FY27 Love Your City Final Closeout Report
This form is required after your Love Your City event or project is complete. The final 40% payment will be released after the City reviews and approves the closeout information. Please use this form to submit your final expense reconciliation, receipts or invoices, match documentation, outcome information, photos, marketing examples, and final certification.
Recipient Information
Organization Name
*
Contact Person
*
First Name
Last Name
Contact Title
Email Address
*
example@example.com
Phone Number
*
Please enter a valid phone number.
Format: (000) 000-0000.
Event or Project Name
*
Is This for an Event or Project?
*
Please Select
Event
Project
Event or Project Completion Date
*
-
Month
-
Day
Year
Date
Total Love Your City Award Amount
*
Payment Summary
First 30% Payment Received
*
Second 30% Payment Received
*
Final 40% Payment Requested
*
Total City Funds Spent to Date
*
Total City Funds Remaining, if Any
Are Any City Funds Unspent?
*
Please Select
Yes
No
If Yes, Amount Unspent
Please explain why funds remain unspent.
Final Expense Reconciliation
Expense Reconciliation Table
*
Total City Funds Used
*
Total Match or Other Funds Used
*
Total Event or Project Cost
*
Total Love Your City Award
*
Unspent City Funds (if any)
Match Documentation
Total Match Required
*
Total Match Provided
*
Type(s) of Match Provided
*
Cash
In-kind Donations
Sponsorships
Volunteer Time
Other
Upload Match Documentation
*
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Upload Sponsorship or Donation Documentation
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Upload Volunteer or Labor Documentation (if applicable)
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Upload Other Match Documentation
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If volunteer or labor hours are selected, complete fields below:
Number of Volunteers
Total Volunteer Hours
Rate Used
Total Volunteer Value
Brief Description of Volunteer Work
Event Outcomes
Actual Total Attendance
*
Estimated Attendance by Day
How Attendance Was Counted or Estimated
*
Did You Survey Attendees or Participants?
*
Please Select
Yes
No
Estimated Place of Origin of Attendees
Estimated Group Size
Estimated Age Range of Attendees
Estimated Event-Related Spending
Estimated Overnight Stays
Lodging Location (if known)
Number of Vendors, Performers, Partners, or Sponsors
Was Part of the Event Free and Open to the Public?
*
Please Select
Yes
No
Were Any Parts Ticketed or Paid?
*
Please Select
Yes
No
Brief Narrative Summary of How the Event Went
*
Project Outcomes
Was the project completed as approved?
*
Please Select
Yes
No
Mostly, with some changes
Project location
*
Completion date
*
-
Month
-
Day
Year
Date
Is the project publicly accessible?
*
Please Select
Yes
No
Limited access
Describe how the project activates or improves the location
*
Describe how the project benefits residents and visitors
*
Describe any public use or engagement (if known)
*
Describe any visitor or community impact
*
Upload photos of the completed work
*
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Marketing & Recognition
How was the event or project promoted?
Social media
Email newsletter
Website
Printed flyers or posters
Word of mouth
Local news or media
Partner organizations
Press release
Other
Was the City of Hampton recognized as a funder?
*
Please Select
Yes
No
Not applicable
Was the City logo used where applicable?
Please Select
Yes
No
Not applicable
Were Hampton, Virginia banners displayed or offered?
Please Select
Yes
No
Not applicable
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Upload screenshots
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Upload photos
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Upload press releases
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Upload other marketing examples
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Changes from Approved Application
Did the event or project happen as described in the approved application?
*
Please Select
Yes
No
Mostly, with some changes
If no or mostly, please explain the differences
Were any approved budget items changed?
*
Please Select
Yes
No
If yes, please explain the budget changes
Were there any delays, postponements, or cancellations?
*
Please Select
Yes
No
If yes, please explain the delays, postponements, or cancellations
Final Uploads & Supporting Documents
Final receipts or invoices
*
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Final expense reconciliation
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Proof of payment
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Photos from final activities
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Marketing materials
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Attendee survey results
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Other supporting materials
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Certification & Signature
Certification acknowledgments
*
I certify that Love Your City funds were used for the purposes identified in the approved application.
I certify that the expense reconciliation is accurate and complete.
I certify that receipts, invoices, and supporting documentation have been provided.
I understand that the City may request additional information before approving the closeout and releasing the final 40%.
I understand that unspent or unsupported City funds may need to be returned to the City.
Authorized officer name
*
Title
*
Organization
*
Signature
*
Date
*
-
Month
-
Day
Year
Date
*
I certify that the Love Your City funds were used for the approved purpose outlined in the application. I confirm that the expense information and supporting documentation submitted with this report are accurate and complete to the best of my knowledge. I understand that any unspent funds or expenses that cannot be supported with appropriate documentation may be required to be returned.
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