Sponsorship Application Form Tourism, Economic Impact or Quality of Life Event Sponsorships
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1 **Important Notice: The city provides sponsorships in 3 categories: Tourism, Economic Impact and Quality of Life. If you receive funds in one category, you are ineligible for funds in the same category within the same funding cycle or for the same event or activity. (Please use additional sheets of paper if necessary) Name of Requesting Organization: Name of event or activity in which you are requesting funding: Contact Name: Phone: Description of Event or Activity: (Please use additional paper if required) Dates of Event or Activity: When was the event or activity established? Choose the type of sponsorship program you are requesting: Level of sponsorship requested: Tourism Quality of Life Economic Impact $1,000 $2,000 $3,000 $4,000 $5,000 $6,000 Other (Specify Amount) $ Estimated Attendance: Background on group or individuals hosting the event: (Please tell us about the organization and individuals hosting the event.) Are there any other intrinsic attributes to this event that should be considered? Are there any permits required to carry out your event or activity? What additional funding and sponsorship have been secured to ensure the event will be successful? Page 1
2 A. For Economic Impact Sponsorships Only: Estimated Economic Impact: $ How did you derive at the dollar amount of the estimated economic impact? How will you know if you achieved the level of estimated economic impact projected? Any additional economic impact for the City of Las Cruces? B. For Quality of Life Sponsorships Only: Background information on event or activity: (History, target audience, purpose, any other pertinent information) Describe how your event meets all three of the quality of life criteria outlined in the sponsorship policy 1. Readily open and accessible to all or most Las Cruces residents 2. Provides a cultural, educational or civic experience 3. Measure its success both qualitatively and quantitatively Page 2
3 C. For Tourism-Related Sponsorships 1. How Many overnight visitors do you project will be coming to Las Cruces for this event? 2. How did you determine the estimated number of overnight visitors who will be attending? 3. Why would someone come to Las Cruces for this event? (Please describe any unique characteristics of the event that will motivate someone to come to Las Cruces and overnight at our hotels.) 4. In addition to Lodger s Tax, is there any additional economic impact of this event? (Please specify your criteria for measuring the economic impact. Guideline for consideration: 1. All applications must be received by July 15 th or December 15 th of each year. Final recommendations for sponsorship will be sent to City Council no later than the 2 nd council meeting following the application deadline. Tourism-related applications will be reviewed at the next scheduled CVB Advisory Board Meeting. 2. All applications must be accompanied by a marketing plan, budget, and list of sponsors and other funding resources. Signed: Date Authorized Representative Page 3
4 Attachment Checklist Required Attachments Received Fully completed application. Marketing Plan/Strategic Plan Budget Permitting and logistics plan (if required) List of sponsors and other funding resources Page 4
5 Sponsorship Policy Scope of Policy Sponsorship Application Form The City of Las Cruces recognizes two types of events. City-run events are those that are initiated, planned, organized, and funded by any City department(s). These events are covered in City Manager s Policy (CMP) #2.1 Sponsorship of City Programs and Initiatives. City-sponsored events are those initiated and operated by organizations, groups and individuals outside of the City s organizational structure. This policy only covers City-sponsored events. Overview The number of sponsorships and amount of funding are restricted and may vary from year-toyear depending on budgetary limitations. City sponsorships shall not be considered as a longterm commitment in order to encourage independent viability of events as well as support new initiatives. An organization can apply for funds for up to four consecutive years; however, there are no guarantees that a sponsorship will be carried over from one year to another. Sponsorships that continue beyond one year should normally expect a 25% decrease in funding each year. An exception may be made if the event organizer can clearly demonstrate through measurable results that the event or activity is substantially increasing its return on the City s investment. Due to New Mexico anti-donation laws, gifts are not permitted. There must be a clear value received for any sponsorship from the City. For example, groups or individuals coordinating and executing a public event or activity shall accomplish at least one of the following objectives: Improve or enhance the quality of life for the citizens of Las Cruces Creates direct economic impact to the City Generate overnight stays at our hotels and RV parks Definitions of the types of City-sponsored Events 1. Quality of Life: The term quality of life is used to describe many different things. For the purpose of the City s sponsorship program, it is recommended that a quality of life event meet all of the following criteria: A. Readily open and accessible to all or most Las Cruces residents B. Provides a cultural, educational or civic experience C. Measures its success both qualitatively and quantitatively 2. Economic Impact: Eligibility is determined solely on the measurable economic impact that can be attributed to an event. The impact could be achieved by the incremental Gross Revenue Taxes derived or real dollars saved. 3. Tourism Related: Eligibility is defined as events that bring people to Las Cruces that will result in at least one overnight stay in one of our hotels or RV parks. The stated event objective will determine the source of funds received. Quality of Life or Economic Impact sponsorships are funded from General Fund revenues; while Lodgers Tax revenues will fund tourism-related events. Page 5
6 Budgetary Limitations Sponsorship Application Form Any consideration for sponsorships is predicated on budgetary limitations. It is essential that prior to making any awards, the appropriate department making the award has the necessary funding to carry out its main mission and objectives. Therefore, the amount set for sponsorships will vary from year-to-year. Once the budgetary limits are depleted, no additional requests will be considered. Application for Sponsorship Requests Applications will normally be made twice each year for all sponsorship requests. There will be two funding cycles each fiscal year. The first submission deadline will be July 15 th and the second will be December 15 th. Applications for all sponsorships may be completed in full. All applicants shall be notified within thirty (30) days whether or not their program or event has been accepted for funding. Applicants may be called upon to make a formal presentation. Each group or organization making a request for sponsorship will be required to submit a completed application, event budget, as well as plans for permitting and marketing. The request for sponsorship will be ineligible for funding if any section of the application process is incomplete. Applicants may only apply for funds for one category during any funding cycle. For example, if an organization receives City sponsorship funds in a funding cycles for a quality of life project; the same event is not eligible to apply for an Economic Impact or Tourism sponsorship during the same period. To be considered for funding through Lodger s Tax revenues, one must clearly demonstrate that the event will attract overnight visitors to Las Cruces and support local tourism. Consideration for sponsorship funding for either Quality of Life or Economic Impact events or activities from the General Fund; the applicant must demonstrate that the event will clearly enhance the quality of life, as defined in this document; or will enhance the economic impact of the City. Those interested in a sponsorship must including the following with their application: Each submittal must include a completed application, event budget, a detailed list of all revenue sources; and a strategic plan outlining logistical, marketing, and permitting details. The proposed event or activity must enhance the quality of life, generate economic impact, or increase tourism for the City of Las Cruces; as previously defined in this document. The event should have measurable objectives with clear performance standards that demonstrates the program or event s effectiveness. A complete listing of proposed sponsors. The City Manager shall appoint a staff review committee who will assess all applications and rank them based on the criteria outlined above for all Quality of Life and Economic Impact sponsorship requests. The CVB staff shall serve as the review panel for all tourism-related requests. Based on Page 6
7 the available budget, the respective committee will make a determination as to which proposals will be selected for sponsorships and the amount each group will receive. Page 7
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