CITY OF CAPE TOWN Draft Events Policy

9 May 2013

Agenda

Welcome B. Shafer

Introduction A. Groenewald

Events Policy Presentation T. Cullen

Questions and Answers All

Events and the City

IDP strategic objective.

Strong track record and global brand in events 

Events destination of choice

Improve business perceptions

Fine-tune permitting of Events

 Event platform to catalyse Economic growth,

Job creation,

Social inclusivity and

Environmental goals.

Strategy into ActionVarious tools to implement

Strategy – IDP, IES, City’s TEAM Strategy

Events By-Law – Review June 2013

Staffing –On-going

Systems – Special Events

Committee March 2013

Policy – Target Adoption

May 2013

Budget – Approval May 2013

Desired Outcomes

The Events Policy aims to:

• Create mutually beneficial outcomes for Cape Town residents, businesses and visitors

• Guide the City in managing event related activities in an efficient and effective manner

• Create an enabling mechanism for new approaches to event initiatives

• Create stability in the events Calendar and hosting great events

IDP Alignment

Opportunity City

Safe City

Caring City

Inclusive City

Well-run City

1

2

3

4

5

Cape Town according to the

IDP Mandate

Purpose of the Policy

Alignment to: the new Directorate: TEAM

The IDP

Sports and Recreation Act

Promote collaboration & cooperation between internal & external stakeholders

Defines how the City will work

This policy applies to

Events where City services are required

Events where city certification is required

Cultural, Business and Sporting Events of Strategic significance

This policy does not apply to

Workshops organised by City departments

Gatherings, as defined in the Gatherings Act

Private or community function which do not require certification or the services of the City

Policy Directive

1. Classification of Events

2. Events Calendar

3. Event Support

4. Event Bidding

5. Event Permits

6. Inter governmental Coordination

Policy Directive

7. Hospitality

8. Guest list Management

9. Ticket Distribution

10. Event Marketing

11. Event Services

12. Role of City Structures

Classification of Events

Bidding (future)

International Events (attracts tourists &

marketing)

CT Iconic Events (attracts tourists and marketing

potential)

Incubator Events (potential to attract tourists)

Community Events (for mainly CT public)

* This classification does not take into consideration SAPS Risk classification, which forms part of the Permitting process

CT Iconic Events CT Incubator Events 

CT Leverage Events Bidding/International

Community

ABSA Cape Epic Cape to Rio Creative Economy Conference

Convention Bureau bidding assistance

Khayelitsha Festival

Big Concerts Food and Wine Festival World Design Capital Peace Laureates Event Festive Season Sub-Council Events

Cape Argus Pick n Pay Cycle Tour

Cobra’s Events Chelsea Flower Show Direct approaches to the City

Gugulethu Festival

Cape Town Fashion Week 

Stormers Events Tourism Indaba English Premier League Clubs

Kite Festival

Cape Town International Jazz Festival

Minstrels Tweede Nuwejaar Sports and Tourism Exchange

National Government Departments

Military Tattoo

Design Indaba Gun Run Edinburgh Festival National Sports Federations

Minstrels other marches

J&B Metropolitan Lion of Africa Open    CHAN 2014 Mayoral Community Activation Events

Mining Indaba 

Cape Town Carnival MAWLID 1434

Mother City Queer Party 

Cape Town Tens Mamre Festival

National Sports Teams (Bafana, Springboks, Protea’s)

Sunshine D/Polar Ice cream Big walk

Toy Run

Old Mutual Two Oceans Marathon

Discovery Big walk Community Chest Festival & Twilight run

The Loeries 

PSL Clubs Voice of the Cape Festival

World Economic Forum, Africa Forum

Switch-on of the Festive Lights

Police Day 

  Cape Town Marathon Mitchelsplain Festival 

Le’Ormains Queens Plate Carols at Kirstenbosch 

Navy Festival & Airshoow

Events Calendar

Single City Calendar, managed by the Events Department• Minstrels• New Years Day

Test• MAWLID 1434• Suidoosterfees• Le Ormains

Queens PlateJan

• J&B Met• World

Paediatric• Mining Indaba• Red Hot CP• Design Indaba• PSL SoccerFeb

• Infecting the City

• CT Carnival• OMTOM• Cape Epic• PnP Cape

Argus• Human Rights

Day

March

• Metallica• Cape Town

International Jazz Fest

• Design Week• Ice Hockey

World CupApr

• World Economic Forum

• Small Towns• Justin Bieber• Bruce

Springsteen• Chelsea Flower

Show

May

• Youth Day• African Fashion

Week

June

• World Gym for Life

July

• Nelson Mandela Lecture

• Womens Month• PSL Soccer

startsAug

• Heritage Day• Cape Town

Marathon

Sept

• Transport Month

• Gun Run

Oct

• Lion of Africa Open

• Discovery Big Walk

• Kite Festival• Diwali Festival• Military Tattoo• Mitchelsplain

Festival

Nov

• Switch on of the Lights

• Blue Flag Beach Fest

• Reconciliation Day

• Malay Choirs• Kite & Windsurf

World Cup

Dec

ILLU

STRAT

IVE

Event Support

• Application Process • 90 days before the Event

• Guidelines available

Types of PartnershipsSponsor

Host City

Commercial Partnership

Event Organiser

Coordinator or City Services

Enabler

Support with a Financial Transfer Mechanism

• Annual Budget• Special Events

Committee

Support with No financial Transfer Mechanism

• Letter to the Executive Mayor

Oversight provided by the

Portfolio Committe

e for

TEAM

Event Bidding

City may wish to Bid for Events

City will screen for Events and develop a long-term Calendar

Decision making process through Special Events Committee

Responsible Department to budget for the Event in the applicable financial year.

Event Permit• Events Permits are required• City Events By-Law

Inter-governmental Coordination

An Information sharing forum will be established

Event Activities

The following activities occur at Events as part of the Marketing program:

Hospitality

Ticket Distribution

Guest list and Invitation management

Event Marketing

The following activities may take place in support of events as part of the financial transfer:

Event Services

Role of City StructuresC

ity H

ost

ing

De

part

me

nts • Initiates

Events • Initiates Bids• Provides

functional Content

• Project manages function specific events

City

Se

rvic

e D

ep

art

men

ts • Compliance with applicable Legislation

• Safety at Events

• Alignment with Strategic objectives

Su

b-C

ou

nci

ls • Local support to Events

• Compliance with applicable laws

Implementation

Immediate upon approval be Council.

Thank You, Dankie, Enkosi

Questions?