BOONE COUNTY CONVENTION & VISITORS BUREAU
BOONE COUNTY CONVENTION & VISITORS BUREAU
TOURISM PROMOTION GRANT PROGRAM
2010
The Boone County Convention and Visitors Bureau is dedicated to promoting the growth of the convention and visitors industry in Boone County. The Convention & Visitors Bureau (CVB) carries out the work of the Tourism Council. The Tourism Promotion Grant Program is just one segment of this effort.
The grant program is designed to offer financial assistance to non-profit organizations holding events or developing and improving attractions in Boone County. The CVB is interested in those events attracting out-of-county visitors to our area. The grants are funded as part of the Tourism Council/CVB’s regular budget. These funds are derived from a five-percent tax on local hotels, motels, and campsites. New projects and events, which will bring in overnight visitors to stay in the county's lodging facilities, will be given top priority when awarding grant funds.
B. To be considered, the grant request must be typed or printed in black ink on the approved CVB application form. All parts of the application must be completed. Applications are available on disk or hard copy. However, the completed applications must be returned to the CVB in hard copy form.
C. Ten copies of the grant request must be submitted by 4:00 p.m. on the appropriate deadline by mailing or dropping off to our BooneCCVB office: Boone County Convention & Visitors Bureau, 101 East Main Street, Lebanon, IN 46052.
D. Grants will be awarded semi-annually according to the following deadlines:
Application Deadline Scheduled Grant Hearing Event Period
January 31, 2010 March CVB Meeting January 1-July 31 2010
March 31, 2010 May CVB Meeting Aug 1-December 31 2010
Applications must be received (not postmarked) in the BooneCCVB office at 101 East Main Street, Lebanon, IN on or before 4:00 p.m. on the deadline date.
E. The CVB reserves the right to deny grant requests to organizations scheduling an event during an already overbooked time slot. Therefore, grants may not be awarded to events occurring over Memorial Day weekend, Brickyard 400 weekend, and Formula One Race weekend. In addition, groups scheduling events on dates when previously scheduled or funded events are due to occur may be denied funding due to overbooking of lodging. As many events are scheduled up to three years in advance, groups are encouraged to work closely with CVB personnel even before dates are booked to avoid any conflicts.
F. An organization may submit no more than one grant request per event during a calendar year. No revisions may be submitted at subsequent grant hearings after approval by the Commission.
G. All printed and broadcast materials and advertising copy must acknowledge the Boone County Convention & Visitors Bureau as a funding source. Any project that fails to contain the proper acknowledgment may be denied funding.
H. Boone County businesses should be used for any work or services unless proof can be given that a particular service is not available or reasonably competitive within Boone County.
I. If state or other grants are being requested for the same project, a copy of that grant application must be attached.
J. Applications not meeting the general guidelines will not be accepted and will be returned to the applicant without CVB consideration.
K. The CVB Board makes the final decision on all applications. The CVB Board may choose to fund a request, deny a request, or fund specific portions of a request.
L. Any organization receiving funding for the same event over a period of years may have the amount of funding reduced by the CVB.
M. Two competitive bids using the same specifications must be submitted with the application. The lowest bid will be considered for funding amounts; however, the applying organization may use either bidding vendor, absorbing the cost difference. Exceptions may be made when an organization has an exclusive contract with a vendor.
N. Once a request is approved and a funding level is established, the grant is distributed as follows:
Organizations must submit a final project report, supplying the CVB with copies of receipts and canceled checks indicating the purchase of goods and services related to the grant. Proof of product must also be presented by including one copy of the finished project (brochure, radio script, billboard photo). In addition, the organizations must submit a final budget detailing the cost of the total project. Organizations must make their own copies of materials, as the materials submitted will become a part of the CVB's file. The final project report must be submitted within 60 days of completion of the funded event project or grant funds will not be considered for the following grant period or until compliance is met. This is at the sole discretion of the Tourism Council and CVB.
Types of funded advertising include radio, television, billboards, web site advertising, direct mail and brochure development/printing (excludes program books and information to be distributed during the event once it is taking place), all designed to increase attendance at an event or attraction.
1. Credit must be given to the CVB as follows:
a. When funds are awarded, all promotional materials produced must contain a minimum of the following declaration:
b. The above credit must meet the following minimum size requirements:
2. Items that will not be considered for funding:
a. Costs related to but not limited to:
B. Tourism Enhancement Projects: Development and project support for attractions wishing to create a new image, find a new audience or attract attention to their site. Some examples of previously funded projects include: City of Lebanon welcome signs and the shelter house in the nature park in Jamestown.
1. Physical Enhancement Projects are defined as projects that will create or dramatically enhance an attraction including, but not limited to, signage, exhibits, beautification designed to increase visibility, increase awareness and ultimately increase visitation. Routine maintenance will not be funded nor will daily operating expenses.
2. Acknowledgements
Construction projects must display a sign stating "This project supported by the Boone County Convention & Visitors Bureau" during the length of time it takes to complete the project.
Any Tourism Enhancement Project must have written acknowledgement prominently and permanently displayed in an appropriate place. The CVB should be consulted as to what is considered appropriate.
Credit must be given to the CVB as follows:
a. When funds are awarded, all promotional materials produced and a permanent sign must contain a minimum of the following declaration:
b. The above credit must meet the following minimum size requirements:
C. Planning or Research Projects: The CVB encourages long-range planning, professional assistance with events or attractions, and research to quantify attendance and visitation.
1. Professional fees for long-range or strategic planning, event planning or analytical or market research may be funded.
2. The vendor is required to have completed previous research or planning projects in order for projects to be considered for funding.
3. When funds are awarded, all printed materials produced must meet the same size requirements & contain the same declarations as listed under Tourism Enhancement Projects.