Convention & Visitors Bureau Sponsorship Application

2. 
4. CONVENTION AND VISITORS’ BUREAU SPONSORSHIP PROGRAM

   The City of El Reno and the El Reno Convention and Visitors Bureau Board support events that have a significant economic impact on the City of El Reno. Applicants will need to describe how their event promotes overnight stays, generates sales tax, and utilizes El Reno lodging and venues. 

   The sponsorship program is supported by a lodging tax of 4.5% that was approved by the voters of El Reno. By the approved Ordinance, the Lodging Tax revenue shall be set aside and used exclusively as follows: 

   1. Sixty percent shall be used solely for the purpose of capital projects and maintenance and marketing thereof, and the projects must be designed primarily for economic development and tourism; and 
   2. Forty percent shall be used exclusively for the purpose of tourism promotion, which shall be defined as:
      1. Encouraging, promoting, and fostering visitor and tourism conventions, conferences, and tourism development in the City.
      2. Solicitation of visitor attractions, events, tourism, conferences, conventions, and meetings in the City. 

   OVERVIEW

   • The El Reno Convention and Visitors Bureau Board will review applications year-round on a case-by-case basis during their monthly meetings. 
   • Applicants must submit a completed application with all required supplemental documentation to be considered for funding. 
   • Funding decisions will be based primarily on the event’s overall economic impact on the City of El Reno. The number of overnight stays and the community impact of the event will also be considered. 
   • It is recommended that applicants submit their applications 90 days or more before the scheduled event date. 
   • A post-event evaluation is to be completed within 60 days following the event date. 
   • All sponsorships are issued for one year; multi-year sponsorship commitments will not be considered. 
   • Sponsorship recipients are required to return all funds from the City of El Reno if the event is cancelled for any reason. 

    

   All sponsorship applications are reviewed and approved by the El Reno Convention and Visitors Bureau Board. The board will consider such factors as:

   • Scope of the event (size, duration, facilities utilized)
   • Overall economic impact
   • Community impact
   • Number of potential overnight stays in El Reno generated by the event

   This is not a source of permanent funding. The City of El Reno and the El Reno Convention and Visitors Bureau Board reserve the right to deny funding requests from year to year for any reason. Submission of an application does not guarantee funding. 

   APPLICATION PROCESS

   All groups approved for a sponsorship through this program will be required to submit an IRS W-9 Tax Form before invoices can be processed. 

   All groups receiving funding through this program will be required to complete a post-event evaluation. This evaluation should be submitted no later than 60 days following the event. 

6. Event Information
8. Event Name*
10. Event Website (If applicable)*
12. Company/Organization Name*
14. Event Type*
16. Event Date(s)*
    Event Date(s) Start Date

    —

    Event Date(s) End Date
18. Description of Event *

    (history, target audience, growth-past or future, fixed location or does it rotate, etc.)

20. Is this event open to the public?*

    1. Yes
    2. No
22. Tickets Required?*

    1. Yes
    2. No
24. Ticket Cost (If applicable)
26. Lodging and Venue Partners
28. List El Reno Hotels and/or other venues you are working with (vacation homes, RV Parks...):
30. How will you encourage participants to stay in El Reno accomodations?

    1. Promote on website with a link
    2. Send an email with links to El Reno lodging to participants/supporters
    3. Other (specify below)
32. Other
34. El Reno venues being utilized during your event?
36. Sponsorship Information
38. Are sponsorship packages available?*

    1. Yes
    2. No
40. If yes, please attach sponsorship documents
42. Sponsorship amount requested: $*
44. How will the sponsorship funds benefit your event? *
46. What benefits and exposure will the City of El Reno receive as a sponsor?

    Select all that apply 

    1. Welcome group (in person, letter)
    2. Provide materials (rack card, visitor guide, etc)
    3. City of El Reno logo with link on website
    4. Program ads (if appliable)
    5. Email promotion
    6. Social media tags
    7. VIP tickets
    8. Other (specify below)
48. Other
50. Economic Impact
52. Anticipated number of participants/supporters:*
54. Percentage Local:*
56. Percentage Nonlocal *
58. Approximately how many nights will your average participant/supporter stay in El Reno accommodations??*
60. Contact Information
62. First Name*
63. Last Name*
65. Email:*
66. Primary Phone:*
68. Cell Phone:
69. Affiliation with Organization:*
71. Organization Information
73. Business or Organization:*
75. Address
77. City*
78. State*
79. Zip Code*
81. Business Contact*
82. Phone Number*
84. Email Address*
86. All sponsorship requests must submit a W-9.

    I agree and understand that by signing the Electronic Signature Acknowledgement and Consent Form, that all electronic signatures are the legal equivalent to my manual/handwritten signature, and I consent to be legally bound to this agreement. I agree to return all funds received from the City of El Reno if the event is cancelled for any reason. 

88. Please attach current W-9*
90. Electronic Signature Agreement

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

    1. I agree.
92. Electronic Signature
Leave This Blank:


94. 1. Receive an email copy of this form.
95. Email address

    This field is not part of the form submission.

96. Submit Submit and Print

* indicates a required field