Special Events, Group Meetings, or Conferences Program Application

Application Overview

Thank you for your interest in Stafford County Tourism's Special Events, Group Meetings or Conferences Grant Program. We appreciate your efforts to create events that attract visitors, strengthen the local economy, and enhance the community. The following information outlines the purpose, eligibility requirements, and funding priorities for the this grant program.

The purpose of the Special Events, Group Meetings or Conferences Grant Program is to support high-quality special events, meetings, or conferences that, in turn, promote visitation to the county, attract overnight visitors, increase local spending, enhance Stafford County's positive image, boost the experience economy, and enrich the visitor experience.

The Special Events, Group Meetings or Conferences Grant funds are provided to organizations to assist in covering various costs directly related to promoting and administering special events, meetings, or conferences, and boosting tourism in Stafford County.

Special events, group meetings, or conferences are defined as organized, non-sporting events such as festivals, conventions, trade shows, corporate meetings, association gatherings, and similar activities held in Stafford County for business, educational, cultural, or community purposes.
Read Full Grant Program Details Here
Basic Application Criteria
- Minimum room verifications: at least 50 verified room nights
- Maximum funding: $10,000 based on $20/verified room night
- Submission deadline: applications must be submitted six (6) months before the event
- Excluded events: not applicable for exclusive events such as weddings, family reunions, class reunions, etc.

Applicant Information
Applicant Name

First NameLast Name
Applicant Job Title
Contact Email
example@example.com
Business/Organization Name
Business/Organization Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Business/Organization Mailing Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Please provide a brief description of your business/organization.
Is the event's Chief Official different than the contact information provided above?
Chief Official

First NameLast Name
Chief Official Email
example@example.com
Chief Official Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Is the event's Primary Contact different than the information provided above?
Primary Contact Name

First NameLast Name
Primary Contact Job Title
Primary Contact Email
example@example.com
Primary Contact Phone Number
Please enter a valid phone number.Format: (000) 000-0000.

Event Details
Event Name
Will your event take place during one continuous date range or multiple separate date ranges?
Event Date(s)
Please list the date range(s) for the event
Event Type
Example: Conference, festival, corporate or association meeting, etc.
URL for the event website
Event Location

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Please provide a detailed description of the event.
Please upload the event schedule.

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Will you be charging admission for your event?
Admission price

Event social media handles/pages

Rows	Handle Name
Facebook
Instagram
X
LinkedIn
Threads
YouTube

Please upload your event budget.

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Please upload your event emergency plan (optional, but encouraged).

Traffic and parking plans, inclement weather plans, security plans, evacuation plans, etc.
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Funding Details
List the amount your organization is requesting for the event.
Please describe how you intend to use the funding amount listed above.
List any additional funding received outside of Stafford County Tourism.

Projected Attendance & Tourism Impact

All room nights counted toward the minimum eligibility requirement must be independently verified by an approved third-party source and cannot be based solely on applicant records.
Projected number of room nights the event will bring to Stafford County
Projected number of overnight attendees from at least 50 miles outside of Stafford
Projected number of day trip/local attendees from within a 50-mile radius of Stafford
How were the projected numbers above determined?
How will attendee and overnight stay numbers be verified?

Event History & Past Funding
Has this event been held previously?
Previous Event Contact Person

First NameLast Name
Previous Event Contact Email
example@example.com
Previous Event Date(s)
Previous Event Location

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Previous event website and social media handles (if different from those listed prior)
Economic impact attributed to previous event
Total verified room nights attributed to the previous event
What method was used to gather room night and economic impact information from the previous event?
Has this event ever received funding from Stafford County Tourism in the past?
If yes, please list the year(s) funding was received and the amount(s) received

Grant Application Checklist

Please read and initial next to each line.

Rows	Initials
I am an authorized representative of the applicant and the primary contact. I understand that only I can submit the grant application, respond to questions from Stafford County Tourism, and submit the post-event report within 90 days after completion of the event to receive payment.
This application is being submitted at least six (6) months before the start date of the event.
I confirm the event will take place within Stafford County.
I have received, or will receive, any required Stafford County permits.
I understand that all advertisements must feature the Stafford County logo and mention Stafford County Tourism in any public relations activities. The logo should be displayed either on the event website or landing page linked to the ad, or the ad must include a direct link to the Stafford County Tourism website at tourstaffordva.com. Additionally, the logo must follow the guidelines outlined in the Stafford County branding style guide
I have included all event details and the schedule for the event.
I understand that only room nights secured within Stafford County and subject to the Transient Occupancy Tax are eligible for reimbursement.
I understand that funding is contingent on reaching a minimum of 50 verified room nights located in Stafford County, and that only rooms subject to the Virginia Transient Occupancy Tax are eligible. I will provide third-party room verification documentation in the post-event report.
I agree that any funds I receive will be used only to reimburse approved eligible expenses.
I understand that no expenses incurred outside of the grant period will be reimbursed under any circumstances.
I understand that Stafford County Tourism will reimburse only for itemized, eligible expenses outlined in the grant application guidelines.
I understand that reimbursement will be provided at a rate of $20 per verified room night, with a maximum funding ceiling of $10,000. Reimbursement will be issued only after the event is completed and the post-event report has been received.
I will execute a release to permit Stafford County to photograph and/or record the event. I must make event attendees aware of this, make the signing of a release or acknowledgement of consent a requirement to participate, and include the form or documentation in the post-event report. I understand that failure to do so will result in reimbursement denial.
I understand that the reimbursement request must be completed and submitted to Stafford County Tourism, including all other post-event materials, no later than 90 days after the event.
I understand that I am required to include the IRS W-9 and Stafford County Vendor Form in the post-event report.
I will provide proof of payment in the form of vendor receipts and front-and-back copies of cleared checks or credit card receipts for all reimbursement requests. Ad reimbursements must also include copies or screenshots of digital ads, copies of ad/tear sheets, and/or outreach figures identifying the number of people the ad reached.
I acknowledge that Stafford County’s employees, officers, contractors, subcontractors, volunteers, and/or agents may create, copyright, use, reuse, publish, or republish any digital media materials taken at the event, including media created by the applicant’s employees, volunteers, or invitees.
I acknowledge that any material made or received by Stafford County in connection with my request for event funding is a public record and subject to public inspection unless there is a legislatively created exemption that makes it confidential and not subject to disclosure. I acknowledge that I cannot dictate to Stafford County what material is open to public inspection or the circumstances under which material is deemed confidential.
I understand that Stafford County Tourism may use geofencing and/or other verification methods to confirm attendance and reported activity.
I understand that all funds received are subject to audit by Stafford County or other representatives as Stafford County may designate.
I acknowledge that misleading or false information, or failure to track room nights or visitors, may negatively impact current and future funding and could void post-event reimbursement.

I certify that all information provided in this application is accurate and complete to the best of my knowledge. I agree to use funds solely for eligible expenses, to execute any required releases or permits, and to comply with all guidelines of Stafford County Tourism's Special Events, Group Meetings or Conferences Grant Program.
Signer Name

First NameLast Name
Date

MonthDayYear
Date
Should be Empty:

Application Overview

Applicant Information

Event Details

Funding Details

Projected Attendance & Tourism Impact

Event History & Past Funding

Grant Application Checklist