Terms and conditions
Manchester City Council has standard terms and conditions attached to all Community Events Funding. If you want to be considered for Community Events Funding, you must be willing to abide by the following terms and conditions.
1 The Funding
- 1.1 Manchester City Council Community Events Funding is as a general guide available for up to 20% of the total event cost and the maximum amount of funding available to one organisation is £20,000 per annum.
- 1.2 Funding is available for activities taking place between 1 April 2024 and 31 March 2025
- 1.3 Each Community Event will be eligible for one funding award. Where a number of organisations are contributing different elements of the event, they must work together to submit a single application.
- 1.4 The Community Event must take place within the City of Manchester.
2 Reporting
Within four months of your event:
- 2.1 You must complete and submit a post event evaluation form.
- 2.2 You must submit a valid record of the income and expenditure for the event.
- 2.3 You must complete and submit the 'MCC's Sustainable Event Guide for Community Events'. Within the guide, we would like to see which areas you have improved on over the period of funding and your ambitions for the next year. Submit monitoring on key indicators of your environmental performance:
- Amount of single use plastic cups / serve ware / other used compared to reusables used e.g. number of reusable cups used
- b. Waste tonnage – split into recycling/composting and landfill streams.
- c. Carbon footprint calculations of the event / an element of the event, which must be agreed with the Council at grant approval stage.
3 Constitution
- 3.1 If applicable, you must provide confirmation that your organisation is properly constituted. You may be asked to provide a copy of your constitution to the Council.
- 3.2 The constitution must make provision for an open and accessible procedure to enable(s)election of new members to and removal of old members from the organising committee whilst retaining continuity.
4 Declaration of interests
- 4.1 You will notify the Council of any conflict of interest that may reasonably be deemed to affect the impartiality of any member of staff, volunteer, Office Bearer or Board/Management Committee Member on any matter relevant to his or her duties.
5 Financial planning, procedures, and reporting
- 5.1 You will need to submit to the Council robust financial information that clearly outlines the full expenditure and income profile of the event.
- 5.2 You must adopt a demonstrable procurement process which ensures best value and avoids any conflicts of interest.
- 5.3 Where there is potential conflict of interest in the procurement of either goods or services a tendering process should be undertaken to ensure a transparent procurement procedure.
- 5.4 You must have a bank account in your organisation’s name.
- 5.5 You must record all expenditure by using invoices, receipts and vouchers and ensure that you are in a position to make these records available to Manchester City Council if requested.
- 5.6 You must regularly monitor expenditure and compare actual performance against the funding budget.
6 Forward Planning
Your funding application should demonstrate:
- 6.1 A sound and realistic approach to forward planning.
- 6.2 A cohesive and forward-thinking vision of how your event will develop.
- 6.3 A realistic vision of how you are planning to minimise your reliance on public sector funding and to maximise income from other sources.
7 Governance/ Accountability and Transparency
You must provide evidence to the Council that the organisation is accountable and transparent to its stakeholders in both its decision-making process and governance. This will include but is not limited to providing evidence of:
- Accountability to service users/the target community or communities and the opportunity for service users/the target community or communities to influence or participate in the decision-making process (e.g. via an AGM).
- Encouraging ownership of the organisation by all key stakeholders through effective consultation processes.
- Transparency in the organisation’s decision-making through easily accessible information.
- Minutes from committee meetings must be made available to the wider community [via website for example]
8 Legal Obligations and Best practice
You must demonstrate a commitment to develop where relevant policies and procedures to comply with the relevant law relating to:
- 8.1. Data protection
- 8.2. Equality Act 2010
- 8.3. Employment law
- 8.4. Child protection
- 8.5. Vulnerable adults
- 8.6 Promotion of fair pay and contracts
- 8.7 Coronavirus Act 2020
- 8.8 Public Health (Control of Disease) Act 1984
9. Other Considerations
You must demonstrate:
- 9.1 That the Community Event generates citywide impacts in terms of raising the profile of Manchester - e.g. economic benefits, audience and participant numbers.
- 9.2 That you have at your disposal an event management team with the capacity and competence to:
- a) plan and deliver your event in accordance with industry standards and in compliance with the relevant Health and Safety regulations and guidelines
- b) deliver your event to a standard that ensures it meets its aims and objectives.
- 9.3 A commitment to continuous improvement in the provision of services or activities.
- 9.4 A commitment to evaluation of your event which will inform your learnings.
- 9.5 The involvement of more than one single cultural or ethnic community and establish opportunities for positive interaction among them.
- 9.6 A commitment to promoting social cohesion, social inclusion, equality of opportunity and good relations.
- 9.7 That the Community Event serves clearly identified community needs not adequately addressed by other organisations.