Tourism_Development_Council_Special_Event_Marketing_Grant_(September_Meeting).pdf

Tourism App-001

TOURISM DEVELOPMENT COUNCIL SPECIAL EVENT MARKETING

GRANT (SEPTEMBER MEETING)

Clay County

Community & Social Services

RELEASE DATE: July 23, 2026

APPLICATION DEADLINE: August 14, 2026, 4:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/claycounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Clay County undefined

Tourism Development Council Special Event Marketing Grant

(September Meeting)

I. Introduction II. Application undefined #Tourism App-001 Title: Tourism Development Council Special Event Marketing Grant (September Meeting)

1. Introduction

GRANT PROGRAM PURPOSE

This grant program supports special events held in Clay County that attract visitors from outside the County and promote tourism and economic activity.

Requirements & Funding

Required Documents:

• Full and Complete Application

• IRS Form W-9

• Supplier Form (if new to doing business with Clay County)

• 501c3 IRS Determination Letter

Active Applicant Requirement:

The Applicant must be a registered 501(c)(3) nonprofit organization in good standing at the time of application and award.

Grant Request Limit:

The grant request amount cannot exceed what the event qualifies for.

FUNDING LEVELS ($3,500 maximum award per special event :

• Contributes to the Quality of Life – $1,500 o Events that showcase the character, culture, attractions, or unique experiences of

Clay County and are not routine or everyday experiences.

• Multi-Day Event – $1,500 o Events held over two or more consecutive days.

• Need Period – $500 o Events occurring during identified tourism need months: January, February, June, July, August, September, and November

Reporting Requirements

Final Report Submission:

• A completed Post-Event Report in the form attached to the Award Letter

• Any additional information or documentation requested by the County

Reimbursement Process:

Reimbursements will be based on award letter signed by County Manager and Applicant after receipt of the completed Post Event Report. Further details will be specified in individual contracts.

2. Application

2.1. Supplier Information

2.1.1. Organization Legal Name *

Please enter your Organization's Legal Name.

*Response required

2.1.2. Remittance Address *

Please provide your Organization's remittance address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

*Response required

2.1.3. Mailing Address

Please provide your Organization's mailing address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

2.1.4. Primary Contact*

Please provide the following details for your Organization’s primary contact person:

A. Organization Primary Contact Name:

(First and Last Name)

B. Organization Primary Contact Role:

(Position or Title within the Organization)

C. Organization Primary Contact Phone Number:

(Include Area Code)

D. Organization Primary Contact Email Address:

(Please provide a valid and frequently monitored email address)

*Response required

2.1.5. W-9*

Please download the below documents, complete, and upload.

• W-9_(2024)_(3).pdf

*Response required

2.1.6. 501c3 IRS Determination Letter * Please upload your Organization's 501c3 IRS Determination Letter.

*Response required

2.1.7. Please list business/organization's current Officers and/or Board members (if applicable)

2.2. Application

2.2.1. Acknowledgement *

I acknowledge that all the information requested is required to complete my application. If any of the requested information is not provided, my application may be deemed non-responsive.

☐ Please confirm

*Response required

2.2.2. Name of Event*

*Response required

2.2.3. Date(s) of Event*

*Response required

2.2.4. Contributes to the Quality of Life- $1,500*

☐ Yes

☐ No

*Response required

2.2.5. Multi-Day Event- $1,500*

☐ Yes

☐ No

*Response required

2.2.6. Event occurs during Need Period– $500*

https://government-project.s3.us-west-2.amazonaws.com/114790/b1e85bd7-a736-41f8-9bef-1ca747f613ce_W-9_%282024%29_%283%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ACONYQ4H%2F20260723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260723T152826Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjECYaCXVzLXdlc3QtMiJHMEUCICrdSoTxJilXS%2BmAiahdIQxS1fxhpYQNLx9aiU3NB1d3AiEArbAr%2F2Cn0RXDUtHZ0LfLpCU%2F2UXGLIiV8lKRE2qUIx0qlQUI7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDFvOq6ODabAkEh2SdirpBFhd0dw4JINJHpttEKzkZmMc461JiVQ0r53HjTPS8MFhNCK9lv714w3lyuoHxDcOiICbhzS%2F9p%2Fy1xbR2CWSLwjD1n6uMoEGHbf9Wgn5RlL5nNWgSxbtcUBJjsYjBy50UVtyvsnGTJS8jJErDKw%2FmMIGWY5ZxhIxQHmmN8Vt9uGwpHoB%2BKIujH5oS0PneBktn8IVQ9R5c7idrgrzCiPmmMcV2PWoR%2FYMQGqskYTNQWwHOJYBlsljPunE3IsK7s%2F0hloWblHJTI9WWgjJAim1Dq0kORaVV7vpMbWnQkzqM4EkEQySQK78%2FEOOupEDUr4a%2B%2FxEZCE0r3JdjIs3KdbC7xbcR2FEJI5aNXiJzS72fmsb1ehFbk9L5WgQCL2Z6%2F6aoe%2BCxO5dI82KxjGYbgUjYXgfFi5okXO7jt0SNGENDDplqrCWUwCTvqQrHEQjuPR3UJFRdrCdbBfFwUh%2BeUKU48dKt3oDbng%2FNp84W97x2%2B%2Fpc5mzygWblzSW7C8g3uYumhHA2F8l5hDwgpBI02GGtmyWAn%2B91%2B2ceDTIlEi8ViaSAYV8NI1llxIO0T5ZMllVj6ZyRzoRS8PGNw9lun%2FY9EF8kKvd3CpRCAbfQCoRhilvX7JHqTP%2FKLZy3ZtsRcugBYQOT9yOja%2F6CS0ff15nRGeWRf72vFgTcVA2LfRwGgStMrx643YldykG3RJp6022G5DkYtrepmx1eGFnMNahP0DixYEUEobU8gEdY5iovx67g%2BmU1x9qRXVqLs4xyK5LaUdKYjmpu%2BgovRC7Yj5iyPQKGuWJpFVzoV1jHov7g01wjbTcklcDlZXPMLeyiNMGOpkBkVWtPD7R0xwjtyEgKe9RdGS5%2FnK92uM%2F%2B7ZF55T8CCr6JQD8hWZL%2B8oObWANyFghlp4Si6OcC4L8BSwOPvaOTd4ixSfOXnSik4lVPmzeYzIhCzkQZOEFQdOcIkyOYCP9ouikEV%2FqJMfvdwysGz0Q7Bp1gLN3qZw%2FgJUxMhq3b0n7m7nxbvH5GFVjNTzpSaKGhi%2BokBdnoGNT&X-Amz-Signature=838f704f8d55c304a8db99603c036574ad4f10bedc1e75a18692de48b01c2d85&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22W-9_%282024%29_%283%29.pdf%22&x-id=GetObject

Events occurring during identified tourism need months: January, February, June, July, August, September, and November

☐ Yes

☐ No

*Response required

2.2.7. Amount Requested from TDC (Not to exceed $3,500)*

The grant request amount cannot exceed what the event qualifies for from questions 2.4 - 2.6.

*Response required

2.2.8. Has the Event ever received funding from a TDC?*

☐ Yes

☐ No

*Response required

2.2.9. If yes, please list destinations, years, and amounts

2.2.10. Intended use of funds (Refer to Grant Guidelines- Eligible and Ineligible Uses of

Funds)* *Response required

2.3. Event Specific Information

2.3.1. Describe the Event*

*Response required

2.3.2. Number of days*

*Response required

2.3.3. Location of the Event*

*Response required

2.3.4. Projected number of visitors per day*

*Response required

2.3.5. Website *

*Response required

2.3.6. Admission price*

*Response required

2.3.7. Was a promoter used?*

☐ Yes

☐ No

*Response required

2.3.8. If yes, please list promoters used

2.3.9. Provide the previous year’s event information (if applicable)

2.3.10. Date and location of previous event

2.3.11. Clay County Volunteer Portal *

Is your Organization enrolled in the Clay County Volunteer Portal?

☐ Yes

☐ No

*Response required

2.4. Grant Application Checklist

2.4.1. I understand that the reimbursement request must be completed and submitted to the Tourism Office with all backup and supporting material no later than 60 business days after the event ends, which will be on (date 60 days after Event ends). If the supporting documentation deadline is not met, a written, formal request must be sent to the Tourism Office before the said deadline.*

☐ Please confirm

*Response required

2.4.2. I will obtain the signatures of the organization’s designated contact on the proposed grant contract. I understand that I will need to enter into a Grant Agreement with the County Manager signed via Adobe Sign.*

☐ Please confirm

*Response required

2.4.3. I have included an IRS W-9 Form, and a copy of the Florida Division of Corporations form with the application. A Clay County Supplier Form must be on record.*

☐ Please confirm

*Response required

2.4.4. I understand that no expenses incurred before the TDC recommends approval of the grant application will be reimbursed under any circumstances. I also understand that no funding has been approved until the Board of County Commissioners (BOCC) approves the execution of the Grant and that no expenditures will be reimbursed if the BOCC does not approve the execution of the Grant.*

☐ Please confirm

2.4.5. I understand that this event may require a Clay County Event Permit (Event, Amusement, Temporary, Structure, Sales, etc.), and it is up to me to complete that permit request and pay the required permit fee. I have reviewed the Clay County Special Event Permit Flow Chart and will proceed with any required county permits. (Contact: Jason Clark, Event Permit Coordinator– 904-529- 4148).*

☐ Please confirm

*Response required

2.4.6. I have included a list of my business/organization's current Officers and/or Board members (if applicable) with the application.*

☐ Please confirm

*Response required

2.4.7. I acknowledge that any material made or received by Clay County in connection with my request for Grant funding is a public record and subject to public inspection unless there is a legislatively created exemption that makes it confidential and not subject to disclosure. I acknowledge that I cannot dictate to Clay County what material is open to public inspection or the circumstances under which material is deemed confidential.*

☐ Please confirm

*Response required

2.4.8. I understand that all funds received are subject to audit by the Clay County Clerk of the Court – Internal Auditor and/or other representative as Clay County may designate.*

☐ Please confirm