Richmond Valley Reconciliation Week

Richmond Valley Reconciliation Week

NAIDOC Week

Expressions of Interest

Hosting Reconciliation Week

Hosting NAIDOC Week

If your group or business has an interest in hosting a Reconciliation Week and/or NAIDOC Week event in 2016 or 2017, please complete the attached Expression of Interest form and return it by Friday 18 March 2016 to:

General Manager

Richmond Valley Council

Lock Bag 10

Casino NSW 2470

or email to .

For further inquiries or information contact the Events Officer on 6660 0300.

Hosting Requirements

Council's core requirement is that the program presented is suitable for all ages and there is suitable time allocated within the program to accommodate an Official Ceremony which may be up to half an hour long.

Council will support the host community/club/organisation by way of the services of a Council Officer to assist with the coordination of some elements of the celebrations. Council will support the following aspects of the celebrations through direct financial contributions;

Advertising of the celebrations.
Expenses associated with the Official Ceremony.
Expenses associated with Council facilities, which may include items like Council facility booking fees and waste services.

In-kind assistance would be available by way of administrative and works support.

Monthly planning meetings would begin in March 2016 for Reconciliation Week events to take place between 27 May and 3 June 2016, and for NAIDOC Week events to take place between Monday 4 July and Sunday 10 July 2016.

While events should be free to attend, this does not exclude the possibility for some creative fundraising by your club or community. Hosting an event should not become a financial burden to the host and Council will work closely with the Host to ensure a successful outcome can be achieved.

To facilitate planning of the celebrations an outline of the Roles and Responsibilities for Council and the host organisation is attached.

Hosting Guidelines

It is Council policy to alternate events, where possible, between the towns and villages in the Richmond Valley area. In recent years celebrations have been successfully held in both Coraki and Casino.

The Richmond Valley Council will assist with the planning of the event and identifying possible revenue sources to fund activities and entertainment. Programs can consist of a number of activities including but not limited to;

Family Entertainment
Art Activities
Sausage Sizzles
Fun Run/Swim
Outdoor Movies
Parades
Carnival Rides

Richmond Valley Council would hold in high regard proposed programs that show a high level of innovation and creativity as well as being accessible to a wide range of the community.

Richmond Valley Council will work with hosts to manage and present an official ceremony as part of your program.

Communities/groups wishing to apply to host an event are encouraged to contact Richmond Valley Council’s Events Officer to discuss the application before it is submitted.

The host organisation will need appropriate public liability insurance ($10 000 000) to cover all aspects of the Program. A cover-note, describing the activities to be undertaken, the location of the event and naming Richmond Valley Council as an indemnified party, must be provided.

Please also ensure that you have a wet-weather alternative venue, and that your venue has access to toilets, handbasins and power.

If, after consideringthe Roles and Responsibilities document enclosed, your organisation believesit has the capabilities, resources and structure to stage an event, please contact the Events Officer, Hayley Hancock, at Richmond Valley Council on 02 6660 0300 to discuss your submission and theme.

Expressions must be received by 5pm Friday 18 March, 2016.

Roles & Responsibilities

Item / Responsible / Note
Planning Committee / Host / Working party to be established. Council’s events officer will attend some of these meetings to answer question and help with planning
Budget / Host / Seek additional funding for certain aspects of the event. Richmond Valley Council have a Budget that will cover the official, ceremony, advertising, traffic management plans etc.
Progress Reports / Host / RVC / Monthly meetings from March to May (Reconciliation Week) and March to July (NAIDOC Week).
Event Planning Material / RVC / Richmond Valley Council will supply an Event manual to help in the planning of events
Insurance / Host / Public Liability to cover activities and events (Minimum $10Million)
Approvals / Host/RVC / The Events officer will work closely with the hosts to make sure approvals and documents are lodged.
Infrastructure / Host / Hosts will plan venues with the proper infrastructure needed for an event or organise toilets, rubbish bins, marquees and stages when required.
Additional financial support / Host / RVC / Both parties work together to identify potential funding sources e.g. NAIDOC Week grants
Program / Host / Activities and events for the Celebrations
Contract performers / Host / Paid or not paid
Food & Market Stalls / Host & RVC / Both parties work together to identify potential partners
Official Ceremony / RVC / Up to 30 minutes
Advertising / RVC / Mix of media
Press releases / RVC / Host / All media

The above responsibilities are a guide only and can be further refined at the time of confirmation

Expression of Interest Hosting

Reconciliation Week

NAIDOC Week

2016, 2017

If you would like to host both a Reconciliation Day and a NAIDOC Week event, please submit separate applications.

Name of community/club/organisation:______

______

Name of Contact:______

Address:______

Telephone:______Mobile: ______

E-mail:______

Are you an incorporated body?YesNo

Do you have Public Liability Insurance Yes No

(Min $10 Million)

Which event/s would you like to host?

Reconciliation Week (between Friday 27 May and Friday 3 June 2016)

NAIDOC Week (between Monday 4 July and Sunday 10 July 2016)

Reconciliation Week (between Saturday 27 May and Saturday 3 June 2017)

NAIDOC Week (between Monday 3 July and Sunday 9 July 2017)

Outline your proposed program or concept, including costings:

If you require more space please attach information on additional A4 sheets

Outline how your organisation has the following capacities to host the event:

Organisational – Who will plan and developthe event?

Volunteering – Where will you host meetings, who will run activities on the day and who are your key coordinators?

Financial Support – Besides Council’s support, what other ways will you get financial or in-kind support?

Print Name ………………….………….Signature ……………………..………

Position: …………………….………. Date ………………..…………………

Please return submissions to;

General Manager, Richmond Valley Council, Lock Bag 10, Casino NSW 2470

For further enquiries please contact the Events Officer – 02 6660 0300