DUE TO THE RECENT TORNADO DISASTER, SPECIAL EVENTS GRANT DEADLINE HAS BEEN EXTENDED TO THURSDAY, JUNE 9th at 5:00 p.m.

JCVB Grant Program

The Joplin Convention & Visitors Bureau (JCVB) has set aside funding for the marketing of events exhibiting positive tourism potential to the Joplin area.  These funds are to assist qualified organizations with the promotion of tourism activities striving to directly increase hotel/motel occupancy and create positive image building publicity for Joplin.

The JCVB offers two separate Grant Programs; the Special Event Grant and the Community Event Grant.  Applicants are encouraged to review both applications and the guidelines to determine which program is best suited to their event.

Qualifying Applicants

·         Not For Profit and For Profit organizations may apply

·         Events must be held between November 1^st, 2011 & October 31^st, 2012

·         Events must be held within 20 miles of Joplin city limits

·         Events must be open to the general public

Special Event Grant

·         This program primarily focuses on marketing and promotion outside of a 50 mile radius of Joplin in an effort to attract overnight guests that will generate hotel room nights.

·         The JCVB awards $100,000 annually for this program.

·         Funding is awarded once throughout the year.

·         A maximum of $20,000 can be awarded per applicant.

·         All funding is on a reimbursement basis only.

            Click Here to download the Special Events Grant application and guidelines.

Community Event Grant

·         This program primarily focuses on growth and development of new events that project a positive community feel and actively demonstrate efforts to potentially attract overnight guests and generate hotel room nights.

·         The JCVB awards $20,000 annually for this program.

·         Funding is awarded quarterly throughout the year.

o    1^st Quarter deadline is August 1^st (for events scheduled November 1 – February 1)

o    2^nd Quarter deadline is November 1^st (for events scheduled February 1 – May 1)

o    3^rd Quarter deadline is February 1^st (for events scheduled May 1 – August 1)

o    4^th Quarter deadline is May 1^st (for events scheduled August 1 – November 1)

·         A maximum of $5,000 can be awarded per applicant.

·         Applications must be received 90 days prior to the start date of the event.

·         Applicants are encouraged to apply early.  If funding is denied during one quarter, an Applicant may submit during another quarter so long as the 90 day rule is observed.

·         Applicants that have received funding during one quarter may not apply again until the next fiscal year.

·         All funding is on a reimbursement basis only.

            Click Here to download the Community Event Grant application and guidelines.

Reporting

Applicants who have been awarded funding for either program are required to report to the JCVB throughout the planning process.  See items and descriptions for approval or reporting below.  Forms are available for download.

·         Art Approvals – All printed and online materials used for marketing and promotion that are being submitted for funding reimbursement must be approved by CVB staff PRIOR to printing or submission to publication.  You must submit artwork with the art approval form and allow 5 business days for approval.  Materials that have not received prior approval from CVB staff may not be eligible for reimbursement. Click Here to download Art Approval form.

·         Budget Revisions – Budget revisions for grant funded items are allowed.  However, the number of revisions per application is limited to 10.  All budget revisions must be submitted in writing to Martha Getz at mgetz@joplinmo.org.  Budget revisions must be approved by CVB staff.  Revised budget items that have not been approved may not be eligible for reimbursement.

·         Reimbursements – All items that are being submitted for reimbursement must be submitted with a reimbursement form.  Reimbursements may be submitted intermittently throughout the planning process or in one package at the end of the event.  Reimbursements must be submitted with proof of payment, a copy of the original vendor invoice and a copy of the ad or material (if applicable).  Reimbursement requests must be submitted to CVB staff on Wednesdays before 11 a.m. in order to receive a check the following Friday. Click Here to download Reimbursement form.

·         Hotel Tracking – The purpose of this program is to market Joplin as a tourist destination and ultimately generate overnight hotel stays.  The Hotel Tracking component of the Special Events Grant Program is vital to the reporting process.  Applicants have 14 days after the final days of their event to submit the Hotel Tracking Form.  Applicants are encouraged to notify hotels of their event in advance and follow up with hotels shortly after the event concludes to allow ample time for hotel staff to identify guests who registered with the assigned event rate. Click Here to download Hotel Tracking form.

·         Event Summary – All applicants must submit an Event Summary Form within 60 days of their event site or at hotel locations.  All reimbursement requests must be submitted prior to submitting the Event Summary Form.  If an Event Summary is not turned in by the due date, there is a 5 day grace period after the due date to submit any final reimbursements.  NO reimbursements will be accepted after the Event Summary Form has been submitted.  Submission of the Event Summary Form indicates the conclusion of the contract between the JCVB and the Grant Applicant.  Failure to comply with the reporting guidelines may jeopardize the Applicant's ability to receive future funding through JCVB.  Click Here to download Event Summary form.

Questions regarding the Grant Programs offered by the Joplin Convention & Visitors Bureau may be directed to:

Martha Getz

Convention & Tourism Assistant

mgetz@joplinmo.org or 417-625-4789