Hernando County TDC Grant Funding Application

Hernando County Tourist Development Council
Grant Funding Program Application, Procedures and Agreement

The primary purpose of the Hernando County Local Special Event Grant Funding Program is to provide funding to local organizations for marketing of special events that promote Hernando County as a tourist destination. Funds received pursuant to the Special Event Grant Funding Program must be used for expenditures associated with marketing and promoting the event to visitors and guests outside of Hernando County, with the goal of encouraging overnight visitors. The program is administered through the Hernando County Tourist Development Council (HCTDC) and Florida’s Adventure Coast Visitors Bureau.

Applicants are required to provide a completed application with a detailed marketing plan.

Local special events that may receive funding must demonstrate a history of producing room nights, creating positive economic impact, and/or the potential to draw visitors to the area with a regional marketing plan. In addition, applicants must be able to project a number of overnight visitors staying in Hernando County accommodations. The application should specify the grant dollar amount requested and a detailed proposed use of the requested funds.

All forms must be completed and submitted to the Visitors Bureau in advance of the HCTDC Meeting where presentations will be heard. Applications for grants for the FY 2024-2025 year must be recieved at least 10 Days prior to the TDC Meeting where it will be reviewed. Applications will be reviewed by the TDC Meeting and funding recommendations forwarded to the BOCC for review and final approval. Please allow at least six weeks for the process and creation of a PO.

The remaining TDC Meetings and Grant Application Due Dates for FY 2024-2025 are as follows:

November 21st TDC Meeting – Grant Applications due by November 11th

January 23rd TDC Meeting – Grant Applications due by January 13th

March 27th TDC Meeting – Grant Applications due by March 17th

May 22nd TDC Meeting – Grant Applications due by May 12th

July 24th TDC Meeting – Grant applications due by July 14th

September 25th TDC Meeting – Grant Applications due by September 15th

The number of grants awarded, and the amount of each grant award, will be dependent upon the availability of designated funds and specific allocations.

All Local Special Event Funding Grants are reimbursement grants and will be paid upon completion of the event and submission of an invoice, and required documentation.

An Invoice requesting reimbursement, along with a report on the event, must be submitted to the HCTDC within 60 days of the close of the event. Invoices must be made out to the HCTDC and include copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate the request for funds. The link to the electronic reporting form will be sent to you with the notificiation of your grant.

All applications and subsequent reports must be submitted thru the Grant Funding Portal. Please do not submit your reports in any other format.

Application for HC TDC Grant Funding
Organization Name*
Organization EIN# or FEN# *
Business Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Application completed by*

First NameLast Name
Title*
Email*
example@example.com
Telephone No.*

Area CodePhone Number
Name of Event*
Description of Event: Please provide the details of your festival or event, including theme, planned entertainment, games, installations, vendors, beneficiary of funds raised, etc.*
Date(s) of Event*

MonthDayYear
Hours of Event*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Date(s) of Event

MonthDayYear
Hours of Event

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Date(s) of Event

MonthDayYear
Hours of Event

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Is this a new event or a repeat event?*

NewRepeatRepeat event; Initial grant request
If a repeat event, upload the most recent Grant Funding Report*

Cancelof
Event Marketing Contact*

First NameLast Name
Email Address*
example@example.com
Telephone No.*

Area CodePhone Number
Organization or event Website*
Event or Organization Social Media Sites: (Please provide complete URL for social media channels)*
Facebook Channel
Event or Organization Social Media Sites: (Please provide complete URL for social media channels)
Instagram Channel
Event or Organization Social Media Sites: (Please provide complete URL for social media channels)
YouTube Channel
Event or Organization Social Media Sites: (Please provide complete URL for social media channels)
Other Social Channels
Event or Organization Social Media Sites: (Please provide complete URL for social media channels)
Other Social Channels
Event location(s)*
Venue
Address of Event*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Telephone No.*

Area CodePhone Number
Projected number of event vendors*
Projected Number of Local Attendees:*
Projected Number of Out-of-Town Attendees:*
Projected Number of Hotel Rooms:*
Projected Number of Camping Sites:*
Please provide a detailed marketing plan and proposed use of requested funds.

Be certain to indicate the target markets reached by the advertising and the run dates for all advertising programs; reimbursable expenses must be spent on advertising outside of Hernando County.

Ex: Tampa Bay Times

Weeks of March 15-April 28, 2018

Pinellas, Hillsborough, Pasco and Hernando

$1500
Media Outlet #1*
Name of publication or media outlet
Schedule for Publication or Media*
Budget for media
Reach of Publication or Media*
Area reached by publication or media
Budget for Publication or Media*
Budget for media
Media Outlet #2*
Name of publication or media outlet
Schedule for Publication or Media*
Budget for media
Reach of Publication or Media*
Area reached by publication or media
Budget for Publication or Media*
Budget for media
Media Outlet #3*
Name of publication or media outlet
Schedule for Publication or Media*
Budget for media
Reach of Publication or Media*
Area reached by publication or media
Budget for Publication or Media*
Budget for media
Media Outlet #4
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #5
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #6
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #7
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #8
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #9
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Media Outlet #10
Name of publication or media outlet
Schedule for Publication or Media
Budget for media
Reach of Publication or Media
Area reached by publication or media
Budget for Publication or Media
Budget for media
Total Marketing and Advertising Budget:*
Total Grant Amount Requested:*
Please retain a copy of the entire completed packet for your own reference.
Please initial each item below, signifying that you have read and understand the conditions of the Tourism Grant Program.
I understand that all printed and/or digital collateral and advertisements must include the Florida’s Adventure Coast Visitors Bureaus’ logo as one of the event sponsors, and that any and all digital platforms, must include a link to FloridasAdventureCoast.com. *
Initials of Authorized Agent
I understand that the Event's Marketing Coordinator must incorporate the Florida's Adventure Coast, Brooksville - Weeki Wachee name and geographic location in all press releases*
Initials of Authorized Agent
I understand that all printed or promotional materials with the Florida’s Adventure Coast Visitors Bureau logo must be reviewed and approved by the Manager of Tourism Development in order to ensure correct and appropriate usage of the brand. All reviews require a minimum of 48 hours. Failure to have advertising pre-approved by the Tourism Bureau does not eliminate the requirement of proper usage in order to be eligible for reimbursement. Failure to use the correct logo and use it properly will result in cancellation of any grant funds awarded.*
Initials of Authorized Agent
I understand that all advertising and promotion submitted for reimbursement must take place in areas outside of Hernando County. Copies of all advertising must be submitted with your reimbursement request.*
Initials of Authorized Agent
I understand that all advertising and promotion submitted for reimbursement must take place in areas outside of Hernando County. Copies of all advertising, and the paid invoices, with proof of payment, must be submitted with your reimbursement request.*
Initials of Authorized Agent
I understand that all reporting requirements must be satisfied in order to receive reimbursement dollars.*
Initials of Authorized Agent
I understand that the Event must be accessible to the public and to disabled persons.*
Initials of Authorized Agent
I understand that Hernando County requires each event grant recipient to have a General Liability Insurance of $1 million each occurrence / $2 million aggregate with HC BOCC as additional insured and waiver of subrogation as to General Liability. Certificates of insurance must be provided to the Visitors Bureau no less than 15 days prior to the event.*
Initials of Authorized Agent
I understand that the event coordinators will provide the Florida's Adventure Coast Visitors Bureau an onsite presence during the event. Typically the Visitors Bureau will provide organizations with maps and literature for display, however for certain events aligned with key tourism initiatives, the Visitors Bureau may wish to have a booth or staff on site.*
Initials of Authorized Agent
The Event coordinators will also supply 10 all access tickets to the event, any required parking passes and agree to allow the Visitors Bureau staff all access to the Event to capture photos/videos. Tickets and/or passes must be delivered to the Visitors Bureau at least one week in advance of the event.*
Initials of Authorized Agent
Any notice contemplated or required by this Agreement shall be sent, in writing, to:

Florida's Adventure Coast Visitors Bureau
Attn: Tammy J. Heon
205 E. Ft Dade Ave.
Brooksville, FL 34601
I certify that I have completed this Event Grant Funding Application and attest that all information provided herein and attached hereto is true and accurate:*

Clear
Name:*
Title:*
Date*

MonthDayYear
Should be Empty:

Hernando County Tourist Development Council Grant Funding Program Application, Procedures and Agreement

Application for HC TDC Grant Funding

Hernando County Tourist Development Council
Grant Funding Program Application, Procedures and Agreement