CBD Summer Event Fund

Information Kit & Application Form 2017

Applications close 5pm Friday 28 July 2017

CBD Summer Event Fund Information Kit

The Initiative Do you have a passion for the Bunbury CBD and an interest in promoting its unique vibrancy and culture? Express your interest in staging an event in the CBD in Summer 2017/18.

Throughout Summer 2016/17 the City of Bunbury in partnership with a number of groups coordinated the following three events, all involving road closures along various sections of Victoria Street with the intention of activating foot traffic and atmosphere in the CBD during the warmer months.

1) An Artisan Fayre in conjunction with What’son Events was held in December 2016,2) A parkour competition delivered alongside X5 Freerun in January 20173) A Street Party as part of the inaugural Fringe Festival in February 2017.

Based on the success of Summer 2016/17 the City wants to see similar events in the CBD in 2017/18 with the same aim of getting people onto the street and spending time in the city.

This year we are seeking expressions of interest from commercial and non-commercial vendors with the experience and capacity to deliver event/s with Council support.

Events could include the following:

- Markets- Busking/live music- Art exhibitions

- Street dining- Pop-up shops/bars- Food trucks

Interested parties can select whether they wish to deliver one, two or all three events, however one event must take place each in December 2017, January 2018 and February 2018 and connect to Victoria Street. Permissible event areas are highlight on the adjacent map:

Local businesses, community groups and event organisers are particularly encouraged to apply, and road closure events can value-add to existing activities. A recent example of this is the February 2017 Street Party held as part of the Bunbury Fringe Festival.

Funding Available $4,000 excluding GST is available for each event. Funding is subject to Council’s approval of the 2017/18 budget on 25 July 2017.

What the City of Bunbury will provide What the successful applicant will provide

$4,000 excluding GST in funding

Set-up and pack-down of road closure

Development of Traffic Management Plan

Provision of waste bins

Promotion of event through the City’svarious marketing channels – Facebook,website, Instagram, media releases

Event development and permit applicationadvice

Development of innovative and creative event idea

Submission of event permit application and anyother documentation required (possible if yourevent involves food and/or alcohol)

Event promotion through your channels

Provide all equipment and goods to deliver theevent apart from what is listed to the left

Successful delivery of event

Submission of event acquittal including budgetaryinformation

Important Dates Applications close at 5pm on Friday 28 July 2017.

Funding Eligibility To be eligible for CBD Summer Event Fund funding the following criteria need to be met:

The event must take place in the event area (see map above) and have a connection to Victoria Street

The event must involve a road closure

The event must be open to the general public and accessible

Applicants must be incorporated OR have an Australian Business Number (ABN) OR a Statement bySupplier form

Applicants must have Public Liability Insurance to the value of $10,000,000

The event must promote the City of Bunbury in a positive manner

The following events are not eligible for funding under the Victoria Street Road Closure Event Initiative:

Events that are political in nature or incorporate political activities

Religious events (not including charities run by religious groups)

Private functions such as weddings, private parties etc (not including ticketed-restaurant events)

Day to day operational funding for the organisation/business

Applications submitted after the closing date

Applicants who have not acquitted previous grants provided by the City of Bunbury

Applicants who do not provide copies of relevant and current insurance policies, risk assessments,management plans, permits and/or any other documentation requested in the application form

Events that conflict with City of Bunbury legislation and/or sponsorship policies

Events that exclude or offend minority community groups

Events that could present a hazard to the community

Events that promote anti-social behaviour, including gambling, smoking or the consumption of otheraddictive substances

Suitable costs that may be covered by this funding include:

Operational and hire cost for equipment

Entertainment and talent fees

Advertising and promotional expenses

Capital purchases/purchase of equipment or materials

External facilitators or presenters

Travel expenses

Venue hire

Conditions of Funding An acquittal form must be provided within 12 weeks of the event completion date The final decision on funding allocations rests with the City of Bunbury’s Chief Executive Officer and is not

subject to appeal

Funding must be used only for the purposes specified in the Funding Agreement

The proposed project must take place within the month specified in the application

If funds are not expended on completion of the project, any unspent funds must be returned to the Cityof Bunbury

Application Submission: Applications must be submitted by 5pm, Friday 28 July 2017

Applicants must complete an online application form, located on the City of Bunbury websitewww.bunbury.wa.gov.au

Relationship to the City of Bunbury Events Grant Funding Program The City of Bunbury Events Grant Funding Program is an annual program with the aim of supporting events that increase community excitement, pride, and economic benefit and add to the cultural fabric of the Bunbury Geographe region. The CBD Summer Event Fund is a discrete funding allocation with specific objectives to enhance Bunbury’s CBD. If you have already applied to the Grant Funding Program to deliver an event, you are eligible to apply for this extra funding to deliver an extra component to the event.

Evaluation Criteria This initiative utilises the criteria applied to applications for the City of Bunbury Grant Funding Program with a specific focus on vibrancy of the CBD.

Assessment Criteria Weighting

Community Participation Engages with and accessible to a wide cross section of the Bunbury community.

15%

50%

15%

10%

10%

Vibrancy Extraordinary and innovative, providing activation of public spaces and adding vibrancy to the City of Bunbury.

Stay and Spend A driver of tourism that provides economic benefit and creates promotional opportunities.

Community Benefit Develops skills, awareness and builds capacity amongst the Bunbury community.

Profile Receives significant positive media coverage outside of the Bunbury Geographe region, raising the profile of Bunbury as a destination.

How to Apply Step 1 Discuss your interest with the Acting Manager Tourism, Events & Wildlife Park on 9792 7137 or 0417 711 024.

Step 2 Complete the application form and lodge before 5pm Friday 28 July 2017 by mail or email:

A/Manager Tourism, Events & Wildlife Park City of Bunbury PO Box 21, BUNBURY WA 6231 records@bunbury.wa.gov.au

Step 3 Applications are assessed by the assessment panel.

Step 4 Applicants are notified of the outcome via phone or mail. If successful, you will be provided with a Funding Agreement to read and sign before you can access the funds.

Step 6 Send an invoice to the City of Bunbury for payment.

Step 7 Collaborate with the City of Bunbury in event development, permit application and media and marketing.

Step 8 You deliver your event!

Step 9 Complete an acquittal form within 12 weeks of the event completion date and return by mail or email:

A/Manager Tourism, Events & Wildlife Park City of Bunbury PO Box 21, BUNBURY WA 6231 records@bunbury.wa.gov.au

Bunbury CBD Event Initiative

Application Form

Please read the Bunbury CBD Event Initiative Information Kit before completing this Application Form.

Please complete all fields in the application form and attach all/any relevant supporting materials. Incomplete or late applications will not be accepted. Send your application by email or post to:

Isabell Evans Acting Manager Tourism, Events & Wildlife Park PO Box 21 BUNBURY WA 6231 records@bunbury.wa.gov.au

Event Summary

Please tick which monthly road closure event/s you would like to deliver and provide information as below:

December 2017

January 2018

February 2018

Event Title

Event Date

Event Time

Section of CBD roads to be closed

Premises/ business used during event (if any)

Applications close 5pm Friday 28 July 2017. Funding is subject to Council’s approval of the 2017/2018 budget on 25 July 2017.

Applicant Information

Applicant/Organisation Name

Main Contact Person Position

Street Address

Suburb State Postcode

Postal address (if different to the above)

Suburb State Postcode

Email Phone Fax

Organisation’s Website Event Website

Answer whichever is applicable (A, B or C):

A: ABN Number

B: Incorporation Number

C: Auspicing Body ABN or Incorporation Number (whichever is applicable)

Please provide a Statement by Supplier form with this application.

Is your organisation/auspicing body registered for GST?

YES NO

Public Liability Insurance Insured Amount: Please provide a certificate of currency with this application.

Name of Insurance Company:

Project/Activity/Event Information

1. Provide a brief description of your organisation/business and what other parties will be involved in thedevelopment/delivery of your event (maximum 250 words).

2. Provide a brief description of your event (maximum 250 words).

3. How many people do you anticipate will attend the event, and how will this be measured (maximum 250words)

4. How will CBD businesses be engaged in the event (maximum 250 words)?

5. How will CBD businesses benefit from the event and how will this be measured (maximum 250 words)?

6. How will you market your event (maximum 250 words)?

Evaluation Criteria 7. All City of Bunbury grants are assessed against the same basic criteria, however depending on the category

the weighting given to each varies. Refer to the table in the Information Guide for further details. Outline how your event aligns with each of the criteria outlined below:

Community Participation Engages with and accessible to a wide cross section of the Bunbury community.

Vibrancy Extraordinary and innovative, providing activation of public spaces and adding vibrancy to the City of Bunbury.

Stay and Spend A driver of tourism that provides economic benefit and creates promotional opportunities.

Community Benefit Develops skills, awareness and builds capacity amongst the Bunbury community.

Profile Receives significant positive media coverage outside of the Greater Bunbury area, raising the profile of Bunbury as a destination.

Budget Information 8. Income Table

Include a breakdown of all other anticipated grant/sponsorship income as well as any expected revenue from ticket sales.

9. Expenditure Table Details Item Cost (Ex. GST) Cash request from

City of Bunbury In-kind request from City of Bunbury*

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTALS $ $ $

Funding Source Cash (Ex. GST) In-Kind* Total Confirmed? Y/N

Request from City of Bunbury $ $ $

Funding Source Cash (Ex. GST) In-Kind* Total Confirmed? Y/N

Your cash contribution $ $ $

Other sources of funding** $ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTAL Income

$ $ $

Application Checklist

Prior to submitting your application please ensure that all necessary information and supporting documentation has been included. Incomplete applications will not be accepted. SUPPORT MATERIALS (MANDATORY):

Copy of insurance certificate of currency. Letters of support from community, business and/or other groups.

SUPPORT MATERIALS (WHERE APPLICABLE):

Statement of Supplier Form (if your organisation does not have an ABN). Quotes supporting your budget allocations, including those for Council services if required.

CHECK LIST:

I have attached all necessary support materials. Detailed budget has been completed in full. Application Authorisation has been signed by an authorised person from your organisation.

Application Authorisation

I, the undersigned, certify / acknowledge that:

This application will not be accepted if it is late or incomplete.

The statements in this application are true to the best of my knowledge and the supporting material is my own work or the work of relevant project personnel named in this application.

Any information given to applicants by a City of Bunbury staff member should be seen as information only and that I should not alter my circumstances or act upon expectations arising from such information.

I have no overdue acquittals from previous City of Bunbury funding.

I agree to accept the decision of the City of Bunbury Chief Executive Officer regarding the assessment of this application.

I understand that Council’s decision process concludes in August 2017 and I will be notified by the City regarding the result of this application after this date.

I understand that should this application be accepted I will be required to provide an acquittal within 3 (three) calendar months of the project completion date.

Successful applicants will receive a Funding Agreement to outline mutual obligations.

The Funding Agreement will outline all reporting requirements and where required key milestone reporting pre and post event/program.

The Funding Agreement will detail the requirements in recognising the City of Bunbury’s contribution through public relation and marketing activities that are a condition of funding.

A separate event application MUST be made in order for a public space or City of Bunbury venue to be booked. Please be advised it is an offence to operate a public event until a Certificate of Approval (Permit) is issued by the City of Bunbury. Please contact the Events department for further information on 9792 7000 or events@bunbury.wa.gov.au.

All events will be required to submit a risk management plan, seek police approvals and comply with all health/liquor licensing regulations and any requirements outlined on their permit for the use of City of Bunbury land.

I authorise the City of Bunbury to reproduce any attachments provided with this form for internal purposes only. I agree to advise the City of Bunbury immediately of any variation to information supplied in this application which may arise. I hereby certify that I am authorised to make this proposal for funding on behalf of the organisation detailed below and that all the information supplied is correct.

Applicant Signature Date

Applicant Name Applicant Position

Witness Signature Date

Witness Name Witness Position