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OrganizationBusiness Information - Lake Conroe Area Convention ...

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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)

    __________ It has been determined how the event will track out-of-town guests,

    demonstrating that the event will attract tourists that will support the

    convention and hotel industry.

Please note: All items must be completed before the application can be submitted.

    5

    Local Hotel Occupancy Tax (HOT) Use Guidelines

    HOT Reimbursement Application

     Organization/Business Information

    Today’s Date:___________________ Event Date:______________________ Name of Organization/Business:____________________________________

    Mailing Address:__________________________________________________ City, State, Zip: ___________________________________________________

Contact Name:____________________________________________________

    Contact Phone Number: _________________ Email: _____________________ Is your organization/business: Non-Profit ____ Private/For Profit ___

    Tax ID #: ______ ___________

Purpose of your organization/business:

    _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

     Event or Expenditure Description

    Please answer all items that apply to your request.

    Name of your event/expenditure: ________________________________________ Website address of your event/expenditure:_______________________________ Date(s) of event/expenditure:____________________________________________ How will the funds be used? ______________________________________________________________________________________________________________________________________________________________________________________________

    Primary location of event/expenditure: _____________________________________ Number of total persons expected to attend this event/expenditure: _____________ Number of persons expected to visit event or expenditure monthly/yearly: _________ Approximately number of people attending/visiting event or expenditure will stay overnight in local hotels, motels or bed & breakfasts? ____________________________

    6

Required Attachments:

    Along with the application, please submit the following attachments:

    ______Itemized, detailed list of expenditures relevant for HOT revenue use

    ______Advertising / Marketing Plan, including target audience

    ______List of Board of Directors with contact phone numbers

    ______Event planning timeline, if applicable

    ______Schedule of activities relating to your event/expenditure

Funding Request:

    Amount Requested: $_______________________________

    Amount granted in past for same event or expenditure: $_____________________

Do you anticipate requesting a HOT Reimbursement

    next year? If so, for what amount? __________________________________________

Which Expenditure Category

    is most relevant to your project/event?__________________________________________________________

    7

    HOT Reimbursement Agreement Form

    Please return completed application with necessary attachments and signature to t

    he Belton Area Chamber of Commerce/CVB 412 E. Central Ave. Belton, TX 76513 no later than 90 days prior to event or project. If you have any applicatio

    n questions, please contact the Belton Area Chamber of Commerce/CVB at

    254-939-3551.

     I have met with the Belton Area Chamber of

    Commerce/CVB, and I fully understand the HOT Reimbursement

    Application Process, Rules Governing the Application and the Reimbursement Process established by the Belton Area Chamber of Commerce/CVB

    Board. I intend to use this reimbursement for the aforementioned event/project to forward the efforts of the Belton Area Chamber of Commerce/CVB

    in directly enhancing and promoting tourism and the convention

    and hotel industry by attracting visitors from outside Belton into the city or its vicinity.

     I have read the HOT Reimbursement

    Application Process including the Rules Governing the Application and the Reimbursement Process.

     I understand that if I am awarded a HOT Reimbursement by the Belton Area

    Chamber of Commerce/CVB

    Board, any deviation from the approved project or from the Rules Governing the Application may result in the partial or total withdrawal of the HOT Reimbursement.

Business/Organization Name ________________________________________

Applicant’s Signature _____________________________ Date _________

    8

Belton Area Chamber of Commerce/ CVB Board Recommendation

     Amount Granted: $___________________________________

    Conditions of Reinbursement: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Belton Area Chamber of Commerce/ CVB Board

    Approval Signature:

    _____________________________ Date______________

    9

    Post Event Analysis

    Event Information

    Event Name

Event Date(s)

    Event Final Outcome

    Attendance Hotel Room Nights*

* Subject to audit

The above accounting of our Event is accurate and true to the best of my knowledge.

Authorized Signature Date

Print name here Title/Responsibility

Return this form, supporting documentation and check (if applicable) no later than sixty (60)

    days following the event to Belton Area Chamber of Commerce/CVB, 412 E. Central Ave., Belton, TX 76513

    If you have any questions, please contact Roye Nell Love 254-939-3551 (phone) or roye_nell@beltonchamber.com (e-mail)

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