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OrganizationBusiness Information - Lake Conroe Area Convention ...

By Stephanie Stephens,2014-07-29 09:35
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OrganizationBusiness Information - Lake Conroe Area Convention ...

    Events Support

    Application Packet

    FY 2010-2011

    Presented by the

    Belton Area Chamber of Commerce/CVB

    412 E. Central Ave.

    Belton, Texas 76513

    Events Support Application Packet

    Table of Contents

    Overview of the Application Process ...................................................................................... 3

    Support Considerations Checklist ........................................................................................... 5

Application for Event Support ................................................................................................. 6

    HOT Reimbursement Agreement Form .................................................................................. 8

Post Event Analysis ................................................................................................................... 10

    Tax Code Use of Hotel Occupancy Tax Revenue ................................................................ 11

    2

    Overview of the Application Process

    This packet was designed to establish guidelines to apply universally to all events and activities requesting support from the Belton Area Chamber of Commerce/CVB or Hotel Occupancy Tax (HOT). There are stringent requirements in the Tax Code regulating the use of HOT funds. A copy of the applicable sections of the Tax Code has been included in this packet for your review.

    The Belton Area Chamber of Commerce/CVB reviews the applications and makes recommendations to the Board on the portion of the tourism budget allocated to special event support. Funding for event support is available from the Hotel Occupancy Tax collected by our lodging properties.

The event must take place within Belton’s city limits.

    The sponsoring organization must be tax-exempt. It is preferred that the sponsoring organization have 501(c)3 tax-exempt status, but it is not required.

Rules Governing your Application:

    1. The applicant must present reasonable evidence that the expenditure or event

    will increase overnight stays in Belton that are consistent with the level of HO

    T revenues requested. Example: the event is multiday, 400 of the participants

    will travel more than 100 miles and 125 participants will stay in

    Belton lodging.

    2. For any applicant applying for HOT funds to advertise an event, the

    Board recommends these funds focus on targeting visitors outside a

    100mile radius of Belton.

    3. The applicant must ensure that all Belton hotels, motels and B&Bs and their c

    urrent contact phone number, email and/or website are listed on any informatio

    n you provide to registrant, vendor/event attendees, including event websites.

    Also all Belton hoteliers must be made aware of the event, have access to ma

    iling lists, and have sufficient time to participate in the bidding process for bo

    th primary bookings and overflow.

    It is extremely important that applications be filled out completely and accurately.

4. If the request is for cooperative advertising support, the Belton Area Chamber

    of Commerce/CVB

    must approve the final advertising copy for appropriate representation of the ci

    ty of Belton and local lodging one (1) week before the ad or publication’s pri

    nt deadline.

    5. After the application process is complete, the contact name on the application

    or a designated representative will be expected to attend the next monthly

    CVB Task Force or Board meeting (or make other

    3

    arrangements) to present a follow up report on items such as visitor

    attendance data from event surveys and number of visitor overnight stays due

    to the event/expenditure. (See separate HOT Reimbursement

    Followup Report form)

    Any future consideration of funding from the CVB is dependent on the

    organization providing a report to the Board on the use and outcomes from

    prior funding by the CVB.

The Reimbursement Process:

    1. After the application has been approved by the

    Board, the application expenditure items that were approved to be used for H

    OT revenues need to be paid for in full. Proof of payment of each item shou

    ld then be submitted to the Belton Area Chamber of

    Commerce/CVB before a single reimbursement check will be issued. Note: Ti

    ming of reimbursement is subject to actual monthly revenue generated by hotel

    s, motels and B&Bs, so it may not be immediate.

    The Post Event Analysis must include all of the items outlined in the application, including samples of advertisements produced with the use of HOT funds. If the Post

    Event Analysis and the final accounting of room nights are not received by the due date, the Belton Area Chamber of Commerce/CVB reserves the right to reject any future application by the organization.

    It is the responsibility of the event to monitor the number of out-of-town guests who stay in Belton lodging properties. We strongly recommend working with the hotels to

    ensure proper credit and tracking. Some suggestions for tracking out-of-town guests would be to use a zip code tracking system or a survey distributed to attendees. Please

    note that stated room nights generated will be subject to an audit by Belton Area Chamber/CVB staff.

    Please note that room nights generated in Temple and other surrounding areas do not fulfill the requirements of the state law and will not be credited to your event.

    If you need assistance in completing the application or have further questions, please do not hesitate to contact Christy Monroe, Tourism Director at 254-939-3551 or via e-mail at Christy@beltonchamber.com

    4

    Support Considerations Checklist

    Name of Event___________________________________________________

    Year Applying____________________________________________________

__________ The event “directly enhances and promotes tourism AND the convention

    and hotel industry.” (Tax Code, Section 351.101)

    __________ The event qualifies under AT LEAST ONE of the following categories:

    (Please circle category number)

    (1) the establishment, improvement, or maintenance of a convention

    center or visitor information center

    (2) the facilitation of convention registration

    (3) advertising, solicitations and promotions that attract tourists and

    convention delegates to Belton

    NOTE: If applying under this category, legitimate media must be

    utilized IN ADVANCE of the event (examples include direct mail,

    postage, newspapers, magazines, radio, television, billboards,

    newsletters, brochures and other collateral material).

    (4) the encouragement, promotion, improvement and application of the

    arts

    NOTE: Must be a viable art form (examples include instrumental and

    vocal music, dance, drama, folk art, creative writing, architecture,

    design and allied fields, painting, sculpture, photography, graphic

    and craft arts, motion pictures, radio, television, tape and sound

    recording)

    (5) the enhancement of historical restoration and preservation projects

    __________ The application is filled out thoroughly and completely.

__________ The Post Event Analysis for last year’s event have been previously

    submitted.

    (Write “N/A” if you did not receive support last year)

  &nb