COMMUNITY GAMES IN SURREY: GUIDANCE ON THE SUPPORT AVAILABLE AND THE FUNDING APPLICATION FORM Page 1
Community Games in Surrey Guidance What is a Community Games Community Games are run by, and for, local communities (inspired by the London 2012 Olympic and Paralympic Games), getting to know each other better through organising and taking part in their own local sporting and cultural event. A community could be a geographical area, faith group, residents association, school, business or simply a group of like-minded people. A Community Games is likely to be a new event, but support is also available to enhance / expand existing events. Support available to communities Communities can benefit from a range of free tools and resources including: The Community Games toolkit (containing a wealth of valuable information and tips for organising an event, large or small) T-shirts, bunting and certificates Bespoke posters and postcards Event marketing on the national website, www.communitygames.org.uk Free training to help volunteers to organise and market a successful event Up to 200 grant funding (subject to conditions see overleaf). What to include in your event To become a Community Games, an event must include the following: 1. Be driven and shaped by a community 2. Feature a combination of both sporting and cultural activities 3. Include some sort of ceremony, ideally an opening and/or closing ceremony. Events should also aim to include the following: Be inclusive, accessible to all, and ideally free of charge for participants Be cross-generational Involve young people, both as participants and as decision makers Reflect diversity and internationalism Utilise digital media to engage new people Increase the aspiration of communities Reflect the core values of the Olympic and Paralympic movements: o Olympic values: Excellence, Friendship, Respect o Paralympic values: Determination, Courage, Inspiration, Equality Community Games is all about inspiring local people to do something new for their communities and we are hoping that new events, featuring new volunteers, will be set up all around the county during 2012 and 2013. If you already run an event and you want to access the support on offer, you must show that there is an addition to previous years, whether this is an increase in participation, making the event more inclusive, or adding in new activities within the overall event. Page 2
If you would like to access the support on offer or want to discuss any ideas you have, please contact Surrey s Community Games Coordinator, Katie Gatt using these details: Katie Gatt Surrey Community Games Coordinator Reigate & Redhill YMCA Prince s Road Redhill Surrey RH1 6JJ Email: Katie.gatt@ymcaredhill.com Tel: 01737 779979 Funding information In order to support communities to run local events during 2012 and/or 2013, a maximum grant of 200 is also available. To qualify for funding: 4. The event you organise must be registered as a Community Games on the national website (www.communitygames.org.uk), and 5. You must match the funding applied for pound for pound (in cash). In addition, there are several other criteria that must be satisfied: 6. The event must be staged in Surrey. This is as defined by Surrey County Council boundaries. (NB support is also available in neighbouring counties see the national website for details). 7. All the funding must support the event. This could include equipment hire, facility hire, medals, etc, or the purchase of a prize for a raffle to raise money for the following year s event. 8. The funding is aimed at voluntary and community groups. A local authority or for-profit organisation can help facilitate an event, but the voluntary and/or community group must be instrumental in the organisation and delivery of the event and benefit from the funding. If you are unlikely to set up such a group in time we can an individual (into their bank account) on behalf of a community. However, the event organiser must provide a letter from a suitable referee stating that this individual is acting on their behalf and the funding received would only be used for the event. 9. You must complete a simple monitoring form post-event. Continuation of Government funding relies on demonstrating local impact and you can help us do so by monitoring numbers of volunteers and participants, informing us of what went well and how the support we give can be improved. How to apply Should you meet the nine essential criteria above, and you wish to apply for the funding, you must complete the application form in full and submit it with the required supporting information to Katie Gatt at least 4 weeks before your event date. There are 12 questions on the form and most require straightforward answers. For the slightly trickier questions, some guidance is available overleaf. Page 3
Application Form guidance Below is some useful information to explain some of the questions and what we are looking for in your answers: Q3. We would like all Community Games events to include the words Community Games in their title (eg Newton Community Games), although existing events can retain existing names if they have already established a reputation locally (eg Newton Sports Festival). The Community Games logo must feature prominently on all promotional materials. Commercial logos cannot appear in the title of a Community Games event (eg the Jones Accountants Community Games), nor can the words Olympic or Paralympic. Q7. The toolkit provides loads of ideas about simple sports and cultural activities and adapting them to different age groups and abilities. Furthermore we can help put you in touch with local clubs and societies which might be able to attend your event. Q8. It is important that your event celebrates all that is good about your community. An opening and/or closing ceremony will allow you to explain to participants about the community, your event, ask for future support and thank funders, sponsors and, most importantly, your volunteers. You may also want to ask a local dignitary to open/close your event and invite the local press to this part of your event. Q9. Please note that we will need some basic monitoring information about your event so that we can demonstrate impact to the Government which are helping to fund this programme across the country. Training for volunteers in event management and marketing is available free of charge. If you also need assistance in sourcing new volunteers, please let us know. Q11. If you have not yet secured the match funding required before submitting your application, this should not stop you applying. However, please note that the evidence of match funding must be supplied before an award can be granted and any funds released to you. To avoid missing out on funding it is therefore advisable to send confirmation of match funding with your application. Additional information: A project management group has been established which will assess your application. We will aim to assess your application within 10 working days upon receipt of your application. If you are successful you will be required to sign a simple funding agreement before funding can be released. Therefore we ask that you apply for funding no later than four weeks prior to your event date. If we release funding and your event does not subsequently go ahead you will be expected to return all the funding to us. Page 4
FUNDING APPLICATION FORM FOR COMMUNITY GAMES IN SURREY Page 5
Funding for Community Games in Surrey Application Form 1. Lead Voluntary or Community Group name: 2. Main event organiser contact details: Name: Address: Telephone: Position: Email: 3. Name of event: 4. Date(s), Time(s) and Venues(s) of event (including postcode): Date(s): Time(s): Venue(s): 5. Partners / groups / organisations involved in the delivery of your event: Page 6
6. An event has to be organised by a community for a community. State what community your event is targeted at (e.g. special interest group, village, etc): 7. State what sports and cultural activities will be included in your event (your event must contain both sport and culture): Sports: Culture: 8. Provide details of the opening and/or closing ceremony: Opening ceremony: Closing ceremony: 9. Provide details of how many people will be involved on the day(s): Estimated number of volunteers: Estimated number of participants: 10. State how much funding you are applying for (max. 200) and its purpose: Page 7
11. State where your match funding for this application is coming from: (Please also provide written evidence of this match funding with your application) 12. If you are applying on behalf of a community group that does not have a constitution and/or a bank account of its own, please provide details of a referee that we can contact from a local authority (e.g. arts / sports development officer) or voluntary organisation/club that you will be working with to deliver your Games: Name: Position: Organisation: Telephone: Email: I confirm that I have read the Community Games in Surrey Funding Guidance and that the information I have supplied is correct to the best of my knowledge: Signed: Name: Date: Before submitting your application, please ensure the following: I have completed the application form in full and answered every question. I have obtained written evidence of match funding and am enclosing a copy. I confirm that our event meets the nine funding criteria (see guidance). I enclose a reference letter (only if funding is going to an individual see Q12). Please return this application form, and any relevant documents mentioned above, no later than four weeks prior to your proposed event date, to: Katie Gatt Surrey Community Games Coordinator Reigate & Redhill YMCA Prince s Road Redhill Surrey RH1 6JJ Email: Katie.gatt@ymcaredhill.com Tel: 01737 779979 Page 8