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City of Melbourne Triennial sponsorship program (TSP) Events Melbourne 2014–17

Information guide

Timeline

Applications open 9am, Monday 2nd June 2014

Applications close 5pm, Friday 20th June 2014

Assessment period June – September 2014

Notification to applicants End of September 2014

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ABOUT THIS GUIDE This document provides details about the City of Melbourne’s triennial sponsorship program (TSP) 2014–17 and what is required in order to submit an application for sponsorship through the program.

The TSP is focused on ensuring Melbourne is recognised as Australia’s events capital. Its aim is to improve public perception and enjoyment, help events to be staged throughout the city and enhance the quality and variety of events hosted here.

The TSP supports two categories of events under this program which are classified as commercial events and community events.

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CONTENTS

About the triennial sponsorship program ................................................... 5

Introduction ................................................................................................... 5

City of Melbourne grants and sponsorships ................................................. 5

Overview ...................................................................................................... 6

Funding period 2014 -17 .............................................................................. 6

Cash sponsorship ......................................................................................... 7

In-kind sponsorship ...................................................................................... 7

Checklist for Contacting SP and L ................................................................ 9

Applying for in-kind only sponsorship ........................................................... 9

Melbourne city marina .................................................................................. 9

Permits ......................................................................................................... 9

WHO CAN APPLY ........................................................................................ 10

Eligibility criteria for commercial and community event applicants ............. 10

Ineligible events for commercial and community event applicants ............. 11

Qualification criteria for commercial event applicants ................................. 12

Qualification criteria for community event applicants .................................. 12

HOW TO APPLY ........................................................................................... 13

Application forms ........................................................................................ 14

Evaluation criteria ....................................................................................... 14

Application checklist – Required documentation ........................................ 15

Submission ................................................................................................. 15

Support material ......................................................................................... 16

SPONSORSHIP CONDITIONS ..................................................................... 16

TSP sponsorship agreement ...................................................................... 16

Event acquittal ............................................................................................ 17

Financials ................................................................................................... 17

Management of the sponsorship ................................................................ 18

Sustainable commitment – events .............................................................. 18

Disclosure of applicant information ............................................................. 18

Privacy statement relating to application submission ................................. 18

GENERAL CONDITIONS .............................................................................. 19

Canvassing ................................................................................................. 19

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Addendum .................................................................................................. 19

General terms and conditions ..................................................................... 19

CONTACTS AND ASSISTANCE .................................................................. 21

TSP Funding and activation team .............................................................. 21

Other assistance available ......................................................................... 21

Online application assistance ..................................................................... 21

HOW APPLICATIONS ARE ASSESSED...................................................... 22

Assessment process .................................................................................. 22

APPENDIX 1 Council goal definitions ............................................................ 24

APPENDIX 2 Evaluation Criteria commercial events ..................................... 26

APPENDIX 3 Quick fact sheet for commercial events ................................... 29

APPENDIX 4 Evaluation critera community events ....................................... 30

APPENDIX 5 Quick fact sheet for community events .................................... 33

APPENDIX 6 WIP template ........................................................................... 34

APPENDIX 7 Internal branch information ...................................................... 35

APPENDIX 8 Sponsorship agreement template ............................................ 43

APPENDIX 9 Sponsorship agreement template – KPI Document ................. 60

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ABOUT THE TRIENNIAL SPONSORSHIP PROGRAM

Introduction

This document provides comprehensive details of all the requirements for making an application to the City of Melbourne’s triennial sponsorship program (TSP) (Events Melbourne) 2014–17. The City of Melbourne Council Plan 2013–17 identifies Council’s goal to capitalise on our international profile as a sporting city and promote our world famous events to ensure people continue to visit and take part in our diverse events and activities calendar. City of Melbourne recognises events play an important part in the city’s wellbeing by helping to activate precincts, raise the city’s profile, assist in building relationships, deliver economic benefit and enliven the city.

City of Melbourne Grants and Sponsorships

City of Melbourne offers grants and sponsorships to the public across a diverse range of areas including Community Services, Active Melbourne, Events Melbourne, Small Business, Social Enterprise and Arts and Culture. Details of these opportunities are available at our website: http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/Pages/GrantsandSponsorship.aspx Events Melbourne offers two sponsorship programs:

The triennial sponsorship program (TSP) offered every three years.

The event partnership program (EPP), which is conducted on an annual basis and has two funding rounds a year.

Applicants can only apply for funding once per event per year and funding can be cash and/or in-kind. TSP recipients cannot directly apply for an annual EPP unless it is a completely separate event for which they are already receiving sponsorship.

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Overview

The TSP provides three year funding for organisations delivering major annual events that enhance Melbourne's local, national and international reputation as a major events leader. Funding is allocated per financial year.

The City of Melbourne’s TSP supports a diverse mix of major events including (but not limited to) sporting, cultural, fashion and events of national or cultural significance. The TSP is divided into two categories: commercial and community events. Each category is assessed separately to provide a fair evaluation against events of a similar nature. Through these partnerships, the City of Melbourne is keen to build genuine partnerships with organisations to assist in delivering its vision for Melbourne as a bold, inspirational and sustainable city. The success of an application is determined by its merits against the evaluation criteria of the TSP 2014–17 and in competition with other submissions under the same category.

Funding period 2014–17

Funding operates per financial year in line with City of Melbourne’s operations. The funding years for the current TSP round are as follows: Year One Mid October 2014 30 June 2015 Two 1 July 2015 30 June 2016 Three 1 July 2016 30 June 2017

Sponsorship can be in the form of a cash contribution and/or in-kind support. In-kind support consists of the use of City of Melbourne managed

public open space – see more detail below.

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Cash sponsorship

The previous TSP provided funding to 11 organisations for the period 2011–14. The 2011–14 triennial program budget was $1.4 million per annum. Typically events receiving TSP funding have received amounts from $50,000 per year in cash support. Applicants cannot apply for varying amounts per each year of funding across the three year funding period. The same amount applies for each of the three years. CPI will be added each year at a rate calculated by the City of Melbourne.

In-kind sponsorship

In-kind support is defined as the hire of City of Melbourne managed public open space. A list of public open spaces managed by City of Melbourne can be found at the following link:

http://www.melbourne.vic.gov.au/enterprisemelbourne/events/events/Pages/EventFees.aspx.

From 1 July 2012, a new fee structure was applied to all events and event activities booked in parks, gardens and civic spaces (such as squares) managed by the City of Melbourne.

If an event requests the use of City of Melbourne owned public-space outside of what has been outlined within their TSP application, this will not be accepted and the organisation will be required to pay the commercial fee quoted.

To secure a site fee quotation, applicants should contact the Strategic Planning and Logistics (SP and L) team on (03) 9658 8008 or by emailing events@melbourne.vic.gov.au prior to submitting your TSP application.

A fee quotation is a formal document that is provided by the SP and L team which outlines the site fees and charges for the space to be hired.

Note: A quotation does not mean that your site has been booked unless this

has been specifically requested with the SP and L team. If your event is successful in receiving sponsorship you will need to contact your designated SP and L team member to confirm this booking.

It should be noted that not-for-profit and charity organisations are entitled to an exemption on the $50-$200 application fee, however government and commercial organisations will still be required to pay this when finalising their booking.

In-kind support is treated as equivalent to cash and will be added to any cash component in order to determine the total funding request amount.

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All applications for support through the TSP must demonstrate strong alignment with the goals and objectives of the evaluation criteria.

In-kind support specifically excludes any costs associated with the following

items:

Park reinstatement fees incurred as a result of your event

Banner and signage hub related costs

TSAs (reserved parking)

Marketing

Parking permits

Town Hall hire or any other City of Melbourne owned indoor venue

POPE (Place of Public Entertainment Building Regulation Permit)

Planning, food/health, handbill or temporary trading permits.

Berthing permits

Temporary street trading permits

Fundraising permits

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Checklist for Contacting SP and L

Applying for in-kind only sponsorship

Please contact the funding and activation team directly on (03) 9658 9346 to discuss.

Melbourne city marina

If you are looking at utilising Melbourne city marina please contact the funding and activation team on (03) 9658 9346 to discuss your requirements before submitting your application.

Permits

All event permit requirements must be complete and submitted at least six weeks before the scheduled event date (individual permit timeframes do vary and should be checked). Failure to obtain the correct permits may result in sponsorship funding being either partially paid or totally withheld.

For more information on the types of permits and their associated lead times, please contact the SP and L team (Events Melbourne) on (03) 9658 8008 or via email to events@melbourne.vic.gov.au

Call SP and L to discuss your event

Specify in this discussion that you are applying for TSP Funding

If you are not filling out an online booking form ask for your dates and location to be ‘provisionally’ booked with reference to your TSP application

Obtain a pro-forma quote for space required

Attach this quote to your TSP online application

If your application is successful, call the SP and L team to confirm booking and deliver all required documentation

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WHO CAN APPLY When applying, events will need to select whether their event falls under the commercial category or community category. Commercial events: Events that operate with a commercial structure through the management of various revenue streams. These events generate significant commercial revenue through the sale of broadcast and media rights, commercial sponsorship, ticketing, membership etc. Events have a long standing history within the City of Melbourne, are delivered on an international scale, drive economic benefit for the city and generate widespread media exposure. Community events: Events that are typically managed by community based member-organisations and designed to acknowledge and celebrate important cultural traditions and milestones. Events actively engage and support Melbourne’s diverse community and are generally large in scale and of national significance. These events are widely accessible to the public and maintain a core focus on free programming that enlivens and activates the city.

If you are unsure of which category to apply under, please contact the Funding and Activation team on (03) 9658 9346.

Eligibility criteria for commercial and community event applicants

Organisations funded through the City of Melbourne TSP 2011–14 are eligible to re-apply. To be eligible for consideration for TSP funding 2014–17, the event must:

Meet the qualification criteria (as outlined on page 12).

Submit a completed online application form within the published dates with all required standard information completed and relevant Council goals questions completed. Late or incomplete submissions are not considered.

Submit a sustainability resource management template for your organisation.

Be staged primarily within the City of Melbourne municipality: http://www.melbourne.vic.gov.au/AboutMelbourne/CityMaps/Pages/Boundarymap.aspx

Ensure all in- kind requests are included within your TSP application as an official proforma quote. If an event requests the use of City of Melbourne owned public-space outside of what has been outlined within their TSP application, this will not be accepted and the organisation will be required to pay the commercial fee quoted.

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Propose and deliver significant engaging free public activities for each year of the triennial period within the boundaries of the City of Melbourne.

Include appropriate budget breakdown for the free component outlining how City of Melbourne funding will be utilised, including no outstanding debt to the City of Melbourne and must not be financially dependent on any City of Melbourne support.

Ensure that previous City of Melbourne grants and/or sponsorships have been acquitted and a post event report provided.

Not be currently funded through another area of City of Melbourne's grants and sponsorship programs or be a City of Melbourne owned event or part of that event.

Be a legal entity or auspiced by a legal entity.

Submit all required documentation as outlined under the application checklist section.

Upon approval of sponsorship, the organisation must maintain public liability insurance of not less than $20 million on terms acceptable to City of Melbourne and provide a certificate of currency.

Ineligible events for commercial and community event applicants

The TSP does not support: individuals City of Melbourne employees prize money, awards and trophy production events that are entirely tradeshows, conferences, teaching programs or

lectures ticketed exhibitions or galas ticketed film festivals ticketed and/or event only breakfast, lunches or dinners events that have a political purpose, or an application made by political

organisations events that denigrate, exclude or offend parts of the community events that are fully ticketed, with no free component/activation outlined

within their TSP application funding being directed to interstate or overseas travel or accommodation commercial theatre or concerts events that have already been funded through other City of Melbourne

programs or activities, another grant and sponsorship program or through an existing funding agreement with City of Melbourne.

(Please note: If an event has been awarded current EPP funding and is successful in being awarded TSP funding, the TSP funding supersedes and cancels the EPP funding, this only applies if the event has not taken place).

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Qualification criteria for commercial event applicants

To qualify for TSP funding a commercial event must demonstrate that it:

Is a large scale event with a long standing history with the City of Melbourne.

Has helped position Melbourne on a national or international stage.

Is staged within the City of Melbourne’s municipal boundaries with recognised history and profile.

Demonstrates that the majority of City of Melbourne funding is directed towards an engaging free city activation.

Outlines that the ‘free component’ is to be accessible and drive significant coverage of the City of Melbourne and must not be directed towards core operational costs.

Proactively presents opportunities to maximise visitor spend within the city driving commercial benefit to city retailers.

Proposes leveraging opportunities between the organisation and event to City of Melbourne programs.

Cannot be reliant on City of Melbourne funding to be delivered.

Has a proven track record of attracting large numbers of visitors to the event (at least 200,000 plus) into the central city and surrounds.

Attracts at least 40,000 to the free component.

Has a proven track record of attracting significant mainstream media coverage.

Qualification criteria for community event applicants

To qualify for TSP funding a community event must demonstrate that it:

Is a large scale community or cultural event of national (or cultural)

significance.

Is well known as an annual and traditional event within the City of Melbourne events calendar.

Attracts at least 50,000 attendees to the City of Melbourne for the event.

Is predominantly free due to the inherent nature of the event and subsequent programming.

Is able to deliver upon standard commercial sponsorship benefits.

Is able to maintain a standard level of programming during each year of the partnership.

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HOW TO APPLY

Step 1: Read the guidelines Read the triennial sponsorship program information guide.

Read the City of Melbourne Council Plan 2013–17.

Step 2: Contact the TSP team Determine whether you are eligible to apply and meet the

qualification criteria.

First time applicants in particular are encouraged to contact the TSP team to discuss whether they are suitable for the TSP or

EPP.

Step 4: Complete and submit Complete the online application form through SmartyGrants.

Refer to the SmartyGrants help guide for assistance.

Ask a colleague to read and double-check your application

Press the SUBMIT button on your application and all support

material by 5pm, Friday 20 June 2014.

Step 3: Preparation and research Explore such things as venue/location options; obtain tentative

quotes; confirm fees and staffing costs; seek support letters and compile your support material; develop your budget; apply for

relevant permits with the SP and L team etc.

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Application forms

Once an event has satisfied the eligibility criteria and has met the qualification criteria the application process can begin.

Applications are now being sought for the TSP for the period mid October 2014 to 30 June 2017. Key dates are as follows:

Applications open: 9am, Monday 2 June 2014

Applications close: 5pm, Friday 20 June 2014

All applications must be submitted online in full with all required supporting documents by the due date and in the manner set out in this document. No late or incomplete applications will be considered.

The application forms are divided into two sections:

1) required standard information about the event including supporting attachments

2) mandatory and elective goals section

By completing and signing the application declaration form, all applicants agree to comply with all guidelines, conditions and criteria outlined as part of the application process, sponsorship delivery and acquittal process.

Evaluation criteria

The evaluation criteria is derived from Council’s four year plan 2013–17 and is outlined within appendix 2 and 4. Applications will be evaluated against how effectively the event and proposed sponsorship activity can contribute and align to the plan’s goals and objectives through the evaluation criteria.

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Application checklist – Required documentation

Applicants can refer to the below list and to the application checklist to ensure they are submitting a complete application. Both lists cover everything that is needed for submitting a complete application.

Completed all required standard information

Completed two mandatory Council goals and one elective goal

Attached event business plan 2014–17 for free component (incorporating marketing and communications plan and budget breakdown)

Attached sustainability resource management template for organisation

http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventsMelbourneSponsorships/Pages/SustainableEvents.aspx

Completed Good Access is Good Business Checklist

http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventsMelbourneSponsorships/Pages/SustainableEvents.aspx

Attached proforma quotation for in-kind amount (if applying for use of City of Melbourne owned public space).

List of proposed sponsorship benefits (as outlined under ‘A prosperous city’)

Submission

Applications must be submitted online through the SmartyGrants TSP application process. Supporting soft copy documents may be included with your application.

Submit your application online via the link on the TSP webpage which will be live 9am on Monday 2 June 2014.

If you are unable to submit your application online, please contact a member of the Funding and Activation team via eventsponsorship@melbourne.vic.gov.au or the contact details on page 21.

Note: it is your responsibility to check your application has been received.

Applicants will receive an electronic reply acknowledging receipt of the TSP application within two business days of submission. Please contact the funding and activation team if you do not receive this

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notification within the specified period. It is the applicant’s responsibility to check whether the application has been received.

Acknowledgement of the receipt of application does not mean the application has been checked for eligibility and that all components have been submitted correctly, nor does such notification imply guaranteed funding.

The closing time for applications is 5pm, 20 June 2014. Applications lodged after the closing time will not be accepted.

Support material

The preferred way to attached support material in SmartyGrants is as a PDF. Please submit all images compiled into one PDF file.

When Naming Files please refer to the following convention:

Org Name/Event Name/Doc Name/Year.

SPONSORSHIP CONDITIONS

TSP sponsorship agreement

Successful applicants will be required to sign a standard TSP sponsorship agreement; a draft example example is available as appendix 8 and 9 which details the conditions of the TSP. All agreements will be written on a standard City of Melbourne agreement template outlining agreed KPIs. Within reason, the applicant needs to accept the funding terms as identified in the template. The sponsorship agreement includes the following:

Identification of Council’s goals and objectives aligned to your event;

Sponsorship rights and benefits to the City of Melbourne with the ability to demonstrate their link to the evaluation criteria;

Financial aspects of the agreement. Customary arrangements, each financial year, be delivered in four x 25% payments where 50% is paid prior to the event and 50% is paid upon its successful conclusion and receipt of an acquittal report;

Legal requirements including, insurance and indemnity etc

There is a requirement to finalise annual key evaluation criteria for each year of the TSP. The key evaluation criteria will establish the outcomes recipients are committed to achieving for the City of Melbourne each year;

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A requirement to acquit each year of the TSP, eight weeks post event, based on the established key evaluation criteria to align with City of Melbourne’s reporting requirements; and

Sustainability resource management yearly measures

The sponsorship agreement will be reviewed and amended each year according to Council goals and objectives.

Event acquittal

The acquittal report date is eight (8) weeks following the conclusion of the event unless otherwise agreed in the sponsorship agreement. The acquittal report should include, but is not limited to the following information:

The strengths and weaknesses of the event in both logistical and economic terms;

The results of all research undertaken regarding customer satisfaction, recognition and awareness levels and economic impacts; and

Delivery against all KPIs. The acquittal report must be supplied electronically via SmartyGrants and be supported where possible with photographic and/or video documentation and should include methodology and/or details listed below, as outlined by your designated account manager:

visitation to the city as a result of the event;

customer satisfaction of the event;

retailer satisfaction of the event;

any evidence to support an economic benefit to Melbourne derived from the event (commercial events only);

how the event achieved/exceeded the key evaluation criteria in both qualitative and quantitative terms; and

media clippings.

Financials

It is an expectation that both commercial and community events outline as part of their event application and acquittal report (for each year) their budget for the free component and how City of Melbourne’s funding is utilised. Note that this funding may also be utilised for any economic impact studies required, attendance or sustainability measures required to address the City of Melbourne’s acquittal report. Events will be required to complete a statutory declaration as part of their event acquittal to attach to the financial section of your report.

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Management of the sponsorship

City of Melbourne wishes to partner with events that demonstrate they are leaders in event management. If you are successful in receiving sponsorship it is an expectation that you will:

- Lead and drive the sponsorship. - Provide regular communication and updates. - Manage the updating of the City of Melbourne Work In Progress (WIP)

template for each year (see appendix 6) and relevant deadlines for delivery of sponsorship benefits.

- Proactively update your TSP project coordinator of any changes in the strategic direction of your event and/or sponsorship.

Sustainable commitment – events

As City of Melbourne continues to work towards its goal of becoming a sustainable city it is imperative that all sponsored events address environmental impact and demonstrate progress improvement in sustainable event delivery. Therefore, as a new requirement for the 2014–17 TSP, specific measures will be implemented as part of your Sustainability Resource Management template and these will need to be reported on year-on-year. A guidance sheet has been provided with the template available here.

Disclosure of applicant information

Council is committed to openness and transparency in its decision making process.

If any applicant wishes to include information in their application that they designate “confidential”, then any such information must be clearly labelled. The applicant must provide justification for this classification. City of Melbourne will not accept applications which have a confidential classification applied to the whole submission.

City of Melbourne will take all reasonable steps to maintain confidentiality where indicated in an application. If that information becomes the subject of a request for access under the Freedom of Information Act, the views of the applicant will be sought prior to Council determining whether such details are exempt under the Freedom of Information Act.

It should be noted that applications (excluding those parts of an application that is justified as being confidential) may be considered in a Council or Committee meeting where members of the general public are present.

Privacy statement relating to application submission

The City of Melbourne is committed to protecting your privacy. The information requested on the application form is being collected by City of Melbourne for the purpose of assisting with the assessment of applications for grants and sponsorship. All information collected is securely stored in

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SmartyGrants and City of Melbourne computer systems. The personal information will be disclosed to assessment panel members for the purpose of assessing your application. It will not be disclosed to any other external party without your consent, unless required or authorised by law. If the personal information is not collected, City of Melbourne may have difficulties in contacting you in a timely manner in relation to your application. If you wish to alter any of the personal information you have supplied to City of Melbourne, please contact City of Melbourne via telephone (03) 9658 9658 or email contact@melbourne.vic.gov.au

By submitting an application you consent to the City of Melbourne publishing the successful applicant's name, project name and description and amount funded on our website. This information may also be used for promoting the City of Melbourne’s sponsorship and grants program more generally.

GENERAL CONDITIONS

Canvassing

Canvassing or lobbying of Councillors, employees of the City of Melbourne or assessment panel members in relation to any grant or sponsorship application is strictly prohibited throughout the application process.

No consideration will be given to an application submitted by an applicant where such lobbying has been proven to have taken place.

Addendum

Any time prior to the application closing time, City of Melbourne may issue an addendum to this document. Any addendum, if issued, will be posted on City of Melbourne’s website on www.melbourne.vic.gov.au. Applicants are solely responsible for ensuring they remain fully informed of any addendum and should regularly check the City of Melbourne website.

General terms and conditions

If your application is successful, you will be required to:

Meet with your triennial sponsorship program coordinator to develop and sign a sponsorship agreement including a KPI document with the City of Melbourne and provide an acquittal report at the end of the project.

Issue the City of Melbourne with a tax invoice for the sponsorship amount.

Comply with all City of Melbourne public event requirements, including all permits in discussion with the Strategic Planning and Logistics team.

Sponsorship amounts will not be paid until all requested information has been supplied.

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Sponsorship monies may not be used for any purpose other than for which it is agreed, without the written permission of the City of Melbourne.

The City of Melbourne will not be responsible for shortfalls in project budgets if the organisation is unable to meet project costs.

For further info on general event permit terms and conditions follow the below link;

https://www.melbourne.vic.gov.au/ParksandActivities/OrganisingEvents/Pages/Termsandconditions.aspx

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CONTACTS AND ASSISTANCE

TSP Funding and activation team

Contact details for members of the triennial sponsorship team:

Laurena Abraham (03) 9658 9346 laurena.abraham@melbourne.vic.gov.au

Emily Fisher (03) 9658 8767 emily.fisher@melbourne.vic.gov.au

Kiran McInnes (03) 9658 8570 kiran.mcinnes@melbourne.vic.gov.au

Other assistance available

Interpreters

If you need an interpreter when calling the City of Melbourne, please call Language Link on 9280 0726 or call TTY 61 3 9658 9641.

Hearing impairments

Applicants with hearing impairment can contact the City of Melbourne using TTY: 03 9658 9461

Tax advice

The Australian Taxation Office considers grants and sponsorships as taxable income. The tax office can help with information on tax, including GST. Call 13 2866 or visit www.ato.gov.au for further information.

Online application assistance

If you need technical help completing the online form, the SmartyGrants staff are available to assist you. Contact SmartyGrants help desk on (03) 9320 6888 during business hours or email service@smartygrants.com.au and quote your application reference number.

Applicants can also refer to the SmartyGrants help guide SmartyGrants help guide.

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HOW APPLICATIONS ARE ASSESSED

Assessment process

Applications will firstly be checked to confirm the eligibility and qualification criteria are met, then all compliant applications are formally reviewed and an assessment tool scores the responses against the evaluation criteria. This assessment tool applies an equitable measure of an event’s capacity to align to selected Council goals. Objectives and relevant weightings outlined for each Council goal can be found within appendix 2 and 4.

Following assessment, sponsorship recommendations are tabled for consideration and discussion by an internal panel consisting of representatives from Business and International, Tourism, Events, Small Business and other relevant areas of City of Melbourne. Panel members may review original application documentation prior to the internal panel meeting. The panel evaluates all applications according to the published evaluation criteria, the scoring results, and in competition with all other applications.

Following the internal panel meeting, recommendations will be finalised by the Events Melbourne branch and prepared for submission for Council consideration.

The final decision on all recommendations is made by the Council.

It is anticipated that recommendations for the 2014–17 TSP will be considered by Council in August 2014 and the outcome will be communicated to applicants in September 2014.

All applicants will receive written notification of the outcome of the application. An applicant shall not be deemed to have received sponsorship until City of Melbourne has forwarded a confirmation letter to the email provided on the application form.

A list of successful applicants, together with the amounts awarded, will be published on the City of Melbourne website once all applicants have been notified.

Through assessment the application may be recommended for part funding (cash and/or in-kind). This decision is carefully considered with the view of maintaining the integrity of the proposal. The City of Melbourne reserves the right to reject any application that does not meet the eligibility, qualification and/or evaluation criteria. The City of Melbourne also reserves the right to request further information in considering any application. In order to complete the application process a sponsorship agreement will be required to be developed with successful applicants. Events Melbourne will assign a project coordinator to work with successful applicants to develop the agreement and subsequent working partnership.

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The maximum amount of funding that the City of Melbourne may provide in each year is the amount approved by Council. Payments will be made in four x 25 per cent milestone payments and will be outlined within the financial section of the agreement. Despite any other provision of this agreement, the City of Melbourne reserves the right to reduce or cease funding in any year of the agreement if it considers the proposed program for the event and the benefits to the City of Melbourne from the event are not to the reasonable satisfaction of the Council.

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APPENDIX 1 COUNCIL GOAL DEFINITIONS

MANDATORY GOALS

These are goals that Events Melbourne align with and it is a requirement that both commercial and community events applying through the TSP align and respond to all questions under this goal.

A city for people

This objective aims to attract visitation to the city through a range of high quality, engaging and welcoming events which are inclusive, accessible and free, allowing a range of community sectors to connect with Melbourne’s diverse event calendar. This objective also aims to contribute to a safer city for residents and visitors through event activation during the evening, which offers a different experience to other late night entertainment offerings.

A prosperous city

This objective aims to increase Melbourne’s reputation as a vibrant city by supporting and promoting free and accessible local and international events. These events will increase the flow of visitors (local, interstate and international) to key city areas including Docklands, will engage local business and drive significant exposure and economic impact to the City of Melbourne.

ELECTIVE GOALS

Each commercial or community event must pick one additional goal that aligns strongly with their event.

A creative city

This objective aims to support, promote and reinforce Melbourne’s reputation as a creative city by increasing the diversity of programming of events, and to ensure easy access to participate and attend events with cultural expression to showcase our city’s cultural heritage.

A knowledge city

This objective aims to provide opportunities for students of city based education facilities to participate in events. It also aims to engage international students with events to experience the Melbourne lifestyle with the objective of fostering positive community integration.

An eco city

This objective aims to promote environmental sustainability initiatives in all events run or supported by the City of Melbourne. Event organisers are expected to utilise best practice waste and water management, support Council’s goal to reduce greenhouse gas emissions within the municipality and promote their sustainability achievements to their audiences.

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Goals addressed within ‘Required Standard Information’

section

There is an expectation of any organisation/event applying through the program to understand these goals and integrate them as part of their general business practice.

Resources are managed well

This objective aims to ensure that the funding City of Melbourne invests in sponsoring events is spent appropriately on rights and benefits for the city and that organisations receiving funding adopt a best practice approach in event delivery. This is outlined within the TSP Information Guide under ‘Sponsorship Conditions’ (page 16) and financial section of the application form.

An accessible, transparent and responsive organisation

This objective ensures City of Melbourne funding contribution to events is transparent in event applications and acquittal processes to ensure funding is directed to providing benefit to the city as outlined within the financial section of your application.

A connected city

This objective aims to ensure that the city remains easily accessible and minimise the congestion caused by major events. Sponsored events should have a clear communication plan demonstrating non-driving options to attend an event and will be required to provide this upon acquittal during each year of the partnership. An outline of this should be included as part of your Sustainability Resource Management template (SMP) available here.

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APPENDIX 2 - EVALUATION CRITERIA - COMMERCIAL EVENTS

The below information has been created to provide you with greater understanding of how to respond to each Council goal, and provides you with an example of how responses are assessed. The ‘overall weighting’ is the measure placed on a particular Council goal, which is then broken down into a weighting for each sub-objective. For example – Your response to ‘A prosperous city’ is of highest importance with 50% of your overall assessment focussed on your response to this criteria.

Evaluation criteria – example of a high score versus a low score

Mandatory goals - all goals must be addressed

Council goal objective and weighting

Sub-objective High score Low score

A city for people 30%

Free city activation

Several engaging elements that are an inherent part of the free component, providing opportunities to profile the community or allowing them to participate (e.g. live music, educational components, stalls, forums, workshops, pre/post involvement, and family-friendly activities). Utilising City of Melbourne space and engaging Docklands programming will be rated highly.

Minimal engaging elements outlined / held in a private/closed space.

Community sector engagement

Demonstration of a longer-term strategy for the event where there may be the opportunity for continued development of a relationship with the relevant targeted sector/s.

Promotion only through this sector of the event occurring.

24-hour city

Provision of an event that is alcohol free, innovative, family friendly and engaging post 9pm.

No late night activation, or one that involves alcohol (not in a controlled environment and held within a private venue).

A prosperous city 50%

Economic Impact

No high or low score. Events to be evaluated against similar events regarding economic impact figures provided and evidence of accurate statistics.

City business engagement

Engagement of city based businesses and programs as service providers/suppliers/partners is looked upon favourably. Pitching an idea that is very unique to city businesses, provides a longer term outlook and identifies strong synergies with the Business and International 1 – page branch summary available within appendix 7.

Communication only to city businesses that the event is occurring and limited businesses engaged as service providers.

Attendance

No high or low score. Events to be evaluated against events within the same category regarding attendance figures provided and evidence of an accurate breakdown of such figures.

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Benefits to the City of Melbourne

Identifies several commercial benefits that extend the life of the partnership and outlines these in detail. A sponsorship proposal could be attached outlining sponsorship benefits (similar approach to corporate partnership).

Limited benefits to the City of Melbourne with limited detail surrounding these.

Exposure to the City of Melbourne

No high or low score. Events to be evaluated against similar events regarding exposure to the City of Melbourne and the accuracy of the statistics provided.

Engagement and leveraging of City of Melbourne internal branches

Unique/innovative opportunities extended that align with the internal branches core strategies as outlined within their 1 –page document.

Communication only that the event is occurring

Elective goals – only one goal must be addressed

A creative city 20%

Participation and engagement in artistic expression

Include both creative and cultural elements, must be very unique, be an inherent part of the free component and provide extensive opportunities for the general public to engage.

Outline only a creative or cultural element (not both) for the free component with limited opportunities for wider participation from the community.

A knowledge city 20%

Student engagement

Demonstrate inclusiveness of this group as a key element in their event programming and also provide at least 2 engagement opportunities (e.g. volunteer recruitment and pathway opportunities, or ‘come and try’ experiences etc.)

Promotion only to students or international students that the event occurring.

Tertiary institution engagement

Engagement with city based tertiary institutions is an inherent part of event programming and development of a longer term engagement strategy is prevalent.

Promotion only through tertiary institutions of event occurring.

Educational programming

One of the core objectives of the free component is to provide event attendees with an educational experience and this resonates throughout several proposed event components.

No educational components outlined as part of free component.

An eco city 20%

Event Impact

Identification of innovative actions in more than two impact areas with a longer term strategy stipulated.

Event has only identified broad goals.

Innovation

Event plans to involve audience and contractors in reducing their impact in more than two key areas and has clearly demonstrated that there are designated resources to do this.

Event plans to involve either audience or contractors in reducing their impact in one of the key areas in its first year (no longer term plan identified).

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Communications and marketing

Strategic approach to incorporating sustainable goals at the event, outlined with actions and yearly measures as a key commitment of the organisation identified in the organisations longer term plan.

Standard methods to incorporating sustainable goals in its first year (no longer term plan or measures outlined).

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APPENDIX 3 QUICK FACT SHEET FOR COMMERCIAL EVENTS

Question format Within the application form you will notice questions are focussed on:

The ‘organisation’

The ‘event’

The ‘free component’ Please ensure you address the relevant area as identified within the question. For example:

The Victoria Racing Club (VRC) would be the organisation where they may choose to demonstrate their longer term strategy to addressing sustainability as an organisation.

The Melbourne Cup Carnival would be the ‘event ‘(which would also incorporate the Melbourne Cup Carnival Parade)

The Melbourne Cup Carnival Parade would be the ‘free component’ Qualification criteria for commercial event applicants (as outlined on page 12):

Is a large scale event with a long standing history with the City of Melbourne.

Has helped position Melbourne on a national or international stage.

Is staged within the City of Melbourne’s municipal boundaries with recognised history and profile.

Demonstrates that the majority of City of Melbourne funding is directed towards an engaging free city activation.

Outlines that the ‘free component’ is to be accessible and drive significant coverage of the City of Melbourne and must not be directed towards core operational costs.

Proactively presents opportunities to maximise visitor spend within the city driving commercial benefit to city retailers.

Proposes leveraging opportunities between the organisation and event to City of Melbourne programs.

Cannot be reliant on City of Melbourne funding to be delivered.

Has a proven track record of attracting large numbers of visitors to the event (at least 200,000 plus) into the central city and surrounds.

Attracts at least 40,000 to the free component.

Has a proven track record of attracting significant mainstream media coverage. Points to remember when submitting your application:

Your application should demonstrate leveraging opportunities for City of Melbourne’s internal branches that have strong synergies with the Events Melbourne branch – see appendix 7 for more information

Demonstrate how you plan to develop your free component and associated leveraging opportunities year-on-year

Demonstrate how you are extending the life of the partnership (not just for the free component, but for the duration of the event and/or season if applicable)

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APPENDIX 4 - EVALUATION CRITERIA – COMMUNITY EVENTS The below information has been created to provide you with greater understanding of how to respond to each Council goal, and provides you with an example of how responses are assessed. The ‘overall weighting’ is the measure placed on a particular Council goal, which is then broken down into a weighting for each sub-objective. For example – Your response to ‘A city for people’ is of highest importance with 50% of your overall assessment focussed on your response to this criteria.

Evaluation criteria – example of a high score versus a low score

Mandatory goals - all goals must be addressed

Council goal objective and weighting

Sub-objective High score Low score

A city for people 50%

Free city activation

Several engaging elements that are an inherent part of the free component, providing opportunities to profile the community or allowing them to participate (e.g. live music, educational components, stalls, forums, workshops, pre/post involvement, and family-friendly activities). Utilising CoM public place and engaging Docklands programming will be rated highly.

Minimal engaging elements outlined / held in a private/closed space.

Community sector engagement

Demonstration of a longer-term strategy for the event where there may be the opportunity for continued development of a relationship with the relevant targeted sector/s.

Promotion only through this sector of the event occurring.

24-hour city

Provision of an event that is alcohol free, innovative, family friendly and engaging post 9pm.

No late night activation, or one that involves alcohol (not in a controlled environment and held within a private venue).

A prosperous city 30%

City business engagement

No high or low score: events assessed on the number of City of Melbourne businesses and programs engaged as a service provider, supplier or partner.

Attendance

No high or low score. Events to be evaluated against events within the same category regarding attendance figures provided and evidence of an accurate breakdown of such figures.

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Benefits to the City of Melbourne

Identifies standard commercial benefits (as outlined within appendix 5).

Does not address most of the standard commercial benefits identified in appendix 5.

Elective goals – only one goal must be addressed

A creative city 20%

Participation and engagement in artistic expression

Include both creative and cultural elements, must be very unique, be an inherent part of the event and provide extensive opportunities for the general public to engage.

Outline only a creative or cultural element (not both), with limited opportunities for wider participation from the community.

A knowledge city 20%

Student engagement

Demonstrate inclusiveness of this group as a key element in their event programming and also provide at least 2 engagement opportunities (eg. volunteer recruitment and pathway opportunities, or ‘come and try’ experiences etc).

Promotion only to general students that the event occurring.

International student engagement

Key element of events programming is targeted at international students, extending engaging opportunities to experience Melbourne’s lifestyle.

Promotion only to international students that the event occurring.

Tertiary institution engagement

Engagement with city based tertiary institutions is an inherent part of event programming and development of a longer term engagement strategy is prevalent.

Promotion only through tertiary institutions of event occurring.

Educational programming

One of the core objectives of the free component is to provide event attendees with an educational experience and this resonates throughout several proposed event components.

No educational components outlined in programming.

An eco-city 20%

Event Impact

Identification of innovative actions in more than two impact areas with a longer term 3 year strategy stipulated.

Event has only identified broad goals.

Innovation

Event plans to involve audience and contractors in reducing their impact in more than two key areas and has clearly demonstrated that there are designated resources to do this.

Event plans to involve either audience or contractors in reducing their impact in one of the key areas in its first year (no longer term plan identified).

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Communications and marketing

Strategic approach to incorporating sustainable goals at the event, outlined with actions and yearly measures as a key commitment of the organisation identified in the organisations longer term plan

Standard methods to incorporating sustainable goals in its first year (no longer term plan or measures outlined)

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APPENDIX 5 QUICK FACT SHEET FOR COMMUNITY EVENTS

.

Question format

Within the application form, there is primarily reference to the ‘event’ where City of Melbourne sponsorship is focussed on the entire event due to the free nature of community events applying through the TSP. In some instances there are references to your ‘organisation’ where the focus may be on a longer term strategy of the ‘organisation’ to address a particular Council goal. Please ensure you respond appropriately dependent on the question. For example: Event: Australia Day is the ‘event’ and the ‘free component’ Organisation: Department of Premier and Cabinet (DPC) may demonstrate under the ‘eco city’ goal their organisation’s sustainability commitment and how this is related to the Australia Day event Qualification Criteria (as previously outlined on page 12)

Is a large scale community or cultural event of national (or cultural) significance.

Well known as an annual and traditional event within the City of Melbourne events calendar.

Attracts at least 50,000 attendees to the City of Melbourne for the event.

Is predominantly free due to the inherent nature of the event and subsequent programming.

Is able to deliver upon standard commercial sponsorship benefits.

Is able to maintain a standard level of programming during each year of the partnership.

Points to remember when submitting your application:

Programming is not required to develop year-on-year but what is included in this application and agreed upon for Year 1 is expected to continue for year 2 and 3.

An example of standard sponsorship benefits to be delivered year on year are:

Logo/signage and branding opportunities EDM opportunities

Logo inclusion on marketing collateral Social media

Speaking opportunities Program ads

Ticketing/invitations for associated events Web banners

Welcome message inclusions in event programs

Lord Mayor key messages

Media Release Quote inclusions

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APPENDIX 6 - WIP TEMPLATE

The below WIP Template will be provided to you to insert agreed sponsorship benefits and manage

deadlines, so that all sponsored events have the right tools to drive the sponsorship. Note that benefits

included within this are an example only.

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APPENDIX 7 INTERNAL BRANCH INFORMATION

The inclusion of this information is to further assist your responses to the following areas:

- Required standard information (supporting attachment): developing your sustainability resource management template (template available here)

- A city for people: engagement with community sectors - A prosperous city: benefits on offer to the City of Melbourne - A prosperous city: engagement and leveraging of City of Melbourne internal

branches (commercial events applicants only) It can also be utilised to improve your understanding of how City of Melbourne operates and the various branches that we liaise closely with. The examples provided within this Appendix are top line and we welcome extending new ideas. Note that inclusion of an idea/opportunity is at the discretion of City of Melbourne whether the opportunity is implemented. The branches outlined in the attached are:

Sustainability (An eco city)

Business and International (A prosperous city)

Tourism (A prosperous city)

Community Development (A city for people)

Active Melbourne (A city for people)

Events Melbourne (A prosperous city) For a link to the City of Melbourne organisational structure listing other branches that you may have synergies with, please go to: https://www.melbourne.vic.gov.au/AboutCouncil/CouncilProfile/Pages/Orgstructure.aspx

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Sustainability

Along with other branches at the City of Melbourne, our Sustainability branch contributes towards achieving the ‘Eco City’ goal. To address the required standing information (supporting attachment) in completing the Sustainability Resource Management template, a guidance sheet is provided with several links to relevant resources to assist you in addressing the requirements of this template and is available here. If you choose ‘Eco City; as your elective goal, then the branch can also provide advice on:

Leading practice through local and international case studies and links to potential collaborators to assist the delivery of actions

Links to community and business solutions that will assist content development for sustainability

Advice on communication opportunities and provide access to its communication platforms to highlight event goals and actions undertaken (for example the branch has their own sustainability social media and communication channels such as ‘The Green Leaflet’

Guidance around ways to measure your environmental impact To find out more on the Sustainability branch please refer to our website; http://www.melbourne.vic.gov.au/Sustainability/Pages/Overview.aspx

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Business and International Business and International encourages businesses in the City to start, grow and prosper, through strategies and programs that support business in the city and builds Melbourne’s international connections. Support is delivered through small business and social enterprise grant programs, management of retail and hospitality strategies, funding of retail business associations and management of ongoing business consultation activities.

Business and International also manage Council’s six long-standing international connections through the sister city program (Osaka, Japan; Tianjin, China; Thessaloniki, Greece; Boston, USA; St Petersburg, Russia and the Milan, Italy). Through these connections, opportunities for business, cultural and educational exchanges are fostered.

Business and International stakeholders include:

Business throughout the city, both consumer facing businesses (retailer and hospitality) and businesses that support business (suppliers, services etc.).

Business associations – such as business precinct groups (who are funded to develop and deliver marketing and events to promote retail precincts throughout the city), professional associations and business networking groups.

Community organisations associated with sister city links. Examples of how your event can become involved with the B&I team:

Instore promotions / experiences for city based businesses that are associated with an event (eg. Melbourne Cup Carnival and a retailer connection).

Opportunities for cafes and restaurants to develop special offers/promotions in conjunction with an event.

In store special appearances that will drive visitation into City of Melbourne retailers.

Ticketing incentives/competitions/experiences for city business owners aimed at enticing them to present an offer/be engaged with City of Melbourne sponsored events.

Ticketing incentives provided to city visitors enticing them to visit particular city businesses.

Presenting opportunities to City of Melbourne’s cultural precincts to be actively engaged with sponsored events – either through provision of offers, opportunities to engage onsite, or a celebration of the particular precinct as part of the event.

Strong communication provided to TSP Funding and Activation team that can be included in our Enterprise Melbourne newsletter around the events peak periods, demographic etc so that CoM retailers and hospitality providers can be well prepared for major events occurring in the city. Furthermore, this could provide businesses with the opportunity to tailor their offers to a specific audience.

City of Melbourne businesses extended opportunities with enough lead time to become actively involved in an event’s programming eg. Inclusion of a city-based retailer in the AFL Fashion Parade at Federation square or, engagement of city-based based millinery boutiques to provide a workshop / craft shop to ‘create your own’ in the lead-up to the Melbourne Cup Carnival.

https://www.melbourne.vic.gov.au/enterprisemelbourne/BusinessSupport/Pages/BusinessSupport.aspx

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Active Melbourne Active Melbourne is a City of Melbourne initiative promoting easy ways to get active, offering a broad range of physical and wellness activities, services, events and programs to the community. Active Melbourne is linked to over 100 community groups, 20 recreation clubs, as well as running their own fitness hubs throughout the city, each with their own newsletter and social media campaigns. Facilities include recreation centres, tennis clubs, bowling clubs, a number of sporting fields, rowing and many more located within the municipality. Active Melbourne has a close relationship with visitors to its facilities and with a targeted and relevant message to our audience we would be interested in promoting your event and activities to our broad audience range who like to keep fit and healthy, socialise and celebrate with others. It is also a great opportunity to involve each recreation facility and its members who either live, work or visit the city on a daily or weekly basis. Examples of what the Active Melbourne branch can provide and how your event can get involved:

Involve a local sporting club in a Come and Try day at a premier venue e.g. the MCG and working with a club to organise a special clinic for Active Melbourne members etc.

Participation opportunities extended to our youth clubs at any clinics you may running within the City of Melbourne.

Active Melbourne to provide pre-event training to registered participants of sporting/active events where it complements both parties.

Provision of motivational speakers to come speak about their experience at our associated sports forums and other events.

Special offers to Active Melbourne members.

Promotion of facilities at your event and vice-versa to its members.

Guess passes to Active Melbourne recreation facilities (numbers would need to be discussed).

Speak with your TSP Coordinator about possible opportunities to cross-promote your event via Active Melbourne venues and groups.

To find out more on Active Melbourne facilities please visit the website http://www.melbourne.vic.gov.au/ParksandActivities/ActiveMelbourne/Pages/AboutActiveMelbourne.aspx

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Tourism Melbourne

Tourism is a major contributor to Melbourne’s economy, and to our national and international recognition of Melbourne as a great place to visit, live, work, invest, study and stage events. It supports the local economy, provides employment, contributes to the city’s cultural vibrancy and has a positive impact on residents and businesses.

Tourism Melbourne is responsible for engaging and connecting visitors with Melbourne,

specifically enhancing the visitor experience – from way-finding signs, visitor centre collateral and advice, City Ambassadors to help on the streets, printed collateral, industry briefings and collaboration. Examples of what the Tourism branch can provide and how your event can get involved:

Four seasonal forums are held annually where key events and programs may be presented to volunteers. Attendance approximately 150-200 volunteers (City Ambassadors).

Tourism manages the Cruise Ship program – where an event is big enough and details are known well in advance, there is an opportunity to provide details to the passengers and shore crew.

Major conferences are supported through the tourism branch eg: AIDS2014, World Cancer Forum, International Engineers etc. – potential to connect directly with national and international delegates via their registration websites. This has been done for over 80 partners with AIDS2014.

Act as a facilitator in bringing partners together in support of special events or business events to showcase the city as a whole.

Promotional collateral – wrap of the Federation Square Visitor Centre, Bourke Street Mall information booth, Melbourne Visitor Shuttle buses (at additional cost).

Opportunity to be included in special Official Visitor Guide wraps, which are produced for major events and conferences to provide information for delegates and attendees.

Tourism Melbourne can act as liaison in finding the right venue for an event or activity.

Promotional opportunities within the Melbourne Visitor Centre.

Ticketing/experiential opportunities provided to our tourism volunteers so they are more informed when communicating event activities that are on in the city.

Speak with your TSP Coordinator about possible opportunities to cross-promote your event through Tourism Melbourne.

To find out more about Tourism Melbourne please visit the website https://www.melbourne.vic.gov.au/enterprisemelbourne/industries/tourism/Pages/Tourism.aspx

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Events Melbourne

Events Melbourne creates and supports a diverse range of Uniquely Melbourne events that

provide significant and positive profile, social, economic benefits and legacies for the City and its stakeholders. Our involvement covers:

Delivering a diverse range of free and ticketed, indoor and outdoor, industry based and community events. These events include our ‘Premier Events’ such as Melbourne Spring Fashion Week, Melbourne Music Week, New Year’s Eve Celebrations and Moomba Festival as well as a suite of smaller events organised through our Melbourne Celebrations team.

We sponsor approximately 100 organisations a

sum of over $3 million in funding to assist with the staging of events from major international events to smaller community events held within the City of Melbourne.

Triennial Sponsorship Program (three year agreements) which currently includes 11 major community and commercial events and over 90 events are funded each year through the Event partnership program.

Annually over 1,000 permits are issued for an array of events and gatherings that occur

within City of Melbourne open spaces. Events Melbourne acts as liaison between external event organisers and assists with regulatory compliance as well as event operations and risk management.

We have a team committed to developing strategic alliances with external stakeholders and building profitable and beneficial partnerships. Each year this team generates over $3 million in commercial revenue. Partners include; State Government of Victoria, Channel 7, Renault and David Jones.

Examples of what the Events Melbourne branch can provide and how your event can get involved:

TVC opportunities for premier events. ie Melbourne Vixens game the week before Moomba will air the Moomba TVC and feature an ad in the program.

Ticketing to be provided to our Events Melbourne marketing team for promotional opportunities (e.g. Melbourne Now provided a luxury weekend away as part of the New Year’s Eve Channel 7 promotion).

Through our sponsorship of Our Christmas Gift, the Salvation Army provided band for Christmas Opening (through EPP sponsorship of Our Christmas Gift).

Docklands Winter Fireworks and the AFL - potential promotion to those attending games at Etihad to head to the waterfront to experience the fireworks.

Extension of ticketing opportunities to our Events Melbourne volunteers.

Spring Fashion Week VRC Luncheon – Melbourne Spring Fashion Week team liaise direct with the VRC to leverage this further through our partnership.

Speak with your TSP Coordinator about possible opportunities to cross-promote your event through Events Melbourne. To find out more on Events Melbourne please visit the website http://www.melbourne.vic.gov.au/AboutMelbourne/ArtsandEvents/Pages/PremierEvents.aspx http://www.melbourne.vic.gov.au/ENTERPRISEMELBOURNE/EVENTS/Pages/Events.aspx

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Community Development

International students The Community Safety and Wellbeing department and in particular the City People team is responsible for delivering a range of initiatives for young people, international students and people experiencing homelessness.

Examples of what the Community Development branch can provide and how your event can get involved:

The team can assist sponsored events that run events for young people and international students by providing them with consultation on potential partners, promotional and marketing ideas/avenues and city based venues.

Promotion of events through e-newsletters (students and stakeholders) and relevant databases.

Connecting events with potential volunteer recruitment.

Provision of discounted ticketing ‘experiential’ opportunities for international students.

Inclusion of targeted marketing collateral/opportunities at the Student Welcome Desk at Melbourne Airport (in January and June each year).

If the event aligns well with the International Student Strategy, the team can explore the option of providing staff time to assist with the event (to be discussed).

The team were involved with the Australian Teenage Expo assisting in the following ways:

Promotion of the event through City of Melbourne international student facebook page.

Promotion to schools and other networks.

Invited event owner to present at the Melbourne Youth Services Forum (facilitated by the Community Safety and Wellbeing team four times a year).

Recruitment of volunteers.

Assistance with stage management.

Supervision of volunteers. City of Melbourne - Homeless Through the City of Melbourne’s homeless strategy, the team are committed to creating sustainable pathways out of homelessness by supporting individuals, developing robust partnerships and building strong and inclusive communities. Events provide a key opportunity to assist in creating pathways out of homelessness through event organisers considering ways in which they will include people in their events who may be marginalised due to financial or social disadvantage, homelessness, disability, age, gender or other issues. Homelessness service providers can be matched with the event organiser to assist in connecting people and supporting the organisers in developing effecting training opportunities. Examples of how your event can get involved with City of Melbourne Homeless:

Opportunities for the homeless to volunteer at your event.

Involving people in the organisation and decision-making regarding the event.

Provision of low cost or subsidised entry fees and or tickets.

Using a barter system to match volunteering with access to event tickets or other event benefits.

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Opportunities could also be provided for short term paid employment including training which may lead to longer term employment.

Community Services

Community Services branch help create a socially inclusive community where wellbeing and belonging are fundamental to quality of life. The branch is committed to supporting community members, as individuals, families and groups, to optimise their lifestyle and independence through the provision of accessible and responsive services. The branch has five dedicated teams working towards universal social inclusion and fostering vibrancy and prosperity in communities, these include services for children and their families, people with disabilities and older people. Examples of what Community Services can provide and how your event can get involved:

Support your event and bring together people at different stages of life. ie. Have previously partnered with Victorian Senior’s Festival.

Community Services run smaller events which you can be involved in; including Renegades arts project to bring together older and younger people.

Boyd community hub can be used for space or a resource for programing services (e.g. play groups and activities).

Ageing and Inclusion

The disability portfolio sits in Ageing and Inclusion who advocate for improved access and inclusion for people with a disability in Melbourne. All events and associated information should be fully accessible for people of all ages and abilities. The Ageing and Inclusion team is involved in the development of the Melbourne for All People strategy (incorporating the Disability Action Plan, Children’s Plan, Youth Policy and Older Persons Policy). They can assist with:

Providing information and advice regarding access and inclusion for people with a disability at your event.

Best practice.

Interpreting bookings (such as Auslan), and other relevant services and policies.

Provide resources such as mobility maps. Speak with your TSP Coordinator about possible opportunities to cross-promote your event via all the opportunities available with the Community Development branch.

To find out more on the Community Development branch please visit the website http://www.melbourne.vic.gov.au/CommunityServices/Pages/CommunityServices.aspx

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APPENDIX 8

SPONSORSHIP AGREEMENT TEMPLATE (DRAFT ONLY)

Conditional Triennial Sponsorship Agreement

(Insert organisation’s name)

(Insert event)

Financial Years:

Year One 2014–15

Year Two 2015–16

Year Three 2016–17

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OVERVIEW

This Agreement sets out the terms and conditions by which the City of Melbourne agrees to provide Sponsorship to the Organisation for the conduct of the Event. The Organisation has agreed to accept the Sponsorship (monetary and / or In-Kind) on the terms and conditions set out in this Agreement.

PARTICULARS

Event Name (Insert event name/s)

Sponsor Activity

(Insert details of components of the Event that CoM is sponsoring including a brief description of each)

Date(s) (Insert key dates for each of the three years)

Organisation Name (Insert all contact details)

Address

ABN

Telephone

Email

Organisation's Representative Name (Insert all contact details)

Address

Telephone

Mobile

Email

City of Melbourne’s Details Address GPO Box 1603, Melbourne VIC 3001

Telephone 03 9658 9658

City of Melbourne's Project Coordinator

Name

Address GPO Box 1603, Melbourne VIC 3001

Telephone 03 9658 (Insert extension number)

Mobile (Insert mobile if applicable)

Date of the Agreement (Insert date)

If no date is specified, the Date of the Agreement is the date this Agreement is signed by both parties

Term From the Date of the Agreement to 30 June 2017 or earlier pursuant to the terms and conditions of this Agreement.

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Acquittal Report Date

(Clause 5.3)

The Acquittal Report is due eight (8) weeks after the final Sponsor Activity each year of the Agreement. The Acquittal Report must be supplied electronically using the City of Melbourne Acquittal Report template, with all sections completed addressing all of City of Melbourne’s requirements to the satisfaction of the City of Melbourne.

Monetary Support

(Clause 4.1.1)

Year One (2014-15) is $(Insert cash amount) exclusive of GST Subject to City of Melbourne’s absolute satisfaction that the Year One KPIs have been satisfied and this Agreement not breached (condition precedent), Year Two (2015-16) is $(Insert cash amount)plus CPI as determined by City of Melbourne exclusive of GST

Subject to City of Melbourne’s absolute satisfaction that the Year Two KPIs have been satisfied and this Agreement not breached (condition precedent), Year Three (2016-17) is $(Insert cash amount)plus CPI as determined by City of Melbourne exclusive of GST

Payment Schedule The Payment Schedule for the Monetary Support is outlined below subject to condition precedents being met.

First - 25% Payment

Year One - On the signing of this Agreement and delivery of a Tax Invoice.

Years Two and Three – After debrief meeting has taken place and Acquittal Report has been received and considered by City of Melbourne.

Second - 25% Payment Year One, Two and Three – Upon City of Melbourne receiving full details/plans for the Sponsor Activity at least ten (10) weeks before the commencement of the Sponsor Activity to the satisfaction of City of Melbourne.

Third - 25% Payment Year One, Two and Three – Upon the Sponsor Activity being implemented.

Fourth - 25% Payment Year One, Two and Three – Upon completion of the Sponsor Activity by the Organisation and full achievement of the KPIs including City of Melbourne receiving a full list of rights and benefits .

In-Kind Support

(Clause 4.1.2)

Year One - In-Kind support consisting of up to $(insert amount) inclusive of GST will be provided as determined by the City of Melbourne. The In-Kind support will be provided, where possible, via the provision of park and public space fees associated with the Sponsor Activity.

For the avoidance of doubt, In-Kind support does not include any costs associated with any Park reinstatement fees incurred as a result of your event, Banner and signage hub related costs, TSAs (reserved parking), Marketing, Parking permits, Town Hall hire or any other City of Melbourne owned indoor venue, POPE (Place of Public Entertainment Building Regulation Permit), Planning, food/health, handbill or temporary trading permits, Berthing permits, Temporary street trading permits or Fundraising permits. Should the $(insert amount) inclusive of GST not be fully provided, the Organisation is not entitled nor may claim the difference in any form unless otherwise agreed in writing by the City of Melbourne.

Years Two and Three – To be advised by City of Melbourne.

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Booking of City of Melbourne Public Outdoor Space and the Event Plan

(clauses 2.2.2 and 2.2.3)

The booking of the required space needs to be done 12 months in

advance via

http://www.melbourne.vic.gov.au/ParksandActivities/Organisin

gEvents/Pages/Eventpermitapplication.aspx

This Agreement does not constitute a booking of the space required nor does it constitute an Event Permit.

The Event Plan will include, but is not limited to:

Traffic Management Plan;

Pedestrian Management Plan;

Risk Analysis and Management Plan;

Emergency Management Plan;

Production Schedule;

Contact List;

Waste Management Plan; and

Health Plan.

The Event Plan must fulfill the requirements of the City of Melbourne Event Permit as identified by the City of Melbourne Strategic Planning and Logistics Team within the timelines they set.

OR [An Event plan is not required for this Event if it isn’t staged on City of Melbourne managed public space.]

City of Melbourne Corporate Logo

See KPIs.

All artwork including the City of Melbourne Corporate Logo must be sent through to the Project Coordinator for approval prior to production. At least three (3) days is required by the City of Melbourne for approval of artwork.

Ticket & Invitation Allocation

See KPIs.

All tickets and invitations will be provided directly to the Project Coordinator unless otherwise specified.

Official Program See KPIs.

Specifications and deadlines to be supplied a minimum of four (4) weeks prior to the material deadline.

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Materials to be Displayed

See KPIs.

Signage to be collected by the Organisation from the City of

Melbourne Events Melbourne Branch prior to the Event

and returned no later than three (3) days after the Event.

Should the Organisation damage or misplace any City of

Melbourne signage, they are liable for the replacement

costs immediately after the Event’s conclusion. This may

be deducted from the remaining 25% balance to be paid

to the Organisation. Should the Organisation only receive

In-Kind then an invoice for the total replacement cost will

be forwarded to the Organisation for payment.

Specific Promotion & Advertising

See KPIs.

Specifications and deadlines to be supplied a minimum of four (4) weeks prior to the material deadline.

Speakers and Speeches

See KPIs.

Any invitation to speak must come through the completion of an Event Fact Sheet (the Organisation to contact the Project Coordinator to request this template) and submission of this to the Project Coordinator at least a month prior to the speaking opportunity.

Note that the City of Melbourne reserves the right to decline this opportunity at any time as it is subject to the availability of a City of Melbourne representative to speak at the Event.

The Organisation will provide, to the Project Coordinator, a run sheet, and brief speech notes for this Event no less than four weeks prior to the opening of the Event.

Satellite Events & Promotions

See KPIs.

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City of Melbourne Promotion Where possible and in its absolute discretion, the City of Melbourne may promote the Event through relevant City of Melbourne communications, including:

Melbourne News Publication;

What’s On E-Newsletter;

Melbourne Visitor Centre at Federation Square, and the

Visitor Information Booth at Bourke Street Mall;

City of Melbourne Website

www.melbourne.vic.gov.au/whatson;

Promotional Banners Sites (NB: depending on

availability and banner site fees and banner production

costs apply);

CoMUpdate (electronic City of Melbourne Staff update);

What’s On section of City of Melbourne’s partner

publications/ eNewsletters;

Destination Marketing Campaigns;

Social media channels (if applicable).

The possible inclusion in the above marketing channels is subject to the Organisation providing promotional copy and an image to the Project Coordinator as well as the Organisation listing the Event on the website (www.melbourne.vic.gov.au/whatson) upon signing of this Agreement.

In addition, where possible, the City of Melbourne may provide opportunities for the Event to be promoted to:

District Precinct Associations;

Melbourne Retail Advisory Board;

City of Melbourne Ambassadors;

Melbourne Hospitality Advisory board; and

City of Melbourne Hotline Staff.

Where possible, collateral, including posters and visual merchandise kits, may be distributed by the City of Melbourne at the above forums.

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SECTION 1. DEFINITIONS

In this Agreement, the following words and expressions have the meanings indicated, unless the contrary intention appears:

'Agreement' means this Sponsorship Agreement;

‘Acquittal Report’ means the yearly post Sponsor Activity report completed in its entirety using the City of Melbourne template by the prescribed date by the Organisation to the satisfaction of City of Melbourne;

'Claim' means any expense, cost, loss, claim, demand, action, suit, or proceeding (including legal costs and expenses on a solicitor and own client basis) that may be:

(a) incurred or suffered by the City of Melbourne, or its officers, employees or agents; or

(b) brought by any person against the City of Melbourne or its officers, employees or agents.

‘City of Melbourne’ means the Melbourne City Council;

'Date of the Agreement' means the date described as such in the Particulars;

'Event' means the event described as such in the Particulars and includes the Sponsor Activity;

'Sponsor Activity' means an activity forming part of or to be carried out as part of the Event which City of Melbourne’s Sponsorship is directed to;

'Intellectual Property' means all intellectual property rights including copyright, patents, design and trademarks;

‘Key Performance Indicators’ or ‘KPIs’ are the defined requirements set out at Schedule 1 that the Organisation must meet to the City of Melbourne’s satisfaction each year of this Agreement and these are subject to change at any time at the absolute discretion of Council by Council giving reasonable notice to the Organisation.

'Legislative Requirements' means:

(a) Acts, Ordinances, regulations, by-laws, orders, awards and proclamations of the Commonwealth, Victoria and any local government authority having jurisdiction over any place where any Event is held;

(b) certificates, licences, consents, permits, approvals and requirements of organisations having jurisdiction in connection with the carrying on of the Event; or

(c) fees and charges payable in connection with the foregoing;

'Official Program' means the publication described as such in the Particulars;

'Organisation' means the Organisation described as such in the Particulars;

'Organisation's Representative' means the person set out in the Particulars as such or other person from time to time nominated by the Organisation and notified to the City of Melbourne;

'Particulars' means the Particulars described as such forming part of this Agreement;

'Project Coordinator' means the person specified in the Particulars as such or such other person as may be appointed from time to time by the City of Melbourne;

'Promotional Material' means all media releases, advertising, signage, Event material and other information or promotional material relating to the Event whether in written, verbal or electronic form;

'Sponsorship' means the Monetary Support and In-Kind Support specified in the Particulars and all other money, property or benefits (if any), contributed by the City of Melbourne to the Organisation pursuant to this Agreement;

‘Payment and Payment Schedule’ means the Monetary Support and In-Kind Support specified in the Particulars and the schedule of when these payments will be made; and

‘Term’ means the period described as such in the Particulars.

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SECTION 2. KEY RESPONSIBILITIES

2.1 City of Melbourne's Key Responsibilities

The City of Melbourne must:

2.1.1 provide the Sponsorship to the Organisation for the Event on the terms and conditions set out in this Agreement;

2.1.2 otherwise comply with this Agreement.

2.2 Organisation's Key Responsibilities

The Organisation must:

2.2.1 apply the Sponsorship towards the Event;

2.2.2 at its own expense, comply with all requirements of the City of Melbourne in relation to the preparation and the

delivery of the Event;

2.2.3 prepare and deliver any required Event Plan to the satisfaction of the City of Melbourne;

2.2.4 ensure that, where possible, the Event is accessible to people with disabilities and state accordingly in all

advertising and promotional material;

2.2.5 promote the use of public transport for all components of the Event;

2.2.6 comply with all Legislative Requirements relating to the Event, including but not limited to obtaining all necessary

permits and approvals for the Event; and

2.2.7 otherwise comply with this Agreement.

2.3 Conflicting Arrangements

If the Organisation enters into a sponsorship or other agreement with another organisation and the purpose of which conflicts with, or is significantly different to, the City of Melbourne’s stated objectives, and/or if any activity, event or issue arises relating to the Event which may injure the reputation of the City of Melbourne, the City of Melbourne reserves the right to terminate this Agreement.

SECTION 3. TERM

This Agreement commences on the Date of the Agreement as described in the Particulars and continues for the Term unless terminated earlier in accordance with clause 18.1.

SECTION 4. CONTRIBUTION OF SPONSORSHIP

4.1 Total Sponsorship

4.1.1 Monetary Support

Subject to the terms of this Agreement, the City of Melbourne will pay to the Organisation the Monetary Support in the amount specified in the Particulars in accordance with the Payment Schedule specified.

4.1.2 In-Kind Support

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Subject to the terms of this Agreement, the City of Melbourne will provide the Organisation with the In-Kind Support specified in the Particulars.

4.2 Preconditions to Payment

Subject to this Agreement and any Payment Schedule set out in the Particulars, the City of Melbourne will not be required to pay the Monetary Support referred to in the Particulars to the Organisation until it has received a signed Agreement and a tax invoice(s) for the Monetary Support from the Organisation within the current financial year.

4.3 Conditions for In-Kind Support

4.3.1 Following the provision of any In-Kind Support, the Parties will provide one another with valid Tax Invoices (not

payable in cash) for any supply made.

4.3.2 The In-Kind support to be provided under this Agreement is not exchangeable for monetary support if the In-Kind

support if not used in its entirety.

SECTION 5. PLANNING AND REPORTING

5.1 Notification of Certain Events

The Organisation must notify the Project Coordinator immediately of:

5.1.1 any activity, event or issue relating to the Event which will or may be controversial or may injure the reputation of

the City of Melbourne; or

5.1.2 any circumstances, which will or may adversely affect the Event or the Organisation.

5.2 Meetings

The Organisation agrees that the Organisation's Representative will meet with the Project Coordinator quarterly, to discuss any matters relating to the Event or the operation of this Agreement as well as meet as per outlined in Schedule 1.

5.3 Acquittal Report

5.3.1 By the Acquittal Report Date the Organisation shall provide to the Project Coordinator, a report on the City of

Melbourne Acquittal Report Template. The Acquittal Report will include any KPIs, benchmarks or other information

identified and agreed by the City of Melbourne and the Organisation and as set out in the KPIs.

5.3.2 Failure to deliver a full Acquittal Report by the Acquittal Report Date will affect consideration and recommendation of

future Sponsorship and or payment of final invoices by the City of Melbourne.

5.4 Debriefing

The Organisation's Representative shall meet with the Project Coordinator and such other persons nominated by the City of Melbourne to discuss the Acquittal Report and any aspects or issues relating to the Acquittal Report and the Event generally.

SECTION 6. SPONSOR BRANDING REQUIREMENTS

6.1 Acknowledgment

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6.1.1 All acknowledgements will be in accordance with the requirements set out in the Particulars and/or Schedule 2,

including:

6.1.1.1 The Organisation will ensure that the size and prominence of all City of Melbourne recognition appropriately

reflects the significance of the Sponsorship to the satisfaction of the City of Melbourne Project Coordinator,

especially in relation to acknowledgment of other sponsors (both public and private); and

6.1.1.2 The Organisation will ensure that any use or reproduction of the City of Melbourne Corporate / Destination

Logo’s adheres to the City of Melbourne’s guidelines including the requirements regarding size and colour.

6.1.2 All Media and Promotional material provided for in this Section will be at no cost to the City of Melbourne unless otherwise agreed.

6.2 Promotion / Advertising

6.2.1 The City of Melbourne will be granted the specific promotion and advertising as set out in the Particulars and KPIs.

6.2.2 The Organisation will use its reasonable endeavours to promote Melbourne as an attractive destination for tourists

and other visitors.

6.3 Signage, Banners and Displays

6.3.1 The Organisation will ensure that any signage and banners (either internal or street banners) using the City of

Melbourne Corporate/Destination Logo conform to City of Melbourne requirements and banner guidelines.

6.4 Speakers and Speeches

6.4.1 The City of Melbourne will be granted the specific speaking opportunities as set out in the Particulars and/or KPIs.

SECTION 7. EVENTS AND TICKETING

7.1 Invitations & Ticketing

The Organisation shall provide to the City of Melbourne Project Coordinator the invitations (including to receptions and functions forming part of the Event), tickets and other such material specified in the Particulars at no cost to the City of Melbourne unless otherwise agreed.

SECTION 8. STANDARDS

8.1 The Organisation must ensure that the Event and all Event Activities are carried out:

8.1.1 in accordance with all Legislative Requirements;

8.1.2 in accordance with other policies, guidelines and standards of the City of Melbourne as are advised to the

Organisation from time to time; and

8.1.3 in a safe manner.

SECTION 9. INTELLECTUAL PROPERTY

9.1 If the City of Melbourne provides the Organisation with access to any of the City of Melbourne's industrial or Intellectual

Property under this Agreement, the Organisation must ensure that it is not amended or altered in any way without City of

Melbourne's prior written consent.

9.2 Property in any additions or modifications to the City of Melbourne's industrial or Intellectual Property made by the

Organisation vests in the City of Melbourne.

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9.3 At the end of the Term the Organisation must forthwith return all of the City of Melbourne's industrial or Intellectual

Property to the City of Melbourne.

SECTION 10. INDEMNITY AND INSURANCE

10.1 Indemnity

The Organisation indemnifies and agrees to keep the City of Melbourne indemnified from any Claim in respect of:

10.1.1 personal injury to or the death of any person;

10.1.2 loss of or damage to any property; or

10.1.3 loss or damage of any kind,

to the extent such Claim arises from an act or omission of the Organisation, its employees, contractors or agents:

10.1.4 in the preparation for or the conduct of the Event; or

10.1.5 as a consequence of:

10.1.5.1 any breach by the Organisation of this Agreement; or

10.1.5.2 any false, misleading or deceptive statement or conduct of the Organisation in relation to the matters

subject of this Agreement.

The Organisation's liability to indemnify the City of Melbourne pursuant to this clause 11.1 shall be reduced proportionally to the extent that any act or omission of the City of Melbourne, its servants or agents, contributed to the loss or liability.

10.2 Continuing obligation

This indemnity is a continuing obligation separate and independent from the other obligations of the Organisation. This indemnity survives termination of this Agreement.

10.3 Insurance

The Organisation must maintain at its own cost and expense and on terms acceptable to the City of Melbourne public liability insurance of not less than $20 million and provide to the Project Coordinator a Certificate of Currency.

10.4 Breach of insurance policy

The Organisation must not do anything to derogate or make void or inapplicable any policy of insurance, which the Organisation is required to maintain under this Agreement.

SECTION 11. OCCUPATIONAL HEALTH & SAFETY

11.1 Safe Workplace

11.1.1 The Organisation and the City of Melbourne each acknowledge their respective obligations under the Occupational

Health and Safety Act (Vic) 2004 to ensure that the health and safety of any person is not put at risk as a result of

the Event.

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11.1.2 The Organisation will at all times inform the City of Melbourne of any condition, limitation, characteristic or

circumstance relevant to the Organisation as required by the City of Melbourne which may give rise to a risk to the

health and safety of the Organisation or any other person.

11.1.3 The Organisation must at all times provide and maintain a safe working environment, and must ensure that the

systems, procedures and practices necessary for the protection of the health and safety of all persons in or near

the area in which the Event is being carried out are implemented.

SECTION 12. ENVIRONMENTAL

The Organisation must comply with all Acts and Regulations relating to the protection of the environment, including any requirements for licensing, works approval or other provisions requiring approval or permission to commence or continue the Services.

SECTION 13. EVENT APPROVAL

Should any component of the Event occur in public streets or parks, or any other public place as defined in the City of Melbourne’s Activities Local Law 1999 or its successor local law, the Organisation must adhere to City of Melbourne guidelines when an Event is delivered in either of these areas.

Any costs incurred gaining the City of Melbourne’s approval will be at the Organisation’s own expense.

SECTION 14. CONFIDENTIAL INFORMATION

The Organisation acknowledges that all information which comes into its possession relating to the business or affairs of the City of Melbourne as a result of or in the performance of this Agreement, and which the Organisation is informed is of a confidential nature is the confidential information of the City of Melbourne and may only be disclosed to:

14.1 those of the Organisation officers and employees who:

14.1.1 have a need to know (and only to the extent that each has a need to know);

14.1.2 are aware that confidential information must be kept confidential; and

14.1.3 such other persons as have been agreed in writing with the City of Melbourne.

SECTION 15. ASSIGNMENT

The Organisation must not assign or novate or purport to assign or novate this Agreement or any right or obligation under this Agreement unless it obtains the prior written consent of the City of Melbourne, which may be withheld or granted in the City of Melbourne's absolute discretion.

SECTION 16. TAXES

The Organisation shall be responsible for the payment of all taxes incurred or arising in relation to this Agreement, or any payment or transaction contemplated by this Agreement.

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SECTION 17. GST

17.1 Any amount that is provided for or is payable in connection with or in respect of this Agreement with the Organisation is

exclusive of GST. To the extent that any such amount is subject to GST, the Organisation is entitled to recover the GST

from the City of Melbourne in addition to any such amount or amounts.

17.2 The Organisation warrants that it is registered for GST and will comply with all legal obligations arising under the GST

legislation.

17.3 Notwithstanding any other provision in this contract, the Organisation shall not be entitled to any payment in terms of this

Agreement until the City of Melbourne has received a valid Tax Invoice from the Organisation (as meets the requirements

of A New Tax System (Goods and Services Tax) Act 1999)

17.4 Notwithstanding any other provision in this contract, the parties to this contract must exchange valid Tax Invoices as

meets with the requirements of A New Tax System (Goods and Services Tax) Act 1999, for the total market value of the

In-Kind Support provided.

SECTION 18. TERMINATION

18.1 Early termination

This Agreement may be terminated by the City of Melbourne by notice in writing to the Organisation at any time during the Term if:

18.1.1 in the opinion of the City of Melbourne the Organisation has failed to satisfactorily comply with this Agreement;

18.1.2 if an event as referred to in clause 2.3 occurs;

18.1.3 if the Event is cancelled or materially changed for any reason;

18.1.4 the Organisation stops or suspends payment to creditors generally, or enters into an arrangement, assignment or

composition with its creditors or proposes to do so;

18.1.5 an administrator, receiver or liquidator is appointed to the Organisation, or a request for appointment of an

administrator, receiver or liquidator is made with respect to any of the property or assets or undertakings of the

Organisation;

18.1.6 an execution or distress is effected or attempted or an order for execution of a judgment is made against the

Organisation or any of the assets of the Organisation ;

18.1.7 the Organisation assigns or attempts to assign this Agreement without the prior written consent of the City of

Melbourne;

18.1.8 the Organisation ceases to carry on business in Victoria;

18.1.9 the Organisation has overdue debt to the City of Melbourne;

18.1.10 anything having a substantially similar effect to any of the events specified in clauses 18.1.3 to 18.1.9 above

happens under the law of any applicable jurisdiction.

18.2 No compensation for consequential loss

The Organisation will not be entitled to compensation for loss of prospective profits or for consequential costs, loss or damage as a result of the termination of this Agreement.

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18.3 Repayment of Sponsorship on Early Termination

In the event that this Agreement is terminated pursuant to Clause 18.1, the City of Melbourne may in its absolute discretion seek repayment of any or all Sponsorship.

18.4 Event Cancellation

In the event of cancellation or partial completion of the Event including due to poor weather (other than natural disaster) the Organisation will notify the City of Melbourne in writing as soon as practicable. Upon cancellation and with respect to Monetary Support yet to be paid, the City of Melbourne will be released from its obligation to pay. Upon cancellation and with respect to Monetary Support already paid, the Organisation must promptly refund such amount to City of Melbourne (except in the case of events outside the reasonable control of the Organisation namely strikes, war, civil unrest and, natural disaster),

18.5 Survival of Obligations

SECTION 1 (Definitions), SECTION 5 (Planning and Reporting), clause 5.3 (Acquittal Report) and clause 5.4 (Debriefing), SECTION 9 (Intellectual Property), SECTION 10 (Indemnity and Insurance), clause 10.1 (Indemnity), SECTION 14 (Confidential Information), SECTION 18 (Termination), clause 18.4 (Survival of Obligations), SECTION 19 (Exclusions and Limitations of Liability), SECTION 21 (Interpretation) of this Agreement apply after termination of this Agreement.

SECTION 19. EXCLUSIONS AND LIMITATIONS OF LIABILITY

19.1 No implied conditions and warranties

The City of Melbourne excludes all implied conditions and warranties except any implied condition or warranty the exclusion of which would contravene any statute or cause this clause to be void.

19.2 Disclaimer

The City of Melbourne disclaims any responsibility or liability to the Organisation for the consequences of any act or omission of the Organisation in the performance of its obligations under this Agreement, including but not limited to:

19.2.1 any breach by the Organisation of this Agreement;

19.2.2 any false, misleading or deceptive statement or conduct of the Organisation;

19.2.3 any breach by the Organisation of any Legislative Requirement; and

19.2.4 any act of the Organisation giving rise to a civil or criminal liability.

SECTION 20. GENERAL

20.1 Notices

Any notice required to be given or made under this Agreement:

20.1.1 shall be in writing;

20.1.2 shall be sufficiently given if it is delivered by hand, by pre-paid post or by facsimile to the other party to the address

or facsimile number last notified by the intended recipient to the sender; and

20.1.3 will be taken to be duly given or made:

20.1.3.1 in the case of delivery in person, when delivered;

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20.1.3.2 in the case of delivery by post, two business days after the date of posting; and

20.1.3.3 in the case of facsimile, on receipt by the sender of the transmission control report from the despatching

machine showing the relevant number of pages and the correct destination facsimile machine number

or name of recipient and indicating that the transmission has been made without error.

20.2 Relationship

The parties expressly agree that this Agreement is an agreement under which the City of Melbourne provides Sponsorship to the Organisation for the Event/Sponsor Activity. Nothing in this Agreement constitutes a relationship or partnership, joint venture, principal or agent between the parties.

20.3 No Fettering of City of Melbourne's Powers

The Organisation acknowledges and agrees that this Agreement does not fetter or restrict the power or discretion of the City of Melbourne in relation to any powers or obligations it has under any Legislative Requirement that may apply to the

Event, the Organisation or the municipal district of the City of Melbourne.

20.4 Accounts and Records

20.4.1 the Organisation must keep adequate accounts and records for the Organisation and the Event and shall ensure

that such accounts and records are maintained

20.4.1.1 in accordance with accounting standards and generally accepted accounting principles; and

20.4.1.2 in sufficient detail to enable the City of Melbourne to verify compliance with this Agreement; and

20.4.1.3 in such form and detail to enable the Organisation to be able to comply with the requirements of clause

5.3.

20.4.2 The Organisation must grant the City of Melbourne access to the Organisation accounts and records to enable the

City of Melbourne to verify compliance by the Organisation with this Agreement.

20.5 Unused Sponsorship

Unless otherwise agreed, any Sponsorship provided to the Organisation under this Agreement which is not used by the Organisation for the Event must be returned by the Organisation to the City of Melbourne on the date the Acquittal Report is due to be provided to the City of Melbourne.

20.6 Waiver

The failure of the City of Melbourne at any time to require performance of any obligation or compliance with any conditions under this Agreement is not a waiver of the City of Melbourne's right:

20.6.1 to insist on performance of, or claim damages for breach of or failure to comply with, that obligation or condition

unless the City of Melbourne acknowledges in writing that the failure is a waiver; and

20.6.2 at any other time to require performance of or compliance with that or any other obligation, or condition under this

Agreement.

20.7 Amendment

This Agreement may be amended only in writing signed by each party.

20.8 Severability

20.8.1 Construction of Agreement

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The parties agree that a construction of this Agreement that results in all provisions being enforceable is to be preferred to a construction that does not so result.

20.8.2 Unenforceable provisions

If, despite the application of clause 20.8.1, a provision of this Agreement is illegal or unenforceable:

20.8.2.1 if the provision would not be illegal or unenforceable if a word or words were omitted, that word or those

words are severed; and

20.8.2.2 in any other case, the whole provision is severed,

and the remainder of this Agreement continues in force.

20.9 Entire agreement

This Agreement:

20.9.1 constitutes the entire agreement between the parties as to its subject matter; and

20.9.2 in relation to that subject matter, supersedes any prior understanding or agreement between the parties and any

prior condition, warranty, indemnity or representation imposed, given or made by a party.

Failure to comply with the terms and conditions of this agreement will influence the outcome of any future Sponsorship or support.

20.10 Governing law

This Agreement is to be governed by the laws of the State of Victoria.

20.11 Controversial Issues

The Organisation must give immediate notice to the Project Coordinator if the project is likely to be highly controversial or injure the reputation of the City of Melbourne. This will enable the City of Melbourne to address any media issues that may arise. In some instances the Organisation may be required to post a clear and visible notice at the venue where the work is displayed or performed. The wording and form of such notice must be to the satisfaction of the City of Melbourne.

SECTION 21. INTERPRETATION

In this Agreement, unless the contrary intention appears:

21.1 headings are for ease of reference only and do not affect the meaning of this Agreement;

21.2 the singular includes the plural and vice versa and words importing a gender include other genders;

21.3 other grammatical forms of defined words or expressions have corresponding meanings;

21.4 a reference to a paragraph or schedule is a reference to a paragraph of or schedule to this Agreement and a reference to

this Agreement includes any schedules;

21.5 a reference to a document or agreement, including this Agreement, includes a reference to that document or agreement

as novated, altered or replaced from time to time;

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21.6 a reference to a specific time for the performance of an obligation is a reference to that time in the State, Territory or other

place where that obligation is to be performed;

21.7 a reference to a party includes its executors, administrators, successors and permitted assigns;

21.8 words and expression importing natural persons include partnerships, bodies corporate, associations, governments and

governmental and local authorities and agencies; and

21.9 a reference to any legislation or statutory instrument or regulation is construed in accordance with the Acts Interpretation

Act 1901 (Cth) or the equivalent State legislation, as applicable.

SECTION 22. SIGNATURES

This Agreement is executed as a Deed:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

[Insert Organisations representative] Date

for and on behalf of the Organisation

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

STEPHEN NAGLE Date

as delegate for and on behalf of the City of Melbourne

RETURN ONE SIGNED COPY OF THIS AGREEMENT TO:

[Insert Project Coordinator’s name & title]

City of Melbourne

GPO Box 1603

MELBOURNE VIC 3001

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APPENDIX 9

SPONSORSHIP AGREEMENT TEMPLATE – KPI DOCUMENT (DRAFT ONLY)

City of Melbourne – Events Melbourne Branch (name of organisation) 2014-2014 Triennial Program Key Contact: Schedule 2 CoM Project Coordinator: Key Performance Indicators (KPI’s) Year/s: The following template combines both the KPI and the required evaluation/measurement. The KPI column comprises the proposed outcomes to be achieved against the relevant Council Goals, Objective and Sub Objective, as identified in the 2014-2017 Triennial Sponsorship Program application. (Insert name of organisation) will be required to address meeting the KPI’s each year of the agreement in the acquittal report including required evaluation / measurement evidence to be supplied electronically no later than 8 weeks after the Event completion each year of the Agreement. SECTION 1. COUNCIL OBJECTIVE: A CITY FOR PEOPLE How does the Event make Melbourne “A City for People?” This objective aims to attract visitation to the city through a range of high quality and welcoming events which are inclusive, accessible and free, allowing a range of community sectors to connect with Melbourne’s diverse event calendar. This objective also aims to contribute to a safer city for residents and visitors through event activation during the evening, which offers a different experience to other late night entertainment offerings. (CoM to mark the Council Objectives/Sub Objectives in the below table that are not relevant in line with the Organisation’s Triennial application as “not applicable” rather than deleting)

City of Melbourne Sub Objectives Related Sponsorship Activities KPI Evaluation / Measurement

SO.1 The proposed CoM sponsor activity includes free and engaging city activation for event attendees that provides opportunity for the community to be profiled and participate.

1.

1.

1.

SO.2 Will the proposed CoM sponsored activity include activity in Docklands?

SO.3 The event provides significant opportunities for CoM based community/cultural groups to be actively involved in CoM’s sponsor activity and the overall event.

SO.4 Will the overall event include a sociable, accessible and free late night activation (post 9pm)?

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SECTION 2. COUNCIL OBJECTIVE: A PROSPEROUS CITY How does the Event help make Melbourne “Economically Prosperous?” This objective aims to increase Melbourne’s reputation as a vibrant city by supporting and promoting free and accessible local and international events. These events will increase the flow of visitors (local, interstate and international) to key city areas including Docklands, will engage local business and drive significant exposure of the CoM. (CoM to mark the Council Objectives/Sub Objectives in the below table that are not relevant in line with the Organisation’s Triennial application as “not applicable” rather than deleting)

City of Melbourne Sub Objectives Related Sponsorship Activities KPI Evaluation / Measurement

(only required for commercial events) SO.1 What is the direct economic impact to

the CoM?

SO.2 The event provides opportunities for city businesses and programs to be actively engaged with the event (through promotional opportunities and/or being a service provider)

1.

1.

1.

SO.3 The event drives significant visitation to the CoM

SO.4 The event provides CoM with usable commercial benefits.

(only required for commercial events) SO. 5 The event outlines significant positive

exposure on a local, national and international stage.

(only required for commercial events) SO. 6 The event has identified engagement

and leveraging opportunities with CoM internal branches.

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SECTION 3. COUNCIL OBJECTIVE: A CREATIVE CITY How does the Event make Melbourne be seen as “A Creative City?” This objective aims to support, promote and reinforce Melbourne’s reputation as a creative city by increasing the diversity of programming of events, and to ensure easy access to participate and attend events with cultural expression to showcase our City’s cultural heritage. (CoM to mark the Council Objectives/Sub Objectives in the below table that are not relevant in line with the Organisation’s Triennial application as “not applicable” rather than deleting)

City of Melbourne Sub Objectives Related Sponsorship Activities KPI Evaluation / Measurement

SO.2 CoM’s sponsor activity(s) has an engaging and creative events program and/or cultural element.

1.

1.

1.

SECTION 4. COUNCIL OBJECTIVE: KNOWLEDGE CITY How does the Event help make Melbourne be seen as “A Knowledge City?” This objective aims to provide opportunities for students of city based education facilities to participate in events. It also aims to engage international students with events to experience the Melbourne lifestyle with the objective of fostering positive community integration. (CoM to mark the Council Objectives/Sub Objectives in the below table that are not relevant in line with the Organisation’s Triennial application as “not applicable” rather than deleting)

City of Melbourne Sub Objectives Related Sponsorship Activities KPI Evaluation / Measurement SO.1 The event identifies opportunities for

general students to be involved with the event.

1.

1.

1.

SO.2 The event targets and/or includes international students of the City of Melbourne in its programming.

SO.3 The event targets/and or include the City’s research and educational facilities to become directly involved with the event.

SO.4 The event has educational components that are inherently part of the events overall programming.

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SECTION 5. COUNCIL OBJECTIVE: ECO CITY How does the Event help make Melbourne be seen as “An Eco City?” This objective aims to promote environmental sustainability initiatives in all events run or supported by Council. Event organisers are expected to utilise best practice waste and water management, support Council’s goal to reduce greenhouse gas emissions within the municipality and promote their sustainability achievements to their audiences. (CoM to mark the Council Objectives/Sub Objectives in the below table that are not relevant in line with the Organisation’s Triennial application as “not applicable” rather than deleting)

City of Melbourne Sub Objectives Related Sponsorship Activities KPI Evaluation / Measurement

SO.1 The event has highlighted leading practice in addressing two (2) areas of impact and will outline improvement opportunities.

1.

1.

1.

SO.2 The event incorporates sustainable themes and/or engage the community in sustainable practice.

SO.3 The event communicates the sustainability goals and actions of the organisation at the event.

Signatures for KPI sign off: …………………………………………………….. ………………… Lucan Creamer Date Commercial & Marketing Executive Manager, Events Melbourne on behalf of the City of Melbourne ……………………………………………………. ………………… (Organisation key contact) Date on behalf of (Organisation)