BUTTE TBID GRANT GUIDELINES FOR FUNDING
The purpose of this program is to increase overnight visitation in Butte Montana and support Butte lodging partners. Other partners such as local retailers, restaurateurs, transportation businesses, and tourism attractions also benefit from increased visitation. The execution of Butte TBID grant funding must be consistent with the Tourism Business Improvement District’s (TBID) mission to generate room nights for lodging facilities in Butte, Montana by effectively marketing the region as a preferred travel destination.

BACKGROUND
TBID grant funds are made available through the $1.00/occupied guest room/night assessment fee at lodging facilities in Butte and Silver-Bow County. These funds are for the marketing and promotion of the community as a tourism destination. The Business Improvement District Law Montana Code Annotated 2007, 712-1101 through 7-12-1144 as amended, is for the funding of all uses and projects for tourism promotion within Butte as specified in the Butte TBID budget. Revenue collected from this assessment must be used for activities and expenditures designed to increase tourism, events, rallies and convention business.

The purposes for which the assessments collected shall be used are the statutory purposes set forth in Business Improvement District Law, Montana Code Annotated 2007, 7-12-1101 through 7-12-1144, for one or more of the following purposes:
A. The funding of all uses and projects for tourism promotion within the count of Butte-Silver Bow as specified in the Butte TBID budget.
B. The marketing of convention and trade shows that benefit local tourism and lodging businesses in Butte.
C. The marketing of Butte to the travel industry to benefit local tourism and those lodging businesses collecting the TBID assessment located within Butte-Silver Bow.
D. The marketing of Butte to recruit major sporting events to promote local tourism and to benefit the lodging businesses in Butte.

NUMBER OF GRANTS
There is no set number of grants that may be awarded in any fiscal year. However, the total dollar amount of grant funds awarded may not exceed the total amount of funds allotted each year by the TBID board.

GOALS
∙ To increase overnight visitation within Butte-Silver Bow.
∙ To fund events reaching potential visitors outside of Butte, preferably 125+ miles.
∙ To fund events having the potential to increase the number of visitors or to extend the visitors stay.
∙ To fund events economically benefiting Butte-Silver Bow.

FUTURE FUNDING
Funded grants should be viewed as money to assist with events in the formative years and should not be viewed as a guaranteed continuous source of funding. Applicants will not be guaranteed funding after the first year of the award and will need to reapply in subsequent years.

CRITERIA
Applicants that meet the eligibility requirements above may be awarded funding based upon:
1. The project’s ability to generate new overnight visitation to Butte-Silver Bow County.
2. Ability of the applicant to execute the planned function and track the hotel and other economic impact of the event, and report result back to the TBID.
3. Availability of Butte TBID resources.
4. Projects during the months of September to May will be viewed more favorably than those events in the prime summer season (June-August).

Approved projects must agree to follow the rules and regulations set forth by Butte TBID as outlined in the Funding Eligibility Requirements.

FUNDING ELIGIBILITY REQUIREMENTS
Any organization or individual presenting an event supporting the TBID Grant purpose and goals is eligible to apply for funding. Applying organizations or individuals must be prepared to meet the following criteria:
∙ Provide proof of dollar for dollar (1:1) match for the requested grant funds.    
∙ Proven ability to generate, track and report hotel room nights and economic impact of the event. 
∙ If 75% of the committed NEW hotel room nights listed on the application are not realized, 25% of grant funds will not be awarded.
∙ Marketing plan, budget form, and event planning timeline must be provided with application submission please see spreadsheet for assistance. A marketing plan is a requirement. Applications lacking a detailed marketing plans will be returned to the applicant as incomplete.
∙ Existing events must submit event history (up to 3 years), including number of hotel rooms booked, attendance and financial reports.
∙ Applicants are encouraged to coordinate their function with the TBID Executive Secretary.

APPLICATION DUE DATES
Applications must be in the Butte Chamber of Commerce/Butte TBID office, located at 1000 George Street, Butte, MT 59101, by 5:00pm on Friday, January 31st, and June 30th annually, with a funding meeting to be held within approximately 30 days from the last day of grant applications being accepted.

ELIGIBLE FUNDING PROGRAMS AND PROMOTION

Advertising
1. The BUTTE MONTANA Wildly Historic logo shall appear on all printed and digital materials.
2. Include the following information on print/digital projects:
∙ Tourism website www.visitbutte.com
∙ Tourism brand logo, BUTTE MONTANA Wildly Historic please contact Kehli Hazlett for the brand logo.
∙ Acknowledgement of grant on collateral: “Produced with support from Butte TBID funds.”
3. At least 75% of all TBID approved marketing expenditures must be placed outside Butte-Silver Bow to encourage overnight visitation and hotel occupancy.

Print Advertising
1. Copies of ads and original invoices must be provided before TBID monies will be released to the applicant.

On-line/Digital Advertising
1. Clicks from all on-line ads must be monitored with the ability to report the statistics.
2. A copy of all ads and ad analytics must be provided to the TBID prior to reimbursement.

Social Media
1. Engagement and clicks to your website are great indicators of campaign success.
2. A copy of all ads and ad analytics must be provided to the TBID prior to reimbursement.

Television and Radio Advertising
1. When appropriate, the words “Butte, Montana” shall be stated on all audio tracks produced which include speaking – except when event is advertised within Montana. In that case, the word “Butte” needs to be included.
2. An affidavit of media buy shall be provided to the TBID prior to reimbursement.
3. A copy of the audio/video tape shall be on file at the organization.
4. Television advertising shall include the BUTTE, MONTANA Wildly Historic logo.

Event
1. Butte TBID shall be included in the bidding and planning of the event or convention. All aspects of the event must be approved by Butte TBID. If any part of the event/convention is deemed inappropriate, funding may be in jeopardy. (i.e., no adult style entertainment, no political/candidate promotion, other exclusions may apply at the discretion of Butte TBID staff or Board of Trustees). If in doubt about whether an activity may be objectionable; please contact the TBID Executive Secretary in advance. 
2. No direct cash subsidy will be given to the organization. Cash subsidies may be used for rental assistance, transportation assistance or other expenditures deemed appropriate by Butte TBID.
3. Non-profit and/or Not for Profit events will be given preference. Documentation must be provided upon request.

POST EVENT REPORTING
Upon completion of the event and to obtain final payment from the awarded grant, the following information is required to be submitted to the Butte TBID office:
∙ Copies and/or screen shots of all promotion for the project along with invoices, media buy documents, tracking statistics, and other documentation.
∙ Reliable estimate of the Total number of local (number of attendees, delegates or visitors not staying overnight) event participants and spectators. Please explain the logic of how you made your estimate.
∙ Reliable estimate of the Total number of out of town (number of attendees,  delegates or visitors staying at least one night) event participants and spectators.
∙ Reliable estimate of the The total number of hotel room nights generated in Butte-Silver Bow. (Room Night Calculation: Number of Rooms x Number of Nights = Room Nights).
∙ A detailed list of each lodging partner utilized and how many room nights they received.
∙ Estimated total economic impact that the event had in Butte-Silver Bow.
∙ If an existing event, the level of event growth resulting from grant funds received.
∙ Grant recipients must provide a wrap-up report and samples of produced pieces to the Butte TBID within 20 business days of event/convention closure. If “end of event” reporting is not received, 20% of awarded funds can be withheld until reporting is received.
∙ If proposed room nights are less than 75% of tracked usage, 25% of awarded funds can be withheld.

OTHER
1. Funding will not be retroactive. (i.e., Butte TBID will not pay for advertising/promotions/obligations/other contracted for by the event prior to grant being awarded).
2. Other rules, regulations, policies, and procedures pertaining to this grant are at the sole discretion of Butte TBID.
  
LOCATION
Events must be held within Butte-Silver Bow County.

APPLICATION INFORMATION
1. Submit an online TBID Grant Application and any all supporting documents under prior to the deadline information will be accepted.
2. Grant applications will be reviewed by the TBID Board of Trustees and applicants will be notified within a reasonable timeframe of the application deadline.
3. Failure to comply with any of the criteria may require full repayment of Butte TBID monies from the recipient organization. This action would be enforceable by the Butte-Silver Bow County Attorney’s Office.
4. Applications may be submitted at any time, however, please remember your application will be held until a the next funding meeting is conducted; February and July annually.
5. Funding decisions will typically be awarded made on at the next closest grant funding cycle, unless tabled by the TBID board; which may occur if the Board requires additional information from the applicant. to hold the request until the next funding cycle, if applicable.
6. Grantees that receive funding will receive monies funds AFTER the event is completed and all necessary information and receipts have been turned in to the TBID Executive Secretary.