HomeMy WebLinkAbout2013-01-11 Tourism PacketCITY OF
R�VERSI
MISSOURI
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TOURISM COMMISSION MEETING
RIVERSIDE CITY HALL
2950 NW VIVION ROAD
RIVERSIDE, MISSOURI 64150
TENTATIVE AGENDA
FEBRUARY 11, 2013
6:00 P.M.
1. Call to order
2. Roll call
3. FY 2012-2013 Tourism Fund Budget
4. Motion to approve funding for the 2013 Midwest All Truck Nationals - $11,300
5. Motion to approve funding for the 2013 Riverside Riverfest
6. Discussion: Updating the Grant Process for 2013-2014
7. Adjournment
Posted 02/08/2013 at 11:00 a.rn.
Meredith Hauck
Director of Community Relations
City of Riverside Tourism Enhancement Grant
Application Cover Sheet
Project Information
Midwest All Truck Nationals
Project Name
Genuine Chevy GMC Truck Club of KC
Organization
September 7-9, 2013
Dates (if event)
Contact Information
Gaileen Jackson
E H Young Riverfront Park
Location (if event)
Contact Name
Gjacksl@yahoo.com 816-536-4591
Email Address
10606 N Main Kansas City, MO 64155-1630
Phone (home and cell)
Address + City/State/Zip
Funding Request
11,300.00
37,300.00
Amount Requested Total Project Cost
hereby certify that, to the best of my knowledge, the information submitted in this packet is true.
Contact Signature
01/31/2013
Date
Submission Deadlines: The City of Riverside Tourism Enhancement Grant process has two funding cycles each year.
Funding can be awarded up to one calendar year before an event.
Fall Cycle Deadline: 12 p.m. on August 1, 2012
Spring Cycle Deadline: 12 p.m. on February 1, 2013
Please submit this coversheet and the
application components to:
Meredith Hauck
City of Riverside
2950 NW Vivion Road
Riverside, MO 64150
Riverside Tourism Enhancement Grant Application 1
City of Riverside Tourism Enhancement Grant
Application Component - Project Budget
Projected Revenue
Overall Project
Admission Fees
10,000.00
Concession/Souvenir Sales
3,000.00
Fundraising
7,000.00
Memberships
n/a
Business/Corporate Contributions
6,000.00
Foundation
Individual Contributions
Supplies/Materials
Other Governmental Contributions
300.00
Other (please specify):
Other (please specify):
Equipment Rental
Other (please specify):
2,600.00
Requested Riverside Tourism Grant
11,300.00
Total Income
37,300.00
Expenses
Grant Specific*
Overall Project
Staff Salary
Contracted (or other) Salary
2,000.00
Entertainment
1,500.00
Legal/Insurance/Banking
200.00
Supplies/Materials
300.00
Postage
500.00
Equipment Rental
1,500.00
2,600.00
Space Rental
1,800.00
Travel
Utilities
Advertising/Marketing/Design
8,000.00
8,000.00
Printing signage, participants information booklet
1,000.00
2,000.00
Other (please specify): Trophies
3,500.00
Other (please specify): T-shirts and Dash Plaques
3,000.00
Other (please specify): imprinted giveaways and drawing item
800.00
1,000.00
Other (please specify):
Other (please specify):
Total Expenses
11,300.00
26,400.00
*Grant Specific: indicate items that will be paid for using Riverside Tourism Funds. A list of eligible expenses is included
in the Funding Guidelines packet.
Riverside Tourism Enhancement Grant Application
2
City of Riverside Tourism Enhancement Grant
Application Component - Budget Explanation
Expense Category:
Grant Specific Expenses:
Explanation:
Expense Category:
Grant Specific Expenses:
Explanation:
Expense Category:
Grant Specific Expenses:
Explanation:
Expense Category:
1500.00 1,500.00
Grant Specific Expenses: Overall Project Expenses:
Explanation:
Advertising/Marketing/Design
6,000.00
Overall Project Expenses:
8,000.00
Continued Radio time as previous years capitalizing on opportunities to expand this area
with negotiated discounts or appearances by radio personalities to drive better walk
through attendance.
Advertising/Marketing/Design
1,100.00
Overall Project Expenses:
8,000.00
New effort this year, Bus tails. Printed advertisement on the back of KCATA buses and
TheJo. Houck Advertising quoted bus tails on thejo for 275.00 per month , I propose 2
buses on thejo totaling 550.00 and at least 1 on KCATA for 460.00.
Potential 164,000 sightings per day x 30 days = 4,920,000 sights.
Advertising/Marketing/Design
900.00 8,000.00
Overall Project Expenses:
This amount will be shared with a graphic designer to help with flyer creation and a
marketing agency to investigate new or overlooked possibilities to draw a larger crowd to
the show.
Equipment Rental
Expense Category:
14 Tables and 150 folding chairs estimated rental 350.00
6 regular toilets @ $100.00/each
Service Sunday before 8am @ $60.00
Printing signage, participants information booklet
1,000.00 2,000.00
Grant Specific Expenses: Overall Project Expenses:
Riverside Tourism Enhancement Grant Application 3
Explanation:
Expense Category:
800.00 1,000.00
Grant Specific Expenses: Overall Project Expenses:
Explanation:
This amount will be shared between printing the informational booklet for participants and
updating banners and printing new sinage as needed
Other: imprinted giveaways and drawing item
Imprinted "giveaways" for participants (examples) lunch cooler bag, market bag, ink pens
Possible purchase of a large item to be used as a giveaway to participants encouraging more
attendance than in past years.
Riverside Tourism Enhancement Grant Application 4
Office:
10606 N Main
Kansas City, Mo 64155
816-536-4591
February, 23, 2012
Meredith Hauck
2950 NW Vivion Rd
Riverside, MO 64150
Tourism Grant Committee;
Show Location:
E H Young Riverfront Park
Riverside, MO 64150
www.alltrucknats.com
The Midwest All Truck Nationals will once again be held in Riverside on September 7-9, 2012. This
will be our 13th annual event and the 8h here in Riverside, Mo. The show draws an annual gathering of
classic truck enthusiasts to Riverside from several states in the Midwest and further. Not only is the
event for the enthusiasts but it is also a great event for the local community, giving them the
opportunity to enjoy a weekend of classic trucks, parts and supply vendors, music and fun for the
entire family. The show also gives the community the chance to help many children here in the area
as all proceeds of the show are used to benefit our chosen charities. The 2011 event netted us several
thousand dollars to purchase much needed food, clothing, and toys, despite the unexpected need to
move the show to an alternate sight. All of the charities are encouraged to attend the event and
educate the spectators on their programs. We have formed strong bonds with our benefactors and we
have increased our giving yearly.
The 2009 show gained national recognition for Riverside and our event. The editor of Custom Classic
Trucks magazine, John Gilbert, came to Riverside from California expressly to cover our show. The
show was featured in the April 2010 edition of Custom Classic Trucks. This magazine is a part of the
Source Interlink Publishing Co. Several of our members have had their trucks in the magazines in
2010 due to their exposure at the truck show.
This year we will continue to target truck and vehicle enthusiasts and spectators from all parts of the
Midwest region. This will be accomplished with a campaign of mixed media advertising and printed
materials each mentioning where are event is held. The goals set for this year exceed last year's
attendance by 25%. 2011 brought us 191 registered participants, 45 club members with their trucks,
some from out of town, and approximately 3000 walk through guests. We would like to increase our
radio advertisements by 25% by adding at least one more station to the mix and our printed materials
by adding full size paper posters for a larger reminder of the event. These will be distributed in
Kansas and Missouri as broadly as possible. The estimated costs for these items will follow in the
proposals attached. These are the same goals we set in 2010 for the 2011 show but we were really
unable to quantify this plan due to the river flooding and our need to move the show to the alternate
location. We had to redirect our funds to rental.
Information will continue to be gathered for future planning and proof of success for the 2012 show.
Our database contains names, addresses, and zip codes of all of the participants for the last 9 years
and a hand count is taken at the gate. We plan to continue gathering demographics through zip codes.
We are currently covered by a 2,000,000.00 insurance policy and are a registered Not for Profit
organization. Needed documentation and proposed financial statements are attached.
We hope that you and your family will attend the event as we appreciate and share Riverside, Mo
with all of our guests.
Thank you for your time,
Gaileen Jackson
Show Director
City of Riverside Tourism Enhancement Grant
Application Cover Sheet
Project Information
Midwest All Truck Nationals
Project Name
Genuine Chevy GMC Truck Club of KC
Organization
September 7-9, 2012
Dates (if event)
Contact Information
Gaileen Jackson
E.H. Young Riverfront Park
Location (if event)
Contact Name
Gjacksl@yahoo.com
Email Address
10606 N Main St Kansas City, MO 64155
816-536-4591
Phone (home and cell)
Address + City/State/Zip
Funding Request
10,300.00
22,000
Amount Requested Total Project Cost
I hereby certify that, to the best of my knowledge, the information submitted in this packet is true.
Contact Signature
2/23/2012
Date
Submission Deadlines: The City of Riverside Tourism Enhancement Grant process has two funding cycles each year.
Funding can be awarded up to one calendar year before an event.
Please submit this coversheet and the
application components to:
Meredith Hauck
City of Riverside
2950 NW Vivion Road
Riverside, MO 64150
2010-2011 Riverside Tourism Enhancement Grant Application 1
City of Riverside Tourism Enhancement Grant
Application Components
1. Cover Letter: Project Narrative
a. Provide a brief project overview.
b. Address how the project addresses the Tourism Commission goals. Please be as specific as possible.
c. Describe your organization or business. Include a general description of the mission of the organization, how
the project relates to that mission and how the organization is poised to successfully implement the project.
d. Who is the target audience for your project? How will you inform them of the project? Estimate the number
of individuals you will reach.
2. Project Evaluation
Provide a description of the evaluation procedures used throughout the project to quantitatively measure the success
of the project. Suggested measures include: attendance count, zip codes of attendees, details of advertising plan
including placement details and number of impressions, and any other measures routinely used by your organization
to measure success.
3. Project Budget
Please complete the two attached budget forms (Project Budget form and Budget Explanation form) in their entirety.
The budget will be judged on its completeness and if costs are reasonable and well -researched. A list of eligible and
ineligible expenses is included in the Riverside Tourism Commission Funding Guidelines (pg 8). Please provide a
budget explanation for each category where tourism funds will be used; multiple Budget Explanation forms may be
necessary.
4. If not-for-profit, include a list of all officers and board members and 501 incorporation papers or a copy of the
annual report filed with the Secretary of State.
5. If for-profit, include a statement detailing why this project differs from normal businesses activities and should be
considered a tourism program.
City of Riverside Tourism Enhancement Grant
Evaluation Criteria
Applications will be reviewed by the Tourism Commission and evaluated on items such as:
Supports goals of the Tourism Commission
- Increase the number of first-time visitors to Riverside, the number of return trips of current visitors, and/or the
length of visitor stays
- Expand the visiting public's awareness of Riverside's unique history, events, activities and amenities
- Generate significant research -based return -on -investment for Riverside's residents and businesses
Potential for positive return on investment
Completeness and thoroughness of application, including budget portion
In addition, applications will be considered in relation to the other projects that have received funding in that fiscal year in
order to promote a diverse offering.
2010-2011 Riverside Tourism Enhancement Grant Application 2
City of Riverside Tourism Enhancement Grant
Application Component - Project Budget
Projected Revenue
Overall Project
Admission Fees
10,000.00
Concession/Souvenir Sales
3,000.00
Fundraising
6,000.00
Memberships
N/A
Business/Corporate Contributions
6,000.00
Foundation
Individual Contributions
Supplies/Materials
Other Governmental Contributions
300.00
Other (please specify):
Other (please specify):
Equipment Rental
Other (please specify):
1500.00
Requested Riverside Tourism Grant
10,400.00
Total Income
35,400.00
Expenses
Grant Specific*
Overall Project
Staff Salary
Contracted (or other) Salary
1800.00
Entertainment
1500.00
Legal/Insurance/Banking
200.00
Supplies/Materials
300.00
Postage
500.00
Equipment Rental
1000.00
1500.00
Space Rental
1800.00
Travel
Utilities
Advertising/Marketing/Design
7000.00
7500.00
Printing signage, participants information booklet
1700.00
2000.00
Other (please specify): TROPHIES
700.00
3500.00
Other (please specify): T-SHIRTS
3000.00
Other (please specify):
Other (please specify):
Other (please specify):
Total Expenses
10,400.00
34,000.00
*Grant Specific: indicate items that will be paid for using Riverside Tourism Funds. A list of eligible expenses is included
in the Funding Guidelines packet.
2010-2011 Riverside Tourism Enhancement Grant Application
3
City of Riverside Tourism Enhancement Grant
Application Component - Budget Explanation
Fill out a budget explanation table below for each category from the "Expenses" table on the Project Budget sheet
where tourism funds are planned to be used. Make sure you are only planning to use grant funds to cover eligible
expenses.
Category should match what's listed on the "Expenses" table
Example
Expense Category: Equipment Rental
Grant Specific Expenses:
Explanation:
Itemize expenditures
and provide any
other relevant
details.
$1,500 Overall Project Expenses: $1,500
4 — 10' x 10' tents: $1,000
3 large spot lights: $400
2 portable hand washing stations: $100
Grant Specific Expenses only include expenses
you plan to pay for from Tourism Funds. Your
overall project expenses in this category may
be more if not all expenditures are being
covered by grant funds. Make sure these
match Project Budget.
Expense Category:
Grant Specific Expenses:
Expense Category:
Grant Specific Expenses:
Expense Category:
Grant Specific Expenses:
Explanation:
Equipment Rental
1,000.00
Overall Project Expenses:
Explanation: tables, chairs, awning, port -o -potties
Advertising
1,500.00
7,000.00
Overall Project Expenses:
7,500.00
Explanation:
Radio on multiple stations with cost between 15.00 per :30 spot to 25.00 per :30 spot
And possible visual ad for local cable air time.
Printing
1,700.00
Overall Project Expenses:
2,000.00
Printing of a promotional item for participants, ie. Market bags, coolers, hats. Approximate
cost of 750.00 Balance of printing will be used for welcome booklet , estimated cost of
350.00 and Posters 600.00
2010-2011 Riverside Tourism Enhancement Grant Application 4
Expense Category:
700.00 3,500.00
Grant Specific Expenses: Overall Project Expenses:
Explanation:
Trophies
Would like to add some specialty awards to our current list of awards.
2010-2011 Riverside Tourism Enhancement Grant Application 1