2017 Co-Op Advertising Program

Transcription

1 2017 C-Op Advertising Prgram Applicatin Highlights: Designed t enhance marketing effrts with award amunts up t $3,000 in 50% matching funds Activities with a lcal fcus: May be apprved fr up t $1,000 i.e., at least $2,000 must be spent t receive $1,000. Activities with a reginal r larger fcus: May be apprved fr up t $3,000 in 50% matching funds, i.e. at least $6,000 must be spent t receive $3,000. Applicatin Timeline: Submit Applicatin At least 60 days prir t the start f the activity Ntice f Apprval Within 15 days after receipt f the Applicatin Submit Request fr Reimbursement At least 60 days after the cmpletin f the activity Reimbursement prcessed Within 30 days after receipt f the Request fr Reimbursement Applicatin Checklist: Fill ut applicatin & budget wrksheet Cmplete all sectins f the applicatin. Attach extra sheets, if necessary. We understand this is yur prjected budget, and may change during the curse f event planning. Just give us yur best estimate. Call the CVB r set up a meeting if yu have any questins We can g ver any questins yu may have abut the grant applicatin, and can utline additinal supprt the CVB can ffer yu. Submit applicatin Submit at least 60 days befre the start f yur event. Yu will be ntified within 15 days if yur prgram has been apprved. Keep cpies f receipts and prmtinal pieces fr items cvered by grant funding They must be attached t the Reimbursement Request fr payment. Submit reimbursement request Submit n mre than 60 days after the cnclusin f the event r prgram. Must include yur actual financial utcme, and cpies f receipts and prmtinal materials. Watch the mail After review, yur check will be prcessed within 30 days. Value Added Prgram and Media Release: As part f ur value added prgram we will share yur infrmatin with ur media partners s they can send yu discunted pprtunities fr advertising and marketing. If yu d nt wish t have yur infrmatin shared with ur media partners please indicate s here: Hancck Cunty CVB C-p Advertising Prgram 1

2 2017 C-Op Advertising Applicatin (2 pages) Name f Event/Prgram: 2017 Event Date (s): Year Event Began: Name f Organizatin: Cntact Name: Phne: Amunt Requested: Prjected Ttal Expenses: Estimated Attendance: Annual Organizatin Budget: Annual Organizatin Advertising Budget: Address: Title: Prjected Advertising Expenses: Prjected Ttal Revenues: Target Audience: Where will the CVB lg be used within the Event's marketing materials? Is a rural event/ taking place utside f the city f Findlay? Yes: N: Event Gals What wuld yu like the impact f this event r prgram t be? Describe in 3-5 sentences: Cmmunity Impact - Detail hw the prject will psitively impact the cmmunity, and supprt travel and turism in Hancck Cunty. i.e. vernight stays: Marketing Plan Briefly describe prgram prmtin/marketing strategy, tls t be used. If available please include marketing plan. Hancck Cunty CVB C-p Advertising Prgram 2

3 Partnerships What rganizatins and /r individuals are wrking tgether t make this event r prgram a success? 2017 C-Op Advertising Applicatin (Cntinued) Rle f the CVB Hw wuld the invlvement f the CVB psitively impact this event r prgram? Hw many vernight 2017 Estimate 2016 Actual 2015 Actual attendees? Hw many daytrip r 2017 Estimate 2016 Actual 2015 Actual Lcal attendees? Please circle the number f years funding has been requested frm the CVB fr this activity: If yu anticipate at least 30% f attendees will be frm utside f Hancck Cunty: What specific marketing activities are yu ding t increase new turism? What changes, if any, are being made t the Event t accmmdate new visitrs? What new target markets/audiences d yu think wuld be interested in attending this event and why? Hancck Cunty CVB C-p Advertising Prgram 3

4 2017 C-Op Advertising Budget Prjected Revenue This sectin is t prvide infrmatin abut what funding has been secured fr the event, and prjected revenues. Use additinal pages, if necessary. (R1) Prjected event incme frm sales $ Any incme expected frm ticket, advertising r exhibitr spts, etc. Prjected incme frm spnsrships and dnatins: Any incme expected frm rganizatins r individuals in the frm f spnsrships r dnatins nt including this CVB request. Name f spnsr r dnr Amunt f dnatin In-Kind: 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ 7. $ 8. $ 9. $ (R2) Ttal spnsrship and dnatins: $ (R3) Ttal Expected Incme befre CVB Grant (Add cash nly in R1 and R2) $ + (R4) Amunt Requested frm CVB $ = (R5) Ttal Prjected Revenue (Add R3 and R4) $ Hancck Cunty CVB C-p Advertising Prgram 4

5 Prjected Expenses This sectin is t prvide infrmatin abut hw prject funds will be spent. General Expenses: May include facility csts, cntracts/prfessinal fees, equipment, etc. Expenses NOT cvered by C-Op Advertising Grant funds. Please nte if any expenses are in-kind expenses. Use additinal pages, if necessary. Item Descriptin: Cst: In-Kind: 10. $ 11. $ 12. $ 13. $ 14. $ 15. $ 16. $ 17. $ 18. $ 19. $ 20. $ 21. $ 22. $ 23. $ 24. $ (E1) Ttal General Expense Cst: $ Hancck Cunty CVB C-p Advertising Prgram 5

6 Advertising and Marketing Expenses: Signage, advertising and media buys, creative develpment, pstage, website, printed materials, t-shirts, registratin bags, etc. Please nte if any expenses are in-kind expenses. Expenses that ARE COVERED by C-Op Advertising Grant funds. Item Descriptin (Including if lcal/nn-lcal): Cst: In-Kind: 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ 7. $ 8. $ (E2) Ttal Advertising and Marketing Cst: $ (E3) Ttal Prjected Expenses (Add E1 and E2) $ Reminder: This grant is fr 50% matching funds. T receive the full amunt f requested funds frm the CVB, the Ttal Advertising and Marketing Cst abve must equal twice the amunt requested. Lcal Fcus Example: Requested: $1,000 Ttal Eligible Expenditure Cst: $2,000+ (E2) Reginal r Larger Fcus Example: Requested: $3,000 Ttal Eligible Expenditure Cst: $6,000+ (E2) Prjected Net Revenue (B1) Ttal Prjected Revenue (R5) $ - (B2) Ttal Prjected Expenses (E3) $ = Prjected Net Revenue (Subtract B1 frm B2) $ Hancck Cunty CVB C-p Advertising Prgram 6

7 Applicatin Guidelines: Wh May Apply: Any rganizatin seeking t prduce r prmte an existing event r prgram that has the ptential t create a psitive image in the Findlay-Hancck Cunty Area. In rder t be cnsidered fr funding, all activities must be pen t the general public r have nn-exclusive membership. Preference will be given t nnprfit rganizatins. Pririty Areas: Applicatins meeting at least ne f the fur pririty areas (Overnight Accmmdatins, Signature Events, Cmmunity Image Building and Hspitality Partnership Grwth) will be cnsidered. Hwever, greater weight will be given t the applicants meeting multiple areas. Amunt Requested and Use: This prgram is fr Marketing and Advertising funds nly (See list f eligible expenses belw). Activities with a lcal fcus may request up t $1,000 in 50% matching funds, and thse with a reginal r larger fcus many request up t $3,000 in 50% matching funds. Only cash expenses are matched, in-kind mnetary amunts d nt cunt tward matched Advertising & Marketing Expenses. Payment is prcessed after Reimbursement Request and cpies f receipts are submitted. This grant may be cmbined with the Turism Develpment r Turism Grwth prgrams. Marketing and advertising expenditures cvered by this grant may include: Radi spts Print ads (Newspaper, magazine, newsletter,etc.) Televisin Website and Scial Media advertising Billbards Event brchures, flyers and psters Pstage and mailing fees Prmtinal items (t-shirts, pens, etc.) Other expenses as apprved by the CVB Applicatin: In rder t be cnsidered fr funding, applicants must cmplete and submit the 2017 C-Op Advertising Prgram Applicatin, Budget Wrksheet, and any supprting materials t the Hancck Cunty Cnventin & Visitrs Bureau 60 days prir t the event. Incmplete r late applicatins will nt be cnsidered fr apprval. Dcumentatin and payment: A Reimbursement Request frm will be prvided t the rganizatin alng with apprval ntificatin, and is available at VisitFindlay.cm. Prf f payment, paid invices, cpies f checks and riginal artwrk r phtgraphs f VisitFindlay lg in advertising materials must accmpany the Reimbursement Request frm in rder t receive reimbursement. dcumentatin separately if using nline frm. CVB Lg: The current Hancck Cunty Cnventin & Visitrs Bureau lg and/r website must clearly be presented in all marketing materials, press releases, and presentatins. Failure t acknwledge the CVB and/r failure t use crrect CVB lg in event prmtins will disqualify the rganizatin frm receiving reimbursement funds. Failure t cmply culd als limit the rganizatin s ability t apply fr future funding frm the CVB. Special Circumstances: If the prgram r event is cancelled fr any reasn, all unused funds must be returned t the CVB. In the event yur rganizatin has special requests utside f the realm f the prgram guidelines, the CVB Grant Cmmittee will review and present a recmmendatin t the CVB Advisry Bard fr apprval. Applicants will be ntified if special prcedures are needed. The Hancck Cunty Cnventin & Visitrs Bureau Advisry Bard and Staff have the right t refuse any r all applicatins, if they are deemed utside the bundaries f the missin f the Cnventin & Visitrs Bureau. *All decisins are final* *Disbursement f funds is dependent n the receipts cllected frm the bed tax frm year t year* Signature: Title: Date: An electrnic signature abve signifies that this dcument is cmplete, and all infrmatin within is accurate. Return Cmpleted Applicatin t: Hancck Cunty Cnventin & Visitrs Bureau, Attn: C Advertising Prgram 123 East Main Crss, Findlay, Ohi 45840, FAX: r inf@visitfindlay.cm. Nte: Cmpleted applicatin must be submitted n later than 60 days prir t the start f the event. A cmplete applicatin cnsists f: Cmpleted riginal applicatin frm, cmpleted Budget Wrksheet, and supprting dcuments r ther pertinent infrmatin fr cnsideratin, if applicable. Questins? Cntact the CVB at , r inf@visitfindlay.cm. Hancck Cunty CVB C-p Advertising Prgram 7