Special Event/Meeting and Conference Grant Application

Special Event/ Meeting and Conference Grant Application

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General Information

Name of Applicant(Required)

Name of Event(Required)

Contact Person(Required)

First Last

Contact Person Email(Required)

Complete Address of Applicant(Required)

Street Address Address Line 2 City State ZIP Code

Contact Phone(Required)

Applicant's Chief Official/ Event Coordinator(Required)

First Last

Title(Required)

Address

If different from above.

Street Address Address Line 2 City State ZIP Code

Amount Applicant is requesting from Stafford County Tourism(Required)

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

Yes

List years and amounts-

Describe your business or 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)

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

Projected number of day trip participants/ attendees(Required)

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 the room nights?(Required)

Please attach 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?

Yes

Event History

Previous event(Required)

Date(s)(Required)

Location(Required)

Total Room Nights(Required)

Economic Impact

What was the method for gathering room night and economic impact information?(Required)

Contact Name(Required)

First Last

Email(Required)

Funding Amount Awarded (If Applicable)

Grant Application Checklist

By checking each box and signing below you agree to the following statements.

This application is being submitted at least 180 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 in the fully executed grant contract.

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

I understand the reimbursement will only be provided at a rate of $20/ verified room night or $0.50/ verified attendee. And all funds will only be reimbursed after the event is complete and the post event report is received.

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

As an authorized representative of Applicant, I (the person submitting this application) acknowledge that I am also the person required to execute the contract and prepare the Post‐ Event Report (page 9-10) for the Event within 90 days after completion of event to receive payment. This report should include total number of participants, total number of coaches, spectators, staff, media, etc., information regarding where attendee came from, feedback about destination (what did they like/not like).

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 State of 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 Commission Documentation(Required)

Max. file size: 50 MB.

Agreement

I agree to the below statement.

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.

Authorized Agent Digital Signature(Required)

First Last

Date(Required)

MM slash DD slash YYYY

Title(Required)

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