here. - SuperFest

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Check out the website at
superfest.com.au
#JOINTHEPARTY #SUPERFEST #GC600
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01. WELCOME ..................................................... 3
02. ELIGIBILITY
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4
03. EVENT MANAGEMENT ........................... 5
04. EVENT SERVICES
05. SAFETY
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06. SUPERFEST SUPERBENEFITS
07. ACCOUNTS
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08. MARKETING, PROMOTIONS
AND MERCHANDISE ........................... 15
09. ACKNOWLEDGEMENT
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10. FEEDBACK & ACQUITTAL
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11. APPLICATION PROCEDURES ............. 20
12. APPLICATION QUESTIONS
13. TERMS & CONDITIONS
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It’s official...
SUPERFEST is back in 2016!
Get pumped for the biggest motorsport party
on the Gold Coast as V8 Supercars returns
with the V8 Supercars Castrol Gold Coast 600
and SuperFest celebrations. Starting Friday 14
October 2016, V8 Supercars will be hosting 10
days of excitement, entertainment and community
celebrations at venues and locations all around
the City – and we want you to be involved!
SuperFest is opening the doors for all Gold
Coast event organisers, community groups, and
businesses to play a leading part in organising the
activities, your celebrations!
Have an idea that encourages your community or
business to get involved in the festivities?
Or an attraction that will bring new visitors into
your suburb?
Or simply a huge celebration that everyone will
want to be a part of on the Gold Coast?
Then become a part of SUPERFEST 2016.
3 // SUPERFEST.COM.AU
The off track events are very important to the
festival as they showcase the unique aspects
of the Gold Coast region and promote positive
messages to new visitors. They also contribute
to local communities by providing opportunities
for economic growth and fostering community
spirit, not to mention the build up to one of
Queensland’s premier sporting and entertainment
events – the V8 Supercars Castrol Gold Coast
600.
There are a range of benefits available to event
organisers, including endorsement as an official
SuperFest event; promotion of your activity via
SuperFest media and marketing channels; funding
assistance to ensure successful completion
and maximised opportunity for the Gold Coast;
SuperFest promotional material to help theme
your activity including signage, bunting, balloons
and much much more!
To assist with the application, planning and
organisation of your successful SuperFest
activity, we’ve created this SuperFest toolkit.
#JOINTHEPARTY
#SUPERFEST
#GC600
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In order to put together a strong event concept and host a successful SuperFest event, event
organisers should read the following guidelines and eligibility requirements. This helps to ensure
projects are well organised and are delivering positive returns to the City of Gold Coast, the State,
attendees and the event.
Criteria
Only projects that fulfil the main selection criteria
will be considered. This includes: Car, Motorsport
or Racing themed celebrations or activities that
can be linked to key areas such as food, music, art,
culture, sport, and entertainment. Events that:
In addition to the criteria, a review of submissions
will also take into consideration:
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The potential for the event to create jobs,
local work experience and educational
opportunities for the Gold Coast.
•
Encourage new visitation and activation
with local traders, businesses and/or
accommodation providers.
•
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Provide an opportunity for Gold Coast
residents and businesses to fully embrace the
event within their community.
The awareness and fundraising potential
for the official charity of the V8 Supercars
Castrol Gold Coast 600 – Surf Life Saving
Queensland.
•
Accessibility for all, including no or low cost
participation barriers to ensure greater
involvement.
•
Create excitement, action, and variety to
enhance attendee experiences.
•
Showcase and promote the positive attributes
of the Gold Coast.
•
Are hosted within the advertised SuperFest
period – Friday 14 to Sunday 23 October 2016.
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#JOINTHEPARTY
#SUPERFEST
#GC600
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Anybody can apply to host a SuperFest event.
Ideally you’ll be a professional event organiser on the Gold Coast or chamber of commerce or
business representing a local area. The important thing is ensuring you can deliver a quality event
that fits within the program’s criteria and delivers multiple benefits to the City and event.
Strong Teams
Deliver Strong Events
Planning
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Event Manager – Responsible for leading and
directing the team, and communicating with
SuperFest Organisers.
Planning is the most important part of running
a successful SuperFest event. To ensure we can
deliver the best quality event, all event managers
or applicants are required to submit an event
management plan to festival organisers as part
of the SuperFest process. This includes very
important information about your event and
can be updated on a continued basis to ensure
planning is progressing and goals are being
achieved. As a minimum, this should include:
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Accounts/Bookkeeper.
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Event Organisers Details.
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Volunteer Manager.
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Dates, Times, Locations of the event.
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Marketing and Advertising Co-ordinator.
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Other roles – Logistics Supervisor; Catering
Manager; and general events staff.
Expected attendee numbers (and management
of this) including plans for parking.
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Siteplans highlighting key infrastructure.
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Permits, Licenses and Insurance
documentation.
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List of key suppliers – infrastructure and
entertainment.
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Traffic Control Plans if road closures are
planned.
Organising a great event takes strong
organisational skills, time and layers of
enthusiasm. But it also typically requires great
teamwork. Some of the key roles your SuperFest
organisational team should look to include are:
Allocate tasks and timeframes to each team
member, and work together with SuperFest
organisers to deliver a strong result. Staff or
volunteers working at events with young children
should have the relevant blue cards.
5 // SUPERFEST.COM.AU
#JOINTHEPARTY
#SUPERFEST
#GC600
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Community Support – information that
community consultation has been undertaken
and support sought from your local councillor.
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Marketing and promotional plan – identifying
your target market and how you’re going to
encourage them to be a part of the event.
•
Weather Contingencies, Risk Management
Plans and/or Emergency Response
Information.
While this may appear to be a considerable list,
you’ll find it will assist with your event planning and
reach, as well as the quality of your event.
When and Where?
When it comes to setting a date and venue for a
SuperFest event there are several things you’ll
need to consider:
VENUE
SuperFest is a signature event for the Gold
Coast. It is unique to the V8 Supercars Castrol
Gold Coast 600 and is held in various locations
throughout the City. Our aim is to attract new
visitors and supporters to this great major
sporting festival and involve the community by
holding a number of events in the buildup and
during the celebrations. Selecting your venue
or location is an important part of hosting a
successful SuperFest event.
•
Is there an area of interest in your region such
as beach, park, venue or attraction that would
make a good location for the event?
•
Does the activity suit the venue and/or the
location?
•
How many people do you think will be attending
your event? Is the venue large enough?
•
Does the venue have all the facilities you need?
Power, running water, toilets, rubbish bins? If
not you may have to hire additional items.
•
Does the venue fit your budget? What is the
Hire Fee? Will there be additional costs such
as road closures or council permits?
•
If the event is outdoors are there enough
protected areas from sun/rain? Is there
seating?
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Is there adequate parking? Is the venue
accessible by public transport?
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What risks does the venue pose? Is it near
open water or a main road? Can emergency
services access the venue easily?
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Is the venue available on the dates and times
required?
TIMING
All SuperFest events must occur during the 10
days of celebration. This starts on Friday 14
October and finishes on Sunday 23 October 2016.
It’s also important to ensure your event is not
competing with another similar SuperFest or V8
Supercars Castrol Gold Coast 600 activity around
the same timeframe.
In order to attract as many people as possible to
your event – you should also consider a start and
finish time which is convenient to the targeted
audience – morning, noon or night.
Plus, consider the businesses in the area. Is it at a
time they can get involved in the event? Or benefit
from the extra footfall into the region? From
cafes to accommodation providers, attendees to
participants, let’s create an event that is held at
the best possible time to benefit everyone.
Other things to consider include: Are there other
activities in your area you need to avoid? For
example – other event(s), major construction, or
road works?
6 // SUPERFEST.COM.AU
#JOINTHEPARTY
#SUPERFEST
#GC600
Permits, Licenses
and Insurance
You may need to apply for a permit, licence, or
insurance for your event under your or your
organisation’s name. The following are some
examples of what may be required. It is the event
organiser’s responsibility to ensure these are in
place.
•
You may also need permits and licenses for
promotional activities, holding a raffle, selling
tickets, or erecting marquees. Please include
as much information as possible in your event
proposals and submissions to council to
ensure the event complies and the relevant
authorities have been notified.
PERMITS AND LICENCES
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Event organisers must apply to council
for activities being delivered on public land.
More information on the City of Gold Coast’s
procedures – please see
http://www.goldcoast.qld.gov.au/eventorganisers-22394.html.
If your event includes musicians or live
performances then you may need to apply
for an APRA Licence. You can visit
www.apra-amcos.com.au for more
information. Daniel Woodrow is the local
Concert & Event Licensing Representative and
can be contacted on dwoodrow@apra.com.au
or 07 3257 1007.
In addition to music, consider the noise your
event may make. This could be from equipment,
the entertainment or the sheer audible level
by having so many people in one space. Special
acoustic permits may be required or noise
meters to ensure you fall within the special
event guidelines and recommendations for
your locality.
Wine or beer? If you want to serve alcohol
you will need to obtain a Liquor Licence. More
information can be found through the online
government portal – located here –
https://www.business.qld.gov.au/industry/liquorgaming/liquor/liquor-wine-licensing/licence-permitapplications
7 // SUPERFEST.COM.AU
INSURANCE
As an event organiser you will need to have
minimum $10 million public liability insurance. This
needs to be in the name of the organising team
responsible for the activity. SuperFest organisers
also require that V8 Supercars is a named party
on the policy or noted as a principal.
Other things to consider:
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If you are using volunteers, they should be
included within your public liability insurance
documentation.
•
Any supplier or contractor you hire as part
of the event should also provide you with
their certificate of currency or public liability
insurance.
•
Similarly, food vendors should be able to
provide you with food safety certificates that
ensure they meet the standards set out and
are licensed to operate as such or under a
temporary food license.
Please note: Additional permits and approvals
may be required other than those listed above.
It is your responsibility as organisers to ensure all
licenses are in place and in good time. Approvals
can take several weeks or months to process so
please ensure adequate planning time.
#JOINTHEPARTY
#SUPERFEST
#GC600
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General Requirements
Catering
Depending on the location and type of activity
you are hosting as part of SuperFest, you
may need to arrange the supply of various key
services. This may include items such as portaloos,
generators, marquees, signage and other general
event services. V8 Supercars has a very strong
network of quality suppliers and operators,
and encourages you to use their services
where possible. Please see overleaf. Ensure
you reference SuperFest to the supplier when
obtaining a quote.
The provision of a variety of high quality,
affordable food at SuperFest events contributes
to the comfort of patrons, reduces effects of
alcohol consumption and can increase revenue.
SuperFest events are designed to encourage
strong participation and return for local cafes,
restaurants and other food outlets. Where
possible, local catering providers within the event
region should be offered the first opportunity to
cater for the patrons attending the event.
Siteplan
In order to generate a full overview of the event
precinct, it’s worthwhile including a siteplan
within your event management plan. Not only is
it beneficial during the planning stages, but can
also be communicated to stakeholders, suppliers
when they arrive on site, and emergency services
in case of incident. As a minimum, ‘event control’
location and an ‘emergency evacuation point’
should be highlighted within.
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#JOINTHEPARTY
#SUPERFEST
#GC600
SuperFest Recommended Service Providers
ITEM(S)
SUPPLIER
CONTACT EMAIL
Big Screens
PRG
cjohnson@prg.com
Cleaning and Waste Services
Wilclean
wilclean@bigpond.com
Electrical Services
& Generators
Eventelec Events Pty Ltd
adam@eventelec.com.au
Fencing
Coates Hire
corey.machado@coateshire.com.au
Marquees
Moreton Hire
gareth.conquer@moreton.net.au
PA System
Jands Production Services
jims@jps.com.au
Security Management
National Security Management
lloyd@nsmanagement.com.au
Signage
Sign Event
mark@signevent.com.au
Staging
Cliftons Productions
clint.hill@cliftonsproductions.com.au
Toilet Hire, Portable Buildings
Coates Hire
corey.machado@coateshire.com.au
Traffic Management
Able Secure Traffic Services
michaelg@abletraffic.com.au
9 // SUPERFEST.COM.AU
#JOINTHEPARTY
#SUPERFEST
#GC600
SAFETY
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Risk Management
Events can have many associated risks. These
can arise from an unusual site, large numbers
of people, the moving of equipment, as well as
weather conditions and even the mood of the
audience.
All of the above, and many others, can create a
variety of potential hazards. All SuperFest event
organisers have a responsibility to thoroughly
assess risks to help reduce or remove potential
dangers to staff, suppliers and attendees.
STEP 1
Identify the hazards
STEP 2
Decide who might be harmed & how
STEP 3
Evaluate risks & decide on precautions
STEP 4
Record your findings & implement
STEP 5
Review your assessment & update
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Approaching risk assessment, especially for the
first time, can seem overwhelming, but it doesn’t
need to be. Often risks can be easily identified and
the necessary control measure applied.
As an example, you’ll be able to identify if your
event requires movement of heavy loads and as
such may need manual handling equipment for
staff or volunteers such as trolleys. Or during your
site design, where potential slip and trip hazards
are likely to occur and may be as simple as laying
down mats or cable covers to reduce risk of injury.
Using a similar process to the above will help you
run a safe event, using a methodical approach
and common sense. This should be included,
or submitted alongside, your SuperFest event
management plan.
#JOINTHEPARTY
#SUPERFEST
#GC600
First Aid
Weather contingencies
As part of your risk assessment, you may have
identified the possibility of injury or incident,
and therefore require some form of first aid.
This doesn’t need to be at large expense – and is
relative only to the hazards of your activity, the
likelihood of incident, and size of your audience.
Include the details of what is being provided or
not provided within your event management plan.
Plan for the unexpected. Whilst outdoor events
are most obviously affected, weather conditions
can have an impact on all event types. For
example, it may affect your ability to setup for the
event in the days prior; or unpleasant travelling
conditions may influence your audience’s desire to
attend your event.
St Johns Ambulance Australia – or other providers
– can be booked to support your activity if
deemed necessary. More information can be found
at http://www.stjohnqld.com.au/Services/EventHealth-Services/Booking-Form
Extreme weather conditions should also be
considered within your event management plan as
part of your safety audit.
This may include a number of alternative scenarios
such as other venues, or a change in event date or
running times.
It is also important for organisers to be aware
of your suppliers, and their cancellation or
postponement terms should this be the case
– and just how far out from a weather event, a
contingency plan needs to be put into operation.
When checking weather forecasts – be it rain,
wind or heat, you should always look at more
than one source. Checking multiple forecasts will
help you gather a more rounded picture of the
weather conditions you may be facing, and the
type of information you need to communicate to
your staff and audience.
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#JOINTHEPARTY
#SUPERFEST
#GC600
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Free
Charity
They say the best things in life are FREE, well,
that can certainly be said for events. SuperFest
is a community events program and where
organisers can reduce barriers to engagement or
participation, this will ensure a stronger level of
support from the community.
Where an entry fee is required or the opportunity
arises, some events may be in the position to
support the official charity Surf Life Saving
Queensland. This could be in the form of a
donation, a percentage of sales or a fundraiser as
part of your activity. It’s great to see events with
multiple layers of benefits and further revenue
being raised for a worthwhile cause on the Gold
Coast.
In some cases, event infrastructure costs are
incredibly high and as such a small entry fee
may be required – but we certainly encourage
SuperFest events to be fully inclusive and open to
the wider public to attend.
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Please note: SuperFest is solely committed to
raising funds for Surf Life Saving Queensland
and as such cannot support other charitable
organisations or initiatives.
#JOINTHEPARTY
#SUPERFEST
#GC600
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You may have a great idea for a SuperFest event, but you need to make sure it is financially viable.
Having a well planned budget is vital to the success of SuperFest events.
Planning
Grant Support
It’s important to consider all elements of the event
operation within your budget. This may include:
Depending on the reach and positive outcomes of
your event, SuperFest has access to a small grants
budget to assist organisers with the creation,
marketing and execution of quality activities. Where
funding is sought, full budget details and supporting
documents are required.
EXPENSES
Venue hire; Licenses; Marketing; Printing;
Infrastructure; Entertainment; Theming; Services;
Catering; Volunteer Sustenance; Postage; Staff.
INCOME
Catering; Sponsorship; Ticketing; Services.
INKIND
Where possible it’s always worthwhile reducing
costs. Being a community event, there may be
opportunities for local businesses to support your
event in a number of ways. This could be prizes or
awards, or assistance in spreading the word and
encouraging uptake.
Please note: Sponsorships (cash or inkind) require
pre approval by SuperFest organisers. Failure to
advise V8 Supercars may result in withdrawal of
support and further action.
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Important Notes for acquittal and support
payments:
• Organiser’s need to be set up as vendors with
SuperFest prior to any invoice being received.
Please contact SuperFest organiser’s for this
information.
• Invoices must be: pre approved by SuperFest,
addressed to V8 Supercars (not to SuperFest)
and include the relevant PO number. Full
descriptions are required and please ensure the
invoice is in the event organisers’ name.
• All invoices should be supported by other
contractor’s original invoices or purchase orders
with documentation to the specified amount, and
be relevant to the original budget submitted.
#JOINTHEPARTY
#SUPERFEST
#GC600
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Events requesting a high level of funding will
be further assessed throughout the process
to ensure acceptable completion rates and
milestones are reached.
V8 Supercars payments are typically made within
30 days of receiving the correct tax invoice with
all required information.
Please note: For those events receiving financial
support, a percentage of overall funding is
withheld until event acquittal has been completed.
More information is available in the successful
submission notification email.
All grant amounts are inclusive of any GST payable
by the grant recipient. If grant recipients are
registered for GST, they will be required to provide
a Tax Invoice.
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#JOINTHEPARTY
#SUPERFEST
#GC600
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Marketing
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Use of digital platforms such as website,
emails, and social media channels.
Event marketing is one of the most important
aspects of planning your event, and is the
responsibility of the event organiser. You should
consider the best and most cost effective way
of advertising your event to the target audience,
while keeping within the event budget. It is also
very important to get your messaging out early.
•
Timelines for completing each of the above
activities to ensure early awareness and
uptake.
It’s a great idea to develop a marketing plan
to ensure greater attendance and include this
information within your event management plan.
This will likely include information on the:
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Professional brand/theme around the event
(including logo, style and content).
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Print materials proposed such as posters and
flyers.
Please note: a standardised template will be
provided to event organisers.
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Advertising opportunities to be undertaken in
targeted media.
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Ambassadors
Why not position your event alongside a local
celebrity or ambassador for the event? Not only
can this assist with the overall appearance and
look of your event but they may have access to
a large number of followers to assist with your
event promotion. It’s important when recruiting
local ambassadors, you have someone who fits the
activity and type of attendee.
Please note: SuperFest is unable to guarantee
talent or drivers for your activity – either as
ambassador or attendee. Requests can be made
however, drivers’ schedules are incredibly busy and
their focus is on the race ahead.
#JOINTHEPARTY
#SUPERFEST
#GC600
Promotional Support
Theming & Merchandise
SuperFest will support each event through a
number of media and communication channels.
Depending on the quality and reach of the
proposed event, this may include:
To assist with theming and interaction with
attendees, SuperFest will provide free event
merchandise to organisers to hand out in the lead
up to, and on the day of your event. In addition,
a SuperFest activations team may attend –
alongside sponsors and V8 Supercars Castrol
Gold Coast 600 supporters – to connect with
the audience. Please ensure adequate space is
provided at the venue. SuperFest can also provide
flags, banners and event scrim to further colour
the area, and ensure the location is dressed
accordingly.
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Inclusion of your activity within the official
SuperFest calendar of events that is
distributed throughout the region (posters,
flyers, letterbox drops).
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Links within the SuperFest website, email
campaigns, and social media channels.
•
A poster template for your designers to utilise
and brand accordingly.
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Mainstream marketing channels opportunities
such as TV, Radio, and Print pending the
strategy developed.
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General press releases regarding the overall
festival.
Please note: SuperFest promotional support is
in addition to your own marketing plans. It is the
responsibility of the organisers to deliver the
expected attendees/reach as indicated in your
application.
Sponsorship
If your event is seeking sponsorship (inkind or cash
dollars), pre approval is required from SuperFest
organisers. This helps to ensure the event
continues to be a community festival, benefitting
not just attendees and participants but local
Gold Coast businesses and organisations. It also
ensures an approach has not already been made
to the potential partner or similar placed product
or service.
As the event is aligned with the V8 Supercars
Castrol Gold Coast 600, sponsors or supporters
cannot conflict with the brands or services
already on offer. All supporters or sponsors of
your activity require pre approval.
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#JOINTHEPARTY
#SUPERFEST
#GC600
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Successful applicants are asked to acknowledge the SuperFest Community Event Program’s
contribution to the Event in a number of ways, including but not limited to:
Within print materials
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Addition of the SuperFest event logo
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Event Descriptions or written text should
include the taglines – #JOINTHEPARTY
#SUPERFEST #GC600
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Event pamphlets or programs should provide
the opportunity for Stakeholders to “welcome”
the attendees.
* Please ensure you follow the guidelines
regarding the use and placement of the logo, and
ALL items have pre approval from SuperFest
organisers prior to printing/release.
On the day
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Space at the venue for erecting SuperFest
and stakeholder event signage and branding;
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The opportunity for event stakeholders to
address the attendees or present a prize/
award.
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Public address announcements throughout
the day.
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New promotional benefits and partnerships as
they arise that benefit both event organisers
and the event stakeholders.
Advertising/PR
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Press releases and radio announcements
should acknowledge SuperFest, in
addition they should feature the taglines –
#JOINTHEPARTY #SUPERFEST #GC600.
Digital platforms (i.e. web, emails, social media)
should include the SuperFest logo and provide
the opportunity to share other SuperFest and
V8 Supercars Castrol Gold Coast 600 news
including relevant links.
17 // SUPERFEST.COM.AU
#JOINTHEPARTY
#SUPERFEST
#GC600
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Capturing the Data
It’s important we collect both feedback and
photographs of each of the SuperFest activities.
This allows for further promotion and review of
the celebrations. To ensure this is completed
correctly, SuperFest require:
Event organisers are also encouraged to collect
additional images through using their own staff or
volunteers. This ensures you have a good record
of the day’s festivities from various angles and
locations within the event precinct.
PERMISSION TO COLLECT ATTENDEE EVENT
IMAGERY
ACCESS FOR SUPERFEST SURVEY STAFF TO
COLLECT FEEDBACK FROM PARTICIPANTS AND
ATTENDEES
SuperFest photographers or videographers may
be in attendance at your event, and it’s important
to make the public, staff and contractors aware
they may be recorded.
A statement regarding the release of rights over
the images should be included in your terms and
conditions, and on display at a central location
within the event precinct.
Mass attended or unticketed festivals can
also erect temporary corflute signage at main
entry points and throughout the precinct to
communicate this to event patrons prior to
entering.
18 // SUPERFEST.COM.AU
This is typically conducted by a third party
contractor and is in the form of a questionnaire
to event patrons – either in person, through
survey cards, or online.
COMMUNICATION WITH PATRONS
SuperFest require approval to access the
contact details of registered participants or
attendees for purposes associated with your
event, SuperFest, V8 Supercars Castrol Gold
Coast 600, V8 Supercars, including third parties
and partners. Please include relevant release
statements within your event’s terms and
conditions to ensure the patron is aware and that
we all comply with the relevant privacy regulations.
#JOINTHEPARTY
#SUPERFEST
#GC600
Thank you
Event Acquittal
At the conclusion of your event it is important to
thank your participants, suppliers and volunteers.
Please also thank any Minister, Councillor, State
Member or Ambassador who may have attended
and supported your event, as well as any council
or government departments, including any
emergency services who may have assisted. This is
also a great opportunity to pick up their feedback
on the event at the same time. There are always
areas to improve on and be in a stronger position
to build something even better for the City and
the event.
Organisations that are successful in receiving
support from SuperFest – funding, promotional or
otherwise – are required to complete an acquittal
form post event.
This assures stakeholders, attendees and
organisers that projects and initiatives have been
completed in full and communities have received
the benefits. It also provides further important
detail regarding visitor numbers, goals, and any
feedback you may have received, including future
recommendations.
Completing the acquittal process is also
important as it affects the group’s eligibility in
applying for future support from the SuperFest
Community Events Program.
All acquittals should be lodged no later than seven
days on conclusion of your event, with a final
deadline of Monday 31 October 2016.
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#JOINTHEPARTY
#SUPERFEST
#GC600
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How to Apply
All applications must be submitted online
through the SuperFest Events Program
Application form, which can be accessed
at www.superfest.com.au/apply.
Offline applications (i.e. posted, faxed) will not
be considered.
This application form is an important tool for
reviewing submissions and will assist in evaluating
applications against the selection criteria and
provide every applicant with equal opportunity
to produce a quality proposal.
SuperFest organisers endeavour to make
the process simple enough for groups and
event organisers to have confidence that they
can complete the application with ease. Any
supporting material provided should be clearly
labelled, attached and referenced at relevant
points in the application form. Incomplete
applications will not be considered.
A hard copy of the questions that form part
of the application can be accessed at the
back of this toolkit. It’s a good idea to have
your information ready, including support
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documentation, before you complete the details
required.
Each submission should take no longer than 20
minutes to complete. A 2hr “non-active session”
computer timeout applies within the online
process.
Starting the Application
Ask yourself these simple questions before
beginning your application:
•
Have I read the SuperFest Toolkit in full and do
I understand the requirements?
•
Does my event fit within the eligibility criteria
set out?
•
Can I answer each question on the application
form?
•
Do I have evidence to substantiate my project/
initiative costs? (i.e. quotes, insurance)
Provide clearly listed or itemised event costs
where the information is requested.
#JOINTHEPARTY
#SUPERFEST
#GC600
Closing Date for Applications
Notification
All applications must be received by SuperFest
organisers before 5pm Friday 13 May 2016. It is
highly recommended to submit applications and
requested information prior to this date – as early
as possible – as concepts and proposals which
meet the relevant criteria will be decided upon
on a first come first served basis. This also allows
event organisers to commence planning at an
earlier date and better market the activities.
SuperFest organisers will notify applicants about
the outcome of their event submission on an
adhoc basis. Please allow 5 working days for a
response. Final submissions on the deadline date
will be actioned and responded to via email on
or before Friday 20 May 2016. It is important
for applicants to understand that we expect to
receive a large number of requests and as such
not every application that satisfies the eligibility
criteria will receive support.
Assessment of your
application
Applications are assessed against the main
selection criteria, location of activity and other
events that may be similar in nature or targeting
the same audience.
Timelines
Stay on track and don’t miss any important
deadlines. To ensure there is adequate time
to build your event and market it effectively,
SuperFest event organisers must adhere to the
following key dates and milestones. It is highly
recommended to submit all requested information
as soon as it is available.
See the next page for a timeline guide showing
important dates and deadlines.
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#JOINTHEPARTY
#SUPERFEST
#GC600
Important Dates and Deadlines
MONTH
DATE
EVENT SCHEDULED
RACING CALENDAR
March 2016
Monday 07 March
SuperFest Applications Open
*
Clipsal 500 Adelaide // 3 – 6 March
*
2016 Formula 1® Rolex Australian Grand Prix // 17 – 20 March
*
Tyrepower Tasmania SuperSprint // 1 – 3 April
April 2016
*
WD-40 Phillip Island SuperSprint // 15 – 17 April
May 2016
June 2016
July 2016
Friday 13 May
Final day for SuperFest Event Submissions
*
Friday 20 May
Notification of final SuperFest Event Applications
*
Friday 27 May
Submission of Event Management Plan (first draft)
Friday 03 June
Final approval for SuperFest Event Artwork
Friday 10 June
Final submission of all general permits, licences and
approvals with City Council and Emergency Services
Friday 17 June
Submission of Event Management Plan (final copy)
Saturday 16 July
90 DAYS TO GO!
Perth SuperSprint // 6 – 8 May
Winton SuperSprint // 20 –22 May
*
SKYCITY Triple Crown Darwin // 17 – 19 June
*
Castrol EDGE Townsville 400 // 8 – 10 July
*
Coates Hire Ipswich SuperSprint // 22 – 24 July
August 2016
Monday 15 August
60 DAYS TO GO!
*
KL City 400 // 12 – 14 August
*
Sydney Motorsport Park SuperSprint // 26 – 28 August
September 2016
Wednesday 14 September
30 DAYS TO GO!
*
October 2016
Friday 14 October
Start of SuperFest
*
Sunday 23 October
Conclusion of SuperFest
*
Monday 31 October
Final date for Event Acquittal Responses and Support
Documentation
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Wilson Security Sandown 500 // 16 – 18 September
Supercheap Auto Bathurst 1000 // 6 – 9 October
Castrol Gold Coast 600 // 21 – 23 October
#JOINTHEPARTY
#SUPERFEST
#GC600
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Below is a copy of the information required for ALL SuperFest applications. It is worthwhile gathering
the required responses before starting the online application. If your event is requesting funding
support, additional budgetary information and support documentation should be provided.
Contact Details
The Event
Email
First Name
Surname
Name of Group/Business
Job Title in Group/Business
Postal Address
Phone, Fax, Mobile
Proposed Event Name
Proposed Event Location
Proposed Event Date
Proposed Times of operation (including setup and
packdown)
Proposed Times open to community
Password Application
Please provide a full description of your event
ABN of Group/Business
Please outline the main reasons the event is being
held
Please provide a brief overview of your Group/
Business
Have you previously been a part of or assisted at
any SuperFest event before?
How did you hear about the SuperFest Community
Events Program?
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Is this event new or has it been run before?
Who will be involved in completing the event?
Is there a risk your event might not be completed
within the GC600 festival period?
#JOINTHEPARTY
#SUPERFEST
#GC600
Benefits
Budget
Who from the community and surrounding region
will benefit from your event?
What is the total cost of your event?
How will they benefit from your event?
How many attendees do you think your event will
attract?
* Please list according to area (Gold Coast;
Queensland; Australia; International)
What is the total amount sought from the
SuperFest Community Events Program for your
event?
Please attach the budget for your event.
This should include all expected income and
expenditure.
Please advise what areas the funding will cover.
Marketing
What is the unique selling point of your event?
What promotional materials are being used to
attract participation and generate awareness?
Please provide marketing copy for your event. No
more than 100 words.
Please attach suitable images that may relate to
the event’s promotion. Need to UPLOAD FILE(S).
Further Information
What do you require from SuperFest organisers
to assist with the successful staging of your
event?
Please attach a copy of your $10 million public
liability insurance. Need to UPLOAD FILE.
Please attach any further support documentation.
Please confirm you have read and agree to the
items listed within the SuperFest toolkit, including
the submission of an Event Management Plan for
your event.
Please accept you can adhere to the timelines set
out including planning and promotional deadlines.
Please accept the Terms and Conditions.
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#JOINTHEPARTY
#SUPERFEST
#GC600
AND
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1. Definitions
1.1
‘Agreement’ means the ‘SuperFest Toolkit’,
these Terms and Conditions, any documents
forming part of the application process
and/or any proposal provided by You as part
of the application process .
1.2
‘GC600’ means the V8 Supercars Gold
Coast 600 event.
1.3
‘V8 Supercars’ means V8 Supercars
Australia Pty Ltd (ACN 077 053 484) and any
of its related entities.
1.4
1.5
1.6
‘Program’ means the SuperFest Community
Events Program under which V8 Supercars
provides support or funding for events and
projects that satisfy the V8 Supercars
program criteria as determined by V8
Supercars from time to time.
‘V8 Supercars Community Consultation
Committee’ means the committee approved
by V8 Supercars to assist with community
aspects of the GC600.
‘You’ or ‘Your’ means the person or
organisation that applies for support from
V8 Supercars in order to deliver community
events and projects as part of the Program.
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13
2. Your Obligations
2.1
You must ensure that the event or project
is delivered:
(a) in accordance with this Agreement;
and
(b) with the professional skill, care and
diligence that would be expected of an
experienced event organiser.
2.2
You must comply with all statutory
requirements and the requirements of any
relevant authority and ensure that You
possess all relevant authorisations, permits
and licences required by law to deliver the
event or project.
2.3
You must comply with the reasonable
written directions of V8 Supercars in
relation to the delivery of the event or
project.
You must not disclose any confidential
information provided by V8 Supercars in
connection with this Agreement to any third
parties without V8 Supercars’ approval
except if it is required to be disclosed in
accordance with the law or to perform the
Approved Purpose.
#JOINTHEPARTY
#SUPERFEST
#GC600
You acknowledge and warrant that:
(a) Funding, if received, must not be used for
any purpose other than that for which the
allocation was approved (‘the Approved
Purpose’) without the prior written consent
of V8 Supercars.
(b) You are aware that V8 Supercars’
expectation is that You will support the
Program’s objectives through an allocation of
any funding that is provided to the approved
event or project.
2.4
2.5
2.6
2.7
2.8
2.9
event, without payment or compensation,
and take responsibility in ensuring this is
communicated to their event patrons”.
3. V8 Supercars Obligations
3.1
All variations to the Approved Purpose must
be approved in writing by V8 Supercars at V8
Supercars absolute discretion.
(a) provide the support or funding allocation to
You as outlined in the particulars of the V8
SuperFest Application Guidelines; and
You must provide V8 Supercars with all
information reasonably required by it, in
relation to the Approved Purpose and the
acquittal of the allocated funding.
V8 Supercars or its representatives may
audit Your records and/or financial accounts
related to the funding allocation and this
Agreement with reasonable prior notice.
You must not seek nor obtain sponsorship
of or for the approved event or project, in
cash or in kind, without prior approval of V8
Supercars. Full information regarding the
proposed support should be disclosed in
writing prior to any agreement. Sponsorships
whose range of products or services
are similar or conflicts with the range of
products or services offered by sponsors of
V8 Supercars or the Gold Coast 600 event
will not be supported.
You agree to adhere to the “Important Dates
and Deadlines” schedule as listed within the
SuperFest toolkit, including the completion
of event management plans and required
permits by said dates. Failure to complete
may void the agreement and any obligations
by V8 Supercars to support the proposed
event or program.
Event organisers consent to the collection
and publication and/or use in any form
of media whatsoever of names, images,
voices, statements or otherwise of their
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Provided V8 Supercars is satisfied that
You are complying with the terms and
conditions of the Agreement, V8 Supercars
will:
(b) process the funding allocation payments in
a timely, transparent, effective, efficient and
accountable manner.
4. Funding Allocation
4.1
Should the actual total event or project
costs for which the funding has been
allocated:
be more than the proposed event or project
costs, V8 Supercars will not be responsible
nor obliged to pay any monies additional to
the notified allocated funding amount; or
be less than the proposed event or project
costs, You must repay the difference to V8
Supercars at the time of fully acquitting the
funding allocation.
4.2
If You expend the funding allocation for a
purpose
different to the Approved Purpose without
the prior written consent of V8 Supercars,
or fail to expend the funding allocation at all,
or fail to acquit the funding allocation within
the timeframe specified then:
#JOINTHEPARTY
#SUPERFEST
#GC600
Applicants are responsible for picking up
and return of the items and for taking
reasonable care of the items while on loan.
V8 Supercars is not required to make any
further payment to You and, in respect of
any payments that have been made, You are
required to repay the funding allocation to
V8 Supercars; and
(c) Written Event Descriptions
The standard acknowledgement line –
“#JOINTHEPARTY #SUPERFEST #GC600”
must appear as part of any written project
description appearing in communication
channels such as newsletters, websites,
other digital applications, media statements,
letters to supporters, members and
participants.
You will be prohibited from receiving
any further funding allocation from V8
Supercars.
4.3
4.4
You must provide V8 Supercars with
an acquittal report as specified in the
application guidelines, in the form and the
timeframes specified by V8 Supercars.
(d) Announcements and PR activities
V8 Supercars requests invitations to all
announcements and pre event publicity,
including the opportunity to speak or answer
questions, provide statements regarding
involvement, or theme/dress the activations
to ensure SuperFest branding is visible
throughout.
You must keep accurate records and
accounts of expenditure of the allocated
funding, in implementing the V8 Supercars
approved event or project.
(e) Other opportunities
As stated within the SuperFest toolkit or
new opportunities as they arise.
5. Acknowledgement
5.1
You must acknowledge V8 Supercars’
contribution to the Event in the following
ways:
(a) Logo appearance in promotional materials:
The SuperFest logo must appear
prominently in all promotional and publicity
activity, material and publications relating to
the project with the text “#JOINTHEPARTY
#SUPERFEST #GC600”. V8 Supercars will
provide You with electronic logo files for
this purpose alongside details of use. V8
Supercars also requires review of final
artwork prior to production to ensure logo
appearances are correct.
(b) Signage
V8 Supercars acknowledgment is required
to appear as signage, displayed prominently
and neatly on or near the primary site
of the event or project. Standard
acknowledgement signage is available to
loan from V8 Supercars for this purpose.
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5.2
Evidence (including samples or photographic
images) that these conditions of
acknowledgement have been met during the
course of Your event or project must be
forwarded to V8 Supercars as part of its
acquittal documentation.
6. Insurance and Indemnity
6.1
You must maintain public liability insurance
for a sum of not less than $10 million for any
one event in respect of accidental death
of or accidental bodily injury to persons, or
accidental damage to property, arising out
of or in the course of delivering the event
or project under the Approved Purpose,
and give evidence of that insurance to V8
Supercars on request.
6.2
You must indemnify V8 Supercars against
any loss, expense or damage suffered
or incurred by V8 Supercars resulting
from physical loss or damage to property,
#JOINTHEPARTY
#SUPERFEST
#GC600
personal injury, disease, illness or death or
failure to comply with any law or statutory
requirement due to the negligent act or
omission or breach of this Agreement by You.
or attendees for purposes associated with
your event, SuperFest, V8 Supercars Castrol
Gold Coast 600, V8 Supercars, including
third parties and partners; and agree that
you have sourced this information legally
including patrons permission to share their
details with V8 Supercars and associated
partners.
7. Intellectual Property
7.1
7.2
7.3
7.4
7.5
You agree and acknowledge that all V8
Supercars intellectual property rights
including, but not limited to, copyrights,
patents, trademarks, designs, brand names,
logos, circuit layouts and confidential
information that V8 Supercars provides
or makes available to You remains the
property of V8 Supercars. You must not use
or disclose any V8 Supercars intellectual
property or information for any purposes
other than for the purpose of performing
Your obligations under this Agreement or for
the Approved Purpose.
You must not modify or use any V8
Supercars intellectual property on any
item or in any marketing material or other
publications without V8 Supercars’ prior
written consent and where such consent
is limited to the performance of Your
obligations under this Agreement or in
relation to the Approved Purpose.
You grant to V8 Supercars a perpetual,
irrevocable, royalty-free, worldwide and
non-exclusive licence (including a right to
sub-licence) to use, communicate, reproduce,
publish, adapt, and modify, any intellectual
property developed by You as a result of this
Agreement or the Approved Purpose.
You agree to indemnify and keep indemnified
V8 Supercars against any action, suit,
proceeding, demand or claim (including
any third party claim) for actual or alleged
infringement of any licenses, patents,
trademarks, copyright, moral rights or
registered design brought or made against
V8 Supercars by reason of delivery of the
event or project for which V8 Supercars has
provided the funding allocation.
You agree to provide V8 Supercars with all
contact details of registered participants
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8. Termination
8.1
V8 Supercars may, by notice in writing,
terminate the Agreement at any time and
for any reason.
8.2
If the Agreement is terminated, You must
comply with the requirements specified in
any notice given to You by V8 Supercars,
including any directions regarding the return
of any unspent part of the allocated funding.
8.3
Where V8 Supercars terminates the
Agreement under this clause 8, V8 Supercars
will consider, in its absolute discretion, the
payment of reasonable exit costs.
9. Secret Commissions
9.1
You represent and covenant to V8
Supercars that You have observed all
relevant statutory and other regulatory
authority requirements in entering into
this Agreement and that, specifically, You
represent and covenant to V8 Supercars
that You have not done and will not do any of
the following:
(a) accept or provide secret commissions;
(b) collude with other suppliers;
(c) enter into any improper commercial
arrangements with any other supplier; or
(d) sought to influence any decision to be made
by V8 Supercars by any improper means.
#JOINTHEPARTY
#SUPERFEST
#GC600
10. General
10.1 You must not assign or subcontract your
rights and obligations in relation to the
Approved Purpose, without V8 Supercars
prior written consent.
10.2 No rights under the Program will be waived
except by notice in writing signed by each
party.
10.3 This Agreement is governed by the laws of
the State of Queensland.
10.6 If any provision of the Program or
this Agreement is held to be illegal or
unenforceable, the provision will be severed
and the remaining provisions will govern the
relationship of the parties.
10.7 If you collect or have access to personal
information in order to carry out your
obligations under the Program You must
comply with the Privacy Act 1988 and Spam
Act 2003.
10.4 V8 Supercars reserves the right to publish
or advertise information relative to the
application, including event organsiers
name, and application information.
10.5 All notices under the Program or this
Agreement must be in writing and may be
delivered by hand, post, or fax to the other
party, unless a specific mode of delivery is
specified by either party.
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#JOINTHEPARTY
#SUPERFEST
#GC600
FURTHER INFORMATION
If you have any questions after reading the SuperFest Toolkit
or the application procedure, please contact:
Shane Porter
Off Track Event Manager
V8 Supercars
45 Nerang Street, Southport QLD 4215
0450 500 999
spo@v8supercars.com.au
superfest.com.au
#JOINTHEPARTY #SUPERFEST #GC600
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