event partnership program application guidelines · event partnership program application...
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EVENT PARTNERSHIP PROGRAM
Application Guidelines
Round Two 2017-18 For events between 1 January 2018 and 30 June 2018
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Contents Introduction .................................................................................................................................................................................................. 3 The Event Partnership Program .......................................................................................................................................................... 3
Eligibility criteria .............................................................................................................................................................................. 3 Ineligible applications ..................................................................................................................................................................... 3 Application dates for eligible events......................................................................................................................................... 4
The City of Melbourne’s vision and goals ......................................................................................................................................... 5 How we assess applications ................................................................................................................................................................... 6 Types of sponsorship ................................................................................................................................................................................ 7
Cash sponsorship .............................................................................................................................................................................. 7 In-kind sponsorship ......................................................................................................................................................................... 7 Have you considered holding your event in Docklands? ................................................................................................. 7
How to apply ................................................................................................................................................................................................ 8 Conditions...................................................................................................................................................................................................... 9
Addendum ........................................................................................................................................................................................... 9 Canvassing ........................................................................................................................................................................................... 9 Accessibility ........................................................................................................................................................................................ 9 Acknowledgement of Country ..................................................................................................................................................... 9 Animals at events .............................................................................................................................................................................. 9 Sponsorship agreement ................................................................................................................................................................. 9 Post-event reporting ....................................................................................................................................................................... 9
Other sponsorship and grant programs......................................................................................................................................... 11 Other assistance available ................................................................................................................................................................... 11
Online application assistance ................................................................................................................................................... 11 Frequently asked questions ................................................................................................................................................................ 12
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Introduction Melbourne has earned the reputation of being the events capital of Australia by hosting a diverse and colourful range of events that showcase the city and celebrate the unique aspects of living here. Millions of people enjoy these uniquely Melbourne experiences each year. As the local government authority for the municipality of Melbourne, the City of Melbourne works very hard to maintain this reputation. We recognise the important role events play in celebrating the community’s diversity and talents, increasing cultural understanding, driving visitation and generating economic benefits, showcasing our beautiful parks and public spaces, and enlivening the city.
The Event Partnership Program The Event Partnership Program (EPP) offers financial support to eligible events that activate Melbourne city and generate benefits for our communities and businesses. The program offers cash and/or in-kind sponsorship, and the level of support your event may receive is dependent on the strength of the application you submit. A strong application should demonstrate how your event will generate benefits for a variety of communities and businesses, and how those benefits align with the City of Melbourne’s vision and goals for our city (see over page). For the purposes of the program, sponsorship is defined as a business agreement between organisations where the City of Melbourne receives benefits equal to the value of the sponsorship investment. These benefits may include speaking opportunities for Councillors, brand exposure, signage, and/or tickets and hospitality.
Eligibility criteria Before reading further, please check your event meets the minimum program criteria. You must be able to answer yes to all of the following questions:
Does your event take place within the City of Melbourne municipality?1
Is your event free to attend and/or participate in? Please contact the Event Partnership (EP) team before applying if your event includes ticketed elements.
Does your event have widespread appeal and is it likely to attract a significant number of attendees?
Does it take place between 1 January 2018 and 30 June 2018?
Is your event financially sustainable without support from the City of Melbourne?
Is the organisation that is applying for sponsorship a legal entity with an ABN?
If your event is a returning event, was your event compliant with past EPP sponsorship agreements?
If you are a first time applicant to the EPP, we strongly encourage you to contact the EP team for guidance. Call (03) 9658 9346 or email [email protected]
Ineligible applications For the avoidance of doubt, the EPP does not support:
Events that have started before the eligible date range.
Ticketed events, or events that require a donation for entry.
Events that are financially dependent on support from the City of Melbourne.
Tradeshows, conferences, teaching programs/lectures, university open days, commercial theatre, or recurring markets (the City of Melbourne has alternative programs that may support these activities).
Prize money, trophy production, awards, travel, accommodation, feasibility projects, or capital expenditure.
Activities that pollute land, air or water, or destroy or waste non-recurring resources.
Events that involve the use of exotic animals.
Applications from individuals, City of Melbourne employees, or political organisations.
Events that have a political or religious purpose, or that denigrate, exclude or offend parts of the community.
Events that are already receiving support from, or have applications pending with, another City of Melbourne sponsorship or grant program.
Organisations that have an outstanding debt to the City of Melbourne or that have failed to comply with the terms and conditions of any previous sponsorship from the EPP.
1 http://www.melbourne.vic.gov.au/about-melbourne/melbourne-profile/suburbs/Pages/suburbs.aspx
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Application dates for eligible events The EPP accepts applications twice per year:
Round Event dates Open Close Advised of outcome
One Between 15 July 2017 and 30 June 2018 13 February 2017 14 March 2017 Early July 2017
Two Between 1 January and 30 June 2018 10 July 2017 7 August 2017 Early December 2017
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The City of Melbourne’s vision and goals The City of Melbourne has a vision that Melbourne will be a bold, inspirational, and sustainable city. We have a four-year plan that outlines how we will achieve this vision, with clear goals that outline what benefits we want to accomplish for our communities. The objective of the EPP is to partner with event organisers to help achieve five of those goals: 1. A city for people: Melbourne will be accessible, inclusive, safe and engaging. We will ensure people of all
ages and abilities feel secure and empowered, freely participate in their community and lead healthy and sustainable lives.
2. A creative and cultural city: Melbourne will be the vibrant centre of artistic and cultural life. We will build upon long-standing heritage, embrace Aboriginal and Torres Strait Islander history and culture, and encourage people to attend a broad range of arts and cultural activities to celebrate Melbourne’s diversity.
3. A prosperous city: Melbourne will have a sustainable and resilient municipal economy. We will support
businesses by partnering with events that bring visitors into the city year-round, which showcase Melbourne’s unique shopping and dining precincts, and we will include a special program for Docklands.
4. A knowledge city: Melbourne will be a place where ideas and talent thrive. People will participate in
knowledge-related activities, international students will have a positive experience in our city, and we will showcase the city’s world-leading research institutions.
5. An eco-city: Melbourne will be committed to reducing its ecological footprint. We will encourage the
community to take positive actions to build a sustainable future and lead by example locally, nationally and internationally.
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How we assess applications Your application will be assessed by the EP team using a set of weighted assessment criteria, and then reviewed by a panel of managers from various branches across the City of Melbourne. The assessment criteria focus on the strength of the application in demonstrating how your event will generate benefits for a variety of community sectors and how well those benefits align with the City of Melbourne’s vision and goals for our city (see above). Each year, the EPP receives more applications than it can support, so outcomes are determined on the following basis:
The quality and completeness of the information provided.
The application’s ability to meet the assessment criteria.
The merit of the event concept and whether it adds value to the annual calendar of events based on uniqueness, timing, location and audience.
For returning events, the level of new programing and/or increased benefits to community sectors.
The level of excellence in administration and the capacity of the organisation to deliver the event.
The sponsorship benefits offered to the City of Melbourne in the form of speaking opportunities, brand exposure, signage, tickets and hospitality, and community engagement opportunities.
The amount of sponsorship requested, and the total request for sponsorship by all events within the application round.
Demonstrated compliance with past EPP Sponsorship Agreements and delivery of previously sponsored events (if applicable).
Recommendations are then put forward to a meeting of the Lord Mayor, Deputy Lord Mayor and Councillors, for their review and ultimate decision.
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Types of sponsorship Applicants can request cash and/or in-kind sponsorship. The total value of the sponsorship is determined by the combined total of cash and in-kind sponsorship requested/offered. Cash sponsorship Cash sponsorship can be requested by any eligible applicant. If your application is successful, the cash sponsorship must be allocated towards enhancing your event. Cash sponsorship cannot be used to cover core operational event costs such as salaries or wages. Where and how the cash sponsorship is allocated will be specified in your sponsorship agreement. In-kind sponsorship The City of Melbourne’s interactive map2 has a list of the public open spaces managed by the City of Melbourne that are deemed suitable for events, and shows their locations. If you wish to use any of these spaces to stage your event, you will need to apply to the City of Melbourne’s Planning and Logistics (P&L) team for an event permit, and fees may apply. Permits ensure public safety and amenity in public spaces, and assist in the sustainable management of our parks and gardens. For further information, go to the event permits page3 on the City of Melbourne website. Follow the steps outlined below: 1. Submit an online event permit application4 and tick that you are applying to the EPP for sponsorship.
2. Email [email protected] or call (03) 9658 8008 to obtain a proforma quote, which stipulates your
event permit fees, and upload it to your sponsorship application. In preparing your sponsorship application, please take into account that it will take a minimum of ten business days after submission of your event permit application before you receive your proforma. A proforma indicates a provisional booking and is not an event permit. You must continue to work with the P&L team to obtain an event permit. Failure to obtain the correct permit(s) for your event may result in any cash and/or in-kind sponsorship being either partially or totally withheld.
3. Not-for-profit/community organisations automatically receive a full event permit fee waiver, regardless of the outcome of an EPP sponsorship application. If you are a commercial entity you are required to pay full event site hire fees, and, if your application is successful, may have them waived as in-kind sponsorship.
In-kind sponsorship excludes any costs associated with other City of Melbourne permits: Permits issued by any area of Council other than P&L; Approval for hosting an event on a City of Melbourne recreation reserve; Park reinstatement fees incurred as a result of your event; Banner and signage hub related costs; Reserved parking permits; Marketing; Melbourne Town Hall hire or any other City of Melbourne managed indoor venue; POPE (Place of Public Entertainment) or Temporary Siting permits (Building regulation permits); Planning permits; Food/Health permits; Berthing permits; Authority to Sell fees; and Fundraising and Handbill permits.
Have you considered holding your event in Docklands? Docklands is a priority precinct for the City of Melbourne, and the EPP is actively looking to attract eligible events to Docklands. Preference will be given to events that offer benefits to Docklands’ workers, residents, and local businesses. Events that will attract significant new audiences to the area are also encouraged to apply for sponsorship.
2 http://maps.melbourne.vic.gov.au/?themeid=lyr_venueevent&splash=false 3 http://www.melbourne.vic.gov.au/community/organising-events/event-permits/Pages/event-permits.aspx 4 https://www.melbourne.vic.gov.au/community/organising-events/event-permits/Pages/Event-permit-application-form.aspx
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How to apply The City of Melbourne only accepts applications submitted online via SmartyGrants, from applicants that follow the steps outlined below: 1. Read these EPP Application Guidelines thoroughly.
2. Register online at SmartyGrants5 and preview a copy of our application form so you’re ready to begin
your application once the round opens.
3. Apply for an event permit6 if you intend on using any open public space that is managed by the City of Melbourne, and request a proforma quote, regardless of whether you are seeking to have your site hire fees waived as in-kind sponsorship. Call (03) 9658 8008 or email [email protected]
4. Complete and submit your application online at SmartyGrants. You will need to complete all mandatory questions, and upload supporting documents. Ensure you allow adequate time to complete and submit your application, as no time extensions will be granted. On submission of your application you will receive an electronic reply acknowledging receipt by the City of Melbourne of your application. If you do not receive this within 24 hours, you should contact a member of the EP team immediately. Late or incomplete applications will not be accepted and will be withdrawn from the assessment process. Any submitted applications deemed to be ineligible for the program will also be withdrawn from the assessment process, and any such applicants will be advised accordingly.
5. Continue planning your event. Events should not be reliant on receiving financial support from the City of Melbourne so you should continue planning your event while you wait to receive notification of the outcome of your application. In particular, if you are using any public open space you will need to continue working with the P&L team to secure your necessary event permit(s).
5 https://melbourne.smartygrants.com.au/ 6 http://www.melbourne.vic.gov.au/community/organising-events/event-permits/Pages/event-permits.aspx
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Conditions All applicants should be aware of the following conditions of applying to the EPP, and your obligations should you accept a subsequent offer of sponsorship:
Addendum Any time prior to the application closing time, the City of Melbourne may issue an addendum to this document. Any addendum, if issued, will be posted on the EPP page7 on the City of Melbourne website. Applicants are solely responsible for ensuring they remain fully informed of any addendum and should regularly check our website for updates prior to submitting an application. Canvassing Canvassing or lobbying of the Lord Mayor, Deputy Lord Mayor, Councillors, employees of the City of Melbourne or assessment panel members in relation to a sponsorship application is strictly prohibited. No consideration will be given to an application submitted by an applicant where such lobbying has been proven to have taken place. Accessibility Event organisers must consider accessibility as an important part of their planning and put measures in place to ensure that the event site is accessible to everyone. As part of the City of Melbourne’s commitment to accessibility, a range of tools have been developed to help businesses and event organisers ensure equal access for people of all ages and abilities. We’ve also developed a self-assessment checklist8 for festivals and events to use. This can also be used as a guide when planning improvements or when selecting sites for festivals or events. Acknowledgement of Country An Acknowledgement of Country9 should be given at all events receiving sponsorship through the EPP as it recognises that Victoria has a strong and proud Aboriginal history and complex ownership and land stewardship systems stretching back many thousands of years. It pays respect to the Traditional Owners. Animals at events The City of Melbourne is committed to ensuring animal welfare is considered and managed appropriately at any event it sponsors or permits. As such, any event applying to the EPP for sponsorship must declare at the time of application if any animals will feature as part of the event, and follow any City of Melbourne requirements in relation to appropriately managing animal welfare during the event. Sponsorship agreement Successful applicants will be assigned a sponsorship coordinator who will work with the applicant to manage the partnership, including preparing a sponsorship agreement using a City of Melbourne template. Finalising the sponsorship agreement will be subject to the City of Melbourne securing suitable benefits, equal to the value of the sponsorship investment. Depending on the level of sponsorship offered, such benefits may include some or all of the following: speaking opportunities for the Lord Mayor, Deputy Lord Mayor or Councillors, brand exposure in marketing collateral, signage rights, tickets and hospitality, and community engagement opportunities. Successful applicants will also be required to accept the City of Melbourne’s standard payment schedule, which is generally 50% of any cash sponsorship paid prior to the delivery of the event, with the balance payable on submission of a post-event report and full achievement of any specified key performance indicators (KPIs) to the satisfaction of the City of Melbourne. At the discretion of Council, additional conditions may be placed on your sponsorship with accompanying adjustments to the standard payment schedule. Post-event reporting All events that receive support through the EPP must submit a post-event report at the conclusion of the sponsored activity, using a City of Melbourne template. If a sponsored event fails to submit an adequate post-event report to the satisfaction of the City of Melbourne, and/or fails to deliver each of the KPIs outlined within the sponsorship agreement, then it is at the discretion of the City of Melbourne as to whether the full sponsorship amount will be paid. Failure to submit a satisfactory post-event report may also affect consideration and
7 http://www.melbourne.vic.gov.au/arts-and-culture/strategies-support/funding/Pages/event-partnership-program.aspx 8 http://www.melbourne.vic.gov.au/SiteCollectionDocuments/good-access-checklist-festivals-events.pdf 9 http://www.vic.gov.au/aboriginalvictoria/heritage/welcome-to-country-and-acknowledgement-of-traditional-owners.html
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recommendation for future sponsorship and may render the organisation ineligible to receive further sponsorship from Council.
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Other sponsorship and grant programs To support our vision for the future, the City of Melbourne offers a wide range of grants and sponsorship opportunities to individuals, community organisations and businesses in the arts, recreation, events and business sectors. Events that are not eligible for support via the EPP may wish to review the City of Melbourne’s alternative programs of support. More information can be found on our website, on the grants and sponsorship page.10 Please note, the EPP does not support events that are already receiving support from, or have applications pending with, another City of Melbourne program.
Other assistance available Online application assistance If you need technical help completing the online form, the staff at SmartyGrants are available to assist you. Contact the SmartyGrants help desk on (03) 9320 6888 during business hours or email [email protected] and quote your application reference number. Event planning advice The City of Melbourne has produced an interactive Melbourne Event Planning Guide.11 The guide provides customers interested in organising an event within the city’s public spaces with an accessible and comprehensive overview of current event permitting processes and planning requirements. Tax advice The Australian Taxation Office (ATO) considers grants and sponsorships as taxable income. The ATO can help with information on tax, including GST. Call 13 2866 or visit the ATO's website12 for further information. Interpreters If you need an interpreter when calling the City of Melbourne, please call Language Link on (03) 9280 0726 or call TTY 61 3 9658 9641. Hearing impairments If you are deaf, hearing-impaired or speech-impaired, please call us via the National Relay Service:
Teletypewriter (TTY) users call 133 677 then ask for 03 9658 9658 Speak & Listen users call 1300 555 727 then ask for 03 9658 9658.
10 http://www.melbourne.vic.gov.au/about-council/governance-transparency/Pages/grants-and-sponsorships.aspx 11 http://www.melbourne.vic.gov.au/community/organising-events/pages/event-planning-guide.aspx 12 https://www.ato.gov.au/
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Frequently asked questions Before you begin You will be able to preview the online application form approximately two weeks before applications open. Before you begin your application, please ensure that you have read these EPP Application Guidelines in their entirety. In order to submit your online application form you will have to confirm that you have read, and understood, them. My event is eligible, what should I direct my sponsorship towards? The City of Melbourne’s EPP is designed to enhance events, so the sponsorship should be put towards things like additional entertainment and programming, rather than core operational costs of the event. I have completed the application form but I am having trouble submitting it. What could be wrong? Please ensure you have completed all mandatory questions before pressing submit. Please also ensure you have agreed to all relevant terms and conditions and uploaded all requested files. If you are still having trouble with the functionality of SmartyGrants, help is available via the Help guide for applicants13 or the SmartyGrants support desk. Call (03) 9320 6888 or email [email protected] I have submitted my application, when will I hear the outcome if I am successful or not? Applicants will be notified of the outcome of their application via email in early December 2017. Please notify the EP team if your contact details change after your application has been submitted. Can I assume that my event will be sponsored if it has been sponsored in previous years? The City of Melbourne is committed to keeping the application process fair and equitable. Sponsorship renewal for events is not guaranteed; your application will be assessed against all applications received in the applicable round of funding, and by your application’s strength in demonstrating a strong alignment with Council’s goals. What are my obligations if I am successful in securing sponsorship?
Meet with your Sponsorship Coordinator to develop and sign a sponsorship agreement with the City of Melbourne.
The Organisation must maintain at its own cost and on terms acceptable to the City of Melbourne public liability insurance of not less than $20 million and provide to the Sponsorship Coordinator a Certificate of Currency.
Issue the City of Melbourne with a tax invoice for the sponsorship amount. Comply with all City of Melbourne public event requirements, including all permits. Sponsorship amounts will not be paid until all requested information has been supplied. Complete a satisfactory post-event report at the end of the event using the City of Melbourne’s template. Sponsorship monies may not be used for any purpose other than for which it is agreed, without the
written permission of the City of Melbourne. The City of Melbourne will not be responsible for shortfalls in project budgets if the organisation is unable
to meet project costs. If my application is successful, how soon will I receive sponsorship payment? Sponsorship payments are typically made in two instalments: the first upon signing your sponsorship agreement with the City of Melbourne, and the second on submission of a satisfactory post-event report following completion of your event. The payment terms for the City of Melbourne are 30 days from the date on your invoice. How should I contact the EP team if I have questions about the eligibility of my event, my application itself or about my application after it has been submitted? You can email [email protected] or call (03) 9658 9346.
13 http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants