011-2021;

Community Committees of Council Manual 2011;

Australian Celtic Festival Strategic Plan 2010-2020;

Cultural Plan 2009-2014;

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Signature Events

The Australian Celtic Festival.

Key Events

Minerama Fossicking, Gem and Jewellery Show;

Glen Innes Agricultural Show.

Secondary events

Land of the Beardies Festival;

76 Squadron’s exercising their right to the freedom of the city;

Spend In Glen Christmas Campaign;

Australia Day;

Taste New England;

New England Wine Show;

Gourmet Fiesta;

Deepwater Scarecrow and Wool Festival;

Emmaville Sheep Races.

New

Events making application for the first time based on meeting policy eligibility criteria.

Event Support

All events are at different stages of development and provide different levels of economic value to the community. The support is determined by the needs of the event and the contribution both economic and social, that the event makes to the community. Council’s contributions may include financial, promotional, administrative and operational support.

Currently, a part time Australian Celtic Festival Administration Assistant is employed for three (3) days per week by Council to provide event administration services to the volunteer Australian Celtic Festival Committee. In addition, Council employees provide administrative and promotional support to other events held within the community.

Events may also receive support from Council’s Work Health and Safety Officer, Recreation and Open Spaces and Infrastructure staff.

Criteria for Identifying Level of Council Support Events seeking support from Council are to meet 11 Essential and Desirable Criteria, as well as a point based Eligibility Matrix. The Essential and Desirable criteria recognise those indicators that are seen as essential to providing an economical, social benefit and entertainment factor to the Glen Innes Severn region.

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To assist in determining the quantum of Council support, the eligibility matrix is a points based assessment allocating a maximum of 100 points spread across the seven (7) Essential Criteria. Ideally, to gain access to funding, an event should score between 75 – 100 points. Events that score 50 - 74 points may still be considered for funding, as Council recognises that some events are in different stages of development and provide different levels of economic value to the community. However, funding and support, if granted, may not be at the same level as higher scoring events. Events that score less than 50 points are considered as not meeting the criteria to be supported in the funding year under application. However event committees are encouraged to consider other avenues that would help them stage a viable community event, and reconsider applying in the next funding year. Support Eligibility Criteria ESSENTIAL

INDICATOR RATING POINTS

SIGNATURE KEY SECONDARY NEW

Economic Value 25 $500k+ $200K+ $50K+ $25k+

Reach 25 Intra/Interstate & International

Inter/Intrastate Intrastate/ Regional

Regional

Held Annually 10 Y Y Y Y

Attendance 15 3000+ 1500 - 3000 1000 -1500 <1000

Align With DMP* 15 Y Y Y Y

How Many Times Event Staged

5 Negotiable Negotiable 3+ 1+

Entry Fee 5 Y Y Y Y

*DMP = Destination Management Plan

DESIRABLE Organisation Structure

Incorporated Association or 355 Committee

of Council

Incorporated Association /

Business/ Private

Organising Committee/ Incorporated Association /

Business/Private

Organising Committee/ Incorporated Association /

Business/Private

Personnel or Volunteer Base

20+ 10+ 5+ 5+

Website/Social Media Site

Y Y Y y

Type of Support

Event Category

Direct Financial Contribution

Administration Resources

Marketing Resources

Maximum No. of Events Funded Each Year

Signature Up to $100,000 Yes Yes 1

Key Up to $50,000 Secretarial only Yes Maximum of 3

Secondary Up to $2,000 None None Maximum of 10

New Up to $500 None None Maximum of 2

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Request for Support Except for the Australian Celtic Festival, committees organising established events which are identified by Council within this policy must complete a “Request for Event Support” form (Appendix A), by 28 February of each year, defining the support required by the event, to be considered for inclusion in the Council Operational Plan for the following financial year. Event committees requesting Council support for the first time must complete a “Request for Event Support” form (Appendix A) by 31 January of each year, in order to be considered for inclusion in the Council Operational Plan for the following financial year. Applicants must submit an Event Management Plan, which can be developed by the event committee, or Council’s Events Management Plan Template (Appendix B) can be utilised. Event committees that are successful in their application for Event Support from Council must submit a “Festival and Event Support Program Acquittal Report” (Appendix C) within 30 days of the event being held. If an event committee does not submit an appropriately completed outcome report it will not be considered for funding for another three (3) years. An extension of 14 days for receipt of the Festival and Event Support Program Report may be considered upon application in writing to the Council before the due date. APPLICABILITY This policy applies to all events held within the Glen Innes Severn Council Local Government Area, which seek financial support from Council. VARIATION AND REVIEW This Policy will be reviewed in 2019. Council reserves the right to vary or revoke this Policy at its discretion. IMPLEMENTATION / COMMUNICATION An item in Connecting with Your Council will be provided on adoption of the policy informing the community of the new Policy. A copy of the policy and application forms will be made available to the community on Council’s web page: www.gisc.nsw.gov.au The Manager of Tourism and Events will inform all Departments of Council that the new Policy has been adopted by Council. ……………………………………. ………………………. General Manager Date

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APPENDIX A

GLEN INNES SEVERN COUNCIL

Event Support Request Form Closing Dates: 31 January – For Events requesting support for the first time 28 February – For Events requesting continued support Event Name

Event Date

Contact Name

Postal Address

Home Number Mobile Number

Email Website

Event Details

Event Classification Signature Key Secondary New

Eligibility Point Score*

*To be determined by applicant – refer to Attachment D Event Venue/s

Support Required

Financial Amount Requested $ GST Inclusive

For

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Administration and Promotional Support

Yes No

Requirements

e.g. Design, Printing, Radio, TV, Print, Other

Roads and Traffic Management Yes No

Requirements

Parks and Gardens Yes No Requirements

Other Yes No Requirements

Event Management

Event committees are required to submit an Event Management Plan. This can be either developed by the Event Committee or Council’s Event Management Guide Template can be completed. Refer to Attachment B. NB: - Event Management Plan must be submitted with this form. Supporting Information Please attach any supporting or further information that will help with the determination of this application.

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Notification of Funding You will be notified in writing of the outcome of your application by 30 April If you are successful in receiving event support from Council please provide a Tax Invoice for the amount notified by Council and email to: [email protected] or mail to:- Glen Innes Severn Council PO Box 61 Glen Innes NSW 2370 Outcome Report If you are successful in receiving event support from Council you will be required to submit an outcome report within 30 days of the completion of the event. Refer to Attachment C “Festival and Event Support Program Acquittal Report”. An extension of 14 days to submit an outcome report may be granted, but an application must be made to Council in writing prior to the 30 days after the finalisation of an event. If an event committee does not submit an Outcome Report it will be ineligible for further funding from Council for a further three (3) years. Closing Date Applications are for inclusion in the upcoming financial year. Applications must be received before the following closing dates to be considered for support:

Event committees seeking continued funding - 28 February;

Event committees seeking funding for the first time - 31 January. Please forward this form along with the your Event Management Plan to:

The General Manager Glen Innes Severn Council

PO Box 61 Glen Innes NSW 2370

or

Email: - [email protected]

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Appendix B

EVENT MANAGEMENT PLAN

TEMPLATE

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EVENT MANAGEMENT PLAN Use this as a checklist for your event in Glen Innes Severn. Depending on the size of your project, some of this information may not be relevant, but it could be helpful with planning for future events. 1. EVENT DETAILS

1.1 Event Details

1.2 Event Manager

1.3 Description of the event

1.4 Patron details

2. OPERATIONS

2.1 Police contact

2.2 Liquor licence

2.3 Public liability

2.4 Health and Safety permits

3. CONSULTATION WITH KEY STAKEHOLDERS

3.1 Consultation register

3.2 Planning meeting

3.3 Briefing – before event

3.4 Debriefing – after event

4. PLANNING FOR THE EVENT

4.1 Selection of a venue

4.2 Site Plan

4.3 Event promotion and ticketing

4.4 Signage

4.5 Transport

4.6 Noise

4.7 Weather

4.8 Information Centre and communication

4.9 Food

4.10 Water

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4.11 Lighting and power

4.12 Toilets

4.13 Entry and exit details

5. SPONSORSHIP AND MERCHANDISE

5.1 Suggested Sponsorship Strategy

5.2 Evaluation of a Sponsorship Program

5.3 Merchandise

6 HEALTH AND SAFETY ISSUES

6.1 Security

6.2 First aid and emergency medical services

6.3 Emergency procedures

7. MANAGEMENT OF ALCOHOL

7.1 Permit conditions

7.2 BYO and non-BYO events

7.3 Responsible service of alcohol

7.4 Minors

7.5 Beverage options

7.6 Beverage containers

7.7 Trading hours

7.8 Alcohol consumption areas

8. COMPILE A FILE

8.1 Keeping documents and information

8.2 Documents to be kept

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1. Event Details

All events are different in style and characteristics; however, the basic structure of an event management plan is the same. Event Managers are responsible for ensuring the safety at the event and of all personnel involved. It is therefore important to have plans that are detailed, complete, clear and well documented, as well as being distributed to all necessary stakeholders. 1.1 EVENT DETAILS

Name of the event:

Date of the event:

Venue:

Address of Venue:

Nature of Venue (school, hall, oval):

Capacity of Venue:

Day 1 Time Start Finish



Required Set Up Time Start: Finish:

Required Time to return to Original Condition: 1.2 EVENT MANAGER

Event Manager:

Organisation:

Address:

Telephone (Work):

Telephone (Home):

Mobile:

Fax:

Email:

Contact during the event:

Telephone: Mobile: 1.3 DESCRIPTION OF THE EVENT

Describe the event (What is the main attraction or purpose of the event?)

List details of the type of entertainment being provided 1.4 PATRON DETAILS

Who is the target audience?

Estimate the total patron attendance

Patron age details (estimate):

0-12 years % of total attendance





55 + years % of total attendance

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2. Operations

2.1 POLICE CONTACT

Name:

Station:

District:

Telephone:

Fax: 2.2 LIQUOR LICENCE

Will alcohol be available at the event? No Alcohol will not be served or consumed at the event; or Yes BYO alcohol will be allowed to the consumed at the event; or Yes Alcohol will be sold/supplied at the event and a permit is required.

Will an application for a Single Function Limited Licence be lodged with the Office of Gaming, Liquor and Racing?

Yes Permit Type: Office: Contact name:

Who will be the holder of the permit or approval?

Licensee/organisation:

Nominee:

Address:

Telephone: Mobile:

Fax:

Contact during the event:

Telephone: Mobile: NB – RSA Accredited Staff must be used to serve alcohol

2.3 PUBLIC LIABILITY

Have you investigated public liability and duty of care issues and obtained appropriate insurance?

Yes – Event is underwritten by: No

Name of Company:

Address:

Telephone:

Value: $

Policy Number:

Expiry Date: 2.4 WORKPLACE HEALTH AND SAFETY PERMIT

What are the health and safety permits required by the local council (Contact your local council for more information):

Has a permit been granted to use the venue? Yes No List any other permits required or obtained for this event:

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3. Consultation with Key Stakeholders

3.1 CONSULTATION REGISTER

List the names of individuals and organisations you have consulted with in planning this event.

STAKEHOLDER CONTACT NAME TELEPHONE NSW Police Service

Local Council

NSW Ambulance Service

St John Ambulance

NSW Fire Authority

Hire Company

Security Personnel

Office Gaming Liquor and Racing

Local Hotels

Local Businesses

Transport & Coach Service

Media

Bus Company

Taxi Company

Beverage Supply Company

Other:

3.2 PLANNING MEETING

A planning meeting (before the event) will be conducted with the key stakeholders on:

Date:

Time:

Venue:

3.3 BRIEFING – BEFORE EVENT A briefing (Immediately before the event) will be conducted with the key stakeholders on:

Date:

Time:

Venue: 3.4 DEBRIEFING – AFTER EVENT

A debriefing (after the event) will be conducted with the key stakeholders on:

Date:

Time:

Venue:

Records or minutes of the meetings will be available: Yes No

If available, Contact Person’s Name:

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4. Planning for the Event

4.1 SELECTION OF A VENUE

Describe any modifications or special temporary structures being added to the venue for this event. In what way will access to the site need to be modified for the duration of the event? Eg. Road closures

4.2 SITE PLAN

Tick the checklist for your site plan and include an explanation of why any items are not included. Ensure that your site plan clearly shows the location of:

The surrounding area

All entrances and exits

Emergency access routes

Paths used by vehicles

Paths for pedestrians only

Parking

Stage location/s

Seating arrangements

Entertainment sites

Security and police locations

First aid posts

‘Chill-out’ area (safe, quiet rest areas)

Lost kids/property

Drinking water sites

Food/vendors/stalls

Liquor outlets

Approved liquor consumption areas

Non-alcohol (dry) area

Toilet facilities

Communication centre / command post

Fire extinguishers

Refuse containers

Public telephones

Media points (TV and radio)

Attach a copy of your site plan 4.2 EVENT PROMOTIONS AND TICKETING

What is the focus or purpose of the event? (E.g. Family fun, sporting, contest, musical entertainment): How is this explained in the promotion and publicity for the event? Where is the event to be publicised and promoted?) (e.g. Radio, posters, print and social media)

Does the event promotion and publicity reinforce messages about safe drinking practices?

Yes No Have you considered including any of the following messages in promotional and publicity material? (Tick all messages included)

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Don’t drink and drive

Public transport will be available

Organise a designated driver

ID will be required to purchase liquor

People who are unduly intoxicated will not be served alcohol

Bags and eskies may be searched or restricted

Glass containers are not permitted

Water will be freely available

Look out for your friends, mates and family

‘Wet’ and ‘dry’ area are both available

Go to a ‘chill-out’ or rest area for help

Food or snacks will be available

What is the ticketing process for the event? (e.g. Tickets at gate, pre-sold tickets)

Will tickets inform patrons of important details relating to the event? (Including alcohol availability, behaviour expectations?) Provide a brief description of information on tickets

What is to be included in the price of the ticket?

4.3 SIGNAGE Does the event publicity reinforce messages about usage and drinking practices:

Yes No Parking, Disability Parking, Restricted Parking, Toilets, First Aid

4.5 TRANSPORT

Has a public transport plan been developed for the efficient movement of patrons? Before the event: Yes No During the event: Yes No After the event Yes No Provide details of parking available at the venue List the departments, councils and/or agencies that have been involved in developing this plan: Name: Organisation: Name: Organisation: Name: Organisation: Write in the transport contingency plan for: Cancellation: Delayed Finish:

4.6 NOISE

List the provisions you have made to minimise and monitor the level of noise 4.7 WEATHER

Detail the contingency plans in case of bad weather 4.8 INFORMATION CENTRE AND COMMUNICATION

Will an Information Centre be clearly identified and available to patrons at the event? Yes No

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Outline the systems and technologies that event staff, police, security and emergency service personnel will use to communicate with each other.

What systems and technologies will be in place for communicating with patrons?

4.8 FOOD

Are high-quality, affordable and accessible food stalls available to patrons in the different venue areas (including licensed areas)?

Yes No What type of food will be available? (Fast food, snacks, meals)

4.10 WATER

Is drinking water available (free of charge) to all patrons attending the event? Yes No

Is the location of water clearly signposted and marked on maps? Yes No 4.11 LIGHTING AND POWER

Has certification for lighting and power been obtained through the local authority? Yes No

Does the provision of lighting and power cater for emergencies? Yes No 4.12 TOILETS

What is the expected number of patrons? How many toilets will be provided? Male:

Female: People with disabilities: 4.13 ENTRY AND EXIT DETAILS

Complete the checklist to ensure that entrance and exit arrangements:

Provide for supervision, marshalling and directing crowds

Provide exit and escape routes

Provide access for emergency services

Have access for wheelchairs

Separate walking and vehicular traffic

Stagger entry times by providing supporting activities and entertainment

Keep entries clear of all other activities

Ensure barriers, fences, gates and turnstiles are suitable and sufficient

Locate ticket sales and ticket pick-up points in line with, but away from, entrances

Ensure the control points for searches to exclude prohibited items such as glass, metal containers and weapons are in place and do not impede crowd management

Provide a secure area for the storage of confiscated goods

Check placement and function of exit signs Have event staff, security, and police, transport authorities, local hotels and food outlets been informed of patron exit times:

Yes No

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5. Sponsorship and Merchandise

For the purpose of celebrating your event, you may like to gain support from the local community/businesses in terms of cash or in-kind support. Before you approach a potential sponsor for support, it is important to understand what it is you are asking for and ultimately what you can offer in return. SPONSORSHIP PACKAGES: Sponsorship packages may be divided into three (3) categories, depending on the level of support provided by the company. They could include:

1. PRINCIPAL SPONSOR ; 2. MAJOR SPONSOR ; and 3. EVENT SPONSOR .

Your committee will determine the value of each of these levels. Note: GST of 10% will apply to all sponsorship unless not nominated for a specific purpose. You

should check with your accountant or Australian Taxation Office to confirm. WHY SPONSOR AN EVENT OR ORGANISATION?

To change attitudes and public perceptions of an organisation;

Hospitality opportunities; and

Branding.

RESULTS OF SPONSORSHIP:

Increased market share and growth;

Improve staff morale; and

Image change.

5.1 SUGGESTED SPONSORSHIP STRATEGY

Essentially, you may consider your sponsorship strategy for your event to be a marketing and communication strategy. From this, you will be able to determine what benefits you can offer a potential sponsor and who you can reach.

The approached organisation may have some of its own sponsorship guidelines, so just ask. If they don’t have anything written down, take the time to meet with them and talk. Find out what the organisation would like to achieve from a sponsorship program and look at how you might be able to help them achieve these goals through your event. If there is no match, don’t bother wasting both their time and yours. Move onto your next potential sponsor.

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SELLING SPONSORSHIP: To effectively sell any sponsorship, you should show the potential sponsor that they would receive a REAL return on their investment. For example, in the case of a bakery, you might provide the opportunity for sampling and getting products into the hands of the consumer – next time people go to buy their bread, they are more likely to go to that bakery. GOLDEN RULES FOR SELLING:

Offer an opportunity, not a challenge;

Target companies with an appropriate fit – eg. Corporate identities, companies with a community focus;

Offer benefits the company can leverage off; and

Price your event/activity competitively – offer value for money.

REMEMBER WIIFM – “What’s In It For Me”

PACKAGING SPONSORS: Think about the different levels of sponsorship you want to offer and for what value.

Number of sponsors – the fewer the better for you and the sponsors involved; and

Level of sponsorship. THE PROPOSAL: Your sponsorship proposal should be concise and relevant. Make sure all the information you think the sponsor needs to know about the event is included. Always present your proposals in person where possible, particularly with those companies you have built a relationship with over time. HOW TO APPROACH A POTENTIAL SPONSOR:

By phone – do research first;

By writing – minimum effect on its own;

By email – a good way to follow up the initial request;

Personal contact – business network; and

Timing – approach companies before they have set their budgets. NEGOTIATION:

Be honest;

Outline expectations on service;

Outline expectations on money; and

Make sure the person negotiating can make the decision. PAYMENT: Once the proposal has been accepted, issue a follow-up letter outlining the conditions of the sponsorship and stipulate when payment must be made and to whom. Ensure the letter is signed by the sponsor and returned to you so the agreement is in writing.

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TERMINATION/RENEWAL:

Include an option for reviewed outlines in the sponsors’ contract;

Use a marketing strategy and see how it fits; and

Look at the plan and if objectives were achieved. 5.2 EVALUATION OF A SPONSORSHIP PROGRAM

Evaluation of the sponsorship is important. The report should:

Identify activities or outputs that demonstrate: - planned objectives have been achieved; and - return on sponsorship was worthwhile in comparison to other means.

Evaluation Methods:

Include feedback from sponsors and those who attended the event;

Include subjective report (performance review of event and sponsorship);

Measure target audiences action/opinions;

Measure publicity received;

Measure exposure of corporate brand and product;

Measure increase in brand, company or product awareness with target marketing;

Identify relationships resulting from the property;

Identify employee benefits;

Compare the effective media exposure with bought media;

Include sales figure analysis;

Identify if planned objectives achieved; and

Compare cost effectiveness with other common tools.

EVENT INFLUENCE:

Effect on target marketing attitudes; and

Identify relationships resulting from the property and the benefits to the sponsor. 5.3 MERCHANDISE

To help committees with their celebrations for your event and ensure the events receive maximum impact and exposure, an event branding catalogue and order form has been developed. There is a variety of material available from bunting to balloons that will add colour and excitement to your event.

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6. Health and Safety Issues

6.1 SECURITY

Has a security firm been contracted? Yes No If yes, provide details:

Company:

Principal:

Licence/Accreditation details:

Number of Personnel: If no, describe security arrangements:

Event security will:

Commence at:

Conclude at: When will a police and liquor Licensing Division briefing and debriefing involving all security personnel be held?

Date before event:

Date after event:

Police officer to be present?

Liquor licensing division officer to be present? What security arrangements have been made for:

Cash:

Assets Protection:

Crowd management:

Prohibited items: 6.2 FIRST AID AND EMERGENCY MEDICAL SERVICES

Who is supplying the first aid service?

Start Time:

Finish Time:

Number of first aid personnel:

Number of first aid posts:

What arrangements have been made with the New South Wales Ambulance Service for critical emergency response, access to the venue and transportation of patients to hospital?

6.3 EMERGENCY PROCEDURES

What is the process to ensure that all event staff, security staff, police and emergency services will be informed of the emergency evacuation plan?

Who is the nominated person to authorise an evacuation?

Name:

Contact details during the event:

Will emergency tools be strategically located throughout the venue? Yes No

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7. Management of Alcohol

7.1 PERMIT CONDITIONS

What arrangements have been made to notify the bar staff of the standard and other conditions of your Liquor Licence Approval?

7.2 BYO AND NON-BYO EVENTS Has the matter of BYO liquor been discussed with the organising committee and other stakeholders for the event?

Yes No Comments:

7.3 RESPONSIBLE SERVICE OF ALCOHOL How will you tell patrons about alcohol, including that alcohol will not be served to minors and intoxicated patrons? Provide examples.

Event Publicity Tickets Signage Other

How will you inform event personnel, specifically security staff, of their responsibilities under the Liquor Act 2007, and about the responsible service of alcohol and the penalties for offences committed?

How many bar staff do you intend to employ? What is the expected number of patrons?

7.3 MINORS

How will under-age patrons be identified? 7.5 BEVERAGE OPTIONS

What type of alcohol and non-alcoholic drinks will be available at the event and what will be the pricing structures?

Drink: eg light beer Price: $x.xx Drink: Price: $

Drink: Price: $ Drink: Price: $




7.6 BEVERAGE CONTAINERS

What type of containers will be used to serve drinks? 7.7 TRADING HOURS

What are the proposed liquor trading hours? 7.7 ALCOHOL CONSUMPTION AREAS

How many alcohol dispensing and consumption areas will be available?

Dispensing areas:

Consumption areas:

How will the boundaries of consumption areas be defined?

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8. Compile a File

8.1 KEEPING DOCUMENTS AND INFORMATION

Has a filing system been established? Yes No

Who is responsible for maintaining the file?

Name: 8.2 DOCUMENTS TO BE KEPT

Complete the following checklist to ensure that all records are included in the file:

Event plan;

Details of committee members;

Stakeholder contacts;

Record of meetings;

Sponsorship letters;

Applications for licences/permits;

Licences/permits;

Inward correspondence (including faxes and emails);

Outward correspondence (including faxes and emails);

Emergency plan;

Media releases;

Event program;

Site plan;

Tickets;

Promotional material – posters, flyers;

Logos;

Contracts;

Accounts;

Employments records;

File notes of telephone conversations;

Quotes for service or products;

Press articles, TV;

Photos;

Official guidelines for the use and display of any corporate logo/s;

The templates for advertising for print media, and outlines for radio scripts; and

An official merchandise catalogue guide.

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APPENDIX C

Festival and Event Support Program Acquittal Report Page 1

Festival and Event Support Program Acquittal Report

Lodge Applications at Glen Innes Severn Council • 265 Grey Street • Glen Innes 2370 (Mon - Fri 8.30am to 4.30pm)

Mail PO Box 61 Glen Innes 2370 • E [email protected]

T 02 6730 2300 • F 02 6732 3764

This Acquittal Report is a written overview of your event outcomes including the statistical and financial information. This information assists Glen Innes Severn Council to evaluate its financial investment and provides information that will assist your organisation and Council in future tourism and marketing plans.

Please return this completed Acquittal Report to Council within 30 days of the event's completion.

Future funding support may be declined if previous events are not acquitted. Non-acquittal could also jeopardise the remaining payment of your approved funding total.

If you are having difficulties meeting the acquittal deadline or need assistance, please contact the Manager Tourism and Events (02 67302 400) and discuss the circumstances.

Event Name Event Date/s

Contact Person Position

Address

Phone Mobile

Email

Website/

Facebook

1. Provide a brief description of your event

(Council may use this for any internal and external documents or promotions)

Event Details

Applicant Details

Organisation

Name

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2. How many people attended your event and how did you calculate the attendance?

3. How did the event contribute to or benefit the local community?

Please provide evidence e.g. promoted a particular community partnership, raised funds for a local organisation and

involved local community groups.

4. Please outline your key performance indicators and how well you achieved them.

5. Give details of any other information not covered above, including any unexpected outcomes.

These may be positive or negative outcomes that may assist in guiding future events.

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6. Provide details of all media coverage and/or promotional material produced.

Where you are able, please enclose copies of printed material and media coverage with your report. Please separate paid

advertising from free editorial/news coverage.

7. Financial Report

All financial information presented will be kept confidential. This document should accurately represent the financial outcomes of

your event. You are welcome to attach a separate document if there is insufficient room in the provided template.

Expenditure 20 /20

Description Council Funding

$

Cash

$

Insurance

Entertainment (rides and activities)

Infrastructure (stage/marquee/decorations)

Waste Management and Toilets

Venue Hire

Catering

Marketing and Promotion

Salaries

Approvals

Administration

Other

Total Expenditure $

8. In Kind Support

These are non-cash items, where people volunteer their time or offer services or products to help present your event. The in-

kind support is not a cash item and therefore is not treated as an Income and Expense item. However, we suggest that an

hourly rate of $20.00 be used for each volunteer who contributed time and the commercial rate normally charged for goods and

services received in-kind be applied.

In-Kind Support Contribution Tasks/Service/Product Provided Value $

Total $

Income 20 /20

Description Cash

$

Applicant Contribution

Glen Innes Severn Council Support

Grants

Sponsorship

Ticket Sales

Merchandise

Other

Total Income

N25


9. What Plans do you have to grow the event?

10. Please give details of possible new revenue streams for your event in the future.

11. Did you apply to any other external agencies for funding for your event?

Yes No

If yes, please give details of any successful or unsuccessful funding applications

I/we certify that, to the best of my/our knowledge, all the information in this Acquittal Report is correct.

I/we grant permission for Glen Innes Severn Council to include details provided in this report in any relevant publications

and/or reports. I/we grant permission for Glen Innes Severn Council to include the enclosed photographs in any Council

publications and/or reports.

I/we further declare that this report has been submitted with the full knowledge and agreement of the management of the group/

organisation and that I/we have the delegated authority to sign this document.

Name Position/

Title

Signature Date

Declaration

N26

APPENDIX D

EVENT PRIORITISATION AND SUPPORT POLICY ELIGIBILITY SUPPORT MATRIX

INDICATOR SIGNATURE KEY SECONDARY NEW

ECONOMIC VALUE

Range $ 500k+

$ 400k

$ 300k

$ 200k

$ 200k+

$ 150k

$ 100k

$ 50k+

$ 30k

$ 20k

$ 20k+

$ 15k

$ 10k

Points 20 15 10 5 20 15 10 20 15 10 20 15 10

REACH

Range Intrastate Interstate World Wide

Intrastate Interstate Intrastate Regional Intrastate Regional

Points 10 10 5 10 15 15 10 15 10 ATTENDEES

Range 3000+ 2000+ 1000+ 3000+ 2000+ 1500+ 1500 1000+ 500+ 1000+ 500+

Points 15 10 5 15 10 5 15 10 5 15 10 HELD ANNUALLY

Range Y N Y N Y N Y N

Points 15 0 15 0 15 0 15 0 ENTRY FEE

Range Y N Y N Y N Y N

Points 5 0 5 0 5 0 5 0 ALIGN DMP* Range Y N Y N Y N Y N

Points 10 0 10 0 10 0 10 0 TIMES STAGED

Range 10+ 5+ 10+ 5+ 5+ 3+ 1+ 0

Points 10 5 10 5 10 5 10 5

*DMP = Destination Management Plan To be considered for Event Support from Council, applicants must achieve a rating of 50+ points. However this does not necessarily mean that the application is successful. An application rating of under 50 points will not be considered for event support.

EXAMPLE 1

# INDICATOR VALUE POINTS RECOMMENDATION

1 Economic Value $500k+ 20 GISC SUPPORT

SIGNATURE

2 Reach Inter/Intrastate and International

25

3 Attendees 3000+ 15

4 Held Annually Y 15

5 Entry Fee Y 5

6 Align with DMP Y 10

7 # Times Staged 10+ 10

TOTAL POINTS 100

EXAMPLE 2

# Economic Value $20k+ 10

NOT SUPPORTED IN CURRENT FUNDING

YEAR

1 Reach Regional 10

2 Attendees 500+ 5

3 Held Annually Y 15

4 Entry Fee N 0

5 Align with DMP N 0

6 # Times Staged 3+ 5

7 TOTAL POINTS 45

N27

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