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HomeMy WebLinkAbout01-28-14, RAIL JAM 2014_BozemanTBID Application 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 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$1 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. 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. Deadline- Application can be made 4 times per year,November 1,February 1,May 1,August 1,at the Bozeman Area Chamber of Commerce at 2000 Commerce Way,Bozeman Montana,59715. B. Submit nine copies 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..). C. Grant application will be reviewed by the Bozeman TBID and notification will begin 15 business days after the due date. (Nov.15,Feb.15,May 15,Aug.15). D. Failure to comply with any of the criteria listed may require full repayment of TBID monies from the awarded organization to the Bozeman TBID. Acknowledgment of Criteria: Please sign below acknowledging that you have read and understand the above criteria: Name ofO2gii R uestingGrant l� �� � �^- "`'Vz"Signature Print Name e2— �. Position R�� ���� Date 1.1-D Iq Bozeman Tourism Business Improvement District BOZEMAN TBID GRANT APPLICATION 1. GENERAL INFORMATION Name of Organization: C�1G.�v� `` Address: e ` f. g 7 1 Phone: q _—7 y— I ZSL, Email: to (, G� -rl ^ t�c�� `ate-•i Name of Contact: 7,1& Position of Contact: Phone: Email: Title of Event: Proposed Dates of Event: q o cl� \ t7Z- Location of Event: '7 �' Cc-,wA, Amount of funding requested $ c 1Applicants Match(if applicable)$ Total Budget$ EU 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. 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. 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. Bozeman Tourism Business Improvement District S. ORGANIZATION OVERVIEW Please give a brief history of your organization. 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? 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. 8. CHALLENGES What are the primary challenges your organization faces with regards to this event? Bozeman Tourism Business Improvement District 9. ADDITIONAL COMMENTS Please provide any other comments that should be considered. 10. QUESTIONAIRE How many volunteers are required? G Has this event been in Bozeman before? e5) No If yes,when? z,,c<t,0,10, !/ 10l"z-- j13 Has this event been in Montana before? No If yes,when? 1-Dv,c-1) Could this event cancel on the same day due to inclement weather? Yes If yes,explain: Could this event cancel a month or less before its intended date for any reason Ye No If yes,explain: AA '� (_J What,if any,entities will proceed from this event? )A-? 3(c - Please sign below stating that the above information is accurate Name of Orga izati equesting Grant CVVc—' O Signature Print Name ) A Position Date 2. Summary Of Event The Chamberlin Winter Carnival is making it's debut in Bozeman, Montana. Formerly Rail Jam alone,will now feature a Snowmobile expo,Avalanche Transceiver Park and headlining concerts.The premier urban ski and snowboard event in the region heeds an unforgettable spectacle, drawing record crowds and raising the bar for winter events. In 2014,the Rail Jam will host 60 athletes competing for top honors. 3. Grant Request Purpose With the move back to Bozeman, our venue prices go up considerably and we're hoping for support on that end. 4. Lodging Facility Impact Going into it's 7th year,we're expecting nearly 5,000 attendees through the weekend. Our marketing includes Livingston, Billings,Bozeman, Helena, Missoula, Butte&Idaho Falls.When people purchase tickets online,it gives us their home address and where they are from. It's been hard to guage who stays in hotels BUT last year in Big Sky, including a rocket scientist summit the hotels sold out a month in advance. Something I hope this relationship will help us build and integrate so we can calculate more effectively. 5. Organization Overview Our Mission Statement: Chamberlin productions is moving forward using a dynamic group of students,volunteers,businesses and artists to further the community in appreciation and involvement with the arts. Yearly growth of each event in scope and audience is geared to empower the involved artistic community and expose live entertainment to a previ- ously uninvolved population.We hope to bring music and expression to a new level by building interest and con- tinually reintegrating new concepts into our arsenal.This arsenal will serve well as we descend upon the world like platinum-fisted pterodactyls,dropping artistic carpet-bombs carrying the seed of expression and social con- glomeration.We shall continue crushing underfoot the banality of average events,flying high the mighty banner of unconventional creativity and blasting our mighty war horns across the battlefields of entertainment. Since 2007 we have developed the following in the Bozeman area: Gallatin Art Crossing, Rail Jam, Spruce Moose, HUSHUSH, Avalaunch, Interchange and numerous concerts. We recently sold the Montana Beer Festival. 6. Available Resources: We rely on sponsorships,ticket sales,parking sales, concessions,athlete registration and grants like this.The event is sustainable,however we would like to see what we can do with some additional backing. This year were including snowmobiles for the first time and have X Games gold metalist Heath Frisby doing tricks. 7. Project Budget Timeline: We would love to use the money to secure deposits and help cash flow. Ideal date, end of February. 8. Challenges: Where to start....Marketing,logistics, sponsorships,organizing volunteers &athletes. It's all a challenge. 9. Additional Comments: We love Bozeman.