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Sponsorship Policy

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Gippsland Water Sponsorship Policy

1. Purpose

As a Victorian State Government Agency, the purpose of this policy is to provide a framework for assessing sponsorship applications to ensure compliance with the Victorian Government Sponsorship Policy.

2. Policy scope

Under the Water Act 1989, we will offer consideration to sponsorship applications associated with the environment, education and community benefit.

Our Communications and Engagement Strategy 2017-19 identifies areas for growth that align with our organisational vision for a healthy and sustainable Gippsland. The strategy recognises sponsorship as one of the main drivers of engagement and commits to sponsorships around the key themes of healthy people, healthy communities and healthy environment. Our Five Year Plan 2018-2023 commits us to investing in programs that support the wellbeing of our community.

2.1 Focus

Our sponsorship program focuses on projects and activities that promote:

  • Water
  • Water conservation
  • Water and wastewater education
  • The environment
  • Public health
  • Community wellbeing

2.1 Criteria

For a sponsorship application to be considered, it must meet one or more of the following criteria:

  • Does the activity or event occur within our service area?
  • Is there a focus on water or water conservation?
  • Does the organisation or event reflect our values?
  • Does the organisation or event provide avenues to promote our key messages and programs?
  • Does the activity or event benefit the community in our service area?

Gippsland Water will not support sponsorships that align with:

  • unincorporated groups or bodies which do not have an Australian Business Number
  • “for profit” organisations
  • delivery or replacement of core government services
  • donations for fundraising teams or individuals for charity
  • retrospective funding or budget deficits
  • political campaigns or groups seeking support for personal interests
  • events that discriminate adversely against any persons, organisations or groups
  • activities that have a co-sponsor supplying bottled water to either the event or the wider community
  • events which conflict with government policy or objectives
  • organisations supportive of or with visible links to tobacco, gaming, alcohol or drug-related issues
  • proposals that do not align with overall intent of our sponsorship objectives as outlined in our Communications and Engagement Strategy
  • Requests that do not comply with the Information Privacy Act 2000.

2.3 Eligibility

Sponsorship/grant funding will only be provided to not for profit organisations within the service area of Gippsland Water who have an ABN and/or deductible gift recipient status and that can provide a copy of their constitution/memorandum of association and organisational structure.

3. Forms of sponsorship

We will offer sponsorship in the following forms:

3.1 Financial support less than $5,000, or a permanent water fountain

3.2 In-kind support including:

  • Merchandise such as reusable drink bottles, stress balls and reusable bags*
  • Provision of technical expertise from within the organisation to assist with a specific short term project or event
  • Provision of water and compost* at reduced or no cost

*Limits and conditions may apply

3.3 Portable Water Fountains

3.4. Partnership with agencies on projects with common objectives.

Note: Gippsland Water Sponsorship Guidelines & Procedures plus the Application and Acquittal Forms form part of the appendices to this Policy and detail, where required objectives and related KPIs of the project/event/activity, business case, budgeting, documentation relating to payments and the acquittal process.We will offer sponsorship in the following forms:

4. Return on sponsorship investment

Successful recipients will be required to acknowledge the sponsorship. This can take a number of forms including:

  • Media acknowledgment in print articles and through television or radio exposure
  • Placement of Gippsland Water logo on posters and marketing materials
  • Signage at event/on site reflecting Gippsland Water’s support
  • Acknowledgment via the sponsorship recipient’s social media channels
  • Acknowledgment on day of event by MC
  • Post event acknowledgment in press and or public notices

Where financial support is provided, successful applicants will need to complete a simple acquittal process.

5. Assessment of sponsorship applications

Sponsorship requests will be assessed on the following basis:

5.1 Financial support or permanent water fountain

5.1.1 Applications will be considered once a year. The opening and closing dates for applications will be advertised on our website.

5.1.2 Applications will be initially reviewed against the Scope of the Policy, Guidelines & Procedures and completion of the Application by the Communications Team.

5.1.3 Shortlisted applications will be recommended to the Executive Leadership Team for approval

5.2 In-kind support

Applications will be considered as received throughout the year and reviewed against the Scope of the Policy, Guidelines & Procedures and completion of the relevant Application Form, by the Communications Team for:

  • Merchandise such as reusable drink bottles, stress balls and reusable bags
  • Provision of technical expertise from within the organisation to assist with a specific short term project or event
  • Provision of water or compost at reduced or no cost

5.3 Portable Water Fountains

Applications will be considered as received throughout the year and reviewed against the Scope of the Policy, Guidelines & Procedures and completion of the relevant Application Form by the Communications Team.

5.4 Partnership with agencies on projects with common objectives

Sponsorship opportunities proposed to, or initiated by Gippsland Water will be initially reviewed and negotiated by the Communications Team and will then be recommended to the Executive Leadership Team for approval. See Guidelines & Procedures section 5 Applications.

Successful and unsuccessful applicants will be notified in accordance with the Guidelines and Procedures.

6. Disclosure

Staff involved in sponsorship management or decision making must:

  • Disclose and resolve any conflict of interest
  • Avoid or terminate any sponsorship agreement where regulatory interests conflict
  • Refuse gifts, invitations or other favours
  • Reject approaches that might be interpreted as to influence any decision outcome
  • Maintain confidentiality in all dealings
  • Maintain privacy in all dealings – private information held by Gippsland Water must not be disclosed to external organisations as a benefit of sponsorship
  • Maintain accountability
  • Maintain independence of sponsorship and purchasing activities

7. Accountability & Reporting

  • The sponsorship Application Form will provide detail and form part of the accountability requirements
  • Sponsorship Agreements should be documented – see Guidelines and Procedures
  • All agreed benefits must be delivered – see Acquittal Form
  • Financial viability assessment on potential sponsorship partners/applicants should be completed to identify financial risk – see Guidelines & Procedures and Application Forms
  • A separate ‘register’ should be maintained to track outgoing financial benefits.
  • Sponsorships provided as part of a reputation management strategy or to achieve communications objectives, must be reported to the Victorian Government Strategic Communication and Protocol Branch. When valuing benefits for reporting purposes, in-kind benefits should be priced at their market rate.

Apendices

Appendix I Guidelines and Procedures

Appendix II Application Forms - Financial support, in-kind support, and portable water fountains

Appendix III Acquittal Form

Relevant documents

Victorian Government Sponsorship Policy and associated policies

Code of Conduct for the Victorian Public Sector

About Us

Gippsland Water supplies fresh clean drinking water to more than 70,000 customers, and wastewater services to more than 63,000 customers across an area of more than 5,000 square kilometres. It maintains a $1 billion infrastructure network, which includes more than 2,000 kilometres of water mains, 15 water treatment plants, over 1,700 kilometres of sewer mains and 14 wastewater treatment plants.

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Choose Tap

Choose Tap aims to promote the benefits of drinking tap water as part of a healthy lifestyle and as an alternative to bottled water.

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Contact Us

Gippsland Water Head Office, 55 Hazelwood Road, Traralgon, VIC, 3844

Phone: 1800 050 500
Fax: (03) 5174 0103
Interpreter service: 131 450
TTY: 1800 555 677
Email: contactus@gippswater.com.au

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