Guidelines for events held during 2016 Queensland Week

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1 Guidelines for events held during 2016 Queensland Week Applications close 28 August 2015 Introduction Queensland Week is a special time for all Queenslanders to celebrate what s great about our state. The festive week originated from Queensland Day, 6 June, the date Queen Victoria signed the Letters Patent allowing Queensland to separate from New South Wales as an independent colony. Each year, families, businesses, schools and community groups participate in a range of activities throughout the state, each celebrating Queensland s people, places and achievements. In 2016, Queensland Week will be held from Saturday 4 to Sunday 12 June. Applications for sponsorship of up to $ 000 (exclusive of GST) per event are now being accepted for events held to celebrate Queensland Week in Organisations should thoroughly read and understand these guidelines before submitting an application as they incorporate the terms and conditions of the application process. Program objectives The Queensland Week Sponsorship Program encourages Queenslanders to celebrate and commemorate Queensland Week in a way that reflects the unique culture, heritage and aspirations of their own community. Events will, at a minimum, need to meet the following program objectives: raise community awareness of Queensland Week and Queensland themes encourage community participation and engagement contribute to a statewide program of diverse, inclusive and innovative community events and celebrations promote social, cultural and economic benefit to the community showcase local or Queensland entertainers, produce or icons. Who is eligible to apply An organisation wishing to apply for Queensland Week sponsorship must be an incorporated body operating in Queensland on a not-for-profit basis, such as an incorporated association, a company limited by guarantee or local government. Larger or statewide organisations operating branches across a number of regions may submit one application per branch. Ineligible Individuals, commercial or management entities, Queensland Government departments and agencies, federal government departments and agencies, public or private schools, or members of parliament are ineligible to apply for sponsorship. Parents and Citizens Associations (P&Cs) are eligible to apply for events if they are able to demonstrate wider community benefit and participation. Sponsorship will not be offered to organisations for the purpose of providing sponsorship or grants to third parties. Eligibility criteria To be eligible for sponsorship consideration, events must be: held to celebrate Queensland Week between 4 and 12 June 2016 inclusive and accessible to the community targeted at the wider community (elements within the overall celebration may be targeted at specific audiences). Overall your event must meet the program objectives and be accessible to the wider community. Generally this requires that your event is free and caters to a range of community members. Examples of events that fall within these criteria include: concerts festivals markets parades barbeques active recreation activities.

2 Within your overall event you may consider including additional elements, for example, forums, re-enactments, competitions, displays or exhibitions. Ineligible events Applications will not be considered for events that are: held outside of Queensland Week (4 to 12 June 2016) not held in Queensland operated for commercial or business profit private events for members or via invitation only politically or religiously focused multicultural events, where the purpose is to profile a minority group held to commemorate other celebration days such as World Environment Day business related (conventions, conferences and incentive travel) primarily held as a fundraising activity for the applicant s organisation, external beneficiary or where profits will be donated to another not-for-profit organisation held to promote an organisation, brand or product already confirmed as receiving a sponsorship/grant from the Queensland Government or funding from Tourism and Events Queensland. Sponsorship considerations Applicants are strongly encouraged to consider whether the proposed event more closely aligns with an alternate Queensland Government funding program. Visit for more information about Queensland Government funding programs. The Queensland Government approaches sponsorships on a whole-of-government basis. Therefore, if sponsorship is provided through this program, no further sponsorship is available for your event from any Queensland Government department or agency, or Tourism and Events Queensland funding programs, and vice versa. Level of sponsorship available Sponsorship of up to $ 000 (exclusive of GST) per event will be considered through this program. The maximum amount requested within your application should represent no more than 50 per cent of the overall expenditure budget. Therefore, applicants are required to make a significant contribution to the proposed event, which may be in the form of in-kind support. Cash sponsorship may be used for the following costs related to the event: equipment hire venue hire infrastructure marketing and advertising theming materials and supplies talent and entertainment catering and produce. A budget template is provided as part of the application form and applicants are required to detail specifically how the Queensland Week sponsorship will be spent should the application be successful. Sponsorship will not be provided to cover costs associated with: staffing (including matching of volunteer fees) insurances prizes or gifts administration and overhead costs routine operations of the applicant travel costs retrospective activities capital equipment or works funding of research, trials or feasibility studies activities or goods not directly related to the event. It should be noted sponsorship from the Queensland Government is provided on a one-off basis and should not be relied on for the continuity of your event.

3 Assessment criteria Once eligibility criteria have been checked, each conforming application will be evaluated and rated against a set of assessment criteria as part of a competitive process. Only applications meeting the eligibility criteria will be rated against the assessment criteria. Applications that do not meet the eligibility criteria will not be considered further. The assessment criteria are: Criteria Ability to address the objectives of the Queensland Week Sponsorship Program and engage the whole community in a Queensland Week focused event. Presents a thorough event plan and provides proposed methods for promotion, sponsorship acknowledgement and evaluation. Presents a budget that is comprehensive, realistic, provides value for money and clearly outlines how sponsorship funding would be spent. Capacity of the organisation to undertake all aspects of the proposed event (planning, marketing, providing sponsorship entitlements and evaluation). Demonstrates the local community s need and/or support for the event including the ability to sustain the event beyond the sponsorship program. Ability to promote the overall Queensland Week program to a wider audience. Weighting % When submitting an application, applicants must disclose all matters that would affect the Queensland Government s decision to approve the sponsorship. The Queensland Government reserves the right to undertake reasonable checks of applicants at its discretion. Such checks may include referee and financial checks of the applicant. How to apply Applications for sponsorship will only be accepted on the official application form provided Before an application can be considered, all areas of the official application form must be completed and the following documents attached: 1. completed application form 2. certificate of incorporation (if appropriate) 3. copy of appropriate insurance certificates as outlined in the terms and conditions of these guidelines 4. two letters of support from community representatives (external to the organisation). Applications that do not contain all the above requested documentation in full at the time of submission will not be considered. It is therefore recommended that letters of support are requested early in your application process. Applications will be accepted via: post (attachments should be sent in Word, PDF or JPG format) Queensland Week Sponsorship Program Coordinator Events Coordination Department of the Premier and Cabinet PO Box CITY EAST QLD 4002 Please submit your application using one delivery method only. Applications close 5 pm Friday 28 August 2015 (posted entries postmarked with the closing date, or earlier date, will be accepted). Late applications will be ineligible and will not be assessed. Timeline Acknowledgment Receipt of all applications will be acknowledged via . Please ensure you provide a correct address on your application form. If an applicant does not receive an within three business days for applications or five business days for posted applications they must immediately notify the Program Coordinator via at or phone (07) No responsibility will be taken for lost applications, nor will later discussions be entered into, if applicants have not alerted the department within the specified timeframe. The official application form is designed to provide information to allow detailed consideration and comparison of applications. This includes organisation, event and budget details. An opportunity to address the program objectives is also provided.

4 Assessment The success of your application is determined by its merits against the assessment criteria and program objectives, and in competition with other submissions. The number and value of sponsorships awarded will be at the discretion of the Queensland Government. Applicants may be offered a smaller sponsorship amount than applied for. Notification All applicants will be advised of the outcome in writing by the end of December All decisions and recommendations in relation to the application process are final and no appeals against outcomes of the sponsorship program will be entered into. Terms and conditions Definitions 1. In these terms and conditions: a. Application means the official application for sponsorship submitted by the applicant as part of the 2016 Queensland Week Sponsorship Program b. Closing Date means 5 pm on Friday 28 August 2015 c. DPC means the State of Queensland acting through the Department of the Premier and Cabinet d. Event means the event detailed in the Application for which the applicant is seeking sponsorship e. Personal Information has the same meaning as in the Information Privacy Act 2009 (Qld) f. Sponsorship Agreement means the written sponsorship agreement to be entered into between DPC and each successful applicant. Eligibility of Applications 2. DPC s decision upon the eligibility of an Application shall be final. 3. Subject to clause 4, Applications received after the Closing Date will be ineligible and will not be assessed. 4. Posted Applications postmarked with the Closing Date or a date prior to the Closing Date will be accepted. Liability 5. Except for any liability that cannot be excluded by law, DPC (including its officers, employees and agents) excludes all liability (including negligence) for any personal injury; or any loss or damage (including loss of opportunity); whether direct, indirect, special or, arising in any way out of an Application. 6. Applications received, including material and documents accompanying the Applications, shall not be returned to the applicant. 7. DPC (including its officers, employees and agents), members of the assessment panel, transport companies and the like cannot be held responsible for any damage to documentation or materials or loss of documentation or materials submitted as part of the Application. 8. The conduct of inviting Applications does not give rise to any legal or equitable relationship. 9. DPC may change the program guidelines (including these terms and conditions) or cancel or vary the application process at any time, whether before, on or after the Closing Date.. No person shall be entitled to claim compensation or loss from DPC for any matter arising out of the application process, including but not limited to failure by DPC to comply with the program guidelines or these terms and conditions. Personal Information 11. Personal Information contained in the Application may be disclosed to the assessment panel for the purpose of assessing the Applications, and if successful, the applicant agrees details of the applicant and the Event may be used by DPC for advertising or promotional purposes. 12. By submitting an Application, the applicant: a. authorises the use and/or publication of the applicant s name and details of the Event, in relation to any editorial or advertising purposes in conjunction with the 2016 Queensland Week Sponsorship Program. The applicant warrants the use of such information or material by DPC will not infringe the rights of any third party or any law b. agrees it is not in breach of any law, its constitution or any other requirement it is bound to comply with. Successful Applications 13. Successful applicants will be required to enter into a Sponsorship Agreement with DPC within a reasonable time of being notified the Application has been successful. 14. Provision of the sponsorship support to the successful applicant, will be subject to and conditional upon the applicant executing the Sponsorship Agreement.

5 15. By submitting the Application, the applicant agrees that if successful, it will provide sponsorship entitlements to DPC, including, but not limited to: a. logo acknowledgement (in print and online form) b. verbal acknowledgement (including, but not limited to, speeches, MC notes and announcements) c. acknowledgment in event media and publicity relating to the Event d. display of Queensland Government provided signage in connection with the Event e. speaking opportunities for the Premier or representative in connection with the Event f. provision of photographic images (with appropriate licences) g. incorporation of key Queensland Week messaging and promotion of the broader event program in connection with the Event. Such sponsorship entitlements will be included in the Sponsorship Agreement. Insurance 16. Successful applicants agree they must hold and maintain the following insurances during the term of the Sponsorship Agreement: a. public liability for a sum of not less than $20 million per claim with an insurer authorised by the Australian Prudential Regulation Authority (APRA) to operate in Australia b. workers compensation insurance in relation to employees of the successful applicant in accordance with the Workers Compensation and Rehabilitation Act 2003 (Qld). 17. Applicants must provide to DPC, with their Applications, copies of certificates demonstrating the required insurance covers. 19. The applicant acknowledges that if the Application is successful, the sponsorship amount payable is exclusive of GST and the applicant will be required to submit a valid tax invoice to DPC for the sponsorship fee. Reporting 20. By submitting an Application, applicants acknowledge if the Application is successful, the applicant will be required to provide two reports to the Program Coordinator as follows: a. a status report outlining the planning to date (due two months prior to the Event) b. a final report detailing specifics of the outcomes of the Event, including a financial acquittal (due within eight weeks of completion of the Event). For further information contact: Queensland Week Sponsorship Program Coordinator Events Coordination Department of the Premier and Cabinet Phone: (07) This publication has been prepared as a guide only and all reasonable steps have been taken to ensure the information contained in this publication is accurate at the time of publication. The State of Queensland accepts no responsibility and gives no warranty, guarantee or representation about the accuracy, reliability, timeliness or otherwise of the information contained within the publication. No warranties or assurances can be given about the suitability of this information for any particular purpose. The State of Queensland expressly excludes legal liability in all jurisdictions in relation to the use of or reliance on any information contained in this publication. Any direct or consequential loss or damage suffered as a result of reliance on this information is the sole responsibility of the user. Persons using this information should conduct their own enquiries and rely on their own independent professional advice. This exclusion shall extend to both the user himself or herself and to any other person who may suffer loss as a result of the use of material, and shall apply notwithstanding any negligence by the state. Payments and GST 18. The applicant acknowledges that, should their Application be successful, the total amount of sponsorship committed to the applicant s Event will be paid by DPC in milestone instalments as follows: a. on signing of the Sponsorship Agreement b. and on the completion of all reporting requirements c. or as otherwise agreed by DPC. DPC4397

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