FY27 Love Your City Event Application

FY27 Love Your City Event Application
Applicant and Organization Information
Event Name
Event Date(s)
Event Location
Applicant/Organization
Tax ID
Designation
Organization Type (CHECK ONE)
Describe your organization (date established, governance structure, membership, mission, etc.).
Physical Address

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
Mailing Address

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
Website
Primary Contact Name and Title/Position
Primary Contact Telephone Number
Please enter a valid phone number.Format: (000) 000-0000.
Primary Contact Email Address
example@example.com
Additional Contact Name and Title/Position
Additional Contact Telephone Number
Please enter a valid phone number.Format: (000) 000-0000.
Additional Contact Email Address
example@example.com
EVENT DETAILS
Is this a new event?
If no, describe the existing event and clearly identify the enhancements, improvements, and/or new elements that will significantly augment it. Explain how the proposed enhancements will expand the event’s placemaking value, audience reach, or visitor experience.
If yes, describe the proposed event, including its purpose, how it activates a specific place in Hampton, how it connects to Hampton’s identity, public spaces, culture, history, or visitor experience, how it will appeal to both residents and visitors, and how it will improve family resiliency and quality of life.
Supporting documents

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Access, Attendance, and Location Readiness
Describe which portions of the event will be free and open to the public, and which portions will require admission
Estimated attendance per day
Please briefly explain how this estimate was developed:
LOCATION READINESS

Failure to provide required attachments may result in a reduced score or the application being removed from consideration.
Please describe why the proposed location was selected, whether the site is appropriate in size and access for the proposed event, and the status of venue coordination where the site is not owned or managed by the applicant.
Please upload a proposed event timeline and task list that includes major milestones and necessary permits.

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Please attach a proposed list of vendors, partners, and sponsors.

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Please upload a site plan to outline the proposed uses of space at the event venue, any road closures, points of ingress and egress, and the location of equipment such as light towers, portable restrooms, generators, tents, etc.

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Compliance with applicable laws, ordinances, or regulations
Have you reviewed the City’s Outdoor Special Event Permit process?
Have you reviewed the City’s Outdoor Special Event Permit process, which may include providing insurance, obtaining a promoter’s license, charges for extra duty police officers, and other fees and requirements, as applicable?
Marketing
Provide a description of the target market and audience of the proposed event, as well as strategies for marketing to those audiences.
Please include key promotional channels, any planned partners or sponsors supporting outreach, and how the event will be promoted to both Hampton residents and out-of-town visitors. Note: The City of Hampton should be recognized as an event funder on all promotional materials, advertisements, and press releases. The City logo should be utilized on all print materials. If banners are displayed at the event, the opportunity to display a Hampton Virginia banner should be extended to the Hampton Marketing & Outreach department. If a second City department has also supported the event, the department’s name and logo should also be included. The City of Hampton shall receive a table and two chairs at the event at no charge in order to provide local and visitor information to event attendees.
Budget
A total of up to $60,000 will be awarded to application(s) meeting established criteria, and the City may select one or more recipients for different amounts of award funding under this program. Applicants must submit a completed Budget Template that identifies the cost and the exact amount of funding requested. The completed Budget Template should give a total picture of the event and the resources available for it. All related costs must be covered in the Budget Template. Where costs are not yet known, applicants should estimate them to the best of their ability based on market rates for goods and services. Identify the source of funding for each line item. The value and type of any in-kind contributions should be thoroughly explained. Budget figures should clearly relate to what is proposed in the event description. Applications with incomplete budgets, unsupported match, or internal inconsistencies may receive reduced scores or may be removed from consideration. A Budget Template is provided at the end of this application.
Match Requirements

Organizations must demonstrate matching resources of at least 50% of the value of the total awarded funds, of which up to 25% (of that 50%) may include volunteer/labor hours. For example, if the City provides funding of $5,000, the applicant must demonstrate either cash or matching resources as described below of at least $2,500, with no more than $1,250 of those resources being from volunteer/labor hours.

The match provided must have a direct relationship with the event being undertaken, and may be demonstrated in payments to direct service providers such as for equipment rental or reductions in costs; or, sponsorship payments received and donations; or, documented volunteer/labor hours as follows:
- Donated or volunteer labor is valued at the rate published by the Independent Sector (https://independentsector.org/resource/value-of-volunteer-time/) for Virginia in the last published calendar year. Donated or volunteer labor can account for no more than 25% of the 50% match requirement.
- Donated or discounted professional services will be valued at the full cost of the service provided. Professional services are those which an individual or group provides as part of paid employment that are offered at a reduced rate. These services must have a direct contribution to the event in order to be counted as match.
- Reductions in cost may include discounts or donations you receive for the market price of materials and services. Price quotes for these must be obtained from at least two (2) other vendors to substantiate the value of the match.
Applications most likely to receive approval are those which plan to utilize City funds along with other resources from their community. Therefore, you may wish to recruit volunteer labor or contact local businesses, financial institutions, and other agencies about other possible resources in support of the event.
Describe how this event will become sustainable in the future without City of Hampton funds.
Are you or your organization currently receiving any other City of Hampton funding or support for the organization and/or event?
If yes, please describe any current City funding and/or support:
Visitor and Economic Impact
Describe how the proposed event will attract out-of-town guests, support local economic activity, and generate overnight hotel stays, where applicable.
Evaluation Plan
How will you evaluate the success of your event? Please include any measures related to attendance, audience reach, visitor draw, economic impact, participant feedback, or other relevant outcomes. Applicants should describe any post-event reporting measures they will use, such as attendee counts, participant surveys, estimated place of origin, group size, age range, estimated spending, overnight stays, lodging location, or other information that may help assess the event’s visitor and economic impact.
Qualifications & References
Reference 1 Name

First NameMiddle NameLast Name
Reference 1 Organization & Title
Reference 1 Telephone
Please enter a valid phone number.Format: (000) 000-0000.
Reference 1 Email
example@example.com
Reference 2 Name

First NameMiddle NameLast Name
Reference 2 Organization & Title
Reference 2 Telephone
Please enter a valid phone number.Format: (000) 000-0000.
Reference 2 Email
example@example.com
Please upload all relevant experience materials

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Applicant Representations, Acknowledgements, and Signature
NO CITY INDEMNIFICATION. The City of Hampton cannot legally agree to any clause indemnifying the Applicant from any damages arising out of the Agreement or hold the Applicant harmless. The submission of an application constitutes an agreement by the Applicant not to request such language in a resulting Agreement. In compliance with this solicitation and to all the conditions imposed herein, the undersigned agrees to perform any Agreement awarded as a result of this solicitation. The following section shall be signed by an agent authorized to bind the company. Failure to execute this portion may result in rejection.
ANTI-COLLUSION CLAUSE: IN THE PREPARATION AND SUBMISSION OF THIS APPLICATION, SAID APPLICANT DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1. THROUGH 59.1-9.17 OR SECTIONS 58.1-68.6 THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA. THE UNDERSIGNED APPLICANT HEREBY CERTIFIES THAT THE AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY, CITY HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS APPLICATION; AND, THAT NO PERSON OR PERSON, FIRM OR CORPORATION OTHER THAN THE UNDERSIGNED, HAVE, OR ARE INTERESTED IN, THIS APPLICATION.
DEBARMENT STATUS: By submitting this application, Applicant certifies that it is not currently debarred by the Commonwealth of Virginia from submitting bids or applications on Agreements for the type of goods and/or services covered by this solicitation, nor is it an agent of any person or entity that is currently so debarred.
MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: By submitting an application, Applicant agrees that if awarded a Agreement under these terms and conditions, that Applicant, and any subcontractor. Applicant uses for goods or services, will be required to utilize the City’s Agreement. If Applicant submits its own agreement for use, the City reserves the right to change any terms of the Applicant ’s agreement required for the City to meet its obligations under Virginia, local, and Federal law or regulations.
By signing this application, the applicant certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and as described within the Love Your City Awards Program Guidelines.
Authorized Signature
Date Signed

MonthDayYear
Authorized Signer Printed Name
Authorized Signer Title
BUDGET TEMPLATE
Budget Totals - LYCE Funds
Budget Totals - Other Sources
Budget Totals - Combined LYCE Funds + Other Sources
Should be Empty:

FY27 Love Your City Event Application

Applicant and Organization Information

EVENT DETAILS

Access, Attendance, and Location Readiness

LOCATION READINESS

Compliance with applicable laws, ordinances, or regulations

Marketing

Budget

Visitor and Economic Impact

Evaluation Plan

Qualifications & References

Applicant Representations, Acknowledgements, and Signature

BUDGET TEMPLATE