Sports Marketing Event Support Fund (Grant Form)

1. Event Title:
2. Amount of Grant Support Requested:
3. Event Date:
4. Is this a multi year event, explain?:
5. Sport(s) Involved:
6. Locations(s):
7. Proposed Facility(ies):
8. Has the facility been secured?	Yes No
9. Facility contact(s):	Name:   Phone:
10.Is any City permitting necessary?	Yes No
11. Legal name of organization (including address):	Name:   Address:
12. Event Director / Contact	(Contact #1:) Name:     Title:    Daytime Phone:     Fax:     Email:        (Contact #2:) Name:     Title:      Daytime Phone:     Fax:     Email:

 

13. Major sporting events (and dates) previously hosted by this organization:

   

14. Is this organization seeking funds from another CVB/City-funded organization (ie: Beachevents), please explain:

 

15. What is the overall event plan? Include schedule (dates and times), competition specifics, special events, community activity, etc:

 

16. What is the registration process for this event (how will participants/teams check in for the event)?

 

17. What benefits will the City of Virginia Beach receive if a grant is awarded? For example, where will the City of Virginia Beach logo be seen at your event (banners, program advertisements, television commercials, etc):

18. To what extent will the community be involved in this event? Include volunteer structure, local sponsorships, City Services assistance, etc:

   

19. How will this event affect the image value of the City of Virginia Beach and enhance the quality of life for its citizens?

 

20. Impact Projections

How many total participants (competitors, coaches, trainers, officials) are you expecting for this event?
TOTAL:
OUT OF REGION: (Greater than 100 miles outside of Hampton Roads)
How many total spectators (fans, families, friends) are you expecting for this event?
TOTAL:
OUT OF REGION: (Greater than 100 miles outside of Hampton Roads)

 

How many hotel room nights in Virginia Beach hotels do you expect this event to produce?

 

21.    Please list all hotels used for this event with contact and rate information.

 

Hotel #1 (host hotel)	Hotel Name:
	Hotel Contact and Phone#:
	Hotel Rate:
Hotel #2	Hotel Name:
	Hotel Contact and Phone#:
	Hotel Rate:

 

If this list is too large, please add the rest below:

 

22.    Please complete The Pre-Event Room Flow Form:

Executive Summary for Sports Marketing Grant Support Virginia Beach Definite Confirmation
Meeting Name:
Dates:
Competition Venue:
Outline of Meeting Space on Hold (do you have a venue selected and reserved?):
Selected Hotel(s) – Please list all hotels including the host hotel.
Host Hotel - Virginia Beach Room Flow and Block:
Day 1 Day 2 Day 3 Day 4 Total Room Nights  [None]    [None]    [None]    [None]
Additional Comments:

 

23.    Event History (Three year history if possible) 

 

Previous Location/Date:
Contact Name/Phone:
Number of Participants:
Room Nights:
Previous Location/Date:
Contact Name/Phone:
Number of Participants:
Room Nights:
Previous Location/Date:
Contact Name/Phone:
Number of Participants:
Room Nights:

 

24.    Additional Information on your event:

 

 

25.    MARKETING PLAN
 
Please fill out the chart below with a complete marketing plan for your event. We have included a sample at the top so that you follow the format. This marketing plan is MANDATORY to receive funding. Your funding considerations will be highly based on this portion of the application.

 

Concept/Target number of people	Target Market	Brief Explanation	Estimated Cost
(Example) Direct Mail Campaign To 1,500 people	(Example) Local Soccer Athletes/Teams	(Example) Develop and distribute general awareness and promotional flyer to club members as well as local public/private schools.	(Example) $1,500

 

 

TOTAL MARKETING BUDGET:  

 

 

26.    TOTAL EVENT EXPENSE

  Projected Expense

	IN-KIND	CASH
Travel
Housing
Food
Sanction Fee
Site Fee (Building Rent, etc.)
Rights/Guarantee Fees
Officials
Awards
Equipment
Rentals
Insurance
Security
Labor
Marketing/Promotions (same $$ as marketing plan)
Administrative Costs
Other Expenses
TOTALS	(In Kind)	(Cash)
TOTAL EXPENSES (IN-KIND + CASH)

 

Your organization is (check one):

1. Independently Chartered
2. Private
3. Non-Profit
4. Other

                         

If "Other", please elaborate: 

 

27.    TOTAL EVENT INCOME

Projected Income  

 

	IN-KIND	CASH
Admission
Contributions *
Grants **
Sponsorships ***
Sales
Room Rebates
OTHER INCOME
TOTALS
TOTAL INCOME (IN-KIND + CASH):

*    Please include a list of contributors and amounts in the below details box
**    Do not include the Sports Marketing Event Support Request
***    Please include a list of sponsors and amounts in the below details box:

 

Please note:     If Support is awarded, payment/reimbursement occurs after the event by submitting invoices totaling the amount requested and Post Event Report.  The Sports Marketing Unit must receive receipts, invoices and final reports, no later than 60 days after the conclusion of the event, or by June 30, which ever comes first. If special consideration is needed for an extension of this deadline a written request for extension must be received within 60 days after the conclusion of the event. The following summarizes the allowable/disallowable expenses that may be used for reimbursement (as stated above.)

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Sports Event Support Application Summary

 

Event Title:
Proposed Dates:
Location(s):
Participants Expected:		(application question #20)
Spectators Expected:		(application question #20)
Virginia Beach Hotel Room Nights Expected:		(application question #20)
Amount of Support Requested:		(application question #2)

Intended use of the funds if awarded:

Will this event be in Virginia Beach for multiple years? Explain:

Will this event take place if you do not receive CVB Sports Marketing Event Support?

1. Yes
2. No

                         

 

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SIGNATURE/DISCLAIMER

We, the undersigned, herby certify that we have read and understand the Event Support application process, and that all of the information included with our application is true and correct to the best of our knowledge:

 

Authorized By Applicant (Enter Full Name):
Title:
Federal Identification Number (if applicable):