CITY OF CAPE TOWN Draft Events Policy 9 May 2013

Agenda

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 Strategy – IDP, IES, Citys 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 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 Events2. Events Calendar3. Event Support4. Event Bidding5. Event Permits6. Inter governmental Coordination

Policy Directive 7. Hospitality8. Guest list Management9. Ticket Distribution10. Event Marketing11. Event Services12. 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 EventsCT Incubator Events CT Leverage EventsBidding/Internatio nal Community ABSA Cape EpicCape to RioCreative Economy Conference Convention Bureau bidding assistance Khayelitsha Festival Big ConcertsFood and Wine FestivalWorld Design CapitalPeace Laureates EventFestive Season Sub-Council Events Cape Argus Pick n Pay Cycle Tour Cobras EventsChelsea Flower ShowDirect approaches to the City Gugulethu Festival Cape Town Fashion Week Stormers EventsTourism IndabaEnglish Premier League Clubs Kite Festival Cape Town International Jazz Festival Minstrels Tweede NuwejaarSports and Tourism Exchange National Government Departments Military Tattoo Design IndabaGun RunEdinburgh FestivalNational Sports Federations Minstrels other marches J&B MetropolitanLion of Africa Open CHAN 2014Mayoral Community Activation Events Mining Indaba Cape Town CarnivalMAWLID 1434 Mother City Queer Party Cape Town TensMamre Festival National Sports Teams (Bafana, Springboks, Proteas) Sunshine D/Polar Ice cream Big walk Toy Run Old Mutual Two Oceans Marathon Discovery Big walkCommunity Chest Festival & Twilight run The Loeries PSL ClubsVoice of the Cape Festival World Economic Forum, Africa Forum Switch-on of the Festive Lights Police Day Cape Town MarathonMitchelsplain Festival LeOrmains Queens PlateCarols 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 Jan J&B Met World Paediatric Mining Indaba Red Hot CP Design Indaba PSL Soccer Feb 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 Cup Apr 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 starts Aug 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 ILLUSTRATIVE

Event Support Application Process 90 days before the Event Guidelines available Types of Partnerships Sponsor 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 Committee 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 Structures City Hosting Departments Initiates Events Initiates Bids Provides functional Content Project manages function specific events City Service Departments Compliance with applicable Legislation Safety at Events Alignment with Strategic objectives Sub-Councils Local support to Events Compliance with applicable laws

Implementation Immediate upon approval be Council.

Thank You, Dankie, Enkosi Questions?