Coffs Coast Event Funding Round 2 2024/25

Coffs Coast Event Funding Round 2 2024/25

Coffs Harbour is internationally recognised as an event friendly City. The Coffs Coast plays host to a diverse range of events of local, regional, national and international attraction, which continues to strengthen each year. In 2016 the City of Coffs Harbour adopted the Coffs Harbour Events Strategy 2020, which provides the strategic framework to attract, grow and retain events in Coffs Harbour and aims to provide expertise and support to increase the capacity of others to run successful events.
Funding Overview

Applications for funding and support are now open to event organisers with events planned to run within the Coffs Harbour LGA before June 30 2025.

Assistance is available to event organisers in the following categories:

Event Seed Funding
Grants of up to $5,000: For start-up or new events* running within the Coffs Harbour LGA, aimed at providing support to events in their most critical early stages.

Event Seed Funding is available to events that are either:
• New (never run before)
• Within their first three years in Coffs Harbour (or first three events, whichever occurs first)
• New to Coffs Harbour (for example an established / touring event coming to Coffs Harbour for the first time)
• An event returning to Coffs Harbour for the first time in over ten years

Event Destination Marketing
Grants of up to $10,000: For events* targeting overnight visitation from outside the Coffs Harbour Local Government Area (LGA). This funding is designed to assist in developing a marketing campaign to drive visitation to the Coffs Coast, and the event, from outside the LGA.

Event Destination Marketing is available to events that are:
• Established events running within the Coffs Harbour LGA (must have run a minimum of 3 times within the past 5 years)
• Recurring events (not one-offs)
• Targeting or attracting overnight visitors to the event from outside the LGA
*Markets are not eligible for Event Funding

The purpose of allocating event funding is to support the strategic goals identified in the Events Strategy of attracting, developing and retaining unique events on the Coffs Coast as they play an important role in reflecting the attractiveness of our region and provide significant economic value back to the community.

Submission Criteria

The City of Coffs Harbour plays an active and important role in providing event expertise, support and assistance to event organisers. Our aim is to collaboratively develop a diverse portfolio of events on the Coffs Coast that deliver benefits back to the community.

All submissions for event funding will be assessed against the Assessment Criteria which was developed in the Coffs Harbour Events Strategy 2020.

Before applying for funding, you should familiarise yourself with the criteria for each category. You must be able to explain and report on the benefits that your event brings to the region including the economic, community, marketing and sustainability impacts of the proposed event.

Please read the key assessment criteria outlined below, to understand if your event meets one or more of the strategic criteria.

1. Economic Development

1. Direct provable economic spend in the region

2. Partnering or involving local businesses

3. Suitable time of the year

4. Develop the city and the region’s assets

2. Community Development

1. Legacy of the event to assist the community

2. Involving local communities & individuals

3. Increasing community interaction

4. Contributing to the diversity of events

5. Enlivening the place

3. Coffs Coast Brand & Marketing

1. Project positive image of Coffs Harbour consistent with the marketing objectives (identified in the Coffs Coast Strategic Tourism Plan 2020)

2. Positive Media Exposure

3. Uniqueness

4. Sustainability

1. Abilities of the event organisers to deliver the event

2. Evaluation system for the event

3. Use of Council facilities

4. Additional partners, sponsors and or grants

5. Strategic planning and repeatability

6. Environmentally Sustainable

APPLICATION FORM

Part 1 - Contact and Event Information
Name*

First NameLast Name
Email*
example@example.com
Phone Number*
Organisation*

OrganisationPosition
ABN*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Organisational Contact Number*
Organisational Email Address:*
Organisations Years of Existence*
What type of funding are you applying for?*

Event Seed FundingEvent Destination Funding
Name of event*
Description of event*
Location and / or venue*
Event start date and time*

DayMonthYear
DateHourMinutesAM/PM Option
Event finish date and time*

DayMonthYear
DateHourMinutesAM/PM Option
Anticipated Attendance*

Under 500500 - 1,0001,000 - 2,0002,000 - 5,0005,000 - 10,00010,000 and over
Age demographic: (please tick all suitable)*

Under 1818 - 30 years30 - 50 years50 and over
Please provide more specific details on the intended age demographic for this event:*
Event Frequency:*

AnnuallyBi annuallyMultiple times per yearOther
If other was ticked please provide further details:
Is this a new event?*

Yes (never run before)Yes (it is an existing event, however has not run on the Coffs Coast before)No
If this is an existing event (you answered no), please provide details of previous events and reasons for your interest in the Coffs Coast as a host destination: *

APPLICATION FORM

Part 2 - Funding Request
Please tell us the amount of funding you are requesting:

Event Seed Funding (maximum $5000*)

*To receive the maximum funding available, your event will need to score extremely high on the evaluation criteria.

Event Destination Funding (maximum $10,000*)

*To receive the maximum funding available, your event will need to score extremely high on the evaluation criteria.
Please select how many years you wish to apply for:*

1 year only3 years*
* I acknowledge that I have requested funding over multiple years. Funding requests over multiple years may attract a decreasing sliding scale of funding over the course of the grant period as the event matures.

Please list below how this grant will be spent to support your event:*

	Amount	Use
1
2
3
4
5
6

Please select your preferred funding payment schedule:*

50% 6 weeks prior to the event, and 50% after the event on receipt of a post event report100% after the event, on receipt of post event report
If your event is not successful in receiving the full amount requested, would a lesser amount still be effective?*

YesNo
Does your event currently receive any support from Council (in either cash, or in kind) from other grants, or including any affiliated Council entities (such as Coastal Works, Coffs Water, or Council owned and managed venues, such as Jetty Theatre or C.ex Coffs International Stadium)?*

Yes* please detail belowNo

Please list below how this grant will be spent to support your event:*

	Date	Amount	Cash or In Kind	Use
1
2
3
4
5
6

*I acknowledge that by receiving funding from other areas of Council for my event, may prevent my application from being successful
Is this the first time you have received funding from council? *

YesNo * please provide details of previous funding below
Does your event receive any other (non council) funding/sponsorship? *

YesNo * please provide details below

	Date	Amount	Cash or In Kind	Use
1
2
3
4
5
6

Please provide an overview of expected expenditure for the event: This information will be used to only assess the size of your event, and how well advanced you event budgeting is.*

	Amount
Venue / location hiring fees
Marketing and Promotion
Event operational costs
Other
Other
Other
TOTAL EXPENDITURE

Please provide an overview of your expected revenue from the following: This information will be used to only assess the size of your event, and how well advanced you event budgeting is.*

	Amount
Council funding
Other Sponsors and Donations
Ticket sales
Food and beverage income
Merchandise
Vendor / Stall fees
Other
8
9
10
11
12
TOTAL REVENUE

APPLICATION FORM

Part 3 - Assessment Criteria
1. ECONOMIC DEVELOPMENT

Direct provable economic spend in the region

Please explain how your event will deliver economic benefit to the Coffs Harbour LGA, or the specific community *

	Amount
Local Services: Tell us what the anticipated spend on local services and/or hired infrastructure to stage the event will be (as per your budget)
Local Staff: Tell us what the anticipated spend on hire of local staff/contractors will be (as per your budget)
Event Spend: Tell us what the anticipated visitor spend will be at your event* *Estimate of per person spend while at your event multiplied by the anticipated attendance (not including admission fees)
Visitor Spend: Anticipated visitor spend in the region as a result of event DNSW measures economic spend in the region by: 1. Domestic Daytrip Travel valued for Coffs Harbour as $104 per person (multiply this by anticipated numbers) 2. Domestic Overnight Travel valued for Coffs Harbour as $134 per person (multiply this by anticipated numbers)
TOTAL Direct provable economic spend in the region

Do you expect event attendees (including visitors, spectators, sponsors, participants and/or staff) to be predominately from within the Coffs Harbour LGA, or from out of area? Please indicate what percentage from the option / options below: [tick all that is relevant]*

	%
Coffs Coast Local (come from within Coffs Harbour LGA)
Out of Area - Within 3 hour drive
Interstate
International

Please provide further details on your anticipated attendees. If you have historical data please use this for up to the last three years. If this is a new event please provide your best estimate.

Coffs Coast LOCAL ATTENDANCE * or last 3 event years*

	Estimate	2023	2022	2021
ESTIMATED LOCAL ATTENDEES
ESTIMATED OUT OF AREA ATTENDEES

OVERNIGHT STAYS * or last 3 event years*

	Estimate	2023	2022	2021
ESTIMATE OVERNIGHT STAYS
AVERAGE EXPENDITURE PER PERSON

OUT OF AREA ATTENDANCE: DAY TRIPS * or last 3 event years*

	Estimate	2023	2022	2021
ESTIMATED DAY TRIPS
AVERAGE EXPENDITURE PER PERSON

Please justify why you believe this event will attract people from areas external from the Coffs Coast below:
2. PARTNERING OR INVOLVING LOCAL BUSINESSES

Please consider whether your event is located in the near vicinity of local business that may receive a flow on effect from visitors to your event? Have local businesses been invited to participate in your event? Will this event create employment opportunities for local people? Will your event require any investment or infrastructure that will be beneficial to the Coffs Coast once your event has finished?

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t Partner or involve local businesses, 10 is 10: Contributes greatly to Partnering or involving local businesses

Please explain how your event will partner or involve local businesses:*
3. SUITABLE TIME OF THE YEAR

The Coffs Harbour Events Strategy 2020 (Event Mix 1.0), identifies considerations around timing of events and the prioritisation of support for events based on their time of year
Please select the time of year that your event is proposed to run:*

January - MarchApril - JuneJune - SeptemberSeptember - December
Is your event running in school holidays? *

YesNo
Will this event coincide with any other events on the Coffs Coast? *

YesNo
Which events?
That your event will coincide with.
Are the dates of your event flexible?*

YesNo
If Yes please provide your time frame for flexibility. If No please explain why your event must be held on this particular date*
4. DEVELOP THE CITY AND THE REGION’S ASSETS

Consider whether your event will be utilising purpose built event venues or locations, and therefore building on the city and regions assets to host events? For example an event run on a private property, is not enhancing the regions assets.

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t Develop the city and the region’s assets, 10 is 10: Contributes greatly to Developing the city and the region’s assets

Explain how your event will help develop the city and or the regions assets: *
5. Community Development

5.1 Legacy of the event to assist the community

Consider whether your event will make a donation or offer of support to the community/community organisations / charities? Will your event require any infrastructure or resources that the community can use once your event has finished?

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn't leave legacy of the event to assist the community, 10 is 10: Contributes greatly to leaving a legacy of the event to assist the community

Please explain how your event will help leave a legacy to assist the community; *
5.2 Involving local communities and individuals

Consider whether your event will have the opportunity to involve the local community or individuals from the community.

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn't involve local communities & individuals , 10 is 10: Contributes greatly to involving local communities & individuals

Please explain how your event will involve the local community or individuals;*
5.3 Increasing community interaction

Consider whether your event will have the opportunity to increase interaction between the community.

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn't increase community integration , 10 is 10: contributes greatly to increasing community integration

Please explain howyour event will in help increase community interaction;*
5.4 Contributing to the diversity of events

Consider other events that currently run on the Coffs Coast, and whether your event adds to the diversity of the annual event calendar, whether your event is similar to other events and whether there is high competition in this event space. For example within many regions food and wine festivals are common, if your event is featuring food and wine, how would your event be different?

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t contribute to the diversity of events , 10 is 10: Contributes greatly to the diversity of events

Please explain other events that may be similar to yours (select one):*

No other similar events in Australia (my event is completely unique)No other similar events on the Coffs Coast (my event is unique for our region)No other similar events on the Coffs Coast (my event is unique for our region)Lots of similar events (there are many events like mine that run regularly on the Coffs Coast)
If there are other events running on the Coffs Coast that are similar to your event however are in a different location (please specify where*
5.5 Enlivening the place

For example, consider is your event in a conference room and strictly by invitation, or is your event highly visual, incorporating many areas of the community or region and attracting thousands of people?

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t Enliven the place, 10 is 10: Contributesgreatly to Enlivening the place

Please explain how your event will enliven the place /community/region*
6. COFFS COAST BRAND AND MARKETING

6.1 Project positive image of Coffs Harbour

Consider does your event complement the beliefs of the local community, council, and the regions brand identity?

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t project a positive image of Coffs Harbour, 10 is 10: Contributes greatly to projecting a positive image of Coffs Harbour

Please explain how your event will project a positive image of Coffs Harbour:*
6.2 Positive Media Exposure

Consider the power and reach of your events marketing campaign, and the impact it will have on the Coffs Coast region

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Doesn’t create positive media exposure, 10 is 10: Contributes greatly to creating positive media exposure

How will you market your event:*

TelevisionRadioNewspaperOther Local printInternetSocial MediaDirect MailPosters/ flyers etcOther
Will the Coffs Coast as a destination be incorporated into your marking campaign?*

YesNo
If Yes: Will marketing focus mainly on a specific area/location or the broader Coffs Coast region?
Who will you predominantly focus and target your marketing on?*

Residents/spectators/participants of the Coffs Harbour LGA areaOut of area visitors (outside the Coffs Harbour LGA area)

Please provide specific web addresses and social media handles that will be used to promote your event:*

	Response
Website
Facebook
Instagram
Twitter
Youtube
Other
Other

Please explain specifically how this funding will be used in marketing both the event, and the destination to attract visitation from outside the Coffs Harbour LGA:*
6.3 Uniqueness

Please consider whether your event is unique and well suited to the Coffs Coast from a brand and destination perspective. For example consider the natural environment, the geographic location on the east coast (between Sydney and Brisbane) or the cultural significance of our area.

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Isn’t unique , 10 is 10: Very unique

Please explain why your event is unique:*
7. SUSTAINABILITY

7.1 Abilities of the event organisers to deliver the event

Rate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: No experience , 10 is 10: Highly experienced

Tell us about your previous experience within the event industry:*
Tell us about your organisation or team that will be running the event:*
Are there any areas of the event that you may need assistance with:*
7.2 Evaluation system for the event
I understand that effective evaluation is an important requirement to obtain event funding, and a post event evaluation report will be required to acquit my event funding application

Rate your ability evaluate your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: No evaluation systems in place , 10 is 10: Strong evaluation systems in place

Please explain the processes or procedures you have in place to collect data and feedback from this event:*
Please explain how you will evaluate whether your event met the goals and objectives you set prior to running the event:*
Please explain how you will evaluate whether the Council funding received was used successfully to achieve your goals:*
7.3 Use of Council facilities
Does your event use council facilities?*

YesNo
If yes please detail:
7.4 Other partners, sponsors and grants
Does your event attract other partners, sponsors and or grants?*

YesNo
If yes please detail:
7.5 Strategic planning and repeatability
Please provide a brief overview of the long term goals and aspirations for your event including future growth opportunities and potential challenges *
7.6 Environmentally Sustainable

Rate you’re the environmental sustainability of your event on a scale of 1 – 10 *

	1	2	3	4	5	6	7	8	9	10

1 is 1: Not very Environmentally Sustainable , 10 is 10: Very Environmentally Sustainable

Please specify how you plan to make your event Environmentally Sustainable; including any strategies you have in place to reduce the impacts of issues such as waste management and water usage etc.*

ACKNOWLEDGEMENT
Type a question*

By submitting myapplication for event funding I acknowledge that if my submission issuccessful, I will be required to provide the following (if applicable):
• Acknowledgement of Coffs Harbour City Council as a major sponsor of the event including any relevant media and marketing

• Inclusion of the Coffs Coast Events logo, and Coffs Harbour City Council logo on any relevant promotional material including television, newspaper, radio, and marketing collateral where appropriate

• Inclusion of the Coffs Coast Events logo, and Coffs Harbour City Council logo on relevant websites including links where possible to the Coffs Coast website

• Opportunity for Coffs Harbour City Council to be involved in any media opportunities relevant to the event including media releases and photo opportunities

• Opportunity for a Coffs Harbour City Council representative to welcome guests at the opening of the event / present at the awards ceremony for the event

• Access to any promotional images/footage and images/footage from the event that can be used by Coffs Harbour City Council in promoting the event

• Signage opportunities at the event

• Tickets to any official functions

• Provision of event merchandise where possible

• Post event analysis of the event
Signed for and on behalf of (organisation); *
Signature*

Clear
Name*

First NameLast Name
Organisation *
Should be Empty:

Coffs Coast Event Funding Round 2 2024/25

Funding Overview

Submission Criteria

APPLICATION FORM

APPLICATION FORM

APPLICATION FORM

ACKNOWLEDGEMENT