Year-Round (Mini) Grant Applications -part of the City of Waterloo Hotel-Motel Tax Grant process The Waterloo Convention & Visitors Bureau (CVB), on behalf of the City of Waterloo, is accepting grant requests for event-related that will have a positive impact on the tourism industry in Waterloo. Grant requests may be from either for-profit or non-profit organizations (non-profit must be qualified under IRS Section 501c). This application is intended for those events that will draw greater than 50% of attendance from outside Black Hawk County and requests are limited to a maximum of $3,000. The hotel-motel tax grants have been established to reach the following goals which will be used to score applications: The hotel-motel tax grants have been established to reach the following goals: 1. Recognize and support events that have a significant economic impact on Waterloo 2. Support organizations and activities that strengthen the perception of Waterloo 3. Support applications that are clear, complete and well thought-out Overall scores may be increased when an application demonstrates the following: A strong room night impact, with demand generation at a time of need New projects OR projects that have significant changes from prior year s event. Grants meeting either of the above criteria will have scores increased by 0.5 for each. Applications should specifically show how the event or project brings visitors to Waterloo, both for this event or project, and in the long-term as well. Grants are not intended to provide long-term or operational support, but are intended to support marketing and event efforts that help advance the goals above. The grants are also intended to assist new projects as they begin, especially those that are unable to apply for funding through the larger grant application process. Those entities receiving funding through a mini-grant should ensure that they are submitting future applications through the larger grant process. Grant Requirements: Applications for funding must be received at least 60 days in advance of the event occurring. Application must score a minimum of 65% to be eligible for funding. Applicants MUST have a Federal Employer Identification Number (FEIN) in order to apply. Grant funds will be paid only after the project has occurred, and are reimbursement for money spent. Copies of invoices and proof of payment must be provided. Applicants must show matching funds of 50% or more for the project. The grant will fund no more than 50% of the total project cost. Only funds directly involved with the project may be used as match. Organizational operational funds may not be used to match the grant funds. o If the total project cost is less than what is provided in this application, the approved grant payment will be reduced and would fund no more than 50% of total project cost. Organizations may apply for a maximum of $3,000. 1
Funding must be used for the project designated on this application or funding may be forfeited. Any changes in the project must be approved prior to the project occurring. All project printed materials, signage or advertising must contain the words, #IDigWaterloo and a logo provided by the Waterloo CVB. All project printed materials, signage or advertising must contain the words, Sponsored in part by a City of Waterloo Hotel-Motel Tax Grant and a logo, which will be provided at the request of the grantee. In the event that the event(s) included in an application materially change from the original application, said application will be re-scored by the Waterloo CVB Board and funding will be adjusted appropriately based on the revised scoring percentage and how similarly scored applications were funded during the initial annual funding distribution. o A material change will be defined as a change to the economic impact of more than 25%. However, if the economic impact is greater than 25% but less than $50,000, no adjustment will be made to the award. Fundable items: Advertising and Marketing (Print/Electronic/Billboard) Event-Related Capital projects o Includes purchase of equipment that allows the applicant to operate events more effectively, draw more out-of-county visitors and have financial benefit to the organization in the long term. Applicants should show with specific data how the purchase provides a long-term impact on tourism in Waterloo.. Direct mail campaign expenses related to the event/project. Includes materials, design and postage. Entertainment related to the event/project Honorariums for speakers, officials, etc. o Travel expenses (including hotel rooms and mileage) may be included as allowable honorarium payments with prior approval from the Waterloo CVB. Food and beverage costs are not allowed. Printed materials that promote visits to the event/project prior to the event occurring Prize funds and/or purses o Prize money paid in cash MUST be acknowledged in writing by recipient(s) in order to qualify for reimbursement. No exceptions will be allowed. Travel Shows o Funding for booth space and registration fees Bid money for events, tournaments, conventions, etc. Basic facility rental costs o Costs such as food/beverage and staff time are not fundable Event-related security and safety services Marketing and design services Transportation to and around Waterloo for the event Non-Fundable Items: New construction, renovation, restoration, installation of new fixtures and other capital projects that are not event-specific. Annual operating expenditures Professional services 2
o Includes legal, engineering, accounting, auditing, consulting or other services not expressly listed as fundable Salaries, wages or administrative fees Travel expenses of staff and guests not expressly listed as fundable Tangible personal property, including but not limited to, copy/fax machines, computer equipment, other office equipment or furniture, light fixtures, musical instruments, permanent collections and exhibits Program books, trophies, medals, plaques, bumper stickers, table tents, shirts, hats, banners, flags, stationary, etc. All food and beverage Toll-free phone numbers, in-house postage, or material inventory Membership solicitation materials and donations/contributions to sponsors Reprinting of current brochures Prizes for fundraisers, raffles, or events (including electronics, gift certificates, etc.) Interest or reduction of deficits or loans Anything contrary to state or federal law or local ordinance Note: Project-related expenses that are non-fundable may be shown as matching funds General instructions: Applicants must include one electronic copy of the grant, sent to tavis@travelwaterloo.com. Every effort will be made to review applications at the CVB Board Meeting immediately following the receipt of all grant materials. The CVB Board meets monthly on the third Tuesday of the month. All materials should be received by the CVB by no later than the second Monday of the month for consideration that month. Note: Awarded grant money will be distributed in full from the City of Waterloo approximately one month following the recipient s submission of one hard copy and one electronic copy of the completed project evaluation form for the funded project. Evaluations are to be returned within 30 days of the completion of the event or project. Failure to provide this final report will result in the delay or loss of grant funds. Failure to utilize grant funds for the use(s) provided in this grant application may result in funding being disallowed, reduced or delayed. Use of approved funds for non-fundable items will result in funding being disallowed or reduced. 3
Waterloo Hotel-Motel Tax Year-Round (Mini) Grant Application Entire application MUST be typed and every question must be answered fully Total Request: Total Project Cost: 1. Contact Information/Background Information Name of Event/Project: Event/Project Date: Name of presenting organization: Non-Profit Organization: For-Profit Organization: Check payable to (if different than above): FEIN Number: Contact person: Address: City: State: Zip: Phone number: Email: Organization web address: Please describe your organization. Include information about mission, history, staff, volunteers, etc.? Please also describe how your organization collaborates with others in the community throughout the year. Is a member of the Waterloo City Council on your Board of Directors? YES NO How does your organization market to/reach an audience outside of Black Hawk County? 4
Have hotel-motel tax grants been received for this project previously? YES NO If so, please provide a copy of the completed project evaluation form(s) that were turned in for reimbursement. If so, please provide an explanation for why you are applying outside of the regular grant cycle. Please provide IRS documentation and Board/Management information. Proof of Liability Insurance for the project/event will be required prior to the event taking place. 2. Please share the following information about your project/event: a. Please describe the project and specify the goals/expectations. b. Please describe the mechanism for measuring to see if expectations are met. 3. Based on past history of this event (in Waterloo and/or in other communities) please provide as much specific information as you can about attendance and hotel use. a. How many people do you expect to attend? i. Of those, how many will be from outside Black Hawk County? b. What method was used to determine this information? c. What will be the mechanism for tracking/measuring attendance? How are you adjusting it from the prior year? d. What are your expectations for hotel room use in Waterloo? 5
e. How will you track room use? f. Do you have room blocks? Yes No i. If so, how many rooms? What are the Rates? g. When are rooms typically booked? h. How long will people stay? i. How many people stay in a room? j. Please include event attendance and hotel use history if applicable. Where has the event been held before? How many participants/spectators were involved previously? k. For profit entities only: Please describe how this project is different from your normal business and how this ties into your normal business. How is this project tourism-related? How much does this grant funding mean to the success of your event? What are your expectations for attendance with and without grant funding? l. For event-related capital projects only: Please describe how this ties into your organization s mission, and how the project allows you to draw additional people to Waterloo. 6
4. Is this a new project or idea? YES NO If yes, please describe, in detail, how this project explores a new idea, new direction, is innovative or a new project? 5. Are there significant changes to the event/application from previous years? YES NO If yes, please describe, in detail, those changes. Examples could include changes in marketing efforts, expansion of the event schedule, etc. 6. How does your event/project strengthen Waterloo and/or the perception of Waterloo? 7. What specific marketing will you be doing outside of Black Hawk County for this event/project? Please specify locations, audience size, etc. Please provide information about specific media, schedule, costs, etc. 8. Please fill out the attached budget information (attached Excel file), and provide the following budget snapshot. Budget information should be as complete as possible. a. Total Income: b. Total Expense: c. Net Profit (Loss) for the event: d. Please describe how the requested grant money fits into the overall project. How will the funds be used, and how would not receiving full funding through this process affect your event? 7
e. How will profit (if applicable) be used by the project/organization/business? Additional Information Are there additional details that should be known by the CVB Board of Directors or Waterloo City Council? Acknowledgment and Signature I have reviewed this Application for Grant Funds from the City of Waterloo and Waterloo Convention and Visitors Bureau. To the best of my knowledge, the information contained in this application and its attachments is accurate and complete. The Hotel-Motel Tax Grant funds are reimbursement funds for project funding already spent, and are to be used for the express purpose as stated in the Grant Application. I, the undersigned, know full and well that if this program/project does not transpire, recommendation by the Waterloo Convention and Visitors Bureau Board of Directors for funding will be withdrawn. My organization will be responsible for refunding any portion of grant funds already received or for covering the costs for portions of the project that are non-fundable or not stated herein. Signature of Applicant Date 8