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HomeMy WebLinkAbout2018 BOZEMAN HS TBID GRANT APPLICATION INFORMATION1 | Page 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 or qualified 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 around 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, 7-12-1101 through 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 the TBID. (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 be followed. (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 an event infeasible to have in Bozeman. In these cases the following criteria must be followed. (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 2 | Page maximize the number of overnight stays created and insures that all aspects are deemed appropriate. 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 Organization Requesting Grant: Gallatin Valley Lacrosse, dba Bozeman Lacrosse Signature Print Name Brooks Emeny Position President/Tournament Committee member Date 03/19/18 3 | Page 1. GENERAL INFORMATION Name of Organization: Bozeman Lacrosse Address: PO Box 472 Phone: 406.580.1069 Email: Presidentbozemanlacrosse@gmail.com Name of Contact: Brooks Emeny Position of Contact: President/Tournament Committee Member Phone: 406.580.1069 Email: Presidentbozemanlacrosse@gmail.com Title of Event: Montana High School Lacrosse Association (MHSLA) High School State Tournament Proposed Dates of May 18-20 2018 Event: Location of Event: Montana State University Bozeman,MT Projected Room Nights 5/18/18 and 5/19/18 Approximately 400 athletes Amount of funding requested $ 8250.00 Applicants Match (if applicable) $ Total Budget $ $23930.00 4 | Page 2. SUMMARY OF EVENT Please describe the event in detail and what it is that you wish to accomplish. The MHSLA State Tournament is the final competition weekend for all varsity level programs across the State of Montana (also includes Jackson, Hole, WY). This tournament is held for both boys & girls. The competition will begin on Friday evening and continue through Sunday afternoon to crown the state champions. All games are schedule to be played at Montana State University. Competition includes 11 Boys Varsity and 8 Girls Varsity programs. Varsity teams field approximately 20 players. 3. GRANT REQUEST PURPOSE Please provide a one paragraph summary of the purpose of the funding request and what it will subsidize. Please focus on the specific element for which you are requesting funding. This funding will be used to offset the costs for quality officials through Montana Lacrosse Officials Association, MLOA. Quality officiating is key to running a positive, successful and memorable tournament. Youth Lacrosse in Montana has come a long way and this is the first year of the MLOA having quality and professional officials. With that comes the responsibility of compensating these dedicated people. With the help of the TBID Grant, we will prove to the state that Bozeman is a fantastic place to host the State Tournament for a long time to come on a bi-yearly plan. With the Grant being provided to Bozeman Lacrosse for our 2018 MLA Youth State Tournament, the Bozeman TBID would be a major sponsor and therefore privileged to all our marketing and advertising. 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 how they will be measured. We will be hosting over 400 athletes from across the state Billings, Butte, Great Falls, Helena, Kalispell, Whitefish and Missoula. Jackson Hole, WY is also a participant on the girls’ side. There will be approximately 8 varsity girls’ teams, 11 varsity boys’ teams, and a highlighted group of junior varsity players participating. Games will start on Friday evening. Full schedules of games on Saturday ranging from 9am-8pm. Tournament championships are held on Sunday for the girls and boys’ brackets. Also scheduled are campus tours to encourage all participants to come early or stay an additional day hopefully equating in more lodging needs. We anticipate most teams setting aside blocks of rooms of 10+ for each program. We base this from roster sizes and an average of 2 supporting fans/family for each participant. With 18 teams traveling to Bozeman for our Tournament and knowing that families have multiple children, a conservative estimate of total hotel rooms needed for Friday and Saturday night for athletes’ direct families would be 250 rooms/night with the potential of over 400 with coaches, officials and spectators. 5 | Page 5. ORGANIZATION OVERVIEW Please give a brief history of your organization. For the past 14 years, our organization has provided well over 2000 youth players. We are dedicated to teaching the game of lacrosse in southwest Montana to boys and girls ages 7 - 18. Our philosophy is that by teaching lacrosse and encouraging players to cradle the values that give the game its roots and wings, we create good citizens. Those values are integrity, respect, sportsmanship and the responsibilities of being a team player. We teach players the mechanics of lacrosse with an emphasis on fundamentals and a focus on safety first. We want girls and boys in our programs to have fun learning and playing lacrosse. Our goal is for youth and their families to develop positive attitudes towards fitness and pursue healthy, active lifestyles. Watching players grow in their athleticism and as team members brings us joy, and pushes us to continue teaching youth and serving families. 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? We are in the process of fundraising as well as contracting specific sponsorships for fields and advertizing for the State Tournament. With the expected success of our tournament, we anticipate to continue hosting every other year with the goal of the tournament becoming self- sustaining. 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. We would ask for the funds to be available by the 1st of May. Budget Item Cost Officials $8250.00 Fields $7500.00 Port toilets $4500.00 Safety Fence Rental $2000.00 Medical $1680.00 Total $23930.00 6 | Page 8. CHALLENGES What are the primary challenges your organization faces with regards to this event? Compensation for officials and field rental costs are the primary challenges we face in hosting this event. We also face competition from other Montana cities who would like the opportunity to host tournaments, making it paramount that this event is successful so that we can host it again in the future. 9. ADDITIONAL COMMENTS Please provide any other comments that should be considered. Lacrosse is the fastest growing youth sport in Montana and Bozeman Lacrosse is honored to have the reigning 2017 Girls and Boys High School State Champion teams. Bozeman Lacrosse has the privilege of hosting the 2018 Youth and High School State Championships for both girls and boys. We have not been able to host either one for over 10 years. We now have the organization and with the hope of community support, and the valuable financial support from the TBID, we have the great opportunity in making this a yearly Tournament alternating from Youth to High School. 10. QUESTIONAIRE How many volunteers are required? 25 plus Has this event been in Bozeman before? Yes in 2015 Has this event been in Montana before? Yes, Every year for the past 7 years. Could this event cancel on the same day due to inclement weather? Yes If yes, explain: Lacrosse is played in the rain and snow. Lightening storms cause our games to be postponed or cancelled. We have cleared snow up to 4” off our fields to play, but yes, with adverse weather we would have to cancel. Could this event cancel a month or less before its intended date for any reason? Yes If yes, explain: Never say never, but highly unlikely. What, if any, entities will profit from this event? Bozeman Lacrosse and The Bozeman Tourism Industry 11. Are you a Member in good standing with the Bozeman Area Chamber of Commerce? No Please sign below stating that the above information is accurate Name of Organization Requesting Grant Bozeman Lacrosse Signature Print Name Brooks Emeny Position President/Tournament Committee member Date 03/19/2018 7 | Page