NEW
TOURISM EVENTS GRANT APPLICATION FORM
FOR
ARDS AND NORTH DOWN BOROUGH COUNCIL
APPLICATION FORM
FUND 2
ARDS AND NORTH DOWN BOROUGH COUNCIL TOURISM EVENTS GRANT APPLICATION FORM – FUND 2
The Tourism Events Grants Programme can be accessed via the Ards and North Down Borough Council website – http://www.ardsandnorthdown.gov.uk/tourism-grants All applications must be completed and submitted preferably by email to Anne Poots – [email protected] or by hand or post to Tower House, 34 Quay Street, Bangor, BT20 5ED, with all supporting documentation required being uploaded or supplied in hard copy.
Before completing your application form, please take time to read the Guidelines carefully. You will find information about who can apply for an award, what events are applicable and the application process. The questions in this application form allow us to gather the minimum amount of information we need to be able to make a decision about funding for your proposed event.
The Fund 2 Grants Process will evaluate your application on a pass/fail selection on the successful submission of the required attachments and completion of all the information within the application form and an evaluation of the Assessment Criteria below
A further evaluation will also be applied on other elements of your Event as detailed within this Application Form and to which an evaluation mark has been assigned and indicated in the form.
Stage 1 - Selection criteria – Fund 2 Full completion of the application form Pass/Fail Provision of all required accompanying documentation Pass/Fail
The applicant must pass both criteria to move to the next stage of the assessment process.
Stage 2 - Award criteria – Fund 2
ASSESSMENT CRITERIA AND AWARD GIVEN BEDNIGHTS GENERATED £1 per person per night SPECTATOR NUMBERS 50p per spectator at event EVENT MARKETING As per Publicity Requirements Table DURATION OF EVENT £100 per day
Targets set by the Organisation against the criteria detailed above, and which are not achieved, WILL result in a reduction in the balance of the post Grant payment. Targets set by the Organisation against the criteria detailed above, which are exceeded, will NOT have an impact on the original Grant Award
Please note that the event does not have to meet all four criteria in order to attract funding but can be any combination of at least three out of four as detailed above.
Please note that the closing date for this round of Tourism Grant Applications is FRIDAY 11 DECEMBER AT 4.00PM. PLEASE NOTE WE CANNOT ACCEPT LATE APPLICATIONS. If you are unclear about any element of the Grant Application process and require assistance, especially if you are a first time applicant, please do not hesitate to contact: Anne Poots - [email protected] 028 9127 8048 or Karen Browne – [email protected] – 028 9127 8084 2
YOUR EVENT Q1. What is the title of your event?
Q2. What is the name of your Organisation?
Q2 [a] Please indicate type of organisation
Constituted
Limited company please give Company Registration No.
If Limited Company please submit Memorandum of Association and Articles of Association.
Q3. What is the date of your event?
Start date [day/month/year] End date [day/month/year]
Q4. What will be the duration of your event? (number of days)
Q5. Where will your event be held?
Q6. Is the event open to the general public Yes [1] No [0]
Q7. Will there be an admission charge? Yes [0] No [1]
[if Yes, please state how much] £
Q8. Is this a new event? Yes [1] No [0]
Q9. Please indicate the amount of Grant aid you are requesting from Ards and North Borough Council [minimum request £3001 – max request £10,000
Q10. What percentage of your total budget does this request represent?
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Q11. Please describe the main elements of your event programme.
Q12. Please tell us how your event will assist the Tourism Industry in the Borough of Ards and North Down and how this will enhance the visitor offering.
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YOUR ORGANISATION
Q13. Name of your Organisation as it appears on your governing document or set of rules.
Q14 Main Contact for your Organisation
NAME POSITION IN ORGANISATION
Q15 Contact Address where all correspondence will be sent
Q15 [a] Contact Telephone Numbers: Day Evening Mobile
Email address
Q15 [b] Address of Organisation [this may be where the organisation is based or where activities take place], including full postcode
Website address
Q15 [c] When did your Organisation start?
Q15 [d] What are the aims of your Organisation?
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Q15 [e] Please list the key personnel involved with the management of the event and their qualifications and/or experience
Name Experience Qualifications
(1 point for each person with relevant experience (maximum of 3 points)
If you are successful in obtaining a tourism events grant, the applicant will be required to provide an appropriate:
- Risk Assessment - Event Management Plan (including emergency management arrangements) - proof of relevant insurance
***************** Successful grant applications will receive a Conditions of Offer letter which will detail both the deadlines for the receipt of documents deemed essential and the sanctions for any failure to comply within these timescales.
In all cases the date for receipt of final safety and emergency documentation will be no later than 14 days prior to the event. Safety must remain the paramount concern of the organiser and this term will not prohibit organisers making new or further dynamic assessments and arrangements after this time without notification to the Council so long as purpose is to improve or sustain the level of arrangements already made.
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FINANCE
Q16. Has your organisation received any financial assistance from Ards and North Down Borough Council in 2015/16
Yes No If Yes, please give details of year and amount
Year Department Amount Purpose
Q17. Please indicate how you propose to develop the event further this incoming year
Q18. Please give details of any applications made to other funding bodies for your upcoming event including any other Council departments and the purpose of allocated funds
Funding Body Amount Purpose
1 point for each funding body (maximum of 3 points)
Q19. Please give details of other sponsorship received for your event in the past three years and the purpose of allocated funds
Year Funding Body Amount Purpose
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1 point for each funding body (maximum of 3 points) EVENT ATTENDANCE
Q20. Please give us an anticipated number of people attending the event and where they come from.
Country Participants Spectators
Northern Ireland
Republic of Ireland
England
Scotland
Wales
Europe
Australia
New Zealand
Canada
USA
Elsewhere [detail] * TOTAL
Please note that the spectator numbers stated on this form WILL have an impact on the Grant Award [please refer to Guidelines]. Participants are anyone taking part in the event excluding spectators
*This total should correspond with “Spectators” in Self Assessment Section
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ACCOMMODATION
There are two Visitor Information Centres located at Tower House, 34 Quay Street, Bangor and 31 Regent Street, Newtownards. The experienced staff are keen to work with event organisers in attracting as many visitors as possible to the District, by providing an accommodation booking service, tourism packs and any other visitor information which you feel is necessary for your event.
Bangor VIC Sarah Rathbone-Scott E: [email protected] – 028 9127 0069 Ards VIC Alex Foster E: [email protected] - 028 9182 6846
It is important, therefore, that, where at all possible, bed nights should be booked through one of the two Visitor Information Centres as:
the number of bed nights estimated/achieved will have an impact on your Grant Award [please refer to guidelines] the best accommodation rates for your visitors can be obtained by our experienced staff the number of bed nights achieved can be easily tracked by our experienced staff – this can help you in the evaluation of your event
REMEMBER!
to advise the Tourist Information Centre Supervisor* if you know of any bed nights booked externally, using your unique reference number, [which will be allocated with confirmation of grant] as these can be included in the monthly tourism statistics for the area.
Q21. Where are your participants/spectators likely to be accommodated during their visit [i.e. names of hotels, self-catering establishments, halls of residence, hostels, tents, caravans or motorhomes]
Accommodation Location No. of People No. of Nights Total
*
*This total should correspond with “Bed nights Generated” on Self Assessment Section
Please note that the Bednights Generated value WILL have an impact on the Grant Award [please refer to Guidelines] 9
Q21[a] Please outline any plans you will have in place to promote accommodation in the Borough to your participants and spectators.
1 point of each plan (maximum of 2 points), 1 extra point for mentioning Visitor Information Centre for bookings
REMEMBER!
if your Grant Application is successful you will be contacted by our Visitor Information Centre Supervisor*, who will arrange an appointment for you to call and discuss any of the above visitor services your Organisation may require.
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EVENT MARKETING AND EVALUATION
Q.22 The value of marketing and promotion of your event will be determined by your indication below of the type of media elements to be used. The banding set out in the table below will show what monetary value can be achieved. Evidence of each of the selected media elements must be provided for evaluation. The organiser of the event must ensure that the support of Ards and North Down Borough Council is appropriately promoted via all relevant platforms/channels.
Publicity Publicity Guideline Value Evidence to Please Platform/ support application tick Channel required [A] TV Supported by Ards and North Down £2000 Copy of footage Borough Council logo is visible in television footage and mentioned in narrative [B] TV Supported by Ards and North Down £1500 Copy of footage Borough Council logo is mentioned in narrative [C] Radio Supported by Ards and North Down £200 Copy of 1 piece of Borough Council logo is mentioned in promotional activity narrative [D] Press releases ‘Supported by Ards and North Down £100 Copy of 2 unpaid local Borough features in local press Council’ text is used in all press and copy of all press releases releases [E] Press releases ‘Supported by Ards and North Down £150 Copy of 2 unpaid national Borough features in national Council’ text is used in all press press and copy of all releases press releases [F] Print Supported by Ards and North Down £100 Copy of Advertisements Borough Council logo is used in all advertisement in print advertisements paper/ in situ [G] Banners Supported by Ards and North Down £100 Photograph of Borough Council banner is displayed banner in situ prominently at the event at event [H] Website Supported by Ards and North Down £50 Screen shot of Borough Council logo is used in web relevant web coverage advertisements page(s) must be provided [I] Social Media Supported by Ards and North Down £50 Screen shot of Borough Council text must be relevant social mentioned in all social media posts, media post(s) and the logo must be used where must be provided appropriate [J] Mayor invitation An invitation to the Mayor must be £50 Copy of letter to the forwarded to the Mayor’s secretary 4 Mayor or photo of the weeks prior to the event Mayor in attendance at the event An additional £1500 can be added if 9 elements (which must include either a or b plus c-j) are secured.
An additional £500 can be added if 8 elements (which must include c plus d-j) are secured.
For all marketing enquiries, design approval, content for www.visitardsandnorthdown.com please contact Claire Mulgrew – [email protected] 11
Q23 Will you have a dedicated person responsible for media relations? Yes [1] No [0]
If yes, please give name: ______
Q23 [a] Will you be employing the services of a PR Agency? Yes [1] No [0]
If yes, please give name: ______
Q23 [b] Please provide a full advertising and communications plan with associated timelines and budget, showing how you intend to promote and market the event. Please include detail of target audience, strategy, and goals. This will be marked as follows:
Excellent [4] Good [3] Satisfactory [2] Poor [1] Very Poor [0] [Please refer to Guidelines for description].
Q23 [c] Will the event have its own website: Yes [1] No [0]
Please give web address ______
Q23 [d] Will the event have a dedicated web page on another site? Yes [1] No [0]
Q23 [e] Will social media be used to promote the event? Yes [1] No [0]
Q23 [f] Will the event be promoted outside Northern Ireland?
Ireland GB Outside GB and Ireland
1 point for each (maximum 3 points)
Q23 [g] Do you have any plans in place to measure the success Yes [1] No [0] of your event? If yes please explain
REMEMBER!
if the event has taken place before, please enclose copies of previous publicity material/press cuttings inclusion on the Council website does not guarantee any Grant Offer, regardless of Grant Status 12
SELF ASSESSMENT
The following criteria will be used to assess the final amount for the Tourism Event Grant Applications
Using this criteria please complete the final column with your estimated grant award
ESTIMATION Bed nights Generated £1 per person per night Spectator Numbers 50p per spectator at event Event Marketing As per Publicity Requirement table Duration of Event £100 per day TOTAL
Please note that an Event does not have to meet all four criteria in order to attract funding, but can be any combination of at least three out of every four
Targets set by the Organisation against the criteria, which are NOT achieved, will result in a reduction in the balance of the post grant payment
Targets set by the Organisation against the criteria, which are exceeded, will NOT have an impact on the original Grant Award
ECONOMIC BENEFIT
Q24 Please calculate the anticipated economic benefit your event will bring to the area:
Total number of Spectators _____ [A]
X £18
= £_____
Total number of Bed nights _____ [B]
X £55
= £_____
[A] x £18 Spectator [B] x £55 Bed nights
1 point for every £5,000 of economic benefit achieved
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ADDITIONAL INFORMATION
Q25. Please give us details of how any grant offered will be allocated Please refer to Guidelines for Eligible and Ineligible costs
Q26. Please tell us how you will acknowledge any Grant Award given by Ards and North Down Borough Council which is over and above the minimum publicity requirements
Maximum 3 marks available
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DECLARATION
We hereby declare that, to the best of our knowledge, the information given in this application is true and correct.
Completed Forms to be signed by Office Bearers:
Signed:______Date:______Chairman
Signed: ______Date: ______Secretary
REMEMBER!
This application carries no entitlement to grant assistance even though previous assistance may have been given.
Any offer of grant assistance is at the sole discretion of Ards and North Down Borough Council within the limit of the funds made available to it.
All such offers are made subject to acceptance by applicants of any terms and conditions, which the Council may stipulate.
Ards and North Down and Borough Council cannot be held responsible for incomplete Grant Application Forms and will be unable to make an assessment unless all information is included
This is an open and transparent process and feedback is available if required.
Any changes to the Tourism Grant Event Application Process is at the sole discretion of Ards and North Down Borough Council
For your information, please read the Data Protection and Freedom of Information Statements provided
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ARDS AND NORTH DOWN BOROUGH COUNCIL PAYMENT SYSTEM BANKERS AUTOMATED CLEARING SYSTEM [BACS]
ADVANTAGES OF BACS SYSTEM OF PAYMENT
It will remove the possibility of payable orders / cheques being delayed or lost in the post.
It will save you time and effort making lodgements to your bank account.
Bank clearing time lags will be removed, as cleared funds will be available in your account on the same day that our account is debited.
It will simplify accounting procedures and therefore reduce costs.
REMITTANCE ADVICE
You will continue to receive a remittance advice note from us by post or facsimile.
The remittance will indicate the payment we are making directly into your bank account by BACS.
Payments can be made through this system into any branch of any bank in the United Kingdom.
Please complete this section in BLOCK CAPITALS and return the complete form.
BANK INFORMATION REMITTANCE ADVICE ADDRESS Your Bank’s Name:
Your Bank’s Address:
Your Bank A/C Name: YOUR FAX NUMBER Bank Sort Code Bank Account Number
YOUR TELEPHONE NUMBER YOUR E-MAIL ADDRESS
Your Name: ______Your Position: ______
Your Signature: ______
REMEMBER! to complete this Form to ensure prompt payment of Grant Award
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REFEREES
Please give details of 2 Referees who are INDEPENDENT of your Organisation but who have some knowledge about your aims and objectives:
Name: ______
Address: ______
______
______
Telephone: ______
Signature: ______
Date: ______
Name: ______
Address: ______
______
______
Telephone: ______
Signature: ______
Date: ______
I have known this organisation and its work for at least one year or from its start. I have read the application and I support this request for funding. I am willing to be contacted to discuss this application, before a grant is made, and to comment on the grant, if this application is successful.
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ARDS AND NORTH DOWN BOROUGH COUNCIL
TOURISM EVENTS SECTION
CHILD PROTECTION AND VULNERABLE ADULTS POLICY
If your Organisation DOES NOT currently have in place a Child Protection and Vulnerable Adults Policy, your Organisation is required to adhere to the Council’s Policy for the duration of the Event. Please complete the following.
However, if your Organisation DOES have a Child Protection and Vulnerable Adults Policy in place, please submit a copy of this with the Application Form
We agree to adhere to the Child Protection and Vulnerable Adults Policy as set out by North Down and Ards District Council throughout the duration of the Event. [Copy can be obtained on request]
Event: ______
Event Date: ______
Signed: ______
Position: ______
For and on behalf of: ______
______
Date: ______
REMEMBER!
This form needs to be completed if your Organisation DOES NOT have a Child Protection and Vulnerable Adults Policy in place
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TOURISM EVENTS GRANTS - CHECKLIST
The following checklist provides a summary of the information that you must send us. Once you have completed your form, please check through the following list, tick the relevant boxes and upload all the supplementary documents/information with your submission. You must check all documents and relevant information is submitted with the application as incomplete applications will not be considered.
Application Checks: We have answered all the questions on the form
The Declaration has been signed
The BACS Payment Form
The Independent referees have signed
The Child Protection and Vulnerable Adults Policy Form has been completed [if applicable]
The Freedom of Information and Equality of Opportunity form has been signed
Attachments We have enclosed the following:
Copy of Memorandum of Association and Articles of Association [if applicable]
Copy of last set of event accounts [if applicable]
An income and expenditure account for your event including a breakdown of marketing costs. See Appendix 1 for an example of an income and expenditure account
Previous press cuttings/publicity [if appropriate]
Copy of your Organisation’s Constitution/Set of Rules
Copies of Insurance, Risk Assessments and Event Management Plan must be supplied at least 14 days prior to the event taking place. If currently available please include
Please note that if the Risk Assessment, Insurance and Event Management Plan documentation is not submitted within the appropriate deadline, the Council will have the right to impose a monetary sanction.
All application forms and guidelines are available for download from North Down or Ards Borough Councils’ websites – http://www.ardsandnorthdown.gov.uk/tourism-grants The completed Application Forms and any supporting documentation should be preferably emailed to: [email protected] or mailed to the address below:
Mrs Anne Poots, Bangor Visitor Information Centre, Tower House, 34 Quay Street, Bangor, BT20 5ED
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DATA PROTECTION STATEMENT
Ards and North Down Borough Council values your right to personal privacy. We at all times try to be open about the reasons why we collect, hold and use your personal information. We collect information about you in order to fulfil our statutory obligations and provide you and other people with services. Some of the information we gather may be used to help us provide you with improved services. We at all times aim to comply with the Data Protection Principles, ensuring that information is collected fairly and lawfully, is accurate, adequate, up to date and not held any longer than necessary. You have a right to see information held about you (with a few exceptions allowed for in the Data Protection Act 1998). If you wish to see any personal information held on you, please put your request in writing, stating clearly who you are and what information you would like to see to the address below:
Data Protection Ards and North Down Borough Council Town Hall The Castle BANGOR BT20 4BT
FREEDOM OF INFORMATION STATEMENT
Ards and North Down Borough is subject to the terms of the Freedom of Information Act 2000. The Council will proceed on the basis of disclosure unless an appropriate exemption applies. No information provided by applicants will be accepted “in confidence” and the Council will not accept liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Act. Decisions in relation to disclosure will be taken by appropriate individuals in the Council having due regard to the exemptions available and the Public Interest. Applicants should be aware that despite the availability of some exemptions, information may still be disclosed if the Public Interest in its disclosure outweighs the Public Interest in maintaining the exemption. Applicants are required to highlight information included in their application which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons, why that view is taken. If the information is disclosable, the Council has no discretion to prevent its disclosure. The Council will consult with applicants, where it is considered appropriate.
Signed ______
Duly authorised to sign for ______
Dated ______
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EQUALITY OF OPPORTUNITY
The Applicant shall comply with all applicable fair employment, equality of treatment and anti- discrimination legislation, including, in particular, the Employment (Northern Ireland) Order 2002, the Fair Employment and Treatment (Northern Ireland) Order 1998, the Sex Discrimination (Northern Ireland) Order 1976 and 1988, the Employment Equality (Sexual Orientation) Regulations (Northern Ireland) 2003, the Equal Pay Act (Northern Ireland) 1970, the Disability Discrimination Act 1995, the Race Relations (Northern Ireland) Order 1997, the Employment Relations (Northern Ireland) Order 1999 and the Employment Rights (Northern Ireland) Order 1996 and shall use their best endeavours to ensure that in their employment policies and practices and in the delivery of the services required under this agreement they have due regard to the need to promote equality of treatment and opportunity between:
- persons of different religious beliefs or political opinions; - men and women or married and unmarried persons; - persons with and without dependants (including women who are pregnant or on maternity leave and men on paternity leave); - persons of different racial groups (within the meaning of the Race Relations (Northern Ireland) Order 1997); - persons with and without a disability (within the meaning of the Disability Discrimination Act 1995); - persons of different ages - persons of differing sexual orientation.
The appointed company shall take all reasonable steps to ensure the observance of the provisions of the above clause by all servants, agents, employees, consultants and sub- consultants.
Signed ______
Duly authorised to sign for ______
Dated ______
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TIMETABLE FOR PROCESSING OF TOURISM EVENTS GRANT APPLICATIONS
CLOSING DATE FRIDAY 11 DECEMBER 2015 AT 4PM
Acknowledgement of completed Grant w/c Monday 14 December 2015 Application Forms
Assessment by Grants Panel w/c Monday 4 January 2016
To be ratified by Council w/c Monday 22 February 2016
Notification of Grant Award w/c Monday 29 February 2016
If you require any further information or are unclear about anything concerning your application form please do not hesitate to contact: [email protected] OR [email protected]
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APPENDIX 1
EXAMPLE OF INCOME AND EXPENDITURE ACCOUNT £ INCOME Sponsorship Kens Carpets 500 New Cola 500 Grant Festivals Fund 400 Trade Stand Rental 500 Entry Fees 400 Total Income 2300
EXPENDITURE Marina Hire 500 Advertising Belfast Telegraph 400 Advertising News Letter 150 Advertising Cool FM 800 Canoe Monthly 300 Accommodation for judge 60 Hospitality 200 Hire of Safety Boat 200 Fuel for Safety Boat 50 Stationary & postage 50 Trophies 300 Total Expenditure 3010
SURPLUS/DEFICIT -710
Please include an estimated budget of the cost of the event, showing a breakdown of the Marketing costs.
Please retain all receipts and invoices as evidence of spend as these MUST BE submitted for inspection with the final event accounts
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