Financial Contribution – Events - 2013/14
APPLICATION PACK
Comprising: GUIDANCE NOTES and APPLICATION FORM
Please retain the notes (p1-6) for your records. Do not return them with your application.
CONTENTS:
Page
GUIDANCE NOTES
1-6
1.
INTRODUCTION
1
2.
ABOUT THE APPLICATION PROCESS
1-2
3.
WHAT YOU MAY APPLY FOR
3
4.
MEETING THE CRITERIA FOR EVENTS SUPPORT
3
5.
ABOUT YOUR EVENT
4
6.
SHOWING THE IMPACT AND BENEFIT OF YOUR EVENT
4
GUIDELINES
Funding criteria
Eligibility criteria
General exclusions
Protecting children, young people and vulnerable groups
5-6
APPLICATION FORM
7-14
BACS PAYMENT FORM
15
EVENT REPORT FORM
16-17
Making Bath & North East Somerset an
even better place to live, work and visit
1.
INTRODUCTION
This application form is for use by groups/organisations wishing to apply to Bath & North East
Somerset Council for financial support for events.
Limited support is available from the Tourism, Leisure & Culture Division budget for events
taking place during the financial year 2013-14.
Support is of two kinds:
 Grant contribution for use of selected Historic Rooms in Bath managed by Bath & North
East Somerset Council (subject to availability)
 Grant contribution towards the event costs
To be eligible for consideration, your event must:
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Address the aims set out on p3 of this application pack.
Meet the Council’s funding criteria set out on p5 of this application pack.
Take place between 10 July 2013 and 31 March 2014.
Events taking place during 2014/15
This application process is only for events taking place before 31 March 2014. If there is further
funding in 2014-15, the Council will publicise this early in 2014.
This form can be made available in a range of accessible formats and can be translated into
other languages if required. If you have any problems filling out the form please call the Arts
Development Team for advice on 01225 396455.
2.
ABOUT THE APPLICATION PROCESS
Who can apply
Any voluntary sector (‘not for profit’) group or organisation which is properly constituted and has
its own bank account may apply. See Guidelines - eligibility criteria on p5 of this application
pack.
Commercial organisations are ineligible to apply.
How much money you can apply for
Support is for a maximum of £5,000. Typical levels of support will be between £500 and £2,000.
How to apply
By email, using the form provided which starts on p7 of this application pack.
When to apply
You can apply at any time. The Council will give you a decision within 28 days of your
application being received.
1
How applications are assessed
Applications will be assessed by Council officers, advised by the Events Forum.
The Events Forum is an advisory group which assists the Council to plan and deliver a yearround events calendar, and encourages event promoters and other organisations to work in
partnership to achieve maximum impact from events in the district. More information here:
http://www.bathnes.gov.uk/services/sport-leisure-and-parks/event-organisersinformation/events-forum
The Events Forum comprises:
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Cultural Forum for the Bath Area (Director and one other member)
Bath Tourism Plus (Chief Executive)
Business Improvement District company (Manager and one other member)
Bath & North East Somerset Council (Events Officer and Arts Development Manager)
Where an application for support is received from one of the Events Forum member
organisations, the organisation’s representative shall declare an interest and shall be excluded
from the assessment process.
If you are applying for a grant for use of Historic Rooms, we will also invite a comment from the
Head of Heritage Services and/or the Guildhall Building & Operations Manager, Bath & North
East Somerset Council.
Following assessment, a recommendation will be made to the Strategic Director, Place
Directorate, whose decision is final.
If you are successful
We will notify you by email using the details provided on your application form.

Grant contribution for use of selected Historic Rooms in Bath
The cost of the room hire will be paid on your behalf. We will tell you the value of the financial
support that the Council is providing for your event, but you will not receive a payment from us.

Grant contribution towards the event costs
We will tell you the level of financial support that the Council will contribute for your event. This
may be less than the amount that you have requested. Your grant will be paid in two
instalments: 80% will be paid immediately and the balance of 20% will be paid after the event
when we have received your completed report form (see p16-17 of this application pack). All
payments will be made by BACS using the bank details provided in your application form.
Successful applicants may not apply again to this funding scheme during the financial
year 2013/14.
If you are not successful
We will notify you by email using the details provided on your application form.
2
3.
WHAT YOU MAY APPLY FOR
This funding is for:
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Grant contribution for use of selected Historic Rooms in Bath
Grant contribution towards the event costs
Use of selected Historic Rooms in Bath
The Guildhall:
Banqueting Room; Brunswick Room; Aix-en-Provence Room; Kaposvar Room
Assembly Rooms:
Tea Room; Great Octagon; Ball Room
Roman Baths:
Roman Baths Terrace (evenings only)
Pump Rooms:
Pump Room; Drawing Room; Kingston Room; Reception Hall; Aquae Sulis Room (within the
museum)
You may apply for financial support to use one or more of the rooms. Catering, cloakroom staff,
and other costs are excluded. If you are also requesting financial support for these additional
items, these must be shown in your application.
We advise that you make a provisional booking for the room(s) before submitting this
application. You must inform Bath & North East Somerset Council’s booking team that you are
making an application, and whether the staging of your event depends on receiving funding.
Contribution towards the event costs
You may apply for financial support towards the cost of your event.
4.
MEETING THE CRITERIA FOR EVENTS SUPPORT
The event for which you are seeking Council funding must contribute to meeting the aims of the
Events Forum, as published on the Council website:
http://www.bathnes.gov.uk/services/sport-leisure-and-parks/event-organisersinformation/events-forum
1. Increase residents’ and visitors’ participation and attendance at events
2. Enable residents and visitors to mark and celebrate key annual events in the life of the
community
3. Increase the attraction of the district for visitors
4. Add interest and vitality to the district as a place in which to live and work
5. Enhance the reputation of Bath and North East Somerset as a visitor destination
6. Produce economic impact on businesses in the district through employment and through
secondary spend by customers
7. Sustain and develop existing successful events
8. Ensure that events are safe, successful and high quality
9. Work with communities and event promoters to support new events that have the
potential to grow into major events
3
5.
ABOUT YOUR EVENT
Describe your event on the form provided. Before filling in the form, think about:
o
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o
o
o
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o
6.
Background information about your group or organisation
What is the event that you want to do?
What evidence do you have that your event is needed?
Where it will take place?
When will it take place?
Who will be involved in running it / making it happen?
Who will take part in and benefit from the event?
What do you think they will get out of doing it?
How will B&NES Council financial support help you make this event a success?
What other money and/or volunteer time is being put into this event? This can include the
value of goods or services donated to the event that you would otherwise have to pay for.
SHOWING THE IMPACT AND BENEFIT OF YOUR EVENT
When your event is finished you must report to us about the impact and benefit of your work,
using the attached Event Report form (pages 16-17).
If you do not submit a report, the Council will with-hold the 20% balance of the funding and/or
require payment in full of the room hire costs.
4
GUIDELINES
FUNDING CRITERIA
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Applicants must be voluntary sector (‘not for profit’) groups or organisations.
Groups or organisations applying do not need to be registered charities; however they
must have a formal constitution / set of rules.
Applicants will need to provide details of a bank account in the name of their group or
organisation. Grants cannot be paid into an individual (personal or business) account.
We cannot process incomplete, or illegible, applications or those where the required
supporting documentation is missing.
No support will be awarded retrospectively. We cannot fund events that have already
taken place.
All applicants will be required to complete an event report form to show what was
achieved as a result of receiving this financial support.
Events must acknowledge Bath & North East Somerset Council’s support.
If you receive Council funding, the Council may publish details on its website.
Successful applicants may not reapply during the financial year 2013/14. Only one award
will be made per group/organisation during this period.
Any unspent funding must be returned to Bath & North East Somerset Council if it has not
been spent within one year of being issued.
ELIGIBILITY CRITERIA
You must be able to answer YES to the following questions
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Is the activity of your group/organisation non-statutory?
- By ‘non-statutory’ we mean services or activities which groups or organisations are not
legally obliged or contracted to provide and which are not funded in whole or part by the
Government.
Is your group constituted as a voluntary organisation?
- By ‘constituted as a voluntary organisation’ we mean managed by a board or a
committee of people who are entirely voluntary (unpaid).
Is your group/organisation non profit distributing?
- By non profit distributing we mean that any profit from the activities of a
group/organisation is retained and used to offset the legitimate costs of the
group/organisation in carrying out and developing its core activity (rather than being
accumulated for commercial gain, or paid as bonuses to directors or dividends to
shareholders).
Does your group/organisation give fair and equal participation to all its members?
Does your group/organisation provide something that is of benefit to local people?
Does your activity or project take place in Bath and North East Somerset between 10 July
2013 and 31 March 2014?
GENERAL EXCLUSIONS
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The Council does not fund individuals. Funding is only available to properly constituted
voluntary sector groups and organisations.
The Council will not fund any group or organisation that seeks to promote or oppose any
religion or political party.
Application to this fund is not open to: schools; colleges; Universities; statutory
organisations.
5
PROTECTING CHILDREN, YOUNG PEOPLE AND VULNERABLE GROUPS
If your activity involves children, young people or vulnerable groups, such as people in care,
elderly people or people with learning difficulties, you must be able to demonstrate that you will
take adequate measures to ensure their safety and wellbeing.
Please supply a statement of the meaningful actions that will be taken by your organisation to
ensure the safety and wellbeing of children, young people and vulnerable groups when they are
participating in your activities.
In particular, you should refer to:
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The contact details of a named, responsible person who leads on child protection for the
activity
How you will ensure high standards in relation to child protection from freelance staff and
contractors
How you will ensure that staff and volunteers are aware of best practice in respect of child
protection
How you will make this statement accessible to users of your service, including parents
and carers
If your activity involves regular and frequent interaction with children, young people and
vulnerable groups then we strongly recommend that you contact Child-safe, a local charity that
supports organised groups to ensure the safety of participants.
http://www.child-safe.org.uk/help-and-advice/advice-for-organisations-and-professionals/
The Child-safe Clubright scheme offers free advice and support to groups and event organisers
http://www.child-safe.org.uk/clubright/
If you require further information about protecting children, young people and vulnerable
groups, please visit our web page. http://www.bathnes.gov.uk/services/sport-leisure-andparks/arts-development/safeguarding-children-and-young-people-participati
6
APPLICATION FORM
Financial Contribution – Events - 2013/14
This application form is available in Microsoft Word for Windows only. It can be made available
in other formats to meet access requirements and it can be translated. Type your answers in the
boxes provided. If you cannot see your text then you have probably exceeded the word count.
1.
Enclosures.
Please send copies of the following documents with your completed application form:
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2.
Constitution
A copy of your Child Protection statement, if your organisation or project involves
children, young people or vulnerable adults (see guidance notes page 6)
BACS payment form
Basic Information.
Name of event
Name of organisation or group
Name of person completing form
Position in organisation or group
Contact address, postcode, phone number and e-mail address
7
My application is for:

Use of selected Historic Rooms in Bath
Please tell us the name(s) of the rooms you wish to use in the box below:

Contribution towards the event costs
Please tell us how much financial contribution (maximum £5,000) you are requesting in the box
below:
£
Both the use of Historic Rooms and contribution towards event costs
Please fill in both the boxes above.
For assessment use only
8

3.
Describe your organisation and what it does [250 words maximum]
4.
Describe the event that you want B&NES Council to fund [250 words maximum]
9
What evidence do you have that your event is needed? [150 words maximum]
Where will your event take place? [50 words maximum]
When will your event take place? [50 words maximum]
Who will be involved in running / making your event happen? [150 words maximum]
10
Who will take part in and benefit from the event? [150 words maximum]
What do you think they will get out of taking part? [150 words maximum]
How will B&NES Council financial support help you to make your event a success? [150 words
maximum]
11
What is the overall budget for the event, and what are your other sources of income? [150 words
maximum] You may attach a more detailed budget if you wish
5.
Meeting the criteria for events support
To be eligible for funding, your project must address at least 7 of the following 9 aims.
Please explain in the space below each aim how your event will contribute to achieving it.
1. Increase residents’ and visitors’ participation and attendance at events
2. Enable residents and visitors to mark and celebrate key annual events in the life
of the community
3. Increase the attraction of the district for visitors
4. Add interest and vitality to the district as a place in which to live and work
12
5. Enhance the reputation of Bath and North East Somerset as a visitor
destination
6. Produce economic impact on businesses in the district through employment
and through secondary spend by customers
7. Sustain and develop existing successful events
8. Ensure that events are safe, successful and high quality
9. Work with communities and event promoters to support new events that have
the potential to grow into major events
For assessment use only
13
Declaration
The information given in this application and related enclosures is true and correct. I will tell you
immediately if this information needs to be up-dated.
I understand that information provided on this form may be held by the Council on a
computerised database.
If my event is funded, I confirm that I will
 Abide by the terms and conditions of funding
 Acknowledge the support of Bath & North East Somerset Council in all print and online
promotional material
Signed (on behalf of the organisation):---------------------------------------------------------------------
Position: ------------------------------------------------------------------------------ Date:------/ ------/ -----
RETURN THIS FORM BY EMAIL TO: [email protected]
14
Senior Arts Development Officer
Bath and North East Somerset Council
Arts Development Team
Abbey Chambers
Kingston Buildings, off York Street
Bath
BA1 1LT
To enable us to make payments direct into your bank account, please provide us with your bank
details using the form below. Please return the form by email to: [email protected]
This form will be destroyed if your application is not successful
PAYEE NAME:
PAYEE ADDRESS:
POST CODE
TELEPHONE NUMBER:
FAX NUMBER:
E-MAIL ADDRESS:
YOUR BANK'S NAME:
YOUR BANK'S ADDRESS:
POST CODE
ACCOUNT NUMBER:
SORT CODE:
ROLL NUMBER (if applicable):
YOUR FULL NAME: (in block capitals)
Making Bath & North East Somerset an
15 even better place to live, work and visit
FINANCIAL CONTRIBUTION – EVENTS - 2013/14: EVENT REPORT FORM
Please use this form to tell us about the impact and benefit of your event by answering the
seven questions below.
1.
Name of your event
2.
Date(s) on which the event took place
3.
What happened during your event? [200 words]
4.
What went well? [100 words]
16
5.
What went less well and what did you learn from this? [100 words]
6.
What do you think the benefits of your event were? [100 words]
7.
How many people benefited/took part? [count all participants, audience and
organisers]
RETURN THIS FORM BY EMAIL TO: [email protected]
Once we receive your completed end of project report we will pay you the remaining 20%
balance of your grant.
17