SUPPORT APPLICATION Mission The s mission is to create economic and social impact by leading the community s efforts to attract, support, and promote youth, amateur, collegiate, and professional sporting and recreational events. The DSC looks forward to working with you and your event on achieving our mission to benefit Durham. Ashleigh Bachert Executive Director
General Applicant Information Legal Name of Applicant Organization Application Date Address City, State Contact Name & Title Zip Code Nonprofit? YES NO Email Address Telephone Number: Tax Exempt # General Event Information Event Name: Describe the purpose of the event/summary of the event. Include experience of the event operator in hosting events and any support or approval given by state or national governing bodies. (attach additional page) Event Dates: Confirmed Location of Event If not a first-time event, how many years has it been held? Location of previous year s event Number of out-of-town participants expected: Number of Durham County participants expected: Number of Fans Expected: Please provide brief bio of event organizers in regards to their knowledge in running and hosting events. (attach additional page) Requested Support Support being requested from the DSC: (hotel assistance, hospitality, volunteers, etc.) Funding Requested: (amount and what it will be used for) Is this the first request Date(s) of previous Support previously made to the DSC? requests: received: YES NO How will you track hotel room nights consumed and visitor spending? Date support is needed: Additional Information: (The following attachments must be sent with the application and the checklist completed) 1. Event Budget. Outline of revenue and expenses. (See attached budget sample & include last year s budget actuals unless a first-time event) 2. Event Schedule. Outline the major activities, timeline, and venues. 3. Event Marketing. Outline how you plan to recruit participants and fans. 4. Quality of Life Statement. Please outline how your event furthers the quality of life for local community members. Only completed applications will be considered for funding and/or support I understand and agree to the terms and requirements listed herein. I also understand that falsifying any information regarding the awarding of or evaluation of this grant entitles the to revoke the award and any or all monies paid in good faith of the grantee s assumed honesty. Signature: Date: Return by mail to: 212 W Main St. Suite 101, Durham, NC 27701 Or by email to: ashleigh@durhamncsports.com Page 1
Sample Budget Event Name Revenues Budgeted 2016 Actual Sponsors $17,000.00 $12,000.00 Program Ads $6,250.00 $5,585.07 Program Sales $2,500.00 $685.00 Ticket Sales $8,000.00 $8,452.77 Total Revenue: $33,750.00 $26,722.84 Expenses Booking Agent $500.00 $350.00 Event Management Fee $1,500.00 $2,250.00 Facility Rental Fee $1,590.00 $1,590.00 Porta Johns $1,600.00 $952.30 Logo Creation $850.00 $850.00 Sponsor/Media/Coaches Hospitality $0.00 $0.00 Website $4,000.00 $4,300.00 Print Advertising $0.00 $0.00 Radio Advertising $2,700.00 $2,739.00 Banners $750.00 $513.60 Officials Hospitality $0.00 $0.00 Insurance $960.00 $1,170.00 Section Total $14,450.00 $14,714.90 P/L $19,300.00 $12,007.94 Page 2
After Action Report Guide As a part of receiving funding and/or support from the, your event will need to submit an After Action Report (AAR). The DSC Staff is available to help build the AAR if needed, as long as the initial information is available. The report can be completed in Word or in PowerPoint. Including pictures in the report is always recommended. The additional value of creating an AAR is that the document can be used to secure future funding from sponsors, grants, etc. because the data is readily available. Also when a focus is put on growth, a thorough review of the event success and failures is needed to ensure growth happens. The DSC looks forward to working with you on your event, as well as, the creation of this document. Why write an After Action Report? (Because we required it is not an answer) Central point for all data collected Identifying problematic issues and needs for improvement Proposing measures to counteract problematic elements Identifying areas of success Capture new ideas for future years Obtaining lessons learned What is the Structure? Overview of the Event Make sure to include the who, what, when, where, why in this section. Goals and Objectives of the Event: Make sure to include all goals for the event, as well as, the objectives to go about reaching those goals. o Example of goals: Increasing team registration/attendance by 10% from XXXX year s event, having XX number of teams attend in the first year, selling XX number of tickets for fan attendance, reaching $XX,XXX of profit for the event, generating XXX number of hotel room nights o Example of Objectives: Sending out XX number of email blasts to teams for registration reminders, social media engagements of XXX,XXX to promote attending the event, reach out to XX number of sponsors to increase sponsorship revenue, work with XX number of hotels to obtain group rates Analysis of Outcomes: Include the Actual data from the event and see how they compare to the goals set forth. A simple table is a great way to portray this information. Analysis of the Performance: Be honest and critical in this section. Where did you come up short in meeting your goals and why? Were there outside factors outside of your control that impacted the event (ex. Weather, similar event in a competing market, etc.)? What did the event do really well and why? Summary: Quick paragraph highlighting the key take-aways from the event. Recommendations: This can be done in a bullet point format, but focus in on both the good and bad. Highlight areas that need to be kept moving into next year, items that need to be implemented or changed moving into next year, and any information on how to streamline the Page 3
process. This is also a good area to highlight certain timeline issues or reminders to submit information by a certain time. What Data Needs to be Included? Total Number of Participants Total Number of Spectators (if a ticketed event or have ability to track) Number of Participants from Durham County Number of Participants from outside of Durham County (zip code breakdown is even more beneficial to be able to track what cities they came from) Number of hotel room nights generated (this is the total number of nights spent in the market, not the number of hotel rooms reserved ex. One team may reserve 10 rooms, but they stay for 2 nights so the number of room nights is 20) Actual Budget vs. Proposed Budget What marketing was done for the event (include traditional radio/print, digital email/social media/online, cross-promotion PA Announcements at another event/flyers at another event/table at another event/etc., phone calls, etc.) Additional Resources: https://www.cebma.org/wp-content/uploads/guide-to-the-after_action_review.pdf - This pdf guide talks about an After Action Review and the process on conducting the review, how to facilitate, a template, etc. Page 4
Sample Survey Questions for Teams The following types of questions can be used for team registration. Best practice is to have the surveys onsite during the registration process to ensure collection of data. 1. Where is your team from? (If your team is from Durham county, please sign the survey and turn in, if not from Durham please complete the rest of the survey.) 2. How many players and coaches on your team? 3. How did your team travel to Durham? (please circle one) CAR BUS AIRPLANE 4. Is your team staying in a hotel for the tournament? YES NO a. If yes, please indicate which hotel (including the city its located in)? b. How many hotel rooms were reserved? c. How many nights were booked? 5. How many fans traveled with your team? 6. Does your team intend to take part in activities outside of competition? YES NO a. If yes, please give examples of plans? Sample Survey Questions for Individual Sports The following types of questions can be used for individual athlete registration. Best practice is to have the surveys onsite during the registration process to ensure collection of data. 1. Where are you from? (If you re from Durham county, please sign the survey and turn in, if not from Durham please complete the rest of the survey.) 2. How did you travel to Durham? (please circle one) CAR BUS AIRPLANE 3. Are you staying in a hotel for the event? YES NO a. If yes, please indicate which hotel (including the city its located in)? b. How many hotel rooms were reserved? c. How many nights were booked? 4. How many people traveled with you? 5. Do you intend to take part in activities outside of competition? YES NO If yes, please give examples of plans? Page 5