Community Marketing Event Grant Application

Application Overview

Thank you for your interest in Stafford County Tourism's Community Event Marketing 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 Community Event Marketing Grant Program is to to support the launch of high-quality new or small events in Stafford County. These events are intended to drive local and visitor spending, enhance the County’s positive image, strengthen the experience economy, enrich the overall visitor experience, and encourage increased visitation.

The Community Event Marketing Grants are provided to non-profit organizations to help cover the costs directly related to promoting and marketing public community-based recreation and entertainment for locals and visitors.
Read Full Grant Program Details Here
Basic Application Criteria
- Minimum verifiable attendees: at least 500 verified attendees
- Maximum funding: $2,500 based on the age of the event
- Submission deadline: applications must be submitted three (3) 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 the Stafford County Tourism office 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 office?
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.
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: Historical, arts/culture, festival/fair
URL for the event website
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

Please upload your event budget.

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Please attach any sponsorship plans, commitments, and/or sponsorship levels (if applicable).

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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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Rows	Handle Name
Facebook
Instagram
X
LinkedIn
Threads
YouTube

Event Marketing Plan
Please upload the budget plan/breakdown for out-of-county marketing efforts.

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Please list the metrics that will be tracked and reported to measure event marketing success.

Funding Details

This grant requires a dollar-for-dollar (100%) match.
List the amount your organization is requesting for the event.
Please indicate the amount of matching funds your organization will contribute.
Provide a detailed list of expenses the requested funds will cover for the marketing of this event (e.g., advertising, social media promotion, print materials, creative design).

Projected Attendance & Tourism Impact
Projected number of attendees
Projected number of vendors (if applicable)
Projected number of out-of-county attendees
How were the projected numbers above determined?
How will attendee 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 three (3) months before the start date of the event.
I have received, or will receive, any required Stafford County permits.
I have included all event details and the schedule for the event.
I confirm the event will take place within Stafford County.
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 funding is contingent on reaching a minimum of 500 verified attendees, the age of the event, and the applicant’s ability to provide a dollar-for-dollar match of the awarded funds.
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 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 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, failure to track attendees, or failure to track marketing campaign performance 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 Community Event Marketing Grant Program.
Signer Name

First NameLast Name
Date

MonthDayYear
Date
Should be Empty:

Application Overview

Required Pre-Application Meeting

Applicant Information

Event Details

Event Marketing Plan

Funding Details

Projected Attendance & Tourism Impact

Event History & Past Funding

Grant Application Checklist