Duval County Tourist Development Council FESTIVAL FUNDING GRANT MARKETING APPLICATION

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1 Duval County Tourist Development Council FESTIVAL FUNDING GRANT MARKETING APPLICATION In order to ensure that the TDC Festival Grant funds are properly disbursed, please comply with the stated directions and complete each section of the application. Any use of the tourist development tax dollars must have the promotion and advertisement of tourism as its primary purpose. Marketing and advertising must be outside a fifty (50) miles radius of Jacksonville. Festivals are defined for the purpose of grant making by the City of Jacksonville as: An event or series of events having an impact on tourism, which has the following characteristics: 1. It has growth potential and the grant funds can be useful as seed money. 2. The event is celebratory, historical, cultural or multicultural. 3. The event is likely to generate media exposure. 4. The event will be free or available at a nominal fee to the public. 5. The event attracts out-of-town guests to occupy hotel / motel rooms The maximum amount to be granted is $5000, and based on availability of funds. The TDC will only consider applications submitted at least 90 days prior to the event. The TDC and the City of Jacksonville logo must be included on all printed materials, including advertising. 1

2 Duval County Tourist Development Council TDC FESTIVAL FUNDING GRANT MARKETING APPLICATION For full consideration of a TDC Festival Fund Grant, a complete application, accompanied by the following must be submitted: Articles of Incorporation (except government entities); IRS letter of non-profit tax-exempt status as well as completed Ø IRS Form W-9 Ø IRS Form 990 Written authorization for AUTHORIZED AGENT to act on behalf of Applicant; Organizational outline, including but not limited to names and addresses of each board member and corporate officer (except government entities); Sponsorship package for the festival or event; Complete project event budget including revenue and expenses; Complete Marketing and/or Advertising Plan Three support documents (letter of recommendation, programs, brochures, media articles, etc.); and All written agreements involving media, hotels/motels and venue contracts/leases. One (1) SIGNED original application and one (1) electronic submission with attachments (items listed above) must be submitted for consideration. INCOMPLETE APPLICATIONS WILL BE RETURNED. Please note that the maximum amount to be granted is $5, Please return this application to: Brent Fine, Special Events Manager 117 West Duval Street, Suite 280 Jacksonville, Florida Phone: (904) Fax: (904) with CC to Revised June,

3 Application must be filled out completely. INCOMPLETE APPLICATONS WILL BE RETURNED. Name of Event/Festival: Sponsoring Organization: Type of Event (please check one): Cultural Event Amateur Sports Event Festival Youth Event Charity Event Special Event Event Category (please check one) New Event Reoccurring Event Number of Years TDC Approved Signature Event Number of Years Contact Person: Authorized Agent Name: Title: Company/Organization Address: City: State Zip Code Phone: (office) (cell) Fax: Event Website: Dates / Times of Event: Event Location: Non-Profit Organization Yes No Tax Code Status What is your Federal ID# as it appears on Form W-9? Who are your target audiences? What is your projected attendance? 3

4 Is the event open and free to the public? Yes No IF no, what is fee? 1. Provide history on the number of room nights attributable to this festival: YEAR MONTH CITY HOTEL (S) # ROOMS 2. Have you reserved rooms in a Duval County Hotel? If so, please list and attach contracts. Please note if one hotel is designated as host hotel. HOTEL(S) # OF ROOMS RESERVED TOTAL ROOM NIGHTS DATES 3. How many rooms do you project this event will bring to Duval County? 4. How many rooms do you guarantee to bring to Duval County? 5. How do you intend to provide a valid count of attendance and room nights for this year s festival? 6. Total amount of grant funding being requested from Tourist Development Council for this festival? 7. Describe the intended use of funds for a regional marketing/ media/advertising plan for the event outside a fifty (50) mile radius of Jacksonville. 4

5 8. Itemize expenditures to be funded by this grant for marketing/advertising outside a fifty (50) mile radius of Jacksonville, detail the media/publication (s) which will be used: Media/Publication Name Target Region (Ex: Orlando, Daytona, Etc.) $ Amount 9. List all contributors, sponsors and other sources of funding for this event other than this grant from the Tourist Development Council. $ AMOUNT PURPOSE SOURCE 10. What additional sources of funding have you sought? Failure to disclose other funding sources will result in denying future TDC Festival Grants 11. List all past requests made to TDC: YEAR $ AMOUNT $AMOUNT $ AMOUNT PURPOSE REQUESTED GRANTED SPENT 5

6 12. Media coverage of previous years festival. (Attach clippings or copies or newspaper, magazine or professional periodicals showing coverage of the festival that may be beneficial to TDC in making decisions. Also give description of TV, radio or other coverage received.) 13. If your event is profitable, would you be willing to return all or a portion of the grant to the TDC? Please explain your answer. 14. What are the benefits to Jacksonville tourism from this event? 15. Provide your complete budget (expenditures and revenue) as an addendum and highlight other sources of funding. An event s complete budget must be presented to the TDC with the application and a revised budget must be presented with the post-event report. Please note the organization's expenditures and anticipated revenues on the budget. If revenues exceed expenditures, the TDC may request that a portion of the grant be returned to the TDC. 16. Reimbursement, after CLOSE of the event, will only be made for expenses itemized authorized expenses of approved by the TDC and outlined in the award/offer letter. All invoices to be reimbursed/direct vendor paid must be submitted no later than 90 days after the close of the event. The City of Jacksonville Municipal Code prohibits the advance of City funds in Section No advance of City funds shall be made in any case unless authorized by the appropriation concerned or other law. In all cases of contracts for the performance of any service or the delivery of any articles of any description for the use of the City, payment shall not exceed the value of the service rendered or of the articles delivered previously to the payment. 6

7 17. Certifications CERTIFICATIONS I have reviewed the GRANT APPLICATION to the Duval County Tourist Development Council. I am in full agreement with the information and certifications contained in this application and its attachments, confirm that such information is true, accurate, and complete, and understand that this application will be rejected, or that the previous acceptance of this application will be withdrawn, should such information or certifications be untrue, incorrect, or incomplete. I certify that: I am not liable for any unpaid federal, state, or local taxes; no lien is currently filed or claimed against me; and, I have no knowledge of any threatened or pending action, suit, proceeding, inquiry, or investigation, in equity or law, before or by any court, governmental agency, public board or body to which I am a party. I acknowledge my understanding that the Ordinance Code of the City of Jacksonville prohibits the advance payment of City funds and that all awards of the TDC are for purposes of reimbursement and are conditioned upon the submission of documentation, acceptable to the TDC and in keeping with its reimbursement criteria, evidencing the actual payment of all costs and expenses for which reimbursement is sought. I further acknowledge my understanding that the TDC in making a grant for special promotions or other purposes does not assume any liability or responsibility for the ultimate financial profitability of the event for which the grant is awarded. The TDC, unless otherwise specifically stated, is only a financial contributor to the event and not a promoter or cosponsor, and will not guarantee or be responsible or liable for any debts incurred for such event. The TDC is not responsible or liable to any third party; its only obligation is to a successful applicant for grant funds, provided such applicant remains at all times in compliance with all terms of the award. Signature Type/Print Name Title Date 7

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