RURAL COUNCILS VICTORIA
RURAL SUMMIT 2016
BACKGROUND INFORMATION, REQUIREMENTS
& EXPRESSION OF INTEREST TEMPLATES
About the Rural Councils Victoria (RCV) Rural Summit
The Rural Councils Victoria Rural Summit is RCV’s key annual event. It provides a forum
for councillors and officers, local business and industry leaders, economic and community
development practitioners, academics and education providers, relevant decision makers
and anyone passionate about rural prosperity to examine the unique and diverse
challenges faced by rural municipalities. It is also viewed as an important networking event
by RCV’s members.
The purpose of the RCV Rural Summit is to contribute to equipping rural councils, leaders
and residents of rural communities with the necessary information, skills and capacity to
respond positively to ever changing environments, and the Rural Summit program should
reflect this purpose
Throughout the Summit, delegates are encouraged to engage with new people, share
ideas, relate learnings to and from their own rural lives and develop actions based on
these learnings. It is also a key annual opportunity to inform the future direction, priorities
and projects of RCV.
It is crucial to the success of the RCV Rural Summit that delegates take their learnings
and experiences from the Summit back to benefit their councils and communities.
As well as a unique learning and information sharing experience, the Rural Summit should
be inspirational and fun for delegates!
Important Message for Previous Applicants
Applications received to host the Rural Summit 2015 will be given consideration again in
this host selection round (with the exception of 2014 host Hindmarsh Shire Council and
2015 host Northern Grampians Shire Council).
Should councils with an application already lodged from the most recent host selection
round (2015) wish to review and resubmit their application they are welcome to do so,
ensuring it is provided by 5pm Wednesday 4 March 2015.
Councils who fall into this category are: Ararat Rural City Council, Bass Coast Shire
Council and Macedon Shire Council.
Benefits of Hosting the Rural Summit
The host town/ municipality will be allocated funding of $60,000 (+gst) from the RCV
program to deliver the event. In addition Council will also receive the funds from ticket
sales to put towards event costs, and may (with RCV approval) seek local sponsorship or
in-kind support for other components/costs associated with the event.
Comments from previous Rural Summit organising teams include:
“The benefits of hosting the Summit include showcasing the shire and the capacity of a
small rural community to deliver a major event, showcasing the industry and business in
the small community and the shire, an excellent opportunity to network with other small
communities from all areas of Victoria and an excellent opportunity to bring local and
nationally recognized speakers to a small community.” Former councillor Robyn Ferrier,
Rural Summit 2007 Host, Buloke Shire.
RCV Rural Summit 2016 Expression of Interest Form
“It is an excellent opportunity to showcase your town to community leaders from other rural
small towns and to bring external revenue into your community from catering and
accommodating all of these visitors.” Simone Christie, Rural Summit 2007 Co-ordinator,
Birchip Business & Learning Centre.
“The 2008 Summit has provided an ideal opportunity to Council to work cooperatively with
the community to deliver a fantastic event. This event has not only provided enormous
economic benefits to Lockington, but provided a great opportunity to enthuse all involved.”
Carlie Ryan, Rural Summit 2008 Host and Tourism Development Officer, Shire of
Campaspe.
“Hosting the Summit provides a great opportunity to showcase the attributes of your town
and district to the wider Victorian community as well as boosting local community pride
and giving people an opportunity to celebrate where they live and what they have to offer.”
Louise Ross, Rural Summit 2008 Co-ordinator, Lockington District Business Centre.
“The Maffra community benefitted enormously from the 2009 Summit, both financially and
through receiving extensive media coverage and positive recognition of the town through
the delegates and extensive promotion and publicity of the event.” Rob Ashworth, Rural
Summit 2009 Host, Wellington Shire Council.
“The Summit Co-ordinator learned a lot from hosting and organising the event, given this
was the first time she had undertaken this type of role.” Rural Summit 2011 Hosts, Indigo
Shire Council.
“The Summit was warmly received by participants, feedback to date indicates that
participants thoroughly enjoyed their experience at Lakes Entrance and found the content
of the Summit information and productive” Rural Summit 2013 Hosts, East Gippsland
Shire Council.
“Hosting the 2014 Summit allowed the promotion of our Shire to the rest of regional
Victoria. The Summit provided a substantial economic boost to not only Nhill, but the wider
Hindmarsh and Wimmera region through delegates, guest presenters and coordination of
the two day event” Katherine Colbert, Rural Summit 2014 Coordinator, Hindmarsh Shire
Council.
Target Audience
The Rural Summit should involve and attract participants from all levels of council,
including officers and a range of staff as well as delegates that represent rural
communities (including youth representatives). This includes people such as:
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Councillors, CEOs and senior officers
Economic development practitioners and directors
Community development practitioners
Complementary LG networks – planning, environmental, disaster recovery etc
Youth officers and Youth Council representatives
LG events and tourism staff
Ministers, State Government representatives
Non-rural councils representatives from Regional Cities, Metro Melbourne, Periurban councils
Representatives from border towns and communities and rural councils and networks
across Australia
RCV Rural Summit 2016 Expression of Interest Form
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Local business and industry owners and developers
Academics and education providers
Local senior school / tertiary students
Anyone passionate about rural economies and rural development
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Program Design
The Rural Summit 2016 will take place in a township in a rural municipality over two days
in April or May 2016 (pending other state-wide events).
Over the two days, presentations will address / respond to key issues faced by rural and
regional Victoria, including analysis of key economic and other change drivers, emerging
opportunities for rural communities, examples of innovative practice and practical skills
development for practitioners and participants. A priority is placed on the development of
on engaging and participatory program that encourages and inspires delegates to think,
interact and take home learnings to share.
The program will also include facilitated group discussions aimed at informing future
direction setting for RCV, individual councils and regions of councils.
As the Rural Summit is RCV’s key annual event, the host council will be required to work
closely with the RCV Secretariat and Executive to develop the Summit theme and ensure
the program reflects the key objectives and contemporary priorities of RCV and its
membership. The program must also be approved by RDV.
It is anticipated the Rural Summit 2016 will attract up to 200 people over two days.
Key Objectives
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Promote the sharing of knowledge, the development of understanding and the
generation of practical strategies that councils can implement to lead their towns
and communities as they respond to current and emerging challenges and
opportunities.
Provide an open forum where delegates representing rural communities are
encouraged to participate, learn, develop their ideas and formulate solutions.
Deliver networking events and activities that provide positive (including economic)
flow-ons for the host council and community.
Provide input into the future direction, priorities and programming of RCV, and
stimulate thinking to inform the future directions of councils and regions of councils.
Specifications
Expressions of interest are sought from RCV member councils to host the Rural Summit
2016. Proposals should address:
1. Opportunity for the host council - why your council and community is well placed to
host the event, and how your council would benefit from the opportunity.
2. Logistical capacity and local attributes, including: attributes of your area that will
contribute to the success of the event, event facilities and logistics (including
venue options, capacity details and accessibility information), other event
requirements (including local accommodation and catering options – plus ideas for
networking events and transportation information).
RCV Rural Summit 2016 Expression of Interest Form
3. Council resources and personnel - ability to work within the Summit timeframes
and an outline of the support structures in place – including staff resources
committed by council and the nomination of key Council personnel to be involved.
4. Budget – cost estimates for delivery of the Rural Summit
5. Program suggestions, including recommendations for the Summit topic/themes
and suggested featured speakers (reflecting on the relevance of the proposal
within wider RCV programming and priorities, as set out in the RCV Tomorrow
Strategic Plan (attached) and the advocacy and work programs provided on the
RCV website).
6. Promotion and marketing - outline ideas for strategies and promotion of the event
to achieve target numbers and any media engagement plans.
7. Local sponsorship and support - community inclusion (including opportunities for
sponsorship and in-kind support)
RCV will support the successful council in organising and managing the RCV Rural
Summit 2016 in a number of ways, including:
 participation in the development of a final relevant and engaging Summit theme
and program;
 the provision of organisational templates, checklists, budgetary information etc;
 other practical support and advice as necessary.
Key Milestones
The RCV Rural Summit is RCV’s premium annual event. As such, the successful host
council will be expected to work in partnership with the RCV Secretariat to optimise
outcomes from the Summit .
Regular (initially monthly) meetings between the host Council’s Summit organising group
and the RCV Secretariat will commence early in the lead up to the Summit.
A 2016 Summit work program will be developed by the host council by late September
2015, for consideration by the RCV Executive at their meeting in October 2015.
A final Summit Program will be provided for the approval of the RCV Executive and RDV
in early December 2015.
The host council will participate in periodic face-to-face updates for the RCV Executive.
Register an Expression of Interest
Please use the template provided below to prepare an expression of interest to host the
Rural Summit 2016. Please review and complete the relevant sections electronically and
submit to Nicole Wakelin, [email protected]
Applications must be received no later than 5pm Wednesday 4 March 2015 for review by
the RCV Executive Committee at their monthly meeting on March 13.
Councils must provide evidence that all event requirements will be met and cost estimates
for meeting these requirements.
Once it is determined that event requirements can be satisfied applications will be judged
according to the selection criteria.
RCV Rural Summit 2016 Expression of Interest Form
The final decision on which rural council will host the Rural Summit 2016 will be made by
the RCV Executive Committee at their March meeting.
Contact
Nicole Wakelin, RCV Program Coordinator
P: 03 9667 5538 M: 0477 761 185 E: [email protected]
RCV Rural Summit 2016 Expression of Interest Form
RURAL SUMMIT HOST COUNCIL
Statement of Requirements
Introduction
Rural Councils Victoria (RCV) is requesting expressions of interest from member councils to host the RCV Rural Summit 2016,
funding for which has been allocated funding through Regional Development Victoria (RDV).
Roles of the key
partners.
The host council will need to work in partnership with the RCV Secretariat in planning and delivering the Rural Summit 2016.
In order to deliver the project, the Council will need to nominate:
 A senior officer to oversee the event for the council
 At least one colleague in the council to provide assistance during the planning process
 At least one colleague in the council to manage logistics, planning and bookings in the township
 A team of people – from council or volunteer groups – to support the delivery of the event on the days it takes place
 Promotion of the event within local communities – utilisation of council networks, tourism contacts and community
groups
Key decisions in relation to the planning and delivery of the 2016 Summit must be approved by the RCV Executive and
Regional Development Victoria; in particular, the 2016 RCV Summit Work Plan must be approved by the RCV Executive at
their meeting in October 2015, and the RCV 2016 Summit Program must be approved by the RCV Executive and RDV in
early December 2015.
Application and
selection process
Applications must be received no later than 5pm Wednesday 4 March 2015 for review by the RCV Executive Committee.
Councils must provide evidence that all event requirements will be met and cost estimates for meeting these requirements.
Once it is determined that event requirements can be satisfied applications will be judged according to the selection criteria.
The final decision on which rural council will host the Rural Summit 2016 will be made by the RCV Executive Committee at their
March meeting.
Should councils with an application already lodged from the most recent host selection round (2015) wish to review and
resubmit their application they are welcome to do so ensuring it is provided by 5pm Wednesday 4 March 2015. The councils
who fall into this category are: Ararat Rural City Council, Bass Coast Shire Council and Macedon Shire Council.
RCV Rural Summit 2016 Expression of Interest Form8
EVENT REQUIREMENTS/ EXPRESSION OF INTEREST
Councils must satisfy all event requirements and provide cost estimates
1. The opportunity for your Council and Community
 Outline why your council would like to host the Summit
 What would be the benefits to council and the host town/community in hosting the Summit
 Outline how hosting the Summit will build the capacity of council (including staff capacity)
 Outline how the Summit:
 differs from other events hosted by council (or)
 creates a new opportunity for council / the community
2. Logistical capacity and local attributes
 Attributes of your area that will contribute to the success of the event
 Outline any particular benefits that your area can offer the 2016 RCV Rural Summit
Event facilities and requirements
 Outline your venues, (including a room to seat at least 200 people cabaret style, are there break out spaces for concurrent presentations /
workshops), adequate access to audio-visual equipment - including internet access (wi-fi) on site, access to technical support, separate
room with a phone line for press, possible live broadcasts and interviews, disability access and facilities
 Networking and dinner venues for at least 200 people (if you have any creative ideas for the networking or dinner events please include).
 Space at the main venue for sponsors and exhibitioners (include a venue map if possible)
Other event requirements (Accommodation/Catering/Accessibility)
 Minimum three-star rating accommodation for at least 200 people – can be in neighbouring town / area so long as it is an easy distance away
i.e. no more than 20 minutes by car
RCV Rural Summit 2016 Expression of Interest Form9
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Does your shire have sufficient catering services for breakfast, morning and afternoon teas, lunches, dinner and evening drinks (could
include local restaurants, catering companies, bakeries, or local fundraising groups)
Please detail the transport and road access to the proposed town / region referring to major highways, train or bus services and driving
distance from Melbourne or nearby large regional cities.Transport for delegates where required (e.g. buses to dinner venue)
3. Council resources and personnel
 Outline your process for ensuring projects is delivered within timeframe
 Outline the key staff that would be involved in the organisation and implementation of the Summit
 Outline how you will implement this event into your planning to ensure timelines and milestones are kept
 Outline your process for risk management, including project slippage or unforeseen issues
4. Budget
 Provide a budget breakdown for delivery of the Rural Summit
RCV Rural Summit 2016 Expression of Interest Form10
5. Program suggestions (aligned with RCV objectives & priorities and referencing outcomes of the 2014 Summit)
 Outline your initial thoughts around the 2016 Summit theme and program
 Do you have any key presenters in mind to approach – who are they and why them?
 How will you ensure that the Summit program and its contents align with contemporary RCV objectives and priorities?
6. Promotion and Marketing
 What will your council do to ensure that target registration numbers are reached
 What are your plans for marketing and promotion of the Summit to delegates?
 Outline any media plans for coverage of the Summit
7. Local business and community support
 Please outline how your council proposes to include local businesses / community bodies in the execution of the Rural Summit.
 Please list any ideas you have for sponsorship or in-kind support for the Summit
 Are there any local community events, markets or festivals planned for mid-late April or May that could coincide with this Rural Summit?
RCV Rural Summit 2016 Expression of Interest Form11
8. Please include any other additional information you think relevant to your application:
RCV Rural Summit 2016 Expression of Interest Form12
RCV Rural Summit 2016 Expression of Interest Form13