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Arts, Cultural Heritage (ACH) Sponsorship Program

Grants to Polk County, Florida Nonprofits, IHEs, Agencies, and
Schools to Increase Tourism through Arts and Cultural Events

Agency Type:

Local

Funding Source:

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Central Florida Polk County Tourist Development Council (TDC)

Conf. Date:

03/21/18

Deadline Date:

04/20/18 4:00 PM Receipt

Description:

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Grants to Polk County, Florida arts and cultural nonprofit organizations, IHEs, K-12 public schools, and agencies for the development of events, exhibitions, and performances that increase tourism. Applicants must attend an informational workshop on February 27, 2018 or March 21, 2018.

Funding is intended to encourage the development of programs and special events that will showcase Polk County's unique arts, culture and heritage through various means of expression,
interpretation and engagement that will attract visitors, enhance the visitor experience and
support the brand ”Visit Central Florida through authentic, high-quality presentations.

Funding is for arts and cultural events that will result in increased overnight stays in Polk County and improve the local economy. Culture and heritage can be expressed through local customs, crafts, cuisine, visual and performing arts, history, literature and oral traditions. All events, performances, or programs funded by the Tourist Development Council must be open and accessible to the general public.

The objectives of the program are to create a portfolio of activities which:

1. Attract Visitors During Periods With Moderate to High Growth Capacity
Because of the impact on the quality of visitors’ experience, priority consideration will be given to proposals for events which will attract visitors when tourism is relatively slow. These periods will vary by geographic areas of the County, but generally speaking, major holidays and the months of March, April, and July are peak tourism months in Polk County.
2. Reinforce Existing Positive Images
Events which set Polk County apart from other destinations by focusing attention on the area’s unique tourist offerings.
3. Encourage Increased Visitor Spending
The TDC wishes to avoid programs that compete with private sector businesses. Events should stimulate additional economic activity rather than displace normal expenditure patterns.
4. Provide Added Value To A Polk County Visit
Value can be defined in two ways. First, events may provide “emotional value” by exceeding the anticipated satisfaction level of visitors (...that was a pleasant surprise.) Events can also provide “financial value” by providing no-cost or low-cost activities of interest to visitors during otherwise slow times.

To assist in achieving these goals, proposals will be evaluated in the following categories:
-Economic Benefits
-Appropriateness
-Growth Potential
-Community Support
-Sustainability
-Image Enhancement
-Event Quality

Program Categories
A) Regional Events- multiple consecutive day recurring events:
Maximum Request of up to $75,000 of which 75% must be spent targeting out of market audiences. Consortium or collaboration partner events are eligible.

B) ACH Ongoing Cultural Program Development and Presentation:
Maximum Request up to $40,000 for not-for-profit cultural institutions for support of extraordinary, visitor-related programming, of which 50% must be spent targeting out of market audiences. Programs may consist of significant traveling exhibits, or a sustained presentation of literary, performance or visual arts representative of Polk County’s culture. Sponsorships in this category should be considered “venture capital” funds to plan, develop and present projects and events that expand organizational capacity and awareness for both the sponsorship and future program years.

Extraordinary presentations are not part of your organization’s usual presentations. There must be a clear line between your organization’s special program and normal programming.

C) Enhancement Events that have little or no income potential:
Maximum Request up to $10,000. Enhancement Events have relatively low tourist draw, yet are an appealing activity for visitors who come here for another reason. These events enhance an area’s image by reinforcing positive “selling points” about the area’s tourist appeal, and differentiating one destination from any other option available. The draw for enhancement events is their uniqueness based on local culture and heritage, high quality, and value to the visitor.

These events and/or programs are generally one-day. Examples of Enhancement Programs are historic reenactment, single day arts and crafts shows, concert programs, parades, etc.

Enhancement events should add value to a visitors stay and stimulate incremental economic activity through the quality of the visitor experience, by encouraging visitors to extend their stay, or providing excellent "word of mouth" exposure.

D) Fundraising Events that are Arts Culture and Heritage focused:
Maximum Request up to $10,000.

E) Fundraising Events that are Arts Culture and heritage-focused but support projects or programs of non-ACH related applicants:
Maximum Request up to $10,000.

GrantWatch ID#:

GrantWatch ID#: 143831

Estimated Size of Grant:

A) Regional Events- multiple consecutive day recurring events:
Maximum Request of up to $75,000
B) ACH Ongoing Cultural Program Development and Presentation Maximum:
Request up to $40,000
C) Enhancement Events that have little or no income potential:
Maximum Request up to $10,000
D) Fundraising Events that are Arts Culture and Heritage focused:
Maximum Request up to $10,000
E) Fundraising Events that are Arts Culture and heritage-focused but support projects or programs of non-ACH related applicants:
Maximum Request up to $10,000

Term of Contract:

All sponsorships are for one year. The sponsorships fund festivals, events, and programs occurring October 1, 2018 through September 30, 2019. Projects must be completed within the sponsorship year for which funds are awarded.

Additional Eligibility Criteria:

Eligibility For Funding Consideration

1. All events, performances, or programs funded by the Tourist Development Council must be open and accessible to the general public. Events, performances or programs must be promoted to the public and cannot be unreasonably restrictive through admittance fees, public access or crowd capacity, which limits participation by visitors. One of the main purposes of the events must be to attract overnight visitors to Polk County. Events which require a visitor to purchase a ticket to a third-party venue will not be considered for funding.

2. IImpact Benefits Polk County. Events, performances or programs must take place in Polk County. If these events, performances or programs are to be used for fundraising purposes, profits must go wholly to programs that benefit Polk County residents or charities.

3. Must be a not-for-profit organization qualified to do business in Florida.

a. Applicant organization must be legally incorporated in Florida or must qualify with the Florida Department of State to be authorized to do business in Florida. b. Applicant organization must be recognized as a tax-exempt organization by the IRS under the Internal Revenue Code, Section 501c, subsections 3,4,5,6 or 7. c. A copy of the most recent IRS determination letter must be provided to confirm your organization’s federal tax-exempt status.

4. Public schools or other government organizations are also eligible.

K-12 Public schools support organizations such as PTA’s, Education Foundations are eligible to apply. Individual Schools are ineligible. Units of Higher Education or Government or other municipal/county government organizations within Polk County are eligible to apply, but the program, event, or activity must fall within the definition of Arts/Culture/Heritage.

Eligibility for Extraordinary Presentations:
Extraordinary presentations are not part of your organization’s usual presentations. There must be a clear line between your organization’s special program and normal programming. Cannot be used for operational expenses not related directly to special programs or exhibits. TDC will not consider normal staffing or “rent” paid to institutions for staging special exhibit or programming as part of the organization’s matching amount or for reimbursement.

Funding cannot be provided for any of the following:
1. Capital improvements, including expenditures for the acquisition, construction or alteration of a facility, unless allowed by Florida Statutes, Chapter 125.0104, Paragraph 5 Authorized Uses of Revenue.
2. Mortgage payments.
3. Purchase of equipment, which has a useful life of one year or more and a unit cost of $100.00 or more.
4. Payment of past deficits.
5. Administrative costs, which includes salaries.
6. Activities and events intended only for the applicant’s membership or local community.
7. Activities and events, which do not promote and advertise tourism in Polk County.
8. Food, lodging, and personal transportation for traveling out-of-county.
9. Rent paid to a sponsoring organization for hosting a special event.
10. Scholarships, plaques or awards
11. Food or beverages for the event or activity

Pre-proposal Conference:

Application Workshop – All applicants are required to attend one of the informational workshops. Attendance is mandatory and applications will not be accepted if your organization does not have a staff member attend one of the sessions. In addition to the dates listed below, the Polk Arts Alliance will be holding workshops as well.

- Tuesday, February 27: 9:00 a.m. – 10:30 a.m.
Tourism & Sports Marketing Office
- Wednesday, March 21: 5:30 p.m. – 7:00 p.m.
Tourism & Sports Marketing Office

Pre-Application Information:

All completed applications must be delivered (via mail or hand delivery) to the PCTSM office by 4:00 p.m. on Friday, April 20, 2018. Applications must be in hand and not just postmarked by that date.

Submit only ONE signed application per event or program. If applying for multiple events or programs, submit one application for each, with all required information included.

2018 Sponsorship Timeline:

-January 29, 2018 – Applications available on Vist Central Florida (VCF) Website
-February 27, 2018 – Application workshop at VCF Office (Morning Session)
-March 21, 2018 – Application workshop at VCF Office (Evening Session)
-April 20, 2018 – Application Deadline (Due by 4pm)
-May 3, 2018 – Applications distributed to ACH Committee
-June 18, 2018 – ACH Committee scoring deadline
-July 12, 2018 – ACH Meeting to finalize sponsorship amounts

Matching Fund Requirements:
A) Regional Events:
Requires a minimum 1:1 match of which not more than 25% may be in-kind documented services or products. In-kind volunteer hours are not eligible to be included in the match.
B) ACH Ongoing Cultural Program Development and Presentation:
Sponsorships under this program require a minimum $2 cash match for every $1 provided by the TDC. Expenses not directly related to securing or staging exhibits or special programs will not be reimbursed (the TDC will not pay for ordinary operational expenses of the institution.)
C) Enhancement Events that have little or no income potential:
1:1 Match of which 75% may be documented in- kind services or products, excluding volunteer hours.
D) Fundraising Events that are Arts Culture and Heritage focused:
1:1 cash match. 50% of ACC Sponsorship must be allocated to out of market advertising and promotion.
E) Fundraising Events that are Arts Culture and heritage focused but support projects or programs of non-ACH related applicants:
1 to1 cash match. 100% of ACH Sponsorship must be allocated to out of market advertising and promotion.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Send applications to:

Kris Keprios
Polk County Tourism & Sports Marketing office
2701 Lake Myrtle Park Rd.,
Auburndale, FL, 33823
863-551-4727

If you have any questions, contact:
Kris Keprios
kris@visitcentralflorida.org

Polk County Tourism & Sports Marketing
TDC Arts, Culture and Heritage Committee
2701 Lake Myrtle Park Rd.
Auburndale, FL 33823
863-551-4750

URL for Full Text (RFP):

Geographic Focus:

USA: Florida