1. travel
2. tourist destinations
3. australia and new zealand

TOURISM COLLATERAL DISPLAY
POLICY
1. Overview
This policy outlines the criteria, application process, packaging and delivery requirements for
stakeholders and operators seeking to have collateral displayed in the City of Melbourne’s visitor
services network. The City of Melbourne is taking action to improve its own environmental
performance in delivering visitor services and information, in particular looking at resource use
and waste.
The City of Melbourne’s Tourism Melbourne Branch is responsible for the delivery of the
organization’s visitor services network. The six core services are the Melbourne Visitor Centre at
Federation Square (MVC), the Melbourne Visitor Booth in the Bourke Street Mall (MVB), City
Ambassador Program, Cruise Ship Program and Melbourne Greeter Service.
The visitor services network distributes Melbourne tourism industry collateral as well as regional
Victoria collateral, free of charge. The City of Melbourne is keen to continue to work cooperatively with the tourism industry to ensure the availability of a range of information across all
tourist products and services.
Priority is given to the display and distribution of City of Melbourne produced collateral, collateral
promoting Melbourne events and attractions, and official visitor guides.
2. Definition
The term ‘collateral’ in this policy refers to printed promotional brochures, flyers and other
literature, including maps, booklets, magazines and tourism publications.
3. Responsibility of the Tourism Melbourne Branch
The Tourism Melbourne Branch must approve collateral prior to being displayed. It is the
responsibility of this branch to determine and administer the assessment criteria and manage the
application process outlined in this policy. The Tourism Melbourne Branch also decides which
locations collateral will be displayed at, for what duration and reserves the right to review the
display of collateral after it has been approved.
The display of collateral by the visitor services does not imply endorsement by City of Melbourne.
Any false information will result in the denial of collateral being displayed or material being
removed from the services.
4. Criteria assessment
The following criteria are used to determine what collateral is approved for display at the City of
Melbourne visitor services network:
i. Collateral that promotes tourism in Melbourne and Victoria by providing information about
destinations, attractions, events and festivals, accommodation or activities.
ii. Businesses have appropriate insurance cover from an authorised insurance company
that covers public liability, professional indemnity, property insurance and workers
compensation.
iii. Tourism operators are members of a recognised industry association e.g. Victoria
Tourism Industry Council, Australian Hotels Association or accredited under a recognised
accreditation program such as the Australian Tourism Accreditation Program.
iv. Tourism operators, where necessary, hold relevant license(s) and permit(s) to conduct
their business operation e.g. Parks Victoria’s Licensed Tour Operator permit.
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TOURISM COLLATERAL DISPLAY
v. The finished size of the brochures must be DL or A5.
collateral may be available, however is limited.
Shelf space for other sized
vi. At a minimum, single page DL sized collateral is printed on 140gsm stock.
vii. Collateral adheres to City of Melbourne’s environmental requirements:

paper used must be Forest Stewardship Council (FSC) Certified.

printer must be carbon neutral

vegetable based inks are used for printing.
viii. Information is accurate and current.
ix. Event collateral requests are received no less than 30 days prior to the event.
x. Galleries and retailers, within the City of Melbourne, who sell Indigenous art or art
products (e.g. t-shirts, postcards and souvenirs), are encouraged to subscribe to the City
of Melbourne's Code of Practice for Galleries and Retailers of Indigenous Art. For
information on subscribing to the Code, please refer to
www.melbourne.vic.gov.au/indigenouscode or call the Indigenous Arts Program Manager
on (03) 9658 8877.
xi. Galleries and retailers can have their collateral displayed in the Indigenous display
section at the Melbourne Visitor Centre upon subscribing to the above Code of Practice.
Please note any collateral displayed will still need to go through the below application
process.
5. Application process
The following steps are to be followed when applying to have collateral distributed through the
City of Melbourne’s visitor services network.
Please note if your request is an event related enquiry, you are not required to complete a
request form. However, we will require a hard copy of the collateral in order for us to review the
quality, contents and size of the collateral in accordance to the criteria assessment.
i.
Complete the ‘Tourism collateral display application’
ii.
Complete the ‘Tourism collateral display agreement’
iii. Attach the above forms with:
a. one copy of the business Certificate of Currency
b. one copy of relevant tourism accreditation or License(s)/Permit(s)
c.
one copy of the collateral
d
evidence of environmental requirements
iv. Mail the above documentation to the Tourism Operations Coordinator,
Melbourne Visitor Centre, Federation Square
Corner of Flinders and Swanston streets, Melbourne VIC 3000
The tourism operator or stakeholder will be notified of the outcome of an application by email,
within 10 working days from the date the application is received. If the application is approved,
the email will state the minimum and maximum amount of collateral required for display.
Collateral not approved for display may be retained in resource files at the MVC and MVB.
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6. Collateral display location and rotation
Due to display space limitations, collateral will be rotated according to availability of supplies and
to the different themes of information displays. Where a company, tourism operator or
organisation offers more than one product in a range of collateral and that collateral meets the
requirements of this policy, one display space is offered. The collateral is then rotated at the
discretion of the City of Melbourne.
All new collateral approved for display will be trialled for a period of three months at the MVC.
During this trial period, visitor demand for the collateral will help the City of Melbourne to
determine the longer term display of the collateral.
7. Packaging requirements
i.
Collateral deliveries are not to exceed 10 kilograms per box or bundle.
ii.
Boxed deliveries should ideally measure 160mm (H) x 220mm (W) x 300mm (L).
iii. Collateral delivered to the MVC must be securely packaged in a box marked with:

The name of the collateral

The quantity of collateral

Company name and contact phone number
8. Collateral replenishment
The Tourism Stores Officer will contact the supplier by email when additional quantities of
collateral are required. It is the supplier’s responsibility to provide additional collateral in a timely
manner.
9. Delivery instructions for approved collateral
Deliveries are only accepted from Monday to Thursday, between the hours of 11am to 4pm.
Exception to this delivery requirement is by prior approval from the Tourism Stores Officer.
Approved collateral should be addressed and delivered to:
Tourism Stores Officer
Melbourne Visitor Centre, basement level
Corner Flinders and Swanston streets
Melbourne VIC 3000
The MVC storeroom is located in the east end of the MVC, basement level, east shard,
Federation Square (take lift or stairs from ground level). Please refer to the map on the final page
of this policy.
10. Storage
The MVC has strict storage limitations. Unless otherwise agreed by the City of Melbourne, the
centre will not accept collateral that has not been approved through the process outlined in this
policy.
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APPLICATION
Applicants must complete Sections A and B of this form. We will also require a hard copy of your brochure in
order for us to review your application, in accordance with our policy. Please note, if your request is an event
related enquiry, you are not required to complete this application form.
Section A – applicant details
Collateral Name
Contact Name
Organisation
Email
Mailing address
Phone
Fax
Section B – request details
Mandatory items for all applicants
1. Collateral category
Office use only
 Attraction
 Official Visitor Guide
 Accommodation Guide
 Tourism Magazine
 Tours
 Other tourism publications (please list)
_______________________________ __
__
_ __
2. Collateral size
(DL size preferred for
attraction and tour collateral)
 DL
 A5
 Other ___________________________
3. Collateral quality
 Collateral is printed on 140 gsm or more
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Mandatory items for tour operators / attractions
4. Collateral adheres to
environmental requirements
outlined in Tourism
Collateral Display Policy
Office use only
 No
 Yes
Evidence of the following provided:
 Forest Stewardship Council Certified
 Printer carbon neutral
 Vegetable based inks used for printing
5. I hold tourism
accreditation and / or a
member of a recognised
industry association. Refer
to Tourism Collateral
Display Policy – criteria
assessment for examples.
 No
 Yes. Please list accreditation and / or
association and provide copies:
_____________________________________
__ ___ ______________________________
 Copies of accreditation and / or associations
provided
6. I hold and will continue to
hold appropriate insurance
that covers:
 public liability
 professional
indemnity
 property insurance
 workers
compensation
 No
 Yes
 Copy of Certificate of Currency provided
Mandatory items for indigenous art galleries / retailers within the
City of Melbourne
7. I adhere to City of
Melbourne’s Code of
Practice for Galleries and
Retailers of Indigenous art.
 Yes
 No
 At least 50% Indigenous owned and / or
 Service conducted by Indigenous people
Recommended items for all applicants
8. I hold a Tourism
License(s) / Permit(s)
 No
 Yes - please list _____________________
__ _______________
___
 Copies of License(s) / Permit(s) provided
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TOURISM COLLATERAL DISPLAY
AGREEMENT
On behalf of_____________________________ I, ________________________________
(organisation name)
(person’s name)
request approval for the enclosed collateral to be distributed through the City of Melbourne’s visitor services
network.
I understand and agree that if my collateral is approved:

The collateral will be displayed at the agreed City of Melbourne’s visitor service network.

I agree to forward a pre-approved supply of the brochure to the Melbourne Visitor Centre at my
expense.

I agree to mail / deliver additional quantities (if available) to the Melbourne Visitor Centre as required.

I have read the Tourism Collateral Display Policy and accept the conditions outlined.

I understand that by signing, there is no guarantee of acceptance of my collateral for display.
Declaration and Indemnity
That in consideration for City of Melbourne accepting my application, I warrant that:
a. I agree to indemnify the City of Melbourne in respect of any liability claim that may be made against
it by any breach of the above warranties.
b. I agree to abide by these terms and conditions, and I hereby warrant that I am duly authorized to
sign this agreement.
c.
I agree the Tourism Operations Coordinator reserves the right to remove the collateral should the
same not meet the trading terms of the City of Melbourne.
Signature ________________________________ Date ___________________________
Before submitting your application, please ensure have you completed the following:




Read the Tourism Collateral Display Policy
Filled in and signed the Tourism Collateral Display application
Provided one copy of brochure
Provided copies of relevant documents
Return completed application to:
Ellena Ly
Tourism Operations Coordinator
Melbourne Visitor Centre, Federation Square
Corner of Flinders and Swanston streets
Melbourne VIC 3000
Section C – Office use only
 Approved
Authorised by: ___
______
Entered into database by: _
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 Not approved
 Withdrawn
Quantity: _
Date: ___/___ / ____
Date: ____ /____ / ____
 N/A