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Drakenstein Municipality Events Application Procedure

Please find the following documents:

1. DM Event Application cover page
2. Events Permit Application Forms rev2 **new**
3. Safety at Sports and Recreational Events Act 2/2010 - Section 6 (3) Application.
4. Drakenstein Event Support_Application Form.
5. Event Categorisation Schedule. 

For all events within the Drakenstein Municipal area the following contact details should be used.
021 807 4641
021 807 4558

Email address:
events@drakenstein.gov.za

PROVISION OF FINANCIAL AND/OR IN-KIND SUPPORT TO HOST EVENTS IN DRAKENSTEIN:
TO BE HELD DURING THE 2019/2020 FINANCIAL YEAR BETWEEN 1 JULY 2019 AND 30 JUNE 2020.

Drakenstein Municipality has identified Events as one of the key drivers to market Drakenstein and grow local tourism. Since 2014, the Municipality has focused on supporting a wide variety of events to promote our towns as 365-day events destinations and to mitigate seasonality.

Drakenstein Municipality now invites all eligible organisations to submit proposals to host Events that meet the Municipality’s Events criteria as per the approved Financial Assistance for Public Events Policy of 2017.

1) Objectives
Eligible organisations, which include NGOs’, NPOs’, CBOs’, Section 21 Companies and other relevant institutions are invited to apply for financial and/or in-kind support to host events in the municipal area that will achieve the following objectives:
a) facilitate enhanced social cohesion, community spirit and pride;
b) develop stronger united communities;
c) create stronger identity and inclusivity;
d) ensure geographical spread;
e) create cross-cultural awareness and understanding;
f) facilitate local and regional economic growth;
g) facilitate sustainable job creation;
h) promote Drakenstein as a responsible and green tourism destination;
i) increase tourism and sporting activities;
j) generate international and national media attention and increase the profile of the region;
k) attract creative and talented people and businesses to share their talents;
l) promote co-operation and collaboration between internal and external stakeholders;
m) and promote a positive legacy linked to hosting of events in the destination.

2) Events Criteria
Events will be evaluated based on the criteria as per the approved Events Categorization schedule, which is available by clicking here. Applicants must stipulate if the application is for a (cash donations only) or/and non-financial (in-kind municipal services) event support.

3) Requirements for proposals
Proposals submitted must include:
a) a detailed business plan;
b) an Event support application form, which is available on our website;
c)  a detailed itemized budget;
d) All sponsorships must be declared and included in the event proposal to avoid duplication of funding allocation from other government sources; and
e) Should financial and/or in kind support have been provided in the previous three years, a a close-out report must be tabled on the total expenditure, number of attendees, media exposure, local spend, use of council’s contribution and number of local jobs created.

Failure to submit all required documentation and information may result in a proposal being rejected.  There can be no expectation of acceptance based upon previous allocations. The detailed business plan will require the provision of a detailed itemized budget. Please note that applicants will have to declare all sponsors upfront to avoid duplication of funding allocation from other government sources. 

4) Submission of Proposals
Proposals can be submitted in a sealed envelope and endorsed “ Event Support Applications for 2019-2020 Financial year- Drakenstein Municipality, and must be placed in the official tender box in the foyer at the Civic Centre, 1 Berg River Boulevard, Paarl, 7646 before or on 20 February 2019.

5) Terms and Conditions
All successful applicants must sign a Memorandum of Understanding that will comply with the Municipal Finance Management Act No. 56 of 2003. Please note that the Terms and Conditions set out in the contract must be adhered to as failure to do so will result in a breach of contract and Council will take the necessary steps it deems necessary in terms of such contracts.

6) Evaluation Process
Proposals will be evaluated in two phases:

a) Administrative Compliance –bidders will be assessed whether they have submitted all the administrative documents required above.
b) Functionality – the received proposals will be measured against the evaluation criteria using “ the Events criteria referred in Section 2.

NB.  Proposals that fail to meet the requirements stipulated in the RFP and those that do not meet the evaluation criteria will be disqualified from further evaluation.

7) Further Enquiries
For any further enquiries, please do not hesitate to contact Mrs. Chrismaré Carse, Senior Tourism Officer, Economic Growth and Tourism at 021 807 7744 or via e-mail Chrismare.Carse@drakenstein.gov.za .

Please note that only hard copies will be accepted, and that no electronic submissions will be accepted or considered. If you do not get a reply from Drakenstein Municipality by 31 May 2019, you must consider your submission unsuccessful.

NB:
- Proposals will be approved in lined with allocated annual budgets.
- Consideration for funding will be at the discretion of the Budget Sub-Committee for Events.
          DR JH Leibbrandt
          City Manager

Events Approved

Please find below the following approved events: