GO TEXAN Festival Funding Packet and Application

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1 In Texas, we know one thing is certain: Texas Agriculture Matters! In an effort to put more Texas Gulf shrimp and Texas wines in front of Texas consumers, the Texas Department of Agriculture (TDA) invites event organizers to apply for the Texas Regional Event Grant Program. By showcasing Texas agriculture, your attendees will be able to sample and learn about some of the best products in the state. Your level of participation and level of engagement with GO TEXAN will allow you to apply for up to $2,000 in approved, event-related expense reimbursement. You may request funds from each program significantly highlighted in your festival: Texas Gulf shrimp (up to $500) and/or Texas wines (up to $1,500). Funding is available on a first-come, first-served basis to eligible applicants interested in showcasing these featured Texas products. Eligibility. To be eligible to participate in this GO TEXAN reimbursement program, you must adhere to the following criteria. 1. The applicant/event must be a current GO TEXAN member at the time the application is submitted. 2. Texas wines and/or Texas Gulf shrimp must be the main focus of the event and a direct consumer education component must be part of the activity. 3. Event must be conducted between November 1, 2015 and August 31, Limit of one application for funding per event. 5. Applicants must complete the application, sign the certification, and include all additional applicable information to be eligible. 6. Incomplete proposals will not be reviewed. You will be notified of incomplete proposals and allowed to resubmit completed proposals as long as the timeframe for completion of the process is prior to the event date. Requirements. The festival must agree to include one or more of the following items to feature Texas wine and Texas Gulf shrimp. Additional consideration in the scoring process will be given to proposals featuring commodities in multiple ways: You may apply for individual commodity funding or combine them, but the max amount shall not exceed $2,000, paid on a reimbursement basis. Applicant must ensure compliance with all Health Department (food) and TABC (alcohol) related permits, as well as any other permits required by federal, state, and local authorities. Applicant must include a brief summary, including information about the event and use of funds. The proposal must include a brief budget for each funding source. Festivals promoting Texas wines must have a minimum of four Texas wineries actively participating. Photos of funded events are required to be submitted with your reimbursement request. Important note: TDA funding may not be used to purchase alcoholic beverages of any kind. Evaluation and Selections. Selections will be based upon: Proposal completeness; Marketing creativity; Reach to public; Evaluation score; and Geographic distribution. 1

2 Recipients. Upon selection, participating events (grantees) will receive an award packet containing the following: 1. An agreement which must be signed and returned to TDA before hosting your event. 2. IRS Form W-9, Application for Texas Identification Number (TINS) and a Direct Deposit form (optional). Forms must be submitted along with the Agreement. 3. An Event Assessment Form which must be completed and submitted within thirty (30) days of the conclusion of each event, including at least 10 (ten) pictures and copies of any advertisements placed to publicize the event. Reimbursement Procedures. In order to receive full reimbursement for your event, the following must be submitted with each event: 1. Completed event assessment form; 2. Photos and other similar documentation of the event; 3. Copies of advertisements (if applicable); 4. Final list of expenditures with receipts showing payment in full. Again, please note that state funds may not be used to purchase alcohol of any kind. If purchasing Texas Gulf shrimp, you must show a receipt that indicates that Texas Gulf shrimp was indeed purchased; and 5. Invoice for payment To facilitate processing, please include the purchase order number on the invoice. 2

3 Event Name Event Website Applicant Name (GO TEXAN Member) Street Address of Event Event Contact Name Title Event Contact Mailing Address Phone Proposed Event Date(s) The event is seeking funding and will promote the following commodity(ies): Texas Gulf Shrimp Texas Wines The event will offer the following discounts for participating GO TEXAN members: 0-4% discount 5-9% discount 10-24% discount 25-49% discount 50% or more discounts The event will use the following to advertise the commodity selected above: Event Website Social Media Banners/Signage Radio and TV Texas Gulf Shrimp Funding Possible Features at Event (select any and all that you plan to implement): Texas Gulf shrimp will be showcased as part of a chef-run cooking demonstration. Applicant will provide a chef bio and featured Gulf shrimp recipe with the application. In order to be funded, the event chef must be given and read Gulf shrimp industry talking points. The applicant will provide a complimentary booth space to TDA in order to distribute Texas Gulf shrimp marketing materials. The applicant/event is or shall become a member of the Texas Shrimp Association. Texas Gulf shrimp will be mentioned in event literature, marketing material, advertisements and/or social media. The event will work with a local retailer for an in-store promotion or coupon for Texas Gulf shrimp. 3

4 Texas Wine Funding Possible Features at Event (select any and all that you plan to implement): Chef-run cooking demonstrations will be used to showcase Texas wines. The applicant will provide a chef bio and featured recipe with the application. Event chef must be given and read Texas wine industry talking points. The applicant will provide TDA with a complimentary booth space in order to distribute Texas wine marketing materials. Texas wine will be mentioned in event literature, marketing material, advertisements and/or social media. Narrative Summaries: For each program for which you are requesting funding (Texas wine and/or Texas Gulf shrimp), please prepare a brief summary describing the following: Overall event. o Has this event received funding from TDA previously? o What is different from previous years to make this request unique? Describe activities, booths, demonstrations, etc. that will promote Texas wines and/or Texas Gulf shrimp. o How will attendees learn about Texas wine or Texas Gulf shrimp? o Will cooking or pairing demonstrations be conducted? Outreach activities. o List and provide appropriate detail for all outreach activities that will include references to the Texas wine and/or Texas Gulf shrimp program. o Describe all related media and advertising in which Texas wine, Texas Gulf shrimp and/or GO TEXAN will be mentioned. Additional Information. o What is the anticipated event attendance? o Which GO TEXAN members are participating? o o Make sure to list at least four Texas wineries actively participating if requesting wine funding. Provide any additional information about the event that will help the reviewers fully understand the event, outreach, GO TEXAN presence, and the inclusion of Texas wine or Texas Gulf shrimp. 4

5 BUDGET For each program for which you are requesting funding (Texas wine and/or Texas Gulf shrimp), please complete the following table(s) describing how funds will be used: TEXAS WINE BUDGET: Use of Funds Amount (max $1,500) Advertising Radio Print Signage Other: Supplies (please list) Contract Personnel from third party vendor (please provide detailed explanation of title and duties) Other (List any other proposed use of funds not categorized above. Remember, state funds cannot be used to purchase wine.) a. b. c. Total Requested Amount (max $1,500 for Texas wines) TEXAS GULF SHRIMP BUDGET: Use of Funds Amount (max $500) Advertising Radio Print Signage Other: Supplies (please list) Contract Personnel from third party vendor (please provide detailed explanation of title and duties) Other (List any other proposed use of funds not categorized above) a. b. c. Total Requested Amount (max $500 for Texas Gulf shrimp) 5

6 Please use the following table as a guide and submit supporting documentation. Scores will be taken into consideration for selection. Evaluation Criteria Maximum Points Available Event offers discounts for GO TEXAN member exhibitors 50% or more = 20 points 25-49% = 15 points % = 10 points 5-9% = 5 points 0-4% = 0 points Texas wines and/or Texas Gulf shrimp will be highlighted in advertising and outreach forums. Social Media - 5 points 15 Banners/Signage - 5 points Radio and TV - 5 points GO TEXAN will be highlighted in advertising and outreach forums. Social Media - 5 points 15 Banners/Signage - 5 points Radio and TV - 5 points TDA will be offered a complimentary booth at your festival. 10 Yes = 10 points No = 0 points Has this event received funding from TDA in the past two years? Yes, last year s event = 0 points 10 Yes, but it was more than a year ago = 5 points No = 10 points Project Summary and budget (Applications will be scored on details provided regarding the event, participants, outreach activities, use of 30 budget, beneficiaries and other information provided) Total Points 100 Submission Information Total Points Earned (Internal Use Only) Applications must be received at least four weeks prior to your event. Applicants seeking an exception to this deadline will be reviewed on a case-by-case basis by TDA. Complete application with signature and all required documentation must be submitted to: The e mail subject line must contain the event title and applicant identification (Ex: Regional Event Grant ABC Festival). The respondent is solely responsible for ensuring that their complete application is sent to, and actually received by, TDA in a timely manner and at the proper . All submissions must be sent in Microsoft Word or other Word compatible format or as.pdf file. Unreadable submissions may be deemed unresponsive and will not be reviewed for funding consideration. 6

7 TDA will send an acknowledgement receipt by indicating the application was received. For questions regarding submission of the application and/or application requirements, please contact Debbie Wall at (512) Grant Application Certifications By signing below, Applicant: 1. Certifies all information provided in connection with this application is true and correct to the best of Applicant s knowledge; 2. Acknowledges any misrepresentation or false statement made by Applicant, or an authorized agent of Applicant, in connection with this application, whether intentional or not, will constitute grounds for denial of this application; 3. Acknowledges acceptance of funds in connection with this application acts as an acceptance of the authority of TDA and the State Auditor s Office (SAO) or any successor agency to conduct an investigation in connection with those funds, and Applicant further agrees to cooperate fully with TDA and/or SAO or its successor in the conduct of the audit or investigation, including allowing TDA and/or SAO to inspect Applicant s premises and providing all records requested; 4. Acknowledges this application and any payments owed to Applicant in connection with this application may be reduced or denied because of Applicant s owing any debt to the State of Texas, and if Applicant is an individual, that this application and any payments owed to Applicant in connection with this application may be denied because of delinquency in payment of a guaranteed student loan and for failure to pay child support; and 5. By submission of this application, Applicant acknowledges as a condition of receipt of grant funds under this program the Applicant will be required to execute a grant agreement with the Texas Department of Agriculture, and further acknowledges that failure to timely execute the grant agreement will result in withdrawal of any grant funds awarded, and those funds will be redistributed to other qualified applicants in accordance with state law and TDA rules. Applicant further certifies that: 1. Applicant does not and will not knowingly employ an undocumented worker who, at the time of employment, is not lawfully admitted for permanent residence to the United States or authorized under law to be employed in that manner in the United States. Applicant understands that if, after receiving a grant, Applicant is convicted of a violation under 8 U.S.C. Section 1324a(f), Applicant shall repay the amount of the grant with interest, at the rate and according to the other terms provided by an agreement under Section of the Texas Government Code, not later than the 120th day after the date of the public agency, state or local taxing jurisdiction, or economic development corporation notifies Applicant of the violation; 2. no state or federal tax liens have been filed against Applicant or Applicant s property; 3. Applicant has not been convicted of any felony or a misdemeanor involving moral turpitude; 4. pursuant to the Texas Uniform Grant Management Standards (UGMS), if applicant fails to comply with any condition, provision, or term of an award made as a result of this application, applicant may have to make a partial or total repayment of such award; 5. Applicant authorizes TDA to review, verify and authenticate all information provided in this application; and 6. Applicant understands TDA may request further documentation supporting this application, including contacting other agencies, organizations, facilities or third parties to verify data provided by an Applicant from the records of such agencies, organizations, facilities or third parties. Notice of Penalties: The penalty for knowingly making false statements or false entries, or attempts to secure money through fraudulent means, may include fines and/or incarceration and/or forfeiture of funds under applicable state law. X Applicant Signature (Electronic signatures are not accepted. Please sign, scan and submit) Date / / Applicant Printed Name and Title 7

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