Community Event Grant Application Process

  • Some organizations have the opportunity to apply for a grant to waive certain fees for open to the public community events. This grant is intended reduce the cost of utilizing City facilities and is not intended to cover the total cost of the event. Grant funds are only available to non-profit organizations holding events on City owned property that directly benefit City of Clermont citizens. Applicants are permitted to receive grant funds for only one (1) event per fiscal year. Applications must be submitted prior to the event occurring. The timeframe for the application period is:


    APPLICATION PERIODS

    Events held between October 1st and September 30th

     

    First Grant Application Period

    First Monday in April                       Application Period Opens

    Last Friday in May                          Application Period Closed

    First two weeks in June                  Application Review and Ranking Process

    The end of June                              Final approval by City Manager

    First two weeks in July                    Notification is sent to Applicants

    Second Grant Application Period

    First Monday in September            Application Period Opens

    Last Friday in October                    Application Closed

    First two weeks in November         Application Review and Ranking Process

    The end of November                    Final Approval by City Manager

    First two weeks in December         Notification is sent to Applicants

    The submission of a Community Event Grant Application does not guarantee award of the grant or approval of an event. All organizations, whether applying for a grant or not, must submit a Special Event Application PRIOR TO SUBMITTAL OF A GRANT APPLICATION, pursuant to Ordinance 2015-74 and any applicable payments. Organizations that do not receive a grant will be charged accordingly.


Event Information

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  • Requesting Organization

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  • Date Selection
  • Date Selection

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  • Ranking Criteria:

    All Community Event Grant Applications will be ranked by a committee designated by the City Manager based upon 4 criterions shown below. Point values will be assigned to each ranking criterion in the amounts shown below. Applications must be submitted with all documentation addressing each listed item. The highest score is 100.

  • a)    Is the sponsoring organization a Non-profit organization with a current 501(C)3    certificate? 

    If so, current documentation must be attached.

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  • b)    Is the sponsoring organization a tax-exempt organization?  

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  • c)    Is the event open to the general public or is this a privaye event?  

  • d)    How does the proposed event align itself with the City of Clermont’s mission?

  • e)    What is the uniqueness of the proposed event?

  • f)    What is the total projected attendance?

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  •      What is the estimated percentage of non-Clermont resident visitors? 

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  • g)    How long has the sponsoring organization been in operation?

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  • h)    Has the sponsoring organization previously produced an event(s) in Clermont?

      If so, please identify those events.

  • i)    Does the sponsoring organization have staff or volunteers to facilitate this event?

  • a)    What is the amount that sponsoring organization is requesting?

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  • b)    Explain in detail how any funds raised from this event will directly impact the residents of Clermont.

  • c)    Are there fees charged to participants for this event?

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  • d)    Provide an itemized budget for the proposed event.

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  • e)    Identify the amount of money the sponsoring organization will commit to the event.

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  • f)    Identify all funding partners and the amount of funds pledged by the partners.

  • g)    Provide the percentage of funds you expect to receive from the grant in comparison to the funds the sponsoring organization will provide. 

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  • h)    Will the proposed event impact local business and if so, please describe that impact in detail?

  • a)    How will the sponsoring organization market the event in detail?

  • b)    Identify all forms of advertisements to be used.

  • c)    Provide a timeline for all promotions and advertising.

  • d)    How much money will the sponsoring organization commit towards advertising?

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  • e)    Will the requesting organization list the City of Clermont as a sponsor?

    If so, explain in detail the sponsorship benefits that the City will receive along with an estimated dollar value of the sponsorship.

  • a)    Is the sponsoring organization collaborating with any other non-profit group?

    If so, please state the commitments of all other groups.

  • b)    Will the sponsoring agency use collaborative advertising and promotions?

    If so, please state the commitments of all other group including details of forms of media to be used.

  • c)    Has the sponsoring organization solicited local vendors to support the event?

    If so, please identify all vendors that have committed to the event.

  • Please type your name to serve as a signature in the fields below acknowledging the information you have provided is correct.

  • Date Selection
  • Please attach any additional documents you feel may assist the evaluation committee 
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  • Important Notice:  If you have previously received a Community Event Grant and did not complete all commitments or failed to perform in any way, points may be deducted from your current Community Grant Application ranking or your submittal may be eliminated altogether from the Community Grant Application process.  That determination will be made by the individuals ranking this application.

    Funding Cap:  There is a funding cap of $10,000 annually with a maximum $7,000 to be distributed during the first application period and the remainder be distributed during the second application period.  Grants may only be used for facility rental fees associated with the event. Events must be held on City owned property.

    Grant Final Report:  After approval, the sponsoring organization is required to report to the City how grant funds were used.  The sponsoring organization shall provide the following information no later than thirty (30) days after the event:

    1.    Actual event budget including profit and loss statement and revenue report.

    2.    Complete list of all vendors associated with the event including their contact information.

    3.    A copy of all marketing material used to market, promote and advertise the event.

    Event Approval:  The City of Clermont Parks and Recreation Department will provide written notification of the approval or denial of Community Grant Application to each organization. All applicants that receive a grant in any amount must utilize the City seal/logo on all marketing, promotional and advertising materials including but not limited to print media, radio, television, website and social media.

    For any questions please contact Brian Forman, Parks & Recreation Director at 352-708-5999.