NZAEP Newsletter June 2015

EventsUpdate JUNE 2015

editorial@nzaep.co.nz ­— New Zealand Association of Event Professionals, c/o P O Box 3798, Auckland 1140 ISSN 1179-3678 — Subscription is a member exclusive event — contact info@nzaep.co.nz for details

CONGRATULATIONS TO DAME Therese Walsh— See page 1

LAST CHANCE EARLYBIRD REGISTRATION— See page 4

COMMUNITY ENGAGEMENT — See page 2

Therese Walsh made a Dame Linked In in Queen’s Birthday Honours NZAEP SOURCE: Excerpts from TVNZ.co.nz (1 June 2015) & Stuff.co.nz (1 June 2015) and ultimately won by the Black Caps over South Africa.

Image Credit: Therese Walsh (white) with the Duke and Duchess of Cambridge - Source: Getty Images Therese Walsh has ended her rollercoaster rugby and cricket World Cup rides on a high, made a Dame Companion of the New Zealand Order of Merit in the Queen’s Birthday Honours.

She has been recognised for her services to sports administration as a key figure in organising the 2011 Rugby World Cup, and also in fronting New Zealand’s 2015 Cricket World Cup campaign.

“I was quite shocked. I was definitely shocked to get the letter,” Walsh said.

Prior to her involvement with the Rugby World Cup Walsh held senior positions at the New Zealand Rugby Union as chief financial officer and the general manager of corporate services. She worked with Rugby New Zealand 2011 for five years.

As head of New Zealand’s 2015 Cricket World Cup campaign she successfully negotiated for New Zealand to have a significant number of the games - including a semifinal held in Auckland,

She also negotiated for the opening ceremony to be held in Christchurch after the city had lost its ability to host Rugby World Cup games because of the 2011 earthquake.

Walsh said being part of the team that won the rights for the Rugby World Cup in 2011 “was probably the first big career highlight”.

“The second one was the end of the Cricket World Cup - the semifinal and the win at Eden Park. I think that was a key milestone and that moment you knew it had been amazing.

Dame Therese says both events were hugely satisfying, as much for the way the country got behind them as for the way the All Blacks and Black Caps performed.

Walsh has contributed significantly outside of the sporting arena, too. She is the chairwoman of the Ministry of Foreign Affairs and Trade’s International Development Advisory and Selection Panel, is a member of the Major Events Investment Panel and sits on the boards of TVNZ, Westpac Stadium and NZX. In a citation for her honour it said Walsh’s ability to “manage large workloads, work effectively in high pressure situations and strong relationship skills are

Group

well regarded by her peers”.

She was awarded Westpac’s Women of Influence Supreme Award in 2013 in recognition of her impact beyond formal roles at a local, regional and national level.

Walsh said she had never considered herself eligible for such an honour, particularly so early in her career.

“I am 43 so I do still feel like I am not too old. I guess it wasn’t my expectation to get something like this at this stage but I suppose it’s an endorsement of what’s been and you just hope that it’s something that you can live up to in the future.”

Over 200 members have already signed up to the Linked In exclusive NZAEP Group. Visit www.linkedin.com/ groups/nzaep-6934807 to get involved. ●

Walsh said she was still wrapping up the Cricket World Cup and sitting on the number of boards and would take the rest of the year to decide her next step.

“I haven’t got any clear views at this stage.”

As for how she would celebrate: “I haven’t got anything specific in mind but I imagine a bottle of champagne will be involved.”

SOURCE: CWC boss Therese Walsh made a Dame in Queen’s Birthday Honours (1 June 2015). TVNZ.co.nz

Tickets still available for the annual event awards which will be held at Shed 6, Wellington on Wednesday 22 July.

● Therese Walsh is a keynote speaker at ETF 2015.

Register here.

Order your tickets HERE

Front Cover Photo: Credit Queenstown Marathon 2014 Events Update, June 2015

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Support building for Hawke’s Bay Marathon Source: Excerpts from The Napier Mail, 13 May 2015 & Hawkes Bay Today, 7 May 2015 Napier Councillors have agreed to contribute $25,000 a year for three years to support a Hawke’s Bay Marathon Event.

Supporters of an annual “destination marathon” planned for Hawke’s Bay from next year say it will attract international visitors and boost the local economy.

Events company Lagardere Unlimited Oceania plans to stage its first Hawke’s Bay marathon in May 2016. The company is majority-owned

by Lagardere Unlimited, Europe’s largest sportsmarketing agency, and the local operation was set up in 2012 by Dave Beeche, former chief executive of Triathlon NZ. In order to launch the event, organisers have requested the Napier City, Hastings District and Hawke’s Bay

Regional Councils to each provide $25,000 per year for three years.

The regional council said it supported the event in principle but any contribution to the event, via Hawke’s Bay Tourism, will be met from its annual budget allocation.

Hastings District Council said officers had decided to support the event, if it goes ahead, from the existing event budget. The decision as to whether the event proceeds rests with Lagadere.

The run is likely to start on Napier’s Marine Parade and traverse a mix of roads, cycleways and private land before finishing at Sileni Estates Winery, Hastings.

The event would be held on Saturday, May 14, next year. As well as a full 42km marathon, Lagardere plans a half marathon (21km), 10km

run and children’s event on the same day.

Napier City’s contribution was supported on May 6th at a meeting of the council’s finance committee.

In a report prepared for yesterday’s committee meeting, Napier City Council’s acting corporate services manager Adele Henderson said last year’s inaugural Queenstown marathon, organised by Lagardere, was launched “with great success”.

The Queenstown event attracted 5900 runners, hitting the company’s fiveyear target in the first year.

Of those who took part in the Queenstown event, 10 per cent were from overseas and 78 per cent from outside the Queenstown region. “Out of town” visitors taking part in the event spent $5.6 million.

Napier deputy mayor Faye White told yesterday’s meeting the Queenstown marathon was promoted and executed well by Lagardere and it was hoped that would be repeated in the Bay. “We’ve got the scenery, we’re got the environment, we’ve got the will, and I believe this is a really good thing to add to Hawke’s Bay’s event calendar,” she said.

But councillor Graeme Taylor said he had “severe reservations” about committing ratepayer money to the event because there was a history of marathons in the Bay not proving viable.

SOURCE: Napier chips in $75k for Bay Marathon (13 May 2015). The Napier Mail.

Cash sought for Bay marathon (7 May 2015). Hawke’s Bay Today. ●

Raggamuffin Festival seeks charity for 2016 event Source: Raggamuffin Press Release, 15 May 2015 New Zealand’s largest reggae and urban music festival, Raggamuffin, is opening up the opportunity for a charity to be part of the 2016 event.

Raggamuffin IX will be held in February 2016 at The Trusts Arena in Auckland. One per cent of ticket sales will be donated to a selected charity with additional profile and fundraising opportunities available during the event.

This will be the third year that a charity has been part of the Festival. Raggamuffin VII and VIII supported Y for Youth as its charity of choice with more than $40,000 in funds from ticket sales and collections

Events Update, June 2015

and thousands of dollars in value in raising awareness.

Raggamuffin New Zealand spokesperson Brotha D (Danny Leaoasavaii) said the Festival is now looking to align with a new charity.

“Raggamuffin is committed to providing an exciting event with outstanding talent, but we’re also conscious of the community and as part of our social conscience we want to align with a charity and show our support in a very practical and positive way.

“We’re opening up the opportunity to charities involved with stopping

violence to women and to those who assist children seeking better opportunities.

ticketing agency Ticketmaster will manage the donations process.

Applications to be the Raggamuffin charity for 2016 are now open. Applicants must not have received a Government grant or support in the past three years, must be a registered charity and be involved in stopping violence against women or supporting children or young people.

Applications close on Friday 26 June and the successful charity will be selected by a panel including representatives from iwi and the Pacific Island community.

This opportunity is for the February 2016 event only and the successful charity will also have the opportunity to profile itself at Raggamuffin IX and raise additional funds through donations. Festival

Any enquiries can be emailed to charity@raggamuffin.co.nz.

Application brief is available for download here.

SOURCE: Raggamuffin Festival seeks charity for 2016 event (15 May 2015).

Raggamuffin.co.nz ●

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Govt greenlights SkyCity Convention Centre SOURCE: Stuff.co.nz, 26 May 2015 New Zealand’s International Convention Centre has been given the green light after SkyCity returned to the Government with a new design that did not require a taxpayer top-up.

SkyCity will build a slightly smaller national convention centre than originally planned, but will meet all the construction costs itself.

SkyCity had agreed to increase the minimum amount it would invest in the centre from $402 million to at least $430m, Economic Development Minister Steven Joyce said last week..

All up, the company said it could spend in the range of $450m to $470m on the centre.

That cost excluded a new 300

room five star hotel, carpark and laneway which would also be built and take the total spend on the development to $650m.

Joyce said the centre was a “handsome design” which was expected to bring $90m into the economy each year.

“It will present New Zealand well to the world,” Joyce said.

Nelson Street view of the redesigned SkyCity International Convention Centre

SkyCity expected the centre to attract 33,000 high spending, long stay visitors every year to New Zealand.

Auckland convention centre to meet the original budgets, preventing the need for a taxpayer top-up.

It would be the largest building in New Zealand and the centre’s largest room would be six times bigger than anything SkyCity currently offered.

Under the 2013 deal the SkyCity casino operator agreed to build a $402m convention centre in return for concessions on its gambling licences, including more “pokies”.

SkyCity agreed to change its plans for a controversial

But late last year it said there

New era beckons for Coast to Coast SOURCE: Yahoo! Sports, 29 May 2015.

The 2016 Coast to Coast will be supported by a new naming rights sponsor as Speight’s passes the baton along after a 32 year union.

Organisers of the iconic event are upbeat about involving new brands, saying it has been a ‘fantastic relationship that has served both the event and the Speight’s brand incredibly well for many years,’ but the time was right for both parties to explore new opportunities.’

Event Director Richard Ussher said he had been in discussion with Lion for some time regarding the level of their future involvement in the event, so the final decision

Events Update, June 2015

not renew their naming rights sponsorship did not come as a complete surprise.

through options that would work for Lion and also a new naming rights sponsor.

“Speight’s involvement has had significant impact and provided great results for both the event and Lion, but we now have some exciting new associations to consider as we look to work with a new naming rights sponsor.”

His management team were also working hard on looking at ways to invest and build on the Coast to Coast brand, as the event looks to appeal to a wider range of demographics.

Ben Wheeler from Lion comments, “We really respect the event organisers and how they are giving Coast to Coast a new lease of life. This is not as cut and dry as a goodbye rather a new approach to adapt to those changes.”

Ussher said Lion was still keen for its Speight’s brand to stay involved in the event and that organisers were working

“The Coast to Coast has such a strong heritage and we are really excited to build on that and use this opportunity to give the event a new look and feel for a new generation of competitors.”

He says the new schools section is a good example of a broadening the events reach as it’s focused on reaching new markets.

Event owners Trojan Holdings 2014 winners photo are extremely motivated to

was now a $70m to $130m shortfall in funding for the project and it was seeking a top-up from the Government, after submitting plans for a more expensive design than first agreed.

SOURCE: Govt greenlights SkyCity Convention Centre (26 May 2015). Stuff.co.nz ●

see the event thrive well into the future and have already invested heavily into new initiatives around the event, with the focus to deliver an event each year which remains relevant and continues to provide competitors with a truly amazing experience.”

Under new management the this year’s Coast to Coast saw increases in numbers, engagement of competitors and supporters, while Media coverage also increased leaving its management team happy but already planning how to improve again for February next year. They expect to announce sponsorship plans in the coming months.

Entries open for the 2016 Coast to Coast on 1 June.

SOURCE: New era beckons for Coast to Coast (29 May 2015).

Yahoo! Sports ● Page 4

New Vbase venues take top honours at Architecture Awards.

Source: Vbase Press Release, 25 May 2015 ilex in the Botanic Gardens at Hagley Oval, designed by Athfield Architects, and ilex in the Botanic Gardens by Patterson Associates have both been named outstanding public buildings.

Vbase General Manager Darren Burden says both venues are a stunning mix of function and form, and are proving to be brilliant spaces for a myriad of events.

Judges praised the Botanic Gardens design as a contemporary structure which referenced traditional glasshouse buildings. “The structure’s long form is an almost ethereal presence within the greenery of the gardens.”

“Our multi-purpose event space at the Botanic Gardens is ideal for everything from cocktail parties, dinners and meetings, and seats up to 160 people with its

riverside location providing exceptional indoor and outdoor entertaining. And the adjacent ilex café, and impressive foyer entrance can be transformed after hours for evening events,” Darren Burden says.

The Botanic Gardens Visitor Centre is also the 2015 national category winner for Tourism and Leisure in the New Zealand Commercial Projects Awards.

The new Hadlee Pavilion at Hagley Oval, impressed the judges for its “straightforward, yet graceful handling of materials and details, which gives the structure an expressive profile and a luminous interior.”

Centrally located in Hagley Park it has expansive views across the cricket oval and the park, and is a purposebuilt, world-class sporting venue with an array of event

options.

“This oasis in the park is a spectacular new addition to Christchurch’s offerings for events,” Darren Burden says.

Hadllee Pavilion can host up to 260 people theatre style, and 200 for seated dining in the function lounge. Five smaller rooms for 20 to 30 people each, and a Players Dining Room with space for 80 banquet-style add to the offering. Complimentary wifi and latest smart technology are all included.

Need Volunteers for your

Event? volunteernet.org.nz

Vbase also hosted the 2015 Canterbury Architecture Awards announcements event at ilex, Christchurch Botanic Gardens Visitor Centre.

SOURCE: Vbase venues win top architecture Awards (25 May 2015). Vbase

July 22, Wellington

●

For further info

Funding for more Christchurch youth events SOURCE: Beehive Press Release, 28 May 2015.

Christchurch youth councils will be creating fun and exciting events this winter as a result of a funding boost from the 2014 Winter Chill programme, Associate Canterbury Earthquake Recovery Minister Nicky Wagner says.

“Winter Chill was a huge success with young people creating over sixty diverse and imaginative events which were attended by thousands across the city. I’m pleased

Events Update, June 2015

that we can celebrate youth week by ensuring that youthfocused events will continue in the city this winter,” Ms Wagner says.

“Events such as the Broods concert, Rowley’s Got Talent and supporting initiatives such as the North Projects art gallery were just some of last year’s Winter Chill activities.

“These events aim to provide opportunities to help young people to connect and contribute positively

to the community during Christchurch’s recovery.

“I look forward to seeing all the great work the youth councils will do in planning fun and exciting events for young people throughout Christchurch,” Ms Wagner says.

The three youth councils receiving funding are the Christchurch Youth Council, Selwyn Youth Council and Waimakariri Youth Council.

Winter Chill was made possible with a $150,000 contribution from the Ministry of Youth and Social Development’s Canterbury Youth Initiatives Fund and Fletcher Building. The remaining $7,000 is going to youth councils for events in 2015.

SOURCE: Funding for more Christchurch youth events (28 May 2015). Beehive.govt.nz ●

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INSPIRATION. NETWORKING. MOTIVATION. UPSKILLING.

“New Zealand’s premier conference for the event industry and the official conference of the New Zealand Association of Event Professionals”

EVENTING THE FUTURE Conference

July 22-23, 2015

Mac’s Function Centre, Wellington

Check out the exciting two day programme: www.eventingthefuture.org.nz/ programme Special offers include: 3 or more from the same organization & NZAEP members rate

5 REASONS TO ATTEND ETF2015 1

4

Keep up with the latest developments/ trends in the NZ & Global Events Industry.

Recharge your creativity & motivation.

2

5

Develop your professional & industry networks

Be inspired.

EXCITING LINE UP OF SPEAKERS

3

Gain insights into latest information and tools in: · Audience attraction & engagement · Commercial opportunities to fund events · Event marketing & production based on lessons learnt · Emerging tools & technology for the industry

Including a top line up of international and national speakers from within and outside the events industry

Peter Biggs

Prof. Gang-hoan Jeong

Former CEO of Clemenger BBDO/Melbourne & NZ and Multi International Award Winner

IFEA & Dean Graduate School Tourism & Festival Management & Director Boryeong Mud Festival

GET INSPIRED. GET NETWORKING. GET MOTIVATED. GET UPSKILLED. GET ONLINE & REGISTER NOW!

www.eventingthefuture.org.nz Events Update, June 2015

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Trenz returning to Rotorua in 2016

to our operators during the quieter shoulder season.”

Rotorua mayor Steve Chadwick said it was fantastic news for Rotorua.

Source: Excerpts from Rotorua Daily Post, 20 May 2015.

“It’s a great endorsement for all those in our district working extra hard to ensure we remain a top-of-mind visitor destination with an excellent tourism offering.

Congratulations to everyone who has contributed to making it happen.

“We have always been proud hosts here in Rotorua - it’s where tourism in this country started - and we’ve been working very hard in recent years to refresh what we have to offer.”

Trenz at the Rotorua Energy Events Centre 2015.

New Zealand tourism’s biggest annual international business event will return to Rotorua in May 2016. This year’s Trenz ended at the Rotorua Energy Events Centre on May 20.

and the New Zealand exhibitors have loved the Trenz venue, and the opportunity to experience first-hand the central North Island region,” Mr Roberts said.

northern Asia, prefer to attend both tradeshows in one trip, rather than make two longhaul journeys,” he said. “This will help us attract the most influential and important buyers.”

Returning to Rotorua next year, 10-13 May, will embed and extend the region’s profile with hundreds of international buyers, maximising the local investment in the event, said Chris Roberts, Chief Executive of the Tourism Industry Association New Zealand (TIA) which manages Trenz.

“We know many international buyers attend Trenz on alternate years so coming back to Rotorua next year means we can expose the region to many more of these influential industry players, while reinforcing and increasing the knowledge of returning buyers.”

Trenz 2016 will be hosted

by Destination Rotorua and General Manager Oscar Nathan says the region is delighted to be hosting Trenz again.

Trenz is the $24 billion New Zealand tourism industry’s premium international trade event, bringing together hundreds of international tourism and travel buyers to negotiate new business deals with several hundred leading New Zealand tourism operators.

Mr Roberts thanked the organisers of the Rotorua Marathon, who have agreed to move the marathon one week in order to make room for Trenz 2016.

“[We had] a fantastic week in Rotorua. Both the international travel buyers

Events Update, June 2015

“This means we can hold Trenz immediately prior to its Australian equivalent, ATE. Many of our buyers, particularly those from our most distant markets in Europe, North America and

”We expect to see the benefits for several years to come, as buyers discover how much the Rotorua region has to offer and encourage their clients to include it in their itineraries,” he said.

“In the short term, Trenz brings huge economic benefits to Rotorua, injecting around $2 million into the local economy, including hotel accommodation, transport, meals, functions and the hundreds of thousands of dollars spent staging the event. This is a great boost

Rotorua has built up a reputation as a great place to host events and Trenz was one of the district’s major events this year, Mrs Chadwick said.

“It means a lot to us to have this commitment to return next year. We look forward to building on the great connections we’ve already made within the industry and to forging new relationships.”

Read more...

SOURCE: Trenz returning to Rotorua in 2016 (20 May 2015). The Press. ●

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Auckland Writers Festival 2015 breaks all records Source: Excerpts from the Auckand Writers Festival Press Release, 18 May 2015.

With more than 60,000 seats filled, and an estimated 20 percent increase in ticket issues, the 2015 Auckland Writers Festival has broken all records.

For five days, people young and old flocked to the festival, which is celebrating its 15th year, to see more than 150 novelists, playwrights, song writers, scientists, historians, children’s writers, critics, editors, illustrators and poets from New Zealand and around the world .

Auckland Writers Festival director Anne O’Brien says there is no greater sign of the health of this country’s books and writing culture than this stunning outcome.

“More people came to more sessions and there were thousands of new faces. This has been the most astonishing five days. The laughter, energy,

ideas, conversations, tears and joy from the audience and the writers has been remarkable.”

People travelled from as far away as the US and Australia to see Haruki Murakami’s only Southern Hemisphere festival appearance and he didn’t disappoint.

“One audience member said Murakami’s session was ‘life changing’ and another said it was ‘unrivalled in its inspiration’. We are so honoured that Murakami chose to come to the Auckland Writers Festival,” says Ms O’Brien.

Students in their thousands poured into the Aotea Centre for inspiring sessions with writers from Britain, US, Australia and New Zealand.

“Festival Associate Director, Eleanor Congreve says the schools programme increases

in popularity each year.

“Next year we hope to expand the programme, offering even more students an opportunity to see their literary heroes on stage,” says Ms Congreve.

Awards were given: C.K. Stead was honoured for his life’s work in writing with a pounamu paper knife created

by Coromandel artist Chris Charteris as the festival’s 2015 Honoured New Zealand Writer; Stephanie de Montalk and Steve Braunias were presented with the 2015 Nigel Cox Awards; this year’s Sarah Broom Poetry Prize went to Diana Bridge and the Royal Society of NZ Science Prize winners for 2015 are Atholl Anderson and Aroha Harris for their work Tangata Whenua.

Auckland Writers Festival Board Chair Pip Muir says it remains for her to sincerely thank the many people who

Marketing executive heads home for tourism role Source: Tourism New Zealand Press Release, 22 May 2015.

Tourism New Zealand has attracted a top marketer back to New Zealand to take on a key role on its leadership team.

René de Monchy will take on the role of Director Trade, PR and Major Events for Tourism New Zealand.

and New Zealand.

An Auckland University graduate, he was marketing manager at DB Breweries and brand manager at Fonterra before moving overseas.

Currently in Singapore, de Monchy is the marketing director at Asia Pacific Breweries.

Tourism New Zealand Chief Executive Kevin Bowler says he is delighted to secure someone of de Monchy’s calibre. “This is a critical role for us and it’s vital we have someone who has experience working in our key markets, particularly Asia.

He has also held marketing leadership positions in Europe

“His global knowledge and marketing experience will be

He brings 15 years’ global experience in consumer-led businesses.

Events Update, June 2015

invaluable to us as we target new, emerging markets and visitors who bring high value to New Zealand.”

The father of three young children, de Monchy will return with his family to Auckland and take up his role with Tourism New Zealand in August.

SOURCE: Marketing executive heads home for tourism role (22 May 2015). Tourism New Zealand. ●

made this year’s extraordinary outcome possible. “I am enormously grateful to the authors for their wisdom and discourse, to the audience for their warmth and applause, to the sponsors and patrons for their generosity and loyal support and especially to the festival team and volunteers who have worked tirelessly to make this festival possible,” says Ms Muir.

The Auckland Writers Festival warmly thanks its Gold Partners: The University of Auckland, Freemasons Foundation, New Zealand Listener, Foundation North, Creative New Zealand and ATEED. SOURCE: Auckland Writers Festival 2015 breaks all records (18 May 2015).

Auckland Writers Festival. ●

New Career Opportunities NZAEP provides updates to members about any upcoming role or career opportunity.

Check our member-only section on the website to get more information, and to keep up to date on growth and changes afoot.

Membership rates to advertise a career opportunity are $165.00 plus GST. Email Lisa Dempsey on info@nzaep.co.nz

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HELPFUL HINTS:

Community Engagement - Opportunities And Benefits

By Kay Brake Large events can often be viewed by a community as an inconvenience, a nuisance.

They can be seen as a disruption to the normal daily routine of residents Loss of car parks, restricted access, increase in traffic levels, longer queues at the supermarket. All of this, of course, is true. However it doesn’t take much effort to demonstrate that the benefits of these events outweigh the inconvenience - even to the most disaffected residents.

Crucial to this is treating the community as you would any other stakeholder. A stakeholder is a person or group who has a direct interest in your event. For most of us the community definitely falls into this camp. And as with any stakeholder the key lies in building a successful relationship. And we all know the key to building successful relationships lies in effective communication.

Take up the numerous opportunities to communicate with your community.

Keep the community informed, particularly if they are going to be affected by an aspect of your event, with a letter box drop. Extend the common courtesy you would give to your neighbour, if something you were doing was going to impact on them, to your community. Don’t rely on public notices - while these serve the purpose of fulfilling your duty for local government consents, they are not a reliable means of mass communication.

Deliver flyers to targeted areas to warn well in advance of road closures, increase in traffic flows or any unusual activity.

Events Update, June 2015

Social media sites such as Neighbourly can also be used to spread the word. People feel empowered when they know what is going on, and they like to pass this wisdom on to others. You are involving them in your event.

If you do foresee any issues, be proactive, not reactive.

Negatives don’t disappear, they fester. It is far better to acknowledge an issue immediately and work together to find a solution (and as event organisers we are very good at finding solutions). Acknowledge that a road closure will limit access, or the increase in traffic will use up all available car parks, and work together with the affected parties to find an alternative. There will be compromise involved and sometimes there may be no solutions that are going to work for both of you, but at least you will earn brownie points for trying. It is better to have a pacified relationship than a disgruntled relationship.

Keep a regular flow of articles going in community newspapers. While it is sometimes difficult to get media releases picked up by the major national newspapers, community newspapers with limited resources often welcome well written articles to publish.

Some may be happy to give you a regular column or feature series. This is the perfect vehicle to use to tell your story to your community.

Let them into some of your challenges, fill them in on some history, keep them updated on changes you are making or share any exciting news. Invite contributions

from locals who have their own story to tell about their involvement with your event (stories vetted by you of course before publishing).

Keep these articles going year round if you can. In the quieter months put together articles about volunteers or acknowledge local achievers or achievements that might have some connection with your event. The more often people read about you the more they will accept you are part of their community.

We often produce some great publications for our event participants or audience guides, programmes etc. See if you can strike up a deal with your local publisher to print extras to distribute to letterboxes or businesses in the local community. Include some credits of local flavour local participants, performers, volunteers - create that local connection to encourage community buy-in.

Offer free experiences for locals at your event. And let them know about it. This can range from free admission to certain shows, an invitation to participate in activations

or enjoy event entertainment, through to tips on the best viewing spots or times to catch the most action.

On the flip side of this, use your social media and EDM channels to promote your community to your event participants. Highlight good things that are happening, other events that might interest your target market, snippets of how the community is involved in your event, tips from locals of the best things to see and do while in the area. So your participants will already feel engaged with the community before they even get to your event.

It goes without saying that the more local suppliers and contractors you can use, the better for your reputation in the community. Acknowledge that you are using these local businesses - this lets everyone know you are supporting local, and these individual businesses will appreciate the promotion - win/win.

Support other local causes.

You may be able to offer a fundraising opportunity within your event to a charitable cause or to support a young prospect. Offer one of your food vendor spots free to a local fundraising BBQ. Add activations into your event programme that promote local

Credit: Contact Lake Taupo Cycle Challenge

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or promoting their fundraiser via your communication channels. Or they may appreciate you sitting down with them and advising them on a particular area of their event management. Become a mentor in your community.

These things have no hard cost but can reap great rewards in amassing support and endorsement for your own event.

Credit: Contact Lake Taupo Cycle Challenge groups - demonstrations, workshops, local entertainers - these may help to fill your programme at little or no cost and give a valuable promotional opportunity - win/ win.

Be active within your community. Inject your enthusiasm. Never turn down an opportunity to speak or present to a group - take opportunities to engage no matter how removed you think they are. You will always make a fan and create some other positive spin-offs - a new volunteer, a sponsor lead or an extra ticket sold.

Join local business groups like the Chamber of Commerce or Retailers Association and regularly attend meetings. This gives an opportunity for direct interaction with these sectors to address any concerns or gripes, or to forge partnerships for promotional, supply or sponsorship opportunities.

And to promote your event to this influential sector of the community. Encourage theming of the town around your event. Themed window dressing around event time is a means retailers can use to entice event supporters into stores. Run a competition amongst retailers to encourage this and support them by offering themed

Events Update, June 2015

display materials to use.

Liaise with community facilities. Work together to create displays in the museum, library, art gallery or parks and reserves. Or run a competition for locals and display the results. You may be able to create a permanent display as a reminder of your event legacy in your community.

Look for opportunities involving local schools - this is grassroots community.

Offer your event to be used as part of an achievement programme in schools, either by participation or volunteering. Many schools run their own independent achievement programmes or participate in nationally recognised programmes such as the Duke of Edinburgh’s Hillary Award scheme. Local colleges are often looking for work experience placements for students, or opportunities to undertake research projects for NCEA assessments. A fresh set of eyes looking at your event can give a fresh perspective - win/win.

Encourage local school participation in your event by offering discounted entries, special ‘locals only’ categories or performances, or special prizes for schools. And if you have any leftover product

or supplies from your event (product from ex-sponsors that can no longer be used, or supplies with expiry dates due), schools are always grateful recipients.

Other community groups that are also grateful for donated product or even your left over lost property include food banks and women’s refuges.

You will have no problem in finding any number of groups to support in this way. Again, get the word out there that you are doing this - let people know you are doing good in the community - good publicity for you, and it raises the profile of the group you are helping.

Businesses and schools or cultural communities can also become more closely involved in your event by running programmes to adopt or sponsor an athlete, team or performance group. There are tons of engagement ideas with two way benefits including presentations and workshops being given by athletes or groups in return for promotion, hosting or support on event.

Support other events run by community groups or schools where you can. It may be as simple as loaning them some signage, hi vis vests or cones to help with their traffic management; donating a free ticket for a raffle prize;

Some great outcomes can also be achieved by facilitating liaisons between your sponsors and the community.

Encourage a sponsor to use a local community group to run activations for them on event, or to provide hosting or additional off-event experiences for the sponsor.

Relationships can also be fostered between local businesses and sponsors to maximise leveraging opportunities for both of them.

Each year at the Lake Taupo Cycle Challenge our principal partner, Contact, liaises with a local primary school to provide a ‘cheer squad’ on a closed section of the course. This gives a great morale boost to the riders and a community connection for the event, the sponsor and the participants.

Another fantastic community initiative facilitated between the event, our principal partner, Contact, and Taupo District Council resulted in the erection of 21 permanent ‘Share the Road’ signs on popular cycling routes around Taupo.

Volunteers are a whole sector of our community where we know there is huge scope for fantastic engagement opportunities and benefits.

Treat your volunteers well and not only will they keep coming back, they will become your biggest fans and advocates.

Give clear direction and set clear expectations but also allow your volunteers to take

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responsibility and stamp their own mark on their role.

This will make them feel more valued and engaged.

Don’t forget to communicate the intangible benefits of volunteering to them - team building, spirit, upskilling, sense of belonging and a sense of accomplishment.

Regular communication makes them feel appreciated all year round, not just when you need their services at event time. It keeps them informed, reiterates that they are an important part of your event and keeps channels open for valuable feedback and suggestions. And don’t forget to let them know when you make any changes to your event as a result of volunteer feedback. Let them know that you listen!

And of course reward your volunteers - apparel, freebies, tickets, refreshments, prizes, donations, thank you gifts and messages… the list goes on, and sponsors can be heavily involved and promoted here.

Never stop telling your story. Because you are so immersed in your own event it’s easy to assume others know all about it too - they don’t. Always assume nobody knows anything about your event when you are talking to

people. Sometimes you will be pleasantly surprised at what some people do know, and often you will have engaged one more person from the community.

Every engagement is an opportunity. An opportunity to learn. An opportunity to educate. An opportunity to convert. An opportunity to increase your fan base.

The more you can engage your community in your event, the more benefits you will see. You will foster affinity and kinship.

You will create a sense of ownership and pride - and we all know how much we like to boast when we are proud of something.

Word of mouth is the single biggest, cheapest and most effective marketing tool for all events. By keeping your community engaged and informed, giving them the opportunity to be involved, making them feel they are an important part of your event, you are creating a community of fans.

Just as they would recommend a favourite shop, activity, café or restaurant to others; they will recommend your event - even if it is a bit of a nuisance! ●

Great photo at Crankworx 2015. Thanks to Chester Boyes and congratulations on being a finalist in our Event Photo Competition.

Register your event in 3 easy steps! volunteernet.org.nz

Credit: Contact Lake Taupo Cycle Challenge

Events Update, June 2015

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HELPFUL HINTS:

Delivering Successful Fundraising Events with Little or No Budget.

By Jodi Preston-Thomas How to meet marketing objectives and gain leverage when you have little or no capital input.

You’ve got a fundraising event to manage, the cause is vitally important, the funds are urgently required but you have virtually no marketing budget and no marketing or communications experts on your team. How do you make this event a success?

As Event Managers we are all familiar with wearing our accounting, marketing, communications, sales and project hats. The ability to be multi-skilled is particularly essential in the not-for-profit sector where teams can be small and funds limited.

Low-cost and effective marketing initiatives that transfer into sales revenue for an event are not the only strategies required to ensure success but it is an area notfor profit events often struggle with. There are low and no cost options available that can be developed with a bit of insight, planning and creativity.

The key to success for any event marketing is forward planning. Look ahead, make a plan and give yourself plenty of time for implementation. If you don’t have marketing staff you still need to put together a marketing plan. Take time to identify your objectives, your target market, your marketing strategies and how you will measure your success.

In a market where everyone is asking for something for free and business budgets are tightly managed, there is less opportunity to get something for nothing no

Events Update, June 2015

matter how compelling your cause. To help produce some marketing momentum the creation of some event assets will be invaluable. These can be used to gain promotion and exposure with little or no spend.

1. Complimentary tickets.

Identify the cost and calculate the maximum number of complimentary tickets or entries to your event you can afford. If possible also create a VIP experience not on offer to the public. This doesn’t have to cost much, a behind the scenes tour, a meet and greet with a special guest, preferential seating, or low cost additions such as accommodation, a special drinks package or a goodie bag.

2. An Ambassador. Invite one of your organisation’s Ambassadors to promote your cause and event. If you don’t have one, it is worthwhile starting the process to establish one or more. An event is a good opportunity to introduce a high profile person to your organisation, approach a person with positive public profile who may have an affinity to your cause and develop a mutually beneficial relationship with them.

3. Key Story. Develop a key human interest story about your organisation that highlights your cause.

It needs to be genuine, relevant and something that connects with the events target audience. Link the story with your event and the funds it is aiming to raise.

Once these event assets have

been sourced they can be applied to different marketing strategies as follows: Media Promotion Media promotion can be a significant investment if you have the money to spend.

Whether you have a budget or not time needs to be spent considering your event’s target audience(s) and the media outlets who best communicate with these groups.

If your organisation is fortunate enough to have a media partner you may be able to access the partnership benefits and gain some scheduled spots. If your event is not part of the agreed schedule the partner is still likely to still be receptive to your organisation, providing an opportunity for you to offer your event assets. These can create interesting content for their audience and gain promotion of your event. If the partner doesn’t have the correct target audience for your event, find out if they have an affiliate you can access who has a better fit.

If you don’t have an existing partner to work with media promotion can be approached in two ways.

1. A small advertising spend.

The likelihood of building a successful and mutually beneficial relationship with a media outlet increases if you have a budget to spend, even if it is minimal. If you do have a budget use it wisely and make sure your audiences match. You may be able to use this spend, packaged with some of your event assets to build a broader agreement and get additional promotion worth

several times the value of what you spend.

2.No advertising spend.

If you don’t have any budget you need to offer some compelling content for the media outlet to use.

Use the complimentary tickets, the VIP experience, an ambassador interview and a newsworthy story to provide the media outlet with material that will be of interest to their audience.

Tailor it to suit their style and audience. For example a Mother’s Day High Tea I managed was fortunate to have actress Antonia Prebble agree to model designer clothing at the event. Antonia had recently participated as a celebrity host on a cycle tour of Vietnam which also raised funds for our charity and as a result was a genuine advocate for the charity. She was current, relevant and of interest to media outlets (particularly those with a female audience) and as such multiple media touch points were secured that created exposure for her, the event and the charity.

Online Promotion Online promotion should begin with your own website as the most comprehensive source of information about your event.

Make sure there is a clear link on your organisations home page, cover all the event details and keep it up to date. Include links to social media sites for sharing and connecting. If your event is in the early promotional stages include a sign-up option for regular e-news updates.

List your event on other

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websites. A good example in New Zealand is www. eventfinder.co.nz, which not only lists events for free but also distributes the details to other media, tourism and council sites.

Negotiate with a ticketing agency for the sale of your event tickets or admissions.

Some have charity rates and may be willing to add your event to their e-news or front page listings.

Social Media is now a vast and influential sector. Entire books are dedicated to best practise in this area, but at the very least keep your social media portfolio active and relevant.

Post the event and regular updates. Highlight the key motivational stories you have developed, and share links to any media coverage you get.

Keep the posts short, lively and to the point, remember that you want people to share the information, including your stakeholders so be sure that your content is a balance between catchy and interesting whilst also suitably representing your event and organisation.

Public Relations Ideally a communications professional would manage any public relation initiatives.

However in their absence you need to come up with some good newsworthy angles that are attractive to media outlets.

The event itself will not often be considered newsworthy, so the key is to put together press releases with an interesting angle that connects to your event.

The advantage of having a charitable purpose is the access to compelling reasons for fundraising; where are the funds are going, who will benefit? Find a human interest story that showcases an uplifting or heart felt story.

In many cases this will be a

Events Update, June 2015

story of success that shows the difference the charity makes. Spend some time researching the options, dig deep to get the right story, gain permissions and put together a newsworthy angle.

High impact quotes, good quality photos and interviewee availability will also add to the appeal of the content you have developed.

Database Utilise your organisations supporter database to promote the event. Initially your event should be listed in regular e-news communications; however there are also smarter ways to use a database. As your event gains momentum send out event specific communications. Again ensure to include a link to a specific fundraising campaign, providing a reason to secure a connection (some supporters may attend through their affinity to the cause more than their interest in the event!).

Communications through your database should also be personalised and tailored to the recipients, ie. event attendees, organisational supporters, donors, corporate contacts. Talk to each group in a manner that best fits them and link them to the event in suitable way - there may be a point of difference to highlight that is specific to their interests. There is also an opportunity to introduce special supporter incentives, like a discounted rate or an additional experience (if the budget allows).

The key element to remember is not to over communicate with your audience or you risk alienating supporters and losing them from your mailing list. Draw up a schedule, take into account other communications going out from your organisation and make sure you stick with the

plan!

In-house Networks Good in-house networks can spread the word for you via social networks, business contacts and friends and families. These can take the format of “Friends” committees (groups of specific volunteers who are dedicated to your cause and motivated to make things happen), Board members (who hopefully have been recruited for multiple reasons including the ability to promote and advocate for the organisation) and volunteers. It is important to fully brief these groups and make it clear what you are asking them to do, for example making an introduction to a possible media partner, distributing information to their colleagues or employees, sharing the event on their social media pages.

It is important not to over use these relationships or you risk fatiguing their commitment to your organisation. Pick the event where they will be of most benefit and where their potential to help will fit your target market.

Signage Roadside community notice boards can be booked at no cost in some New Zealand cities and towns. Corflute signs suitable for these can be produced fairly cheaply however the key is to keep the message bold and simple, and book the spaces early.

Passing traffic will often have to absorb the information at a glance, so list only basic details such as event name, purpose (if needed) date, place, call to action (“register now” or “tickets on sale now”) and website address.

For one event I worked on I had new signs designed for a “Monster Book Fair”. They had a fabulous bright green animated monster and lots of

colour to draw the eye but this was at the expense of the text size. It wasn’t until I drove past one that I realised the event details were too small to pick up at a glance – lesson learnt!

There may also be areas of public hoardings where you can erect signs if they are in a locale that would benefit your event. Also don’t miss an opportunity to put up signs on your office premises and those of your sponsors and supporters if they have high traffic volumes.

Sponsor Leverage If you have organisational sponsors or partners you may be able to approach these companies as current supporters of your cause to gain some leverage for the event. As outlined with the existing media partner there are opportunities and benefits you can offer to them as incentives for support.

A sponsor aligned to your organisation could promote your event by advertising it internally to staff, or externally to customers, they could also agree to have promotional signs and/or flyers on their premises and even link it on their Facebook page or website.

They may also be interested in using your event to host customers or as a staff team building activity, in which case you can tailor a special hosting package for them. When I managed the New Zealand premiere of James Bonds’ “Skyfall” I put together an exclusive VIP experience that combined a separate cinema screening with a beverage and canapé package in a privately hosted area. This premium package was offered to our corporate partners for purchase first.

One corporate partner leapt at the chance to host clients at a red carpet event. An outcome that promoted their charitable

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association to their clients while supporting the event sales - a win, win.

It is important when leveraging existing relationships that you offer benefits back to them. You can offer the opportunity to have a presence at the event if they are after branding exposure, or invite staff to engage in the event as a volunteer (many corporates encourage staff to take volunteer work days).

You can also offer to engage

staff in the delivery of the charitable services that the event is raising funds for like a community activity or a grant presentation. In some cases long term sponsors will provide additional support as a philanthropic gesture that demonstrates their commitment to your organisation but never assume this. Additionally use common sense and check the event has some alignment with them and isn’t a conflict of interest.

Conclusion The bottom line of success lies with the Event Manager, so when you have a minimal budget ensure you maximise your marketing opportunities: • Plan ahead • Don’t ever expect something for nothing • Be prepared, do your homework and have something up your sleeve to offer

• Build relationships with all stakeholders, communicate well and look after them to ensure they are receptive to offering support for your event(s) • Produce a fantastic event; a great event experience for all involved will provide you with your biggest advocates and stronger leverage opportunities next time round. ●

Health and safety law changes set to be watered down SOURCE: Excerpts from Stuff.co.nz (25 May 2015) Health and safety law changes prompted are set to be watered down in the face of a possible revolt by back bench Government MPs, with small businesses given an exemption from some provisions.

Prime Minister John Key on Monday said a select committee considering the bill would report back this week and ministers were keen to ensure a balance between safety and workability.

“We want to make sure that on the one hand it lifts the health and safety requirements in the workplace so (it) is safer, But ... we also want to make sure it’s workable and it isn’t overly onerous on small businesses,” he said.

“The way I would see it, if you think about what happened

with the Christchurch earthquakes and then the recommendations that came from the royal commission around strengthening buildings - we had a couple of bites of the cherry and settled on what we have most recently with the announcements that Nick Smith made,” Key said.

Building and Housing Minister Nick Smith announcing earlier this month changes that would cut the number of structures needing inspection from 500,000 to 30,000 and delay the timeframe for earthquake strengthening in some cases.

“So the Health and Safety Taskforce came up with some good recommendations, but quite far reaching. We just need to think through absolutely before we pass that

Where can I get great Guidelines?

legislation to make sure it’s workable,” Key said.

He said members of the public often raised with him how the law would be administered, whether it would be fair and how onerous and effective it would be. But he denied back bench MP Maurice Williamson was planning to vote against the changes.

It is understood National is planning to exempt small businesses with fewer than 20 staff from a requirement to appoint health and safety representatives. Labour MPs are expected to accept some exemptions but want the level set at 10 employees.

Leader Andrew Little said Labour was prepared to be “as pragmatic as we can” but he had dealt with families who had lost a loved one and the country needed to do better on health and safety.

The Council of Trade Unions is strongly opposed to the Government’s expected changes and Labour’s spokesman Iain LeesGalloway said it was likely the party would “seek to strengthen the law” after the committee had reported back.

Changes from the Government side are tipped to assuage the concerns of farmers about

Events Update, June 2015

their responsibility for people on their land and to address worries about the rules covering volunteers.

The bill is part of “Working Safer: a blueprint for health and safety at work” and follows recommendations of the Independent Taskforce on Workplace Health and Safety.

Working Safer aims to cut the workplace injury and death toll by 25 per cent by 2020.

It allocates duties to the person or entity in the best position to control risks to health and safety, defined as the person conducting a business or undertaking (PCBU).

Under the draft law the maximum punishment for a PCBU who is reckless in exposing someone owed a duty of care to risk of death or serious injury will be five years’ jail or a fine of $600,000 or both.

An individual who is not a PCBU would face the same jail time but a fine of up to $300,000.

SOURCE: Excerpts from Pike River health and safety law changes set to be watered down (25 May 2015).

Stuff.co.nz ●

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