Sports Events Grant Application

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General Information

Name of Applicant(Required)

Name of Event(Required)

Contact Person(Required)

First Last

Contact Email(Required)

Contact Phone(Required)

Complete Address of Applicant(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Applicant Chief Official/ Tournament Director(Required)

First Last

If different from above

Phone

If different from above

Has this event ever received funding from Stafford County Tourism?(Required)

Yes

List years and amounts(Required)

Amount Applicant is requesting for the Event(Required)

Describe your business/ organization(Required)

Event Specific Information

Event Name(Required)

Type of event(Required)

Date(s) of event(Required)

Location of event(Required)

Projected number of overnight out of state participants/ attendees(Required)

Projected number of overnight in state participants/ attendees(Required)

Projected number of day trip participants/ attendees(Required)

Projected number of overnight out of state spectators per day(Required)

Projected number of overnight in state spectators per day(Required)

Projected number of day trip spectators per day(Required)

Is this an elimination tournament?(Required)

Yes

Admission Price (if applicable)

What is the guaranteed minimum number of paid room nights the Event will bring to Stafford County?(Required)

This is the minimum number of rooms that must be captured by the Event and documented by submitting the Room Night Certification Form within 60 days of the conclusion of the Event. Stafford County Tourism reserves the right to reduce the reimbursement amount should the Event fail to meet this minimum room night guarantee

How will you verify room nights?(Required)

Please attach the event budget(Required)

Max. file size: 50 MB.

Event budget should include revenue, expenditures, and intended use for grant funds. Use provided template from grant page if needed.

Is this the first time this event is being held?(Required)

Yes

Event History

Previous Event(Required)

Date(s)(Required)

Location(Required)

Total Room Nights(Required)

Economic Impact(Required)

What method was used in order to gather room night and economic impact information?(Required)

Contact Name(Required)

First Last

Funding Amount Awarded (if applicable)

Grant Application Checklist

By checking the boxes below you agree to the statements(Required)

This application is being submitted at least 90 days prior to the event start date.

I understand that the reimbursement request must be completed and submitted to the tourism office with all back up and supporting material no later than 90 days after the event ends.

I understand that the Tour Stafford logo must appear in any print advertisements that are funded by Stafford County Tourism. For digital ads, the Tour Stafford logo must either be featured on the advertisement of on website/ landing page linked to the ad or the ad must link to the Stafford Tourism website, tourstaffordva.com.

I understand that no expenses incurred before Stafford County Tourism approves the grant application will be reimbursed under any circumstances.

I understand that reimbursements following the event will only be made for itemized, authorized expenses approved by Stafford County Tourism.

I understand that to receive the awarded reimbursement I am required to submit a W-9 and Stafford County Vendor Form to the Tourism office.

I understand each reimbursement requests must include copies of paid invoices, screenshots of digital ads, copies of ad/ tear sheets, copy of front and back cleared checks paying for advertising and outreach figures identifying the number of people your ad reached outside Stafford County and inside Stafford County.

I agree that the funds I receive will ONLY be used to reimburse uses in accordance with eligible and ineligible uses of funds.

I have received or will proceed with any required Stafford County permits.

As an authorized representative of Applicant, I (the person submitting this application) acknowledge that I am also the person required to prepare the Post‐ Event Report for the Event within 90 days after completion of event to receive payment.

I also acknowledge that I am required to submit documentation that confirms my authority to act on behalf of the Applying Organization, such as a corporate resolution or a copy of a record from the Virginia State Corporation Commission that lists me (the person submitting the Application) as an officer who has statutory authority to represent and bind the Applying Organization.

I understand that as a requirement to receiving funding, I will execute a release to permit Stafford County to photo and/or record the Event and I must make Event invitees aware of this and make the signing of a release a requirement to participate in the Event.

I acknowledge that any material made or received by Stafford County in connection with my request for Program funding is a public record and subject to public inspection unless there is a legislatively created exemption that makes it confidential and not subject to disclosure. I acknowledge that I cannot dictate to Stafford County what material is open to public inspection or the circumstances under which material is deemed confidential.

I understand that all funds received are subject to audit by the Stafford County Clerk of the Court – Internal Auditor or other representative as Stafford County may designate.

I understand that this event may require a Stafford County Special Event Permit, and it is up to me to complete that permit request and pay the required permit fee.

Virginia State Corporation Documentation(Required)

Max. file size: 50 MB.

Agreement(Required)

Applicant has reviewed this application for funds from Stafford County Tourism. Applicant is in full agreement with the information contained herein. To the best of the Applicant’s knowledge, the information contained in this application and its attachments is accurate and complete.

I agree to the above statement.

Authorized Agent Digital Signature(Required)

First Last

Date(Required)

MM slash DD slash YYYY

Title(Required)

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