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HomeMy WebLinkAboutBozeman TBID Application FY18 Bozeman Tourism Business Improvement District BOZEMAN TBID GRANT APPLICATION INFORMATION The Bozeman TBID is seeking to partner with organizations interested in developing new or growing events, conventions, rallies,festivals and tournaments(to be called "the event" hereafter)that have a proven orqualified ability to generate hotel-motel room nights in the city of Bozeman. The mission of the Bozeman TBID is"to enhance the economic vitality of Bozeman by generating room nights for the cities lodging facilities through effective sales and marketing strategies,building collaborative partnerships and promoting Bozeman as a year round visitor,convention and event destination.". The Bozeman TBID is funded by a flat fee of$2 per room night on individuals staying at lodging facilities within the Bozeman City limits.The Business Improvement District Law, Montana Code Annotated 2007,7-12-1101through 7- 12-1144 as amended,for funding of all uses and projects for tourism promotion within Bozeman as specified by the Bozeman Tourism Business Improvement District budget. Criteria A. Requirements The following criteria are required prior to any funding by theTBID. (1) The event must have a proven or qualified ability to generate hotel-motel room nights in the City of Bozeman. (2) The Bozeman TBID resources are available. (3) The entire event must be deemed appropriate by the Bozeman TBID(no political candidate promotion, no adult style entertainment,other exclusions may apply at the discretion of the Bozeman Area Chamber of Commerce and Bozeman TBID). (4) The Bozeman Tourism Business Improvement District and the Bozeman Area Chamber of Commerce must be listed as additional insured on your event insurance policy. B. Advertising The Bozeman TBID will,in some cases,consider underwriting advertising efforts to help publicize an event that has a direct correlation to increased hotel/motel occupancy in Bozeman's lodging facilities. If approved,the following advertising criteria must befollowed. (1) The words Bozeman, Montana shall appear on all printed materials. (2) The website bozemanchamber.com shall appear on all printed materials (3) Acknowledgment of grant on collateral:"Produced with the support of Bozeman TBID funds." (4) Target Audiences must be a minimum of 150 miles away from Bozeman, MT. (5) Copies of all advertisements must be supplied to the Bozeman TBID. C. Event Funding The Bozeman TBID will, in some cases,consider subsidizing costs that would otherwise make anevent infeasible to have in Bozeman. In these cases the following criteria must befollowed. (1) No direct cash subsidy will be given to the organization. Cash subsidies may be used for rental assistance, transportation assistance,facility rental or other expenditures deemed appropriate by the Bozeman TBID. (2) The Bozeman TBID shall be included in the bidding and planning of the event in an effort to maximize the number of overnight stays created and insure that all aspects are deemed appropriate. Bozeman Tourism Business Improvement District D. Other (1) Award money will not be retroactive.(The TBID will not pay for advertising/promotions/obligations/other contracted services for the event prior to the grant being awarded) (2) Other rules,regulations, policies,and procedures pertaining to this grant are at the sole discretion of the Bozeman TBID. (3) Grant/Award winner must provide a wrap-up report and samples of produced advertisements to the TBID upon completion(within ten day of event closure). 20%of awarded funds will be withheld until this report is received. Recommendations While the Bozeman TBID will look at all events that create overnight stays,the following characteristics will improve grant consideration. A. The event occurs during the ten months that currently have lower occupancy in the Bozeman lodging facilities.July and August are the two highest occupancy months for Bozeman Hoteliers. B. The event is large in size. C. The event brings a large number of people from 100+miles away. D. The event is multiday. E. The event is new to Bozeman and/or has significant potential for growth. F. The event is not weather dependent. G. The event organization requesting funds is non-profit. Process A. Submit one copy of the following:1)grant application 2)projected budget that includes all income and expenses and 3)supporting documents(business plan,marketing plan,ad materials, etc.). B. Grant application will be reviewed by the Gallatin Valley Tournament Committee and Bozeman TBID. It will take a minimum of 45 days for grant application results. C. Failure to comply with any of the criteria listed may require full repayment of TBID monies from the awarded organization to the Bozeman TBID. D. Applicant must complete a follow up report within 45 days of the event being held. Acknowledgment of Criteria: Please sign below acknowledging that you have read and understand the above criteria: Name of Organizati Req estingGrant Voices of Montana Tourism Signature Print Name Dax Schieffer Position Director Date 11/_22J17_ Bozeman Tourism Business Improvement District BOZEMAN TBID GRANT APPLICATION 1. GENERAL INFORMATION Name of Organization: Voices of Montana Address: PO Box 1272, Helena, MT 596 Phone: 406-539-1026 Email: dax@voicesoftourism.com Name of Contact: Dax Schieffer Position of Contact: Director Phone: 406-539-1026 Email: dax@voicesoftourism.com Title of Event: Grant funding for Voices of Montana mission Proposed Dates of Event: July 1, 2017-June 30, 2018 Location of Event: Montana Amount of funding requested $ 6,000 Applicants Match (if applicable)$ Total Budget$ 85,000 Bozeman Tourism Business Improvement District (If using an email version of this document,please expand spacing when necessary to fit all information.If using a hard copy, attach additional pages.) 2. SUMMARY OF EVENT Please describe the event in detail and what it is that you wish to accomplish. The mission of Voices of Montana Tourism is to serve as a unified voiced for Montana's tourism stakeholders. We educate audiences on the immense value a sustainably-grown tourism industry provides for our spectacular nature,culture and sense of place that Montanans and visitors cherish. 3. GRANT REQUEST PURPOSE Please provide a one paragraph summary of the purpose of the funding request and what itwill subsidize. Please focus on the specific element for which you are requesting funding. Voices of Montana Tourism has created partnership with TBID's across the state in supporting the mission for education and outreach. Nearly all dollars contributed go to programming for Voices of Montana Tourism within its operating budget. Voices also receives support from private donors, CVB's, Chambers of Commerce and Tourism regions. 4. LODGING FACILITY IMPACT Explain how this event will bring people from out of town to fill hotel rooms and list the towns,states and/or regions you expect the participants to travel from. Explain your room night goals and howthey will be measured. As Voices of Montana effectively meets its mission in education and outreach it will follow that sound policies can be protected and developed that will increase visitation for all Montana communities. As Bozeman is positioned particularly strong in travel through effective promotions, brand recognition and world class recreational advantages with amazing mountains, rivers, skiing,wildlife and scenery; success for Voices of Montana Tourism will translate to more Bozeman room nights. Bozeman Tourism Business Improvement District 5. ORGANIZATION OVERVIEW Please give a brief history of your organization. Voices of Montana Tourism started in 2011 under the corporate umbrella of the Montana Lodging and Hospitality Association, a non-profit association in Montana. In January 2016,Voices reincorporated as a stand-alone independent non-profit and organized as a charitable 501c3. Voices of MT Tourism has obtained IRS approval for tax-exempt 501c3 status. 6. AVAILABLE RESOURCES What alternatives to TBID funding have been explored? Do you envision this grant as seed money? Will this event become self-sustaining in the future? It is a goal to broaden the financial support of Voices from hotels,TBID's and regions and CVB's to better reflect the bigger picture of stakeholders who benefit from a strong tourism industry to include restaurants, retail, recreation and transportation. While the organization evolves and grows, we would want to remain committed to the partnerships developed with the TBID communities across the state. 7. PROJECT BUDGET TIMELINE Please indicate when you will need the funds from the TBID. Be aware that once funding is recommended,a contract will need to be executed by the Bozeman TBID.A detailed budget is required to be submitted with the application. If this is the second year of funding please provide a Profit and Loss from the previous year. Voices of Montana Tourism would request the funding before its fiscal year ends June 30, 2017. FY17 P&L attached 8. CHALLENGES What are the primary challenges your organization faces with regards to this event? N/A Bozeman Tourism Business Improvement District 9. ADDITIONAL COMMENTS Please provide any other comments that should be considered. Voices of Montana Tourism is very appreciative of the past support that the Bozeman TBID has provided and the organization looks forward to continuing its partnership. 10. QUESTIONAIRE How many volunteers are required? Has this event been in Bozeman before? Yes No If yes, when? Has this event been in Montana before?Yes No If yes,when? Could this event cancel on the same day due to inclement weather?Yes No If yes,explain: Could this event cancel a month or less before its intended date for any reason?Yes No If yes,explain: What, if any, entities will proceed from this event? Are you a Member in good standing with the Bozeman Area Chamber of Commerce? Yes No Please sign below stating that the above information is accurate Name of Organization Requesting Grant Voices of Montana Tourism Signature W ��4 Print Name Dax Schieffer Position Director Date 1 /24_/_17_