Event Sponsorship Program Application Form 2017-18

Office use only Event Name ECM

NumberApplication Number

For more information and assistance, please email esp@ncc.nsw.gov.au .

Submitting Your Application

The Event Sponsorship Program is a competitive process. The program is outlined in the Newcastle City Council Events Sponsorship Program policy. The program is aimed at projects that will:

Provide positive promotional exposure for Newcastle within the region, nationally and internationally

Provide economic benefit through increased tourist visitation and spending;

Enhance the City’s image and profile as a visitor destination and event city.

We encourage you to read the policy prior to completing the application form.

The Event Sponsorship Program will NOT fund the following:• Events currently funded by Council• On-going operational or administrative costs not directly related to the event.• Capital expenses (e.g. buildings, office equipment).• Events that have already commenced or have been completed.• Committees of the City of Newcastle Council.• Costs associated with acknowledging or promoting Council’s support.

Agreements

Successful applicants will be required to sign a formal agreement with Council. Section 12 of the policy

Termination of Agreement

Failure to meet the Council’s requirements and conditions may result in the termination of support. In any such case, the applicant will be notified prior to any action being taken.

Insurance

If your organisation is successful is receiving Event Sponsorship under this program, you will need to meet requirements for public liability, workers compensation insurance and potentially volunteer insurance.

Confidentiality

Information supplied will be used for processing and assessing the application and will be treated as confidential to the extent permitted by the Local Government Act and Council's Privacy Management Plan

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Event Sponsorship Program Application Form 2017-18

Unsuccessful Applicants

We will notify all applicants of the program outcomes.

Protecting Your Privacy

Newcastle City Council is committed to protecting privacy and we take reasonable steps to comply with relevant legislation and Council policy.

Council collects information and this may be used to inform future marketing and sponsorship activities.

Information provided may be used by Council for assessing and review purposes. While the supply of details is voluntary, the more relevant information provided in the application, the stronger the application may be. We may also like to contact you about future sponsorship programs.

How to Submit your Application

Ensure your application:

is signed by an appropriate person is lodged electronically to esp@ncc.nsw.gov.au

Agreements and Acquittals

At the agreed date the applicant will be required to submit an acquittal report to council which will provide detail on a number of key event objectives which may include:

The number of event participants

List of organisations and other stakeholder involved in the event as partners

Description of promotions and evidence the agreed support benefits were met

What were the key outcomes for The City of Newcastle

What worked well, what challenges did you experience?

What were the benefits to your organisation?

How was the project received by participants (attach survey results, testimonials or reviews )

Samples of promotional material, for example web pages, media stories, newsletter articles

brochures, flyers, adverts, Project programs, launch invitations etc

Photographic record - please email three images in JPEG or TIFF format for use in Council reports

and promotions

A copy of the appropriate financial report for the nominated event

Full details of the sponsorship offer by Council will be subject to a Sponsorship Agreement which will need to be completed by all parties prior to the distribution of funds to successful applicants.

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Section 1 - Application Details

Event Name

Organisation Name(ABN) Australian Business Number or ACNType of Organisation (commercial, not for profit, charity)

Postal AddressStreet Address or PO Box Number

Suburb Postcode

Contact Person Title Given Name Last Name

Position

Telephone (BH) Mobile Telephone

E-mail

Secondary Contact Title Given Name Last Name

Position

Telephone (BH) Mobile Telephone

Email

Does the organisation have an AustralianBusiness Number(ABN)?

YesPlease provide

No

If yes, is the organisation registered for GST?If the organisation does have an ABN and is registered for GST,a tax invoice will need to be produced ifsuccessful in obtaininga grant. If the organisation does have an ABN, but is not registered for GST, an invoice with no GST will need to be produced if successful in obtaining a grant.

YesPlease provide

No

If the organisationdoes NOT have an ABN, you will be required to complete a Statement by Supplier Form. If this form is not completed, your application will be deemed ineligible for funding. Is the Statement by Supplier Form complete and attached?

Yes

If the Statement by Supplier form is completed, successful applicants must produce

No

Section 2 - Eligibility

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If you can't tick all the questions below, your organisation my not be eligible to receive a grant under this program. For more information please refer Newcastle City Council Event Sponsorship Policy (2015).

Please tick if YES

Have you read Council's Event Sponsorship Policy?

Is the event proposed to occur in 2017-18 financial year?

Are you a registered organisation?

Is the project proposed to occur in Newcastle local government area?

Are you a not-for-profit organisation as defined in the ATO guidelines?

Have you been successful at securing a grant or sponsorship from Council in the past?

If no, has an incorporated organisation agreed to auspice the grant?

Are all acquittal reports up-to-date for any previous Council funding?

Can you provide evidence your organisation has appropriate insurance for the proposed project?*

Are you confident you can obtain all relevant approvals for the event? For example event approval or licence.

Have you received other Council funding for this or another project for 2017-18?

Note - Council may require a risk assessment for your event. If so, we will notify you prior to our assessment process commencing.

Do you agree to meet the conditions of acknowledgement of Council

* If your application is successful you will be required to provide the Certificate of Currency as evidence of public liability insurance. The Certificate of Currency in this instance will also need to be amended to note Newcastle City Council as an interested party.

Section 3 - Event Details

Location

Time/Dates

Your Event:(100 word limit)Describe your project.

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Event Outcomes*:Please use dot points and

clearly identify 3 to 5 outcomes

the event will deliver

1.

2.

3.

4.

5.

*Specific and achievable outcomes are important for each project. IF your project is successful in receiving funding, the outcomes and relevant measures will form part of the sponsorship agreement form.

Section 4 - Strategic Plan Alignment

Please briefly identify how your project aligns with the following (comment on the relevant items only)

Newcastle 2030 Community Strategic Plan

Public places that provide for diverse activity and strengthen our social connections

A welcoming community that cares and looks after each other

Active and healthy communities with physical, mental and spiritual well being

A creative, culturally rich and vibrant community

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Provide positive promotional exposure for Newcastle within the region, nationally and internationally

Provide economic benefit through increased tourist visitation and spending

Enhance the city's image and profile as a visitor destination and event city

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Section 5 - Assessment Criteria (as per section 8 of the Policy)

Economic Benefit

Will your project deliver an economic benefit to the Newcastle economy? YES NO

Estimated number of event participants

Estimated number of event spectators

Origin of participants and spectators Local Region National International

% % % %

Visitation Overnight visitors x $111 per day $

Day visitors x $111 per day $

TOTAL $

Will the event have a broad audience ? YES NO

Will the event attract a special interest group?

YES NO

If yes please provide details :

What opportunities will exist for local businesses and suppliers to be involved in your event? (eg will you use local suppliers where possible)

Is the event associated with an iconic brand?

YES NO

Details :

Has the event run previously in Newcastle?

YES NO

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Details :

List organisations and other stakeholders involved in the event as sponsors, partners etc

Stakeholder Status

Does your event have an access & Inclusion Plan that addresses Communication, Physical and Transport accessibility?

YES NO

If Yes please provide details :

Image, Profile and Event Promotion

Will your project provide positive exposure for Newcastle? YES NO

How will your event reinforce a positive image for Newcastle?

Does your event link to other events or attractions in Newcastle - please describe?

What level of promotion will your event achieve?

Please tick appropriate level

Local National

Details

Reach

Value $

Details

Reach

Value $Regional International

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Details

Reach

Value $

Details

Reach

Value $

Other Criteria

Have you delivered similar events previously?

YES NO

Please describe your experience in running similar events.

Is the proposed event open for the general public to attend?

YES NO

Will there be cover charge/ticket for the event?

YES NO

Section 6 - Acknowledging Council Sponsorship

How will your project acknowledge Council support?

Explain how.(100 words) - The specific information below will help us assess the potential benefits

Please detail how you will acknowledge Naming rights sponsor or partner status

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Council's support

Please tick as appropriate Links to Newcastle website

Speaking opportunities for council representative

Access to talent

Banners, signage or other collateral detailing Council’s participation

Media Acknowledgement

Advertising in Media outlining Council’s participation

Links to Visit Newcastle website

Social Media tagging

Are there other project outcomes or deliverables you would like to comment on?

Requested City of Newcastle Sponsorship

$

Section 7 - Project Budget Summary

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We are interested to ensure sufficient funding for your project exists. Please indicate the amount, as well as, the source of other funds and/or the value of donated services or goods to achieve your project.

Event Name :Income

# Item Notation Cost1 Applicants contribution2 Council cash contribution sought3 Other Grants and sponsorship4 Revenue from ticket sales5 Revenue from merchandise6 Revenue from stallholders78

9

10

11

Total IncomeExpenditure

# Item Notation Cost1 Ablutions2 Accommodation3 Administration4 Data Collection5 Fencing6 First Aid / Medical7 Hospitality8 Infrastructure9 Launch10

Legal Services

11

Stage and Lighting

12

Logistics

13

Marketing and advertising including PR

14

Printing

15

Props / theming

16

Road Closures

17

RSA Marshalls

18

Sound (including monitoring)

19

Talent

20

Ticketing

21

Traffic Management Plan

22

Transport

23

User Pay Police (if required)

24

Utilities

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25

Venue Costs

26

Security

27

Waste Services

28

Talent

Total Expenditure $ $

Section 8 - Effective Governance

Your Organisation:(50 word limit)Please provide a brief description of the structure of your organisation (relevant to delivering this project?).

Who is on your Project Team?

Name Position Relevant Experience

What organisations (if any) are partners or

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sponsors in the project?

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Section 9 - Declaration

I declare the information provided in this Application is, to the best of my knowledge, true and correct. I understand any omission or false statement may result in the rejection of the application or withholding of any funds already approved.

I understand Newcastle City Council or its agent, may check any of our statements for the purpose of assessing this application, and agree to provide any additional information requested.

I consent to the release of information in this application (excluding personal details) for non-commercial public information purposes.

Should this application be successful, I confirm the project will not commence until after the funding agreement has been approved and an agreement with Newcastle City Council has been signed.

I understand this is an application only and may not necessarily result in funding approval.

Signature

Name

Position

Date

Privacy Notice

Newcastle City Council (282 King Street, Newcastle) is committed to protecting your privacy. We take reasonable steps to comply with relevant legislation and Council's Privacy Management Plan.Purpose: Council will use the information to process your request.Intended recipients: authorised Council Officers and its contractors or agents.Supply: voluntary.Consequence of non-provision: Council may not be able to process your request.Storage and security: information will be stored in accordance with Council’s Record Management Policy.Access: by contacting Council by phone on (02) 4974 2000 or attending Council.

Please email a completed application to: esp@ncc.nsw.gov.au

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