Terms and Conditions of Event Funding

2023 Terms and Conditions of Event Funding

Please note the event funding portion of the Thermal Explorer Regional Events Fund (REF) is a contestable fund.

• Applicants must not assume they will be successful or enter into commitments based on that assumption before receiving formal notification of the outcome of their event funding application.
• Applicants should not assume that if they are successful once, they will be successful again in the future.
• All applicants are encouraged to plan for contingencies and consider other funding sources and options should their application be unsuccessful.
• Expression of Interest (EOI) applications will be assessed by members of the Panel. The Panel is under no obligation to accept applications which are deemed incomplete or ineligible and/or received after the application close date.
• The Panel have agreed to a Memorandum of Understanding (MOU) with regards to administering this fund. This MOU requires Panel members maintain privacy and confidentiality of the event information shared during the EOI application process:
  
  • EOI applications are not to be discussed externally;
  • Information about events is not to be shared (other than as required to be notified to MBIE as per Terms and Conditions of Event Funding);
  • The event owner’s intellectual property is respected and protected.
• The MOU defines how any Conflicts of Interest be handled – particularly if any of the Panel members have relationships with a funding applicant.
• The Panel reserves the right to:
  
  • Accept or reject any applications at its absolute discretion
  • Amend or alter these guidelines (including criteria, timeline, application and/or assessment process) from time to time in its absolute discretion and in consultation with MBIE
  • Request additional information from applicants as applicable
  • Suspend or cancel the funding process in whole or in part

Administration

Hamilton & Waikato Tourism as Lead Entity for the Panel administers the REF.

Funding agreements

• Successful applicants will be required to enter into a funding agreement with Hamilton & Waikato Tourism, detailing all funding obligations and conditions.
• The funding agreement is a formal contract and will at a minimum detail the amount of funding, purpose for which the funding must be used and set out any requirements or conditions, including reporting requirements, that must be met by the funding recipient.
• 1 year funding agreements will be available.

Evaluation and reporting

Successful applicants will be required to undertake event measurement and economic impact assessment of the event. In line with MBIE event measurement methodology and reporting requirements which will be provided within the funding agreement, applicants will be required to complete surveys/assessments and provide reporting within two months of the conclusion of the event.

Payments

Payments are to be made to the funding recipient as per the terms of the funding agreement and as long as:

• the funding agreement has been signed by both parties;
• funding recipients provide reports as required, or otherwise demonstrate that the event is progressing as expected;
• other terms and conditions of funding agreement continue to be met (including meeting agreed KPI’s); and
• a valid tax invoice is received by Hamilton & Waikato Tourism

For all funding, a percentage of total funding is paid on provision and acceptance of a Final Event Report.

RTO support

Successful applicants may liaise with their RTO to coordinate any events or announcements related to the event.

Personal and event information

Any personal information about applicants or a third party in an application will be collected by Hamilton & Waikato Tourism and will be held, managed, used, disclosed or transferred in accordance with the provisions of the Privacy Act 2020 and other applicable laws. This information may be provided to members of the Panel for the purpose of assessing your application. If you intend to include personal information about third parties in your application, please ensure they are aware of the Hamilton & Waikato Tourism Privacy Policy.

As the Thermal Explorer Regional Events Fund, is a New Zealand Government fund, details of funded events (including event name, dates, location and funding amount) will be notified to MBIE and may become a public record.

Declaration

All applicants must confirm they agree to the Terms and Conditions of Event Funding for the Thermal Explorer Regional Events Fund during the online EOI application. By agreeing, the applicant makes the following declaration about its application for Thermal Explorer Regional Events Fund funding:

• The statements and information provided in the application are true and accurate, and there have been no misleading statements or omissions of any relevant facts nor any misrepresentations made.
• I have secured all appropriate authorisations to submit this application, to make the statements and to provide the information in this application.
• I understand that providing false or misleading information, or suppression of material information in this application, may result in the application being declined and may be grounds for termination of any funding agreement.
• I consent to the Thermal Explorer Event Investment Panel (The Panel) undertaking due diligence including any third party checks as may be required to fully assess the application.
• It is understood that if the event is approved for funding, the information provided for this application will be used to develop a funding agreement. The Panel and MBIE retains the right to audit how funding was used.
• The event and applicant complies with all applicable laws, regulations, rules and professional codes of conduct or practice including but not limited to health and safety and employment practices and will continue to do so.
• The applicant or any individual in the organisation (Leadership team, directors, partners, trustees, or any key members of the organisation) have never been insolvent or subject to an insolvency action, administration or other legal proceedings.
• Any individual involved in this application or the event, is not currently under investigation, pending, or been convicted of, any offence.