CITY OF NEWPORT 169 SW Coast Highway Newport ... AWS
CITY OF NEWPORT 169 SW Coast Highway Newport, Oregon 97365 541.574.0649 [email protected]
TOURISM MARKETING GRANT FUND APPLICATION The purpose of the grant program is to promote tourism and increase stays in lodging establishments within the city limits of Newport by funding advertising outside of Lincoln County. Events/activities scheduled for the off and/or shoulder seasons, September 15 through June 15, will be given priority. Funding may not be provided for well-established events/activities, although funding may be provided for expansion or changes of existing events if the city determines the changes will increase tourism. Applications must be submitted to Gloria Tucker, Deputy City Recorder, at the City Manager’s Office. Applications will then be reviewed by the Destination Newport Committee and forwarded to the City Council with a recommendation for approval or denial. The regular Destination Newport Committee meetings are held on the third Thursday of the month. The regular City Council meetings are held on the first and third Mondays of the month. The city reserves the right to grant all or a portion of a request; deny a request; or recommend no award regardless of availability of funds. There is no guarantee that funding, if granted, will be available for an event/activity in subsequent years. The city will enter into a contract with successful applicants, and award grant monies after an invoice with incurred advertising costs has been submitted.
Tourism Marketing Grant Application/Information – Revised 2017
Page 1
INSTRUCTIONS 1. Complete the prepared application for event/activity grant funding. The forms can be obtained at the City Manager’s Office, at the Newport City Hall, or on the city website at www.newportoregon.gov. Use only the city form when preparing an application. 2. Applications must be submitted a minimum of three months prior to the scheduled event. The Destination Newport Committee will consider applications at their regular monthly meetings. Applications for events that have already occurred will not be accepted. 3. The applicant, or applicant’s representative, may attend the Destination Newport Committee meeting at which the application will be considered. No applicant presentation is required, but the applicant should be prepared to respond to questions. 4. Acknowledgement must be given to the City of Newport in all promotional materials and programs associated with the event/activity. 5. Applicants are required to provide the city with a final report summarizing the results of the event/activity including attendance, publicity outside of Lincoln County, lodging occupancy resulting from the event, advertising breakdown, and closing revenue/expenditure report. This information must be submitted to the City Manager’s Office no later than one month from the final day of the event/activity. Samples of all marketing materials and acknowledgements should be attached to this report. Failure to provide a final report to the city shall jeopardize future applications. 6. Preference will be given to events/activities that have taken place for three years or less, though events running more than three years are still eligible for consideration if proper reasoning is provided, or there are new components/improvements to existing events/activities.
Tourism Marketing Grant Application/Information – Revised 2017
Page 2
General Information: Oregon Coast Aquarium Name of Applicant Organization: ______________________________________ 2820 SE Ferry Slip Rd Mailing Address: ___________________________________________________ Newport, OR, 97365 City, State, Zip: ____________________________________________________ 541-867-3474 x2312 541-867-6846 Telephone: _________________________ Fax: _________________________ [email protected] E-Mail Address: ___________________________________________________ Lance Beck Principal Contact (If different from Applicant): __________________________________
Mailing Address (If different from Applicant): __________________________________ City, State, Zip: ____________________________________________________ Telephone: _________________________ Fax: _________________________ E-Mail Address: ___________________________________________________ 4-21-2018 8:00am Date(s) and Time(s) of Event: _________________________________________ Come for a race, stay for an aquarium adventure. Every participant in the Description of Event or Activity*: _______________________________________ 5th annual Oregon Coast Aquarium 5k & Kids' Dash will not only take part in a fun race, they will receive free entry to the Oregon Coast Aquarium for the rest of the day. _________________________________________________________________ This 5K (3.1 mile) route will start and end at the Oregon Coast Aquarium. This event is perfect for the speedy, the slow and everyone in between. _________________________________________________________________ The Oregon Coast Aquarium 5k seeks to promote healthy lifestyles on the coast and proceeds will benefit animal care programs at the Oregon Coast Aquarium. _________________________________________________________________
Nature of Event or Activity: Yes Single Day Event _______
Multi-night local lodging event _______ days Extended calendar event. _______ days Amount of Funding Requested: Total Event/Activity Budget:
4500 $ ________________________________________
18326.50 $ ___________________________________________
What specific marketing expenditures will the granted funds be used for?* We plan to use $3500 on targeting runners in the Portland DMA, Salem, Corvallis, Eugene and Bend markets on Facebook. ______________________________________________________________________ We plan to use $1000 to make a buy with the Portland Running Company to reach their 95,000 subscribers using direct email and on-site promotions at various running events. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Tourism Marketing Grant Application/Information – Revised 2017
Page 3
List event/activity supporters or partners*: ____________________________________ Newport News-Times has committed to sponsor the event and in addition provide local advertising. ______________________________________________________________________ Sisters fruit company has also agreed to donate product for snacks to be provided to the runners. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Has applicant received funding in prior years from the city for this event/activity? If yes, when: Yes we received funding in 2015, 2016, and 2017 ______________________________________________________________________ Projected Event/Activity Impact: Describe how the event/activity will affect the Newport economy (e.g., room nights, number of visitors/attendees, restaurant sales, retail sales, etc.)*: __________________ ______________________________________________________________________ In 2017 we hosted 315 paid participants. Of those 315, 211 traveled more than 50 miles to get to Newport. ______________________________________________________________________ We hope to grow our event reach over 400 runners in 2018. ______________________________________________________________________ Due to the early start time of the race most runners will need to travel to Newport the night before. ______________________________________________________________________ A conservative estimate on this event remains 100 room nights at local hotels. ______________________________________________________________________ In addition to lodging, the participants will most likely need to eat a minimum of 1-2 meals at local restaurants. ______________________________________________________________________ Furthermore, by offering complimentary entry to the Oregon Coast Aquarium, ______________________________________________________________________ runners have additional funds to potentially spend at local retail establishments. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Tourism Marketing Grant Application/Information – Revised 2017
Page 4
Financial Reporting Requirements: Please provide a proposed budget of revenues and expenditures in a form similar to the following: PROPOSED REVENUES Source #1
Advertising___________________
Amount
$________ 4500
Source #2
Runner Registration Fees (350x$35 and 100x$20) ____________________________
Amount
14250 $________
Source #3
Sponsorships ____________________________
Amount
1500 $________
Source #4
____________________________
Amount
$________
Source #5
____________________________
Amount
$________ 20250 $________
TOTAL REVENUES PROPOSED EXPENDITURES Use #1
Race Bibs ____________________________
Amount
$500 $________
Use #2
Advertising ____________________________
Amount
5500 $________
Use #3
Race Swag ____________________________
Amount
700 $________
Use #4
Race DJ ____________________________
Amount
$500 $________
Use #5
Race Timing ____________________________
Amount
800 $________
Use #6
Additional Staffing ____________________________
Amount
500 $________
Use #7
Aquarium Admission (350x$22.95 & 120x14.95) ____________________________
Amount
9826.50 $________
Use #8
____________________________
Amount
$________
Use #9
____________________________
Amount
$________
Use #10 ____________________________
Amount
$________
TOTAL EXPENDITURES
18326.50 $________
REVENUES MINUS EXPENDITURES
1923.50 $________
Tourism Marketing Grant Application/Information – Revised 2017
Page 5
Advertising Reporting Requirements: Please provide a proposed budget of revenues and expenditures in a form similar to the following: PROPOSED ADVERTISING REVENUES Source #1
DNC Marketing Grant ____________________________
Amount
4500 $________
Source #2
Aquarium Marketing Funding ____________________________
Amount
1000 $________
Source #3
____________________________
Amount
$________
Source #4
____________________________
Amount
$________
Source #5
____________________________
Amount
$________
TOTAL REVENUES
$________
PROPOSED ADVERTISING EXPENDITURES Use #1
Facebook Ads ___________________________ _ Amount
3500 $________
Use #2
Portland Running Company Promotions Amount ____________________________
1000 $________
Use #3
Posters ____________________________
Amount
200 $________
Use #4
Active.com Display Ads ____________________________
Amount
800 $________
Use #5
____________________________
Amount
$________
Use #6
____________________________
Amount
$________
Use #7
____________________________
Amount
$________
Use #8
____________________________
Amount
$________
Use #9
____________________________
Amount
$________
Use #10 ____________________________
Amount
$________
TOTAL EXPENDITURES
$________
REVENUES MINUS EXPENDITURES
0.00 $________
2/8/2018 ___________________ Date
______________________________________ Applicant Signature Lance Beck ______________________________________ Applicant Printed Name
Tourism Marketing Grant Application/Information – Revised 2017
Page 6
TOURISM MARKETING GRANT FUND APPLICATION The purpose of the grant program is to promote tourism and increase stays in lodging establishments within the city limits of Newport by funding advertising outside of Lincoln County. Events/activities scheduled for the off and/or shoulder seasons, September 15 through June 15, will be given priority. Funding may not be provided for well-established events/activities, although funding may be provided for expansion or changes of existing events if the city determines the changes will increase tourism. Applications must be submitted to Gloria Tucker, Deputy City Recorder, at the City Manager’s Office. Applications will then be reviewed by the Destination Newport Committee and forwarded to the City Council with a recommendation for approval or denial. The regular Destination Newport Committee meetings are held on the third Thursday of the month. The regular City Council meetings are held on the first and third Mondays of the month. The city reserves the right to grant all or a portion of a request; deny a request; or recommend no award regardless of availability of funds. There is no guarantee that funding, if granted, will be available for an event/activity in subsequent years. The city will enter into a contract with successful applicants, and award grant monies after an invoice with incurred advertising costs has been submitted.
Tourism Marketing Grant Application/Information – Revised 2017
Page 1
INSTRUCTIONS 1. Complete the prepared application for event/activity grant funding. The forms can be obtained at the City Manager’s Office, at the Newport City Hall, or on the city website at www.newportoregon.gov. Use only the city form when preparing an application. 2. Applications must be submitted a minimum of three months prior to the scheduled event. The Destination Newport Committee will consider applications at their regular monthly meetings. Applications for events that have already occurred will not be accepted. 3. The applicant, or applicant’s representative, may attend the Destination Newport Committee meeting at which the application will be considered. No applicant presentation is required, but the applicant should be prepared to respond to questions. 4. Acknowledgement must be given to the City of Newport in all promotional materials and programs associated with the event/activity. 5. Applicants are required to provide the city with a final report summarizing the results of the event/activity including attendance, publicity outside of Lincoln County, lodging occupancy resulting from the event, advertising breakdown, and closing revenue/expenditure report. This information must be submitted to the City Manager’s Office no later than one month from the final day of the event/activity. Samples of all marketing materials and acknowledgements should be attached to this report. Failure to provide a final report to the city shall jeopardize future applications. 6. Preference will be given to events/activities that have taken place for three years or less, though events running more than three years are still eligible for consideration if proper reasoning is provided, or there are new components/improvements to existing events/activities.
Tourism Marketing Grant Application/Information – Revised 2017
Page 2
General Information: Oregon Coast Aquarium Name of Applicant Organization: ______________________________________ 2820 SE Ferry Slip Rd Mailing Address: ___________________________________________________ Newport, OR, 97365 City, State, Zip: ____________________________________________________ 541-867-3474 x2312 541-867-6846 Telephone: _________________________ Fax: _________________________ [email protected] E-Mail Address: ___________________________________________________ Lance Beck Principal Contact (If different from Applicant): __________________________________
Mailing Address (If different from Applicant): __________________________________ City, State, Zip: ____________________________________________________ Telephone: _________________________ Fax: _________________________ E-Mail Address: ___________________________________________________ 4-21-2018 8:00am Date(s) and Time(s) of Event: _________________________________________ Come for a race, stay for an aquarium adventure. Every participant in the Description of Event or Activity*: _______________________________________ 5th annual Oregon Coast Aquarium 5k & Kids' Dash will not only take part in a fun race, they will receive free entry to the Oregon Coast Aquarium for the rest of the day. _________________________________________________________________ This 5K (3.1 mile) route will start and end at the Oregon Coast Aquarium. This event is perfect for the speedy, the slow and everyone in between. _________________________________________________________________ The Oregon Coast Aquarium 5k seeks to promote healthy lifestyles on the coast and proceeds will benefit animal care programs at the Oregon Coast Aquarium. _________________________________________________________________
Nature of Event or Activity: Yes Single Day Event _______
Multi-night local lodging event _______ days Extended calendar event. _______ days Amount of Funding Requested: Total Event/Activity Budget:
4500 $ ________________________________________
18326.50 $ ___________________________________________
What specific marketing expenditures will the granted funds be used for?* We plan to use $3500 on targeting runners in the Portland DMA, Salem, Corvallis, Eugene and Bend markets on Facebook. ______________________________________________________________________ We plan to use $1000 to make a buy with the Portland Running Company to reach their 95,000 subscribers using direct email and on-site promotions at various running events. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Tourism Marketing Grant Application/Information – Revised 2017
Page 3
List event/activity supporters or partners*: ____________________________________ Newport News-Times has committed to sponsor the event and in addition provide local advertising. ______________________________________________________________________ Sisters fruit company has also agreed to donate product for snacks to be provided to the runners. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Has applicant received funding in prior years from the city for this event/activity? If yes, when: Yes we received funding in 2015, 2016, and 2017 ______________________________________________________________________ Projected Event/Activity Impact: Describe how the event/activity will affect the Newport economy (e.g., room nights, number of visitors/attendees, restaurant sales, retail sales, etc.)*: __________________ ______________________________________________________________________ In 2017 we hosted 315 paid participants. Of those 315, 211 traveled more than 50 miles to get to Newport. ______________________________________________________________________ We hope to grow our event reach over 400 runners in 2018. ______________________________________________________________________ Due to the early start time of the race most runners will need to travel to Newport the night before. ______________________________________________________________________ A conservative estimate on this event remains 100 room nights at local hotels. ______________________________________________________________________ In addition to lodging, the participants will most likely need to eat a minimum of 1-2 meals at local restaurants. ______________________________________________________________________ Furthermore, by offering complimentary entry to the Oregon Coast Aquarium, ______________________________________________________________________ runners have additional funds to potentially spend at local retail establishments. ______________________________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Tourism Marketing Grant Application/Information – Revised 2017
Page 4
Financial Reporting Requirements: Please provide a proposed budget of revenues and expenditures in a form similar to the following: PROPOSED REVENUES Source #1
Advertising___________________
Amount
$________ 4500
Source #2
Runner Registration Fees (350x$35 and 100x$20) ____________________________
Amount
14250 $________
Source #3
Sponsorships ____________________________
Amount
1500 $________
Source #4
____________________________
Amount
$________
Source #5
____________________________
Amount
$________ 20250 $________
TOTAL REVENUES PROPOSED EXPENDITURES Use #1
Race Bibs ____________________________
Amount
$500 $________
Use #2
Advertising ____________________________
Amount
5500 $________
Use #3
Race Swag ____________________________
Amount
700 $________
Use #4
Race DJ ____________________________
Amount
$500 $________
Use #5
Race Timing ____________________________
Amount
800 $________
Use #6
Additional Staffing ____________________________
Amount
500 $________
Use #7
Aquarium Admission (350x$22.95 & 120x14.95) ____________________________
Amount
9826.50 $________
Use #8
____________________________
Amount
$________
Use #9
____________________________
Amount
$________
Use #10 ____________________________
Amount
$________
TOTAL EXPENDITURES
18326.50 $________
REVENUES MINUS EXPENDITURES
1923.50 $________
Tourism Marketing Grant Application/Information – Revised 2017
Page 5
Advertising Reporting Requirements: Please provide a proposed budget of revenues and expenditures in a form similar to the following: PROPOSED ADVERTISING REVENUES Source #1
DNC Marketing Grant ____________________________
Amount
4500 $________
Source #2
Aquarium Marketing Funding ____________________________
Amount
1000 $________
Source #3
____________________________
Amount
$________
Source #4
____________________________
Amount
$________
Source #5
____________________________
Amount
$________
TOTAL REVENUES
$________
PROPOSED ADVERTISING EXPENDITURES Use #1
Facebook Ads ___________________________ _ Amount
3500 $________
Use #2
Portland Running Company Promotions Amount ____________________________
1000 $________
Use #3
Posters ____________________________
Amount
200 $________
Use #4
Active.com Display Ads ____________________________
Amount
800 $________
Use #5
____________________________
Amount
$________
Use #6
____________________________
Amount
$________
Use #7
____________________________
Amount
$________
Use #8
____________________________
Amount
$________
Use #9
____________________________
Amount
$________
Use #10 ____________________________
Amount
$________
TOTAL EXPENDITURES
$________
REVENUES MINUS EXPENDITURES
0.00 $________
2/8/2018 ___________________ Date
______________________________________ Applicant Signature Lance Beck ______________________________________ Applicant Printed Name
Tourism Marketing Grant Application/Information – Revised 2017
Page 6
