If Partnership Funding is approved, the award applicant will be required to sign an RSCVA contract agreeing to the terms and conditions of the partnership (which includes the sponsor amenities to the RSCVA), issue a General Liability Insurance Policy naming the RSCVA as additional insured and provide an Additional Insured Endorsement.
Partnership funding awards will be disbursed in two installments. A partial payment of 50% will be made upon receipt of the signed contract, confirmation of event’s marketing plan and confirmation of two or more Washoe County lodging partners/sponsors. The remaining 50% payment will be made after the event takes place, subject to completion of contractual agreements, sponsorship amenities and a post-event report to the RSCVA.
Failure to submit all of the required information and documents by the final application deadline will result in disqualification. Submitting an application does not guarantee Partnership Funding will be awarded.
All applications will be evaluated by an anonymous, independent Advisory Panel representing community stakeholders and event professionals. Because applicants do not attend the evaluation session, it is imperative that the application and supplemental material communicate complete and accurate information. Note: Advisory panelists receive paper copies of all applications (informaton is not provided to them digitally).
The Advisory Panel will discuss and evaluate each application, then make funding award recommendations based on: information provided in the application and supplemental documents, how event compares to other category applicants, the amount of funding available versus the total number of applicants, and the destination's current situation analysis. Events will only be compared against other events in their respective category (Emerging, Established, and Legacy).
In January 2017, the Advisory Panel’s award recommendations will be presented to the RSCVA Marketing & Sales Committee for review and discussion, followed by the RSCVA Board of Directors for final approval.
The following factors are considered by the Advisory Panel:
Was the application complete; were all questions answered and required information provided? Was the submitted information reasonable, viable and convincing?
• Event Dates:
Does event occur in a "need" period or during an already busy visitor season? Would the absence of the event adversely affect lodging occupancy?
• Annual Occurrence:
Does event have potential for permanency? Is there a term limit regarding the number of years that event can/will be held in the destination?
What is event attendance, including participants (if applicable) and spectators? What percentage of attendance is estimated to be locals versus out-of-market visitors? Can event expand upon their current attendance; are there short-term capacity concerns?
• Room Nights:
What are the room night projections? Is there a potential for growth in overnight stays with additional marketing efforts? Is the funding request reasonable compared to the room nights that can be generated?
• Uniqueness and Appeal:
Is event unique and/or iconic to the destination? Are there similar events in our primary visitor markets? Would the event appeal to potential visitors?
• Washoe County Affiliation:
Does event occur in Washoe County or demonstrate the ability to generate room nights in Washoe County? If event occurs outside of Washoe County or takes place in various locations (in and out of Washoe County), does it generate significant room nights in Washoe County and promote Washoe County as the primary bed base?
• Out-of-Market Awareness:
Does event have the ability to generate out-of-market awareness for the destination that increases the likelihood of attracting overnight visitors? (Awareness can be in the form of traditional advertising, social media, web-based efforts or PR equivalency). Does it support Reno Tahoe USA branding and messaging?
Is event financial stable? Is the funding request less than 25% of the event’s cash operating budget? Is event dependent on RSCVA funding in order to occur? In the case of a new event, does it have a realistic plan to sustain through “year one” (such as revenue and expense projections, marketing plan, estimated attendance and room nights). Is event unique, congruent with our destination, with a potential for growth and long term sustainability?
• Funding Use:
Does RSCVA funding make a difference? Did event provide a detailed explanation about how RSCVA Partnership Funding would augment their marketing, advertising and promotional efforts? Would a reduced award, or no award, negatively impact event’s ability to maintain or grow their promotional efforts?
• Lodging Partnerships:
Will event establish partnerships with at least two Washoe County lodging properties (in the form of room block, sponsorships, venues, marketing support, etc.)?
• Television or Webcast:
Does event have nationally broadcast network TV, cable or webcast affiliated with it? Is the broadcast professionally produced and does it positively highlight the destination?
• Sponsor Amenities:
Can event extend sponsorship amenities to the RSCVA that provide an opportunity to broaden our own marketing and sales efforts?
Does event take place in an RSCVA facility? If so, does it receive facility concessions?
• Event Producer/Promoter:
Does event have professional, turnkey management? Is it produced by paid staff or by volunteers?