Exhibition Business Events Grant

Gold Coast Convention & Exhibition Centre

June 21 - 24, 2021

 

Exhibition Business Events Grant

 

The Australian Sports Turf Managers Association has received confirmation from Austrade (Australian Trade and Investment Commission) that the 2021 Sports Turf Management Conference & Trade Exhibition to be held in the Gold Coast in June has been endorsed as Approved Business Event. 

The result of this endorsement of the Associations’ Turf Conference & Exhibition is that partners and companies exhibiting at (or sponsoring) the 2021 Sports Turf Management Conference & Trade Exhibition are eligible to apply for and receive Government funding to cover up to 50% of costs for exhibiting, up to a maximum of $250,000.

Following on from a significant amount of work relating to the recognition of Sports Turf Management as a priority industry, the Department of Industry, Science, Energy and Resources has supported the endorsement of the 2021 Sports Turf Management Conference & Trade Exhibition as an Approved Business Event. 

Austrade, through the Business Events program will provide exhibitors, delegates and sponsors of the 2021 Sports Turf Management Conference & Trade Exhibition matched funding of between $10,000 to $250,000 to meet eligible costs to support the industry and their involvement.   The funded amount will be up to 50 per cent of eligible project expenditure.

 

Funding for Eligible Exhibition Expenditure

Applications for funding can be made where organisations attend, exhibit or sponsor the 2021 Sports Turf Management Conference & Trade Exhibition, and (if eligible) will cover up to 50% of costs associated with eligible activities, such as: 

  • Hire of the exhibition Open Space or Booth and the cost of associated exhibitor staff and delegates at the Conference & Trade Exhibition (up to a maximum of 10 delegates if exhibiting)
  • Exhibition event and display set up costs, including the design, stand build, furniture, manufacture and shipping of exhibits and expenses related to running the exhibit stand
  • Sponsorship of the Conference and/or Conference elements, an activity or Conference Event (up to a maximum of $10,000)
  • Airfares and accommodation costs for exhibiting staff 
  • Approved networking activities within 2021 Sports Turf Management Conference & Trade Exhibition program
  • Promotional material, including promotional merchandise related to exhibiting at the Sports Turf Management Conference & Trade Exhibition
  • Digital promotion, including the setup, display and design of audio-visual material at the Sports Turf Management Conference & Trade Exhibition
  • Contractor/s costs associated with exhibiting at the event
  • Domestic travel limited to the reasonable cost of accommodation and transportation associated to exhibitors and delegates at the 2021 Sports Turf Management Conference & Trade Exhibition

     

Overview of the Business Events Grant Program

The Business Events Grant Program will support Australian businesses by providing grants between $10,000 and $250,000.  Grant funding will cover up to 50% of eligible expenditure incurred in participating at pre-approved business-to business events as buyers or sellers during the 2021 calendar year within the available funding envelope of the Scheme.

What is eligible for Funding?

Travel, accommodation and registration
  • Accommodation (e.g. hotel, motel, serviced apartments)
  • Airfares
  • Registration (up to 10 delegates if exhibiting at the event)
Event Exhibition Costs
  • Event and display set up costs, including the design, manufacture and shipping of exhibits directly related to exhibiting at the event
  • Audio visual and information technology (e.g. equipment, production, recording, hybrid)
  • Furniture and equipment hire (e.g. fork/scissor lift)
  • Display and signage (e.g. banners, including digital)
  • Freight (e.g. courier, postal services)
Promotional materials
  • Graphic design
  • Publishers and printers (e.g. sales-collateral)
  • Promotional merchandise
Digital promotions
  • Digital promotion including the design of audio visual material, directly related to exhibiting at the event
  • Theme and design for digital set up of exhibit
  • Digital content for display as part of exhibit
  • Graphic design
  • Social media for exhibiting at the event – (e.g. design, paid social media ads)
  • Digital photography/videography/editing

Digital promotion, including the setup, display and design of audio visual material, cannot exceed 50% of the non-sales-collateral related costs.  For example, if an applicant is seeking funding for delegate travel, registration and exhibition costs totalling $20,000, digital promotion costs would be capped at $10,000.

Contractor costs directly related to exhibiting at the event
  • Specialists/expert that is required to design, create stand and/or liaise with potential buyers/sellers as part of exhibitor stand
  • Event stand management (e.g. exhibiting staff and on-costs)
  • Content contracts (e.g. speakers, facilitator, team building, including fees and on-costs)
Other eligible expenditure
  • Hire of the exhibition space and cost of associated delegates as part of the event conference package for exhibition hire (up to a maximum of 10 delegates)
  • A maximum applicant cash (not in kind) contribution of $10,000 towards to sponsorship of the event can be matched dollar for dollar under the grant (equating to $20,000 in total)
  • Catering for networking activities as part of exhibiting at pre-approved events at the stand or elsewhere

 

What is ineligible?

Certain travel costs
  • Travel agent costs
  • Private transport (e.g. car hire, taxi, Uber or VIP chauffeur transfers)
  • Transfers (e.g. coaches)
  • Public transport (e.g. train, bus, ferry fares)
General business costs
  • Routine operating costs and overheads
  • Accounting and audit costs
  • Insurance and legal costs
  • Offsite venue hire (e.g. unique venue, function venue)
  • Social functions and incentive activities (e.g. Attendance or sponsorship of Gala Dinners, Pre and Post touring activities, Accompanying Persons Programs

 

2021 Exhibition Case studies

Case Sudy 1 - A business sending staff to an event

A national turf maintenance company intends to send 4 sales staff to the Australian Sports Turf Management Conference and Exhibition.  The company is looking to diversify into new domestic markets and the staff will be connecting with key domestic buyers at the event.

The total project costs are $25,000, which includes:       

Item Item Cost ($)
Delegate registration for 4 delegates $4,000
Airfares and accommodation for 4 delegates*   $7,000
Event sponsorship as the official hydration station and reusable water bottle sponsor $8,000
Branded water bottles for hydration station $2,000
Freight costs for merchandise and sales-collateral   $400
Accountant costs for reconciliation of event costs and submission of post event report $2,000
Delegate per diem x 4    $1,600
Total $25,000

On assessment of the application, it is found:

  • All 4 delegate registration, flight and accommodation costs* are eligible as a maximum of 4 delegate registrations can be claimed if you are a nominated buyer and seller participating in an event.
  • Only up to $10,000 in sponsorship costs can be matched dollar for dollar under the program. As $8,000 x 50% = $4,000 the whole sponsorship amount claimed is eligible.
  • The cost of branded water bottles is eligible as directly related to advertising, promotion and merchandise and relates to exhibiting at the event.
  • Freight costs to venue for merchandise and sales-collateral is eligible
  • Accountant costs for reconciliation of event costs and submission of post-event report is ineligible as this relates to general business expenses.
  • Delegate per diem is ineligible as it relates to general business expense.

In this scenario, only the delegate flights* and expenditure directly relating to attending, sponsoring and exhibiting at the approved event is eligible. General business costs are ineligible.

$21,400 would be eligible project costs. The company would receive a grant of $10,700 to cover 50% of their eligible costs.

 

2. A business exhibiting at an event

A large chemical, seed or turf firm intends to exhibit at the Australian Sports Turf Management Exhibition to market their products. The event is listed on the Schedule of Approved Business Events and the company will send 10 staff to work on the exhibition stand over the 3 day event.

Item Item Cost ($)
Airfares and accommodation for 10 exhibiting staff $10,000
Return taxi fares to the airport x 10    $1,000
Exhibitor registration x 10 $10,000
Hire, design and construction of an exhibitor booth for the event $10,000
Promotional flyers and branded merchandise for the event $4,000
Graphic design related to exhibiting       $10,000
Contractors to erect an audio visual display      $10,000
Development of a promotional video  $10,000
Total $65,000

On assessment of the application, it is found:

  • Private transport costs are ineligible, which would exclude the taxi fares from being claimed
  • Application does not exceed the maximum of 10 delegates acting as exhibitors which are eligible under the program.
  • The applicant has claimed $30,000 for digital promotion, which is above the maximum claimable for the digital component as it exceeds 50% of the nonsales-collateral eligible project costs (($10,000 for airfares + $10,000 for registration + $10,000 for design and construction) x 50%) = $15,000).
  • Therefore, only $15,000 is eligible to be claimed under digital marketing. (Note that the $4000 for ‘promotional flyers and branded merchandise’ is not included in this calculation as these are sales collateral costs)

In this scenario, all expenditure listed is eligible except for taxi fares, and digital promotion beyond the maximum of $15,000.

$49,000 would be eligible project costs. The company would receive a grant of $24,500 to cover 50% of eligible costs.


3. A business exhibiting at an event

A machinery company intends to exhibit at the Australian Sports Turf Management Exhibition to show their latest technology and promote their new services. The event is listed on the Schedule of Approved Business Events and the company will send 7 staff to work on the exhibition stand over the 3 day event.

Item Item Cost ($)
Conference Sponsorship  $15,000
Airfares and accommodation for 7 exhibiting staff $10,000
Return taxi fares to the airport x 7 $     700
Exhibitor registration x 7 $10,000
Booth Hire, design and construction of an exhibitor booth for the event $30,000
Promotional flyers and branded merchandise for the event $  4,000
Exhibition Advertising       $10,000
Freight for Machiniery and Sales collateral $10,000
Total $89,700

 

On assessment of the application, it is found:

  • Private transport costs are ineligible, which would exclude the taxi fares from being claimed
  • Application does not exceed the maximum of 10 delegates acting as exhibitors which are eligible under the program.
  • All 7 exhibitor registrations, flight and accommodation costs are eligible 
  • Up to $10,000 in sponsorship costs can be matched dollar for dollar under the program, therefore the whole sponsorship amount claimed is eligible.
  • Total for advertising as it is related to advertising, promotion and merchandise and relates to exhibiting at the event can be claimed.
  • Freight costs to venue for machinery, merchandise and sales-collateral is eligible

$84,000 would be eligible project costs. The company would receive a grant of $42,000 to cover 50% of eligible costs.
 

Applications

Applications are now open and are currently scheduled to close on 31 March 2021.  This program is demand driven and will be open until all funding has been allocated. 

Companies should read the grant opportunity guidelines, eligibility criteria and the sample grant agreement before going to the online portal, setting up an account and submitting their application.  

For further information and to apply please use the following links and downloads

Links:

Downloads:

For further information on exhibition, sponsorship or advertising opportunities that are eligible for funding please contact the Australian Sports Turf Managers Association: 

Pam Irvine, Exhibition Sales Co-ordinator

pam@agcsa.com.au (03) 9548 8600

Simone Staples, Events Manager

simone@agcsa.com.au (03) 9548 8600