Community Partnership Grant Fund Guidelines & Instructions
VOCABULARY DEFINITION BREAKDOWN: TM: Travel Medford
CPA: Community Partnership Application TMTC: Travel Medford Tourism Council CPGF: Community Partnership Grant Fund TLT: Transient Lodging tax Tourist/Visitor : a person who travels from more than 50 miles from their home or includes an overnight stay. SOSC: Southern Oregon Sports Commission BACKGROUND: The City of Medford collects an 11 percent (11%) Transient Lodging Tax (“bed tax”) on hotels and short-term vacation rentals (“Intermediaries”) within city limits. The tax is applied upon temporary or short-term overnight stays based on the room rate in which a portion is used for promoting the use of the City of Medford’s recreational, cultural, convention and tourist-related services and programs. Travel Medford serves as the official Destination Marketing Organization for the City of Medford and the greater Medford area, promoting the community as a premier West Coast destination. The organization’s purpose is to drive overnight visitation, increasing visitor spending thereby strengthening the local economy. In this role, Travel Medford established the Community Partnership Grant Fund (CPGF) to promote existing events and help to recruit and assist in attracting new events that would provide activities for both day and overnight travelers. Travel Medford works with the Travel Medford Tourism Council (TMTC) to allocate these funds for local groups, organizations, and businesses to encourage and support special events which generate increased lodging occupancy, add economic activity and market Medford as a tourist destination. A “Special Event” is defined as a new or existing organized concert, exhibition, festival, fair, competitive tournament, conference or celebration which is conducted according to a prearranged schedule and with a targeted interest to the general public which may be free or with a predetermined entry or registration fee(s). In your application you will need to specify which ‘category’ your special event falls under. The category options for funding are ‘ High Impact Signature Events ’, ‘ New Events’ , ‘ Community Events ’, ‘ Special Events, Group Meetings, Trade Shows, or Conferences ’, ‘ Sporting Events ’ (If you are seeking sponsorship through the SOSC versus our standard CPGF please state that in your application. Our Director of Sports Development will want to meet with you regarding the criteria for SOSC sponsorship), and ‘ Event Support Without a Grant ’. Please read the criteria for each category to make sure you are applying for the correct category. Each application will be evaluated against established criteria. The number and extent of these grants depend on the availability of designated funds and specific allocations . Ideally, the funds allocated through the grant will eventually be returned through increased transient lodging tax revenue in the City of Medford, resulting from these special events and the TLT generated from that revenue.
TERM Applications must conform to the guidelines specified by Travel Medford. Please review each ‘category’ for events, and ensure your event fits into our criteria. Incomplete applications will not be reviewed or be accepted. Funding requests of $4,000 or more are subject to approval by the Travel Medford Tourism Council (TMTC), and the application process may take additional time . Please note that not all applications will be awarded funding-fully or partially. This is a highly competitive process and applications will be reviewed and scored on rigorous criteria.
Applications may not be considered for review if:
● ●
The application is incomplete
The application is not received on time
● The application fails to include the required attachments ● You have been awarded funds in the past, and failed to adhere to the expectations provided by TM.
ELIGIBILITY A. Any company, group, or organization that meets the objectives is eligible to apply for assistance, sponsorship, or other support from Travel Medford. B. TM and TMTC accepts Community Partnership Grant Fund applications from organizations promoting a special event that will increase economic activity and/or overnight stays in the Medford/Southern Oregon region. C. Event attendees are highly advised to utilize hotel rooms and VRBO/Airbnb located in Medford to generate local Transient Lodging Tax when applicable. D. Event must show marketing efforts by promoting the event to visitors( attendees coming from 50+ miles away) COMMUNITY PARTNERSHIP GRANT FUND PROCESS 1. Review criteria for event type and guidelines & instructions 2. Gather all necessary materials based for your ‘Event Type’ 3. Fill out application and upload necessary documentation 4. Meet with TM staff to discuss event and application details 5. Travel Medford staff and select members of the Travel Medford Tourism Council will review the criteria and clarify details as needed with applicants. ● All applications will be evaluated using a standard scoring sheet and the THRIVE criteria. 6. Notification of Travel Medford’s action will be made in writing via email to the applicant. ● We will send you our logo to use in all marketing and “Attendee Survey’ 7. If approved, the applicant will send an invoice to the TM team. ● Payment will be sent to you by check within (30) days of our office receiving the invoice. (90% Upfront) 8. If you partner with a local hotel, please make sure to submit your ‘Room Night Certification Forms’. 9. Within (30) days of event conclusion, you will be expected to submit your ‘Post Event Report. (Remaining 10% of invoice to be paid upon completion of this step)
TIMELINE
CPGF Application Opens
July 1st (Review event criterias to see when your application should be submitted.)
Submission Reviewed
Typically within 2-5 days after application is submitted
Mandatory Meeting With TM Staff
Within (4) weeks of submitting an application you will need to meet with one of our staff members to discuss event details. You cannot get approval without meeting with one of our staff either in person, on the phone, or via Zoom to discuss event details. Once this meeting has taken place your submission will then be approved or denied. Within 7 days of meeting with TM staff (If you are requesting over $4,000.00 then approval/denial may be delayed due to required meeting with Travel Medford Tourism Council)
Award/Denial Letter Sent Out
Grant Program Funding Disseminated
Within (30) days of Travel Medford receiving invoice
PROPOSED APPLICATION COMPONENTS Travel Medford recognizes the value of partnering with other organizations in providing services that benefit the community and tourists alike. In order to request the CP funds, applicants must complete an application and submit it with necessary documentation to Travel Medford. Components of application process include the following: Knowyour ‘event type’ (New Event, Community Event, Sporting Event, Etc. the application will ask you what ‘category’ your event falls under) A brief overview of the event marketing plan (How are you marketing the event? What is the scope of your target audience? etc.) All applications must include a comprehensive marketing plan that includes all in-county and out-of-county advertising and marketing. Funds Requested (How much, how will it be used, date money is needed) A complete list of sponsorship packages Event Details (Brief Overview of Event, Time, Date, Location, Attendee Info) Social Media Info (Website/Social Media/Links/Handles) Meeting to discuss event details such as potential partnerships with local hotels, chosen venue, number of room nights, attendee verification, ‘Room Night Verification Form’ expectations, and overall concept of event.
SCORING Each application will be thoroughly reviewed and judged based on the criteria of the ‘event category’ that your application falls under. We also reserve the right to give out a ‘score’ using a point system as well as Travel Medfords ‘THRIVE’ criteria . If your grant request exceeds $4,000.00 this scoring information will be shared with the TMTC so that we can get an approval or denial. You can earn a maximum of 100points . The point distribution is as follows:
Criteria
Total Available Points
Number of attendees
20 25 25 20 10
Number of room nights generated in Medford
Timing of the event Location of event New or existing event
Applications will be evaluated according to how projects demonstrate alignment with Travel Medford's ‘THRIVE’ criteria and the capacity of projects to increase the number of overnight visitors to local hotels, businesses, and the city of Medford. Preference will be given to projects operating in Medford that build new, innovative experiences and substantial overnight visitors. Additionally, applicants that demonstrate collaboration between multiple community organizations of various sizes are more likely to receive grant funding.
T Tradition
H Hospitality
R Recreation
I Innovation
V Vibrancy
E Experience
In Southern Oregon, there are many traditions passed down over generations that are a vibrant part of daily life. --- Identify how elements of Medford’s culture, customs and traditions will come to life in the project.
Southern Oregon offers unique experiences, which change how visitors see the world, how they view themselves, and their lives when they go home. --- Identify how the project will deliver onTravel Medford’s brand promise to experience the ‘ Heart of the Rogue’ .
Southern Oregon’s abundance of recreational activities and breathtaking landscapes offer one-of-a-kind adventures. --- Identify how the project will either level up existing (or create new) products and assets to complement outdoor or indoor
Thisgrant encourages innovative ideas that spark creativity and grow the local economy. --- Identify how the project’s imaginative spirit and approach invests in the community and supports the growth of the local tourism economy.
Southern Oregon’s unique neighborhoods reflect its diversity, have distinctive personalities, a variety of places to stay, things to do, and delicacies toeat. --- (Identify how the project will create opportunities to increase community vibrancy and engage stakeholders and residents.)
Southern Oregon allows people to experience the authentic Pacific Northwest. --- Identify how the project will develop authentic, exciting experiences that honor the unique multicultural history and heritage of Southern Oregon.
recreational activities for residents and visitors.
ACKNOWLEDGMENT & MARKETING All recipients shall acknowledge Travel Medford in all publicity relating to the event or activity. Acknowledgement includes Travel Medford logos and statements in all advertising and promotional material, media releases and in other promotional contexts. BRAND USAGE If you need some assisting on how to use our logo please see our Brand Guides: TRAVEL MEDFORD BRAND GUIDE CHEAT SHEET (FOR TRAVEL MEDFORD SPONSORED EVENTS) SOSC BRAND GUIDE CHEAT SHEET (FOR SOSC SPONSORED EVENTS ONLY)
Please use the following logos for all promotional materials:
SUBMISSION Completed application and all supporting documents may be submitted electronically (click HERE to access application) or mailed to the address below:
Travel Medford c/o Kasey Colangelo OR Darren Van Lehn 101East 8 th Street Medford, Oregon 97501
Please contact Kasey Colangelo, Travel Medford Community Partnership Coordinator, via email at kaseyc@travelmedford.org for additional questions related to community events. For inquiries regarding SOSC sponsored sporting events, please reach out to Darren Van Lehn, Director of Sports Development, at darrenv@travelmedford.org
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