New Events Grant Application

Application Overview

Thank you for your interest in Stafford County Tourism's New 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 New Events Marketing Grant supports multi-day events in their first three years in Stafford County that aim to become annual or recurring attractions. Eligible events must demonstrate a commitment to growth and attracting visitors from outside the county.

The New Events Marketing Grant provides marketing support to events that promote visitation, increase overnight stays and local spending, enhance Stafford County’s image, and enrich the visitor experience.
Read Full Grant Program Details Here
Basic Application Criteria
- Event duration: minimum two-day event, including an evening or next-day component
- Maximum funding:
  - Year 1- $20,000; no room night verifications required Opportunity for an additional $20/room night reimbursement based on verified rooms.
    
    Opportunity for an additional $20/room night reimbursement based on verified rooms.
  - Year 2 and 3- $10,000; no room night verifications required
    
    Opportunity for an additional $20/room night reimbursement based on verified rooms.
- 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.
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 Type
Example: Conference, festival, corporate or association meeting, concert, etc.
Event Run Time
Example: 9:00 AM - 6:30 PM
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

Cancelof
Will you be charging admission for your event?
Admission price
URL for the event website

Please upload your event budget

Cancelof
Event emergency plan (optional, but encouraged)

Traffic and parking plans, inclement weather plans, security plans, evacuation plans, etc.
Cancelof

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.
Has this event ever received funding from Stafford County Tourism?
If yes, please list the year(s) funding was received and the amount(s) received
List any additional funding received outside of Stafford County Tourism.

Overnight Incentive Program

Optional: Applicants may opt into the Overnight Incentive Program by completing the following section. All room nights submitted for reimbursement must be independently verified by an approved third-party source and cannot be based solely on applicant records. Participation is not required for grant program eligibility.
Would your organization like to opt into the Overnight Incentive Program?
What is the projected number of room nights your event is expected to bring to Stafford County?
How will overnight stay numbers be verified?

Projected Attendance & Tourism Impact
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.
Including event staff, volunteers, media, and vendors
How were the projected numbers above determined?
How will you track attendee numbers and determine the percentage of out-of-county participants?

Event History & Past Funding
Has this event been held previously in Stafford County?
List the years this event has been held in Stafford County previously.
Has this event been held previously in another location?
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?

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 confirm the event will take place within Stafford County.
I have received, or will receive, any required Stafford County permits.
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 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 grant funding levels are determined by the number of years the event has been held in Stafford County, with eligibility and award amounts based on Years 1 through 3.
I understand that only room nights secured within Stafford County and subject to the Transient Occupancy Tax are eligible for reimbursement.
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 New Events 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

Overnight Incentive Program

Projected Attendance & Tourism Impact

Event History & Past Funding

Grant Application Checklist