Guidelines Embracing 2018 Queen s Baton Relay Community Celebrations Grants Program

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1 Interpreting services Guidelines Embracing 2018 Queen s Baton Relay Community Celebrations Grants Program The Department of Tourism, Major Events, Small Business and the Commonwealth Games will provide and pay for qualified interpreting services for clients who are hearing impaired or have difficulties communicating in English. Please contact the department if you require interpreting services. 1.0 Introduction From 4 to 15 April 2018, the first regional city in Australia to ever host a Commonwealth Games will provide the breathtaking backdrop to the Gold Coast 2018 Commonwealth Games (GC2018). GC2018 will stage 18 sports and 7 para-sports at 17 venues and attract around 6600 athletes and team officials from 70 nations and territories. The Queen s Baton Relay (QBR) takes a message from Her Majesty The Queen through the Commonwealth to the Opening Ceremony of the Gold Coast 2018 Commonwealth Games. The QBR will commence its Queensland leg on Saturday 3 March 2018 and spend the next 33 days travelling throughout the state, engaging with many regional Queensland communities each day. The QBR finishes at the Opening Ceremony of the Commonwealth Games on Wednesday 4 April The purpose of the QBR is to inspire community engagement by supporting the delivery of the Commonwealth Games promise of proud, active and inclusive communities. The Embracing 2018 Queen s Baton Relay Community Celebrations Grants Program will provide eligible Queensland Councils with grants of up to $6000 (GST exclusive) to support the planning and delivery of community hosted QBR celebrations. The Embracing 2018 QBR Community Celebrations Grants Program will help to bring Queensland communities together, uniting and celebrating the QBR being in their town and showcasing linkages to Indigenous traditional owners and elders. 2.0 Legacy The Office of the Commonwealth Games (OCG) in the Queensland Government Department of Tourism, Major Events, Small Business and the Commonwealth Games is delivering the Embracing 2018 Legacy Program. The Embracing 2018 Legacy Program aims to inspire communities to get involved and maximise opportunities from hosting GC2018 under four aspirations: 1. enduring jobs and economic growth 2. accelerating the Gold Coast to a world-class boutique city 3. delivering 2018: the inspiring Games 4. building active, engaged and inclusive communities. 1

2 Under the Legacy Program aspirations, GC2018 will be the catalyst for an increased sense of inclusivity, diversity and community pride across Queensland. This will be achieved by government, business, communities and individuals working together to realise benefits for the Gold Coast, Queensland, Australia and the Commonwealth before, during and after GC2018. The QBR and the Community Celebrations Grants Program will bring communities across Queensland together to embrace and celebrate GC What is the Embracing 2018 Queen s Baton Relay Community Celebrations Grants Program? The Embracing 2018 QBR Community Celebrations Grants Program provides grants of up to $6000 (GST exclusive) to support the planning and delivery of community hosted celebrations along the QBR route. There are 52 communities eligible for an Embracing 2018 Queen s Baton Relay Community Celebration Grant. The Councils responsible for each eligible community hosting of the QBR will be advised of the Grant Program in writing from 16 October 2017 and invited to apply for the grant on behalf of the community. On behalf of each eligible community, the Council is also able to request a commemorative plaque as a permanent reminder of the QBR. The design of the commemorative plaque and acknowledgement wording will pay respect to the traditional owners of the area. Councils will need to consider the most suitable location in which to place their plaque. The plaque will be provided by OCG at no cost to the Councils, however Councils are responsible for the installation and all ongoing maintenance costs. 4.0 Key dates Process Key dates Applications open Monday 16 October 2017 Applications close Monday 13 November 2017 (by noon) Successful projects announced from Friday 15 December 2017 Project delivery Monday 8 January Monday 2 April 2018 Final project report and acquittal Monday 30 April Funding available The total funding amount for the Embracing 2018 QBR Grants Program is $ (GST exclusive) in the 2017/18 financial year. Number of eligible communities Funding available per community (GST exclusive) Total Program Cost (GST exclusive) 2

3 52 $6000 $ Successful applicants will be required to submit final reports and acquittals by Monday 30 April Who can apply? To apply for a grant on behalf of the eligible community, the Council must be an entity constituted under one of the following Acts: Local Government Act 2009 (Qld) City of Brisbane Act 2010 (Qld) Commonwealth Aluminium Corporation Pty Ltd Agreement Act 1957 (Qld) 7.0 What is eligible and ineligible activity? 7.1 Priority activities Councils are invited to apply for up to $6000 (GST exclusive) per eligible community to support the delivery of their QBR community celebration. The funding must contribute to ongoing legacy benefits for communities. The funding could be used to: host a community celebration event to mark the QBR passing through assist with costs of transporting community members from rural or remote locations to the QBR celebration showcase active and healthy opportunities for the community during the QBR installing new small-scale infrastructure for the celebration which would also have long-term benefit for the region. Councils are also encouraged to link their celebrations to relevant Embracing 2018 legacy projects such as: culture and diversity programs healthy and active lifestyles the GC2018 Reconciliation Action Plan. For more information on the Embracing 2018 Legacy Program, please visit our website: Consultation and partnerships Consultation and partnerships with other key organisations (such as local community and volunteer organisations, local event providers) are encouraged to ensure that Embracing 2018 QBR Celebrations meet the needs of the entire community. 3

4 9.0 QBR Community Celebrations 9.1 Celebration funding up to $6000 (GST exclusive) Examples of ELIGIBLE hosting a community celebration to celebrate the QBR celebrations that encourage physical activity for a broad range of community groups assist with costs of transporting community members from rural or remote areas to the location of the QBR celebration catering ideally sourced through local and/or Indigenous suppliers installing small-scale infrastructure for the celebration which would also benefit the region in the future venue or equipment hire costs for running of the celebration (e.g. marquees for event staging; road redirection markers or safety bunting to mark off celebration zones; and portable toilets etc.) showcase active and healthy opportunities for the community during the QBR trophies, medals and certificates to reward participants and volunteers who support the celebration (incorporating the Embracing 2018 logo) translating a sport to a park / outdoor setting (e.g. portable equipment) for community participation purposes development of signage or promotional collateral for the celebration engaging a professional photographer or videographer to record the celebration work in partnership with Indigenous community members to provide a celebration highlighting cultural awareness e.g. traditional Indigenous games. Examples of INELIGIBLE projects already fully funded by other sources including other government agencies feasibility studies or research purchase of prizes (other than participation trophies, medals or certificates), gifts or alcohol equipment not part of the QBR celebration celebrations which duplicate current offerings in the community costs for an item (e.g. venue) that is already available to Council free of charge salary or wages for Council positions any celebration activity conducted outside of Queensland any activity conducted or cost incurred outside the QBR Community Celebration delivery dates. It is the department s sole discretion to determine ineligibility of costs and activities. 9.2 Commemorative plaques Examples of ELIGIBLE Eligible communities will be entitled to receive a commemorative plaque to recognise that their local area took part in hosting QBR celebrations. Examples of INELIGIBLE Celebrations that do not incorporate an indigenous community element The installation location must be identified and the cost of installation must be funded by the Council. 4

5 10.0 Reconciliation Action Plan considerations GC2018 provides a unique opportunity to showcase Aboriginal and Torres Strait Islander people, culture and arts on the world stage. It has the potential to deliver real benefits through employment, training and procurement opportunities and to provide a lasting legacy beyond GC2018. The GC2018 Reconciliation Action Plan framework is centred around three key elements of opportunities, respect and relationships. Successful applicants are strongly encouraged to purchase resources required for their projects through Aboriginal and Torres Strait Islander businesses. Aboriginal and Torres Strait Islander business can be identified through the Black Business Finder (BBF) via or Supply Nations at Councils are strongly encouraged to consult with and where appropriate involve their Aboriginal and Torres Strait Islander communities in the delivery of the celebration Funding process 11.1 Application: Councils are invited to submit one online funding application per eligible community celebration by Monday 13 November 2017 (noon). To submit an application for QBR Grants Program, applicants need to: access the application form online - obtain necessary internal approvals enter required information directly into the provided fields insert the unique QBR Grants Program ID (which is listed in the invitation letter) submit the completed application form online Assessment: Applications will be assessed based on the information supplied in the online application. Assessment will be based on key assessment criteria under eligibility, need, ability to deliver, and additional factors as required: Eligibility: Need: eligibility of the Council and community, priority activities, eligible items/costs/dates as outlined in these guidelines all requested information is supplied in the application. estimated community participation in the celebration the application is consistent with celebration objectives outlined in these guidelines evidence of appropriate consultation with stakeholders proposed involvement of community groups that will contribute to, or are potentially affected by, the celebration. Ability to deliver: effective project planning and identification of deliverables and timeframes 5

6 a celebration which caters to the broad community realistic budget for the application realistic estimates of the how the celebration will meet required measures e.g. anticipated numbers of participants any additional evidence to demonstrate ability to deliver e.g. examples of similar events previously delivered Approvals Applicants will be notified in writing of the outcome of their application from Friday 15 December Successful applicants will be sent a letter of offer and will be required to accept the offer of funding and Terms and Conditions in writing. The acceptance must be signed by the Council s Chief Executive Officer or equivalent. Councils that are unsuccessful can request feedback from OCG Program delivery 13.1 Funding conditions Successful Councils are required to: agree with the Terms and Conditions at the time of accepting the funding offer deliver the celebration according to the Terms and Conditions submit an updated plan ahead of the event and a final report to provide an acquittal of all funds spent in accordance with the Terms and Conditions and on the templates supplied by OCG acknowledge the funding from the Queensland Government (Office of the Commonwealth Games - Embracing 2018 Legacy Program) in accordance with the Terms and Conditions. The Terms and Conditions for the Embracing 2018 QBR Community Celebrations Grants Program can be viewed at Payment arrangements The grant will be paid as a single full payment upon the successful Council signing and returning the department s Letter of Offer and invoicing the department. Details for invoicing arrangements will be provided in the letter of offer for successful applicants Monitoring and reporting All Councils will be required to provide an updated plan for their celebrations by no later than ten (10) days before their celebration occurs. A final report and acquittal of the Embracing 2018 QBR Community Celebrations Grants Program funds spent is required by Monday 30 April Reporting and acquittal templates will be provided by OCG. Any unspent funds at the end of the funding period must be returned to the OCG. 6

7 13.4 Acknowledgement requirements Successful applicants who receive Embracing 2018 QBR Grants Program funding are required to appropriately acknowledge the Office of the Commonwealth Games and the Embracing 2018 Legacy Program. Councils are also required to acknowledge QBR sponsors as part of their Service Agreements with GOLDOC. Acknowledgement details will be provided as part of the offer process. OCG manages a number of communication channels that aim to build understanding of the positive legacy of hosting the Gold Coast 2018 Commonwealth Games. These include social media, newsletters and the website Successful Councils are encouraged to promote their QBR celebration by submitting information and stories about the positive impact of their celebration on their community. If doing so, please ensure written consent is provided for the Queensland Government to use any personal information or images that may be included in this material Further information For more information, please contact: OCGgrants@dtesb.qld.gov.au Phone: