Floriade Charity Partner Guidelines

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2 Floriade Charity Partner Guidelines EventsACT, on behalf of Floriade, receives numerous requests each year from charitable organisations seeking support for their cause. The Floriade Charity Guidelines have been developed to provide interested charitable organisations the opportunity to apply via an Expression of Interest to become one of two Floriade Charity Partners each year. The assessment process will be managed in two stages. A short listing of applicants will occur initially, and the successful applicants will be invited to make a presentation to the Floriade Assessment Panel before a final decision is made and announced. The Expression of Interest process allows Floriade to respond to requests in a way that is transparent, consistent and manageable. Charity organisations selected via this policy have the opportunity to work with EventsACT for both the annual Floriade and Floriade NightFest events in FLORIADE DATES Date: Saturday 12 September to Sunday 11 October 2015 inclusive Times: Weekdays 9.00am 5.00pm; Weekends & public holidays 9.00am 5.30pm 2015 NIGHTFEST DATES Date: Wednesday 23 to Sunday 27 September 2015 Times: 6.30pm 10.30pm 2015 THEME Reflection Canberra s world-class floral extravaganza returns for its 28th year in September, promising yet another colourful program of events inspired by the 2015 theme, Reflection. As Australia marks the 100th anniversary of the ANZAC landings in 2015, so too do we in Canberra. In recognition of the centenary, Floriade s beautiful garden beds will pay tribute to our ANZACs through visual interpretations of symbols such as the poppy, the Southern Cross, two-up and the famous slouch hat. However Reflection is about more than just looking back it is about celebrating our proud past and our vibrant, exciting present, while embracing a future full of brilliant possibilities. Floriade is a place where you can stimulate your senses, engage your mind and fire your imagination with big ideas and exciting concepts. Visitors to Australia s biggest celebration of spring can pick up gardening tips from experts in the field, listen to inspiring musical performances, enjoy culinary demonstrations by worldrenowned chefs and keep the kids entertained with an exciting line up of entertainment. Charity Partners are not obliged to reflect the annual theme however it may present opportunities to integrate into programming or aligning content and media/pr opportunities. 2

3 APPLICATION PROCESS Tuesday 7 April: Call for Expressions of Interest (EOI) Thursday 8 5pm: Closing date/time for EOI Tuesday 13 May: Assessment completed & applicants advised if shortlisted/unsuccessful Monday 19 May Friday 23 May: Shortlisted applicants invited to present to Panel Friday 30 May: Successful official Charity Partners advised 1. Background information for Charity Partner applicants EventsACT will support two charitable organisations each year during Floriade and Floriade NightFest with preference for organisations with a national focus and a local presence. For the first time in 2012, the chosen Charity Partners, The Yellow Van and St Vincent de Paul Society, shared a marquee space and worked collaboratively to create a memorable experience for the Floriade visitor. This new model was hugely successful for both parties due to the attraction of new volunteers, social media growth and increasing awareness of their brand and year round activities. In 2014 The Independent Property Group Foundation introduced the My Cubby House Rocks program erecting 5 cubby houses on site for visitors to use during their visit. These cubby houses were then auctioned off on the final day of Floriade with all proceeds going to the foundation. This was a highly successful partnership for the event, with great benefits for both parties. Fundraising onsite should not be a primary goal for a Charity Partner it is the opportunity for the Partner to increase awareness of their cause, and provide and reinforce key messages relating to their objectives. It is recognised however that raising funds may form part of the overall onsite programming if the activity is deemed suitable and adds to the visitors Floriade experience. Please be aware that due to OH&S money handling compliance issues, individuals are unable to collect cash on behalf of the charity in any other location than within the Floriade Charity Marquee. Alternative methods such as signing up new members, volunteers and supporters, and engaging via social media linked to onsite activities are recommended. It is essential that the Charity Partner creates programming and activities that enhance the Floriade visitors experience while on site. The motivation for program content is to win the hearts and minds of visitors so that the Charity Partner will continue to benefit from the visitor contact well after Floriade has closed the gates for that year. The Charity Partner has access to Floriade for the full 30 days of the event, however programming and times on-site may be negotiated. Floriade organisers are looking for high quality activation and impact rather than quantity of programming. Heavy emphasis will be placed on the charities ability to enhance the experience and engage with visitors by the selection committee and the charities EOI should reflect this. 2. Charity Partner Title Selected charity organisations will be recognised as an Official Charity Partner of Floriade and Floriade NightFest* 2015 *Conditions apply for activities/involvement during Floriade and Floriade NightFest 3

4 3. Qualifying for support EventsACT will consider proposals from charitable organisations on a case-by-case basis according to the qualifying criteria outlined below. An incorporated association under the relevant State or Territory Association Incorporation Act and/or a registered charity Bipartisan (non political) Not involved in any controversial activities or likely to expose EventsACT to criticism Not raising money for religious purposes, however they may be a religious organisation eg Salvation Army 4. Benefits to the charity EventsACT endeavours to provide selected charities with the following benefits: Brand exposure to over 480,000 attendees (note: visitor numbers are based on 2014 figures and cannot be guaranteed) The organisation s logo will be recognised as a Charity Partner on the sponsor recognition page of official Floriade program Corporate acknowledgement in conjunction with event launches The organisation will be acknowledged on a pull up banner used in relevant Floriade and/or Floriade NightFest launches/events The charity organisation will be supplied with a post event report Logo recognition on large sponsor boards strategically placed throughout Floriade and Floriade NightFest Opportunity for the charity organisation to have maximum of 2 signs (600mm x 550mm) for a period of 30 days during Floriade and Floriade NightFest period. The charity organisation is required to provide the artwork to EventsACT for the production of signage and must be consistent with event signage. The production cost of signage will be the responsibility of the charity organisation. Requirement of any additional signs must be discussed prior with EventsACT. Location of signs is determined by EventsACT. Opportunity to deliver an event and/or activities on-site subject to negotiations between EventsACT and the charity organisation Opportunity for the charity organisation s marketing collateral to be made available at the Floriade Information Marquee located at the main entrance of Floriade for 30 days and during Floriade NightFest period, subject to approval by EventsACT Charity organisation s link on the official sponsors page of the Floriade website floriadeaustralia.com and/or Floriade NightFest sponsors page Invitations for two guests to attend the Floriade launch and Sponsors & VIP Function & 10 positions in the post event bulb dig. 4

5 Opportunity to obtain the media schedule for Floriade 2015 to leverage the charities marketing campaign Access to creative design elements of the Floriade campaign that can be utilised by the organisation which includes the official Floriade partnership logo 5. Selection Criteria Proposals will be assessed against the following Selection Criteria and must be submitted by the due date as advised by EventsACT. 5.1 The charity must clearly describe their objectives and a proposal outlining the onsite activities they wish to implement. All activities including merchandise and mascot will be subject to approval by EventsACT. The EOI should address the following Selection Criteria: Type of event activations range of activities planned for on site Money collection methods Promotion of event activations local and national Selling merchandise Using a mascot on-site Money handling procedures with relation to selling merchandise & collections Willingness to negotiate a shared space onsite with other charity partner Key success factors and anticipated outcomes from Floriade including those that are measureable 5.2 The charity must outline all possible benefits to Floriade and/or Floriade NightFest Promotion through website to their national subscribers and branches Promotion through member networks (including interstate newsletters and circulation numbers) Instore promotion Acknowledgements Use of ambassador Use of charity logo Media release regarding the partnership 5.3 The charity must list all preferred logistical requirements. These are not guaranteed and will be subject to approval by EventsACT. Items to be provided by EventsACT e.g. marquee space (3m x 3m). The charity will be responsible for all remaining associated costs Items supplied by the charity ie tables/chairs/tablecloths etc 5.4 The charity must provide a post event report within 90 days of the event with statistics showing their national distribution reach, copies of Floriade related marketing material and PR value generated for Floriade and/or Floriade NightFest through this partnership. 5

6 6. Supporting documentation for application The charity must supply the following documentation to support their application: 6.1 Number of staff estimated to deliver activities (including a list of names and schedule prior to the event) 6.2 A copy of certification as a registered charity of Australia 6.3 A copy of public liability insurance and workers compensation certificates CLOSING DATE FOR EXPRESSIONS OF INTEREST: Thursday 8 May Please your application in writing to: Jake Roarty Sponsorship and Business Development Officer EventsACT Phone: FLORIADE 2014 EVENT REPORT Should you require a copy of the Floriade event report, please request via to: 6

7 Glossary Ambassador: an official representative of an organisation Benefits: opportunities contributing to the success of desired objectives Charity/charitable organisation: an organisation or not for profit or fund established for a charitable purpose. Charitable purposes are those which the law regards as charitable. The term charitable has a technical legal meaning which is different from its everyday meaning. Charitable purposes are: The relief of poverty or sickness or the needs of the aged The advancement of education The advancement of religion Other purposes beneficial to the community Fundraising activities: activities where the organisation asks the public for, or receives from the public; money or other benefits such as goods or services; on the basis that the money (or other goods) is not being sought solely for profit or commercial benefit. In short, it is the organised activity of soliciting and collecting money for a charity organisation Floriade: 30 day festival with free entry to public. Floriade 2015 operates 12 September 11 October, 9:00am 5:00pm weekdays and 9:00am 5:30pm weekends and public holidays. Excludes Floriade NightFest which is a separate ticketed event Floriade NightFest: a separate ticketed event on site. Floriade NightFest 2015 operates from 23 September 27 September, 6.30pm 10.30pm each night Illegal substances: any substance that contravenes a specific law, especially a criminal law Individual: a person Logistical requirements: involving the planning and management of how things will be managed in terms of transportation and infrastructure requirements Mascot: a person, animal, or thing that is believed to bring good luck, usually one that becomes the symbol of a particular group, organisation or an event Merchandise: Goods bought and sold in business; commercial wares Money handling procedures: process of administering funds that are collected on-site. Offence: misconduct Promotion: something such as an advertising campaign that is designed to promote a product, cause, event or organisation Promotional material: falls in any/all of these categories Fliers Unsolicited mail s Advertising material Leaflets Brochures Direct mail Website Public liability: public liability insurance protects people and organisations against the financial risk of being found liable to a third party for death or injury, loss or damage of property or pure economic loss resulting from his/her negligence Selection criteria: a process of choosing an organisation from among others 7

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