Event Development Fund

Event Development Fund

The Whangārei Event Development Fund supports new, diverse and innovative events for the District, which have the potential to be self-sustaining without Council funding in future years.  

The fund is for new events only.   We are particularly keen to receive applications for events that:

  • attract visitors in the off season (April to October)
  • can demonstrate successful financial support from other funding sources i.e. sponsorship
  • show potential to be self-sustaining without Council funding in future years. 

Applications close:  This fund is closed. 

We recommend that you read the Whangārei Event Strategy 2019 – 2024 before completing the form.  You will gain a better understanding of the purpose of this fund, including what the Experience Local Lens system is as you will be asked you how your event fits our purpose using 'the value of local' to invite and inspire participation with local Whangārei people, places and activities.

Whangārei Event Strategy

Criteria

You can read the Event Development Fund Guide to ensure your event aligns before applying.

Event Development Fund Guide(PDF, 735KB)

To be eligible to apply for support from the Whangārei Event Development Fund or a Community Venue Hire Rate, the event and / or event organisers must meet the following criteria:

  • the event must be within the Whangārei District boundaries
  • the event must be smoke and vape free
  • the event promotes the principles of Council’s Sustainable Strategy including being zero waste
  • the applicant must be a legal entity such as a not for profit charitable trust or incorporated society or work under an umbrella organisation that meets this criteria, and able to provide evidence of this status
  • applicants must also be financially sound and be up to date with their society or trust register filing
  • the organisation must have no outstanding debt owing to Whangarei District Council or any Council Controlled Organisation
  • the event should have clear start and finish dates and be held within the stated timeframe
  • the event / organiser must fully declare any additional council funding, grant, in-kind or koha / donation for the event
  • the applicants must comply with all of Whangarei District Council’s regulatory and statutory requirements relating to the preparation and delivery of the event, including obtaining all necessary permits and consents
  • consideration will be given to commercial initiatives, if an event is considered likely to deliver significant economic or social benefit to the District.

Activities considered

Activities that WILL be considered for event funding include:

  • direct event costs including venue hire, stage, lighting and performance costs
  • event related health and safety costs, traffic management, road closure, temporary fencing, ambulance and medical services, public liability insurance
  • waste minimisation, infrastructure costs including event utility requirements
  • event management and costs to secure additional sponsorship
  • event signage, advertising and promotional costs.

Activities and event costs not considered

The following activities WILL NOT be considered for event funding:

  • where the primary purpose is to promote religious or political objectives
  • that denigrate, exclude or offend parts of the community
  • that pose a significant risk to the public or Council
  • that have applied for other Council funding grants (except for the Creative Communities Fund)
  • that have already been held or any retrospective costs
  • that do not champion the Whangārei Events Strategy outcomes, characteristics and principles
  • that require funding for business-as-usual operations (e.g. not specifically event related)
  • support staff salaries and / or wages, rents or other overhead costs except as a proportion of the total event costs
  • require debt servicing assistance or refinancing costs
  • are private functions, lunches, dinners, meetings – 'private' is defined as any event where the general public aren’t able to attend or purchase tickets
  • are for research, feasibility studies or evaluations
  • have breached previous funding agreements with Whangarei District Council, including post-event reporting requirements and where no commitment has been made to rectify this.

The following event related costs WILL NOT be considered for event funding:

  • purchase of alcohol
  • stock or capital market investment
  • payment of fines, court costs, IRD penalties or retrospective tax payment
  • purchase of vehicles and any related ongoing maintenance repair, overhead costs or road user charges
  • overseas travel
  • medical expenses
  • markets, raffles, prize money.

Community-based events, or established events, can be supported under the Community Fund and / or Creative Communities Scheme.

Community Fund

Creative Communities Scheme

Apply for the Event Development Fund

Online

Step 1.Check criteria

Check if you are eligible.

Eligibility criteria

Step 2.Prepare supporting documents

You will need to provide the following information with your application:

  • a certificate or documentation of proof that the organisation is a legal entity
  • a detailed description of the event or feasibility study proposal
  • a risk assessment for the proposed event
  • a project timeline detailing key activities that would be undertaken and by whom
  • a detailed budget, including a breakdown of whether costs are confirmed or estimates.  You can use our budget template below if required.
  • a detailed marketing and communications plan
  • how you will manage environmental impacts and waste minimisation processes.

Budget template(XLSX, 26KB) (Excel)

Step 3.Complete application

This fund is closed. 

Step 4.Decision

You should allow three months for the outcome of your application.

Step 5.Report back

If you are successful in receiving funding from us, you will need to provide a post-event report within two months of the event being held. 

The report must include:

  • attendance figures
  • robust analysis of event outcomes
  • full financial report
  • marketing and media outcomes.

Applicants that do not submit a satisfactory report to us will be ineligible for future funding.

By email

Step 1.Check criteria

Check if you are eligible.

Eligibility criteria

Step 2.Prepare supporting documents

You will need to provide the following information with your application:

  • a certificate or documentation of proof that the organisation is a legal entity
  • a detailed description of the event or feasibility study proposal
  • a risk assessment for the proposed event
  • a project timeline detailing key activities that would be undertaken and by whom
  • a detailed budget, including a breakdown of whether costs are confirmed or estimates.  You can use our budget template below if required 
  • a detailed marketing and communications plan
  • how you will manage environmental impacts and waste minimisation processes.

Budget template(XLSX, 26KB) (Excel)

Step 3.Complete application

This fund is closed. 

Step 4.Email us

Email your completed application and supporting documents to:

Email:  funding@wdc.govt.nz

Step 5.Decision

You should allow three months for the outcome of your application.

Step 6.Report back

If you are successful in receiving funding from us, you will need to provide a post-event report within two months of the event being held. 

The report must include:

  • attendance figures
  • robust analysis of event outcomes
  • full financial report
  • marketing and media outcomes.

Applicants that do not submit a satisfactory report to us will be ineligible for future funding.

By post

Step 1.Check criteria

Check if you are eligible.

Eligibility criteria

Step 2.Prepare supporting documents

You will need to provide the following information with your application:

  • a certificate or documentation of proof that the organisation is a legal entity
  • a detailed description of the event or feasibility study proposal
  • a risk assessment for the proposed event
  • a project timeline detailing key activities that would be undertaken and by whom
  • a detailed budget, including a breakdown of whether costs are confirmed or estimates.  You can use our budget template below if required 
  • a detailed marketing and communications plan
  • how you will manage environmental impacts and waste minimisation processes.

Budget template(XLSX, 26KB) (Excel)

Step 3.Complete application

This fund is closed. 

Step 4.Post to us

Post your completed application and supporting documents to:

Attn: Community Funding Co-ordinator
Whangarei District Council 
Private Bag 9023
Te Mai
Whangārei 0143

Step 5.Decision

You should allow three months for the outcome of your application.

Step 6.Report back

If you are successful in receiving funding from us, you will need to provide a post-event report within two months of the event being held. 

The report must include:

  • attendance figures
  • robust analysis of event outcomes
  • full financial report
  • marketing and media outcomes.

Applicants that do not submit a satisfactory report to us will be ineligible for future funding.

In-person

Step 1.Check criteria

Check if you are eligible.

Eligibility criteria

Step 2.Prepare supporting documents

You will need to provide the following information with your application:

  • a certificate or documentation of proof that the organisation is a legal entity
  • a detailed description of the event or feasibility study proposal
  • a risk assessment for the proposed event
  • a project timeline detailing key activities that would be undertaken and by whom
  • a detailed budget, including a breakdown of whether costs are confirmed or estimates.  You can use our budget template below if required 
  • a detailed marketing and communications plan
  • how you will manage environmental impacts and waste minimisation processes.

Budget template(XLSX, 26KB) (Excel)

Step 3.Complete application

This fund is closed. 

Step 4.Bring into us

Bring your completed application and supporting documents into one of our Customer Service centres:

Te Iwitahi
9 Rust Avenue, Whangārei
Hours:  Monday to Friday - 8:00am to 4:30pm
Closed public holidays

Ruakākā service centre 
9 Takutai Place, Ruakākā
Hours:  Monday to Friday - 8:30am to 4:00pm
Closed public holidays

Service centre at isite
92 Otaika Road, Raumanga
Hours: Monday to Friday - 9:00am to 12:00pm and 12:30pm to 4:30pm
Closed public holidays

Step 5.Decision

You should allow three months for the outcome of your application.

Step 6.Report back

If you are successful in receiving funding from us, you will need to provide a post-event report within two months of the event being held. 

The report must include:

  • attendance figures
  • robust analysis of event outcomes
  • full financial report
  • marketing and media outcomes.

Applicants that do not submit a satisfactory report to us will be ineligible for future funding.