• Sports Grant new
  • Good sportsmanship means helping you foot the bill

    The City of Virginia Beach recognizes the power of sporting events to make a positive impact on the quality of life here. Through the Sports Marketing Event Support Program, the City offers assistance to those athletic events consisting of games, exhibitions, tournaments and other sports-related events that are planned, presented, promoted and played in Virginia Beach. It is designed to assist organizations in attracting sports opportunities that meet one or more of the following criteria:

    • Generate year-round overnight visitation
    • Contribute to the quality of life in Virginia Beach through sport
    • Generate regional and/or national media exposure for the City
    • Increase out-of-area economic impact

    The goal of the grant program is to attract high quality amateur and professional sporting events, conferences and meetings which, in turn, advance and promote year-round tourism, economic impact and quality of life in the City of Virginia Beach through sport.

    If you believe your event qualifies, please fill out and submit the below grant application form. Support applications must be received for review at least 120 days prior to the event, and grants will be approved three times per year (January, May and September). Specific instructions for this form can be found here. For questions or additional information, please call 757-385-4700.

  • 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?
                               

    9. Facility contact(s):
    Name:  
    Phone:  
    10.Is any City permitting necessary?
                               

    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] Select a Date Delete the Date  [None] Select a Date Delete the Date  [None] Select a Date Delete the Date  [None] Select a Date Delete the Date  
               
               
               

    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):

                               

    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.)


    Allowable Expense
    Promotion, Marketing and programming
    Paid advertising and media buys               
    Production and technical expenses               
    Site fees/costs (security, rentals, insurance, etc)      
    Rights fees, sanctioning fees, non-monetary awards       
    Travel (if approved in advance by CVD Sports Marketing)
    On-Site Hospitality without alcohol

    Disallowable Expense General and administrative
    Building, Renovating and/or remodeling
    Permanent equipment purchases
    Debt incurred prior to the grant
    Programs that solicit advertising
     

     

    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?

                               

     


    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):    

     

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