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Clear Lake Area Chamber of Commerce Events Grant Program2015 Application • Page

Clear Lake Area Chamber of Commerce2015 Clear Lake Events Grant

Application

Application Deadline:Applications for all 2015 events must be received in the Clear Lake Chamber Office

by 4:00 pm on October 31, 2014.

This cover sheet must be completed and submitted with your application materials:

Event Name: _____________________________________________________________Event Date: ______________________________________________________________Event Location: ___________________________________________________________Sponsoring Organization: ___________________________________________________Contact Person: __________________________________________________________Mailing Address: __________________________________________________________City, State, Zip: ___________________________________________________________Phone: (____) ______________________ Fax: (____) _______________________E-mail (if available): ________________________________________________________Amount being requested from Events Grant Program: $____________________________

Project(s) being applied for: (please check all that apply)

□ Direct Mail Piece/Postage □ Poster □ Brochure □ Flyer

□ TV / Cablevision Ad □ Radio ad □ Newspaper Ad □ Magazine Ad

□ Newsletter Ad □ Other (specify) ______________________________________

Total cost of projects being applied for: ______________________________________(Please note: For grant purposes, the word project refers to what you are applying for, not your entire event budget.)


1Clear Lake Area Chamber of CommerceEvents Grant Program Guidelines

Purpose:The purpose of the financial assistance grant program is to provide grants for the promotion of new events that create tourism and economic activity for Clear Lake. This grant program is made possible through the hotel/motel tax received by the Clear Lake Area Chamber of Commerce’s Tourism Department.

Application Deadline:• Applications and all supporting materials for the 2015 Events Grant Program may be submitted to the Clear Lake Area Chamber of Commerce office by 4:00pm October 31, 2014 for review.

Requirements:• All areas of the application must be completed.• Applications must be legible (please type or print clearly). Faxed or emailed applications will not be accepted.• Application forms may be retyped on computer but must follow the same format (i.e. questions must remain on the same pages in approximately the same space).• Mock-ups of all projects applied for must be attached.• A total of 5 copies of the application and 5 copies of all supporting materials must be submitted.• Applications which do not meet the outlined requirements will not be considered for funding.

Eligible Applicants / Project Expenses:• Applicants eligible to receive funds through the Clear Lake Area Chamber of Commerce Events Grant Program are limited to new or expanded events which create tourism and economic activity for Clear Lake.• Expenses and publicity items eligible for the grant include design/production costs, advertising design/layout costs, brochures, direct mail pieces, flyers, posters, and advertisement placement in newsletters, magazines, radio, newspapers and TV/cablevision ads. Distribution costs (i.e. mileage, postage, hourly pay) are not eligible under the grant program unless authorized by the committee.• Grants are set up on a reimbursement basis and are payable only upon receipt of reimbursement paperwork including supporting documents.• Event(s) must be held between January 1, 2015 and December 31, 2015. If the event is cancelled or rescheduled outside of these dates, the event grant awarded may be revoked or amended.

Grant Decisions:All requests for funds are voted upon by the Clear Lake Area Chamber of Commerce Events Grant Review Team. Written notice will be sent to all applicants notifying them of the committee’s decision no later than December 31, 2014. The Clear Lake Area Chamber of Commerce Event Grant Review Team reserves the right to fund all or portions of selected applications to the extent that funds allow.

Logo/Tagline Requirements:All projects must contain the *new* Clear Lake Area Chamber of Commerce logo, the tagline “Sponsored in part by the Clear Lake Area Chamber of Commerce”, or both the logo and full tagline to receive funding reimbursement.

For office use only:Date received: ______

Eligible: ______Amount Awarded:______

Date Notified: ______Received Form: ______

Reimbursement Form:______

Reimbursement Date:


Grant Writing Assistance:Assistance is available on an individual basis. Special workshops will be scheduled on an as needed basis.

Applications & Information:Additional forms may be obtained by contacting the Clear Lake Area Chamber of Commerce at 205 Main Avenue, P.O. Box 188, Clear Lake, IA 50428. Phone: (641) 357-2159, and online at www.clearlakeiowa.com.

Project / Event Identification:The Clear Lake Area Chamber of Commerce Events Grant Program is designed to allocate funds to new or expanded events which generate tourism (drawing visitors from outside a 90 mile radius) and spark economic activity for the Clear Lake area. While all events, except events that are Chamber of Commerce sponsored already, are eligible to apply for a grant, the following guidelines are followed in order to give priority:

* Events held in Clear Lake or Ventura * New events (events taking place for 2 years or less)* Events occurring in Clear Lake’s ‘shoulder’ season (September to May)* Substantially expanded established events* New activities as part of existing events (grant may only be used for this added activity)* Expanded advertising market (outside of our local market)* Tourism Impact: amount of visitors from beyond a 90 mile radius

*NOTE: The event cannot be a Clear Lake Area Chamber of Commerce funded event already.

1. Indicate the specific project(s) in which you are applying for. (Check all that apply)

□ Direct Mail Piece □ Poster □ Brochure □ Flyer

□ TV / Cable Ad □ Radio ad □ Newspaper Ad □ Magazine Ad

□ Newsletter Ad □ Other (specify) ______________________________________

2. Provide a description of the project (if applying for an advertisement, list the date(s) the ad will appear and the media that will be used; if direct mail flyer list date(s) the piece will be sent, etc.) Note: Do not list your entire marketing plan - List only the project(s) that you will be using funds for.

Media Date(s) ad will appear/take place

1.

2.

3.

4.


5.

3. Grant funds may be used to help finance marketing projects for events which create tourism and economic activity for Clear Lake. Please describe in detail the proposed event. (Be sure to include an event schedule and location).

4. Explain how the event will generate economic activity for Clear Lake.

4. Is this a first time event? ____ Yes ____ No

5. Is this is a one-day event? _______Yes ______No If yes, does it have the potential to become a multiple day event? _____Yes ______No

6. Is a sample of your project attached? _______Yes _________NoIt is required that you provide a mock-up, sample advertisement, or storyboard similar to the one(s) that you are applying for. (i.e draft copy of ad / flyer or a copy of prior year’s ad / flyer which would be similar to the item that you are applying for.)


Project Advertising Budget:

1. List eligible project costs below and reference to the attached estimates. (i.e. a quote from graphic designer for ad design and/or placement cost detailing ad size and publication date from newspaper; or estimate from printing source listing details such as quantity, size, cost, etc.) Applicants must have current and accurate estimates for ALL eligible costs, and should apply for the amount needed to fund the project versus applying for a higher amount in anticipation that the grant will be reduced.

Vendor Amount Attachment #

2. List ALL sources of funding (including sponsorships) that might be used to finance the same advertising project(s) that you are applying for.

1.

2.

3.

4.

5.

3. What is the total event advertising budget? $________________

4. How much money are you requesting from the event grant program? $_________________


5. Have you received a grant from the Chamber before? ____ Yes ____ NoPlease note: The Clear Lake Area Chamber of Commerce Event Grant Program is designed to be “seed money” to encourage growth of new events that generate tourism and economic activity for Clear Lake. The grant program is not designed to be a continued funding source.

If “Yes” was answered to Question 4, please respond to question 5a.

5a. What new or expanded marketing component(s) are being implemented this year?Please note: In order to receive funding for an event that has been funded previously, the project(s) you are applying for must contain a new component.

6. Was any profit from last year rolled over for “seed money” for this year’s event? _____ Yes _____ No

7. Will any profit realized this year be rolled over for “seed money” for next year’s event? _____ Yes _____ No

8. Will admission fees be charged? _____ Yes _____ No


Project Administration:

1. Events must take place between January 1, 2015 and December 31, 2015 with all grant provisions met no later than 90 days after the date of the event. When will your advertising project be completed and costs incurred?

2. The mission of the Clear Lake Area Chamber of Commerce Event Grant Program is to enhance Clear Lake as a visitor destination by promoting local events to increase the number of overnight visitors in Clear Lake. In accordance with this mission, the Events Grant Program gives priority to marketing projects / events which will bring more visitors and overnight guests to Clear Lake, primarily during the shoulder season (September-May).

A. Describe the target audience for your project / event and how the advertising will reach your target audience (i.e. geographic and demographics information, etc.).

Name of Where ad is placed and/or Advertisement’s reach and/or number ofMarketing Project where literature distributed literature pieces distributed at each location

1.

2.

3.

4.

5.

B. Estimate the number of individuals attending the event (participants & spectators):


C. Where will the majority of visitors that are attracted by your event come from? (select one) __________Local Residents __________Out of Market (90 mile radius outside Clear Lake)Please specify the targeted region(s):

D. Estimate the number of Clear Lake lodging nights to be generated from this event:

Number of nights ____ x Number of rooms ____ = Total number of lodging nights _____

E. Will you be blocking hotel rooms in Clear Lake for your event? ______Yes _______NoIf yes, how many? ____# rooms x _____# nights = ______ Total number of rooms blocked.

F. Will attendees be registering for all or a portion of your event?_____Yes ______NoIf yes, please describe what guests will be registering for and your plan to track the tourism impact (visitors from beyond 90 mile radius).

G. Will this be an annual event / project? _____ Yes _____ No

3. How will you evaluate if your project was effective?


Application Checklist:

_____ 1. The accompanying application guidelines have been read by the applicant

_____ 2. All application questions have been answered completely

_____ 3. All forms are legible (typed or printed clearly)

_____ 4. The applicant is clearly identified and one contact person has been named to

handle all grant inquiries

_____ 5. Quoted estimate(s) for all project(s) applying for are included

_____ 6. Draft or “Mock-up” of project(s)

_____ 7. An original, signed application and 5 copies (6 total) are included

APPLICATIONS NOT MEETING THE ABOVE REQUIREMENTS WILL NOT BE CONSIDERED FOR FUNDING.

Completed applications may be mailed or hand delivered to:

Clear Lake Area Chamber of CommerceAttention: Events Grant Review Team205 Main AvenueP. O. Box 188Clear Lake, IA 50428

Application Process:

This application begins the process for grant consideration. The Events Grant Review Team will meet and announce all applicants will be notified in writing regarding the funding status of their application by December 31, 2014.

Please sign and date this application.

I understand that marketing projects funded by the Clear Lake Area Chamber of Commerce Events Grant Program must contain the Clear Lake Area Chamber of Commerce logo and/or tagline: “Sponsored in part by the Clear Lake Area Chamber of Commerce”. I also understand that if this requirement is not met, no funding will be received. Also, if my event is not held for some reason, or rescheduled outside of the approved dates, I must pay back the grant money funded to me by the Clear Lake Area Chamber of Commerce.

Signature Date

If you have questions regarding the Clear Lake Area Chamber of Commerce Events Grant Program, please contact Libbey Patton, Director of Tourism at 641-357-2159.

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