Guidelines
EVENT SUPPORT PROGRAM GUIDELINES
Tourism Tamworth supports tourism and event activities within the region. Its main focus is to work with the community and other organisations to foster events, visitation to the region and businesses associated with tourism.
The Event Support Program is a flexible program that is responsive to the needs of the community and event organizers, in order to further develop and promote tourism activities.
The Event Support Program supports selected events that have significant tourism potential and will support the strategic direction of the Tamworth region (through Tourism Tamworth Ltd).
Events selected under this program will receive support from Tourism Tamworth through various avenues including planning and marketing. The Event Support Program sets out to only provide any one event with a maximum support of three (3) years. At its discretion, Tourism Tamworth may make decision to continue the support of the event if deemed appropriate or if the event is deemed to be a signature event within the region.
WHAT WILL THE EVENT SUPPORT PROGRAM DO? The main objectives of the Tourism Tamworth Ltd Event Support Program are to: Maximise the economic, tourism, social and cultural benefits of major events to Tamworth region, Identify and assist with bidding for and developing those events which have a close fit with image and position, Integrate promotion of major events in the Tourism Tamworth marketing campaign to maximise yield and develop packaged tourism events, Increase awareness of events held within the Tamworth Region and increase uptake of experiences on offer, Educate local Tamworth Region community of events and experiences hosted within their region.
WHO CAN APPLY FOR FUNDING UNDER THE EVENT SUPPORT PROGRAM? If your organisation is not registered under a NSW Government or Commonwealth Government legislation you may need to ask a registered organisation to support your application. Organisations and events eligible to apply for assistance under the event support program must fall into one (or more) of the following categories: Non-profit organisation, Incorporated community based organisation, Co-operative, Association, Registered charities. Only one (1) application can be submitted within the set timeframe by the applicant and the proposal must clearly state who will actually be undertaking the project.
WHO IS NOT ELIGIBLE TO APPLY FOR FUNDING UNDER THE EVENT SUPPORT PROGRAM? Individuals, Private enterprise or for-profit entities, Third parties seeking funds on behalf of others and without the permission of the event organiser, Organisations currently receiving support from Tourism Tamworth and/or Tamworth Regional Council and/or other Local Government Areas, Events scheduled to take place during the Tamworth Country Music Festival
HOW WILL SUCCESSFUL PROJECTS BE DETERMINED? Tourism Tamworth will review your application and assess the application against the eligibility and assessment criteria outlined as: Previous event attendance, Estimated event attendance broken down by local community VS visitors to the region, Theme/Style of event – does it compliment and reflect the experiences/selling points identified as strengths of the region, Projected profitability assessed against business plan, The decision to support an application under the Event Support Program is undertaken by the Tourism Tamworth Board of Directors. Their decision negates any discussions or commitments previously communicated about the application for support.
EVENT SUPPORT PROGRAM WORKSHOPS: It is essential that all event organisers applying for event support attend an Event Support Workshop coordinated by Tourism Tamworth. If the event organiser (or person submitting the application form) is unable to attend an event support workshop, a delegated representative must attend in the person’s absence. Should the event organiser or a representative no attend the workshop, the Board of Tourism Tamworth may choose to not support your event.
Tourism Tamworth will aim to host the Workshop prior to a round starting. The Event Support Program Workshops aim to educate event organisers on the Program, how to develop a basic marketing strategy and ways that Tourism Tamworth can support your event. It is also a good opportunity to ask questions relating to the Program or your event.
ASSESSMENT CRITERIA: The Event Support Program provides different levels of assistance for events that benefit the Tamworth Regional Council area. Tourism Tamworth aims to support marketing and promotional activities for events through this Program. Tourism Tamworth will consider events that meet the following criteria: Clearly defined objectives and measurable outcomes, Marketing and/or business plan that identifies appropriate target markets, Can increase incremental tourism business by influencing visitors’ intention to travel to the region and to potentially extend their length of stay, Event sustainability and potential to grow and become self-funding evidenced by strong business/community support, Well-organised, experiences and structured management committee, Preference will be given to events that occur during the off peak/shoulder season
Through the Event Support Program, Tourism Tamworth seeks to identify and assist those events and activities that demonstrate the following criteria. Applications which meet these requirements will be given high priority in the assessment process.
· Express and contribute to the unique identity of the tourism region of Tamworth and District
· Demonstrate sound management, development and planning structures including well developed event and marketing plans
· Provide significant opportunities to enhance the profile of events and communities across the Tamworth Regional Council Local Government Area and/or help to create or develop the commercial potential of an event and encourage financial sustainability
· Involve the collaboration or cross promotion throughout the region
Event support assistance will not be provided for: Events or activities that start or are completed before the grant is approved, Educational costs, Infrastructure costs, Asset purchases, Performer/artist fees, General administration costs and/or employment costs, or Prize money
VALUE OF SUPPORT: The value of support given to the approved applicant will be at the discretion of Tourism Tamworth and is limited by annual budget allocations to the program.The Event Support Program is designed to support and promote events/activities through the following avenues: Marketing, Event Launches, Pre-event promotion, Media support and facilitation
DEVELOPING YOUR APPLICATION: The applicant is required to outline the structure of the proposed organising committee, which must include personnel with the ability to handle issues such as public liability and insurance. It is imperative that the committees demonstrate they will not be reliant on continued support from Tourism Tamworth Ltd for their long-term survival or growth of the event.
Consider; Are you eligible to apply for event support and does your project, event or activity fit the objectives of this program? How? If you have replied yes to these questions, you will need to prepare the application form detailing who you are, what you are planning to do with the grant and what assistance is requested from Tourism Tamworth.
As Tourism Tamworth may not be able to meet the total cost of your request in full, it is necessary for you to complete the total budget table for Tourism Tamworth to evaluate where it can be of assistance. The income section should include forecasted merchandise sales, ticket sales, revenue from exhibitor stands, concessions revenue as well as confirmed and projected in-kind support.
CONDITIONS OF GRANT: Successful applicants are required to sign a written agreement with Tourism Tamworth that outlines the Terms and Conditions for event support.
1. The involvement of Tourism Tamworth with the project will commence and be completed no later than the dates indicated in your application unless prior approval is obtained.
2. If a postponement of more than six months occurs to either the start or completion date, Tourism Tamworth may withdraw its offer of the grant and request the repayment of the balance of funds paid (to date) for the project.
3. Within four (4) weeks of the project completion date an evaluation report is to be submitted to Tourism Tamworth. This will include a detailed evaluation report and financial statement. Failure to submit the evaluation report and financial statement may result in your event being ineligible for future Tourism Tamworth Ltd funding.
4. Completion of a successful evaluation includes providing to Tourism Tamworth an authorized statement of income and expenditure.
5. Successful grant applications must acknowledge the support of Tourism Tamworth in all publicity, advertising and promotional material and collateral. Materials must state “This event/activity is proudly supported by Tourism Tamworth” and should be accompanied by the Tourism Tamworth corporate logo.
6. Tourism Tamworth may use information contained in your application (including names of successful applicants) on the website as well as various other documents that may be circulated internally or to the general public.
7. Any public announcement of the successful application will be made jointly by Tourism Tamworth Ltd and the applicant (or nominated representative) at Tourism Tamworth Ltd’s discretion.
8. Tourism Tamworth Ltd reserves the right as to use the event data for market research and evaluation to enable long term development of events.
9. Tourism Tamworth Ltd has first right of refusal on the sale of event tickets.
10. Where funding support is sought for an event that forms a part of a larger overall marketing plan, the application is to include a copy of the marketing plan.
11. You may be required to provide your ABN and GST registration if requested .
12. A copy of each application must be forwarded to Tourism Tamworth Ltd by the closing date or postmarked no later than close of business on the nominated application closing date.
13. Progress reports on the event (including marketing) are to be submitted to Tourism Tamworth Ltd at agreed regular intervals.
14. No applicants will be guaranteed funding nor can any applicants be guaranteed funding support to the full support requested. Any decision made by the Tourism Tamworth Board of Directors negates any discussions or commitments previously communicated about the application for support.
15. Support will only be provided for except in instances that Tourism Tamworth may at its discretion seek to provide assistance outside of the following; Advertising, Promotion, Marketing, Public relations
CLOSING DATES
Tourism Tamworth will call for applications for the Program twice a year:
1. Open on 1st July and close 30th September
2. Open on 1st December and close 28th February.
Signed and completed applications and any supporting material must be received by Tourism Tamworth by 5pm on the nominated closing day. In the case of posted applications, the proposal must be postmarked on or before the closing date for the grant.
Any late applications may be deferred to the following round of applications. There is no guarantee this will occur as a late application may be deemed ineligible.
Applicants will be advised 30 days after the closing date if the application has been successful.