MAJOR GRANT PROGRAM
INTRODUCTION
The Florida Sports
Foundation, (Foundation), Grant Programs are designed to assist communities and
host organizations in attracting sports events, which will generate significant
out-of-state economic impact for the state of Florida. The Foundation’s Board of Directors awards
grants on a quarterly basis, and places emphasis on out-of-state economic
impact, return on investment, community support and image value to the
state. Events that will be considered
for grant funding include amateur events, collegiate events, or professional
all-star games and championships, or other categories approved by the
Foundation’s Board of Directors. If you
are an event holder, please contact an approved Foundation partner or sports
commission in the area in which you desire to hold your event. If you need assistance in locating a partner,
please contact the Foundation.
The Foundation’s
Grant program operates through its Sports Industry Partnership program, which
encompasses all regions of the state of Florida.
Events will not be
considered, unless approval is granted before the application process, for any
of the Foundation’s Grant Programs if the event also receives funding from the
state of Florida, its agency or state private partner, for the purpose of
economic development or economic impact.
All events considered for grant funding are required to meet the
criteria as indicated within these Policies & Procedures.
Policies & Procedures
GRANT IMPACT, SUPPORT & BIDDING:
- An
event must generate more than $500,000 in out-of-state economic impact and
at least 600 out-of-state bed nights in order to be considered for
funding.
- For
events that generate over $5 million in out-of-state economic impact, as
well as at least 4,000 out-of-state bed nights, the applicant may be
required to give a presentation to the Foundation Board of Directors (if it is the first time holding the event with an ask of over $100,000) at a regularly
scheduled Board meeting. Please
contact the Foundation for a meeting schedule. Presentations should
include a subject matter expert and an industry partner representative to
discuss local economic impact.
- The event
must generate at least 80% of the applicant’s estimated impact or remain above an ROI of at least $150:1 to receive
the full award. If the impact is
less than the estimate, but still exceeds the $500,000 threshold, the
final payment will be pro-rated based on percentage of impact. Natural Disasters and other incidents
that may affect the impact generated by the event will be considered on a
case-by-case basis.
- The
applicant is required to list local community financial support in an
amount double the grant request. Local community support is defined as a
monetary contribution funded by an entity of local government and/or by a
Foundation Industry Partner/Regional Sports Commission in good standing.
- Securing
events by a bid remains the standard; however created or contracted events
may be eligible. Applications should include information on the
possibility of multi-year guarantees that the event will remain in Florida
from the Rights Holder.
- Funding
shall be provided as reimbursement for approved actual expenditures upon
completion of the event.
- Any
funds granted will be subject to audit by the State of Florida Office of
the Auditor General, Chief Financial Officer and Office of the Chief
Inspector General and the Grantor’s independent auditor. By submitting an application, the
applicant agrees to retain and maintain all records in connection with the
event for a period of seven (7) years.
- Grants are state funded and as such, are subject to all state funding audit requirements.
APPLICATION FOR FUNDING:
- A
Foundation Sports Industry Partner in good standing must fill out an
application, which is found and submitted on the Foundation’s Grants
section of the Foundation’s website at www.playinflorida.com/grantapplication/.
- Applications
must be submitted using the Foundation’s current online application form.
Mailed or emailed applications and supporting documents will not be
accepted.
- Allowable
expenses must be detailed on the application: The applicant must provide a
marketing/promotions plan, and must provide a detailed event budget.
- Applications would include efforts
to promote and further the Foundation mission and the State of Florida
through the granted event.
- The event must have the potential
to bring out-of-town visitors that use commercial lodging establishments
in the state of Florida.
- The Foundation emphasizes the
importance of tracking the number of overnight out-of-state visitors attending
the event. Documentation must be provided and must include tracking backup
for attendees or teams and hotel room nights. Room block reports from hotels are the
preferred method of reporting room data. This information will be used to
help track the number of visitors attending the event. Furthermore, this information helps
determine the growth of a particular event. Subsequently, an event’s
growth can impact the future funding level of the grant awarded to the organization. If your event uses an advanced
registration procedure, utilize the attached Visitor Tracking Form to
gather the requested information.
Each participant/group should sign his or her name, hotel in which
they are residing, number of rooms secured, number of days, and the number
of guests staying in each room. If another method is used, please obtain
Foundation approval. *Airbnb and other lodging accommodations may be included in the room nights tracking with the exception that bed tax is collected. Room night backup must be separated by type of accommodation and then may be subtotaled.
- Grant applications will be
reviewed on a quarterly basis, and applications are due no later than 5
p.m. on the deadlines listed below.
If the deadline falls on a weekend, then the applications are due
no later than 5 p.m. on the Friday before
the deadline. No applications will
be accepted beyond the deadline except in the case of extreme
circumstances.
- Grant applications must be submitted in the designated quarter based on the event start date. In the case that an event occurs in one quarter and ends in another, you will apply in the quarter which the event starts.
- July 10 –These events
must be held between October 1st and December 31st.
- October 10 –These
events must be held between January 1st and March 31st.
- January 10 –These
events must be held between April 1st and June 30th.
- April 10 –These
events must be held between July 1st and September 30th.
* Events with a short booking window
that will be held prior to the dates listed above will be considered on a
case-by-case basis.
*Industry partners who may need confirmation of funds at an earlier date may submit an application and provide an explanation. These applications will be considered on a case-by-case basis.
- Completed
applications are automatically submitted, via the website application
form, to the Foundation for review. The applicant will receive a
confirmation notice of submission.
- All
applications received for the quarter will be reviewed and compiled for
the Foundation Grant Committee review for award recommendations to the
Board of Directors at the next meeting.
NOTIFICATION:
Upon final approval
by the Board of Directors, the Foundation will notify all applicants electronically,
within one week following the Foundation Board Meeting. Approved Grantees will receive an electronic copy of the Foundation's Grant Agreement along with their notification, which need to
be electronically signed and returned to the Foundation. After the document is electronically signed by the grantee and the Foundation, final copies will be disbursed to both parties. Applicants are asked not to contact members of the Grant Committee or
Board of Directors.
GRANTED EVENT REQUIREMENTS:
- The
following requirements must be met prior
to the event:
- The Grantee
must electronically sign the executed Grant Agreement. (After electronically signed by
the Foundation, one will be returned for your records.). If your county requires the Grant Agreement to be hand signed, please print, sign, and send two copies of the contract to the Foundation., The Foundation will sign both and return one for your records.
- The Grantee
must provide proof of insurance, which lists Florida Sports Foundation as
additional insured, with a minimum liability of $1,000,000 per occurrence.
- The Grantee must agree to include the Foundation logo on program advertisement:
in printed materials, appropriate event signage, website and other event
related media. All materials developed
for the event must be submitted to the Foundation for approval, and include a
link the Foundation website.
- When
applicable, the Grantee will include a Foundation Benefit Agreement for the
event.
- When
applicable, the Grantee will agree to market and sell our Specialty License
Plates, including, but not limited to, ads placed in programs and allowing the
DMV FLOW Mobile at the site of the event.
- The Foundation
grant contract will contain other various requirements not listed herein and is
subject to change per legislative session.
- The Grantee
shall notify the Foundation immediately if the event is canceled, postponed or
rescheduled.
- The
following requirements must be met in
order to disburse funds:
- The Grantee
will expend funds in accordance with allowable expense items as indicated below
and within the Grant Agreement.
Allowable
Expenses:
- Promotion,
marketing & programming
- Paid
advertising & media buys
- Production
& technical expenses; officials
- Site fees,
venue rentals, costs (contract help)
- Rentals, insurance,
rights fees, bid fees, sanction fees, non-monetary awards
Disallowable
Expenses:
- General and
administrative expenses
- Building,
renovating and/or remodeling
- Permanent
equipment purchases
- Debts incurred
prior to the grant
- Programs which
solicit advertising
- Hospitality or
social functions including meals or banquets
- Travel
expenses
- The Grantee
will be reimbursed for proven payment of invoices that meet the allowables.
Proof of payment includes:
- A copy of the invoice(s) billed to the Grantee.
- Canceled Grantee check(s), (front & back),
and dated within the grant period, except for pre-paid bid fees; or proof of
electronic funds transfers.
- A copy of the contract between the Grantee and the Event Holder containing any financial obligations. This is only in the case that the Grantee reimburses the event holder for expenses incurred.
- Inter-governmental transfers, dated within the
grant period, and which details the payment number, payee, the event date,
and/or the invoice.
- Grantee will
provide proof the Florida Sports Foundation logo and banner was displayed,
inserted into program advertising, and included in any public service
announcements and social media.
- If the Grantee
agreed to provide television spots for the event contingent per the grant
award, then a schedule of the airtime should be included.
- The
following requirements must be met after
the event:
- With the
exception of June events, the Grantee will complete an accounting of the event’s
financial activity within 90 days after the completion of the event and provide
documentation evidencing the direct impact of the event by completing and
submitting a Post Event Report form. Documentation must include tracking backup
for attendees or teams and hotel room nights.
- The Post Event Report form can be
found and submitted on the Foundation’s Grants section of the Foundation’s
website at www.playinflorida.com/grantapplication.
*All June events post event reports must be
completed by September 1st.
REIMBURSEMENT:
After the Foundation
receives all of the Grant Agreement requirements and reviews the Post Event
Report, the grant funds will be forwarded to the Grantee provided all conditions have been met.
.
Please contact staff, if you have any questions:
Email: grant@playinflorida.com
Office: 407-956-5664
The following is a checklist of items you will
need to complete in order to receive funding:
- Read
and electronically sign the contract and return to FSF
- Make
sure a certificate of insurance naming Florida Sports Foundation is in place
and a copy is sent to FSF at least 15 days prior to the event
- A
post event report is required within 90 days of the event for disbursement and
should include:
- Front
and back copies of cancelled checks from grantee to the third party for
reimbursable expenses
- An
invoice supporting charges paid above
- Contract outlining financial obligations between grantee and event (if reimbursing event holder)
- Proof
of exposure for FSF/photos of banners
- Room
night tracking back up for attendees or teams and hotel room nights
GRANT TIMELINE | |
Submission Dates | July 10, October 10, January 10 & April 10 |
Grant Committee | Preferred date: 1st Tuesday of the month following the grant deadline however, it is subject to change due to Grant Committee availability |
Board meeting | Board meeting in the same quarter as the grant deadline |
Contracts Out | Electronic copy of grant contract goes out within 7 days following Board meeting |
Contracts Signed & Returned | Grantee electronically signs and returns the contract prior to event |
Insurance Certificate Provided | Certificate received by FSF at least 15 days prior to event |
Post Event Report | PER Received per grant policies timeline with required documentation |
Click here to download a copy of the policies and procedures for your records.
