DVBA Event Sponsorship The DVBA works hard to be a proactive champion for Victoria's downtown business community, promoting sustainable economic vitality through direct action and advocacy. To support this mission, the DVBA allocates funds to organizations that produce events that contribute towards making Downtown Victoria welcoming, vibrant, and the preferred regional hub for business, culture, services and amenities. The goal of this process is to establish open and transparent guidelines for the evaluation and distribution of DVBA funds, respecting the best interests of our members and the limited financial resources available for sponsorship. The filing deadline for DVBA event sponsorship for 2017 is February 28, 2017 and subsequent years will be October 31. The sponsorship application is available on the DVBA s website at downtownvictoria.ca. How to apply To be eligible for sponsorship, organizations must meet the criteria guidelines outlined in the Application Form and submit it along with required documentation (if applicable) by email to the DVBA s Marketing Manager, Kristy Fallon at kristy@downtownvictoria.ca. Applications will not be accepted in person or by fax. It is the responsibility of the applicants to submit a complete application with clear and sufficient information. It should be noted that the sponsorship process is very competitive and applicants should submit the best application possible as this will be the basis for funding for the following two years. Submission of an application does not guarantee the applicant will be awarded all or part of the sponsorship requested and incomplete or unclear applications may be declined without follow-up by the DVBA. Eligibility and evaluation The DVBA reserves the right to award or decline sponsorship wholly at the discretion of the DVBA, However, certain specific qualifying criteria are applied before the evaluation of the sponsorship application. 1. Does the applicant represent a registered not-for-profit or charitable organization based in Victoria that has been in operation for more than one year? 2. Are the residents (businesses) of Victoria the primary beneficiaries of the service the organization provides? 3. Will the event support the current key strategies of the DVBA available on our website? 4. Will the event be sustainable past the support of the grant? 5. Has or will the organization secure other sources of support and funding? 6. Does the organization work collaboratively with other community partners? DOWNTOWNVICTORIA.CA PAGE 1 OF 9
The DVBA s Marketing Manager will vet the applications to ensure the application meets the eligibility criteria and is complete before presenting the sponsorship application to the Marketing Committee for evaluation. The Marketing Committee will evaluate the sponsorship application based on the following with points awarded in the following categories: 20% - attendance the number of people your event will drive into the downtown 20% - sustainability whether the organization has shown that there is capacity for the event to continue with other sources of income 20% - how you involve businesses both directly and indirectly 20% - free how much of your event is free 10% - creativity how the event adds to the vibrancy of the event landscape 10% - happening exclusively in the downtown core greater percentage of funds will be given to those events that are exclusively within Downtown Victoria. Partial points in this category will be awarded based on the percentage in Downtown Victoria versus outside the core. If an application for sponsorship has been approved, the DVBA will contact the organization to award the sponsorship and release the first half of the funds. It is up to the organization applying to follow-up with the DVBA to arrange sponsorship benefits. Applicant Information Society or Organization Name (will be used on cheque if request approved): Address (for cheque): City: Postal Code: Contact Person: Position/Title: Telephone: Cell Phone: Email: Organization Information Registered Society in good standing? (Y/N): BC Society Number: Non-profit organization with constitution and bylaws? (Y/N) DOWNTOWNVICTORIA.CA PAGE 2 OF 9
Date of last AGM? How long has the organization been in existence? (years) How many active members does the organization have? Briefly describe the organization s objectives: Briefly describe the services the organization provides: Website: Facebook: Instagram: Twitter: Current and previous funding Has the organization received funding in the form of cash, in-kind, or any other type from the DVBA in the past two years? (Y/N) If yes, please specify (up to previous two years): If yes, please specify how you recognized the DVBA: Indicate the outcome(s) of the organization s funded events: DOWNTOWNVICTORIA.CA PAGE 3 OF 9
Sponsorship Request Event Name: Event Date(s) & Time(s): Event Location(s) (list all): Briefly describe the event: Event goals: Briefly describe how the event supports the DVBA s vision: Are there events of a similar nature being offered in the community? (Y/N)? If yes, how will your event complement, enhance or differ from similar existing events: Is this a free event? If not, please indicate how much tickets/admission is: Which other businesses/organizations are involved in this event? Please describe which and their roles: DOWNTOWNVICTORIA.CA PAGE 4 OF 9
Describe how this event will be sustainable past the event time period: Grant Outcomes How many people will directly benefit from this request: Age categories of residents that will benefit from this request: Children (0 12 years): Youth (13 19 years): Adults (20 44 years): Adults (45 65 years): Seniors (65+ years): Describe the anticipated outcomes of this event, both short term and long term: Describe how the organization will evaluate the benefits of this project/program to the organization and to the community and what the specific performance measures will be: DOWNTOWNVICTORIA.CA PAGE 5 OF 9
Assistance to other organizations If the organization provides financial assistance to other organizations or societies please list: Societies/organizations: Funding request Revenue: Federal and/or provincial grants (specify ministry and program) Confirmed Potential Other federal and/or provincial funding (specify) Municipal grants Cash In-kind Non-government Earned income User fees Fundraising Foundations (specify) Private donations Other (specify) DOWNTOWNVICTORIA.CA PAGE 6 OF 9
Applicant organization s contributions to the event Cash In-kind Total revenue Expenses Salaries and benefits Administration Rent/Mortgage Event supplies Advertising and promotion Other (specify) Total expenses Note: The budget must balance. Expenses must be equal to revenue. Terms and conditions We hereby certify that, to the best of our knowledge, the information provided in this application is accurate and complete, and is endorsed by the organization we represent. If our organization receives a sponsorship, we acknowledge and agree to the conditions set out below and to any other conditions approved by the DVBA at the time the sponsorship is awarded. 1. Applications for sponsorship must be submitted on the fully completed grant application. At the discretion of the DVBA, partially completed applications or applications not on the standard form may be delayed or refused. DOWNTOWNVICTORIA.CA PAGE 7 OF 9
2. In the event that sponsorship funds are not used in-part or in-full for the event indicated in the application, the organization must return the funds to the DVBA to the attention of the Executive Director. 3. In the event the organization makes changes to the event indicated on the application for which the grant has been provided, written notification must be forwarded prior to the change to the DVBA to the attention of the Marketing Manager. 4. Depending on the nature of the event, sponsorship, assistance will have a maximum duration of three years (if required) on a declining basis without re-application starting as of 2017. Declining basis means that in the second year the maximum grant will be two thirds of the first year grant upon submission of a completed Report Out form for the first year. In the second year, the maximum grant will be one third of the first year grant upon submission of a completed Reporting Out form for the second year. No assistance will be available for any event in a fourth or subsequent year. Organizations may submit applications for grants subsequent to any prior three year period provided it is for an event that is distinctly different from all prior events and also provided the new event period does not overlap with any preceding event. 5. Once a sponsorship has been approved, the organization submitting the application hereby acknowledges that it will make, and continue to make, attempts to secure funding from other sources as indicated in the application. 6. The event may not be represented as an event of the DVBA nor may the organization hold itself out as an agent of the DVBA in any way. 7. The Downtown Brand will be used to recognize the contributions of the DVBA, not the DVBA s corporate logo. The Downtown Brand will not be used without written consent from the DVBA s Marketing Manager. 8. The DVBA reserves the right to use any information related to the organization and the sponsorship assistance to the organization in its promotions and advertising. The use of any such information will be at the discretion of the DVBA and may be done so without permission of the organization. 9. The organization will complete and submit the Reporting Out form no later than 45 days following the event. Based on the results reported in the form in comparison to the initial application for sponsorship, the DVBA may not release the second half of the approved sponsorship and may terminate funding to the organization for any time period. 10. All sponsorships shall be considered to be term grants, subject to all requirements specified in this policy. DOWNTOWNVICTORIA.CA PAGE 8 OF 9
11. This policy hereby nullifies all written or unwritten agreements in existence prior to the 2017 fiscal year between the DVBA and all organizations, societies, and charitable interests. The Marketing and Events Committee reserves the right to determine which events to support based on their impact on the downtown, alignment with the DVBA goals and mandate and availability of funds in the DVBA Event Sponsorship budget to a maximum of $3,500 per event. Signatures By signing below the representatives of the organization thereby acknowledge that they have fully read and understand the policy conditions and agree to be bound by them and that the information included in this application is true and correct to the best of their knowledge. Signature Phone Signature Phone Name and position Email Name and position Email Date Date All completed applications, reporting out forms, and correspondence should be forwarded in accordance with timelines specified herein to the attention of the Marketing Manager at the DVBA. DOWNTOWNVICTORIA.CA PAGE 9 OF 9