Co Op Advertising Program

Program at a Glance

Assist with Advertising and Marketing Expenses Only • 50% Match • Maximum Award: $3,000 for regionally-focused events and $1,000 for local events • Applications are due 60 days prior to the start of the event • Download the Fine Print and Guidelines Here

Application Timeline:

Submit Application – Applications are due 60 days prior to the start of the activity
Notice of Approval – Within 15 business days of the receipt of a successful application
Have a Successful Event – We want to ensure you have a great event, let us know how we can assist!
Submit Request for Reimbursement – Reimbursement form, related receipts, and proof of logo usage are due within 60 days after the completion of your event
Reimbursement Processed – Within 30 days of the receipt of the completed reimbursement request and materials you will receive your reimbursement check

Application Checklist:

Fill out application and budget worksheet – Complete all sections of the application. Attach extra sheets, if necessary. We understand this is your projected budget, and may change during the course of event planning. Just give us your best estimate.
Call the CVB or set up a meeting if you have any questions – Contact us with any questions you may have about the application, marketing ideas, and the support available to you for free.
Submit application – Submit at least 60 days before the start of your event. You will be notified within 15 days if your program has been approved.
Submit your event to the Visit Findlay Calendar – Go to VisitFindlay.com/Events to fill out the form.
Keep copies of all receipts, quotes, and invoices for eligible items – They must be attached to the Reimbursement Request for payment.
Submit reimbursement request – Submit no more than 60 days after the conclusion of the event or program. Must include your actual financial outcome, copies of receipts, and proof of logo usage on marketing and promotional materials.
Watch the mail – After review, your check will be processed within 30 days.

Co Op Advertising Application

Step 1 of 5

Name of Event/Program*
Event Date(s)*
Event Location*
Do you plan to market this event to the local community, regionally, or both?*
Organizing Group*
Contact Name*
First Last
Role in Organization*
Contact Phone Number*
Contact Email*
Mailing Address for Grant Correspondence*
Street Address Address Line 2 City State ZIP Code
Amount Requested:*

$2,000 maximum request for locally-focused events, $3,500 maximum request for regionally-marketed events. No more than 50% of total advertising budget.
Budgeted Event Advertising Expenses:*
Budgeted Total Event Expenses:*
Projected Total Event Revenue:*
What percentage of the organization’s total budget is for ear marked for advertising?*
Estimated Attendance:*

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Event Budget
Download a detailed worksheet to assist with organizing your budget at VisitFindlay.com
Projected Revenue
This section is to provide information about what funding has been secured for the event, and projected revenues.
(R1) Projected event income from sales*

Any income expected from tickets, merchandise, advertising or exhibitor spots, etc.
(R2) Projected event income from sponsorships or donations:*

Any income expected from organizations or individuals in the form of sponsorships or donations – not including this CVB request.
(R3) Total Expected Income before CVB Grant*

Add R1 to R2
(R4) Amount requested from CVB*

No more than half of the budgeted advertising expenses (E2) up to the eligible amount
(R5) Total Projected Revenue*

Add R3 to R4
Projected Expenses
This section is to provide information about how project funds will be spent.
General Expenses
May include facility costs, contract/professional fees, equipment, etc. Expenses not covered by Co Op Advertising Grant funds.
(E1) Total General Expenses*
Advertising and Marketing Expenses
Signage, advertising and media buys, creative development, postage, website, printed materials, up to $500 of promotional items, registration bags, etc. Expenses that ARE COVERED by Co Op Advertising Grant funds. Only cash expenses are matched, in-kind monetary amounts do not count toward matched Advertising & Marketing Expenses. Eligible expenses are listed in the Guidelines and Fine Print at the end of this application.
Add additional fields by clicking on the + button on right
Item Description Local or Non-Local Cost In-Kind
Upload a .pdf of budget, if preferred.
Max. file size: 50 MB.
(E2) Total Advertising and Marketing Expenses*
Reminder
This grant is for 50% matching funds. To receive the full amount of requested funds from the CVB, the Total Advertising and Marketing Cost above must equal twice the amount requested.

Local Focus Example: Requested $2,000. Total Eligible Expenditure Cost $4,000+

Regional or Larger Focus Example: Requested $3,500 Total Eligible Expenditure Cost $7,000+
(E3) Total Projected Expenses*

Add E1 to E2
Projected Net Revenue
Total Projected Revenue (R5)*
Total Projected Expenses (E3)*
Projected Net Revenue*

R5 - E3

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As part of our value added program we will share your information with our media partners so they can send you discounted opportunities for advertising and marketing. If you do not wish to have your information shared with our media partners please indicate so here:
- Please do not send my information to media partners.
Application Guidelines and Fine Print:
- Who May Apply: Any organization seeking to produce or promote an existing event or program that has the potential to create a positive image in the Findlay-Hancock County Area. In order to be considered for funding, all activities must be open to the general public or have non-exclusive membership. Preference will be given to non-profit organizations.
- Priority Areas: Applications meeting at least one of the four priority areas (Overnight Accommodations, Signature Events, Community Image Building and Hospitality Partnership Growth) will be considered. However, greater weight will be given to the applicants meeting multiple areas.
- Amount Requested and Use: This program is for Marketing and Advertising funds only (See list of eligible expenses below). Activities with a local focus may request up to $1,000 in 50% matching funds, and those with a regional or larger focus may request up to $3,000 in 50% matching funds. Only cash expenses are matched, in-kind monetary amounts do not count toward matched Advertising & Marketing Expenses. Payment is processed after Reimbursement Request, and copies of receipts and promotional materials are submitted. This grant may be combined with the Tourism Development, Tourism Growth or Tournament Builder programs.
- Marketing and Advertising expenditures covered by this grant may include:Radio spots, Print ads (newspaper, magazine, newsletter, etc.), Television, Website and social media advertising. Billboards, Event brochures flyers and posters, Postage and mailing fees, Promotional items (t-shirts, pens, etc.) limited to a $250 match, Other expenses as approved by the CVB
- Application: In order to be considered for funding, applicants must complete and submit the 2019 Co-Op Advertising Program Application, Budget Worksheet, and any supporting materials to the Hancock County Convention & Visitors Bureau 60 days prior to the event. Incomplete or late applications will not be considered for approval.
- Documentation and payment: A Reimbursement Request form will be provided to the organization along with approval notification, and is available at VisitFindlay.com. Proof of payment, paid invoices, copies of checks and original artwork or photographs of VisitFindlay logo in advertising materials must accompany the Reimbursement Request form in order to receive reimbursement. Email documentation separately if using online form.
- CVB Logo: The current Hancock County Convention & Visitors Bureau logo and/or website must clearly be presented in all marketing materials, press releases, and presentations. Failure to acknowledge the CVB in event promotions will disqualify the organization from receiving reimbursement funds. Failure to comply could also limit the organization’s ability to apply for future funding from the CVB. Correct Visit Findlay logos can be downloaded at VisitFindlay.com/VisitFindlaylogo or by emailing info@visitfindlay.com
- Special Circumstances: If the program or event is cancelled for any reason, all unused funds must be returned to the CVB. In the event your organization has special requests outside of the realm of the program guidelines, the CVB Grant Committee will review and present a recommendation to the CVB Advisory Board for approval. Applicants will be notified if special procedures are needed.
Signature*

An electronic signature above signifies that this document is complete, and all information within is accurate.
Title*
Date*
MM slash DD slash YYYY

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The Hancock County Convention & Visitors Bureau Advisory Board and Staff have the right to refuse any or all applications, if they are deemed outside the boundaries of the mission of the Convention & Visitors Bureau. * All decisions are final. *

*Disbursement of funds is dependent on budgetary limitations year-to-year*

Note: Completed application must be submitted no later than 60 days prior to the start of the event.

A complete application consists of: Completed original application form, completed Budget Worksheet, and supporting documents or other pertinent information for consideration, if applicable. Questions? Contact the CVB at 419.422.3315 or email info@VisitFindlay.com.

Co Op Advertising Program

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Program at a Glance

Application Timeline:

Application Checklist:

Co Op Advertising Application

Step 1 of 5

If you anticipate at least 30% of attendees are from outside of Hancock County and plan to apply for more than $2,000:

Event Budget

Projected Revenue

Projected Expenses

General Expenses

Advertising and Marketing Expenses

Reminder

Projected Net Revenue

Application Guidelines and Fine Print:

Item Description	Local or Non-Local	Cost	In-Kind