| | MeetingsPG Hosting Grant
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Applications are not being accepted for the remainder of 2020 due to the COVID-19 pandemic.
The MeetingsPG Hosting Grant supports non-profit organizations hosting conferences, conventions, and/or trade shows that attract participants and visitors to Prince George and showcases the community while contributing to the local economy.
Funding assistance will be in the form of a sponsorship grant. The grant amount will be determined by the number of paid accommodation room nights in Prince George that result directly from the conference, convention, or trade show.
Questions? For more information, contact:
Email:
communitygrants@princegeorge.ca
Phone: 311
Eligibility Applicant Eligibility- Be a registered non-profit organization that is in good standing with and located in the Prince George. Partnerships with a local non-profit may be considered.
- Demonstrate financial and organizational capacity to host the event for which funding is sought.
- Be in good financial standing with the City of Prince George. Organizations with outstanding receivables with the City are not eligible.
- Provide event details including:
- Purpose
- Objectives
- Delegate profile
- Timelines
- Budget
Event Eligibility- Be a conference, convention, or trade show that takes place over the course of more than one day.
- Attract a significant number of out-of-town delegates that require a minimum total of 50 nights of paid accommodation in Prince George.
Ineligible Events- Events that have already occurred.
- Events that are not hosted by a non-profit organization that is either located in Prince George or represented by a local resident or residents.
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Funding will not be provided to support conference, convention, or trade show bidding processes.
Additional Criteria- Be able to document local economic impact.
- Be able to provide documentation to verify the number of paid accommodation room nights that result directly from the conference, convention, or trade show.
- Demonstrate sufficient organizational capacity to host the conference, convention, or trade show for which funding is sought.
- Agree to include the City of Prince George logo on any printed materials, the event website, and social media (where applicable). Exposure must be at the same level or greater than other funders of equal value. Contact the City for logos that meet brand standards.
- Agree to provide a minimum of three (3) high-resolution photographs - with required copyright permissions - for promotional/educational use by the City of Prince George.
- Agree to provide a final report within 60 days of the event's completion.
Other Application Information- The City of Prince George reserves the right to request additional information at any point during the grant application process.
- The City recognises some conferences, conventions, and trade shows may present unique opportunities and challenges that are not addressed by grant requirements. In exceptional circumstances, the City of Prince George may adjust the criteria.
Applications will be reviewed to ensure eligibility requirements and additional criteria - as outlined above - are met. The City of Prince George reserves the right to deny funding requests for events that may, in its sole opinion, conflict with community standards.
Funding Details Funding assistance will be in the form of a sponsorship grant. The grant amount will be determined by the number of paid accommodation room nights in Prince George that result directly from the conference, convention, or trade show.
The following funding guidelines will apply (the City reserves the right to adjust allocations where necessary):
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Up to $500 per event for 50 to 100 total paid accommodation room nights.
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Up to $2,500 per event for 101 to 300 total paid accommodation room nights.
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Up to $5,000 per event for 301 to 500 total paid accommodation room nights.
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Up to $7,500 per event for 501 or more total paid accommodation room nights.
If a grant application is approved, successful recipients will receive 50 per cent of the funding before the event. The exact amount of the remaining funding will be determined after the event is complete and the total number of paid accommodation nights used by delegates is confirmed by event organizers. A final report that includes documentation to support the number of paid accommodation nights will be required within 60 days after the event.
Event organizers are responsible for collecting names and addresses of event participants as well as participant consent to share their personal information with the City of Prince George. The City reserves the right to access delegate registration information for the purpose of verifying the total number of paid accommodation nights used by event participants.
Application Forms
Please ensure all grant criteria and eligibility requirements are met before completing the form and all information requested in the application is included at the time of submission.
- Applications are not being accepted for the remainder of 2020 due to the COVID-19 pandemic.
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Applications accepted throughout the year.
The SportPG Grant financially supports local non-profit organizations that host sporting events which attract participants and visitors to Prince George. The adjudication process may take up to eight (8) weeks for applications that are complete and in order. Approved grants are in line with, "This is SportPG" missions and goals, a strategy developed in partnership between the Tourism Prince George and the City of Prince George.
The Adjudication Committee consists of staff members from Tourism Prince George and the City of Prince George.
Tourism Prince George has also created a "Sport Event Sponsorship Tool Kit" to help organizations that are looking to host an event secure sponsorship.
Eligibility Applicant Eligibility - Be a registered non-profit organization that is in good standing and located in Prince George. Partnerships with a local non-profit sporting organization may be considered.
- Demonstrate the financial and organizational capacity to host the event being applied for.
- Be in good financial standing with the City of Prince George. Organizations with outstanding receivables with the City are ineligible.
- A financial need must be demonstrated.
- Provide a viable business plan for the event detailing the objectives, action plan, volunteer and organisational structure, and timelines (upon request).
Event Eligibility- Be a sporting event that takes place over more than one day and incorporating at least two days of competitions.
- Attract a significant number of out-of-town participants who generate at least one overnight stay in paid accommodations.
- Occur within the City of Prince George limits. Applicants whose events fall outside of the City limits may be considered if the event clearly demonstrates the majority of services - such as accommodations and food and beverage - are being provided within Prince George.
Ineligible EventsThe SportPG Hosting Grant does not fund the following events: - Events operated by a for-profit business.
- Events offering prize money.
- Events that have already occurred.
- Unconfirmed events, including those still in the bid stage.
- Large-scale sporting events where considerable Hosting Right Fees, Multi-Sport Games (i.e. Canada Games), or Financial Assurances will be required.
The typical level of staffing and financial resource commitments needed by such events exceed the scope of the SportPG Hosting Grant and requires City approval. For more questions and more information on Major Sport Event Hosting, contact Event Services at 250-561-7788.
Funding Details
The SportPG Hosting Grant funding is based on participant numbers and whether the event’s scope is Regional, Provincial, Western Canadian, National or International. For the funding outline below, “participants” will include athletes, coaches and field of play officials: - Regional (50 per cent or more of participants located outside of city limits) --
$7/participant
- Provincial (65 per cent or more participants located over 235 km from City) --
$9/participant
- Western Canada (participants from BC, AB, SK and MB) --
$10/participant
- National (75 per cent or more participants from out of province) --
$11/participant
- International (75 per cent or more participants from outside of Canada) --
$13/participant
Expenses- Funding may be applied to programming, operating, marketing, and promotional expenses.
- Funding cannot be used for expenses related to the following unless otherwise agreed upon:
- Capital projects and expenditures - Any construction, upgrading, or maintenance costs for facilities to stage sporting events.
- Endowments, charitable donations, fundraising campaigns, developing a business case or proposal for funding, donor recognition/walls, gifts (volunteer recognition).
- Prize monies.
- Alcohol.
Conditions of Approval and Payment TermsUpon grant approval, successful recipients will receive 50 per cent of the approved funds prior to the sporting event based on the estimated number of eligible participants outlined in the application. The exact amount of the remaining funding will be determined after the event is completed, the number of participants is confirmed, and the final report is approved by the City. Lower numbers of actual participants than anticipated will result in a lower grant allocation. Events resulting in a profitable gain will need to show where excess funds were allocated in the final report. - In case of an event cancellation, repayment of the entire amount of funding issued by the City of Prince George will be required within thirty (30) days of the announced cancellation.
- Complete a final report within sixty (60) days of the event's completion. The report must include:
- Number of volunteers and approximate number of hours contributed towards the event.
- Number of local athletes, coaches, and officials.
- Number of out-of-town athletes, coaches, and officials.
- Number of local spectators (estimates if the event is not ticketed).
- Number of out-of-town spectators (estimates if the event is not ticketed).
- Final financial statement (on the SportPG Budget Template).
- Any legacy achieved (financial, sport, and community).
- Include the SportPG logo on any printed materials, the event website, and social media (where applicable). Exposure must be at the same level or greater than other funders of equal value. Copies of these materials must be included in the final report. Please contact the City for suitable logos, including the respective logo branding standards.
- Supply a minimum of three (3) three high-resolution photographs which are of sufficient quality to be used for promotional materials. The City of Prince George and Tourism Prince George must be given copyright permissions to use these photos for promotional or educational purposes. Photo submissions will indicate copyright permissions given. If photo credits are required, these must be provided.
- Prior to the event, provide event website address and social media information including hashtags being used for the event.
- Display the SportPG banner on-site during the event in a visible location. Tourism Prince George can provide this banner.
- Within sixty (60) days, email a post-event survey to registered participants. A copy of the survey will be supplied by Tourism Prince George.
- Grant funding not used or accounted for in accordance with the approved eligible expenses shall be repayable by the grant recipient to the City of Prince George. The City of Prince George liaison should be contacted for instructions.
For more information, contact:
Paulette Wilson
Community Co-ordinator for Sport
Email: paulette.wilson@princegeorge.ca
Phone: 250-561-7788
Application Forms
The City of Prince George reserves the right to request additional financial information at any point during the granting process. The City recognizes some events may present unique opportunities and challenges that are not addressed in this program. In certain unique and exceptional circumstances, the City - in partnership with Tourism Prince George - may adjust the program. Large-scale sporting events where considerable Hosting Right Fees, Multi-Sport Games (I.E. Canada Games), or Financial Guarantees are required are considered outside this grant program. The typical level of staffing and financial resource commitments needed by such events exceed the scope of the SportPG Hosting Grant and requires City Council approval.
For these types of event requests and for additional information or questions about the SportPG Hosting Grant or the Major Sport Event Hosting program, contact Event Services at 250-561-7788.
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