event registration guide - taste riverina · 3. your event must be held within one of the following...
TRANSCRIPT
Event Registration Guide1 April 2018 - 30 June 2019
a calendar of delicious events
across the Riverina all year round
1. A new format for Taste Riverina 03
2. Promotion 03
3. Register your event 04
3.1 Taste Riverina values 04
3.2 Event criteria 04
3.3 Event registration 05
3.4 Marketing options 05
3.5 How to register – Step-by-Step 06
4. Contact Us 07
5. Tips for a successful event 08
6. Appendices 09
6.1 Event coordinator in your area 09
6.2 Event results survey 10
Table of Contents
2
updated April 2018
1. A new format for TASTE RIVERINA
Welcome to the Event Registration Guide. You’re now one step closer to holding your Taste Riverina event.
Formerly a month-long festival in October, Taste Riverina has now extended to a year-round celebration of food, wine, beer and agricultural experiences in the region. Over the past three years alone, the award-winning festival brought a total of 110,673 visitors and $4.57 million in revenue to the Riverina – just during October.
The new format means that you can hold seasonal events and experiences at any time of year. From long lunches, degustation dinners and tastings, to cooking classes, farm forages and other outdoor events, we encourage operators and organisations to create events that focus on the Taste Riverina values (supporting local, education, innovation and collaboration).
We have exciting things planned for 2018/19 including out-of-region events in Canberra and Sydney. These events will showcase producers, operators and Riverina produce whilst also promoting the region as a tourism destination.
3
Taste Riverina Website
Tasteriverina.com.au features all participating events, towns and other relevant information. The website received more than 36,000 unique visitors in 2017 with over 9,800 visitors in October alone.
Digital Our extensive digital advertising includes ongoing social media posts as well as paid Facebook and Instagram campaigns.
E-newsletters Monthly e-newsletters are distributed to Taste Riverina subscribers .
Promotional SignagePull-up banners, flags and signage will be placed in locations across the region to promote Taste Riverina to locals and incoming travellers.
Public relations We’re continuously working with media to promote Taste Riverina to a national audience.
2. How is TASTE RIVERINA promoted?
After six years of operating the Taste Riverina Festival, we have amassed a following on social media and developed a database of subscribers, all keen to hear about local food, beer and wine experiences in the Riverina. This is great news for your event.A dedicated team will undertake regular and comprehensive marketing campaigns to promote the Taste Riverina brand and encourage people to attend your event.
Award for Marketing Excellence
2016 Finalist - Festivals and Events
Tourism Awards
2017 Winner - Tourism Category
3. Register your event
3.1 TASTE RIVERINA VISION & VALUES
The Taste Riverina vision is ‘to be a premier food and beverage celebration in Australia that develops the Riverina’s prosperity’.
4
Support Local
3.2 EVENT CRITERIA
In order to be included in Taste Riverina, your event must meet the following criteria:
1. Your event must complement Taste Riverina’s vision and values.2. Your event must feature produce and products that are grown and/or produced in
the Riverina.3. Your event must be held within one of the following Local Government Areas: Bland,
Carrathool, Coolamon, Cootamundra-Gundagai, Griffith, Junee, Leeton, Lockhart, Murrumbidgee, Narrandera, Snowy Valleys, Temora and Wagga Wagga.
4. You agree to promote your event using Taste Riverina branding and hashtags.5. You agree to use the Taste Riverina branding only for approved events.6. You agree to collect required information from event attendees and provide it to
Thrive Riverina no later than 2 weeks after your event (please refer to the survey template in the Event Registration Guide in the appendix 6.2).
The Taste Riverina Committee may decline events that don’t meet the above criteria. If you have any concerns, please contact us as soon as possible so we can work together to include your event.
Education
Encouraging people to eat and drink local produce and support local growers, producers and operators.
Providing opportunities for visitors to learn about regional produce.
Innovation Inspiring others to celebrate, experience and advocate for locally produced food and drinks.
CollaborationGrowers, producers, operators, councils and communities working together to champion regional produce.
5
3.4 MARKETING OPTIONS
BASIC PREMIUM
Website listing Event details + photo + 500 characters Event details + photo + 500 characters
Taste Riverina branding Permission to use Taste Riverina logos and branding
Permission to use Taste Riverina logos and branding
E-newsletters Event listing + photo Event listing + photo
Website homepage feature – Photo and link to event listing
Social media – Bundled post + standalone post
PR – Monthly media release
Boosted Posts – Option available - contact us for more information
Competitions and extra promotion – Option available - contact us for more information
$99 per event(per 12-month period)
$350 per event (up to 3 events per 12-month period)
$299 per event (4 or more events per 12-month period*)
NB. All prices exclude GST.
*To receive the discounted $299 premium package, 4 or more events must be registered at the same time, in the same transaction.
You may register your event at any time throughout the year. However, we recommend that you register at least 4-6 weeks before your event to make use of all available marketing options.
All event registrations must be completed with credit card payment online, otherwise a $50 administration fee applies. You may cancel your event at any time. No refunds will be given for cancelled events.
If you host a periodical event that runs throughout the year (e.g. weekly market, monthly farm tour, etc), please contact us to discuss marketing options better suited to your requirements.
3.3 EVENT REGISTRATION
6
Once your event has been approved, all details entered in this section will be made public.
Step 4: Describe how your event will meet the registration criteria
You will be asked to answer the following three questions so we can assess whether your event is eligible to be part of Taste Riverina.a. How will your event complement the Taste Riverina vision and values (see 3.1) and
feature products that are grown or produced in the Riverina? (Tip: in this section it is helpful to name specific operators, producers or growers you’re working with.)
b. How will you promote your event using the Taste Riverina branding?
c. How will you collect required information about your event?
Step 5: Upload your event photo, logo and insurance certificate
You will need to upload a high quality photo (min 120mm x 120mm at 300dpi) for your event and your business logo. You are also required to upload a current public liability insurance certificate.
Step 6: Select relevant categories for your event (choose all that apply)
Eat
Drink
Outdoor
Classes
Taste the Region Dinner
A three-course celebration of regional produce, created by our our Apprentice chefs. A degustation dinner of regional dishes showcasing ingredients collected on a tour of our regional producers.
Tue 17 Nov • 6pm-9:30pm / Tue 31 Nov • 6pm-9:30pm On Course Restaurant (TAFE NSW), Wagga Wagga $50 / person. Booking via trybooking.com/oncoursedinner
booking info + cost
description
date + time
name of event
venue name + location
Live music
Child friendly
Wheelchair accessible
3.5 HOW TO REGISTER – STEP-BY-STEP
Click on the ‘Register your event now’ button at www.tasteriverina.com.au/sign-up.aspx For better functionality, we recommend using a computer to complete your registration, rather than a tablet or phone.
Step 1: Enter your contact and billing details
These details will only be used so we can communicate with you and send you an invoice, they will not be published anywhere.
Step 2: Choose an investment level for your event
You can choose between the two marketing options outlined on page 5.
Step 3: Enter your event details
You must provide us with the name and date of your event, start and finish times, venue name and location, cost of entry, booking information for ticket sales, your website and Facebook URLs, and a description of your event for the Taste Riverina website and the printed program. (Tip: include an engaging event description here, without mentioning venue, time, date etc. again as these details will automatically be included alongside the description.)
7
Step 7: Agree to the following terms and conditions:
1. “I confirm that I have submitted/will submit all necessary documents associated with holding this event to my local Council. These documents may include Council registrations, DA approval, food safety requirements, risk management plans and workers compensation certificates.”
2. “I will notify the NSW Food Authority about my event, if required as outlined at www.foodnotify.nsw.gov.au.”
3. “I give permission for my Taste Riverina event to be promoted by all relevant stakeholders.”
Step 8: Register another event
You have the option to register another event so you can pay for all events in one purchase, which enables you to take advantage of the discounted registration fee for your third and subsequent events. Your contact info and event registration criteria will be saved and copied automatically, however please edit these if necessary.
Step 9: Pay for your event
You will be asked to enter your credit/debit card details to pay for your event(s). Upon successful payment, we’ll email you an event registration confirmation and tax invoice.
Step 10: Review by Committee
The Taste Riverina committee will review your registered event. If your event doesn’t meet the necessary criteria, it may not be accepted for Taste Riverina. In this case, you’ll receive a full refund.
‘Save for later’ function
If you cannot complete your event registration in one session, you have the option to click the ‘save for later’ button at the bottom of each page during the registration process. This will save the details you have already entered and email you a link that will take you back to your event registration.
4. CONTACT US
If you have any further questions or would like more information, please contact:
Thrive [email protected] 630 349
tasteriverina.com.au
facebook.com/TasteRiverina
twitter.com/tasteriverina
instagram.com/tasteriverina
8
Event organisation• Get creative with your event, try something new and showcase your point of
difference. RDA Riverina has developed a Riverina Food Directory which includes regional growers, producers and restaurants and you’re encouraged to contact anyone on this list to collaborate and organise an event together: www.rdariverina. org.au/community.aspx.
• When choosing a date for your event, be aware of other big events in your area. Check the Taste Riverina website for other events already registered or speak to your local Visitor Information Centre to find out what else is happening.
• Choose a date, time and venue and stick to it. We are able to change details on the website, however some people may not check for updates online.
• Make sure to check with your Council about rules and regulation of holding an event in your local government area, e.g. DA applications, safety regulations etc. You can find the right contact person in your area at the end of this document, they are happy to help you with any questions you might have.
Event registration• Think of an interesting, quirky, fun or unusual name for your event so that it will catch
people’s attention! The event description should be engaging, telling people what your event is all about and what they can experience. Try to also name some local products or producers your event features.
• Choose a high quality and appealing photograph for your event to make it stand out.
Marketing• If you have a ticketed event, we recommend selling your tickets via Trybooking.com
or Eventbrite.com.au which gives you the following benefits: • People tend to book earlier and pay upfront
• You don’t need EFTPOS facilities to take bookings
• Easy to keep track of ticket sales and you can manually enter tickets that you sell offline
• People can access your online ticket sales directly from the Taste Riverina website and digital advertising
• You can capture relevant data such as postcodes or email addresses for your own marketing and to complete our event results survey
• You’ll only be charged a low fee which can be included in the ticket price or displayed separately
• Include the Taste Riverina logo and other promotional collateral supplied by us in your own marketing.
• Use #TasteRiverina when promoting your event online to increase online exposure.
• Your staff are the biggest advocates for your event. Make sure they know all about it so they can encourage your customers and other people to attend.
Sustainability It’s best practice for festival and event operators to create more sustainable events. We encourage you to reduce your water and electricity usage wherever possible, recycle your waste, and increase the use of environmental friendly materials, e.g. bamboo instead of plastic cutlery. Any steps you can take to make your event more environmentally friendly are appreciated.
5. TIPS FOR A SUCCESSFUL EVENT
9
6. APPENDICES
6.1 EVENT COORDINATOR / CONTACT IN YOUR AREA
Bland Shire Council
Jeff Stien, Senior Economic & Tourism [email protected] | 02 6979 0244
Carrathool Shire Council
John Randall, Economic Development [email protected] | 02 6965 1900 | 0439 565 122
Coolamon Shire Council
Jessica Inch, Community Development Officer [email protected] | 02 6930 1840
Cootamundra-Gundagai Regional Council
Miriam Crane, Interim Manager Social & [email protected] | 02 6944 0200
Griffith City Council
Karly Sivewright, Events [email protected] | 02 6962 8100 | 0417 368 169
Junee Shire Council
Bob Callow, Events & Tourism [email protected] | 0427 431 562
Leeton Shire Council
Hannah Fitzsimon, Events Officer [email protected] | 02 6953 0956 | 0448 448 368
Lockhart Shire Council
Jennifer Connor, Tourism & Economic Development Manager [email protected] | 02 6920 5305
Murrumbidgee Council
Ruth McRae, Business and [email protected] | 03 5886 1200 | 0428 861 767
Narrandera Shire Council
Toneale O’Connell, Event & Visitor Services [email protected] | 02 6959 5547
Snowy Valleys Council
Miriam Hewson, Tourism Marketing [email protected] | 02 6941 2565
Temora Shire Council
Amanda Gay, Culture and Community Services [email protected] | 02 6980 1111 | 0428 029 184
Wagga Wagga City Council
Fiona Hamilton, Visitor Economy and Events [email protected] | 02 6926 9627
1. What was the name of your event?
2. Where was your event held?
3. Estimate the total number of visitors that attended your event.
4. What was the average ticket price/entry fee per person? If the event was free, enter '0'.
5. Estimate the average spending per person on other items at your event (e.g. food, drinks, retail).
6. Estimate where visitors to your event came from? (answer fields must add up to 100%).
10
6.2 EVENT RESULTS SURVEY
Your town / city %
Elsewhere in the Riverina %
Other NSW %
ACT %
Victoria %
Other Australia %
Overseas %
18 - 35 year olds without children %
35 - 55 year olds without children %
55+ %
Families with children %
<18 years %
7. Estimate the demographics of your attendees (answer fields must add up to 100%).
$
$
The following survey will be emailed to you prior to your event. All surveys should be completed online via SurveyMonkey, no later than 2 weeks after your event.
11
9. What channels do you think worked best in promoting your event? (Tick all that apply)
Male %
Female %
8. Estimate the majority of your attendees (answer fields must add up to 100%).
E-newsletter Facebook Instagram
Newspaper/Magazine Radio Taste Riverina Website
Visitor Information Centre Word of mouth Other (please specify)
10. Please provide us with some general feedback about your event, including what worked well, what you would do differently in the future and how likely you are to hold an event for Taste Riverina again.