Grant Writing 101
INTRODUCTION
FREE MONEY
INTRODUCTION
Visitor & Convention Committee Grant Program • VCB advertising & promotion budget: $350,000
• VCC Grant Program: approximately $200,000 available annually per fiscal year
• For programs and attractions that compliment and work in conjunction with the advertising & promotion budget
• Justification is simple: Heads In Beds
INTRODUCTION
GLOSSARY OF TERMS: – ADR, Infrastructure, Operational Expenses, Cooperative
Ventures, In-Kind Contributions, Capital Funding, Beautification, Shoulder Season, Facility Development/Improvement, Attraction Development
ADR
Average Daily Rate and Why It’s Important
Lodging Revenue by Year
• Roads End annexation in 2013, fueled revenue growth in 2014 • Solid increase in revenue in 2015 beyond Roads End annexation
ADR
$0.00
$10,000,000.00
$20,000,000.00
$30,000,000.00
$40,000,000.00
$50,000,000.00
$60,000,000.00
$70,000,000.00
$80,000,000.00
2008 2009 2010 2011 2012 2013 2014 2015 2016
• Effects of the recession ease by 2012
• Roads End annexation propels growth in 2014 & 2015
• Recovery from the Recession
ADR
Lodging Revenue Growth vs. Year Ago
-5.00%
0.00%
5.00%
10.00%
15.00%
20.00%
25.00%
2008 2009 2010 2011 2012 2013 2014 2015 2016
ADR
JANUARY
FEBRUARY
MARCH APRIL MAY JUNE JULY AUGUSTSEPTEM
BEROCTOBE
RNOVEM
BERDECEMB
ER
2016 Check Ins 3082 3624 3516 3864 2488 3252 4436 6529 4846 3626 2283 1957
2014 Check Ins 4671 4126 6830 4824 5472 5975 7370 7940 6773 5563 4316 3857
0
1000
2000
3000
4000
5000
6000
7000
8000
9000
2014 vs 2016 CHECK INS
ADR
JANUARY
FEBRUARY
MARCH APRIL MAY JUNE JULYAUGUS
TSEPTEM
BEROCTOB
ERNOVEM
BERDECEM
BER
2016 Check Ins 3082 3624 3516 3864 2488 3252 4436 6529 4846 3626 2283 1957
2017 Check Ins 1395 1603 1760 2230
0
1000
2000
3000
4000
5000
6000
7000
2016 vs 2017 CHECK INS
ADR
$0.00
$2,000,000.00
$4,000,000.00
$6,000,000.00
$8,000,000.00
$10,000,000.00
$12,000,000.00
$14,000,000.00
TRT 2011-2017
2011 TRT Data
2012 TRT Data
2013 TRT Data
2014 TRT Data
2015 TRT Data
2016 TRT Data
2017 TRT Data
Smith Travel Research Report
ADR
0
20
40
60
80
100
120
140
160
Occupany/ADR 2015-2016
Occupany - % 2016
ADR-2016
Occupany - % -2015
ADR-2015
Smith Travel Research Report
ADR
0
20
40
60
80
100
120
140
160
Occupany/ADR 2016-2017
Occupany - % 2016
ADR-2016
Occupany - % 2017
ADR-2017
0
500
1,000
1,500
2,000
2,500
Portland
Valley
Washington
Check-ins by Month
Source: Lincoln City Lodging Zip Code Survey
• Portland and Washington State reflect overall spring break and summer peaks • The Willamette Valley shows no summer peak, indicating a propensity to daytrip
ADR
GLOSSARY
• Infrastructure: Physical assets including buildings, walkways, roads, power-related wiring and permanent equipment.
• Operational Expenses: Expenses a business incurs through its normal business operations. For the purposes of this document, operating expenses include rent, equipment, inventory costs and insurance.
• Cooperative Ventures: Where two or more local entities are jointly contributing resources and expertise in the development and execution of an event or project
GLOSSARY
• In-Kind Contributions: Goods and services provided pro-bono by sponsors and supporters. These include volunteer hours, non-cash and barter contributions.
• Capital Funding: For the purposes of this document, capital funding the money used for operating capital, typically provided by investors or lenders, paying for normal business operations with the expectation of a return on the capital funding investment.
GLOSSARY
• Beautification: For the purposes of this document, beautification is the process of making significant visual improvements to a property so that it is either transformed into a tourist attraction or becomes a significantly better tourist attraction.
• Shoulder Season: A travel period between peak and off-peak seasons, specifically, outside of the school summer break travel peak season from July 15 to August 31.
GLOSSARY
• Facility Development/Improvement: Improvement of an existing place/creating a new place so that it functions as a new or improved tourist attraction
• Attraction Development: Development of a new tourist attraction or expansion/improvement of an existing attraction to demonstrably improve the guest experience
INFRASTRUCTURE
GOALS OF THE GRANTS
– Increase tourism to Lincoln City
– Increase overnight visits
– Increase the ADR
– Generate marketing and promotional campaigns
– Create new or improve upon special events, festivals and attractions
– Emphasize shoulder seasons, extended stays, provide unique, quality experiences, encourage repeat visits
TYPES OF PROJECTS
TYPES OF ACCEPTABLE PROJECTS
– Special events and festivals
– Facility development or improvement
– Program development
– Signage
– Video production
– Attraction development
– Hospitality training
– Promotional materials
– Advertising or operational expenses
TYPES OF PROJECTS
EXCLUSIONS
No grants funds will be awarded for: – Feasibility studies, prizes or awards or requests for capital funding. – Projects that cannot be COMPLETED within 15 months from the
grant award date. – A regular cost of doing business. – Events/Promotions that are not able to get required permits. – Incomplete or handwritten applications – Applications that do not meet all of the requirements in the grant
application and guidelines – Applications that exceed the three year limitation
Applications for any of these exclusions will not be invited to present in front of the VCC committee
TYPES OF PROJECTS
EXCLUSIONS
– Events should have all required permits for their event prior to applying for grant funds. These permits include City Special Event permits, OLCC permits, State Parks permits, etc.
– Grant applications with no current permits will be reviewed by the VCB prior to their grant application being moved forward to the VCC. If the event is deemed not likely to receive a permit, the application will be denied. If the event is deemed likely to receive a permit, the VCB will allow the grant application forward.
TYPES OF PROJECTS
MATCHING REQUIREMENTS
• Cash and in-kind match of 30% of the grant request. ($10,000 of grant request = minimum $3,000 match)
• In kind contributions include volunteer labor itemized and tracked at Oregon state minimum wage
• Preference will be given to grant requests that indicate some cash commitment by the applicant.
TYPES OF PROJECTS
REPEAT FUNDING
– An existing event or activity can qualify for repeat funding.
– Awards are considered seed money for promising ideas.
– Projects should demonstrably be on track to become self-sufficient within three years.
– Repeat applications should demonstrate decreasing cost and/or increasing revenue, lessening the need for grant support.
TYPES OF PROJECTS
PARTIAL FUNDING
– Applicants should expect the number of grant applications to far exceed the amount of available grant funding.
– Partial funding may be recommended for any proposed project.
– Applicants are asked to identify, in advance, how a project would be modified should the full amount not be awarded.
TYPES OF PROJECTS
MULTIPLE GRANT APPLICATIONS
– More than one application may be submitted.
– Each project or event should be discrete, not related to the other(s).
TYPES OF PROJECTS
GRANT DENIALS
– The City of Lincoln City reserves the right to approve all, or a portion of any request, or deny a request altogether regardless of availability of funds.
– Denial of all or a portion of a grant resulting from a recommendation by the VCC to the City Manager may be appealed to City Council by application to the City Recorder within 60 days of denial.
SELECTION CRITERIA
SELECTION CRITERIA
– Does the applicant clearly demonstrate how this project will increase overnight visits to Lincoln City?
– Will the project encourage additional overnight stays beyond the project or event?
– Does the applicant have the ability to complete the project?
SELECTION CRITERIA
– Does the applicant have management and/or administrative capabilities to complete the project or event?
– Are the budget and marketing plan realistic?
– Does the applicant clearly demonstrate how the project will leverage funding?
SELECTION CRITERIA
SELECTION CRITERIA
– Does the applicant clearly demonstrate how the organization will create sustainable marketing networks?
– Is there demonstrated community support? Is there evidence of in-kind support?
– Is there a strong evaluation method with measurable objectives?
SELECTION CRITERIA
PREFERENCE POINTS
– New events and festivals that occur outside of peak season (July & August)
– Projects that encourage overnight stays and greater length of stay
– Projects that result in new and improved attractions in Lincoln City
– Projects that compliment and expand the media voice of Lincoln City in key source markets, specifically Portland and Salem
SELECTION CRITERIA
HOW TO APPLY
HOW TO APPLY
– http://www.oregoncoast.org/vcb-grant-program/
– Projected P&L
– Volunteer Timesheet
HOW TO APPLY
HOW TO APPLY
HOW TO APPLY
– Once you have turned in your application by the deadline, grant applicants will be required to attend the Grant VCC Meeting and give a 2 minute presentation on their grant application.
– Applicant can expect up to a 3 minute Q&A with the VCC committee at this time.
– Presentations count for 5 out of 100 points in scoring.
– The written application is the most important.
TIMELINE
May 24 or 25, 2017 Grant 101 Workshop (Required for all grant applicants)
June 30, 2017 Deadline for submitting applications
July 18, 2017 VCC meeting, Culinary Center, 4th Floor (Proposal scoring, review & recommendation)
August 3 or 4, 2017 Grant 102 Workshop (Required for all successful applicants)
Questions
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