2013 REGIONAL FLAGSHIP EVENTS PROGRAM

Transcription

1 TERMS AND CONDITIONS An Overview of the Program and Funding Conditions DESTINATION NSW...2 REGIONAL TOURISM STRATEGY...2 THE REGIONAL FLAGSHIP - GENERAL... 2 THE FUNDING APPLICATION AND SELECTION PROCESS...3 Eligibility...3 Expressions of Interest (EOI)... 3 Application process...4 The Panel...4 About the Regional Flagship Event Program - What will the Panel look for?...4 EVENT SPONSORSHIP / PARTNERSHIP... 5 EVENT MARKETING AND COLLATERAL...5 FUNDING OF EVENT MARKETING ACTIVITIES...5 Funding monies...5 Destination NSW s Discretion...6 The Use of Sponsorship Monies...6 OTHER CONDITIONS...7 IMPORTANT CONTACTS AT DESTINATION NSW...7 NEW SOUTH WALES REGIONAL TOURISM ORGANISATIONS...8 SYDNEY PRECINCTS...10 NOTE: This document describes the Program and the conditions of participation in it _EOI_0712 1

2 Please read the following conditions carefully. Destination NSW assessment panel will allocate funding for Round 17 (2013) of the Program according to the principles contained in this document. DESTINATION NSW The New South Wales (NSW) Government established Destination NSW as a statutory authority in July 2011 to support growth in the state s tourism and events sector. The functions of four organisations: Tourism NSW, Events NSW, the Homebush Motor Racing Authority and the Greater Sydney Partnership were encompassed into the new state body. Our Role Destination NSW is responsible for devising and implementing strategies to grow the visitor economy, with particular focus on driving tourism and acquiring and developing major sporting and cultural events for Sydney and regional NSW. In addition, Destination NSW is the major investor in Business Events Sydney with the aim to secure more international conventions, incentive travel reward programs, corporate events and exhibitions for Sydney and regional NSW. Our Vision To make Sydney and NSW one of the world s most successful tourism and event destinations. Our Mission To double visitor expenditure by 2020 and maximise the benefits of the visitor economy for NSW. Our Strategic Objectives Achieve visitor economy 2020 targets Position Destination NSW / Sydney and NSW as Australia s premier tourist and events destination Develop the strongest and most compelling events calendar in Australia Increase industry stakeholder and customer engagement Deliver value in our partnership/co-operative programs Attract and retain the best staff and build staff capacity and capabilities REGIONAL TOURISM STRATEGY There are 12 Regional Tourism Organisations in New South Wales. Contact details are provided on page 8 of these conditions. The RTOs bring together private sector tourism operators, local business leaders, tourism associations and local government to ensure the efficient and sustainable development and promotion of tourism within their regions. Each RTO has strategies for the marketing and development of tourism in its own region. Some have a strategic business plan and a marketing plan. Destination NSW support for the Program works alongside the strategies that each RTO has for the marketing and development of regional tourism. THE REGIONAL FLAGSHIP - GENERAL Since 1996, the Program has funded over 224 events worth over $5 million over sixteen annual rounds. Applications for funding are assessed by a panel convened by Destination NSW (the Panel) (for compositions of the Panel please refer to page 4). The Panel will allocate funding for Round 17 (2013) according to the following principles of the Program: The Program is a co-operative arrangement between the regional tourism event, Destination NSW, the relevant RTO and possible marketing partners introduced by Destination NSW. The Program is a Destination NSW financial sponsorship program that supports the promotion of selected regional events (Events) to achieve tourism outcomes of benefit to regional New South Wales. 2

3 The Program seeks to assist the promotion of those Events that expressly contribute to the unique identity of the tourism regions of the State, and that demonstrate the potential to act as flagships for those regions. It is the aim of Destination NSW, but not a certainty that at least one event will be supported in each of the 12 regional tourism regions, depending on the quality of the applications received. (This excludes Sydney and Greater Sydney, which refers to the geographic region that is bounded by the Nepean and Hawkesbury Rivers to the west and north and by the Royal National Park to the south. (Refer to maps on last page of the Conditions). A fact sheet on the Regional Flagship Event Program can be downloaded at support-for-events. Destination NSW reserves the right not to award funding in any region if the applications are of insufficient merit in the opinion of the Panel. Destination NSW also reserves the right in these circumstances to allocate funding for other purposes within that region, eg training, regional event marketing but is not obliged to do so. THE FUNDING APPLICATION AND SELECTION PROCESS Eligibility Potential applicants should note that: Events that have previously received funding under the Annual Program may be eligible to receive funding under the 2013 Program however Post Event Evaluations previously submitted will not be taken into consideration by the Panel. Events that have already received 3 rounds of annual funding can only apply for triennial funding. Events that have previously received funding under the Triennial Program are not eligible to receive any further funding under the Program. The event must have been operating for a minimum of two years prior to applying for Regional Flagship Event Program funding. There are two stages to the process. Stages one and two are assessed by the Destination NSW Assessment Panel. Both stages are weighted, the Expression of Interest is worth 20 points and the Application is worth 100 points. Expressions of Interest (EOI) Expressions of Interest (EOI) Forms and electronic copies of these Conditions are available from our website destinationnsw.com.au/regionalflagship or contact David Moretti, Coordinator Regional Tourism Events Program on or david.moretti@dnsw.com.au The EOI form for the 2013 Program must be submitted through electronic application and received by Destination NSW no later than Tuesday, 2nd October The form must be a maximum of 6 pages in length. Forms received after 5:00pm on this date will not be accepted. Receipt of applications will be acknowledged by return once you have submitted your Expression of Interest. If you do not receive a confirmation of your Expression of Interest please contact David Moretti on Facsimiles will not be accepted. The EOI forms will be assessed by Destination NSW. If your EOI is unsuccessful you will be informed in writing. If your EOI is successful you will be informed in writing and invited to apply for funding by application. At this time, details to access the full application will be enclosed. 3

4 Application process If you have been successful in Expression of Interest (EOI) you will then be invited to apply for funding and will be able to access a detailed application form (Application Form). As a checklist for Event Organiser, before submitting your Application Form, please make sure you: Are aware of the Destination NSW marketing strategy for Regional NSW and the marketing area that your event falls within. For details go to For further information contact the Regional Marketing unit at Destination NSW (see page 7). Contact your relevant RTO (see page 8) to discuss your event relevance within local RTO planning. Note: This should have been done as part of the Stage One or Expression of Interest process. Ensure this list of key conditions has been reviewed and met. Please submit your Application Form by post to be received by the date advised. Application Forms for the 2013 Program will only be accepted if they are received by 5pm on the date advised. Application Forms received after 5pm on that date will not be accepted. applications will not be accepted. TWO copies of each Application Form are required as follows: Original application to: David Moretti Coordinator Regional Tourism Events Program Destination NSW GPO Box 7050 SYDNEY NSW 2001 Photocopy to: Your Regional Tourism Organisation (Refer to the attached list for address and contact details) Your application will be assessed by the Panel after being reviewed by the relevant Regional Tourism Organisation (RTO). Successful applications will then be endorsed and announced by the Minister for Tourism. You will receive a letter of notification following this announcement. The Panel The Panel will consist of representatives from a range of organisations with at least one person from; Destination NSW; Australian Centre for Event Management; Tourism Industry Representative About the Regional Flagship Event Program - What will the Panel look for? An event selected by the Panel to receive Program funding must satisfy the aims of the Program namely, to identify and support the tourism marketing activities of Events that: Have the strong support of the local council. Have the strong support of the regional tourism industry. Have the opportunity to be effectively packaged for tourism. Have a well structured and organised management committee with the ability to handle issues such as public liability and insurance matters. The Event must have adequate public liability insurance and other relevant insurance cover. The successful applicant must provide certificates of currency in respect of all insurances in relation to the Event to Destination NSW before any funding will be released. Attract overnight tourists from outside the immediate locality to the Event. Have a developed marketing plan (Marketing Plan) which demonstrates the capacity to grow overnight tourist traffic incrementally over the period of funding. The Marketing Plan must clearly define objectives, measurable outcomes and identify target markets. Must be able to prove that the Event has at least 80% of its activity physically based in NSW. 4

5 The Event must be operating for two years prior to funding from Destination NSW. Occur outside the peak tourism seasons for that area, i.e. during the off peak/shoulder season. Are sustainable. It is important that events are able to demonstrate that they will not be reliant on continued support from Destination NSW for their long-term survival or growth. This can be evidenced if the Event has: Strong business/corporate support, The potential to grow and become self-funded, and Been established and operational for 2 years or more, but still has the capacity to increase overnight tourists. EVENT SPONSORSHIP / PARTNERSHIP Destination NSW is exploring the potential of working with a number of marketing partners (Destination NSW Marketing Partners) to assist in the delivery of its marketing activities, including the Program, and to be involved in the funding thereof. It is mandatory that event organisers provide a complete list of all existing and/or confirmed event sponsors/ supporters at the time of applying for sponsorship under the Program. Subject to there being no conflict between a Destination NSW Marketing Partner and an existing and/or confirmed Event sponsor, Destination NSW reserves the right to introduce a Destination NSW marketing partner to assist in the delivery of the Event marketing program. The granting of any sponsorship funding under the Program will be subject to this reservation. EVENT MARKETING AND COLLATERAL All marketing collateral and advertising associated with the Program (and therefore, with the funded Events) must carry: Destination NSW logos. Subject to there being no conflict with an existing Event sponsor (as listed in the event organiser s application), the logo of any Destination NSW Marketing Partner organisation that Destination NSW may introduce to assist with the marketing of the Event. Destination NSW must approve all marketing and advertising material at the concept stage and again prior to publication. Destination NSW will require a minimum of 5 days to review the material at each stage. Destination NSW (together with any relevant Destination NSW Marketing Partner) reserves the right to negotiate the location, priority and prominence of any logos placed on collateral. FUNDING OF EVENT MARKETING ACTIVITIES Funding monies If an application is successful, Destination NSW will invest marketing support funds into the Event, up to the amount granted by Destination NSW. To encourage inbound visitation, this money must be spent on promoting the event to regions outside the RTO area in which the event is to be held. Funding provided by Destination NSW to successful Events may be either of, or a combination of: 1. Monetary funding - successful Events will either be funded up to the value of: (a) $10,000 for the year (as part of an Annual Program); or (b) $20,000 per year for each of the three years (as part of a Triennial Program) 2. Marketing in-kind funding such as social media, direct marketing, printing, signage etc to the values listed above. Destination NSW, the Event organiser and any Destination NSW Marketing Partner will undertake discussions to agree the value of any marketing assistance that could be provided by the Destination NSW Marketing Partner. Destination NSW will deduct any such decided assistance as in-kind value from any sponsorship funding provided by Destination NSW. 5

6 Destination NSW s Discretion No funding application is guaranteed to result in sponsorship funding from Destination NSW. No applicant is guaranteed sponsorship funding to the full amount requested in its application. Destination NSW reserves the right to vary the amount of sponsorship funding at any time. Destination NSW also reserves the right to vary the terms of sponsorship funding at any time. The number and location of Events that will be sponsored by Destination NSW will be determined by Destination NSW in its discretion. Sponsorship funding for this program is available for events taking place between 1 January and 31 December 2013 although Destination NSW reserves the right to vary this as it requires. In general, following selection of successful sponsorship applications relating to this period, no further funds will become available until the following year. The provision of sponsorship funding from Destination NSW to successful applicants will be subject to the Event organisers/ committees entering into and abiding by the terms of a service agreement to be signed between the event organiser and Destination NSW (the Service Agreement). To view the Destination NSW Service Agreement extract please contact david.moretti@dnsw.com.au If the event organiser does not enter into the Service Agreement or breaches its obligations under the Service Agreement, Destination NSW reserves the right not to provide the funds or to claim a refund of any funds already provided in respect of the Event. The Use of Sponsorship Monies The event-marketing activities that will be supported by the funding must: Be directed at specific domestic and/or international markets outside the immediate region or area of the event; and Aim to increase tourism business by influencing visitors intention to travel to the region and to extend their length of stay. Funding will only be made available to enhance the marketing and promotion of the Event and is not intended to replace previous or other event funding. Sponsorship monies must be expended on marketing and promotional costs for example, costs may include advertising and market research. The standard of all visual communication materials (advertising, fliers, posters, image gallery etc.) must be of an appropriately high, professional quality. If required, funding monies should be used to achieve this quality standard. A photo brief can be downloaded from the Corporate website Sponsorship monies must not be used: As prize money or contributions to charitable groups. (Where some event proceeds go to charity, evidence will be required to show adequate funds are retained for the ongoing operation of the event), or For performer/artist fees, infrastructure costs, or general administration costs. 6

7 OTHER CONDITIONS The budget for expenditure of sponsorship monies, drawn from the Event Marketing Plan, must be agreed upon by the event managers and Destination NSW and submitted to Destination NSW for approval. Once approved, the budget will form a schedule (or attachment) to the Service Agreement. Progress reports on the Event (including its marketing) are to be submitted to the relevant RTO and Destination NSW at agreed regular intervals, and in accordance with the Service Agreement. Other conditions in the Service Agreement include provision of a detailed evaluation and financial statement detailing expenditure of the sponsorship, which must be provided within three (3) months of the completion of the project. Failure to submit this evaluation report and financial statement may jeopardise the applicant s future eligibility for Destination NSW funding. Destination NSW reserves the right as a condition of funding to make use of Event data for the purposes of market research and evaluation to enable long-term development of New South Wales events. Should an application be successful all records relating to the Event including expenditure must be retained by the applicant and made available for audit purposes, if required. All Program Events being financially supported by Destination NSW will be encouraged to consolidate their financial position through the seeking of corporate and other support whilst they are part of the Program. IMPORTANT CONTACTS AT DESTINATION NSW Coordinator Regional Flagship Events Program David Moretti GPO Box 7050 Sydney NSW 2001 Ph: (02) Mobile: david.moretti@dnsw.com.au Manager, Regional Event Development Steve Keogh GPO Box 7050 Sydney NSW 2000 Ph: (02) steve.keogh@dnsw.com.au Manager, Regional Tourism Partnership Programs Mandy Bellingham GPO Box 7050 Sydney NSW 2001 Ph: (02) Mobile: mandy.bellingham@dnsw.com.au Get Connected Team Get Connected Team Ph: getconnected@tourism.nsw.gov.au 7

8 NEW SOUTH WALES REGIONAL TOURISM ORGANISATIONS Blue Mountains James Shearer Blue Mountains Tourism Ltd Locked Bag 1011 KATOOMBA NSW 2780 Ph: F: (02) M: Central Coast Oliver Philpot Central Coast Tourism PO Box 7177 KARIONG NSW 2250 P: (02) F: (02) M: E: Inland NSW Graham Perry c/o-destination NSW Level 2, 55 Harrington Street THE ROCKS NSW 2000 Ph: M: E: Mid North Coast Belinda Novicky Mid North Coast NSW Tourism PO Box 262 PORT MACQUARIE NSW 2444 Ph: (02) F: (02) M: Central NSW Lucy White Central NSW Regional Tourism Org PO Box 1261 BATHURST NSW 2795 M: E: Hunter Jo Thomas (Interim) Hunter Regional Tourism Organisation PO Box 137 THORNTON NSW 2322 P: (02) F: (02) M: E: Lord Howe Island Sarah Anderson Lord Howe Island Tourism Association c/o- Pinetrees LORD HOWE ISLAND NSW 2898 Ph: (02) M: E: Northern Rivers Belinda Novicky Mid North Coast NSW Tourism PO Box 262 PORT MACQUARIE NSW 2444 Ph: (02) F: (02) M:

9 Murray Mark Francis PO Box 357 ECHUCA VIC 3564 Ph: (03) M: Snowy Mountains Peter Sheppard Tourism Snowy Mountains PO Box 663 JINDABYNE NSW 2627 P: (02) F: (02) M: E: Riverina Linda Tillman Riverina Regional Tourism PO Box 50 Marrar NSW 2652 Ph: (02) F: (02) M: South Coast NSW Tom Phillips South coast Regional Tourism Organisation PO Box 42 NOWRA NSW 2541 Ph: (02) F: (02) M:

10 SYDNEY PRECINCTS Below is an outline of the Sydney Area. If an event falls within the Sydney precinct below it is not eligible for Regional Flagship Event Program funding. 10

11 TWEED KYOGLE LISMORE BYRON BALLINA MOREE PLAINS TENTERFIELD RICHMOND VALLEY UNINCORPORATED BOURKE BREWARRINA WALGETT GWYDIR INVERELL GLEN INNES SEVERN CLARENCE VALLEY NARRABRI GUYRA COFFS HARBOUR URALLA ARMIDALE DUMARESQ BELLINGEN NAMBUCCA COONAMBLE GUNNEDAH TAMWORTH REGIONAL KEMPSEY WALCHA BROKEN HILL CENTRAL DARLING COBAR BOGAN WARREN NARROMINE GILGANDRA DUBBO WARRUMBUNGLES KYOGLE LIVERPOOL PLAINS TWEED UPPER BYRON LISMOREHUNTER BALLINA GLOUCESTER HASTINGS GREATER TAREE CENTRAL DARLING BOURKE WENTWORTH COBAR BREWARRINA BALRANALD BOGAN WAKOOL RICHMOND DUNGOG GREAT LAKES TENTERFIELD MID VALLEY MUSWELLBROOK MOREE PLAINS WELLINGTON WESTERN REGIONAL SINGLETON MAITLAND PORT STEPHENS GWYDIR LACHLAN PARKES INVERELL GLEN INNES CESSNOCK NEWCASTLE SEVERN CLARENCE LAKE MACQUARIE CABONNE VALLEY WALGETT ORANGE BATHURST HAWKESBURY WYONG CITY OF FORBES REGIONAL LITHGOW GUYRA GOSFORD CARRATHOOL BLAYNEY COFFS NARRABRI HARBOUR BLUE COWRA BELLINGEN MOUNTAINS WEDDIN URALLA ARMIDALE BLAND OBERON DUMARESQ NAMBUCCA WOLLONDILLY SUTHERLAND TAMWORTH COONAMBLE GRIFFITH YOUNG REGIONAL GUNNEDAH BOOROWA KEMPSEY TEMORA UPPER WOLLONGONG HAY LEETON WALCHA LACHLAN WINGECARRIBEE COOTA- HARDEN SHELLHARBOUR MUNDRA MURRUMBIDGEE COOLAMON KIAMA NARRANDERA HASTINGS WARREN WARRUMBUNGLES LIVERPOOL JUNEE GOULBURN PLAINS YASS MULWAREE GILGANDRA GUNDAGAI VALLEY SHOALHAVEN CONARGO URANA GREATER WAGGA UPPER TAREE LOCKHART WAGGA GLOUCESTERQUEANBEYAN JERILDERIE HUNTER TUMUT CITY COUNCIL NARROMINE DUBBO DENILIQUIN ACT PALERANG LACHLAN MURRY PARKES BERRIGAN GREATER HUME DUNGOG GREAT LAKES COROWA SHIRE MUSWELLBROOK MID TUMBARUMBA WELLINGTON WESTERN REGIONAL ALBURY SINGLETON MAITLAND PORT STEPHENS COOMA- MONARO CESSNOCK NEWCASTLE LAKE SNOWY MACQUARIE RIVER CABONNE EUROBODALLA REGIONAL TOURISM ORGANISATIONS IN NSW BALRANALD CARRATHOOL N BLAND FORBES WEDDIN ORANGE BATHURST HAWKESBURY WYONG CITY OF REGIONAL LITHGOW GOSFORD BLAYNEY BLUE COWRA MOUNTAINS OBERON BOMBALA BEGA VALLEY Inland NSW Outback Inland NSW Capital Country Inland NSW New England WAKOOL WOLLONDILLY SUTHERLAND GRIFFITH YOUNG BOOROWA TEMORA UPPER WOLLONGONG HAY LEETON LACHLAN WINGECARRIBEE COOTA- HARDEN SHELLHARBOUR MUNDRA MURRUMBIDGEE COOLAMON KIAMA NARRANDERA JUNEE GOULBURN Revised February 2010 YASS MULWAREE GUNDAGAI VALLEY SHOALHAVEN CONARGO FOR URANA INTERNAL USE ONLY WAGGA LOCKHART WAGGA QUEANBEYAN JERILDERIE TUMUT CITY COUNCIL DENILIQUIN ACT PALERANG BERRIGAN GREATER HUME MURRY COROWA SHIRE TUMBARUMBA ALBURY COOMA- EUROBODALLA MONARO SNOWY RIVER BEGA VALLEY BOMBALA Inland NSW Central NSW Riverina Murray Snowy Mountains South Coast Central NSW Blue Mountains Central Coast The Hunter Mid North Coast Northern Rivers Lord Howe Island Sydney 11