SPONSORSHIP PROGRAM
2015-2016 APPLICATION FORM
Please read the instructions on the next page before commencing the application process.
Sponsorship is only offered in Round One (1) and applications close at 5.30pm on Friday17April 2015.
Name of OrganisationName of Event/Activity
Type of Activity
Contact Person
Position
Phone / Mobile Daytime
Postal Address
Website
Funding duration
Funding request (excl GST) / Once-off 2 year funding 3 year funding
$______$______$______
ABN or Incorporation Registration Number
Event Start Date
Event End Date
Sponsorship Program 2015-2016– MajorEvent Sponsorship- Page 1
OFFICE USE ONLYDate Application Received
Acknowledgment Sent
File Number
Checklist
Please complete the checklist below.
Before submitting your application make sure you have:
Checked that your organisation is eligible to apply for Sponsorship - see Eligibility Criteria in the Sponsorship Guidelines.
Fulfilled any previous sponsorship contractual obligations with the Adelaide City Council.
Read the City of Adelaide Strategic Plan 2012-2016.
Read the 2015/2016Sponsorship Guidelines.
Made contact with the Sponsorship Advisorfor further information and assistance prior to commencing an application (particularly if you are a first time applicant):
Paula Stankiewicz
Sponsorship Advisor
P - 8203 7318
E -
Included a copy of your organisation's Certificate of Incorporation.
Included a copy of your organisation’s most recent annual report and/or audited financial statement.
Attached a fully costed Event Income and Expenditure Statement on page 16(note that Council will not provide in-kind support in addition to cash Sponsorship for your activity or event).
Attached an event plan or running sheet describing the major elements of your event or activity.
Attached a Business Plan and/or a Marketing and Communication Plan
Attached an Economic Impact Analysis.
Attached any further information you think is relevant to your application.
Completed all sections of the application form.
Signed the application form.
Submitted two (2) hard copies of your signed application by post to:
Vibrant City
Adelaide City Council
GPO Box 2252
ADELAIDE SA 5001
or in person to:
Customer Service Centre
Ground Floor
25 Pirie Street
ADELAIDE SA 5000
Kept a copy of your application for future reference.
Note that late, faxed or emailed applications will not be accepted.
Sponsorship Program 2015-2016– MajorEvent Sponsorship- Page 1
General Information
- Event Details
Event Name
Location(s) of proposed event or activity(where the event/activity is to be held – streets, indoor venue, Park Lands etc)
What does your organisation do and why does it do it?(briefly describe the aims of the organisation)
Please provide an outline of the event or activity (include the major elements of the event)
Please outline the history of the event or activity (include objectives of the event, how often it has been held in the past, location, attendances, success and outcomes)
- Will your event be held within the Adelaide City Council boundary?
Yes
No
- Will your event be held in the Park Lands?
Yes -have you completed a Park Lands Booking Form? Yes No
No
Note: If you are holding your event in the Park Lands you are required to make a booking with the Adelaide City Council Events Team prior to submitting this sponsorship application. Submission of your sponsorship funding application does not represent a booking for your event.
- How is your organisation managed?
Management Committee
Board of Management
Advisory Board
Other - Please specify ______
- Is your organisation not-for-profit?
Yes
No
- How is your organisation constituted?
Incorporated Association
Company limited by guarantee
Other - Please specify ______
- Does your organisation have any outstanding debts to Council?
Yes
No
If yes, please provide details.- Does your organisation have anyoutstanding reporting to Council?
Yes
No
If yes, please provide details.- What are the estimated fees and charges imposed by the Adelaide City Council for this event or activity?(refer to page 19 for further details on fees and charges).
You must include these charges in the Income and Expenditure section on page 14 and include them as a part of your funding request as Council will not provide in-kind support via the waiving of fees.
Assessment Criteria
(Your answers will assist Council to assess your application).
- Visitation
a)Is any part of your event/activity held outside of the Adelaide City Council boundary?
YesNo
b)What is the totalanticipated attendance at your event/activity?______
c)What is the City onlyattendance component? ______(if different from above)
d)Do you collect statistical data on the number of metro, regional, interstate and international visitors to your event?
YesNo
e)If yes, please provide a breakdown of visitors to theCity(this should match the total in part c) above):
AdelaideRegional SAInterstateInternational
Metro
______
f)How many visitor bed nights (paid accommodation) will your event generate?
______bed nights
- Economic Benefit
a)What is the anticipated economic benefit of your event or activity for the City of Adelaide?(the economic benefit is the degree to which the event or activity provides a measurable economic benefit to the City of Adelaide).
$______
b)How has this calculation been determined?(your response needs to include economic factors such as visitor spend, average bed nights in the City and will need to identify flow-on effect to other business and industry in the City.Please attach supporting documentation).
c)How will your event/activity:
Work with businesses to contribute to the activation of the City;and/or
Directly engage with City businesses to participate in the event?
Please provide details.- Environmental Sustainability
The City of Adelaide encourages event organisers to implement environmentally sustainable practices in the staging of events and activities.
Will your event undertake any of the following?
a)Sustainable Travel
Promote public transport and/or cycling to and from your event?
eg provide public transport information on website, provide bicycle storage racks for patrons (note that Council has racks available for hire).
YesNo
If yes, please provide details on this initiative.b)Carbon Footprint
Reduce carbon emissions and/or purchase carbon offsets?
Eg partner with environmental organisations to offset carbon emissionsand/or purchase carbon offsets.
YesNo
If yes, please provide details on this initiative.c)Source local and/or organic produce
Source local and/or organic produce or employ local producers to provide catering for event patrons, and/or encourage use of current season produce?
YesNo
If yes, please provide details on this initiative.d)Reduce Reuse Recycle
Recycled Materials
Use recycled materials where possible in event design and implementation
Eg look at creative use of materials using reusable or recyclable materials
YesNo
If yes, please provide details on this initiative.Compostable Containers
Implement the use of compostable food serving containers supported by appropriate organics waste recycling?
YesNo
If yes, please provide details on this initiative.e)Minimise Waste and Encourage Recycling
Front of House
Implement the 3-bin recycling system (general waste to landfill, container recycling, organics – food and compostable containers)?
YesNo
If yes, please provide details on this initiative.Back of House
Provide recycling and recovery services to caterers
Eg dedicated cardboard and soft plastic recycling, cooking oil recovery, food organics recycling etc
YesNo
If yes, please provide details on this initiative.f)Water Management
Implement initiatives to save water and minimise water pollution?
YesNo
If yes, please provide details on these initiatives.g)Awareness
Provide messaging on environmental sustainability issues?
YesNo
If yes, please provide details on this initiative.h)Other
Please provide details on any other environmentally sustainable practices.- Activation
Underutilised City Streets and Public Spaces
a)Does your event activate underutilised City streets and public spaces to create places for creative and social activities?eg laneways, rooftops, squares
YesNo
If yes, please provide details on the identified space(s) and how you will activate them.Council Priority Areas
b)Does your event activateany of the below Council priority areas?
Victoria ParkVictoria Square
Park 24 (Tambawodli)Adelaide Town Hall
If yes, please provide details how you will activate these spaces.Evening Experience
a)How will your event activate the City after 5pm?
If yes, please provide details.- Profile - Marketing and Media Opportunities
a)Who are your target markets?(your response should include demographic information as well as community and cultural groups).
b)How will you reach them?(your response will need outline the key elements of your marketing plan designed to attract people to your event. Please attach a Marketing or Business Plan if available).
c)Please provide a list of any media partnerships formed for your event.
d)What is the total anticipated publicity value of local media exposure? (radio, print, TV)
Please provide details including which stations, publications and networks as well as the number of media items you expect the event/activity to generate.e)What is the total anticipated publicity value of national media exposure, if applicable? (radio, print, TV)
Please provide details including which stations, publications and networks as well as the number of media items you expect the event/activity togenerate.f)What is the total anticipated publicity value of international media exposure, if applicable? (radio, print, TV)
Please provide details including which stations, publications and networks as well as the number of media items you expect the event/activity to generate.g)What is the total anticipated publicity value of digital and social media exposure, if applicable?
Please provide details including which platforms.- Cost to the Public
a)Is the proposed activity or event free or ticketed?
Free
Ticketed
Combination–what percentage is free_____%
–what percentage is ticketed_____%
Please provide details including average ticket price if applicable.- Sponsorship Benefits to Adelaide City Council
a)What are the proposed sponsorship benefits for the Adelaide City Council?
Please provide details. A ‘yes’ or ‘no’ answer will not suffice.
Logo acknowledgementegCouncil logo recognition on event publications, advertisements, merchandise, signage, website etc
Verbal acknowledgment
Print advertisement
ieCouncil access to complimentary advertising space in event programs etc
Publicity
eg Lord Mayor Welcome message in event programs, photo opportunities, speaking opportunities for the Lord Mayor or representative of Council
Digital
eg e-news articles, social media opportunities/posts, web banner advertisements
Naming rights/Program alignment (to event or component of event)
Display of Council’s ownEvent signage (outdoor/indoor)
Business engagement (opportunities to connect event patrons with Council businesses eg Adelaide Town Hall, UPark, Aquatic Centre, North Adelaide Golf Course, City Library or Council Services)
Ticketing and Hospitality
Media opportunities
Leveraging opportunities (expo sites, promotional opportunities)
Other
- Financial Viability
The degree to which the activity or event is financially viable and sustainable with or without Council sponsorship funding.
a)Has Council funded your organisation over the last five (5) years?
Yes No
If yes, please provide details below:
Date Funded / Amount / Name of Event or Activity2014/2015
2013/2014
2012/2013
2011/2012
2010/2011
b)Are you applying for multi-year funding?
YesNo
If yes, please provide details on the development of yourevent/activity over three years and how it will benefit from multi-year funding.If applying for multi-year funding event/activities must occur between 1 July 2015 – 30 June 2018.
c)Could your project proceed if only partial funding was received?
YesNo
Please provide details.Sponsorship Program 2015-2016– MajorEvent Sponsorship- Page 1
d)Who else is funding or partnering with your organisation for theproposed event or activity and what will their contributions be?
Please provide a summary only. Detailed information is to be included in the Event Budget on page 14.
Contributor / Type of support / $ Value (exc. GST) / Status eg confirmed, pendingAdelaide City Council / Cash
Australia Council / Cash
In-kind
Arts SA / Cash
In-kind
Other* / Cash
In-kind
Total Amount
*Other refers to funding partners, media partners, or other agencies that provide monetary and/or in-kind support – failure to provide this information will result in no further consideration of your application.
e)Does your organisation carry a deficit?
Yes No
If yes, please provide details.Sponsorship Program 2015-2016– MajorEvent Sponsorship- Page 1
Event Budget
Use the template below to provide details on anticipated income and expenditure for your event/activity. Items listed in the template are intended as a guide only. The template can be changed to more accurately reflect the income and expenditure associated with your event/activity.
INCOME / EXPENDITURESponsorship / Donations / Wages / Associated Costs
ACC request - cash / Wages
Applicant contribution - cash / On-costs
Applicant contribution - in-kind*
(eg volunteer labour, goods, services)
Other sponsorship - cash / Administration
Other sponsorship - in-kind* / Accounting / Audit
Counselling
Facilitation
Performance fees
Entry Fees / Hires
Box Office & Entry Fees / Marquees
Ticket sales / Chairs
Participant fees / Tables
Program fees / Venue
Sound equipment
Staging
Security
Other Income / Marketing & Promotion
Exhibition fees / Advertising
Stall holder fees / Radio
Performance fees / Printing
Sales / Posters / Fliers
Membership subscriptions / Postage
Venue Hire / Other - detail
Insurances
Public Liability Insurance
Other
Council Fees
Waste
ParkLand fees
Services (i.e. gas, electricity)
Approvals
Permits
Road closure
Miscellaneous
Catering
Rent
In-kind support*
Total Income / Total Expenditure
Please detail anticipated funds brought forward to demonstrate the sustainability of your event (income minus expenditure):
$______
* Please note that in-kind sponsorship (income) also requires a corresponding expenditure item.
- Accessibility
a)Does your event provide access for people with a disability?
eg acceptance of companion card, accessible toilets, wheelchair accessible seating/viewing platforms, sign language interpreters, accessible parking.
Yes No
If yes, please provide details on specific provisions.- Council's Priorities
a)How does your proposal respond to Council's priorities?(your answer must demonstrate how your proposal aligns with some of Council’s Strategic outcomes as detailed in theCity of AdelaideStrategic Plan 2012-2016).
Please tick which apply and provide details.
Outcome 1 – City of Great Places
How does this relate to your event?
Outcome 2 – Accessible City
How does this relate to your event?
Outcome 3 – Creative City
How does this relate to your event?
Outcome 4 – Liveable City
How does this relate to your event?
Outcome 5 –Prosperous City
How does this relate to your event?
Outcome 6 – Environmentally Sustainable City
How does this relate to your event?
Other relevant Council priority and/or strategy
How does this relate to your event?
- Other
Is there any other information you think is relevant to your proposal?(please add additional information if directly relevant - maximum of 1 page).
Applicant Certification
I certify to the best of my knowledge that the statements made in this application are true. I have read the Adelaide City Council’s Sponsorship Program guidelines.
I understand that should this application be approved by the Adelaide City Council that I would be required to accept the conditions of the Sponsorship in accordance with the Council’s accountability and reporting requirements.
Name of Delegated OfficerPosition
Signature
Today’s date
Name of Chairperson/EO
Signature
Today’s date
Ifthis sponsorship application is being submitted under the auspice of another organisation please complete the following details.
Name of Auspicing OrganisationName of Delegated Officer
I certify that we are the auspicing organisation for this application.
Signature
Today’s date
Goods and Services Tax (GST)
(1)Application Procedure
The entity applying for funding must supply an Australian Business Number (ABN) or state it is not registered for GST when applying for funding.
Is your organisation registered for GST?Yes No
Australian Business Number (ABN) (11 digits)
Entities should be aware that the GST legislation deems your organisation as providing the supply for GST purposes.As such, any liability for GST arising as a result of any non-compliance issue rests with your organisation and the Corporation has no obligation to contribute to that liability.
(2)Entity Registered for GST
- Prior to receiving funding a Registered Entity must supply Council with a GST compliant Tax Invoice for the agreed amount of funding plus GST. Both should be clearly labelled on the invoice.
- No payment will be made until a correct tax invoice has been received and accepted by the Corporation.
(3)Entity Not Registered for GST
- Australian Business Number (ABN) to be supplied to ensure withholding tax not applied to sponsorship.
- Non-registered Entity must provide the Corporation with acknowledgment of its status in regard to GST prior to receiving sponsorship.
- Amount to be paid is the agreed sponsorship amount only. Payment documentation must state that the payment does not include any GST component. Must also state that the Corporation has no responsibility for GST, which may arise due to any non-compliance issue relating to this transaction.
Please Note:
If your organisation is registered for GST, the Corporation will gross up the sponsorship for the appropriate GST amount, provided all requirements listed above are met to the Corporation’s satisfaction.
All applicants are encouraged to obtain independent advice as to their position under GST legislation.
Contact and costing details for Council Services
When organising your project, activity or event you may need to apply for a service from the Adelaide City Council.
Below is a list of some applicable Council services.
It is important that you fully cost your activity or event including all the services listed below as Council will not provide additional support. Should your application be successful, the amount allocated will be the total of Council’s contribution and no further request (cash or in-kind) will be considered.