Agenda


Major Events Advisory Committee

 

Monday, 12 November 2018

4.30pm

 

A meeting of the Major Events Advisory Committee will be held at 4.30pm on Monday,

12 November 2018 in the River Room, Georges River Civic Centre, corner Dora and

MacMahon Streets for the consideration of the business available on Council’s website at

http://www.georgesriver.nsw.gov.au/Council/Council-Meetings

 

Fiona Campbell

Acting Director Community and Culture

 

 

BUSINESS

1.    Acknowledgement of Country

2.    Apologies

3.    Disclosures of Interest

4.    Public addresses to the Meeting

5.    Minutes of previous meetings

6.    Reports to the Committee

 

 

 

 

 


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 1

 

Ordinary Meeting

Summary of Items

Monday, 12 November 2018

 

Previous Minutes

MINUTES: Major Events Advisory Committee - 8 October 2018

 

1.      Council Reports

MAJ010-18        Community Consultation for Events in the Georges River

(Report by Coordinator, Events and Sponsorship).................................................. 2

MAJ011-18        Incoming Sponsorship Register for Major Events in 2019

(Report by Coordinator, Events and Sponsorship).................................................. 4

MAJ012-18        Magic of Christmas Event Update

(Report by Coordinator, Events and Sponsorship).................................................. 6

MAJ013-18        Summer Events Media Launch Update

(Report by Coordinator, Events and Sponsorship).................................................. 7    

 

 


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 2

Council Reports

Item:                   MAJ010-18        Community Consultation for Events in the Georges River  

Author:              Coordinator, Events and Sponsorship

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation;

That Council receive and note that a community event priority survey for the Georges River will take place between December 2018 and March 2019 as part of an Event Service Delivery Review.

 

 

Executive Summary

1.      On Monday, 29 October 2018, Council resolved that the General Manager investigate, during the Event Service Delivery Review, the Georges River community event priorities. The results of a community consultation survey will assist the determination of content, resources and experiences for future Georges River events participants and provide data that will direct Council in the development of a destination event.

 

Background

2.      During research for the Premium Facilities Event Program Investigation Report for 10 September 2018 Major Events Advisory Committee meeting, it became evident that community consultation for events in the Georges River was required. The robust community survey will be planned and executed by an independent consultant during the peak season of events at all five of Council’s wards.

3.      The purpose of the survey is to gauge what types of events and event content that our community want in their wards and the development of a Georges River destination event in the future.

 

Financial Implications

4.      The community consultation is within budget allocation 40.4020.1001.62412.

 

Risk Implications

5.      No risks identified.

 

Community Engagement

6.      Community engagement will be conducted within the five Georges River wards between 1 December and March 2019 as part of the Events Service Delivery Review.

 

File Reference

D18/242128

  


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 5

Item:                   MAJ011-18        Incoming Sponsorship Register for Major Events in 2019 

Author:              Coordinator, Events and Sponsorship

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation;

 

That Council receive and note the introduction of the Incoming Sponsorship Register for major events commencing 2019.

 

 

 

 

Executive Summary

1.   Council receives a number of expressions of interest from the business community who wish to sponsor Council’s major events.

2.   This purpose of the Incoming Sponsorship Register is to keep the Committee informed and show the breadth and diversity of businesses who wish to support council-run events and their contribution. The register will be updated and presented to the Major Events Advisory Committee at each meeting for information.

3.   Each sponsorship expression of interest is assessed against the Grants, Donations and Sponsorship Policy. Sponsorships are formally agreed upon in a timely manner in order to be recognised of their contribution in the lead up to the event.

Background

4.   This month there were five expressions of interest for sponsorship of Council’s 2019 major events.

5.   All expressions of interest met the general principles and eligibility criteria detailed within the Grants, Donations and Sponsorship Policy.

6.   The current 2019 Incoming Sponsorship Register is below:

Event

Organisation

Sponsorship Level

Recommended Financial Sponsorship   (ex GST)

Recommended In-kind Sponsorship

Recommended Sponsorship Total (ex GST)

Australia Day Festival 2019

Vision China Times

Media Partner

N/A

$4,893

$4,893

Lunar New Year Festival 2019

Bupa

Major Sponsor

$7,500

N/A

$7,500

Lunar New Year Festival 2019

Hainan Airlines

Event Supporter

N/A

$6,000

$6,000

Lunar New Year Festival 2019

Vision China Times

Media Partner

N/A

$6,720

$6,720

Lunar New Year Festival 2019

Oatley RSL

Major Sponsor

$7,500

N/A

N/A

TOTAL

$15,000

$17,613

$32,613

 

Financial Implications

7.   Council’s incoming sponsorship totals $32,613 consisting of:

a.   Total financial sponsorship $15,000.

b.   Total in-kind sponsorship $17,613.

 

 

Risk Implications

 

8.   No risks identified.

 

Community Engagement

9.   Community engagement was undertaken in the development of the Grants, Donations and Sponsorship Policy and Events Strategy.

 

File Reference

D18/242206

 

 

 

  


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 6

Item:                   MAJ012-18        Magic of Christmas Event Update  

Author:              Coordinator, Events and Sponsorship

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation;

That Council receive and note the Magic of Christmas event update report.

 

 

Executive Summary

1.      On Saturday 1 December 2018, Council will host the first major event for the Summer period, Magic of Christmas at Carss Bush Park. The event initiates and celebrates the Christmas period with traditional carols and Christmas-themed entertainment. The event also includes a Christmas Market, a visit from Santa Claus and a land based fireworks display.

Background

2.      Magic of Christmas at Carss Bush Park is the first carols event to take place in the Georges River calendar. This well-attended event services an audience of approximately 5,000 people. Council has selected Carss Bush Park in the Blakehurst Ward due to its popularity as a community space. The performance space is visually beautiful, close in proximity to the Kogarah Bay baths, and has a quality playground facility along with an accessible swing and an adult change table facility.

3.      The stage entertainment for the event includes: The Grinch Live Show, Rudolph Live Show, Colin Buchanan, Tim Moxey and Sydney Vocal Academy, songs from stage show “Miracle on 34th Street”, Jump Street Dance School, TK Dance School and Santa and Mrs Claus. A number of food market stalls and art and craft suppliers will also be in attendance.

Financial Implications

4.      Within budget allocation for Magic of Christmas 40.402012.44570

 

Risk Implications

5.      Operational risk/s identified and management process applied.

 

Community Engagement

6.      Community engagement will be conducted onsite at the event.

 

File Reference

D18/240287

 

 

 

  


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 7

Item:                   MAJ013-18        Summer Events Media Launch Update  

Author:              Coordinator, Events and Sponsorship

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation;

That Council receive and note the Summer Events Media Launch Update report.

 

 

Executive Summary

1.      Each year, Council holds three large-scale community events within the summer period: Magic of Christmas, Australia Day Festival, and Lunar New Year Festival. In order to launch all three events, maximise media exposure and recognise sponsors, Council hosts the Summer Events Media Launch at the Civic Centre. Invitations are extended to media outlets, sponsors, potential sponsors, local representatives of community groups and businesses. This year the media launch will be held on Wednesday 21 November 2018.

 

Background

2.      The Summer Events Media Launch takes place in the Dragon Room at Council’s Civic Centre. The media launch is hosted by the Mayor with an announcement by the Chair of the Major Events Advisory Committee. The media launch serves as a networking and promotional activity appropriate to the size and community range targeted by Magic of Christmas, Australia Day and Lunar New Year Festivals.

3.      The media launch is followed by lunch in the Councillor’s Suite with all attendees.

 

Financial Implications

4.      Within budget allocations for:

a.   Magic of Christmas 40.402012.6000.64804;

b.   Australia Day Festival 40.402008.6000.64804; and,

c.   Lunar New Year Festival 40.402006.6000.64804.

 

Risk Implications

5.   Operational risk/s identified and management process applied.

 

Community Engagement

6.   Community engagement will be conducted including: photos if the launch on Council’s Facebook page.

 

File Reference

D18/248031

 

ATTACHMENTS

Attachment 1

Summer Events Media Launch Runsheet 21 November 2018


Georges River Council – Ordinary Meeting -  Monday, 12 November 2018                                                                      Page 9