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Events​

​ ​​Drakenstein Municipality Events Application Procedure

Please find the following documents:

 

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.

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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:
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- 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 events and their status:

​COVID-19 Approved Events Calendar
Serial No.	Amount	Date	Event	Type of Event	Venue	Venue Type: Private (P) Municipal(M)	CONTACT DETAILS	START TIME	END TIME	Application Status
	30	02/04 March 2022	Le Labo Film shoot	Film shoot	Paarl Rock	P	Shiefaa Hendricks 8 Dorman Street Gardens 8001 083 261 1945 Shiefa@therobot.tv	05h00	20h00	Provisionally approved
	2 000	3 Mrch 2022	Western Province Primary School Athletics	Athletics	Dal Josaphat Stadium	P	Ms. Maurice Hefke 51 Banjo Walk Belhar 7493 083 428 0418 Mehefke@gmail.com	08h00	17h00	Provisionally approved
72.	2 000	3-6 March 2022	Tour de Cap	Cycling	Faure Street Stadium	P	Rob Nel 111 Acacia Street Somerset West 084 907 3981 rob@omnicoms.co.za	06h00 06h00 06h00 06h00	18h00 18h00 18h00 18h00	Provisionally approved
	2 000	4 Mrch 2022	Western Cape Schools Track and Field Championships	Athletics	Daljosaphat Stadium	P	David Andrews 74 Bornaparte Avenue Klein Parys Paarl 084 621 3066 dandrews16@gmail.com	09h00	19h00	Provisionally approved
73.	100	5 Mrch 2022	Potjiekos record event	Function	OTIS Africa, 2 Oude Brug Street, Wellington Industrial Area	P	Gareth Maingard 2 Oude Brug Street Wellington Industrial Area 7654 081 001 0303 operations@otisafrica.africa	06h00	17h00	Provisionally approved
	350	5 Mrch 2022	Majozi Music Event	Music	Rhebokskloof Estate, Ager Paarl	P	Kurt Conradie 8 Wine Route Windmeul, Agter-Paarl 079 021 0184 / 021 869 8386	11h00	17h00	Provisionally approved
	2 000	5 Mrch 2022	Pandora	Music Festival	Ashanti Estate, Sonstraal Road, Paarl	P	Phillip Waugh 74 Oldenland Road Golden Hill Somerset West 7130 082 440 8388 Phill.waugh@gmail.com	14h00	02h00	Provisionally approved
	250	10 March 2022	HJS Games Auction	Auction games	Brug Street	P	Richard Visagie Paarl Boys High 079 363 2236 / 021 872 1101 rvisagie@paarlboyshigh.org.za	17h30	00h0	Provisionally approved
74.	2 000	11 & 12 Mrch 2022	Western Cape Primary Schools Athletics	Athletics	Dal Josaphat Athletic Stadium	P	David Andrews 79 Bonaparte Avenue Klein Parys Paarl 084 621 3066 / 021 862 6804 Deandrews16@gmail.com	15h00 07h00	19h00 19h00	Provisionally approved
	2 000	12 Mrch 2022	Klein Gim School Carnival	Carnival	Cheve Fields	P	Katrin Ferreira Hoof Straat Paarl Ferreira.karin25@gmail.com 0791604942	10h00	21h00	Provisionally approved
	2 000	12 Mrch 2022	Uphill Challenge	Trail run	Taalmonument	P	Ferdinand Rabie 082 851 9999 info@legendrunner.com	05h00	13h00	Provisionally approved
75.	2 000	11-13 Mrch 2022	Bazique Festival	Festival	Vrymansfontein Estate, Suid-Agter Paarl Rd	P	Phillip Waugh 74 Oldenland Road Golden Hill Somerset West 7130 082 440 8388 Phill.Waugh@gmail.com	14h00 10h00 10h00	04h00 04h00 19h00	Provisionally approved
76.	2 000	12 Mrch 2022	Western Cape Cup XCO #2	Motor bike race	Rheebokskloof Wine Estate	P	Nicole Coe P O Box 50431 Waterfront 8001 071 333 9303 permits@evsol.co.za	07h00	15h00	Provisionally approved

 

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