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HomeMy WebLinkAboutAgenda_CVB_11.11.2021Notice of Meeting for the Conv ention and Visitors Bureau Adv isory Board of the City of Georgetown Nov ember 11, 2021 at 8:30 AM at Visitors Center Conference Room, 103 W. 7th Street T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A Welcome/C all to order – Karen S oeffker, C VB Board C hair B Disc ussion and possible action regarding approval of the S eptember 9, 2021, meeting minutes – Karen S oeffker, C VB Board C hair C Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for the Texas Bankers Assoc iation C ompliance & Update S chool (4/4/22-4/8/22) – C ari Miller, Touris m Manager D Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for the Texas Bankers Assoc iation C F O C onferenc e (6/14/22-6/18/22) - C ari M iller, Tourism M anager E Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for the Texas S oc iety of Assoc iation Executives Women’s S ummit 2022 (2/21/22-2/23/22) - C ari M iller, Tourism M anager F S taff R eport - C ari Miller, Tourism Manager Adjournment Adjournment Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily acc es s ible to the general public as required by law, on the _____ day of _________________, 2021, at __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. __________________________________ R obyn Dens more, C ity S ec retary Page 1 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Welc ome/C all to order – Karen S oeffker, C VB Board C hair IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: C ari Miller, Tourism Manager Page 2 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Dis cus s ion and pos s ible ac tion regarding approval of the S eptember 9, 2021, meeting minutes – Karen S oeffker, C VB Board C hair IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: C ari Miller, Tourism Manager Page 3 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Dis cus s ion and pos s ible ac tion to approve a Hotel C onference & Meeting G rant for the Texas Bankers As s ociation C omplianc e & Update S c hool (4/4/22-4/8/22) – C ari Miller, Tourism Manager IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: Hotel O c cupanc y Tax F unds Are Available S UB MIT T E D B Y: C ari Miller, Tourism Manager AT TAC H ME N T S: Description Type Grant Application Backup Material Page 4 of 29 Page 1 of 7 Program Description: The Georgetown Convention & Visitors Bureau’s (CVB) Hotel Conference & Meeting Grant program was created to help hotels bring meetings, conferences, and sports group business to hotel properties, thereby increasing hotel occupancy tax collections and economic impact for Georgetown. The intent of this program is to bring large-group room nights of 100 or more; however, smaller groups may be considered. Guidelines: 1. This program is available for meetings, conferences or tournaments booked by an organization in a Georgetown hotel that requires overnight guestroom accommodations. The grant can be applied to transportation within the city of Georgetown and/or to the Austin-Bergstrom International Airport to Georgetown, group/event food and non-alcoholic beverages at a Georgetown hotel or restaurant, meeting audiovisual fees at a Georgetown hotel or event space, and meeting room rental fees at a Georgetown hotel or event space. Any exceptions must be approved by the Georgetown CVB Advisory Board. 2. Organizations must submit an application through a Georgetown hotel for approval from the Georgetown CVB Advisory Board. Prior to approval by the Georgetown CVB Advisory Board, there is no guarantee of grant funds. Georgetown hotels can discuss the grant program with organizations but cannot make any guarantees or confirmations unless approved by the Georgetown CVB Advisory Board. 3. Groups will be considered based on the application, size, needs, season, etc. 4. A minimum of 25 sleeping rooms per night for two or more nights are expected/booked at a Georgetown hotel are required to receive a Hotel Conference & Meeting grant. Final grant amount will depend on hotel room nights actualized (as proven by receipts or confirmation from hotel databases) and not what was expected or originally booked. If the meeting or conference actualizes below 25 sleeping rooms per night for two nights, the Georgetown CVB Advisory Board reserves the right to refuse or cancel funding. Hotel Conference & Meeting Grant Program Page 5 of 29 Page 2 of 7 5. The Georgetown CVB is not responsible for booking the meeting, conference, or any of the services the grant can be applied to as previously mentioned for any group receiving grant funding. This remains the responsibility of the meeting planner. 6. Since rapid response time to a meeting planner’s request for proposal (RFP) is crucial to win business, the Georgetown CVB Advisory Board will review and act on the grant request at the next scheduled meeting. At minimum, approvals will take at least 96 hours from submission as the fastest the Georgetown CVB Advisory Board can host a special meeting is within 72 hours. 7. Social events (family/class reunions, weddings, holiday parties and other social groups), local corporate- based groups, and local sports teams are not eligible to receive financial support through this grant program. The Georgetown CVB Advisory Board will make the final determination if the event is a social event or not. 8. Compliance to Texas Hotel Occupancy Tax state grant rules and regulations is required. According to the Handbook on Economic Development Laws for Texas Cities, the use of HOT revenue is limited to expenditures that meet the following two-part test:  First, every expenditure must directly enhance and promote tourism and the convention and hotel industry. In other words, the expenditure must be likely to attract visitors from outside Georgetown into the city or its vicinity. If the expenditure is not reasonably likely to accomplish this result, it will not be funded by HOT revenues.  Second, expenditures must clearly fit into one of six statutory categories shown below: Expenditure Categories. 1. Funding the establishment, improvement or maintenance of a convention center or visitor information center. 2. Paying the administrative costs for facilitating convention registration. 3. Paying for tourism-related advertising and promotion of the city or its vicinity. 4. Funding programs that enhance the arts. 5. Funding historical restoration or preservation programs. 6. Sporting events which majority of participants are tourists in cities located in a county with a population of a million or less 7. Funding transportation systems for tourist 8. Signage directing tourists to sights and attractions that are visited frequently by hotel guests in the municipality. To view the Texas Hotel Occupancy Tax in its entirety, click the link below: http://www.statutes.legis.state.tx.us/Docs/TX/htm/TX.351.htm Financials: 1. The Georgetown CVB will track and monitor all group grants used. 2. The Georgetown CVB requires a grant request form/application to be completed through a hotel in order to be considered and approved for funding. Page 6 of 29 Page 3 of 7 3. The event/meeting name, date(s), number of attendees, room block pattern and contact name(s) must be provided on the grant application submitted to the Georgetown CVB. The Georgetown CVB will not release any information contained within the grant application to other hotels. 4. Payment of grant will not be made until the end of the event, reports of consumed room nights, receipt from a hotel, transportation provider, or Georgetown restaurant, and any other financial documents have been provided to the Georgetown CVB. 5. If the group generated less room nights than what was originally estimated on the application, the reimbursement funds will be reduced based on program guidelines. 6. Payment of amount agreed upon in the grant application will be made to the booking by the Georgetown CVB once the required post-event paperwork is finalized. 7. No more than $2,500.00 will be paid to any one group by the Georgetown CVB in any one fiscal year. Any exceptions must be approved by the Georgetown CVB Advisory Board. Page 7 of 29 Page 4 of 7 Grant Application Form Section 1: General Information Event/Meeting Name _ Organization Name _ Organization Address City State Zip Contact Name Contact Phone Contact Email Event Dates Event Location/City Section 2: Event Information/Classification _ _ Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak Section 3: Event Description _ Section 4: Funds Use Description _ Page 8 of 29 Page 5 of 7 Section 5: Reporting Reports from hotel(s) must be submitted to the Georgetown Convention & Visitors Bureau no later than 15 working days after the event. These reports are subject to audit. Your final report must include actual hotel rooms consumed, estimated hotel tax collected, likelihood of return, and any other pertinent information. Organization / Event Name: Please provide supporting narrative below: Page 9 of 29 Page 6 of 7 SECTION 6: CERTIFICATION I certify that the information contained in this grant application is complete and accurate, and that it fully discloses the scope and intent of my request for funding from the Georgetown Convention & Visitors Bureau Grant Program. I agree to comply with the Georgetown CVB’s requests for information regarding the use of awarded funds and to provide access to accounting records related to these funds. I acknowledge that, if expenditure of funds is approved, such approval will be for transportation expenditures which must be adhered to within the maximum approved amount. This application is made for the sole purpose of receiving grant funding under the Georgetown CVB Hotel Conference & Meeting Program. The information contained in this grant application is true to the best of my knowledge and belief. I understand that it is unlawful for a person to willfully and knowingly make or cause to be made, or assist, conspire with or urge another to make or cause to be made, any false, fraudulent or misleading oral or written statement to obtain grant funds as provided by this program. I accept and agree to be bound by the terms and conditions of this grant program as administered by the Georgetown CVB in compliance with current federal, state and local laws. Applicant Name Title Hotel Property Organization / Event requesting Transportation Grant Signature Date Page 10 of 29 Page 7 of 7 Section 7: Grant Evaluation Criteria The following criteria will be used to establish a priority for the awarding of grants. In the space provided, please type your answer to each question. Be as brief as possible. Why is this piece of business important to your hotel? Provide any other reasons why you are seeking grant funding for this business. (e.g. slow season, good peak, possible return in rotation cycle for future business, etc.) How many total overnight stays will be generated from this meeting or event? What other area(s) and/or hotel(s) are competing for this business? Identify the amount of room revenue, as well as any other revenues generated. (e.g. food & beverage, free dining night out, rentals, etc.) What concessions, discount assistance have you already offered? Specify in-kind or dollar amount. Room Block per Day Room Rate Room Revenue Organization / Event Name: Please attach supporting documentation, including a Request for Proposal (RFP), area proposals, competition, etc. All applications will be evaluated by the Georgetown CVB. Once submitted, the awarding of a grant will be communicated to the property. Page 11 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Dis cus s ion and pos s ible ac tion to approve a Hotel C onference & Meeting G rant for the Texas Bankers As s ociation C F O C onference (6/14/22-6/18/22) - C ari M iller, Tourism M anager IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: Hotel O c cupanc y Tax F unds Are Available S UB MIT T E D B Y: C ari Miller, Tourism Manager AT TAC H ME N T S: Description Type Grant Application Backup Material Page 12 of 29 Page 1 of 7 Program Description: The Georgetown Convention & Visitors Bureau’s (CVB) Hotel Conference & Meeting Grant program was created to help hotels bring meetings, conferences, and sports group business to hotel properties, thereby increasing hotel occupancy tax collections and economic impact for Georgetown. The intent of this program is to bring large-group room nights of 100 or more; however, smaller groups may be considered. Guidelines: 1.This program is available for meetings, conferences or tournaments booked by an organization in a Georgetown hotel that requires overnight guestroom accommodations. The grant can be applied to transportation within the city of Georgetown and/or to the Austin-Bergstrom International Airport to Georgetown, group/event food and non-alcoholic beverages at a Georgetown hotel or restaurant, meeting audiovisual fees at a Georgetown hotel or event space, and meeting room rental fees at a Georgetown hotel or event space. Any exceptions must be approved by the Georgetown CVB Advisory Board. 2.Organizations must submit an application through a Georgetown hotel for approval from the Georgetown CVB Advisory Board. Prior to approval by the Georgetown CVB Advisory Board, there is no guarantee of grant funds. Georgetown hotels can discuss the grant program with organizations but cannot make any guarantees or confirmations unless approved by the Georgetown CVB Advisory Board. 3.Groups will be considered based on the application, size, needs, season, etc. 4.A minimum of 25 sleeping rooms per night for two or more nights are expected/booked at a Georgetown hotel are required to receive a Hotel Conference & Meeting grant. Final grant amount will depend on hotel room nights actualized (as proven by receipts or confirmation from hotel databases) and not what was expected or originally booked. If the meeting or conference actualizes below 25 sleeping rooms per night for two nights, the Georgetown CVB Advisory Board reserves the right to refuse or cancel funding. Hotel Conference & Meeting Grant Program Page 13 of 29 Page 2 of 7 5.The Georgetown CVB is not responsible for booking the meeting, conference, or any of the services the grant can be applied to as previously mentioned for any group receiving grant funding. This remains the responsibility of the meeting planner. 6.Since rapid response time to a meeting planner’s request for proposal (RFP) is crucial to win business, the Georgetown CVB Advisory Board will review and act on the grant request at the next scheduled meeting. At minimum, approvals will take at least 96 hours from submission as the fastest the Georgetown CVB Advisory Board can host a special meeting is within 72 hours. 7.Social events (family/class reunions, weddings, holiday parties and other social groups), local corporate- based groups, and local sports teams are not eligible to receive financial support through this grant program. The Georgetown CVB Advisory Board will make the final determination if the event is a social event or not. 8.Compliance to Texas Hotel Occupancy Tax state grant rules and regulations is required. According to the Handbook on Economic Development Laws for Texas Cities, the use of HOT revenue is limited to expenditures that meet the following two-part test: First, every expenditure must directly enhance and promote tourism and the convention and hotel industry. In other words, the expenditure must be likely to attract visitors from outside Georgetown into the city or its vicinity. If the expenditure is not reasonably likely to accomplish this result, it will not be funded by HOT revenues. Second, expenditures must clearly fit into one of six statutory categories shown below: Expenditure Categories. 1.Funding the establishment, improvement or maintenance of a convention center or visitor information center. 2.Paying the administrative costs for facilitating convention registration. 3.Paying for tourism-related advertising and promotion of the city or its vicinity. 4.Funding programs that enhance the arts. 5.Funding historical restoration or preservation programs. 6.Sporting events which majority of participants are tourists in cities located in a county with a population of a million or less 7.Funding transportation systems for tourist 8.Signage directing tourists to sights and attractions that are visited frequently by hotel guests in the municipality. To view the Texas Hotel Occupancy Tax in its entirety, click the link below: http://www.statutes.legis.state.tx.us/Docs/TX/htm/TX.351.htm Financials: 1.The Georgetown CVB will track and monitor all group grants used. 2.The Georgetown CVB requires a grant request form/application to be completed through a hotel in order to be considered and approved for funding. Page 14 of 29 Page 3 of 7 3.The event/meeting name, date(s), number of attendees, room block pattern and contact name(s) must be provided on the grant application submitted to the Georgetown CVB. The Georgetown CVB will not release any information contained within the grant application to other hotels. 4.Payment of grant will not be made until the end of the event, reports of consumed room nights, receipt from a hotel, transportation provider, or Georgetown restaurant, and any other financial documents have been provided to the Georgetown CVB. 5.If the group generated less room nights than what was originally estimated on the application, the reimbursement funds will be reduced based on program guidelines. 6.Payment of amount agreed upon in the grant application will be made to the booking by the Georgetown CVB once the required post-event paperwork is finalized. 7.No more than $2,500.00 will be paid to any one group by the Georgetown CVB in any one fiscal year. Any exceptions must be approved by the Georgetown CVB Advisory Board. Page 15 of 29 Page 4 of 7 Grant Application Form Section 1: General Information Event/Meeting Name _ Organization Name _ Organization Address City State Zip Contact Name Contact Phone Contact Email Event Dates Event Location/City Section 2: Event Information/Classification _ _ Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak Section 3: Event Description _ Section 4: Funds Use Description _ Page 16 of 29 Page 5 of 7 Section 5: Reporting Reports from hotel(s) must be submitted to the Georgetown Convention & Visitors Bureau no later than 15 working days after the event. These reports are subject to audit. Your final report must include actual hotel rooms consumed, estimated hotel tax collected, likelihood of return, and any other pertinent information. Organization / Event Name: Please provide supporting narrative below: Page 17 of 29 Page 6 of 7 SECTION 6: CERTIFICATION I certify that the information contained in this grant application is complete and accurate, and that it fully discloses the scope and intent of my request for funding from the Georgetown Convention & Visitors Bureau Grant Program. I agree to comply with the Georgetown CVB’s requests for information regarding the use of awarded funds and to provide access to accounting records related to these funds. I acknowledge that, if expenditure of funds is approved, such approval will be for transportation expenditures which must be adhered to within the maximum approved amount. This application is made for the sole purpose of receiving grant funding under the Georgetown CVB Hotel Conference & Meeting Program. The information contained in this grant application is true to the best of my knowledge and belief. I understand that it is unlawful for a person to willfully and knowingly make or cause to be made, or assist, conspire with or urge another to make or cause to be made, any false, fraudulent or misleading oral or written statement to obtain grant funds as provided by this program. I accept and agree to be bound by the terms and conditions of this grant program as administered by the Georgetown CVB in compliance with current federal, state and local laws. Applicant Name Title Hotel Property Organization / Event requesting Transportation Grant Signature Date Page 18 of 29 Page 7 of 7 Section 7: Grant Evaluation Criteria The following criteria will be used to establish a priority for the awarding of grants. In the space provided, please type your answer to each question. Be as brief as possible. Why is this piece of business important to your hotel? Provide any other reasons why you are seeking grant funding for this business. (e.g. slow season, good peak, possible return in rotation cycle for future business, etc.) How many total overnight stays will be generated from this meeting or event? What other area(s) and/or hotel(s) are competing for this business? Identify the amount of room revenue, as well as any other revenues generated. (e.g. food & beverage, free dining night out, rentals, etc.) What concessions, discount assistance have you already offered? Specify in-kind or dollar amount. Room Block per Day Room Rate Room Revenue Organization / Event Name: Please attach supporting documentation, including a Request for Proposal (RFP), area proposals, competition, etc. All applications will be evaluated by the Georgetown CVB. Once submitted, the awarding of a grant will be communicated to the property. Page 19 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Dis cus s ion and pos s ible ac tion to approve a Hotel C onference & Meeting G rant for the Texas S ociety of As s ociation Exec utives Women’s S ummit 2022 (2/21/22-2/23/22) - C ari M iller, Tourism M anager IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: Hotel O c cupanc y Tax F unds Are Available S UB MIT T E D B Y: C ari Miller, Tourism Manager AT TAC H ME N T S: Description Type Grant Application Backup Material Page 20 of 29 Page 1 of 7 Program Description: The Georgetown Convention & Visitors Bureau’s (CVB) Hotel Conference & Meeting Grant program was created to help hotels bring meetings, conferences, and sports group business to hotel properties, thereby increasing hotel occupancy tax collections and economic impact for Georgetown. The intent of this program is to bring large-group room nights of 100 or more; however, smaller groups may be considered. Guidelines: 1. This program is available for meetings, conferences or tournaments booked by an organization in a Georgetown hotel that requires overnight guestroom accommodations. The grant can be applied to transportation within the city of Georgetown and/or to the Austin-Bergstrom International Airport to Georgetown, group/event food and non-alcoholic beverages at a Georgetown hotel or restaurant, meeting audiovisual fees at a Georgetown hotel or event space, and meeting room rental fees at a Georgetown hotel or event space. Any exceptions must be approved by the Georgetown CVB Advisory Board. 2. Organizations must submit an application through a Georgetown hotel for approval from the Georgetown CVB Advisory Board. Prior to approval by the Georgetown CVB Advisory Board, there is no guarantee of grant funds. Georgetown hotels can discuss the grant program with organizations but cannot make any guarantees or confirmations unless approved by the Georgetown CVB Advisory Board. 3. Groups will be considered based on the application, size, needs, season, etc. 4. A minimum of 25 sleeping rooms per night for two or more nights are expected/booked at a Georgetown hotel are required to receive a Hotel Conference & Meeting grant. Final grant amount will depend on hotel room nights actualized (as proven by receipts or confirmation from hotel databases) and not what was expected or originally booked. If the meeting or conference actualizes below 25 sleeping rooms per night for two nights, the Georgetown CVB Advisory Board reserves the right to refuse or cancel funding. Hotel Conference & Meeting Grant Program Page 21 of 29 Page 2 of 7 5. The Georgetown CVB is not responsible for booking the meeting, conference, or any of the services the grant can be applied to as previously mentioned for any group receiving grant funding. This remains the responsibility of the meeting planner. 6. Since rapid response time to a meeting planner’s request for proposal (RFP) is crucial to win business, the Georgetown CVB Advisory Board will review and act on the grant request at the next scheduled meeting. At minimum, approvals will take at least 96 hours from submission as the fastest the Georgetown CVB Advisory Board can host a special meeting is within 72 hours. 7. Social events (family/class reunions, weddings, holiday parties and other social groups), local corporate- based groups, and local sports teams are not eligible to receive financial support through this grant program. The Georgetown CVB Advisory Board will make the final determination if the event is a social event or not. 8. Compliance to Texas Hotel Occupancy Tax state grant rules and regulations is required. According to the Handbook on Economic Development Laws for Texas Cities, the use of HOT revenue is limited to expenditures that meet the following two-part test:  First, every expenditure must directly enhance and promote tourism and the convention and hotel industry. In other words, the expenditure must be likely to attract visitors from outside Georgetown into the city or its vicinity. If the expenditure is not reasonably likely to accomplish this result, it will not be funded by HOT revenues.  Second, expenditures must clearly fit into one of six statutory categories shown below: Expenditure Categories. 1. Funding the establishment, improvement or maintenance of a convention center or visitor information center. 2. Paying the administrative costs for facilitating convention registration. 3. Paying for tourism-related advertising and promotion of the city or its vicinity. 4. Funding programs that enhance the arts. 5. Funding historical restoration or preservation programs. 6. Sporting events which majority of participants are tourists in cities located in a county with a population of a million or less 7. Funding transportation systems for tourist 8. Signage directing tourists to sights and attractions that are visited frequently by hotel guests in the municipality. To view the Texas Hotel Occupancy Tax in its entirety, click the link below: http://www.statutes.legis.state.tx.us/Docs/TX/htm/TX.351.htm Financials: 1. The Georgetown CVB will track and monitor all group grants used. 2. The Georgetown CVB requires a grant request form/application to be completed through a hotel in order to be considered and approved for funding. Page 22 of 29 Page 3 of 7 3. The event/meeting name, date(s), number of attendees, room block pattern and contact name(s) must be provided on the grant application submitted to the Georgetown CVB. The Georgetown CVB will not release any information contained within the grant application to other hotels. 4. Payment of grant will not be made until the end of the event, reports of consumed room nights, receipt from a hotel, transportation provider, or Georgetown restaurant, and any other financial documents have been provided to the Georgetown CVB. 5. If the group generated less room nights than what was originally estimated on the application, the reimbursement funds will be reduced based on program guidelines. 6. Payment of amount agreed upon in the grant application will be made to the booking by the Georgetown CVB once the required post-event paperwork is finalized. 7. No more than $2,500.00 will be paid to any one group by the Georgetown CVB in any one fiscal year. Any exceptions must be approved by the Georgetown CVB Advisory Board. Page 23 of 29 Page 4 of 7 Grant Application Form Section 1: General Information Event/Meeting Name _ Organization Name _ Organization Address City State Zip Contact Name Contact Phone Contact Email Event Dates Event Location/City Section 2: Event Information/Classification _ _ Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak Section 3: Event Description _ Section 4: Funds Use Description _ Page 24 of 29 Page 5 of 7 Section 5: Reporting Reports from hotel(s) must be submitted to the Georgetown Convention & Visitors Bureau no later than 15 working days after the event. These reports are subject to audit. Your final report must include actual hotel rooms consumed, estimated hotel tax collected, likelihood of return, and any other pertinent information. Organization / Event Name: Please provide supporting narrative below: Page 25 of 29 Page 6 of 7 SECTION 6: CERTIFICATION I certify that the information contained in this grant application is complete and accurate, and that it fully discloses the scope and intent of my request for funding from the Georgetown Convention & Visitors Bureau Grant Program. I agree to comply with the Georgetown CVB’s requests for information regarding the use of awarded funds and to provide access to accounting records related to these funds. I acknowledge that, if expenditure of funds is approved, such approval will be for transportation expenditures which must be adhered to within the maximum approved amount. This application is made for the sole purpose of receiving grant funding under the Georgetown CVB Hotel Conference & Meeting Program. The information contained in this grant application is true to the best of my knowledge and belief. I understand that it is unlawful for a person to willfully and knowingly make or cause to be made, or assist, conspire with or urge another to make or cause to be made, any false, fraudulent or misleading oral or written statement to obtain grant funds as provided by this program. I accept and agree to be bound by the terms and conditions of this grant program as administered by the Georgetown CVB in compliance with current federal, state and local laws. Applicant Name Title Hotel Property Organization / Event requesting Transportation Grant Signature Date Page 26 of 29 Page 7 of 7 Section 7: Grant Evaluation Criteria The following criteria will be used to establish a priority for the awarding of grants. In the space provided, please type your answer to each question. Be as brief as possible. Why is this piece of business important to your hotel? Provide any other reasons why you are seeking grant funding for this business. (e.g. slow season, good peak, possible return in rotation cycle for future business, etc.) How many total overnight stays will be generated from this meeting or event? What other area(s) and/or hotel(s) are competing for this business? Identify the amount of room revenue, as well as any other revenues generated. (e.g. food & beverage, free dining night out, rentals, etc.) What concessions, discount assistance have you already offered? Specify in-kind or dollar amount. Room Block per Day Room Rate Room Revenue Organization / Event Name: Please attach supporting documentation, including a Request for Proposal (RFP), area proposals, competition, etc. All applications will be evaluated by the Georgetown CVB. Once submitted, the awarding of a grant will be communicated to the property. Page 27 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: S taff R eport - C ari Miller, Touris m Manager IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: C ari Miller, Tourism Manager Page 28 of 29 City of Georgetown, Texas Convention and Visitors Bureau November 11, 2021 S UB J E C T: Adjournment IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: C ari Miller, Tourism Manager Page 29 of 29