Fillable HOT Funds Application Packet (City of Stephenville)

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HOT Funds Application Packet (City of Stephenville)

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HOT Funds Application Packet

CITY OF STEPHENVILLE

HOTEL OCCUPANCY TAX (H.O.T) APPLICATION

(HOTEL MOTEL FUNDS GRANT APPLICATION)

HOT Funds Application Packet

CITY OF STEPHENVILLE

GUIDELINES UNDER TEXAS LAW FOR

USE OF HOTEL OCCUPANCY TAX REVENUE

State Law: By law of the State of Texas, the City of Stephenville collects a Hotel Occupancy Tax

(HOT) from hotels, motels, inns, and bed-and-breakfast establishments. Chapter 351 of the Tax

Code states that HOT funds may be used only if both parts of the following two-part test are met.

Part One (1) requires that usage of HOT Funds must directly enhance and promote tourism and

the convention, and hotel industry, and Part Two (2) limits the use of HOT Funds to the following:

1. Convention center facilities or visitor information centers: the acquisition of sites for and

the construction, improvement, enlarging, equipping, repairing, operation, and

maintenance of TVB center facilities or visitor information centers, or both;

2. Registration of tourism and visitor’s bureau delegates: the furnishing of facilities,

personnel, and materials for the registration of TVB delegates or registrants;

3. Advertising, and conducting solicitations and promotional programs to attract tourists

and visitor’s delegates: advertising and conducting solicitants and promotional programs

to attract tourists and visitor’s delegates or registrants to the municipality or its vicinity;

4. Promotion of the arts: the encouragement, promotion, improvement and application of

the arts, including instrumental and vocal music, dance, drama, folk art, creative writing,

architecture, design and allied fields, painting, sculpture, photography, graphic and craft

arts, motion picture, radio, television, tape and sound recording, and other arts related

to the presentation, performance, execution, and exhibition of these major art forms;

5. Historical restoration and preservation projects or activities: historical restoration and

preservation objects or activities or advertising and conducting solicitations and

promotional programs to encourage tourists and visitor’s delegates to visit preserved

historic sites or museums: (a) at or in the immediate vicinity of Tourism and Visitor’s

Bureau facilities or visitor information centers; or (b) located elsewhere in the

municipality or its vicinity that would be frequented by tourists and visitor delegates;

6. Sporting event expenses related to sporting events which substantially increase

economic activity at hotels: for a municipality located in a county with a population of

290,000 or less, expenses, including promotion expenses, directly related to a sporting

HOT Funds Application Packet

event in which the majority of participants are tourists who substantially increase

economic activity at hotels and motels within the municipality or its vicinity.

7. Signage: Signage directing tourists to sights and attractions that are visited frequently by

hotel guests in the municipality.

8. Transportation systems for tourists: Funding the costs for transporting tourists from

hotels in and near the city to: the commercial center of the city, a convention center in

the city, other hotels in or near the city, and tourist attractions in or near the city.

City of Stephenville Process: The City of Stephenville accepts applications from groups who

request HOT Funds for events/activities/facilities, which fit into one or more of the above listed

categories. All decisions of the City Council are final.

City of Stephenville Policy:

1. The purpose of HOT funding is to assist and support qualified events/activities/facilities,

not to be the major patron or the majority funds provider (50% or more) for the

event/activity/facility budget.

2. Priority will be given to those events and entities based upon documented ability to

directly promote tourism and the hotel and convention industry in Stephenville by

“demonstrating a proven record of increased hotel or tourism and visitor’s activity.” Such

activity may result from hotel or tourism and visitor’s guests that are already in town and

choose to attend the funded event or facility, or it may result from individuals coming

from another city or county to stay in an area lodging to attend the funded event or

facility. Applicants should document the potential to generate increased hotel or tourism

and visitor’s activity by:

a. Providing historical information on the number of rooms nights used during

previous years of the same event/activity/facility;

b. Providing current information on the size of room blocks reserved at area hotels

to accommodate anticipated overnight guests attending the funded

event/activity/facility.

c. Providing historical information on the number of guests at hotels or other

lodging facilities that attended the funded event/activity/facility; and/or

d. Providing examples of marketing or programs and activities likely to generate or

encourage overnight visitors to local lodging properties.

HOT Funds Application Packet

3. All applicants are encouraged to utilize local businesses for food, supplies, materials,

printing, and the like. A minimum of 8% of the HOT Funds shall be spent with local

businesses.

4. A portion of the revenues from any event/activity/facility receiving HOT Funds should be

channeled back into the future costs of operating that same event/activity/facility or the

continued operation of such.

5. It is critical that the Application/Request for funding be filled out completely and

accurately. Under the application section “Fund Usage,” it is responsibility of the applicant

to specifically explain how the funds will be used only in eligible ways.

6. If applying under the Advertising category, please note the local requirement that

advertising must be accomplished in advance of the event/activity/facility, and must

utilize legitimate media for promotion outside of the area, i.e. direct mail, newspapers,

magazines, radio, television, billboards.

7. As a general rule, all funding requests should be for fifty percent (50%) or less of

Applicant’s total projected revenue from the event/activity/facility.

8. Applicants are on notice that while the City of Stephenville makes decisions based on

estimated budgets and projections, documentation of how granted funds were spent

must be actual costs supported by proofs of payment. Any monies not used or not used

lawfully, must be returned or repaid to the City within sixty (60) days of the event, along

with the completed Post-Funding Analysis.

9. The final accounting of funds must mirror the items outlined in the Applicant’s original

application, in its fund expenditure outline, and in its request letter.

10. City of Stephenville guidelines were duly adopted by City Council on _____ day of ______,

20____.

HOT Funds Application Packet

FUNDING CONSIDERATION CHECKLIST

Name of

Event/Activity/Facility:__________________________________________________________________

Does your event/activity/facility pass Part One (1) of the statutory test, defined specifically as directly

enhancing and promoting tourism and the convention, and hotel industry in Stephenville?  YES  NO

Does your event/activity/facility pass Part Two (2) of the statutory test, defined specifically as fitting into

one of more of the following categories:

 Convention center facilities or visitor information centers

 Facilities, personnel and materials for registration of the Tourism and Visitor’s Bureau

delegates

 Advertising, and conducting solicitations and promotional programs to attract tourist and

visitor’s

 Promotion of the arts, including instrumental and vocal music, dance, drama, folk art,

creative writing, architecture, design and allied fields, painting, sculpture, photography,

graphic and craft arts, motion picture, radio, television, tape and sound recording

 Historical restoration and preservation projects or activities, or advertising and conducting

solicitations and promotional programs to encourage tourists to visit preserved historic sites

or museums in the area

 Signage directing tourist to sights and attractions that are visited frequently by hotel guests in

the municipality

 Funding the costs for transporting tourists from hotels in and near the city to: the commercial

center of the city, a convention center in the city, other hotels in or near the city, and tourist

attractions in or near the city

 Sporting event expenses, including promotion expenses, related to sporting events

at which the majority of participants are tourists who substantially increase economic

activity at hotels in the area

 Is your application filled out thoroughly and completely, and are all required pages attached?

 Is your request for funding in accordance with the maximum funding guidelines?

 If applicable, have you submitted the Post-Funding Analysis and proofs of payment for last

year’s event/activity/facility?

 If applicable, have you returned or repaid the City for any previous funds not used or not

used lawfully?

 Have you documented how you will accurately track out-of-town guests, showing that your

event will attract tourists that will directly support the Tourism and Visitor’s Bureau and the

Hotel industry in the area?

 Is your request for fifty percent (50%) or less of your total projected revenue from the

event/activity/facility?

 If you are applying under the Advertising category, is your request for one hundred percent

(100%) or less of your total projected advertising expenditures?

 If you are applying under the Advertising category, have you met the local requirement that

advertising must be accomplished in advance of the event/activity/facility, and must utilize

legitimate media for promotion outside of the area, i.e. direct mail, newspapers, magazines,

radio, television, billboards?

 Will all advertising indicate that the City of Stephenville is a direct sponsor of the event?

HOT Funds Application Packet

APPLICATION

Date:_______________________________

Name of Organization

Address:

City, State, Zip:

Contact Name:

Contact Phone Number:

Website Address for Event/Activity/Facility:

Is your organization:  Non-Profit  Private for Profit

Tax ID#:____________________________________________

Organization’s Creation Date:___________________________

Purpose for your organization:

_____________________________________________________________________________________

Name of Event/Activity/Facility:

Date of Even/Activity:

Primary Location of Event/Activity/Facility:

Amount of HOT Funding Requested:

Organization Information

Event/Activity/Facility Information

HOT Funds Application Packet

Fund Usage: How will the funds be used?

_____________________________________________________________________________________

Primary purpose if funded Event/Activity/Facility:

_____________________________________________________________________________________

Check that statutory categories apply to funding request and amount requested under each category:

 Convention center facilities or visitor information centers: the acquisition of sites for and the

construction, improvement, enlarging, equipping, repairing, operation, and maintenance of

convention center facilities or visitor information centers, or both;____________________________

 Registration of Tourism and Visitor’s Bureau delegates: the furnishing of facilities, personnel, and

materials for the registration of tourism and visitor’s bureau delegates or registrants;

__________________________________________________________________________________

 Advertising, and conducting solicitations and promotional programs to attract tourists and

visitor delegates: advertising and conducting solicitations and promotional programs to attract

tourists and visitor’s delegates or registrants to the municipality or its vicinity;

__________________________________________________________________________________

 Promotion of the arts: the encouragement, promotion, improvement, and application of the arts,

including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design

and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, radio,

television, tape, and sound recording, and other arts related to the presentation, performance,

execution, and exhibition of these major art forms;

_____________________________________________________________________________________

 Historical restoration and preservation projects or activities: historical restoration and preservation

projects or activities or advertising and conducting solicitations and promotional programs to encourage

tourists and visitor’s delegates to visit preserved historic sites or museums: (a) at or in the immediate

vicinity of the Tourism and Visitor’s Bureau center facilities or visitor information centers; or (b located

elsewhere in the municipality or its vicinity that would be frequented by tourists and visitors delegates;

_____________________________________________________________________________________

HOT Funds Application Packet

 Sporting event expenses related to sporting event which substantially increase economic activity

at hotels: for a municipality located in a county with a population of 290,000 or less, expenses,

including promotion expenses, directly related to a sporting event in which the majority of

participants are tourists who substantially increase economic activity at hotels and motels within the

municipality or its vicinity. ____________________________________________________________

 Signage: Signage directing tourists from hotels in and near the city to: the commercial center of the

city, a convention center in the city, other hotels in or near the city, and tourist attractions in or near

the city.

 Transportation system for tourists: Funding the costs for transporting tourist from hotels in and

near the city to: the commercial center of the city, a convention center in the city, other hotels in or

near the city, and tourist attractions in or near the city.

(Answer the following three (3) questions only if sporting event-related)

If sporting even-related: How many individuals are expected to participate?

_____________________________________________________________________________________

If sporting event-related: How many of the participants are expected to be from another city or

county?

_____________________________________________________________________________________

If sporting event-related: Quantify how the funded event/activity/facilities will substantially increase

economic activity at hotel and motels within the City or its vicinity?

_____________________________________________________________________________________

How many years have you held this event/activity?

_____________________________________________________________________________________

Expected attendance:

_____________________________________________________________________________________

How many people attending the event/activity/facility will use Stephenville hotels, motels, inn s or

bed-and-breakfast establishments?

_____________________________________________________________________________________

Questions for all Funding Requests

HOT Funds Application Packet

How many nights will they stay?

_____________________________________________________________________________________

Do you reserve a room block for this event/activity/facility at an area hotel and if so, for how many

rooms and at which hotels?

_____________________________________________________________________________________

Please list other years (over the last three years) that you have hosted your event/activity/facility,

and list the amount of assistance given from HOT funding and the number of hotel rooms used:

Motel/Year Held

Assistance Amount

Number of Hotel Rooms Used

How will you measure the impact of your event/activity/facility on area hotel activity?

_____________________________________________________________________________________

Please list all other organizations, government entities and grants that have offered financial support

to your event/activity/facility, and respective amounts:

_____________________________________________________________________________________

Please check all promotion efforts your organization is coordinating, and list the financial amounts

committed to each media outlet:

 Paid Advertising  Newspaper  Radio  TV  Social Media  Press Releases

 Direct mailing to out-of-town recipients  Other

What specific geographic areas do your advertising materials and promotions reach?

_____________________________________________________________________________________

HOT Funds Application Packet

What number of individuals located in another city or county will your proposed marketing reach?

_____________________________________________________________________________________

The above application for HOT funds received for the City of Stephenville, and the explanation of how

such funds will be utilized, is true and accurate.

______________________________________ ________________________________

Authorized Signature Date Signed

This Pre-Fund Analysis must be completely and accurately filled out and returned to the City of

Stephenville, Attn: Tourism Coordinator, 298 W. Washington St. Stephenville, Texas 76401, no later

than sixty (60) days before the event/activity/facility. If the total amount of the HOT funds were not

used or were not lawfully used, then those funds must be returned or repaid to the City of Stephenville

with the Post-Funding Analysis. Questions may be directed to the Tourism Coordinator at (254) 918-

1212 or email

tourism@stephenvilletx.gov.

HOT Funds Application Packet

(ONLY turn this part in once your event is completed)

POST-FUNDING ANALYSIS AND PROOFS OF PAYMENT

ORGANIZATION INFORMATION

Date: _______________________________

Name of organization: __________________________________________________________________

Address:______________________________________________________________________________

City, State, Zip:________________________________________________________________________

Contact Person:________________________________________________________________________

Contact Telephone Number:_____________________________________________________________

EVENTS/ACTIVITY/FACILITY INFORMAITON

Name of funded

event/activity/facility:__________________________________________________________________

Date funded event/activity/facility

held:_________________________________________________________________________________

Primary location of funded

event/activity/facility:__________________________________________________________________

_____________________________________________________________________________________

Primary purpose of funded

event/activity/facility:__________________________________________________________________

_____________________________________________________________________________________

Amount received from HOT funds:________________________________________________________

Specific explanation of how HOT funds were

spent:________________________________________________________________________________

_____________________________________________________________________________________

How many years have you held this event/activity/facility?

_____________________________________________________________________________________

How many people did you predict would attend this event/activity/facility? (Note: this should be the

number you submitted in “Application”):___________________________________________________

HOT Funds Application Packet

How many people do you estimate actually attended the

event/activity/facility?__________________________________________________________________

How many room nights were generated in Stephenville area hotels/motels, inns, and bed-and-

breakfast establishments by attendees of this

event/activity/facility?__________________________________________________________________

If this event/activity/facility has been funded by HOT funds in the last three (3) years, how many room

nights were generated at Stephenville area hotels/motels, inns, and bed-and-breakfast

establishments by attendees of this event/activity/facility?

Last Year?_____________________________

Two Years Ago? ________________________

Three Years Ago? _______________________

What method did you use to determine the number of people who booked rooms in Stephenville area

hotels/motels, inns, and bed-and-breakfast establishments by attendees of this even/activity/facility?

(for example, room block usage information, survey of hoteliers, etc.)

_____________________________________________________________________________________

Was a room block established for this event/activity/facility at an area hotel and, if so, did the room

block fill? _____________________________________________________________________________

If the room block did not fill, how many rooms were picked up?________________________________

Please check all efforts your organization actually used to promote this event/activity/facility, and

how much money was actually spent in each category:

Newspaper

Radio

Press Release

Direct Mail

Social Media

Other

HOT Funds Application Packet

What new marketing initiatives did you utilize to promote hotel, tourism and visitor’s activity for this

event/activity/facility?__________________________________________________________________

_____________________________________________________________________________________

Attach actual documents showing how Stephenville was recognized in your advertising/promotional

campaign.

Attach actual documents showing all forms of advertising/promotion used in your campaign. If the

item itself does not indicate the medium used (i.e. radio, TV, print, or mail) or exactly where the

advertising took place, please include other information that would show the location of the

advertising and medium utilized.

Attach actual invoices, receipts, and proofs of payment for ALL expenditures on which HOT funds

were used in whole or in part.

Were the HOT funds received fifty percent (50%) or less of total

receipts?_____________________________________________________________________________

HOT Funds Received:___________________________________________________________________

Total Event Receipts:___________________________________________________________________

What Stephenville businesses did you utilize for food, supplies, materials, printing,

etc.?_________________________________________________________________________________

_____________________________________________________________________________________

If sporting event-related, how many individuals actually participated in the event/activity/facility?

_____________________________________________________________________________________

If sporting event-related, how many participants were from another city of county?

_____________________________________________________________________________________

The above accounting of HOT funds received for the City of Stephenville, and the explanation of how

such funds were actually utilized, is true and accurate.

______________________________________ ________________________________

Authorized Signature Date Signed

This Post-Fund Analysis must be completely and accurately filled out and returned to the City of

Stephenville, Attn: Tourism Coordinator, 298 W. Washington St. Stephenville, Texas 76401, no later

than sixty (60) days after the event/activity/facility. All invoices and proofs of payment must be

attached wand will not be returned. If the total amount of the HOT funds were not used or were not

lawfully used, then those funds must be returned or repaid to the City of Stephenville with this Post-

Funding Analysis. Questions may be directed to the Tourism Coordinator at (254) 918-1212 or email

tourism@stephenvilletx.gov.

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