Major Events Fund application form

Please ensure that you meet the eligibility criteria, and read and agree to the terms and conditions of this fund before starting this application. All questions must be completed.

Organisation & Contact Details
Name of organisation:
Type of organisation: (Please tick one)	☐ Charitable Trust ☐ Company ☐ Incorporated Society ☐ Other (please note):
Organisation charities commission or company registration number: (If applicable)
GST number: (If applicable)
Website:
Social media:
Postal address:
Physical address: (If different from above)
Event manager, full name:
Best daytime contact number:
Email:
Alternative contact, full name:
Best daytime contact number:
Email:
List all key event organisers involved in the management and planning of this event:

Event information
Event name:
Event concept: (Elevator pitch, 200 words max)
Current event status: (Check one only)	☐ New ☐ Existing If existing: ☐ Previous or current location ☐ Current or previous date ☐ Number of years operating ☐ Number of attendees
Proposed event timing:	Date/s: Time/s: Reason for date selection: e.g. seasonal, avoiding clashes, availability of operators/performers.
Event frequency: (Check one only)	☐ Annual ☐ Biennial ☐ One-off
Location/s and venue/s:

Funding request
Fund: (Check one only)	☐ Major Events Fund ☐ Strategic Growth Fund
Single year or multi-year? (Check one only)	☐ Single year ☐ Multi-year
What are you requesting funding for? (include two competitive quotes for items for requests for operational funding)	Event year Funding sought ($ amount) Allocated towards

Please note, community events are not eligible to apply for this fund. Alternative funding for community events can be found here: generosity.org.nz

Operational excellence
Detail prior major event delivery of the organisation over the last five years	Name of event Number of visitors Location Date
Detail prior major event delivery experience of the event manager over the last five years	Name of event Number of visitors Location Date
Provide two referees for previous events:	Referee 1 Name: Email: Phone: Referee 2 Name: Email: Phone:

Economic impact and value
How many people do you expect will attend your event and where will they be from? Kāpiti Wellington Region National International Attendees/Spectators Participants/Competitors Exhibitors Crew, staff, volunteers, media, sponsors, officials etc.
Strategic Growth Fund only – summarise how you plan to increase these visitor numbers in subsequent years.	Attach a business plan and marketing plan that shows how you plan to increase visitor numbers over a three-year period and how you will manage capacity operationally. Summarise your plan here:

Budget
Indicate what funding and sponsorship you have sought for this event. Include other Council funds you have applied for e.g. Creative Communities Scheme. Organisation Amount requested In-kind or cash Status (successful, unsuccessful, pending)
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Are you aiming to achieve financial independence from Council Funding after the funding period?	☐ Yes ☐ No If yes, describe how you will achieve that:
Will the event still proceed if funding is not received from Kāpiti Coast District Council?	☐ Yes ☐ No
Please detail any previous funding received from Kāpiti Coast District Council:	Fund Amount Report submitted ☐ Yes ☐ No ☐ Yes ☐ No ☐ Yes ☐ No
Is your event ticketed?	☐ Yes ☐ No
Please attach a full budget indicating received and projected income, including ticket prices and categories.

Meeting the objectives of the Major Event Fund
Explain how your event will meet at least one of objectives 1, 2 or 3 of the fund: You can read the Major Events Fund policy here.

Alignment with Kāpiti Coast District Council Economic Development Strategy and Destination Management Plan
Links to these strategies are available here: kapiticoast.govt.nz/our-district/economic-development/strategy-for-supporting-economic-development kapiticoast.govt.nz/media/40408/kapiti-destination-management-plan.pdf
How will your event showcase the Kāpiti Coast region to visitors? (200-word limit)
How will you engage with other businesses across the region to assist them to build their profile during the period of your event? E.g. programmes and special offers with retailers, hospitality, or tourism operators (200 word limit)
How does your event plan to execute environmentally sustainable practices? Please attach your waste minimisation plan. (200-word limit) Summarise here:
How does your event align with and/or leverage off other events in the wider Wellington region? (200-word limit)
What leverage opportunities are available to Kāpiti Coast District Council? E.g. logo placement, banners at event, VIP function space etc. (200 word limit)

Marketing your event
You can view the assessment criteria here.
Target market alignment with the Destination Management Plan: (Check one only)	☐ Explore Nature ☐ Wine, Food and Scenery ☐ Relaxation and Wellbeing ☐ Family Fun ☐ Knowledge Seeking
Explain why your event fits into your selected target market:
Summarise how you intend to market the event locally, nationally and internationally (where appropriate) and through which media channels (e.g., radio, print, social media). Attach a detailed marketing plan showing timelines and deliverables.
Will your event attract national media coverage? If so, detail which markets and what has been secured to date.

Meeting tangata whenua aspirations
If successful, will you be able to allocate some of the funds to translate and re-design your logo to include te reo Māori? (Council will provide successful applicants support to achieve this)	☐ Yes ☐ No
Explain how your event meets any of the other Kāpiti Coast District tangata whenua aspirations:

Meeting community aspirations
Explain how your event meets any of the Kāpiti Coast District community aspiriations:

COVID-19 planning
Is your event eligible for the Government’s Events Transition Support Payment scheme?	☐ Yes ☐ No
What are your plans for delivering your event within the current COVID-19 framework protection system?
What are the significant timelines that would impact the planning or delivery of your event? (i.e. at which points would a COVID-19 framework protection level change require changes, postponement or cancellation)
What steps will you take to implement the Events Sector Voluntary Code for your event?
Please attach your Covid-19 risk assessment and health and safety plan.

Evaluating your event
What are your measures of success for this event?
How will you know when you have met your measures of success?
Explain how you will gather the attendee information required for reporting including the number of attendees at your event, where they are from, average spend per person, if they stayed in Kāpiti, Net Promoter Scores:

Conflicts and disclosure
Please disclose any actual or potential conflict of interest, in particular (but not limited to), whether any Kāpiti Coast District Council employee or Councillor, or their immediate family, have any interest or involvement in the event:

Declaration
(Please check) ☐ I confirm that I/we have read and accept the terms and conditions of the fund outlined in the Major Events Fund Guidelines. ☐ I understand that I will need to submit a Temporary Event Form to Council if I/we deliver this event regardless of the outcome of this funding application. ☐ I confirm that I/we have (or will obtain prior to the event) $5million Public Liability Insurance coverage for the event. ☐ I confirm that I/we will have an event-specific Health and Safety Plan prior to the event date which complies with the requirements of the Health & Safety at Work Act, all approved AUS/NZ standards and generally complies with all Health & Safety legislation, regulations and by laws relevant for this purpose. This Plan will remain in force for the duration of our event and will not be amended or cancelled during this time. I/we confirm the following requirements will be part of the Plan: A system is in place for the risk assessment, identification and control of hazards Risk assessment control measures for hazards are reviewed at intervals appropriate to the running of the event Health & Safety responsibilities are assigned to designated staff, that is, all those who work on the event, including volunteers Organisation representatives have inspected the event location to ensure that the venue is as safe as reasonably practicable from causing harm to participants and attendees An Accident and Hazard Register is kept on site An emergency plan designed for our event is in place for dealing with a variety of emergencies A Health & Safety briefing will be carried out with staff (including volunteers) prior to each session of the event and documented All staff working at the event location have the necessary knowledge, skills and training to perform their job adequately, or they will be adequately supervised by a suitably experienced person A system is in place to ensure the public is not endangered by activities carried out at the event venue.
Signature:
Date:
Name:

Submitting applications
When submitting the below application form you will also need to include the following supporting documentation: ☐ Event project plan and timeline showing deliverables and deadlines ☐ Strategic Growth Fund only – three-year plan with deliverables and deadlines demonstrating how your event will grow into a Major Event ☐ Event budget showing received and projected income, ticketing categories, detailed expenses ☐ Competitive quotes if requesting funding for operational costs, at least two per item ☐ Event marketing plan showing deliverables and deadlines ☐ Organisation’s latest financial accounts ☐ Health and Safety plan including COVID-19 risk assessment and implementation of Event Sector Voluntary Code, or indication of timeline and consequent planning for plans. Email this form and required documentation to events@kapiticoast.govt.nz