TOURISM EVENTS GRANT PROGRAMFunding Guidelines

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2 TOURISM EVENTS GRANT PROGRAM | Funding Guidelines

PURPOSEThe Tourism Events Grant Program aims to secure and develop a strong calendar of events that promote Ballarat as a premier sporting, cultural and tourism destination of choice. Applications are encouraged for existing or new projects, festivals, events or activities which advance and encourage increased visitation, participation and yield. Existing events will be encouraged to outline any additional tourism value generated by their event or activities. The Tourism Event Grant program links to the outcomes and key priorities in the Council Plan 2017-2021. Specifi c assessment criteria will apply regarding value for money, increased visitor numbers and increased yield.Applications will be accepted for grants up to $25,000.Grant submissions must be received at least 3 months prior to the event being held to allow adequate time for the review and decision making processes.

APPLICATIONS WILL BE CONSIDERED FROM:• Cultural, creative and sporting organisations• For profi t organisations and businesses• Not for profi t organisations and businesses that:

- are incorporated associations or companies; and - have an Australian Business Number (ABN) or can provide written advice from the Australian Tax Offi ce that no withholding tax is required from the grant payment; or - are to be auspiced by an eligible organisation for the duration of the project

APPLICATION PROCESSGrant applications will only be accepted online via the SmartyGrants program.For more information on the Event Grant program please contact City of Ballarat Community Events team at 5320 5500 or visit www.ballarat.vic.gov.au/lae/event-grants.aspxThe funding program will be open from the fi rst Monday in August each new fi nancial year. However when the allocation is exhausted, the program will be closed.Grants will be open all year round for online submissions. On receipt of an application, Council Offi cers will review the details and information provided and may seek additional information from the applicant. Council Offi cers will consider if suffi cient information has been provided to allow the application to proceed to the assessment process.

ASSESSMENT PROCESSThere are three (3) phases of the assessment process: Phase 1 - Applications are assessed by Council Offi cers in accordance with the assessment criteria. Council Offi cers submit an assessment report and a full copy of the application to the Project Control Group (PCG).Phase 2 - The PCG review the Offi cer assessment report and application, and provide recommendations to Council Portfolio on projects to be funded. Phase 3 - Projects recommended for funding by the Portfolio will be considered at the Council meeting and applicants will be advised within two weeks of the outcome. It is the Council’s target to complete the assessment process within 12 weeks of commencement

FUNDING CONDITIONSSuccessful applications will adhere to the following conditions:

• All events, projects and activities must be based in the City of Ballarat or otherwise provide evidence that the project/event/activity will involve and support a signifi cant amount of people from the municipality

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Tourism Events Grant Guidelines

• Council funding must be used in accordance to the project approved by the Council as detailed in the funding agreement.

• All activities to be undertaken must obtain the relevant consent, permit or approval prior to commencement (including a City of Ballarat Event Permit, etc).

• Unless otherwise approved, organisations are required to sign an agreement with Council.

• The support of the City of Ballarat for funded projects must be acknowledged as detailed in the funding agreement and the City of Ballarat provided with an opportunity to speak at launches and openings.

• Organisations are required to meet all relevant legislative requirements (e.g. Occupational Health and Safety, Risk, Equal Opportunity, Workcover).

• Organisations are required to ensure volunteers are registered with the organisation and adequately covered by insurance as detailed in the funding agreement.

• Unless otherwise exempt, applicants are to demonstrate a minimum dollar for dollar contribution to the project through funds, sponsorship or in kind support.

• Any eligible organisation can make one application per event per year.

• Multiple applications across funding programs for the same event / project will not be accepted.

• All applications will be assessed on a case by case basis and are subject to the availability of funding.

• Unless otherwise approved, all applications must be submitted using the appropriate form.

• The support of the City of Ballarat for funded projects must be acknowledged as detailed in the funding agreement and the City of Ballarat provided with an opportunity to speak at launches and openings.

• Funds are required to be expended within 12 months of the signing of the funding agreement unless otherwise provided for within that agreement.

• Funds not expended within the agreed timeframe are to be returned to the City of Ballarat unless a written extension is obtained from Council.

• Funded organisations will be required to provide Council with a tax invoice if they are registered for GST, or an invoice if they have an ABN but not registered for GST, or an invoice and signed ‘statement by supplier’ if they do not have an ABN.

• Funded organisations must submit a signed acquittal report to Council within one month of completion of the funded project as detailed the funding agreement. Organisations who fail to provide an acquittal report will not be eligible to make any further funding applications.

• The schedule of payments for funded projects shall include: - An initial payment of between 80 to 95 percent of the Council funding amount within one month of the signing of a funding agreement. Actual amount to be determined by the level of complexity and risk of the funded project. - A fi nal payment of 20 to 5 percent of the of the Council funding amount following confi rmation of a satisfactory acquittal of the funded project. - For projects receiving under $4,000 in Council funding, Council offi cers may make a single full payment of 100 percent.

4 TOURISM EVENTS GRANT PROGRAM | Funding Guidelines

Eligibility Checklist

Public Liability Insurance Certifi cate ($20 million) Have all previous grants been acquitted?Application completedEvent Management Plan (including site maps, traffi c plans) + Marketing Plan is attachedRisk Management PlanEvent Budget

STAGE ONE: ELIGIBILITYThe following will not be funded under the Tourism Events Grant program:

• Submissions from individuals

• Submissions from Schools and Government agencies

• Submissions from organisations with outstanding debt to Council or previous unacquitted grants

• Fundraising events or activities- Events that have a primary purpose to raise funds and the majority of profi ts generated are distributed to third-party organisations, agencies or charities without limited direct benefi ts to City of Ballarat residents, are not eligible for funding from the Council. Where an annual event includes fundraising as a secondary purpose to a community event or activity with high local and visitor attendance (e.g. tourism event) and the fundraising will directly benefi t City of Ballarat residents, align with the Council Plan or are seed funding, it may be considered.

• Events or activities which have already started (no retrospective funding)

• Events or activities already receiving City of Ballarat funding

• Political, religious or gaming activities

• Ongoing funding- The Tourism Events Grant Program is not designed for ongoing funding. Organisations and groups seeking funding through the grant program should consider the grant as seed funding and events or activities funded should have reasonable potential to be self-sustainable following initial funding support by the Council over a period not exceeding fi ve (5) years.

• Wages, insurances, utilities (base set up costs)

• Prizes or gifts

• Interstate or international travel

The level of funding and period of support will be determined on the following criteria:

• Level of community benefi t.

• Level of economic benefi t.

• Extent of alignment with the Council Plan.

• Amount of funding previously provided.

• Potential to be self-sustainable.

Funding provided for an event or activity over multiple years would diminish each year.

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Tourism Events Grant Guidelines

Assessment Score Score

1. QualityDoes the event or activity fi ll a gap in the event calendar and provide benefi t to the Ballarat community?

Type of event: Does this type of event align with the strategic direction of the City of Ballarat Council Plan?

/4

Is the event (or proposed event) generally well supported and/or benefi cial to the community?

/4

Event date: Is there room for this event in the calendar? /4

Event location: Is the location appropriate? /4

Inclusiveness and accessibility of the event:Does the event appeal to a broad cross section of audiences?

/4

2. Feasibility Can the project be delivered on time, on budget and to a high standard?

Is the Project Budget complete, realistic and proportionally allocated to key areas?

/4

Is the Risk Management Plan appropriate? /4

Is the Event Management Plan appropriate? /4

Is there proven ability to deliver the project successfully on time? /4

Is the allocated staffi ng and resources appropriate to deliver the event? /4

3. ReachDoes the project raise the profi le of Ballarat to state, national or international audiences?

Does the event add value to the brand equity of Ballarat? /10

Is the Marketing Plan appropriate to achieve tourism attendance targets?

/5

Does the event plan to run in Ballarat in the future? /5

4. Investment Does the event warrant funding?

Does it intend to bring increased visitation to Ballarat? /10

Does the event have intentions of becoming self-sustainable from Council funding in the future?

/10

Does the project provide a good level of expected economic return from tourist visitation and a good overall return on investment?

/20

/100

STAGE TWO: ASSESSMENT CRITERIAThe City of Ballarat receives more funding applications than it can support. Successful applications are therefore those which best satisfy the following assessment criteria: