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HomeMy WebLinkAboutBarracuda Swim Club APPLICATION FINAL 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 maximize the number of overnight stays created and insure that all aspects are deemed appropriate. 1. GENERAL INFORMATION Name of Organization: Bozeman Barracudas Swim Club Address: PO Box 804 Bozeman MT 59771 Phone: (801) 554-2471 Email: kyle.r.harris11@gmail.com Name of Contact: Megan Belasco Position of Contact: Member/Parent of Swimmers/Former Board Member Phone: 406-577-6336 Email: megan.belasco@gmail.com Title of Event: TYR Teddy Bear Invitational Proposed Dates of Event: December 8th-December 9th, 2018 Location of Event: Bozeman Swim Center Projected Room Nights: December 7th-December 9th , 2018 Amount of funding requested: $ 4,250 Applicants Match (if applicable): $ 4,395 Total Budget: $ 8, 645 2. SUMMARY OF EVENT Please describe the event in detail and what it is that you wish to accomplish. Swimmers/swim teams come from all over the state to compete in swim events. We strive to provide a fun, positive, and competitive swim meet to provide swimmers a venue to achieve their team and individual goals in the sport. We anticipate 250+ athletes to attend our swim meet with their families with ages ranging from 6 to 86-years old as this meet is co-sanctioned with Montana Masters Swimming. It is an exciting time in Montana swimming as some athletes in the state are currently on the Junior National team and ranked top 8 in the country. Bozeman Barracudas are excited to host this event in our community as it brings $60 to $100K to the local economy including $36K in hotels and $31K in food. Please see an attached copy of the summary of our ‘Out of Town Swimmer Survey’ we use to collect data pertaining to the local economic impact. This is one of a handful of meets the Barracudas plan to host this year. During the short-course season (September-March) we will host two meets; TYR Teddy Bear Invitational in December and BC Championships in March. During the long-course season (April-July) we will host two meets as well; May Classic in May and Long-Course State Championships in July. 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. We are specifically asking for the amount to pay our pool rent for and the awards for this event. Pool rent allows us access to the pool for the two days to conduct the swim meet. We rely completely on our team volunteers to facilitate the set-up, take-down, and execution of the actual meet. This meet is unique in that we offer teddy bears as prizes as opposed to ribbons or medals which are more traditional for swimmers to receive during meets. Over the years, the stuffed animals as prizes has proven unbelievably important to the athletes and has made this event one of the must-attend meets on the calendar. Even older teen-aged boys have been known to collect and display the teddy bears won over the years at this meet in their rooms. If and when we have extra teddy bear prizes upon conclusion of the meet, we donate the remaining bears to law enforcement in the community to keep in their cars and use when encountering young children during accidents or other police calls. 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. Swimmers have historically attended from all over the state (Billings, Butte, Great Falls, Havre, Helena, Kalispell, Missoula, and Polson). In 2017, the addition of a bulkhead allowed us to host a meet in a standard short course pool for the first time ever. The bulkhead converts the existing 50-yard pool that is standard use during the Long Course season (April-July) to a 25-yard pool that is standard use during Short Course season (September-March). The bulkhead has increased the popularity of this meet, driving an increased number of out of town participants who require hotel rooms. From 2016 to 2017, this meet saw a 300-person influx with the addition of the bulkhead. Out-of-town participants typically arrive to Bozeman the Friday afternoon before the meet and check out on Sunday. A survey to measure the local economic impact has been conducted for the past few years to help demonstrate what this swim meet brings to our community and is attached along with a survey summery. We will continue to offer the survey to measure what this meet provides to the community. 5. ORGANIZATION OVERVIEW Please give a brief history of your organization. The Bozeman Barracuda Swim Team was founded in the 1960s by dedicated parents interested in competitive swimming. The Barracudas have a successful program of 100-120 swimmers, ranging from 5 to 18 years old. Professional coaches guide beginning swimmers new to competitive swimming through our graduated levels of instruction and training. Barracuda Swimmers compete at meets across the state, at regional competitions throughout the Northwest, and at national level competitions. As owners of the 501(c)3 non-profit, charitable organization, parents elect a Board of Directors to oversee the programs and performance of the business. Professional coaches are hired with the responsibility of running the swim team. They are assisted in this task by a variety of parent volunteers. Our mission is to provide a healthy, rewarding experience for young athletes, where the pursuit of goals and dreams leads to success in swimming and in life. We strive to benefit our community by developing young leaders who are hardworking, responsible citizens. Our swimmers are respected role models embodying integrity, teamwork and friendship gained through their commitment to excellence. 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? Our club continues to explore ways to continue to grow and develop the swimming experience in Montana. Our Board of Directors is consistently challenged to find ways to keep the sport from being cost prohibitive to our community while managing continual rises in pool rent (projected to continue to rise by 10% annually for the foreseeable future), ongoing purchase and replacement of equipment needed, and desire to provide ample quality events and experiences for our swim community. Alternatives to TBID funding include raising members’ dues, raising the fees associated with meets (i.e., Entry fees, program fees). This grant would not be considered seed money, rather a means to offset the cost of this event to our program to help us continue to grow this high-quality swim meet and look to conduct other swim events to encourage ongoing participation from swim families throughout 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. The event will be held December 8th and 9th, 2018. Funds for prizes will be spent well ahead of time and pool rent will not be due until after the event. Funding provided as close to the event date as possible is ideal but not imperative. Please see attached budget. 8. CHALLENGES What are the primary challenges your organization faces with regards to this event? TYR Teddy Bear Invitational Budget 2018 EXPENSES Awards $750.00 Supplies $500.00 Concessions $800.00 Pool Rent $3,500.00 Meet Sanction Fee $20.00 Other Meet Expenses (Hospitality etc.) $500.00 Subtotal: $5,570.00 Charges from USA Swimming: Per Swimmer Fee: First 99 ( # of swimmers X $5) $495.00 Per Swimmer Fee: 100-199 ( # of swimmers X $8) $792.00 Per Swimmer Fee: 200-349( # of swimmers X $12) $1,788.00 Total Per Swimmer Fee $3,075.00 Total Projected Expenses $8,645.00 Projected Income Meet Entry Fees $8,000 Meet Program Sales $1,000 Concession Sales $1,000 Ad Sales $300.00 Total Projected Meet Income $10,300.00 Calculate Economic Impact from Teddy Bear Meet Using 12/2017 Survey Data a 291 Total Swimmers Entered b 109 Bozeman Swimmers Entered (BOZ and BMA) c 149 Out of Town Swimmers Entered d 1.28 No. of Swimmers/Family (assumed) e 79.49%Percent in Hotels f 0.00%Percent in Campground g $99.93 Avg Price of hotel/night h $45.00 Avg Price of Campground/night i 1.56 Avg No. of nights/trip j $176.67 Avg per family spend on meals/trip k $68.03 Avg per family spend on fuel/trip l $34.01 Assume half of fuel/trip spent in Bozeman =k/2' m $401.45 Average per family spend on total trip n 116 Number of family visits for meet =c/d o $14,439.55 Dollars Spent on Hotels =n*e*g*i p $0.00 Dollars Spent on Campgrounds =n*f*h*i q $3,952.97 Dollars Spent on Fuel in Bozeman =n*l r $20,532.20 Dollars Spent on Food =n*j s $42,703.24 Total Dollars Spent in Bozeman =n*(m-l) Bozeman Barracudas 2017 TYR® Teddy Bear Classic Out-Of-Town Swimmer Survey The Bozeman aquatics community is trying to convince the local government to build a new aquatics facility and we are trying to measure the benefit of the bulkhead in the Swim Center Pool. We would like to provide financial information back to the City Commissioners explaining the impact of hosting swim meets in Bozeman. Your assistance in completing this survey is appreciated. Submitting the survey automatically enters you in a cash drawing for 2 $25 cash prizes. The drawing will be held Sunday during the 500 Freestyle event. Contact info will be used only to contact of winners of the random drawing of returned surveys. 1. How many times have you traveled to Bozeman for any swim event in the last year? 1-2 times 3 times 4 times 5 or more times 2. How many miles did you travel to Bozeman ____________________ 3. What type of accommodations are you using for lodging at this meet? Hotel Camp/RV Friends/Family Drive Home Nightly 4. What Hotel did you stay at? ________________________ 5. How much are you spending each night for lodging (not including tax)? ___________________ 6. How many nights are you staying in Bozeman? ______________________ 7. How many people are traveling with your party? _______________________ 8. How many competing swimmers are in your party? _______________________ 9. How much do you spend for this trip (best estimate) on meals for your whole party? ____________________ 10. Please estimate your total gas costs to travel to Bozeman. ____________________ 11. Please estimate your total cost for this trip including travel and retail purchases. ____________ 12. Comments: ___________________________________________________________________ __________________________________________________________________________________ Name ___________________________ Contact Info (phone or email) ____________________________ Please return your survey to the Swim Shop table prior to the end of the Sunday morning session Bozeman families are not eligible for the drawing.