Reno-Sparks Convention and Visitors Authority

2011 Application for Special Event & Festival Funding

 

The Reno-Sparks Convention and Visitors Authority reviews special event funding requests once per year in the Fall.  Special Events that are eligible for funding are defined as: “An organized event that generates paid room nights and out-of-area marketing exposure and is of interest to the general public.  Historically these events have included, but are not limited to; fairs, festivals, community events, and certain sporting events.”  The RSCVA reserves the right to determine if your event qualifies to apply for funding. Please consult with the Special Events Manager prior to starting the application process.

We are now accepting applications for events that occur in 2012.  The Early Deadline for submission of applications is August 5, 2011.  If you would like staff to review your application to make sure that it adheres to the requirements for special event funding, you MUST have your application in by the early deadline.  The Final Deadline for submission of applications is August 19, 2011.  All materials described below must be received by the Final Deadline of August 19, 2011 for your application to be considered by the Special Events Review Panel.   Any applications that are missing any of the  required elements after the Final Deadline will not be considered for funding.

Funding Timeline:

Early Application Deadline: Friday August 5, 2011, 5:00pm
Final Application Deadline: Friday August 19, 2011, 5:00pm.  
Special Events Panel Review of Applications: Mid-September, 2011
Board Marketing & Sales Committee Meeting: November, 2010
Board of Directors Meeting: October, 2011
Contracts Prepared: January 2012
Grants awarded following completion of contract agreement.

Special event producers who are interested in forming sponsor partnerships with the RSCVA are required to complete the following two-step application process.  Any applicant failing to complete BOTH steps in their entirety will not be considered for funding.

(A)    You must fill out the online application form by 5:00pm August 19, 2011 (which can be found at http://www.visitrenotahoe.com/about-us/teams/marketing/special-events/2010-application )

AND

(B)    Submit the following items* in order to be considered for special event funding.  A request will not be considered unless ALL of the following materials are received by the Final Deadline of August 19, 2011 (see Rules of Submittal below).  If you would like RSCVA staff to review your application ahead of time and consult you on what elements might be missing, your application must be received by the Early Deadline of August 5, 2011.  IF your 2011 event occurs near or after the August 19, 2011 deadline, please submit information from the 2010 event in lieu of 2011 information where necessary.

1.    Event Overview and Goal: this document will provide a comprehensive description of your event, plans to grow your event, and any information that might be pertinent in making a funding recommendation for your event.

2.    Previous Year’s Financial Statement (Event P&L): also known as a Profit & Loss statement, this document will show revenue received vs. total expenses resulting in an overall profit or loss for your event.

3.    Previous Year’s Budget vs. Actual Comparison: This document will show what your previous year’s budget was and how close your actual expenses were to that budget.  This will also help show any financial anomalies that might have had an impact on your event.

4.    Current Year’s Event Budget: this is an estimate of how much money will be needed to host your upcoming event and how that money will be spent.  Please include itemized revenue sources (ticket sales, sponsorship sales, alternate revenue streams).

5.    Current Years Marketing Plan: this comprehensive document should outline all marketing and communications plans for the event including how much budget will be allocated for this plan.  (Items that might be included are: Media Plan, Media Budget, Market analysis, Advertising/Marketing goals, SWOT Analysis, Competitive Analysis, and Site Location analysis). If you utilize social media and web marketing in your marketing plan please be sure to include the details of those programs in order to receive credit.

6.    Current Year’s Out-of-Market Advertising Plan to include media and budget.: this document will show how much of your budget will be spent in out-of-market media, what your goals are for out-of-market advertising, and an itemized list of your out-of-market media buy (this would include broadcast, print, outdoor, web, collateral, etc.). 

7.    Current Year’s PR Plan.: this document will show what your communications plan is for the media and general public in-market as well as out-of-market. If you utilize social media and web marketing in your PR plan please be sure to include the details of those programs in order to receive credit.

8.    Previous Year’s out-of-market PR clips and associated advertising equivalency value (only required if you are requesting consideration of Advertising Equivalency.) this documentation will include copies of the out-of-market news coverage along with a detailed valuation of that coverage.  Valuation shall be determined by standard industry practices and can be provided by a third-party source or internal valuation that includes rate-cards and back-up documentation.

9.    Event Staff/Board of Directors’ Listing: this comprehensive list will show a listing of your Board of Director’s and executive staff members.

10.    Previous Year’s list of event’s top five (5) sponsors and sponsorship amounts, along with anticipated revenue from said sponsors for this year’s event: this sponsorship overview will show your top sponsors, their sponsorship amounts, and projected revenue for the upcoming event.  You might also include the top 5 target sponsors for your upcoming event.

11.    Information on event charitable donations and on any sister charitable foundation: this overview will describe in charitable organizations that will benefit from funds raised by your event.  Please include an overview and description of the charity(s) affected.

12.    Verification of Room-Night Utilization: The RSCVA is working to develop a consistent and effective methodology for tracking room nights for special events.  RSCVA staff will make every effort to work with event producers on providing documentation to verify paid room nights, however, it is ultimately the responsibility of the event producer,  to provide (within the application documents) documentation and verification for room nights (i.e. hotel room block verification, room pick-up reports, ticket sales reports, marketing data, etc.).  The quality of documentation provided could affect the funding recommendation made by the independent panel.  Please contact Nina Maestas, Special Events Manager at (775) 827-7721 with any questions regarding room night verification.  Please note: organizations that are requesting over $1000 in funding must provide proof of room-night utilization at a minimum of two Washoe County properties.

13.    LEGACY EVENTS: If you are classified as a Legacy Event (An event that has been in existence in the destination for more than 10 years, generates at least 5,000 room nights, and garners at least $250,000 in quantifiable out-of-area marketing exposure.) then you must have a new way to generate either new room nights (by extending the event by a day or two, adding another program, etc.) or have considerable new national television/media exposure for the event and destination. Please provide a description of what you are implementing to meet this requirement.

* For groups requesting $2,500 or less in funding, you only need to submit items 1, 2, 4, 5, 12, and 13 (if applicable).  If these groups are also submitting PR/advertising equivalency in lieu of out-of-marketing advertising budget, item 8 must also be provided in addition to the other required items.

Rules of Submittal:

Early Submittal: If you would like your application to be reviewed by staff  to determine if all required elements are included, one copy of your application must be received:
-    before 5:00 pm, August 5, 2011
-    in hard copy or electronic copy (please contact the Special Events Manager to confirm receipt of your application)
-    delivered to:
Nina Maestas
Special Events Manager
RSCVA
4001 South Virginia Street, Suite “G”
Reno, NV 89502-6019
NMaestas@rscva.com

Final Deadline: Your funding request will not be considered unless ALL items are received:
-    before 5:00pm, August 19, 2011
-    in hard copy or electronic copy (please contact the Special Events Manager to confirm receipt of your application)
-    delivered to:
Nina Maestas
Special Events Manager
RSCVA
4001 South Virginia Street, Suite “G”
Reno, NV 89502-6019
NMaestas@rscva.com

If you have any questions regarding submittal rules or requirements, please contact Nina Maestas, Special Events Manager at 775-827-7721 or NMaestas@rscva.com.

RSCVA Funding Priorities:

RSCVA funding is for events that generate hotel room-nights and marketing visibility to increase awareness in the destination and propensity to visit Reno-Tahoe.

Special Event Funding Evaluation Criteria:

With the goal of generating room-nights and marketing awareness to increase the propensity to visit Reno-Tahoe, the special event funding request evaluation will include consideration of the following:
1.    Room-nights generated in Washoe County.  Events requesting funding over $1000 must have verified room blocks in at least two Washoe County hotels
2.    Out-of-area marketing exposure (defined as more than 100 miles from Reno) including PR, traditional media, web, and social media
3.    Branding consistent with the Reno Tahoe USA brand
4.    Nationally broadcast television
5.    Use of RSCVA Facilities
6.    Professional, turn-key management
7.    Evaluation of financial status of event
8.    Timing of event dates
9.    Room-night bookings at more than one hotel within Washoe County

 

2011 Online Application Form

 

1.  Event Title
2. Event Location
3. Proposed Event Dates      
4. Will there be a charge to attend the event?  No   Yes

If Yes, how much?

 

5.  Event Description:
(this detailed description will be used to present your event sponsorship request to the Special Events Panel and RSCVA Board of Director's Marketing and Sales Committee and to list your event on www.visitrenotahoe.com)

6.  Which of the following categories does the event fall under?
The RSCVA deals with three special event classifications.  Please be sure to carefully read each definition and select the category that best describes your event.

Emerging Event
An event that is in its first five years of existence (in or out of the market).  This includes new events that are off-shoots of existing events but slated to occur separately and at a different time of year from the original event.

Established Event
Events that have been in existence for more than five years (in or out of the market).  This includes events that have been produced in other markets for more than five years and are being brought to Reno for the first time.

Legacy Event
An event that has been in existence in the destination for more than 10 years, generates at least 5,000 room nights, and garners at least $250,000 in quantifiable out-of-area marketing exposure.

7.  LEGACY EVENTS:  If you are classified as a Legacy Event then you must have a new way to generate either new room nights (by extending the event by a day or two, adding another program, etc.) or have considerable new national television/media exposure for the event and destination. Do you meet this requirement? If so, you must provide item #13 in the supporting documentation.

Yes

No

8.  Is this an Annual Event  Yes     No

9.  Anticipated room nights and method of tracking:
RSCVA staff will make every effort to work with event producers on providing documentation to verify paid room nights, however, it is ultimately the responsibility of the event producer to provide documentation and verification for room nights (i.e. room block verification, room booking reports, ticket sales reports, marketing data, etc.).  The quality of documentation provided could affect the funding recommendation made by the independent panel.  Please note: organizations that are requesting over $1000 in funding must provide proof of room-night utilization at a minimum of two Washoe County properties.

 
10.  Out of Market Advertising Budget:
(If applicable.  Please include documentation in supporting document #6)

 
11.  Out of Market PR Equivalency:
(If applicable.  Please include documentation in supporting document #8)
 
12.  Anticipated Attendance:  
13.  Will this event be held in an RSCVA facility
(Reno-Sparks Livestock Events Center, Reno Events Center, National Bowling Stadium, Reno-Sparks Convention Center):

Yes 

No

14.  Would you consider holding the event at an RSCVA facility?  Yes      No
15.  Will this event be televised?  Yes      No
        Coverage:  Local      Regional      Nat'l
        Network:  
        Cable:  
        Air Date:  
        Commercial Inventory  
16.  Does this event have any media partners?
       If Yes, who?
 Yes      No

17.  Will this event be soliciting additional sponsors?
       If Yes, who?

 

 Yes      No

18.  Alternate Revenue Streams
(Please list sources of event revenue besides sponsorship and ticket sales):
 

19.  RSCVA event sponsorship funding request(s):

20.  RSCVA funds to be used for:
21.  Please list all event sponsorship benefits to RSCVA
(What the RSCVA will receive in return for funding your event, i.e. logo opportunities, complimentary tickets, etc.). 
22.  Event Organizer/Host Organization/Applicant:
23.  Contact Person  
     Name

     Address    

     City
     State
     Zip code
    Phone
     FAX
     Cell
     Website
     Email
24.  Event Director  
     Name
     Address
     City
     State
     Zip code
     Phone
     FAX
     Cell
     Website
     Email
25.  What other events are or have you produced by this individual or group?
         

REQUIRED MATERIALS

Your event application and sponsorship request is not completed until all supporting documents have been received by the RSCVA according to the Rules of Submittal shown above. If you are unsure about your supporting documents, please submit your application by the Early Deadline of 5:00pm on August 5, 2010, and staff will review your application and provide feedback to you in a timely fashion.  It is the responsibility of the event organizer to make sure that both their online application and supporting documentation are complete and have been received by the RSCVA by the Final Deadline of 5:00pm on August 19, 2010 (see Rules of Submittal above).

If you have any questions regarding the RSCVA’s Special Event Funding Program or Application process, please contact:


Nina Maestas
Special Events Manager
4001 South Virginia Street, Suite G
Reno, NV 89502-6019
Phone: 775.827-7721
Fax: 775.827.7781
Email: NMaestas@rscva.com


Thank You