2014 Co Op Advertising Program

Transcription

1 2014 C Op Advertising Prgram The missin f the Hancck Cunty Cnventin & Visitrs Bureau is t prmte Findlay and Hancck Cunty, and the features f ur cmmunity that make ur hmetwn a destinatin fr travelers. T facilitate this missin, the Hancck Cunty Cnventin & Visitrs Bureau (HCCVB) has set aside funds fr the marketing f events and attractins which exhibit psitive turism ptential. Qualified rganizatins will be eligible t receive up t $3,000, per activity, in 50% matching funds. This funding is t assist qualified rganizatins with the advertising and prmtin f activities which directly increase htel ccupancy thrughut the year, and which help build a psitive image f the Findlay- Hancck Cunty area. The HCCVB funds are intended t prmte lcal events and attractins t visitrs frm utside f the cmmunity, and t amplify the lcal prmtinal effrts cntributed by the hst rganizatin. Wh May Apply: Qualified rganizatins include: attractins, events, eateries, shps, ldging facilities, parks and recreatinal sites, meeting and banquet facilities. A qualified rganizatin will seek t prduce and prmte a well- defined event, festival, cultural theme, sprt turnament, r package that has ptential t increase htel ccupancy and/r create a psitive image f the Findlay- Hancck Cunty area. Applicatin Highlights: Activities with a lcal fcus: May be apprved fr up t $1,000 in 50% matching funds, i.e., at least $2,000 m ust be spent t receive $1,000. Activities with a reginal r larger fcus (30% f attendees frm utside Hancck Cunty): 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. Only thse expenses that can be directly tied t marketing utside Hancck Cunty will be reimbursed with the additinal $2,000, i.e. at least $4,000 must be spent m arketing the event utside f Hancck Cunty. Applicatin Deadlines: Applicatins must be submitted t the HCCVB at least 60 days prir t the start f the activity, and Reimbursement and dcumentatin must be submitted t the HCCVB n mre than 60 days after the event is cmplete t b e eligible fr payment. Funding Pririties: All activities must exhibit the ability t enhance the verall gals f the Hancck Cunty Cnventin & Visitrs Bureau. Higher cnsideratin will be given t rganizatins that demnstrate ptential fr accmplishing multiple HCCVB gals. Please see VisitFindlay.cm fr a full descriptin f these gals. Overnight Accmmdatins Signature Events Cmmunity Image Building Hspitality Partnership Grwth The HCCVB lg must be clearly presented in all marketing materials. Materials that d nt cmply will nt be eligible fr reimbursement funds. Lgs and standards fr use are available fr d wnlad at VisitFindlay.cm r thrugh the HCCVB staff at inf@visitfindlay.cm. Fr Office U se: Event Date: Received Date: Due Date: Apprved: Y / N $ Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 1

2 Applicatin Timeline: Submit Applicatin 60 days prir t the start f the activity (r earlier) Ntice f Apprval 15 days after receipt f the Applicatin Submit Request fr Reimbursement 60 days after the cmpletin f the activity (r earlier) Reimbursement prcessed 30 days after receipt f the Request fr Reimbursement Applicatin Guidelines: 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. Timeliness: In rder t be cnsidered fr funding, applicants must cmplete and submit the 2014 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. HCCVB Lg: The Hancck Cunty Cnventin & Visitrs Bureau lg and/r website must clearly be presented in all marketing materials, press releases, and presentatins. The HCCVB must apprve all advertising prir t distributin. Failure t acknwledge the HCCVB 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 HCCVB. Amunt Requested: 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. Use: Funds granted thrugh the C Op Advertising prgram may be used nly fr event advertising and marketing purpses (See Eligible Expenditures belw). Admissin: In rder t be cnsidered fr funding, all activities must be pen t the general public r have nn- exclusive membership. Applicatin Materials: C Op Advertising Applicatin Cmplete all sectins f the tw- page applicatin. Attach extra sheets, if necessary. Budget Wrksheet Cmplete all sectins f the Budget Wrksheet with sufficient detail t verify the applicant s advertising expenditures t be 50% matched by HCCVB C Op funds, at a maximum f $3,000. Supprting Materials If deemed apprpriate by the applicant, include narrative f previus event histry, attendance, htel rms ccupied and financial recap (exhibitrs, admissins, advertisement placement). References and ther relevant infrmatin may als be submitted. Eligible Expenditures: Advertising placement and fulfillment may include: Radi Print Televisin Website advertising Billbards Event brchures Pstage fees Awards and prmtinal items Other expenses as apprved by the HCCCVB Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 2

3 Reimbursement Request Frm: Frm and Dcumentatin: 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. Summary: This request must include a written summary utlining the number in attendance, advertising respnse and cmments abut the success f the event. Please include suggestins n imprving the event in future years. Failure t include this summary may exclude the event frm cnsideratin in future HCCVB applicatins. Timing: The Reimbursement Request frm and ther supprting dcuments must be submitted t the HCCVB within 60 days f the cnclusin f the activity. Applicatin Review: Timing: Applicatins will be reviewed and ntificatin f apprval will typically be given within 15 days f receipt by the HCCVB. Special Circumstances: In the event the applicatin has special requests utside f the realm f the C Op Prgram guidelines, the HCCVB Marketing Cmmittee will review and present a recmmendatin t the HCCVB Advisry Bard fr apprval. Applicants will be ntified if special prcedures are needed. Cntact: Please cntact the Hancck Cunty CVB with any questins, r applicatin assistance: , inf@visitfindlay.cm VisitFindlay.cm The Hancck Cunty Cnventin & Visitrs Bureau Operating 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. *Disbursement f funds is dependent n the receipts cllected frm the bed tax frm year t year* Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 3

4 2014 C Op Advertising Applicatin (2 pages) 2014 Event Date (s): Name f Organizatin: Cntact Name: Phne: Amunt Requested: Prjected Ttal Expenses: Estimated Attendance: Annual Organizatin Budget: Annual Organizatin Advertising Budget: Target Audience: Event Gals: Name f Event: Year Event Began: Address: Title: Prjected Advertising Expenses: Prjected Ttal Revenues: % Attendance frm utside Cunty: Will the Event increase vernight stays? Explain. D yu see the Event becming a Signature prgram in Hancck Cunty? Explain. Hw will the Event build a psitive cmmunity image? What partnerships and/r cllabrative effrts have been used fr this Event? What attendance tracking methds have yu used r will yu use? Where will the HCCVB lg be used within the Event's marketing materials? Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 4

5 2014 C Op Advertising Applicatin (Cntinued) 2014 Estimate Hw many vernight attendees? 2013 Actual 2014 Estimate Hw many daytrip r Lcal attendees? 2012 Actual 2013 Actual 2012 Actual Please circle the number f years funding has been requested frm the HCCVB fr this activity: If at least 30% f attendees are frm utside f Hancck Cunty: What specific marketing activities are yu ding t increase new turism? If this event were t receive additinal funds fr expanded marketing effrts, hw wuld they be used? 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 Op Advertising Prgram Guidelines and Applicatin 5

6 2014 C Op Advertising Budget (3 pages) 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 Ticket Sales/Admissin $ (R2) Advertising (i.e. sales f advertising space in event publicatins, etc.) $ (R3) Exhibitrs r ther incme $ (R4) Spnsrships/Dnatins: Ttal f all dnatins ther than HCCVB Grant requested funds. Please list all additinal spnsrs belw with the amunt requested r secured. Please mark apprpriately t indicate if the grant is nly requested, r has already been secured. Use additinal pages, if necessary. Organizatin Name $ Requested Secured Organizatin Name $ Requested Secured Organizatin Name $ Requested Secured Organizatin Name $ Requested Secured (R5) Ttal Revenue befre HCCVB Grant (Add R1 thrugh 4) $ (R6) Requested HCCVB Grant Amunt $ (R7) Ttal prjected Revenue (R5+R6) $ Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 6

7 Expenses This sectin is t prvide infrmatin abut hw funds will be spent. It shuld list nly funds related t this particular prject. If the prjected expenses exceed the requested 50% matching grant requirements, include the ttal cst f the prject. Use additinal pages, if necessary. (E1) Facilities $ (E2) Cntract/Prfessinal Fees $ (E3) Supplies/Materials $ (E4) Equipment $ (E5) Permits* $ (E6) Signage* $ (E7) Advertising/Media buys* $ (E8) Creative/Prductin cst fr ad develpment* $ (E9) Pstage* $ (E10) Website* $ (E11) Printed Materials* $ (E12) Other: $ (E13) Other: $ (E14) Other: $ (E15) Other: $ (E16) Ttal Event Cst (Add E1 thrugh 15) * Eligible Expenditures See Page 2, ther line items may qualify $ Balance (T1) (T2) (T3) Ttal Revenue (R6) Ttal Event Cst (E16) Prjected Net Revenue (T1 T2) $ $ $ Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin 7

8 Requested Funds Please detail Eligible Expenditures belw. Receipts are required t be submitted t the HCCVB fr all advertising expenses with Reimbursement Request. Please indicate the cst, apprpriate expense line frm Page 7, and a brief descriptin fr each item (see example). Please review Eligible Expenditures n Page 2 befre cmpleting. Example: Item Cst $2,000 Expense Line E7- Advertising/Media Buys Descriptin & Lcatin Curier Ads, Hancck C. Ttal Eligible Expenditures (See Page 2) Item Cst Expense Line Descriptin & Lcatin (Lcal/Nn- lcal) $ E $ E $ E $ E $ E $ E $ E $ E Ttal Eligible Expenditure Cst: $ Quick Review: Reminder: This grant is fr 50% matching funds. T receive the full amunt f requested funds frm the HCCVB, the Ttal Eligible Expenditure Cst abve must equal twice the amunt requested. Lcal Fcus Example: Requested: $1,000 Ttal Eligible Expenditure Cst: $2,000+ Reginal r Larger Fcus Example: Requested: $3,000 Ttal Eligible Expenditure Cst: $6,000+ ($4,000 + spent n nn- lcal advertising) Questins? Let us knw! Call , , r inf@visitfindlay.cm. 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 Op Advertising Prgram 123 East M ain Crss, Findlay, Ohi 45840, FAX: r inf@visitfindlay.cm. Applicatin must be submitted n later than 60 days prir t the start f the event. Hancck Cunty CVB C Op Advertising Prgram Guidelines and Applicatin A cmplete applicatin cnsists f: Cmpleted riginal applicatin frm, 2 pages. Cmpleted Budget Wrksheet, 3 pages. Supprting dcuments r ther pertinent infrmatin fr cnsideratin, if applicable. 8