Major Events Fund

The Kāpiti Coast Major Events Fund was established to support major events in Kāpiti that will help deliver a thriving, vibrant and diverse economy. Each year the fund supports a small number of iconic events that help deliver long-term economic benefits for Kāpiti.

The contestable Major Events Fund supports high-quality major events that bring economic benefits to Kāpiti Coast by attracting visitors and supporting the long-term local economy. To find out more see our major events fund policy and terms and conditions [PDF 137 KB]. 

Timeline

Date
18 March 2022	Opening of Major Events Fund applications.
5pm, 17 April 2022	Closing of Major Events Fund applications.
11 May 2022	Eligible applicants invited to discuss their event with the Major Events panel
9 June 2022	Final funding decision made by Council

 

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Funds available 

The contestable fund has $200,000 available in 2022​, in two categories:

• Strategic Growth Fund – up to $50,000 is available in a strategic growth fund for events expecting fewer than 2,000 attendees (see policy for more information about tier three events and the strategic growth fund), that demonstrate potential to become tier one or two events.
• Major Events Fund – the balance of the fund is available to events expecting over 2,000 attendees (see policy for more information about tiers one and two); the amount will depend on the allocation made to strategic growth fund events. There is a maximum of $200,000 available.

Note:

• Eligible applicants will be invited to discuss their event with the Major Events Panel.
• The final decision on allocation of funding is made by Council.
• Applicants are encouraged to read the fund terms and conditions [PDF 137 KB] before applying. 

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Criteria

Eligibility criteria

To be eligible to apply for funding the event must:

• be run by a recognised legal entity such as a business or charity (the fund is not open to individuals)
• take place in the Kāpiti Coast District, between July 2022 to June 2023
• show how costs will be covered after allowing for Council funding
• show any required consents and landowner approvals, and the status of any required consents/approvals
• for Major Event funding:
  • be classed as a Tier 1 or 2 event (see major events fund policy)
  • have confirmed at least 30 percent of total costs
  • if applying for repeat funding, show how the previous event met objectives
• for Strategic Growth funding, be classed as a Tier 3 event (see major events fund policy).

The event manager must:

• demonstrate sufficient prior experience running a major event
• have fulfilled the terms of their contract and reported back to Council sufficiently on any previous funding received through the Major Events Fund and any other Council fund.

Assessment

The Grants sub-committee will assess each application against the fund assessment criteria [PDF 65 KB]; applicants should refer to these criteria and the aspirations of tangata whenua and community [PDF 124 KB] when completing their application. 

Use of funds

Preference will be shown for applications that request funding for:

• destination marketing costs
• local marketing costs
• visitor experience survey costs
• translation and design work in relation to using te reo Māori in event names and marketing collateral.

Other funding considered includes:

• operational costs including but not exclusive to venue, stage, lighting and performance costs
• health and safety costs particularly related to management of COVID-19 pandemic requirements
• waste minimisation and management costs
• Personnel costs to undertake event management, marketing, and sponsorship/funding.

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How to apply

Apply online, or complete and submit the printable Major Events Fund application form.

Completing your application

Ensure that your application includes (where applicable):

• completed application form, including:
  • information on the organisation seeking funding, its primary business purpose, experience and areas of expertise
  • information on the primary event manager and their prior major event experience
  • description of the event, including objectives and expected economic outcomes
  • details on how the organisation will manage environmental impacts from the event and follow waste minimisation processes.
• project plans and timelines
• risk assessment for any proposed event, including Covid-19 Pandemic planning
• a detailed budget, including a breakdown of whether costs are confirmed or estimates, and competitive quotes for the amounts requested
• detailed marketing and communications plans
• strategic growth fund applicants must submit a three year plan showing how the event will grow to reach tier one or two status
• previous financial accounts for the organisation.

Submitting applications

Applications for funding close 5pm, Sunday 17 April 2022. Applications received after the closing date will not be considered.

Electronic applications are preferred, but hard copies will also be accepted.

Email to:	[email protected]
Post to:	​Major Events Fund Kāpiti Coast District Council Private Bag 60601 Paraparaumu 5254
Deliver to:	Major Events Fund Kāpiti Coast District Council 175 Rimu Road Paraparaumu

For more information, email [email protected].

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Measuring success and reporting

All successful applicants will be required to conduct a post-event visitor satisfaction survey and submit a post-event report to Council within two months of the event being held. The report must be satisfactory to the Council in all respects and include all information requested by Council.

Applicants who do not submit a satisfactory report to Council will be ineligible for future funding.

Event reports must include:

• attendance figures including breakdown of visitor origin and visitor overnight stay in the district
• information on the level of visitor spending within the Kāpiti Coast district
• robust analysis of event outcomes, including estimated economic impacts
• full financial report, including receipts and invoices showing how the funds were spent
• marketing and media outcomes.

Successful applicants will be given a post-event report form to submit with their report.

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Major events fund panelists

Applications are assessed by the Major Events Fund panel, made up of five members:

• Councillor Rob McCann, Kāpiti Coast District Council
• Mark Ward, Economic Development Manager, Kāpiti Coast District Council
• Kahu Ropata, Iwi Partnerships Manager, Kāpiti Coast District Council
• Tiana Rakete, Major Events Attraction Manager, WellingtonNZ
• Bevan Tydda, New Zealand Events Association Board Member.

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