Saturday22ndSeptember –Sunday14thOctober 2018
ACTIVITY PROVIDERS INFORMATION SHEET
THE EXPO
The Healthy & Active Expois a Wyndham City initiative, with the aim of promoting a diverse range of recreational activities to a broad range of residents across the municipality. The Expo spans over 3 weeks (4 weekends) with last year’s Expo having 79 activities run by 36 providers, with 2408 registered participants.
This year the Expo will be a combination of events and activities from 22 September – 14 October at various times and locations throughout the municipality.Council is seeking local providers such as community groups (e.g. sports clubs andwalking groups) and private providers (e.g. dieticians and indoor recreation centres) to provide activities for the Expo. Providers will be asked to provide at least one free session to residents (at no cost to Council) to try their activity, with the view to engaging the participants on an ongoing basis. Your activity can be a session that you are already running (as long as you can include more participants for free) or it can be new.
Providers will be expected to organise everything required for their activity including the venue, instructors and equipment. There will be one exception to this, where Council will organise the venue for a combination of activities at one time and location (providers will still need to provide instructors and equipment). This event will be held at Glen Orden Sports Reserve in Werribee at 10am-12pm on Saturday22September. Providers that want to be involved in this event should specify this on their application form.
Participants will register for the Expo via Council’s website and Council will inform each Provider with the names of participants that have registered for their activity, so that you have an idea of how many participants to expect.
The Expo is a great opportunity to promote your group, reach a broad range of residents and grow your participation numbers.
PROMOTION
The program will be mass promoted to the public in order to generate interest in participation and initiate registrations. Examples of how the Expo will be promoted include Wyndham News (and other Council publications), real estate boards, local media, flyers/posters and online marketing. Providers will also be expected to promote their activity and the Expo via their own networks.
Council anticipates that promotion of the Expo will reach over 100,000 residents, with approximately 3000 residents registering to participate.
ACTIVITY SELECTION
It is anticipated that Council will receive a lot of interest from potential providers wanting to be involved in the Expo and Council wants to manage the number, type, timing, location and target markets of activities being provided. This will be done by selecting appropriate providers by diversity of activities, locations, timing and target markets. While we encourage all potential providers to express an interest in the Expo, we cannot guarantee that all expressions will be accepted.
COUNCIL’S ROLES
- Recruit program providers to run the activities that will make up the Expo
- Develop a memorandum of understanding (MOU) between Council and providers
- Run an information session for Providers to discuss Providers’ requirements and how to get the most out of the Expo
- Develop the website for residents to register for activities
- Promote the program to Wyndham residents to encourage them to participate
- Communicate with participants to ensure they are aware of the full benefits of the program
- Inform providers of the names of participants registered for their activities
- Remind participants to attend activities for which they have registered
- Evaluate the success of individual activities and the program as a whole
PROVIDERS’ ROLES
- Express an interest with Council for the Healthy & Active Expobefore the closing time
- Agree to the memorandum of understanding (MOU) with Council regarding the Expo
- Attend one of Council’s provider information sessions (one hour duration)
- Organise everything required for your activity, including appropriate instructors
- Promote your activity and the Expo via your networks, including providing signage on the day of your activity to ensure participants can find you
- Provide your activityat no cost to participants or Council
- Be fully inclusive of anyone who wants to take part in your activity (including people with disabilities) provided they are the appropriate age and gender for that activity (if applicable)
- Encourage participants to continue to be involved with your group’s activities
- Provide feedback to Council after your activity, including the names of participants
EXPRESSION OF INTEREST
If you are interested in providing an activity as part of the Healthy & Active Expo please send a completed Expression of Interest form to Council no later than 8:00am, Tuesday 5June 2018.
CONTACT DETAILS
If you and/or your organisation are interested in participating, or are seeking further information, please contact:
Simon Crawford
Inclusion & Participation Officer
Email:
Phone: 8734 5488 extension:2080