Loading...
HomeMy WebLinkAbout03-14 YKOC Gran Applicaton 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 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 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. 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..). 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). 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 of Organization Requesting Grant The Soccer Education Foundation, Inc. (dba , The Bozeman Blitzz Futbol Club/ The Yellowstone Kick-Off Classic Soccer Tournament) Signature Print Name Anthony P. Rich Position Tournament Director Date 3 /_19_/ 2014 BOZEMAN TBID GRANT APPLICATION GENERAL INFORMATION Name of Organization: The Bozeman Blitzz Futbol Club Address: Phone: 406-600-8146 Email: blitzzsoccer@yahoo.com Name of Contact: Anthony P. Rich Position of Contact: Tournament Director Phone: 406-577-6060 Email: aprich07@gmail.com Title of Event: The Yellowstone Kick-Off Classic Soccer Tournament Proposed Dates of Event: August 30-31, 2014 Location of Event: Dobie Lambert Intramural Fields at MSU Amount of funding requested $ 15,000 Applicants Match (if applicable) $ Total Budget $ 87,000 (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 Yellowstone Kick-Off Classic is designed to be the premier regional youth soccer tournament. The two-day event is scheduled for August 30-31, 2014. The tournament is structured to be a two-day event over a three-day holiday weekend giving participants ample opportunity to “stay and play” in the Bozeman area and take advantage of all that Bozeman has to offer. More than 100 teams will participate in the tournament, traveling from Wyoming, Idaho, Eastern Washington, and Utah. Teams are also expected from Missoula, Kalispell, Helena, Great Falls, and Billings. With each team averaging 12 players and coaches, more than 3,000 players, family members, and fans are expected to take part in the tournament. 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. Bozeman Blitzz FC is committed to ensuring the Yellowstone Kick-Off Classic is the highest quality tournament possible. As a premier sponsor of the event, the TBID will have the unique opportunity to be on the ground floor of building what is to become an annual event. In the first three years, the TBID sponsorship money will allow for the Yellowstone Kick-Off Classic to provide superior fields, effective marketing/communication and ample logistical support. Some of our expenses will include field rental for $3150; we will need to hold at least $6000 for field repair; referees are estimated to cost $20,500 and full size goals, if needed, will cost $2500+ a pair. Other additional costs will include the landing pages for the hotels and restaurants, marketing, tents, EMTs, and local advertising. Hosting a quality soccer tournament is an expensive endeavor. However, the upfront costs are vastly outweighed by the long-lasting impact such an event will create. The TBID’s support will ensure that the event will be successful this year and in future years, growing in size thus bringing broader economic benefit to the TBID members and the local economy. 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 expect the tournament to draw as many as 110 teams with as many as 60 teams travelling 90 miles or more. Using an average of 12 players and coaches per team, that means as many as 660 players. We would hope that this tournament would generate as many as 1200 room nights (Friday and Saturday) and 250 on Sunday. Using the state guidelines as the recommended rate structure, this equates to $145,000 in revenue. Please note that using the state guidelines will maximize revenue and attendee satisfaction ensuring the continued success of the tournament. Please see the attached survey from the Jackson Hole Fall Classic. ORGANIZATION OVERVIEW Please give a brief history of your organization. The Soccer Education Foundation, Inc, a 501(c)(3) non-profit, has been providing quality soccer programs for Bozeman youth for the past 30 years. Currently, doing business as the Bozeman Blitzz FC, the club annually serves over 1200 recreational and over 400 Academy and Competitive players in its spring and fall leagues. Additionally, the Blitzz offers fall and winter indoor futsal and summer skills camp opportunities. We have produced many Montana Youth Soccer state champion teams, many successful high school and college players, and regionally recognized Olympic Development Program players. Perhaps most importantly, the Blitzz has also won numerous regional sportsmanship awards. The mission of the Bozeman Blitzz Futbol Club is to provide children the opportunity to learn and enjoy the game of soccer. 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 believe that by the endorsement of the TBID, through its approval of this grant, the community as a whole will take note and will realize the economic significance of this event. We are exploring other sponsorships from businesses (see attached brochure). The funds received from TBID will help seed the tournaments by offsetting some of the tournament costs as mentioned above. It is the plan of Bozeman Blitzz that within three years, the Yellowstone Kick-Off Classic will become self-sustaining. All profits accrued will be reinvested in the tournament to help it grow, scholarships for deserving players, and/or field maintenance at the new facility. 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. While the majority of the expenses will not be incurred immediately, we have already written a security deposit to MSU for the field rental. Additional expenses will be starting shortly including web development, advertising, signage, and other marketing materials. These expenses will be incurred from March 2014 until August 2014. If the TBID grant money is approved, we would like the funds by April 7, 2014. CHALLENGES What are the primary challenges your organization faces with regards to this event? We faced five primary challenges. The first two have been solved. We needed to secure the appropriate fields, on a weekend that met our needs. MSU was able to provide us with a great venue, at an affordable rate, over Labor Day weekend. Our next three challenges are: Marketing to the clubs throughout the region. We want to be sure that we attract the best competition that we can from the region. As of mid March several out-of-state teams have indicated they will be sending multiple teams. We need to market to and persuade attending families that this will be a great way to spend their holiday weekend and thus choose to take advantage of the extra day to stay and play in our great community. Logistics. Last but not least, we need to be organized to provide the highest level of service to everyone involved including the families as well as the athletes. 9.ADDITIONAL COMMENTS Please provide any other comments that should be considered. Please note that we are building several landing pages that we call “Travel Planners”. Each of these landing pages should include hyperlinks to participating hotels and motels so reservations can be accommodated easily and efficiently by attendees. An example of what we will do is found in the addendum. There will be three pages: local hotels, restaurants, and “activities” such as fishing guides, hot springs, white water rafting etc. Special attention will be paid to members of the TBID and the Chamber of Commerce. Also included is a brochure that explains the different levels of “sponsorship” and what the benefits are for each. Please note that the brochure is a “work in progress”. There is an updated version currently being done professionally. As we add our website and URLs they will be included as well. We have also included some results from an informal survey we conducted after the Jackson Hole Fall Classic in late September, 2013 that demonstrates the level of spend incurred by the families that attend a well marketed and managed tournament in a desirable “travel to” community. QUESTIONAIRE How many volunteers are required? 50 Has this event been in Bozeman before? No Has this event been in Montana before? No Could this event cancel on the same day due to inclement weather? Yes If yes, explain: As an outdoor event there are protocols that we have to follow for severe thunderstorms. Could this event cancel a month or less before its intended date for any reason? Yes If yes, explain: We have included an “air quality” clause in our contract with MSU in case of significant forest fire activity. What, if any, entities will profit from this event? The Bozeman tourism industry Please sign below stating that the above information is accurate Name of Organization Requesting Grant The Soccer Education Foundation, Inc. (dba , The Bozeman Blitzz Futbol Club/ The Yellowstone Kick-Off Classic Soccer Tournament) Signature Print Name Anthony P. Rich Position: Tournament Director Date 3/ 19/2014_