Sustainable Events Innovation Fund Guidelines and Application Form

The purpose of the Sustainable Events Innovation Fund is to; Provide financial support to eligible groups and organisations to assist in the

implementation of environmentally sustainable events and festivals that support the outcomes of the City of Adelaide Strategic Plan 2016-2020 (Strategic Plan).

South Australia is the festival State, with events in the City of Adelaide (CoA) playing a significant role in the liveability and prosperity of the city. CoA has a shared vision with the South Australian events industry to be world leaders in the delivery of environmentally sustainable events that influence sustainable event practices worldwide.

Our City of Adelaide Strategic Plan 2016-2020 has an objective to “be one of the world’s first carbon neutral cities and a leader in environmental change”. Actions under the Strategic Plan that support this objective include “guidelines will be developed for event organisers of larger community events on Council-operated areas to achieve zero-waste and carbon neutrality”.

The Adelaide Park Lands Events Management Plan 2016-2020 has a key project to “encourage carbon neutrality and sustainable resource use.”

To achieve this transformative change, the CoA has a total budget of up to $20,000, to fund sustainable initiatives in the event industry through an innovation fund.

What the Guidelines document covers: Eligibility Application process Notification and payment Reporting and acquittals How will expressions of interest be assessed Important dates More information How to apply Application Form

What type of project(s) might be funded?

The CoA is calling for applications for events and festivals proposed between September 2018 and 30 June 2019 from eligible event group/s or organiser/s (including, but not limited to not-for-profit organisations and private sector companies).

Eligibility criteriaApplicants must comply with all of the following requirements:

The initiative must deliver an overall environmental benefit at the time of implementation and into the future, without requiring ongoing CoA funding support.

The initiative must demonstrate how it achieves transformative change within the industry.

Environmental sustainability initiatives that may be considered include:o Energy,o Waste,o Water,o Transport,o Measuring, monitoring and certification,o Procurement and supply chain,o Marketing, communications and education.

The initiative must be investment ready and be delivered by 30 June 2019. The proposal for an initiative must be delivered in an event staged in the Adelaide

Park Lands. Funding may be split over multiple initiatives. Different applications by the same

applicant will be assessed according to their individual merit. The applicant must contribute partner funding to match this innovation fund in

cash on at least a dollar for dollar basis. Stronger preference may be given to initiatives that have higher levels of Partner cash contributions relative to CoA’s funding contribution.

The applicant needs to hold a current Park Lands Event Licence with the CoA or within two months of receiving this funding.

The initiative must monitor, measure and report relevant impacts of the initiative and provide this as a case study to CoA to further benefit industry.

The applicant agrees to share a case study from the final report with the CoA for the purposes of promotion and education.

The applicant has a valid ABN.

What will NOT be funded

You are not eligible if: You/your group/entity have received external funding for the proposed initiative. The proposed initiative has already received funding through the CoA events and

sponsorship program. Applicants must demonstrate how their proposed initiative goes above and beyond other environmental initiatives committed under existing grant or sponsorship arrangements. Failure to do this will make the application ineligible.

You/your group canvas or lobby Elected Members or CoA employees in relation to support of a potential applicant’s proposed initiative prior to or during the application period.

The proposed initiative does not meet the identified priorities of the CoA Strategic Plan 2016-2020.

The proposed initiative is proposed to occur outside the Adelaide Park Lands boundary.

The proposed initiative does not comply with relevant laws, regulations or the CoA policy or operating guidelines.

The proposed initiative will denigrate or exclude any groups in the community.

The proposed initiative will have safety and/ or environmental hazards.

Applicant(s) have outstanding financial accounts with the CoA. Applicants do not have evidence that all partner funding is confirmed

at the time of application. Initiatives do not deliver lasting environmentally sustainable benefits. The initiative relates to services that are the core responsibility of Government(s).

Funding cannot be used for expenditure incurred prior to the announcement that the initiative has been successful in its Sustainable Events Innovation Fund grant application.

Ineligible applications will not advance to the assessment stage and applicants will be notified.

Application process

Applicants seeking funding can apply by submitting an application form within the given timeframes.

Once submitted, an application will be assessed according to: Eligibility/ineligibility criteria; Assessment criteria; and Available funding.

Assessment Criteria WeightingStrategic Plan- Green

The application identifies clear outcomes, which are aligned to the strategic priorities of the City of Adelaide and contributes to making the City a ‘Green’ City. Applicants will score higher where the proposed initiative delivers on a greater number of the sustainable and green strategic objectives.

40%

Demonstrates innovation

The initiative demonstrates innovation in the adoption of environmental sustainable practices for events.

40%

Long term benefits

Application demonstrates how the initiative will benefit the community and the City in a long-term capacity.

Long term benefits must be facilitated without ongoing funding from CoA.

10%

Risk

Application demonstrates a plan for delivery, including consideration of risk/s.

5%

Value

Proposals must demonstrate good value for money.

5%

Applicants who meet eligibility and assessment criteria are not guaranteed funding.

When making decisions on initiatives, CoA may decide not to proceed to award funding to any applicants, or alternatively award funding to single or multiple applicants. CoA may also offer a different amount of grant funding to that requested by the applicant.

Notification & Payment

All applicants will be notified by return email of the outcome of their application. The funding decision made by the CoA is final and will not be discussed.

Prior to payment all successful applicants will be required to: Provide City of Adelaide with a copy of the organisation’s Public Liability Insurance

“Certificate of Currency” (minimum $20 million) noting the City of Adelaide as an interested party;

Provide a copy of the organisation’s Return to Work SA certificate of registration, or similar employee insurance policy, if paid staff are employed;

Provide a tax compliant invoice for the agreed amount of funding plus GST (10%) (if registered for GST);

Sign a funding agreement or letter detailing the terms and conditions of the sponsorship for funding.

Reporting & Acquittal

All successful applicants will be required to provide a detailed written report on all outcomes of the initiative funded by the CoA in the form of a final report, as well as an acquittal report document (templates will be provided).

Final reports and acquittal reports will be required within six weeks from the conclusion of each initiative. Applicants may also be required to present, promote and share their successful grant initiative with the community and other grant recipients.

Important dates for 2018

Sustainable Event Innovation Fund Applications open

14 September 2018 – 10am

Sustainable Event Innovation Fund Applications close

28 September 2018 - 5pm

Applications assessed 2-5 October 2018Funding recommendations presented to the Associate Director Sustainability for endorsement

By 5 October 2018

Applicants notified of funding request outcome

By 12 October 2018

More Information

Applicants can ask questions relating to the Sustainability Events Innovation Fund, application and assessment process by emailing s.bruns@cityofadelaide.com.au. The email subject line should state “Sustainable Events Innovation Fund”. Questions should be clear and concise and identify the part of the process an applicant is seeking advice on. CoA will consider all requests for clarification. Council in its absolute discretion will determine whether or not to provide any interpretation of the documentation upon which clarification has been sought.

How to apply

Applicants seeking funding can apply by submitting a “Sustainable Events Innovation Fund Application Form” within the given timeframes.

Funding applications will only be accepted by email to s.bruns@cityofadelaide.com.au. Submissions via post, hardcopy or in any other form will not be accepted.

Separate applications must be submitted by organisations applying for multiple initiatives.

You must not refer to an attached document as your only response to a question. You may, however, reference an attachment in support of your answer.

The CoA reserves the right to request further information in considering any application, as well as the right to reject any application that does not meet the criteria.

Applicants are advised to allow for sufficient time to upload all submissions, including multiple and large files. Applicants acknowledge that it is their sole responsibility to ensure that sufficient time has been allowed for submission lodgment, including time that may be required for any problem analysis and resolution prior to the closing date. Files uploaded must be in word or PDF format only. Files to upload and/or email message attachments must be less than 10Mb in size in total.

Please retain a copy of the application for your own future reference. Submissions must be made by no later than the closing date and time

nominated in the ‘important dates’ section listed on the previous page.

Late applications will not be accepted.

Applications can be lodged until 5.00pm on the closing date.Sustainable Events Innovation Fund

APPLICATION FORMPlease complete and submit to:

Email: s.bruns@cityofadelaide.com.au (08) 8203 7280

Organisation/Entity:Name of the event Contact Person:

Postal Address:Suburb:Post Code:Email address:Mobile Phone Number:ABN:Summary of the Initiative:Details of initiative

Innovation potential:(Please outline how this initiative creates transformational change within the events industry)Initiative measurement:(Please detail how initiative actions will be monitored, measured, reported and assessed?)

Value of funds being requested from CoA’s Innovation fundValue of the applicant’s contribution to the initiative

Cash ($) In-Kind ($)

Budget schedule (Please detail how you intend on spending the funds. Budget should reflect proposed funds from CoA and the applicant’s contribution to the initiative)Initiative Promotion/Communication:(Please detail how you will share the sustainability credentials of your initiative with a broad audience)Initiative Alignment to CoA’s Strategic

Plan:(Please outline how this initiative ties into the four themes of the Strategic Plan)Please provide a summary of the stakeholder benefits of this initiative:(Please detail benefits to: environment, industry, business, community)Please provide a risk assessment plan associated with your initiativeCould this initiative proceed with less than your requested amount? (Please circle answer)

YES / NO

Any additional information you wish to include in support of your application.