Fillable Cultural Assets Program (Hillsborough County)

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Cultural Assets Program (Hillsborough County)

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Hillsborough County
Cultural Assets Program
Special Events Partnership Grant Application
*READ THIS FIRST*
SECTION ONE – ORGANIZATION INFORMATION
1. LEGAL NAME OF APPLICANT ORGANIZATION: _____________________________________________________
2. FEDERAL ID NUMBER: ___________________________________
3. GRANT CONTACT PERSON: ____________________________ TITLE: __________________________________
ADDRESS: _______________________________________________________________________________________
DAYTIME PHONE: _______________ FAX: _________________ EMAIL: _____________________________________
4. ORGANIZATION WEBSITE: ________________________________
FOR COUNTY USE ONLY:
DATE RECEIVED: ______________ AMOUNT REQUESTED $ ________________
Deadline: The application submitted must be complete
d and
received via Dropbox by 5:00 P.M. local time on January
31, 2020. The Dropbox link for submissions can be found on the grant program homepage. Applications received after
the submission deadline will not
be considered. Be sure that all attachments are included with application. Please email
draft applications to stonea@HCFLgov.net between Jan. 27 - 29 if you'd like an optional review for completeness.
Note: In accordance with Hillsborough County Ordinance 18
-12 governing the Cultural Assets Program, adopted by the
BOCC on March 22, 2018, prior to receiving County funding,
all approved applicants are required to provide metrics,
samples of marketing materials, a performance evaluation,
a final budget evaluation, invoice from vendor(s), cancelled
check(s) indicating that the vendor(s) and the specific invoic
e(s) have been paid and other information after the
completion of the project. The documentation should show t
hat the funded event actually occurred and the vendor was
paid to the satisfaction of the County. This information will be evaluated based on the information provided by the
applicant in this application. All applicants should read the Special Events Partnership Grant Guidelines and Hillsborough
County Ordinance 18-12, and applicants are welcome to schedule
a pre-application meeting prior to submitting this
application to discuss eligibility requirements. To schedule a pre-application meeting, contact Aislinn Stone, Cultural
Affairs Officer, at (813) 274-6527 or stonea@HCFLgov.net.
Note: When evaluating applications, the staff will make rec
ommendations based on the following County policies in
addition to the review criteria listed in the policy document:
1) County does not fund food or drink; 2) County does
not fund lodging for event participants; and 3) County does not
count “in-kind” services toward reimbursement
request. For a full list of program guidelines, please visit www.HCFLgov.net/SEPG.
21783654.4.13 Page 2 of 9
5. MISSION STATEMENT:
6. PLEASE BREIFLY DESCRIBE YOUR ORGANIZATION (vision, goals, accomplishments, etc.):
(2000 CHARACTER LIMIT)
SECTION TWO – EVENT INFORMATION
7. EVENT NAME:
_________________________________________________________________________________________________
8. EVENT DATE(S):
_________________________________________________________________________________________________
9. LOCATION/ADDRESS OF EVENT:
□
UNINCORPORATED COUNTY □ CITY OF PLANT CITY □ CITY OF TAMPA □ CITY OF TEMPLE
TERRACE
10.
NUMBER OF EXPECTED PARTICIPANTS: ______________________
11. CULTURAL ASSET HIGHLIGHTED (May be more than one):
□ Fine Arts □ Historic □ Natural and/or Recreational
□ Lifestyle, Culinary, and/or Creative Industries
12. EXPECTED TOTAL COST OF EVENT: _________________________________
VENDORS: ______________________
21783654.4.13 Page 3 of 9
13. PROJECT BUDGET:
Please use the budget template found on the Special Events Partnership Grant homepage.
15. FUNDING LEVEL:
□ Pilot Effort Special Event Partnership (not to exceed $50,000)
□ Next Level Special Event Partnership (not to exceed $100,000)
16. GRANT AMOUNT REQUESTED: _______________________________
17. GEOGRAPHIC REACH OF IMPACT:
□ INTERNATIONAL □ NATIONAL □ STATEWIDE □ LOCAL (TAMPA BAY)
18. IS THIS OR WILL THIS BE A RECURRING EVENT? □ YES □ NO
IF YES:
10a. HOW OFTEN DOES THE EVENT OCCUR? _________________________________________________
10b. WHEN WAS THE INITIAL EVENT? ________________________________________________________
10c. DO YOU PLAN TO CONTINUE THE EVENT IN THE FUTURE? _________________________________
19. EVENT HISTORY
Please use the event history template found o
n the Special Events Partnership Grant homepage.
20.
BRIEFLY DESCRIBE THE EVENT: Be sure to include ticket pricing stucture of any ticketed (non-free) events.
(2000 CHARACTER LIMIT)
14. IS THIS EVENT TICKETED OR FREE-OF-CHARGE?
□ Ticketed □ Free-of-charge
21783654.4.13
Page 4 of 9
SECTION THREE: EVALUATION CRITERIA
PROGRAM OBJECTIVE: HILLSBOROUGH COUNTY’S INTENTION IS TO STRENGTHEN AND PROMOTE
CULTURAL ASSETS BY GROWING AND SUPPORTING SPECIAL EVENTS THAT ENCOURAGE PLACE-MAKING
AND COMMUNITY-BUILDING EVENTS ALIGNED WITH THE COUNTY’S ECONOMIC AND COMMUNITY
PROSPERITY GOALS.
ALL APPLICATIONS WILL BE EVALUATED ACCORDING TO THE CRITERIA BELOW WHICH RELATE TO THE
APPLICANT’S OVERALL ABILITY TO SUCCESSFULLY ACCOMPLISH THE PROGRAM OBJECTIVE.
21. ABILITY TO STREGTHEN AND PROMOTE CULTURAL ASSETS:
The extent to which the event:
• Is consistent with the program objectives;
• Fosters a vibrant community;
• Creates a sense of community;
• Contributes positively to place-making;
• Catalyzes the evolution of cultural engagement and civic pride;
• Promotes the rich history, heritage, amenities, natural environment and authentic characteristics that
make the County special;
• Supports the programming and use of local parks, public spaces and amenities; and
• Encourages partnerships between organizations, members of the community and businesses – creates
positive entanglements that drive greater collaboration among cultural assets.
Briefly describe how your organization’s event meets the criteria above. (2500 CHARACTER LIMIT)
21783654.4.13
Page 5 of 9
22. QUALITY OF THE EVENT TEAM:
• Experience as successful event delivery agents;
• Ability to produce a well-planned and safe event, including the ability to effectively manage costs,
attract event attendees, and obtain necessary permits, clearances, insurances, and event
authorizations in a timely manner;
• Past event success and reliability;
• No evidence of any sustained complaints relative to past events from residents, vendors, attendees
or staff; and
• Financial stability of the applicant organization.
ORGANIZATIONAL CAPACITY: (3000 CHARACTER LIMIT)
Describe how your organization meets the criteria listed above. List a maximum
of five key personnel and a brief
description of their role in the project. Additionally, please list the amount of paid staff and volunteers that will be used
to execute the event day-of, and briefly describe their roles.
21783654.4.13
Page 6 of 9
23. ADMINISTRATION ABILITY & PLANNING:
• Quality of business plan, marketing plan and logistics plan;
• Ability to describe the target audience for the proposed event and demonstrate knowledge about
how to best engage with them;
• Feasibility of accomplishing the project as described; and
• Completeness and clarity of application.
A. ATTACH THE ORGANIZATION’S BUSINESS, MARKETING AND LOGISTICS P
LANS FOR THE EVENT:
Provide narrative on how these plans meet the criteria as described above. (1250 CHARACTER LIMIT)
B. MARKETING, PROMOTION, AND AUDIENCE DEVELOPMENT: (1750 CHARACTER LIMIT)
Briefly summarize plans to market the event, including percentage of event budget used for marketing/promotion/
outreach. In describing plans for audience development, note any efforts that pertain to diversity, access, and
inclusion, if applicable.
21783654.4.13
Page 7 of 9
24. FISCAL MANAGEMENT :
• Quality of the financial plan and event feasibility;
• Explanation of how grant funds will be spent;
• Budget by major categories;
• Past County investment and other County investment being sought for the current application;
• The degree to which the request is reasonable;
• Demonstration of a broad base of financial support;
• Ability to raise private support, and build and establish sustainable partnerships;
• Accuracy and prudence of all budgets;
• Event located in a geographic area that may be targeted by the County for furthering
economic development; and
• Event held in the summer months.
BUDGET PROPOSAL: Describe how your proposed project budget
meets the criteria listed above.
(2750 CHARACTER LIMIT)
21783654.4.13
Page 8 of 9
25. ECONOMIC IMPACT AND COMMUNITY BENEFITS:
A description of clear and measureable outcomes of the following event impacts:
• Attract visitors – increase tourism revenue;
• Economic impact of event to local vendors;
• Return-on-investment to the community for the public investment;
• Promotion of the County as a destination;
• Benefit of the event to residents – overall residents or only a benefit to a specific segment or interest;
• Impact on the visibility and awareness of Hillsborough County internally and externally; and
• Degree to which the event has broad-based community appeal or support.
DESCRIBE PAST OR ANTICIPATED ECONOMIC IMPACT OF YOUR EVENT: (3000
CHARACTER LIMIT)
How has this event or will this event economically impact the Hillsborough County community through the promotion
of cultural assets? Please provide additional narrative that describes how your proposal meets the criteria as
described above.
21783654.4.13
Page 9 of 9
SECTION FOUR – ATTACHMENTS CHECKLIST
1. PROJECT BUDGET (using template provided)
2. EVENT HISTORY (using template provided)
4.
ORGANIZATION FINANCIALS
(For the past two fiscal years)
5. MOST RECENTLY FILED IRS FORM 990
6. TWO LETTERS OF SUPPORT
7. PLEASE ATTACH ANY COLLATERAL OR PROMOTIONAL MATERIAL, EVENT AGENDA, PAST EVENT
AGENDAS (IF APPLICABLE), AND OTHER INFORMATION THAT WILL ASSIST STAFF IN EVALUATING
THE APPLICATION. (Please include these items as one attachment in PDF file format)
APPLICANT CERTIFICATION
I agree to comply with all requirements of the Hillsborough County Cultural Assets Program, that any funds received as a
result of the application will be used only for purposes set forth herein, that I am authorized to submit this application on
behalf of my organization, and that the statements herein are true, complete and accurate to the best of my knowledge. I
also certify that I have read and understand the Cultural Assets program description and County Ordinance 18-12. I
acknowledge that County and/or Commission staff strongly encourages applicants to have a pre-application meeting.
NOTE: ONCE THIS APPLICATION HAS BEEN DIGITALLY SIGNED BELOW, THE APPLICANT WILL NOT BE
ABLE TO EDIT ANY RESPONSES.
Signed Name Date
Printed Name
3. BUSINESS/MARKETING/LOGISTICS PLANS
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Cultural Assets Program (Hillsborough County)

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Completed 11 February 2021

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