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HomeMy WebLinkAboutBozeman Fall Ball Classic 2018 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 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, 7-12-1101 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 Requirements The following criteria are required prior to any funding by the TBID. The event must have a proven or qualified ability to generate hotel-motel room nights in the City of Bozeman. The Bozeman TBID resources are available. 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). The Bozeman Tourism Business Improvement District and the Bozeman Area Chamber of Commerce must be listed as additional insured on your event insurance policy. 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. The words Bozeman, Montana shall appear on all printed materials. The website bozemanchamber.com shall appear on all printed materials Acknowledgment of grant on collateral: “Produced with the support of Bozeman TBID funds.” Target Audiences must be a minimum of 150 miles away from Bozeman, MT. Copies of all advertisements must be supplied to the Bozeman TBID. 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. 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. 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. Other 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) Other rules, regulations, policies, and procedures pertaining to this grant are at the sole discretion of the Bozeman TBID. 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. 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. The event is large in size. The event brings a large number of people from 100+ miles away. The event is multiday. The event is new to Bozeman and/or has significant potential for growth. The event is not weather dependent. The event organization requesting funds is non-profit. Process 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.). 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. Failure to comply with any of the criteria listed may require full repayment of TBID monies from the awarded organization to the Bozeman TBID. 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 Big Sky Elite Basketball Signature Chris Tarabochia Print Name Chris Tarabochia Position Tournament Director Date 09 /_18_/_18_ BOZEMAN TBID GRANT APPLICATION GENERAL INFORMATION Name of Organization: Big Sky Elite Basketball Address: PO Box 1135, Bozeman, MT 59771 Phone: 406-763-6311 Email: play@bozemanfallballc lassic.com Name of Contact: Chris Tarabochia Position of Contact: Tournament Director Phone: 406 763-6311 Email: chris@tarabochia.net Title of Event: Bozeman Fall Ball Classic Basketball Tournament Proposed Dates of Event: 11/3-4/2018 Location of Event: Bozeman Area School Amount of funding requested $ 6,500 Applicants Match (if applicable) $ Total Budget $18,368 (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.) SUMMARY OF EVENT Please describe the event in detail and what it is that you wish to accomplish. The Bozeman Fall Ball Classic is designed to be top-notch youth basketball tournament to kick off the start of the basketball tournament season across Montana. Also, this tournament is utilized by Bozeman Area MOA referees for training and readiness before the regular school basketball season. The tournament will host boy’s and girl’s tournament divisions for grades 4th-12th. This tournament has typically seen over 70 participating teams in the past few years. Teams are expected from Wyoming, Missoula, Kalispell, Helena, Great Falls and Billings. The size of the basketball teams average 8 players and 2 coaches. We are estimating 600 players, family members, and fans to take part in this year’s tournament. The Tournament Committee is committed to ensuring the Bozeman Fall Ball Classic is a high quality tournament that leads to growth for this and other youth basketball tournaments in Bozeman. We continue to improve in the following areas: Expand marketing to web site, Facebook, cross-event marketing and email outreach to attract teams across the state. Several team members are active in both this tournament and the Bozeman Hardwood Classic and Big Sky Classic. Knowledge transfer about how to run a high quality tournament, experience and volunteers are supporting both tournaments. Using only MOA certified officials for all games. As a top tournament for the area, the TBID has the opportunity to continue to support this type of high quality event for the Bozeman community. 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. The funding will be used to pay MOA and high quality referees rather than relying on students, volunteers or parents. We require two officials per game at $20-$25 each which would result in a total fee for officials ranging from $7,000-$8,500 for this event. This will continue to make the tournament legitimate as it will attract even more teams around and outside the state. As a coach and parent, the number one reason we hear over and over as a measure of a quality of tournament are the officials. Within competitive tournament marketing the commitment to providing the best officiating will continue to draw teams to Bozeman and to continue to grow the tournaments in the years to come. Hosting a high quality tournament is an expensive endeavor. With the TBID partnership this will ensure that the event will be successful this year and in future years. 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. The tournament will begin on a Saturday morning and runs through Sunday afternoon. Teams traveling 50-75 miles or more will likely utilize local lodging for Friday and Saturday night during this non-peak season of July and August. With the establishment of our Tournament Committee, branding, marketing and joint tournament efforts we are anticipating 80 teams at a minimum with at least half of those outside a 50 mile radius. Our projections based on past tournaments is for 50 teams at 2 nights and an estimated 8 players per team on average, for a total of 800 room nights. ORGANIZATION OVERVIEW Please give a brief history of your organization. Bozeman Fall Ball Classic Tournament Committee and Big Sky Elite Basketball have come together to continue the high quality of this event and augment the growth of this tournament as well as future Bozeman area tournaments. By establishing the Tournament Committee (including Hardwood Classic and Big Sky Classic committee members, local community leaders and AAU coaches with tournament experience) we have taken the necessary steps to continue to improve on the quality of this event. The proceeds from this tournament will go directly to supporting the Bozeman High School Football and Wrestling programs to assist in purchasing equipment and fund development opportunities. 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 working towards other sponsorships from local businesses. We are offering court, web and t-shirt sponsorship opportunities. The fund received from the TBID will help to continue to support the tournament by offsetting the cost of officiating. It is our intention with the improvements and partnerships to attract more teams and grow this event so that it continues to feed into the other top quality tournaments in our region. 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 have already secured the gym and custodial services. A majority of the expenses will occur about November 1st. If the TBID grant money is approved, we would like to receive the funds for the officials on October 23rd. This will allow us to pay officials promptly after their service. CHALLENGES What are the primary challenges your organization faces with regards to this event? With the number of tournaments across the state almost every weekend during the basketball season we face competition from other cities by not providing the best tournaments possible. We continue to set highest standards possible in tournament organization and experience for the players, families, fans and community. Having one poor tournament experience in town can cause a ripple effect, impacting other tournaments. So, it is vital to continue to set the highest standards for this tournament. ADDITIONAL COMMENTS Please provide any other comments that should be considered. The local community and tournament committee is often asked by we do not host more sporting events in Bozeman. Bozeman is a sought after location, as we are centrally located from a variety of population centers. The Tournament Committee wants to set the highest quality youth tournament. This coupled with the draw of the Bozeman community gives us the opportunity to host more tournaments and bring broader economic benefit to the TBID members and local economy. Because of this success we have launched two more tournaments throughout the year. Also, this year we have increased our team registration fee by $25 per team to offset the requesting amount for TBID funding by $2,000 from 2017. This will allow us to continue providing a top-quality tournament with top quality referees. QUESTIONAIRE How many volunteers are required? 125 Has this event been in Bozeman before? Yes - Annually in November Has this event been in Montana before? Yes - Annually in November Could this event cancel on the same day due to inclement weather? Yes No If yes, explain: Yes While the likelihood is low, severe weather conditions could impact travel conditions. Could this event cancel a month or less before its intended date for any reason? Yes No If yes, explain: Yes. However, this is highly unlikely and could only occur if a severe event caused problems with facilities or logistics. The gym space for the Fall Ball Classic has been secured for almost every public school in Bozeman. Also, this tournament historically has not been canceled. What, if any, entities will proceed from this event? Bozeman High School Football and Wrestling programs, Big Sky Elite Basketball and the Bozeman Tourism Industry Are you a Member in good standing with the Bozeman Area Chamber of Commerce? Please sign below stating that the above information is accurate Name of Organization Requesting Grant Big Sky Elite Basketball Signature Chris Tarabochia Print Name Chris Tarabochia Position Tournament Director Date 09/18/18