Fillable City of 2020-2021 HOTEL/MOTEL USE TAX TOURISM FUNDING (City of Woodstock)

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City of 2020-2021 HOTEL/MOTEL USE TAX TOURISM FUNDING (City of Woodstock)

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BROWSE CITY OF WOODSTOCK (IL) FORMS

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City of
2020-2021 HOTEL/MOTEL USE TAX TOURISM FUNDING APPLICATION
NPFO—Not Previously Funded Organizations
Deadline: due by 5:00pm Friday, April 3, 2020
Organization Name: Event Title:
Address:
City: State: Zip:
Phone: Federal or State ID:
Contact Name/Title:
E-Mail Address:
I.
Organization
Is the applicant controlled, supervised, or operated by or in connection with another
organization? If yes, explain.
Please provide a brief history and description of the program and goals. (Attach additional
sheets if necessary).
Please provide a list of the names and business affiliations of the Board of Directors and board
members associated with/employed by the organization in the space below.
Please provide the names, titles, duties and qualifications of the principal volunteers and/or
staff members who will implement the project for which funding is being requested.
More...
II. Funding Request
Project/Event Name:
Planned Venue(s):
Project Purpose: (What will the project/event accomplish?)
Is the project/event a continuation of an existing program or a new activity? Please describe.
What are the planned date(s) and number of event days?
What is the total cost of the project/event?
What is the amount of funding being requested?
Please describe how the money will be used in the space below or attach additional sheets.
Project start date (no grant funds may be expended prior to award):
Completion date (grant funds must be expended by April 30, 2021):
Has the organization previously applied for (but not received) funding before? If so, when?
How would the program’s impact change if hotel/motel tax grant funding was not available?
What other sources of support/funding are being sought for the project? Please provide list of
funding sources.
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III. Project/Event Benefits to Woodstock
In the space below, please provide a description of who will benefit from the implementation of
this project/event and, specifically, how the project/event will benefit the Woodstock
community.
Description must include a discussion of estimated spectator and/or participant
attendance and how the project/event will generate overnight stays in the community.
How will the project/event be promoted?
Promotion of Woodstock hotels is strongly encouraged. How will this be accomplished?
More...
IV.
Legal Disclaimer
The Applicant understands that receipt by the City of Woodstock (City) of an application is not a
guarantee or commitment by the City for funding. In addition, the receipt of an application does not
commit the City to pay any costs incurred in the preparation of the application. Incomplete
applications will not be considered for funding. The City reserves the right to determine if an
application is eligible for funding and outline specific terms and conditions, as well as the amount of
funding, if any, on an individual basis. Awards made in response to this application will be
contingent upon the availability and appropriation of funding from the City’s Hotel/Motel Tax Fund,
which has been specifically authorized for this program. The City reserves the right to disapprove
costs incurred prior to award of funding and the execution of the Award Agreement. Portions of the
contents of an approved application will become part of the Award Agreement. The application and
all documentation submitted with it shall become the property of the City.
Freedom of Information Act: Information contained within this application may be subject to
disclosure by the City of Woodstock under the Freedom of Information Act (ILCS 140). However, if
the Applicant makes the following certification, all applicable commercial and financial information
provided in this application shall be deemed by the City to be exempt from disclosure under Section 7
of the Act. In addition, if the Applicant considers information contained within its application to be
confidential business or proprietary information, which could result in competitive harm to the
Applicant, it should clearly mark the information as “CONFIDENTIAL.” The City shall exert that
such information is subject to exemption from disclosure to the extent allowable by law.
The Applicant hereby certifies that the commercial and financial information contained in this
application is proprietary, privileged, and confidential or is of a nature that its disclosure may cause
competitive harm to the applicant.
Audit Requirements: The Applicant agrees that, upon request by the City of Woodstock, it will
provide access to its financial records and other information deemed necessary for audit purposes to
ascertain that all conditions of the Award Agreement were met and that the expenditure of the
awarded funds was for the purpose(s) outlined within the Award Agreement. Special audit
requirements may be imposed, as deemed necessary by the City to ensure the accountability of public
funds. All records required to demonstrate compliance with the Award Agreement should be
maintained for a minimum period of three years. The City reserves the right to commence the audit
process at any point during the three-year retention period. Failure to expend the allocated funding in
accordance with the Award Agreement may result in the Applicant being required to refund a portion,
up to the entire award amount including interest at the discretion of the City.
_________________________________ __________________
Name (Print) Date
_________________________________
Name (Signature)
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(PLEASE KEEP THIS PAGE FOR YOUR REFERENCE)
V.
Application Deadline
Completed applications and any supporting documentation must be submitted to the Office of the
City Manager no later than 5:00pm on Friday, April 3, 2020 to be considered for funding.
Applications and other materials received after that date will not be considered.
VI.
Review of Grant Requests
The completed application will be reviewed by the City Administration. The City will subsequently
evaluate the applications based on the criteria as stated in the Hotel/Motel Use Tax Funding
Application Instructions. Additional evaluation criteria may include the thoroughness of the
application, organization details and project information.
VII.
Reporting Requirements
As a requirement of receiving hotel/motel use tax funding for the identified project, the organization
will be required to submit a detailed follow-up report of the project/event on or before Friday,
March 12, 2021 to the Office of the City Manager. The report should outline how the funds were
spent and verify that funds were spent solely for the purpose for which funds were sought. Include
copies of all advertisements and promotional efforts paid for with hotel/motel tax funds, showing
credit to the City of Woodstock. If the event for which funds are received occurs in April, Final
Reports are due immediately following the event’s conclusion and must be received prior to any
future funding awards. All grant dollars must be expended in the fiscal grant year received
which ends on April 30
th
.
VIII.
Promotional Requirements
Final Reports should include copies of all advertisements and promotional efforts paid for with
hotel/motel tax funds, showing credit to the City of Woodstock. In addition, grantees are asked to
include the following reference on all promotional materials: Please visit www.realwoodstock.com
for more information on this and all other great Woodstock events and attractions! This
website will include information about your event as provided by your organization.
IX. Contact
Should you have any questions or need additional information, please feel free to contact
Grants/Communications Manager Terry Willcockson, at (815) 338-4300 x 11128, or via email at
twillcockson@woodstockil.gov
END
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City of 2020-2021 HOTELMOTEL USE TAX TOURISM FUNDING (City of Woodstock)

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Completed 17 July 2020

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