El Dorado Advertising & Promotion Commission Request Form

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Policy on Funding Requests & Application Procedure

1. Criteria of Request: Funding requests must show in writing and by presentation how the event or attraction fulfills the mission and purposes of the A & P Commission.

2.  Written Requests: Organizations requesting A & P funding in excess of $2,000 must
submit their request to the Commission no later than 60 days prior to the anticipated date the funds
will be needed. Organizations requesting funding less than $2,000 must have the completed application submitted to the A & P recorder no less than three (3) weeks before the next scheduled meeting. All requests must be submitted on the Commission's application form, but additional pages for explanations will be accepted. There may be no waiting period for requests under $2,000 unless the Commission is unclear as to the stated purpose of the event, the application of the requested funds or there are questions that cannot be answered by the requesting Organization at the time of the presentation. Nine (9) copies of the application will be presented to the Commission by the organization(s) making the request for funds and/or support.

3.  Economic Impact: Written requests must substantiate the economic impact of the proposed
event as it pertains to the mission of the A & P Commission. The primary question of concern to the Commission is “How many dollars will the event generate in the local economy?” The key criteria presented will include the following: a) Attraction of visitors and/or overnight guests. b) Economic impact (local spending). c) Potential for repeat business and return visitors. d) Improvement of city’s hospitality and overall public image.

4.  Events Plans & Details: The organization seeking support from the Commission will disclose details of the event or program at the time of their request for support, including but not limited to time lines and advertising schedule.

5.  Event Budget: The request will include an explanation of how the Advertising & Promotion funds will be administered by the requesting organization. The request is to include a detailed copy of the scheduled events’ previous year's A & P budget as well as a copy of the scheduled events’
 A & P budget for the current year.

6.  Payment of Invoices: The Commission will only allocate funds supported by vendor invoices. Funds will not be paid directly to an event organizer or the event unless appropriate invoices are presented. If the Advertising and Promotion of an event is handled through a recognized advertising agency, the Commission will honor that agency’s invoice(s), provided adequate support documentation is presented. All invoices for any approved request must be submitted to the Commission for payment no later than sixty (60) days after completion of the event. Events requiring numerous checks should hold invoices either to the end of the event or present invoices according to a schedule to be determined by the commissioners.

7.  Finance Report/Post Evaluation: The organization receiving Advertising & Promotion funding or support will provide within 60-days after the end of the event: a financial report, a survey/evaluation of the event with recommendations for improvements and expansions for future events, and a disclosure of other funding sources who participated by underwriting the event. All materials will be subject to the Freedom of Information Act.

8.  Year-to-Year Support: Advertising & Promotion Commission support of an annual event will under no circumstances obligate the Commission to continued support for the event in subsequent years. Organizations should not assume nor budget Commission support annually. The Commission reserves the right to discontinue funding or promotional support at any time it deems appropriate.

9. Debts: Organization bankruptcies or event deficits will not be covered by any A & P funds. The Commission will not "bail out" events that incur losses nor guaranty a profit to those events. It is the sole responsibility of the requesting organization to properly plan their event and manage their funds in a manner that demonstrates both fiscal accountability and management responsibility.

10.  Recognition: Organizations receiving support or funding by the El Dorado A & P Commission will credit the Commission in a manner approved by the Commission.

11.  Indemnification: Organizations must agree in writing to indemnify the El Dorado A & P
Commission for any liability associated with the organization and/or the event.