Newton Convention & Visitors Bureau
Grant/Incentive Program
Application MUST be received at least 90 days prior to event
(The Newton Convention & Visitors Bureau grants a total of $3000.00 to projects within the calendar year, January 1st
through December 31st. Requests will be considered based on their merit and the availability of funds. As the grant dollars
are depleted, new applications will not be eligible for that calendar year.)
Complete this cover sheet and return it along with your application materials
Organization Name:____________________________________________________
Event Name:__________________________________________________________
Event Begin Date:__________________
Event End Date:_________________
Number of People Expected:_____________________________________________
Contact Person:_______________________________________________________
Organization/Business:_________________________________________________
Mailing Address:______________________________________________________
City, State, Zip:_______________________________________________________
Phone:___________________________
E-mail:________________________
Total Event Cost:$__________________
Total Eligible Costs*:$____________
Total requesting from Newton CVB Grant Program:$__________________________
Grant requests are limited to no more than 25% of eligible costs.
For Office Use Only:
Date Received:__________
Committee Reviewed:____
Board Reviewed:________
*See page 2 for a list of eligible costs
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Newton Convention & Visitors Bureau
Grant Program Guidelines
Grant Program Purpose:
To provide limited funds for assistance to groups in bringing additional overnight visitors
to Newton, Iowa.
Requirements:
 The organization must have a Federal Employer Identification Number in order to
apply (no exceptions will be made)
 All areas of the application must be completed
 Materials must be received by the deadline
 All funds awarded must be expended within 12 months of the date of the award
notification
 A copy of the project materials must be submitted to the CVB to have on record
Logo/Tagline Requirements:
 Projects MUST contain the Newton CVB logo, and/or tagline “This project
sponsored in part by the Newton Convention & Visitors Bureau.”
Eligible Costs:
 Eligible applicants are limited to meetings, conventions, and events/tournaments
that create tourism activity for the Newton area
 Eligible costs include design and production costs for brochures, fliers, posters,
direct mail pieces; postage costs for pre-meeting/convention mailings; design
and production and placement costs for newspaper, radio, magazine, or
television ads; signage (off-site only); bid costs to obtain tournaments;
convention motor coach rental to be used for local tours; transportation costs
between event location and lodging facilities
 Eligible costs DO NOT include speaker costs, door prizes, trophies/awards, costs
for referees, umpires, judges or officials, cost of lodging,
rental/meals/entertainment
 Priority will be given to start-up or expanding projects and to those projects with a
distribution/marketing focus outside of Newton that generate lodging revenue
Cost Reimbursement:
 Complete project cost information and current quoted estimates must be
provided with application. Funding may be withheld until estimates are received
by the Newton CVB
 Applicants must have accurate estimates and should apply for the amount
needed to fund the project versus applying for a higher amount in anticipation
that the grant will be reduced
 Grants are limited to a maximum of 25% of project costs or $1000 (whichever is
lowest). A cash match is required, in-kind contributions and staff costs cannot be
used as part of the cash match
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Newton Convention & Visitors Bureau
Grant Program Application Form
(incomplete applications will be disqualified)
Event Identification:
1.
What is the name of your event?_______________________________
Please give a brief description of your event:
2.
The grant can be used to fund marketing and promotion costs for
meetings, conventions, tournaments and events that create tourism
activity for Newton. What will your event promote? (please be specific)
3.
What other activities are planned in the community during your event? Do
you plan to integrate your event with these activities?
4.
It is recommended that you provide a draft or copy of a previous event
materials (i.e. promotional materials, agenda, registration form), which
would be similar to the one you are applying for. Is a sample of your
materials attached?
(please check one)
Yes_____ No_____
4.
Is this a first time event? Yes_____
No_____
5.
What services (paid or in-kind) are you receiving from the City of Newton?
Street Department:
Police Department:
Park & Recreation:
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Project Operating Budget:
1. List eligible costs below and reference to the attached estimates (quoted
estimates for all eligible costs must be included with application materials):
Vendor
Amount
Attachment #
2. List the source(s) of local match funds below. A signed letter of intent from
EACH funding source specifying the dollar amount committed to the project
must be submitted with this application. Even if you are matching the grant from
your own budget, a letter from your organization or business must still be
attached.
Source
Amount
Attachment #
3. Have you applied to, or plan to apply for, any other grant programs to fund
this project? If yes, specify which programs?
_____ No
_____ Yes
(please list grant program[s] and amount[s] below)
6.
The grant program is designed to be “seed money” to encourage growth
of meetings, conventions, tournaments and events that create tourism activity.
The grant program is not designed to be a continued funding source. Has your
organization/business received a grant from the Newton CVB in the past?
Yes_____
No_____
If you answered YES, please answer the following:
 Amount(s) of previous grant(s):$__________
 Date(s) of previous grant(s):_______________________
 What new marketing element will be implemented that was not part of
the project(s) in the past?
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Project Narrative: Specify how grant revenues will be used; how and where the event
will be promoted; and how the event is expected to impact overnight tourism in Newton,
Iowa.
Use of Grant Monies: Please describe your plan for where these grant monies will be
used; i.e. advertising, promotional items, etc. (quoted estimates must be included with
application materials - if applicable).
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Project Administration:
1.
The Newton CVB grant program is targeted at marketing events, meetings
and conferences, tournaments, etc. which will attract visitors to the Newton
Area and generate lodging revenue.
A. Where will the guests that are attracted by your event be coming from?
(please be specific)
B. What is the estimated number of people this event will bring to Newton?
Newton residents____________ Outside Newton________________
C. Estimate the number of lodging nights to be generated from this project:
# of nights_____ X # of rooms_____ = Total # of lodging nights_____
D. Number of hotel/motel rooms reserved/projected at:
Aerie Glen B&B
Americas Best Value Inn
AmericInn Lodge & Suites
Boulders Inn & Suites
Days Inn
EconoLodge Inn
Holiday Inn Express
Mid-Iowa Motel
Quality Inn
Super 8 Motel
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
2.
Will this be an annual project?
Yes_____
No_____
3.
If the Newton CVB is unable to fund this request, will the event take place or
what would have to be changed?
4.
How will you evaluate if your event was effective?
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Application Process:
Please sign and date this application. This application begins the process for grant
consideration and applicants will be notified within 60 days after the application is
received by the Newton CVB regarding their funding status.
I understand projects funded by the Newton Convention & Visitors Bureau Grant
Program must contain the Newton CVB logo and agree to comply with this
requirement
___________________________________
Signature of person completing application
__________________________
Date
Application Checklist:
____ Completed application form
____ Quoted estimate(s) attached
____ Draft or ‘mock-up’ is attached
Mail or deliver completed application to:
Newton Convention & Visitors Bureau
300 E. 17th St. S., Suite 400
Newton, IA 50208
Questions?
Contact Linda L. Bacon, Executive Director of the Newton Convention & Visitors Bureau
at 641-792-0299 or e-mail lindab@visitnewton.com
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Request for Reimbursement
Newton Convention and Visitors Bureau
Grant/Incentive Program
Complete this form and return with all supporting documentation to the Newton Convention and Visitors
Bureau after your event has taken place. Request for reimbursement must be made within 12 months
after the event or will not be accepted.
Applicant:______________________________________________________________
Project Coordinator: _____________________________________________________
Project Name: __________________________________________________________
Address:_______________________________________________________________
City:__________________________State:____Zip:____________________________
Phone: ___________________________________Fax:_________________________
E-mail: ________________________________________________________________
Total Grant Award Amount:
List all eligible expenses:
Vendor
Name/Address
Invoice
Number
Canceled Check
Number and Amount
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
(Please use additional page if necessary)
Check List:
___Copy (ies) of paid invoices
___Copy of advertisement(s)
___Copy (ies) of canceled check(s)
___ Project Evaluation
I certify all invoices and information submitted represent costs eligible for reimbursement
through the Newton Convention and Visitors Bureau grant program.
Project Coordinator
Date
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