Festival & Events Marketing Program Guidelines...
9
Festival & Events Marketing Program Guidelines, Applications, and Forms 2013
Transcript of Festival & Events Marketing Program Guidelines...
Festival & Events Marketing Program Guidelines, Applications, and Forms
2013
Natural Resources
Tourism, Culture and Heritage
2
ObjectiveProvide co-operative marketing support to local festival and event providers throughout Nova Scotia to help attract more visitors and encourage them to stay longer and spend more.
Project Expenditures and Application DeadlineProject expenditures must take place between April 1, 2013, and March 31, 2014.
Project application deadline is March 28, 2013.
Festivals and events organizations from Halifax Regional Municipality (HRM) must follow the guidelines for HRM’s 2013/14 Festivals and Events Grant Program and comply with the HRM deadline of January 25, 2013.
Project GuidelinesProjects must demonstrate the ability to attract visitors and increase tourism visitation and spending. Marketing projects must include direct-to-consumer marketing initiatives that align with the Nova Scotia Tourism Agency’s (NSTA) 2013 Tourism Plan.
Application Checklist/Deadlines 1. Determine if the event aligns with the
NSTA’s Tourism Plan.
2. Complete the Festivals & Events Marketing application form. HRM events must complete the HRM application.
3. Attach a financial statement showing last year’s actual and this year’s projected revenue and expenses.
4. Submit application and financial information to your Regional Tourism Industry Association (RTIA) or HRM prior to program deadline.
5. The RTIA or HRM will review submissions and make recommendations for project funding to the NSTA.
6. The NSTA will evaluate submissions and confirm funding directly to the RTIAs or HRM. The review and evaluation process will take approximately 6–10 weeks.
7. Festivals & Events Marketing Program guidelines, applications, and information are enclosed and/or available from your local RTIA/HRM.
Eligible Project Costs• Promotional materials (development,
printing, and distribution)
• Detailed advertising campaigns (radio, TV, magazine, newspaper, billboard, web, etc.)
• Direct mail campaigns
• Previously funded marketing projects that show incremental value
• Marketing research projects
• New website development
• Other applicable promotional activities supported by your RTIA/HRM and approved by the NSTA
Ineligible Project Costs • Capital and operating (event or event
organization wages, phone, fax, office equipment, and supplies)
• Previously funded projects that do not demonstrate incremental value
• General administrative (organizational membership dues or registration fees)
• Development of marketing/business plans
• Charitable fundraising events, conventions, conferences, meetings, workshops, seminars, clinics, award ceremonies, VIP visits, etc.
• General advertising campaigns
• Website maintenance
• Promotional materials (trinkets, t-shirts, banners, flags, floats, etc.)
• Applications submitted by previously funded festival and event organizations that failed to submit a final report
Guidelines2013 Festival & Events Marketing Program Nova Scotia Tourism Agency
Nova Scotia Tourism Agency
3
EligibilityApplicants must be registered non-profit or not-for-profit organizations that conduct tourism-related activities and marketing programs that benefit the entire province or region. Organizations must be in good standing with the Provincial Registrar of Joint Stock Companies.
Applicants can apply only to the Festival & Events Marketing Program or the Tourism Experiences Marketing Program through the Tourism Marketing Partnership Programs.
Submissions must include a completed Festival & Events Marketing application form along with the financial statements showing last year’s actual and this year’s projected revenues and expenses.
Festivals and events must be listed on www.novascotia.com prior to project deadline to qualify for funding.
In order to reapply, previously funded applicants must have met the former program’s conditions (completed a final report, financials, and a listing of partners and sponsors).
Program ConditionsSupported projects must include the Nova Scotia visual identity/logo and credit the Nova Scotia Tourism Agency.
A listing of successful project applicants will be made public after the process is completed.
A final report with project evaluation and proof of payments must be submitted to your RTIA/HRM within 90 days of the event or festival.
Level of InvestmentPending annual funding approval, the program is designed to provide funding support of up to 50 per cent of applicable marketing costs to a maximum of $3,000.
Festival and Event Funding Contact Information Central Nova Tourist [email protected] Joyce Mingo 65 Treaty Trail Millbrook, NS B6L 1W3
Destination Cape Breton [email protected] Lou Leith PO Box 1448 Sydney, NS B1P 6R7
Destination Eastern and Northumberland Shores [email protected] Cindy MacKinnon 980 East River Rd. New Glasgow, NS B2H 3S8
Destination Southwest Nova [email protected] Jeanette Joudrey PO Box 1390 Lunenburg, NS B0J 2C0
Halifax Regional Municipality – Community Development Civic [email protected] Billy Comer PO Box 1749 Halifax, NS B3J 3A5
Guidelines 2013 Festival & Events Marketing Program
4
The deadline for application is March 28, 2013. Ensure all details are provided. If you require additional space for responses, please attach another sheet.
1. Festival Information
Festival/Event Name:
Festival/Event Date(s):
Location (include county):
How Many Years has this Event Operated?
Event Website:
Name of Applicant/Sponsoring Group/Organization:
Organization Mailing Address:
Applicant/Sponsor/Organization Contact Number and Email:
2. Additional Contact Information
Contact Person:
Mailing Address:
Tel (home): Tel (business):
Email:
If approved, please make cheque payable to (non-profits only, no individuals):
Application2013 Festival & Events Marketing Program Nova Scotia Tourism Agency
Nova Scotia Tourism Agency
5
3. Festival/Event Details
Please describe the festival/event audience you are trying to attract.
What are the specific tourism goal(s) for this year’s festival/event and how will these goals be achieved?
How will results be measured?
Please provide a brief description of the proposed program and highlight any new activities for this year.
How will your festival or event be promoted? (Check all that apply and give details if needed.)
n TV n Newsprint n Posters
n Flyers n Visitor Guide n VICs/Welcome Centre
n Online Ads n Website n Social Media
n Radio n Public Service Announcements
Where will the festival/event be promoted?
n Tourism Region n Outside of Tourism Region
When will the promotion begin?
What is your estimated attendance?
How do you feel this event encourages tourists to extend their stay in your region?
Is there an activity delivered in French? Please list.
Application 2013 Festival & Events Marketing Program
6
4. Festival Budget
Please indicate that you have attached your pre-established budget and marketing plan.
n Enclosed
Have you received or applied for any other funding for this festival or event? n Yes n No If yes, please indicate other sources of funding:
Total Event Cost $
Cash from Public/Private Sector (confirmed at date of application) $
Total Marketing Budget $
Festivals & Events Grant Request (program maximum $3,000) $
Under the Tourism Marketing Partnership Program, an organization can apply only to one funding stream: Festival & Events Marketing Program or Tourism Experiences Marketing Program.
5. Authorizations
n I hereby certify that the information provided in this application is true, correct, and complete in every respect.
The personal information provided on this form and any attachments will be used for the purposes of administering the Festivals & Events Marketing Program. It is collected under the authority of Section 26(a) of the Freedom of Information and Protection of Privacy Act and is protected by the privacy provisions of the act. This information may be shared between the Nova Scotia Tourism Agency and your Regional Tourism Industry Association (RTIA) per the annual RTIA partnership agreement.
Successful applicants are to be advised that their organization name, project or event name (as noted on the application form), and approved funding amount may be disclosed in accordance with the departmental Routine Access Policy.
Signature of Authorized Official:
Date:
Please return this form and any attachments including
n financial statements showing last year’s expenditures
n current marketing plan
n this year’s budget, including proposed revenues and expenditures, and all funding resources and requests
For further information, please contact your local RTIA.
Application 2013 Festival & Events Marketing Program
7
1. Contact Information
Name of Applicant Organization (as listed with Joint Stocks):
Event:
Contact Person:
Mailing Address:
Tel: Fax:
Email:
Organization’s Web Address:
2. Festival Information
Brief overview of the project/event (attach copy):
How did you promote the event? Include list and attach copy:
Did you meet your specific tourism goals for this year’s festival/event? n Yes n No Outline goals and how they were achieved.
3. Additional Information
Who were your partners with this initiative and what was their level of support, both in-kind and monetary?
How were results measured?
Final Report2013 Festival & Events Marketing Program Nova Scotia Tourism Agency
Nova Scotia Tourism Agency
8
4. Attendance
What was estimated attendance? What was the actual attendance?
What percentage of attendees were tourists (outside 40 kms)? Include how attendance was determined.
5. Results
If this is a repeat or annual event, did you add any new components?
Were you satisfied with the marketing of the event? How could it be improved?
6. Supporting Financial DocumentationPlease provide financial documentation for funding support. This will include
• pre-established budget and if budget was met
• budget overview with revenue and expense statement
• copies of paid invoices for promotional activities and proof of payments
All promotional material produced with support from the Festivals & Events Marketing Program must carry the Nova Scotia visual identity/logo.
Please keep original invoices and proof of payments for projects funded by the Festival & Events Marketing Program for a minimum of three years.
If additional space is required, please attach further details.
Final Report 2013 Festival & Events Marketing Program
9
Authorizations
n I hereby certify that the above information is correct to the best of my knowledge.
The personal information provided on this form and any attachments will be used only for the purpose of administering the Festival & Events Marketing Program. It is collected under the authority of Section 26(a) of the Freedom of Information and Protection of Privacy Act and is protected by the privacy provisions of the act. This information may be shared between the Nova Scotia Tourism Agency and your Regional Tourism Industry Association (RTIA) or Halifax Regional Municipality (HRM), for the purpose of sharing advice and marketing information.
Successful applicants are advised that their organization name, project or event name (as noted on the application form), and approved funding amount may be disclosed in accordance with the departmental Routine Access Policy.
Signature of Authorized Official:
Date:
Final reports are due within 90 days of the completion of the festival or event. Please provide this copy and any relevant documents to your RTIA or HRM. Please see below for contact information:
Central Nova Tourist [email protected] Joyce Mingo 65 Treaty Trail Millbrook, NS B6L 1W3
Destination Cape Breton [email protected] Lou Leith PO Box 1448 Sydney, NS B1P 6R7
Destination Eastern and Northumberland Shores [email protected] Cindy MacKinnon 980 East River Rd. New Glasgow, NS B2H 3S8
Destination Southwest Nova [email protected] Jeanette Joudrey PO Box 1390 Lunenburg, NS B0J 2C0
Halifax Regional Municipality – Community Development Civic [email protected] Billy Comer PO Box 1749 Halifax, NS B3J 3A5
Final Report 2013 Festival & Events Marketing Program
