EVENTS PROGRAMME OPEN FUND GUIDANCE AND CRITERIA. Events Programme Open Fund - Guidance Notes and Criteria. search Bow Fiddle Rock, Moray

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1 EVENTS PROGRAMME OPEN FUND GUIDANCE AND CRITERIA search Bow Fiddle Rock, Moray 1

2 YEAR OF COASTS AND WATERS 2020 Events Programme Open Fund - Guidance Notes and Criteria This programme is open to eligible events taking place between 1 January 31 December 2020 There are two funding rounds with the following deadlines: Round 1: Monday 14 January 2019 Round 2: Friday 7 June 2019 For initial enquiries please contact EventScotland: ; information@eventscotland.org INTRODUCTION TO THE YEAR OF COASTS AND WATERS has been designated Scotland s Year of Coasts and Waters (YCW2020). The Themed Year will spotlight, celebrate and promote opportunities to experience and enjoy Scotland s unrivalled Coasts and Waters, encouraging responsible engagement and participation from the people of Scotland and our visitors. The delivery of an exciting programme of special events is an important part of the year. Including its many islands, Scotland boasts a hugely varied coastline and a rich offering of inland waters in both rural and urban settings. Our coasts and waters are vital elements of our landscape and are greatly valued by communities and visitors alike. Scotland s diverse coastal scenery, ranging from dramatic cliffs and sea stacks to gleaming white beaches, offers an unparalleled range of experiences from water sports to whale watching and island hopping. Our lochs, rivers and canals also play an important part in the visitor experience, offering boat trips, fishing opportunities and activity holidays, while the many nature reserves across the country are home to a tremendous variety of flora, fauna and wildlife. Scotland s coasts and waters have shaped our history: from fishing and textiles to whisky and wave power, they have influenced our culture, our stories, our way of life. Scotland s annual events portfolio offers a wide range of events and festivals that provide a variety of opportunities to engage with our coasts and waters. These include a wide range of sailing and water based events on our seas, lochs, rivers and canals and many cultural and heritage events that celebrate both our maritime and industrial past and the vibrant new traditions associated with our coasts and waters. This events fund has been designed to create new, high profile opportunities to celebrate our coasts and waters whilst also adding value to the existing calendar of events. Themed Years are designed to support and drive the nation s tourism and events sector, to give Scottish tourism an edge, galvanise partners and create a strong collaborative platform to promote Scotland and its valuable attributes. The approach includes spotlighting existing activity and helping create new activity designed to meet the aims and objectives of the year. A Steering Group including representation from Heritage Lottery Fund, Highlands and Islands Enterprise, Historic Environment Scotland, Marine Scotland, National Trust for Scotland, Sail Scotland, Scottish Canals, Scottish Enterprise, Scottish Government, Scottish Natural Heritage, Scottish Tourism Alliance, Scottish Water and VisitScotland/EventScotland has been formed to take the year forward. 2

3 AIM, OBJECTIVES AND SCOPE OF THE YEAR OVERARCHING AIM YCW2020 will sustain and build upon the momentum of the preceding Themed Years to spotlight, celebrate and promote opportunities to experience and enjoy Scotland s unrivalled Coasts and Waters, encouraging responsible engagement and participation from the people of Scotland and our visitors. OBJECTIVES The objectives for the Themed Year focus on: Promotion Celebration Participation Collaboration Industry Engagement EVENTS PROGRAMME SCOPE Supporting the objectives for the year, the funded events programme will create new opportunities for responsible participation, celebration and promotion of the themes. Scotland already has a range of exciting and unique events that are inspired by our coastal and inland water assets and stories. These include walking festivals, cultural and heritage festivals, water-based sporting/active events and food and drink festivals that showcase our world class food and drink products. In developing the programme, attention will be given to spreading activity across the country, throughout the year and engaging a wide range of partners across the themes. Supported events will form a key aspect of the promotional campaign and will offer new, creative activity that will add value and capture the attention of potential audiences and media. Events must support sustainable tourism values and must directly relate to the story and opportunities connected with our coasts and waters, aligning well with the host region s ambitions to develop these assets. Location near water will not be enough the event narrative and connection to place will have to project a strong, authentic experience. YCW2020 will be inclusive, embracing a wide range of activity and content aligned to the themes of the year with a focus on widening awareness, engagement and participation. Given the scope of the opportunity, the events programme will be developed around four broad strands, designed to offer a range of experiences and activity that can be enjoyed on and around our coasts and waters. The four programme strands that we invite events to respond to and celebrate are: 1. Our Natural Environment and Wildlife 2. Our Historic Environment and Cultural Heritage 3. Activities and Adventure 4. Food and Drink Events may focus on one or more programme strand. In addition to our funded events programme, a partner programme will be co-ordinated which will provide a structured opportunity for non-funded events and festivals that fit well with the theme to take part in the year and benefit from the wider promotional platform. 3

4 THE YCW2020 EVENTS OPEN FUND The YCW2020 Events Open Fund has been designed to support new, creative event proposals and programming that will provide high profile content created especially in response to the 2020 Themed Year opportunity. We are looking for event proposals that will capture the imagination, tell the unique stories of our coasts and waters across the country, provide strong engagement opportunities for water-based and waterside destinations and create key moments across the year to drive high levels of media coverage, awareness and attendance. Both new events and new programme strands created within existing events or festivals especially for the Themed Year are eligible. A total Open Fund of 600,000 has been made available across two funding rounds. Applications for grants of between 10,000 and 50,000 are invited. OBJECTIVES - THE FUND HAS BEEN DESIGNED TO SUPPORT EVENTS THAT WILL: Increase awareness and provide opportunities to promote and celebrate Scotland s unique coasts and waters through innovative programming that captures the imagination, has a unique story to tell and generates strong media coverage. Drive tourism, creating or expanding opportunities for residents and visitors to responsibly participate and engage with activity that celebrates the themes. This includes events that are designed to broaden audiences, engaging young people and our diverse communities in water-based and waterside events as well as events that support environmental initiatives, raising awareness about how best to look after, protect and support our unique coastal and water-based locations. Enhance Scotland s existing programme of water-based and waterside events with new and innovative opportunities. Unique and surprising aspects of our heritage might be explored, new opportunities to get more people on the water might be developed, special anniversaries may be marked, less known locations may be showcased, etc. Provide an opportunity for the events and festivals sector to embrace and contribute to the year, strongly encouraging collaborative working between sectors, especially partnerships that can have a lasting legacy. Encourage learning and education to enhance knowledge, understanding and enjoyment of the marine and natural environment. Applications will be assessed on their demonstrated ability to reflect the above stated Themed Year objectives and against the eligibility and evaluation criteria outlined below: ELIGIBILITY CRITERIA Events must take place in Scotland in 2020, be public facing and attractive to visitors and local communities. Events must strongly resonate with the themes and objectives of the year. Simple proximity of an event to our coasts and waters is not enough. Proposals must clearly articulate plans to ensure that the event does not impact negatively on our marine or natural environment. The appropriate environmental and sustainability best practice guidance, for example Resource Efficient Scotland s How to Plan and Deliver Environmentally Sustainable Events and Scottish Natural Heritage s Scottish Marine Wildlife Watching Code must be adhered to. Round 1 applicants should be in a position to be part of the first programme announcement planned for Spring Round 2 applicants should be in a position to be part of the Autumn 2019 programme annuouncement. 4

5 Applications must be made by a legally constituted organisation. Applicants are required to secure additional event funding from alternative sources. Any grant award (between 10,000-50,000) provided under the fund can form no more than 50% of the total budget income. Projected and secured additional income will be evaluated and assessed at application stage. Successful applications will demonstrate strong partner support. The level of award applied for should be supported by a clear business case and budget that justifies the request. New Events: Applications from new events will be assessed on evidence of a sound budget and strong content with reference to the objectives and criteria. The applicant must demonstrate the relevant relationships and partnerships are in place to be able to mobilise collaborations immediately in developing the event. Existing Events: Applications will be accepted for new, high profile programme elements within existing festivals or events. In addition to sound budget, these events will be assessed specifically on the added value they will bring in terms of promotion and audiences. Awards cannot offer replacement funding or fill budget gaps (e.g. created by the withdrawal of another founder) events supported through this funding programme are unlikely to be eligible to apply to other EventScotland open funding programmes. If your event is currently supported by EventScotland and you have a proposal for YCW2020 please discuss this with your allocated EventScotland Events Manager. EVALUATION CRITERIA RELEVANCE AND FIT Successful proposals will demonstrate: Strength of event concept and relevance to the aim and objectives of the Themed Year Potential of the event to generate new and creative content to drive increased engagement and attendance to waterside and water-based destinations/attractions Event activity must be capable of driving national and/or international profile and tourism impact Fit within the overall programme of activity and contribution to balance across the four coasts and waters programme strands: Our Natural Environment and Wildlife; Our Historic Environment and Cultural Heritage; Activities and Adventure; Food and Drink Contribution to spread of programme across Scotland. It is aimed to support a wide geographic spread of events taking place throughout It is also important that no clash exists with other high profile events occurring in the same region and/or time VIABILITY When assessing an application we will be looking for evidence of the following: Sufficient proven experience in financial administration and the necessary event management skills to deliver the event A viable budget, business and marketing plans Sufficient financial and in-kind support from other public sector organisations, e.g. the Local Authority Sufficient support, sponsorship and/or investment from private sector organisations, and realistic projected earned income 5

6 IMPACTS Your application will also be assessed against the following five impacts: Media and Profile Potential of event to promote the 2020 themes to a wide audience through effective marketing Potential of event to generate online, print and broadcast media promoting the themes Potential of event to drive social media engagement Tourism and Business Potential to raise the profile of the destination during and after the event Potential to drive event-led tourism/attendances and economic impact Potential opportunities for local and Scottish businesses and for showcasing local talent and produce Sustainability Potential to promote and deliver best practice in terms of environmental impact and sustainable tourism Evidence of the promotion of sustainable practices including use of local suppliers Brand, Identity and Reputation The event s fit with the national event strategy Scotland the Perfect Stage The event s fit with the host region; e.g. alignment with local event and tourism strategies, celebrating local priorities, heritage and stories, etc Social and Cultural Potential of the event to showcase and celebrate cultural and sporting talent Potential of event to extend participation and broaden engagement across the programme strands particularly with young people and our diverse communities Potential to engage and encourage participation from local communities Potential of the event to have a lasting legacy Potential to take forward learnings from 2018 Year of Young People, involving young people in the co-design and delivery of the event 6

7 APPLICATION PROCESS Potential applicants must contact EventScotland on / information@eventscotland.org to discuss their proposal in advance of preparing an application. If you are currently supported by EventScotland, please speak to your allocated Event Manager in the first instance for advice. Once applicants have discussed their proposal with EventScotland and are eligible to apply, an application form will be shared which should be completed in full. Your application should be submitted by to information@eventscotland.org along with all relevant supporting documentation. Alternatively, hard copy documentation may be submitted by post to EventScotland, Ocean Point One, 94 Ocean Drive, EH6 6JH Please note VisitScotland cannot open any files using online file sharing sites or accept USB/CD/DVD. Large files can be shared through the approved VisitScotland File Transfer Portal. Please contact your Event Manager for access. Please complete the form in full. Failure to provide all the requested information (including the required appendices detailed at the end of the application form) will impact on the success of the application. The deadline for receipt of applications for Round 1 is 5pm Monday 14 January The deadline for receipt of applications for Round 2 is 5pm Friday 7 June Following the deadlines, each applicant will receive an acknowledging receipt of their application and next steps. Successful applicants will be required to sign a formal funding agreement, agree relevant performance indicators, provide acknowledgement of the Year of Coasts and Waters 2020 in all event materials, undertake appropriate visitor research and complete a Post Event Report. Funding will be paid in instalments against an agreed payment schedule. The final payment will be made after the event and following the organiser s submission of the Post Event Report. All grant recipients must agree to implement a robust means for measuring event outcomes, in line with the aims of the Themed Year in order that the year can be evaluated. VisitScotland will co-ordinate and deliver an overarching Themed Year marketing and PR campaign. Funded events will be required to work pro-actively in partnership as part of this campaign in line with communications guidance which will be issued soon after any funding has been agreed. If you are successful in Round 1, contract discussions will take place quickly with the intent that early programme announcements will take place in Spring Successful Round 2 events will be ready for announcement in Autumn