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 a Floriade Charity Partner. 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 if desired 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 17 September to Sunday 16 October 2016 inclusive Times: Weekdays 9.00am 5.00pm; Weekends & public holidays 9.00am 5.30pm 2016 NIGHTFEST DATES Date: Wednesday 28 to Sunday 2 October 2016 Times: 6.30pm 10.30pm 2016 THEME 2016 will see Floriade take a different approach to previous years with no distinct theme. It will instead return to its foundations of Australia s biggest celebration of spring, and as such no theme will need to be adhered to this year. APPLICATION PROCESS Friday 20 May: Call for Expressions of Interest (EOI) Friday 17 5pm: Closing date/time for EOI Thursday 23 June: Assessment completed & applicants advised if shortlisted/unsuccessful Monday 27 June Friday 1 July: Shortlisted applicants invited to present to Panel if applicable Thursday 7 July: Successful official Charity Partners advised 1. Background information for Charity Partner applicants Events ACT will support 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 and 2015 The Independent Property Group Foundation introduced the My Cubby House Rocks program erecting 5 cubby houses on site 2

3 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. In 2015 the RSL ACT Sub-Branch creating the Reflection Wall using poppies to create a growing visual homage to our fallen service men and women over the 30 days of the event. 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 nominated space provided by Events ACT. 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* 2016 *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 e.g. 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 2016 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 requested 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: Friday 10 th June Please your application in writing to: jake.roarty@act.gov.au Jake Roarty Sponsorship and Business Development Officer EventsACT Phone: FLORIADE 2015 EVENT REPORT Should you require a copy of the Floriade event report, please request via to: jake.roarty@act.gov.au 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 2016 operates 17 September 16 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 2016 operates from 28 September 2 October, 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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