High Impact Signature Event Grant Application

Application Overview

Thank you for your interest in Stafford County Tourism's High Impact Signature Events 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 High Impact Signature Event Grant is to provide support for high-quality events in Stafford County 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.

High Impact Signature Events Grants are provided to assist with expenses that support the promotion and continued growth of recurring, large-scale events in Stafford County, including sporting events, festivals, and other major cultural or entertainment gatherings that generate visitation from outside the local area.

Before completing this application, applicants are encouraged to review the full grant program guidelines, which provide detailed information on eligibility, funding requirements, eligible expenses, application procedures, and reporting requirements.
Read Full Grant Program Details Here
Basic Application Criteria
- Event duration: minimum two-day event, including an evening or next-day component
- Minimum room verifications and/or attendees: at least 500 verified room nights and/or at least 5,000 verified attendees, with at least 30% verified from outside the county
- Minimum funding: $2,500 based on $0.50 per verified attendee or $20 per verified room night, with no funding ceiling.
- Applicants must state in the application whether funding will be based on verified attendees or room nights.
- Submission deadline: applications must be submitted at least six (6) months before the date of the event
- Pre-application meeting: in-person or virtual meeting with Stafford County Tourism required

Required Pre-Application Meeting

A meeting with Stafford County Tourism is a required step before submitting an application. The meeting helps ensure program requirements are understood and that the proposed project is eligible.
Have you completed the pre-application meeting with the Stafford County Tourism?
Meeting Required

A meeting with Stafford County Tourism is required before submitting this application. Please schedule a meeting with our office and return to complete your application once the meeting has taken place. To schedule a meeting please email tourism@staffordcountyva.gov.
Please select the date the required pre-application meeting was completed.

MonthDayYear
Date

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.
Please upload the business plan for your event.

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Is the event's Coordinator different than the contact information provided above?
Event Coordinator

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

First NameLast Name
Event Promoter Email
example@example.com
Event Promoter 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 Location

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Type of event
Example: Sporting, festival, entertainment, concert, etc.
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
URL for event website

Please upload your event budget

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Event emergency plan (optional, but encouraged)

Traffic and parking plans, inclement weather plans, security plans, evacuation plans, etc.
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Rows	Handle Name
Facebook
Instagram
X
LinkedIn
Threads
YouTube

Funding Details
List the amount the applicant is requesting for the event.
Please describe how you intend to use the funding amount listed above.

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.
Please choose whether you would like reimbursement to be based on verified room nights or verified attendee numbers.
Overall projected economic impact
Projected number of total attendees
Include event staff, media, vendors, etc.
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
Projected number of room nights the event will bring to Stafford County
How will the number of room nights be verified?
How will the number of attendees 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 on Page 3)
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 have attended a pre-application meeting with the Stafford County Tourism Program Manager before submitting this application.
I have received, or will receive, any required Stafford County permits.
I confirm the event will take place within Stafford County.
I have included all event details and the schedule for the event.
I have included a business plan outlining how the event intends to continue to grow in Stafford County in future years.
I have indicated my preferred funding option in the application and will provide the required documentation in the post-event report.
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 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 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 only room nights secured within Stafford County and subject to the Transient Occupancy Tax are eligible for reimbursement.
I understand that reimbursement will be provided at a rate of $20 per verified room night or $0.50 per verified attendee, with documentation demonstrating a minimum of 30% out-of-county attendance.
I understand that if the event does not meet the minimum requirement of 500 verified room nights and/or 5,000 verified attendees, with at least 30% originating from outside Stafford County, the reimbursement rate will be reduced to $15 per verified room night.
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 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 issued only after the event is completed and the post-event report has been received.
I understand that I am required to include the IRS W-9 and Stafford County Vendor Forms 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 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 attendees, may negatively impact current and future funding.

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 High Impact Signature Event Grant Program.
Signer Name

First NameLast Name
Date

MonthDayYear
Date
Should be Empty:

Application Overview

Required Pre-Application Meeting

Applicant Information

Event Details

Funding Details

Projected Attendance & Tourism Impact

Event History & Past Funding

Grant Application Checklist