CITY OF CAPE TOWN Draft Events Policy 9 May 2013
Mar 29, 2015
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 ActionVarious tools to implement
Strategy – IDP, IES, City’s TEAM Strategy
Events By-Law – Review June 2013
Staffing –On-going
Systems – Special Events
Committee March 2013
Policy – Target Adoption
May 2013
Budget – Approval May 2013
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
Opportunity City
Safe City
Caring City
Inclusive City
Well-run City
1
2
3
4
5
Cape Town according to the
IDP Mandate
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
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)
* This classification does not take into consideration SAPS Risk classification, which forms part of the Permitting process
CT Iconic Events CT Incubator Events
CT Leverage Events Bidding/International
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 PlateJan
• J&B Met• World
Paediatric• Mining Indaba• Red Hot CP• Design Indaba• PSL SoccerFeb
• Infecting the City
• CT Carnival• OMTOM• Cape Epic• PnP Cape
Argus• Human Rights
Day
March
• Metallica• Cape Town
International Jazz Fest
• Design Week• Ice Hockey
World CupApr
• World Economic Forum
• Small Towns• Justin Bieber• Bruce
Springsteen• Chelsea Flower
Show
May
• Youth Day• African Fashion
Week
June
• World Gym for Life
July
• Nelson Mandela Lecture
• Womens Month• PSL Soccer
startsAug
• Heritage Day• Cape Town
Marathon
Sept
• Transport Month
• Gun Run
Oct
• Lion of Africa Open
• Discovery Big Walk
• Kite Festival• Diwali Festival• Military Tattoo• Mitchelsplain
Festival
Nov
• Switch on of the Lights
• Blue Flag Beach Fest
• Reconciliation Day
• Malay Choirs• Kite & Windsurf
World Cup
Dec
ILLU
STRAT
IVE
Event Support
• Application Process • 90 days before the Event
• Guidelines available
Types of PartnershipsSponsor
Host City
Commercial Partnership
Event Organiser
Coordinator or City Services
Enabler
Support with a Financial Transfer Mechanism
• Annual Budget• Special Events
Committee
Support with No financial Transfer Mechanism
• Letter to the Executive Mayor
Oversight provided by the
Portfolio Committe
e for
TEAM
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
Role of City StructuresC
ity H
ost
ing
De
part
me
nts • Initiates
Events • Initiates Bids• Provides
functional Content
• Project manages function specific events
City
Se
rvic
e D
ep
art
men
ts • Compliance with applicable Legislation
• Safety at Events
• Alignment with Strategic objectives
Su
b-C
ou
nci
ls • Local support to Events
• Compliance with applicable laws
Implementation
Immediate upon approval be Council.
Thank You, Dankie, Enkosi
Questions?