Tourism Enhancement & Development (TED) Matching Grant Program

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1 Tourism Enhancement & Development (TED) Matching Grant Program Direct questions and inquiries to the grant administrator: Sarah Ferguson, Director of Marketing 8 West Main Street Danville, Indiana P: F:

2 THE TED FUND INSTRUCTIONS: The Tourism Enhancement and Development (TED) matching grant program has been established by Visit Hendricks County (VHC) for the purpose of promoting and encouraging tourism enhancement and development in Hendricks County. VHC is pleased to participate in expanding the quality of life in the county through many of their programs, including this grant opportunity. VHC has allocated $20,000 of its marketing budget to allow for tourism enhancements and development in Hendricks County. The spring and fall cycles each have up to $10,000 to award. The program offers a non-matching grant for requests up to $500 and offers 1:1 matching funds for requests from $501 to $2,500. VHC will entertain requests for cooperative assistance for projects designed to have a direct impact on the county by attracting out-of-county visitors, increasing visitation and bringing new money into the community. High consideration will be given to applicants requesting funding for businesses or events that will either generate a new overnight stay or extend a current stay for Hendricks County overnight accommodation properties. The goal of this program is to further develop and create quality tourism products that offer new or enhanced benefits to our visitors. The definition of a visitor is those traveling outside of 50- miles to attend an event or activity in Hendricks County. This involves both forming new products and modifying existing ones or the promotion of them. The goal of the program is closely tied with the mission and vision of VHC. MISSION The Hendricks County Tourism Commission, d/b/a Visit Hendricks County, attracts visitors to the county by promoting and developing tourism, which stimulates economic growth and enhances quality of life. VISION The Hendricks County Tourism Commission, d/b/a Visit Hendricks County, will be a regional leader in tourism economic development through creative marketing, product development and short- and long-term planning. 2

3 PROGRAM GUIDELINES: The purpose and objective of the TED Fund is to assist qualified organizations and businesses in initiating, enhancing, developing and promoting tourism in Hendricks County. TED Funds are available for the following projects: Advertising Newspaper, magazine, radio, direct mail and television. Online opportunities are also applicable include website development, enhancement and/or search optimizing, e-marketing and social media. Promotions Printing for promotional purposes, public relations, or other activities & Publicity designed to increase interest in an event or for an attraction. Special Projects Research and development of strong tourism programs with a potential for long-term benefits or high visitor impact. 1. Funds are NOT available for: capital investments, operating costs (including web hosting and domain registration), items used the day of the event for the participants and aren t for promotional purposes to drive-traffic to the event (tickets, bags, etc), fireworks displays, food and drink, mileage and/or other travel costs or staff salaries. 2. Projects should enhance Hendricks County s image and offerings as a visitor or group destination. Projects must promote to out-of-county visitors and have more than a local impact. The definition of a visitor is those traveling outside of 50 miles to attend an event or activity. This definition should be kept in mind when choosing appropriate advertising placements and distribution methods. Only using local advertising (if applying for advertising assistance) is not covered by this grant program. 3. The applying entity or event must be located in Hendricks County. 4. Applying organizations may submit no more than one request per project in 12 months. Previously funded projects must show enhancements and/or changes from prior years. Organizations requesting matching funds will only be eligible to receive funding up to three (3) times for the same project. Non-matching grants will only receive up to two (2) times for the same project. 5. Due to the amount of grant applications at any given time, applicants requesting funding for projects, events or businesses may receive grant dollars in amounts less than requested or may be denied. 6. All advertising, printed materials, on-air promotions, presentations, etc. are required to recognize VHC and/or the TED Fund. The representation of VHC and/or the TED Fund must be approved by the TED Grant Administrator prior to any advertising or printing. Certain exceptions may be made but only after meeting with and receiving consent from the TED Grant Administrator. 3

4 APPLICATION PROCESS Applicants are strongly encouraged to meet with the Director of Marketing in advance of the application deadline. Specific information and helpful tips are given during that time. Application deadline is Friday, February 24, for the spring cycle and Friday, August 25, for the fall cycle. All materials must be received prior to 5:00 pm at the VHC offices in Danville. The VHC offices are open Monday through Friday, 9:00 am to 5:00 pm. Applications can be downloaded from VisitHendricksCounty.com under the tab, About Us, then select Grants ( They are also available as a Microsoft Word document or PDF document by from All information must be typed or electronically reproduced on an original application form with an original signature. Applicants must submit seven (7) copies of the application and accompanying materials in person, by certified mail or delivery or they may submit one (1) copy of the application and accompanying materials through or fax to the TED Grant Administrator; however, it will still need an original signature. Applicants are responsible for making sure the or packet has been received by the deadline. Applications will be reviewed in numerical order as received by VHC. The grant fund offers a non-matching grant up to $500 and a 1:1 match for requests from $501 to $2,500. For example, the applicant that is spending $600 on a project may request up to $600 from the fund, allowing the total project to be $1200. All groups applying for funds must be devoted to creating tourism in Hendricks County. Any organization found not to be in good standing will have its application returned. All grant recipients are required to submit the TED Follow Up form within 90 days after project completion with informative data regarding the results from the new project. Applications are evaluated by a committee made up of Hendricks County Tourism Commission members, VHC staff, industry partners and community leaders as appointed by the Hendricks County Tourism Commission. The committee must include one (1) representative in the business of renting overnight accommodations. The committee shall include minimum of five (5) members but no more than seven (7). Applying entities will be promptly notified in writing of the final decision regarding their request within 45 days of the application deadline. Applicants shall not contact VHC staff, Hendricks County Tourism Commission members, or members of the TED Fund Selection Committee during the application review process. 4

5 CRITERIA 1. Projects cannot be in their completed state prior to written notification and final approval of the VHC. 2. Evaluation of the project by the TED fund committee may include, but not limited to: The quality of the project The distribution and market to be reached Generates a new overnight stay or extend a current stay in county lodging The evidence of need for funding by the applying organization Any previous funding history 3. Previously funded projects must show enhancements and/or changes from prior years and may receive amounts less than requested as the program was designed to be a seed fund. 4. All projects must be completed within one year of the date of notification. 5. Vendor estimates are required. 6. Letters of support are strongly suggested. 7. Funds are not available for capital investments, operating costs, fireworks displays, food and drink or staff salaries. PAYMENT 1. Payment from the TED Fund will be administered after the award notification to the applying organization. Funds will be a one-time payment, not to exceed the awarded amount, within 45 days of the committee s notification to VHC for payment processing. 2. Organizations receiving the grant must meet with a member of VHC staff within fourteen (14) days of being notified of receiving the grant. 3. Recipients are required to receive pre-approval from VHC grant administrator before moving forward with parts of their project that will be utilized with the grant funds or matching funds. 4. A TED Follow Up form and a copy of original invoices is required, accompanied by all print advertisement (actual pages on which an ad appears in a newspaper or magazine - not a copy), copies of all final brochures, and radio and television advertisements and must be submitted within 90 days of the finished project to be considered in good standing for future grants and for allowance of the award. 5

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