CITY OF PRESCOTT 201 S. Crtez St. Presctt, AZ 86303 928-777-1220 www.visit-presctt.cm Turism Events Grants FY 2019 (July 1, 2018 June 30, 2019) POLICIES, PROCEDURES and CRITERIA Dear TAC Grant Applicant: Welcme t the FY 2019 Turism Advisry Cmmittee (TAC) Event Grant prgram. The TAC Grant prgram is designed t prvide lcally based nn-prfit event rganizers with funding fr marketing f their events utside f Presctt, t encurage vernight visitrs. This packet cntains guidelines. The applicatin is a separate dcument, available at visit-presctt.cm, beginning March 22, 2018. Here are sme key dates and infrmatin fr yu: March 22, 2018 Grant Applicatins Open March 28, 2018, 4 p.m. Mandatry Meeting fr ALL applicants. April 27, 2018. 5 p.m. Applicatin Deadline May 17, 2018 TAC Grant Review Meeting (tentative, subject t change). June, 2018 (TBA) City Cuncil Budget Review and final apprval Of curse, feel free t cntact us if yu are new, r if yu have questins. Sincerely, Jhn Heiney Cmmunity Outreach Manager Presctt Turism Office 1
The City f Presctt s ( City ) annual Transient Occupancy (Bed) Tax budget may include an allcatin fr Turism Events Grants subject t the availability f funds and apprval f the City Cuncil. Events are an imprtant cmpnent f Presctt's verall image, "its prduct", and lifestyle. The City and its residents ften benefit frm events held in Presctt thrugh increased cultural pprtunities, recreatinal activities, increased ecnmic activity, enhanced cmmunity status, and additinal marketing expsure. Funding is limited t a maximum f $5,000. This is based n a sliding scale, depending n hw many successful applicatins are received. At least 75% f the award shuld be used fr marketing purpses. Turism Events are defined as: Multi-Day events. Are prmted utside f the area. Have the ptential t generate earned media cverage. Cntribute t Presctt s image as a turism destinatin. Supprt ne r mre f ur turism drivers (western histry/heritage, arts & culture, utdr recreatin). Generate a significant and measurable increase in htel ccupancy. Nte: Additinal cnsideratin will be given t events which prmte visitatin during shulder seasn and winter mnths (Nvember thrugh mid-april) and/r prmte mid-week visitatin. The Turism Events Grants Applicatin Prcess The City wrks n a fiscal year budget which begins July 1 and ends the fllwing June 30 f each year. Applicatins must be received by the City n later than April 27, 2018, fr cnsideratin f Fiscal Year 2019 funding. Grant applicatins are available n line (www.visit-presctt.cm) beginning March 22, 2018. A MANDATORY grant applicatin wrkshp fr ALL applicants will take place n Wednesday, March 28 at 4 p.m. at Presctt City Hall. All applicants, r a designated representative, must attend in rder t be cnsidered fr the grant. Grant applicatins are due by 5:00 p.m. n April 27, 2018. Applicatins may be submitted electrnically (fillable frm) r hard cpy. N facsimile cpies will be cnsidered. 2
All Turism Events Grant applicatins are reviewed by the Turism Advisry Cmmittee (TAC) in a public meeting, tentatively scheduled fr Thursday, May 17 at 12 nn. If a TAC Member is an applicant, they will recuse themselves frm discussin and vting. The TAC will submit their recmmendatins t Turism Office staff and the City Manager s Office fr review, and recmmendatins will then be presented t the Presctt City Cuncil fr final apprval in June 2018. The TAC and/r City staff at its sle discretin may, withut cause r reasn being stated, decline t supprt any applicatin and may elect t supprt thers. The TAC, City staff and/r the City Cuncil may discntinue r mdify all r a prtin f this plicy at any time. Turism Events must submit a pst event reprt t the City with the fllwing infrmatin; Number f Attendees. Attendee Zip cde analysis. Estimated number f htel rm nights generated. Estimated ecnmic impact f the event. 3
Other Imprtant Infrmatin fr Applicants TAC members will scre each applicatin based n a 100 pint scale. Assuming that the event meets all criteria, the recmmended award will be tied t the verall scre. Fr example: An event that receives a scre f 75 will receive 75% f their request, subject t a sliding scale based n number f successful applicants. (New) At least 75% f the award must be used fr marketing purpses. Turism Events Grant funding is intended t help market the event t ut f twn visitrs. Applicants will be expected t detail their marketing plan, including paid advertising, scial media, and earned media (PR) effrts as part f their applicatin. All infrmatin must be submitted n this applicatin frm nly, hwever, attachments, up t ne page ttal, can be used where space is limited. Supplemental infrmatin will nt be reviewed. Applicatins are due by Friday, April 27, 2018, at 5:00 p.m. Applicatins are accepted electrnically via the fillable frm, r hardcpy nly. N facsimile submittals will be accepted. See final page fr details. Nte: A MANDATORY grant applicatin wrkshp fr ALL applicants will take place n Wednesday, March 28 at 4 p.m. at Presctt City Hall. All applicants, r a designated representative, must attend in rder t be cnsidered fr the grant. Please be advised that all events, whether chsen fr event grant funding r nt, must submit a Special Event Applicatin thrugh City f Presctt Recreatin Services Dept. and cmplete the special event prcess. Events receiving grant funding have n pririty ver nn-funded events n the Event Calendar. Recipients f the TAC Grants will nt be eligible t receive additinal financial cnsideratins and/r services frm the City f Presctt r its designees. CRITERIA The Cmmittee will be lking fr events which cntribute t Presctt in the fllwing ways. This list is shwn in rder f imprtance: 1. The event generates a strng marketing message, with a strng emphasis t marketing utside the area, and; 2. Creates a psitive ecnmic impact in terms f vernight stays, percentage f ut f area visitrs, and direct versus indirect spending, and; 3. Creates a psitive cmmunity benefit including invlvement f lcal vlunteers and crdinatin with ther cmmunity rganizatins. Applicatins fr funding thrugh the Turism Events Grant prgram shall require the fllwing infrmatin: Demnstrate estimated number f rm nights generated by ut f twn visitrs whse primary reasn fr visiting Presctt was t attend the prpsed event. Demnstrate hw this event will cmplement and supplement the psitive image f Presctt. 4
Reprt f the return n investment (ROI) by prviding dcumented ecnmic impact within sixty (60) days after the cnclusin f the event (see Page 2 abve). Special cnsideratin will be given t events that attract ut f twn visitrs during shulder seasn, and winter mnths (Nvember thrugh mid-april) and mid-week. Applicatins fr Turism Events Grants will nly be accepted frm nn-prfit rganizatins. RESTRICTIONS The TAC and City staff will submit their recmmendatins fr funding t the City Cuncil fr final apprval. Funds will be distributed nly after the City Cuncil has apprved Transient Occupancy (Bed) Tax allcatins. This typically ccurs in June. An rganizatin that has received City supprt but has nt submitted the required pst event dcumentatin within sixty (60) days f cmpletin f the event will nt be eligible fr supprt the fllwing year. Any changes in dates, perating time, and/r nature f the event nce funding is apprved must be apprved by the City and the TAC. Events are nt permitted t receive funding frm mre than ne prgram funded frm the Transient Occupancy (Bed) Tax in the same fiscal year. Example: events receiving funding frm Presctt Arts & Humanities Cuncil (PAAHC) cannt request funding fr the same event frm the Turism Events Grant prgram and vice versa. REQUIREMENTS: In rder fr an event t qualify fr the City s Turism Events Grant prgram, applicants must meet the fllwing requirements: Mandatry grant applicatin wrkshp will be scheduled fr Wednesday March 28, 2018, at 4 p.m. at City Hall. Smene frm the rganizatin, r a designated representative, MUST attend this meeting. Cmplete signed cpy f the Turism & Cmmunity Events Grant Applicatin must be submitted t the City s Office f Turism n later than April 27, 2018 at 5:00 p.m. fr an event that takes place between July 1, 2018, and June 30, 2019. Applicatins will be reviewed by the TAC. 5
Successful applicants shall hld the City harmless frm all claims and/r liability arising ut f the activities f the applicant, its agents, and emplyees which engage in the perfrmance f this event. A Hld Harmless Agreement must be submitted n prducer s persnal letterhead t the City with the Turism and Cmmunity Events Grant Applicatin. Successful applicants must agree t maintain, in full frce and effect at all times during the term f their agreement with the City, insurance acceptable t the City. Prf f this must be prvided t the City at the time the insurance certificate is submitted t the City. Turism Events shall acknwledge the financial cntributin by the City f Presctt n prmtinal literature by using the fficial lgs prvided by the City staff. Marketing materials using the city lg must be reviewed by the City f Presctt prir t distributin. Email applicatins in a pdf r Wrd dcument t: Jhn Heiney jhn.heiney@presctt-az.gv, r deliver a flash drive r hard cpy by mail r in persn t: City f Presctt-Attentin Jhn Heiney, 201 S. Crtez St., Presctt, AZ 86303. The Turism Advisry Cmmittee meeting where the applicatins will be reviewed is a public meeting and will be psted accrding t the Open Meetings Act. Applicants will receive a written respnse utlining the dispsitin f their applicatin fllwing apprval f the Transient Occupancy (Bed) Tax budget (including Turism and Cmmunity Events Grant prgram funding) by the Presctt City Cuncil. Applicatins received after the due date will nt be cnsidered. Fr mre infrmatin abut the TAC Grant prcess, cntact: Jhn Heiney, Cmmunity Outreach Manager 928-777-1220 Wendy Bridges, Turism and Ecnmic Develpment Crdinatr 928-777-1204 6