Grant Application and Guidelines

The Columbus/Lowndes Convention and Visitors Bureau
318-B North 7th Street / P.O. Box 789/ Columbus, MS 39703
Telephone (662) 329-1191, Fax (662) 329-8969
E-mail: ccvb@columbus-ms.org

Festival and Event Marketing Grant Program Guidelines
Overview

The sole purpose of this program is to generate the maximum economic impact for Columbus/Lowndes County utilizing the tourism industry. All events must be multi-day "visitor/tourism" events based on the Columbus Convention and Visitors Bureau Commission's determination. Additionally, the Commission will decide on a case-by-case basis the amount of potential economic return-with funding based solely on this potential. Only non-profit or governmental organizations may apply.

This new grant program supersedes any previous Board of Directors / Columbus
Convention and Visitors Bureau gram program, and grant funds.

All grant applications must be submitted to the Columbus/Lowndes Convention and Visitors Bureau at least 15 days prior to the quarterly grant program meeting. Please call (662)329-1191 for dates and times of the Board of Directors meetings.

The CCVB will meet on specified review dates to consider the applications and hear each organization's presentation. If you do not file your application(s) prior to the submission deadline, your request will not be considered.

All grant presentations will be presented on the following quarterly CCVB Board Meetings:
A. October: (January, February, and March Grant Requests)
B. January: (April, May, and June Grant Requests)
C. April: (July, August, and September Grant Requests)
D. July: (October, November, and December Grant Requests)

All requests must be delivered to the Columbus/Lowndes Convention and Visitors Bureau, fifteen days prior to the Board Meeting.

All Projects must be completed within 90 days of the event with the Columbus/Lowndes Convention and Visitors Bureau Project Clearance Report. (Reports are available on the CCVB web site at www.columbus-ms.org)

A LINE ITEM BUDGET IS MANDATORY.

General Requirements

I. Meeting:
The CCVB will hold a meeting with all successful applicants to review the requirements of the program if applicable.

After presentation to the CCVB Board of Directors Quarterly Grant Meeting, application will be discussed and tabled to next Board of Directors meeting and voted on at that time.

II. Completing the Application:
Please provide as much information as possible in response to each question on the application with a complete line item budget. Budget must include list of projected revenues and expenses in detail.

III. Presentation to CCVB Board of Directors:
We require that anyone who submits an application for the grant program must make a presentation to the CCVB Board of Directors. The presentation cannot exceed 7 minutes. The presentation should include all pertinent information relating to the grant application. The following are examples of information your organization may want to present to the CCVB Board of Directors.

A. Urgency and Purpose of the Project
B. Visitation/Research information
C. Estimates of revenue and expenses (Detailed Budget Required)
D. Potential for Economic Return
E. Media Plan and/or Marketing Plan

IV. Requirements for approved funding:
The organization receiving funding must recognize the CCVB by including the following statement on broadcasts and printed materials: "Supported by the Columbus Convention and Visitors Bureau". A logo will be supplied for all printed ads and brochures. Those items eligible for funding include: magazine, billboard, newspaper, radio and television ads, printing and flyer production.

Canceled checks and receipts are required.

V. Approved Funding:

A. Fifty percent (50%) approved funding will be awarded upfront in appropriate fiscal year.
B. Fifty percent (50%) remaining funding or available approved funds will be awarded based on the project clearance report (receipts).

VI. Ineligible for Marketing Grant Funding:

A. One (I) day Events, Concerts or Festivals
B. Salaries or personnel expenses (travel, hotel rooms, or meals)
C. Operating/administrative expenses, or rental expense
D. Any advertising placed after an event
E. Postage
F. Advertising placed without the Columbus Convention & Visitors Bureau logo
G. Charitable donations
H. Building or structural expenses or rental of space or equipment
I. Cash prizes or awards
J. Convention and Sporting events

VII. Application:
Participants may submit only one application per project and event. If you do request assistance for a separate project or event, please complete a separate application.

VIII. Deadline for completion of Project:
All grants must be completed within 90 days of the event.

IX. Project Clearance Report:
A project clearance report, provided by the CCVB or available online at www.columbusms.org, must be completed within 90 days after the event/project detailing all income, expenditures, and potential economic impact. Grantee will take responsibility that this document is certified to be true and correct. This document is mandatory for consideration of future funding. The CCVB requires copies of brochures, flyers, all marketing materials, original invoices, purchase orders, cancelled checks, a revenue and expense report, and web pages with the CCVB logo.

X. Requirements for Final Eligible Reimbursement:
After the project is finalized, please submit to the CCVB copies of the advertisements, invoices, and canceled checks.

All Advertising or printed materials, paid for by the marketing grant, must be approved by the Executive Director of the CCVB before they are printed or published.

A project clearance report, provided by the CCVB, must be completed within 90 days after the event/project detailing all income, expenditures, and potential economic impact. Grantee will take responsibility that this document is certified to be true and correct.

This document is mandatory for consideration of future funding.

Only approved expenses will be reimbursed.

The Columbus/Lowndes Convention and Visitors Bureau
318-B North 7th Street / P.O. Box 789/ Columbus, MS 39703
Telephone (662) 329-1191, Fax (662) 329-8969
E-mail: ccvb@columbus-ms.org

Festival and Event Marketing Grant Application

(Please type or print legibly)
1. Name of Organization:
Non-Profit Corporation Number:
Address:
Telephone Number:
Facsimile:
E-mail:

2. Contact Person:
Title:
Mailing Address:
Telephone Number:
Facsimile:
E-mail:

3. Name of Project:
Starting Date:
Completion Date:
Amount Requested:
Minimum Amount:

Note: A Line Item Budget is Mandatory

The location of the attraction or event:

The dates, times and type of advertisement that will run (dates, times, radio stations & newspapers chosen):

The anticipated number of tourists who will attend (based on past attendance figures):

How the event or site relates to the tourism industry:

The method which will be used for measuring tourist attendance (survey, interview, etc.):

If your organization has performed a market survey please describe your target demographic audience and/or additional findings:

Attachments (not required):
1. Any drawings, pictures or designs which you would like incorporated in advertising
2. Any audio or video recordings which you would like incorporated in advertising
3. Supporting information and research about the site and event

Name of Applicant: