Clay County Convention and Visitor’s Bureau Tourism Grant Application

Procedure

Applications for funding will be received at the Office of the Clay County Convention and Visitors Bureau, located inside the Clay County Heritage Center at 7 Grand Avenue, Spencer, Iowa.  There is currently $40,000 that may be awarded yearly.  Awards are made at the discretion of the CCCVB Selection Committee and, based on the number and quality of applications received, the Committee may fund one project or multiple projects in a given grant cycle.  Two rounds of funding will be held each calendar year, with applications due on August 1 and February 1.  $20,000 will be available for awards during each round of funding.  If the full $20,000 in grant funds is not awarded within a grant cycle, that money will be carried forward into the next cycle.  All funds awarded must be expended within 12 months of the award date. A typical award will be between $500 and $5,000.  Applications will be as follows:

Application Deadline

No later than 4:00 pm on February 1* and August 1. (Note*: For 2017 only, the application deadline will be February 15. In all succeeding years, it will be February 1)

Application Format

Application narrative pages should be submitted in 12 point font and with 1" margins.

Application Review

The CCCVB Selection Committee will review the applications which have been duly submitted and funding decisions will be made within the month applications are received.

Scoring

Scoring for sections of application is as follows:

  1. Purpose – 5 points
  2. Timeline/Activities – 30 points
  3. Expected Outcomes – 5 points
  4. Budget – 10 points

Funding Notification

Award notification will be made in writing no later than March 1 and September 1.

Funding Dispersal

Funds awarded must be expended withing 12 months of the award date. No project expenses funded by the grant may be incurred prior to award approval. A final report must be submitted within 30 days following the event.

Application Guidelines

  1. Completeness of the application and degree to which the grant criteria are addressed will be top priorities.
  2. Eligible applicants will include any business, organization, governmental entity or individual who plans to host a public event that occurs within Clay County.
  3. Written notification of award will be made no later than March 1 and September 1. Funds must be expended within 12 months of the award date.
  4. An itemized project budget is required.  This is not the organization/company budget; rather the CCCVB Selection Committee requires an itemized budget for the proposed event for which funds are requested.
  5. The CCCVB Selection Committee reserves the right to adjust funding requests.
  6. The CCCVB requires of all grantees a follow-up report at the event's conclusion as to accountability of funds spent, and a report on the event's outcome.  This follow-up report must be received from grantees within 30 days of the conclusion of the event.  The report will include the following:  1. Attendance figures  2. Profit/Loss statement for the event  3. Estimate of attendees from outside Clay County  4. Overall evaluation of the success of the event
  7. Eligible events include:  Festival, performances, sporting events/tournaments or exhibits that occur within Clay County and are designed to attract participants from both within and outside of Clay County.  Ideally, the event will reinforce Clay County as a tourist destination, and will serve a large segment of the population or contribute to the quality of ife for those who attend.
  8. Non-eligible activities include on-going operations expenses of the business or organization applying, sustaining of events after start-up funds are provided, or brick and mortar projects.  Bonus scoring points will be awarded to new or multi-day events.
  9. The CCCVB requires grant recipients to recognize the CCCVB Tourism Grant Program in an appropriate manner when possible (for example:  organizational brochure, newsletters, media coverage, event programs, etc.)
  10. In making the awards, the CCCVB shall take into consideration the following factors:
    1. Evidence of need
    2. Expected outcomes of the event and the impact on the county
    3. Sources of funding or support available to the proposed event
    4. Capability of applicant to manage the funds and successfully complete the event
    5. The degree to which this award will leverage existing financial resources or accesses support from other sources
    6. The degree to which this event could be accomplished without grant revenue

Applicant should submit the original application and 9 copies no later than 4:00 pm on February 1 or August 1 to the CCCVB Office in the Clay County Heritage Center. One copy of additional supporting materials may be submitted with the original application. This would include anything that might provide more detailed information on specific items included in the application narrative.

Special Projects Grant

New in 2020

One Special Project Grant of up to $10,000 may be awarded each fiscal year (July 1 through June 30). Awards are made at the discretion of the CCCVB Selection Committe and, based on the number and quality of applications received, the Committee may choose not to fund a project in any given year.  Applications are accepted on April 1 and October 1. (If those dates fall on a weekend, applications will be due on the following Tuesday.)  If the full $10,000 in grant funds is not awarded within a fiscal year, that money will be carried forward into the next fiscal year.  All funds awarded must be used within 12 month of the award date.  Application details are as follows:

Application deadline: Applications are accepted on April 1 and October 1. If either of those dates fall on a weekend, applications will be due on the following Tuesday. 

Application format: Application narrative and budget pages should be submitted in 12 point font and with 1” margins.  The application form is available on the CCCVB website at exploreclaycounty.org

Application review:The CCCVB Selection Committee will review the applications which have been duly submitted and funding decisions will be made within the month applications are received.

Funding notification: Award notification will be made in writing no laterthan May 1 and November 1.


Application Guidelines

1. Completeness of the application and degree to which the grant criteria are addressed will be top priorities.

2. Eligible applicants will include any business, organization, governmental entity or individual who plans to pursue a substantial project within Clay County.

3. Written notification of award will be made no later than May 1 and November 1. Funds must be expended within 12 months of the award date.

4. An itemized project budget is required.  This is not the organization/company budget; rather the CCCVB Selection Committee requires an itemized budget for the proposed project for which funds are requested.

5. The CCCVB Selection Committee reserves the right to adjust funding requests.

6. The CCCVB requires of all grantees a follow-up report at the projects's conclusion as to accountability of funds spent, and a report on the project's outcome.  This follow-up report must be received from grantees within60 daysof the conclusion of the project. 

7. Eligible projects include, but are not limited to:  Brick and mortar expansion or new facility construction, equipment purchases, or recreation facility improvements that are designed to attract visitors from both within and outside of Clay County.  Ideally, the project will reinforce Clay County as a tourist destinationand will serve a large segment of the population or contribute to the County's quality of life.

8. Non-eligible activitiesinclude on-going operations expenses of the business or organization applying or sustaining of the project after start-up funds are provided. 

9. The CCCVB requires grant recipients to recognize the CCCVB Special Projects Grant Program in an appropriate manner when possible (for example:  organizational brochure, newsletters, media coverage, event programs, etc.)

10. In making the awards, the CCCVB shall take into consideration the following factors:

a.  Evidence of need

b.  Expected outcomes of the project and the impact on the county

c.  Sources of funding or support available to the proposed project

d.  Capability of applicant to manage the funds and successfully complete the project

e.  The degree to which this award will leverage existing financial resources or accesses support from other sources

f.  The degree to which this project could be accomplished without grant revenue or with partial grant funding


Applicant should submit the original application and 9 copies no later than 4:00 pm on April 1or October 1 to the CCCVB Office in the Clay County Heritage Center.  One copy of additional supporting materials may be submitted with the original application.  This would include anything that might provide more detailed information on specific items included in the application narrative.

Scoring for sections of application is as follows:

1.  Purpose –15 points. 
2.  Expected Outcomes –15 points
3.  Timeline/Activities –10 points
4.  Budget –10 points

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