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2. Purpose

   The purpose of this program is to provide financial assistance to events that directly contribute to the growth, development, and promotion of tourism with the objective of increasing overnight lodging stays within the City of Forest Grove. The purpose of the guidelines is to provide requirements for the evaluation, administration, and acceptance of event sponsorship requests received by the City of Forest Grove.

4. Overview

   The City of Forest Grove allocates Transit Lodging Tax (TLT) dollars toward events that support the City’s goals, objectives and values; generate additional stays in the city’s hotels and motels, and can demonstrate a clear alignment with the tourism program’s purpose and objectives. The City reserves the right to decline any requests for sponsorship if the event does not meet the program criteria and guidelines, conflicts with the city’s goals, objectives and values, and/or is not in alignment with the tourism program’s purpose and objectives.

6. Review and Approval

   The Economic Development Office is responsible for administering the Tourism Program. Applicants must complete a Tourism Event Sponsorship Program application. City staff will prepare a memo outlining the applications and making funding recommendations for Council approval on the Consent Agenda.

8. Eligibility

   The Tourism Event Sponsorship Program is open to all businesses and non-profits located in the City of Forest Grove.

10. Criteria
    1. The event must be open to the general public.
    2. A portion of the expected attendees will likely travel from outside Forest Grove.  
    3. A portion of the expected attendees will likely stay overnight in Forest Grove.
    4. Application must be received at least 90 days in advance of the event. 
    5. If the event has sponsorship levels established, then the city will only award a sponsorship equal to or less than the maximum sponsorship level. Events without established sponsorship programs, the maximum award for the event shall be $2,000.
    6. The event organizer must produce marketing materials and include the City in those marketing materials. At a minimum, examples include a banner, website posting, social media posting, brochures, and other marketing materials. This requirement assures that the event organizer adequately publishes the event and recognizes the event sponsor(s).
    7. Organizations will only be awarded sponsorships up to an annual cap of $12,000
12. Review Considerations
    • Audience Demographics
    • Budget
    • Legal Compliance
    • Timing
    • Long-term Relationship Building
    • Post-Event Evaluation
    • Benefits and Visibility
    • Logistics and support
    • Potential Overnight Stays
    • Event History
    • Sponsorship Tiers
    • Customization of sponsorship packages
    • Measurement and analytics
13. Possible Expectations
    • Branding and Visibility - Logo placement on event promotional materials, including event website, banners, flyers, advertisements (digital and print), and signage.
    • Recognition during open and closing remarks, if applicable.
    • Booth or Exhibition Space - City may opt in to utilizing booth or exhibition space (at no cost to the city).
    • Advertising and Promotion - Advertisements in event programs and materials. Social Media mentions and promotions. Access to the event’s attendee/ticket contact information lists.
    • Access to Event Photos 
15. Acknowledement*

    1. Yes

    I have read all of the above listed information.

19. Event Name*
21. Group Name*
23. Contact Name*
25. Phone Number*
26. Email Address*
28. Contact Address*
30. City*
31. State*
32. Zip Code*
34. Requested Funding Amount*
35. Event Location*
37. Event Dates and Hours*
    Event Dates and Hours Start Date

    Event Dates and Hours Start Time

    —

    Event Dates and Hours End Date

    Event Dates and Hours End Time
39. Event Website*
40. Event Social Media Handles*

    List all that apply.

42. Describe the Event*
44. Describe your Marketing Plan Including Anticipated Reach*
46. Is the event open to the public?*

    1. Yes

    1. No
47. Are patron admission, entry or participant fees charged? *

    1. Yes

    1. No
49. Expected number of attendees:*
50. Will food be served or sold?*

    1. Yes

    1. No
52. Will alcohol be served or sold?*

    1. Yes

    1. No
53. Will there be product, merchandise or service sales?*

    1. Yes

    1. No
55. Will there be canopies or tents?*

    1. Yes

    1. No
56. Will there be amplified sound?*

    1. Yes

    1. No
58. Is the event open to minors?*

    1. Yes

    1. No
59. Are you seeking other sponsorships? *

    1. Yes
    2. No
61. Sponsorship Levels
63. Supporting Documentation (if any)
Leave This Blank:


65. 1. Receive an email copy of this form.
66. Email address

    This field is not part of the form submission.

67. Submit

* indicates a required field