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HomeMy WebLinkAboutBozeman Blitz 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 orqualified 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, 7-12-1101through 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 Districtbudget. Criteria A. Requirements The following criteria are required prior to any funding by theTBID. (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 befollowed. (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 anevent infeasible to have in Bozeman. In these cases the following criteria must befollowed. (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. 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 BlitzzFC Signature �!�" Print Name Doug Robertson17 _ Position Program Director Date 03 /18/2016 Bozeman Tourism Business Improvement District BOZEMAN TBID GRANT APPLICATION 1. GENERAL INFORMATION Name of Organization: BlitzzFC Address: PO Box 4349 Bozeman MT 59772 Phone: 4065997251 Email: blitzzsoccer yahoo.com Name of Contact: Doug Robertson Position of Contact: Program Director Phone:406-599-7251 Email: dougr09O@gmail.com Title of Event: 2016 MYSA Showcase Proposed Dates of Event: June 181" and 19`"' 2016 Location of Event: Adam Bronken Sports Complex Amount of funding requested $5000.00 Applicants Match (if applicable) $ NA Total Budget$ 16000.00 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. Montana Youth Soccer Association (MYSA) puts on two tournaments every spring. The BlitzzFC has been selected this year to host the state MYSA Showcase for players between the ages of 10 and 12 years old. This tournament brings soccer teams from all parts of the state. Most of these teams are"stay and play" families who will spend on average 2 to 3 nights during the course of this tournament. We estimate that 850 players will participate in the tournament throughout the weekend. 3. GRANT REQUEST PURPOSE Please provide a one paragraph summary of the purpose of the funding request and what itwill subsidize. Please focus on the specific element for which you are requesting funding. This funding request will be used to supplement funds allocated by MYSA for the 2016 Showcase. This will help offset additional costs MYSA does not cover such as concessions, food for volunteers, a program for all players and spectators, and equipment as needed. 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 howthey will be measured. We anticipate between 500 to 600 rooms needed for this event. We currently have 300 plus rooms blocked and on contract with local hotels for this event. Additionally other soccer clubs who will be attending this event have blocked out additional rooms in the area. The measurement mechanism that we will use to identify if the night goal is achieved will be the number of rooms reserved for this event. Bozeman Tourism Business Improvement District 5. ORGANIZATION OVERVIEW Please give a brief history of your organization. The BlitzzFC is a local soccer club with nearly 2,000 players from ages 5 to 19. The BlitzzFC touches around 10 percent of our current population in the Gallatin Valley. The BlitzzFC has been established for 20 years focusing on providing youth soccer educational programs to our community. 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? The Montana Youth Soccer Association (MYSA) has allocated $16,000 of funding for this event. We are actively pursuing corporate sponsorships in the community to help offset the rest of our expenses that are not covered by MYSA. The 2016 MYSA Showcase tournament is helping to lay the groundwork for more tournaments in Bozeman as new sports facilities are developed over the next few years. 7. PROJECT BUDGET TIMELINE Please indicate when you will need the funds from the TBID. Be aware that once fundingis 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 like the funding by May 1st 2016. Attached is a budget for the MYSA tournament. 8. CHALLENGES What are the primary challenges your organization faces with regards to this event? Challenges for this event will be providing enough hotel space, volunteers, and enough soccer fields for the weekend. Bozeman Tourism Business Improvement District 9. ADDITIONAL COMMENTS Please provide any other comments that should be considered. The MYSA tournament allows Bozeman and the surrounding communities to showcase what we have to offer for hotels, tourism, and soccer in our community. The requested funds of$5,000 will allow us to ensure we are one of the top venues for soccer tournaments in the future. 10. QUESTIONAIRE How many volunteers are required? 75_ Has this event been in Bozeman before? Yes Nn If yes, when? Has this event been in Montana before? V— No If yes, when?This is an annual event that has been held in Kalispell, Great Falls, Billings, and Missoula. Could this event cancel on the same day due to inclement weather?Yes No If yes, explain: Lightening could delay games or cancel tournament day of. Could this event cancel a month or less before its intended date for any reason?Yes If yes,explain: What, if any, entities will proceed from this event? None 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 BlitzzFC Signature Print Name , Position co- Date S/1 F 1� 2016 State Cup and Showcase Projected Budget — -- � ~ Estimated cost Item MYSA Responsibility I — _ — ---- State Medical Trainer ! Included in bid amount $500 $800 Included in bid amount — i $6650 $8750 Schedule/Program —` Included in bid amount $250 — _ _ $250 Referee lodging 10 rooms Included in bid amount $2200 $3204 Tents foradmin/referees _ Included in bid amount $500 $500 Included in bid amount__ $'1000 $150 Toilets 0 __ _ _ , Hotel meeting rooms — Included in bid amount $300 $300 Adm. Lodging 10 rooms Included in bid amount $2200 _ _ $3200 — — — — -- $2000 $2750 Included in bid amount —_- - -- � 2 Golf Carts Included in bid amount $500 $ 750 t Total Showcase $16000 $16000 $22000 Stato Cup $22000 — Host Club Responsibility -- — — — — — — — I — Club — — 2 way radios, cell phones Club Programs _ — _ Club T-shirt and clothing sales_—— —— Club ConcessionsNendors _ _— — Club Thank you gifts for MYSA Club officers(optional) — — —_ Garbage —— Club Food —volunteers Total — ----- —— All tournaments must submit an income and expense budget. A final budget and submission of all expenses with original receipts are required to be turned into the MYSA Office by July 30, 2016. Page 4 of 5