CITY OF CAPE TOWN Draft Events Policy 9 May 2013 Agenda Welcome B. Shafer Introduction A. Groenewald Events Policy Presentation T. Cullen Questions and Answers All Events and the City IDP strategic objective. Strong track record and global brand in events Events destination of choice Improve business perceptions Fine-tune permitting of Events Event platform to catalyse Economic growth, Job creation, Social inclusivity and Environmental goals. Strategy into Action Various tools to implement Staffing – On-going Systems – Special Events Committee March 2013 Budget – Approval May 2013 Events By-Law – Policy – Review June 2013 Target Adoption May 2013 Strategy – IDP, IES, City’s TEAM Strategy Desired Outcomes The Events Policy aims to: • Create mutually beneficial outcomes for Cape Town residents, businesses and visitors • Guide the City in managing event related activities in an efficient and effective manner • Create an enabling mechanism for new approaches to event initiatives • Create stability in the events Calendar and hosting great events IDP Alignment 1 2 Cape Town according to the IDP Mandate 3 4 5 Purpose of the Policy Alignment to: the new Directorate: TEAM The IDP Sports and Recreation Act Promote collaboration & cooperation between internal & external stakeholders Defines how the City will work This policy applies to Events where City services are required Events where city certification is required Cultural, Business and Sporting Events of Strategic significance This policy does not apply to Workshops organised by City departments Gatherings, as defined in the Gatherings Act Private or community function which do not require certification or the services of the City Policy Directive 1. Classification of Events 2. Events Calendar 3. Event Support 4. Event Bidding 5. Event Permits 6. Inter governmental Coordination Policy Directive 7. Hospitality 8. Guest list Management 9. Ticket Distribution 10. Event Marketing 11. Event Services 12. Role of City Structures Classification of Events * This classification does not take into consideration SAPS Risk classification, which forms part of the Permitting process Bidding (future) International Events (attracts tourists & marketing) CT Iconic Events (attracts tourists and marketing potential) Incubator Events (potential to attract tourists) Community Events (for mainly CT public) CT Iconic Events CT Incubator Events CT Leverage Events Bidding/Internatio nal Community ABSA Cape Epic Cape to Rio Creative Economy Conference Convention Bureau bidding assistance Khayelitsha Festival Big Concerts Food and Wine Festival World Design Capital Peace Laureates Event Festive Season Sub-Council Events Cape Argus Pick n Pay Cycle Tour Cobra’s Events Chelsea Flower Show Direct approaches to the City Gugulethu Festival Cape Town Fashion Week Stormers Events Tourism Indaba English Premier League Clubs Kite Festival Cape Town International Jazz Festival Minstrels Tweede Nuwejaar Sports and Tourism Exchange National Government Departments Military Tattoo Design Indaba Gun Run Edinburgh Festival National Sports Federations Minstrels other marches J&B Metropolitan Lion of Africa Open CHAN 2014 Mayoral Community Activation Events Mining Indaba Cape Town Carnival MAWLID 1434 Mother City Queer Party Cape Town Tens Mamre Festival National Sports Teams (Bafana, Springboks, Protea’s) Sunshine D/Polar Ice cream Big walk Toy Run Old Mutual Two Oceans Marathon Discovery Big walk Community Chest Festival & Twilight run The Loeries PSL Clubs Voice of the Cape Festival World Economic Forum, Africa Forum Switch-on of the Festive Lights Police Day Cape Town Marathon Mitchelsplain Festival Le’Ormains Queens Plate Carols at Kirstenbosch Navy Festival & Airshoow Events Calendar Single City Calendar, managed by the Events Department • Minstrels • New Years Day Test • MAWLID 1434 • Suidoosterfees • Le Ormains Queens Plate • J&B Met • World Paediatric • Mining Indaba • Red Hot CP • Design Indaba • PSL Soccer • Infecting the City • CT Carnival • OMTOM • Cape Epic • PnP Cape Argus • Human Rights Day • Metallica • Cape Town International Jazz Fest • Design Week • Ice Hockey World Cup • World Economic Forum • Small Towns • Justin Bieber • Bruce Springsteen • Chelsea Flower Show • Youth Day • African Fashion Week • World Gym for Life May June July • Nelson Mandela Lecture • Womens Month • PSL Soccer starts • Heritage Day • Cape Town Marathon • Transport Month • Gun Run Sept Oct • Lion of Africa Open • Discovery Big Walk • Kite Festival • Diwali Festival • Military Tattoo • Mitchelsplain Festival Jan Feb March Nov Apr Aug • Switch on of the Lights • Blue Flag Beach Fest • Reconciliation Day • Malay Choirs • Kite & Windsurf World Cup Dec Event Support • Application Process • 90 days before the Event • Guidelines available Support with a Financial Transfer Mechanism • Annual Budget • Special Events Committee Types of Partnerships Sponsor Host City Commercial Partnership Event Organiser Coordinator or City Services Enabler Support with No financial Transfer Mechanism • Letter to the Executive Mayor Event Bidding City may wish to Bid for Events City will screen for Events and develop a long-term Calendar Decision making process through Special Events Committee Responsible Department to budget for the Event in the applicable financial year. Event Permit • Events Permits are required • City Events By-Law Inter-governmental Coordination An Information sharing forum will be established Event Activities The following activities occur at Events as part of the Marketing program: Hospitality Ticket Distribution Guest list and Invitation management Event Marketing The following activities may take place in support of events as part of the financial transfer: Event Services • Compliance with applicable Legislation • Safety at Events • Alignment with Strategic objectives Sub-Councils • Initiates Events • Initiates Bids • Provides functional Content • Project manages function specific events City Service Departments City Hosting Departments Role of City Structures • Local support to Events • Compliance with applicable laws Implementation Immediate upon approval be Council. Thank You, Dankie, Enkosi Questions?