Fee Waiver Grant Application Process

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Some organizations have the opportunity to apply for a grant to waive certain fees to hold, open to the public community events. Grant funds are intended to supplement the costs of the event and are not intended to cover the total cost of the event. There are Three (3) application periods. Generally, the timeframes for the application periods are:

 

APPLICATION PERIOD I
Events held between October 1st and January 31st 

April 1st                                               Application Period Opens
May 1st                                               Application Period Closes
May                                                     Application Review Period
June PARAB Meeting                        “Park Tank” -Applicants invited to attend PARAB meeting for Q&A session
July/August/September                    Attend Monthly Special Events Committee Meeting

 

APPLICATION PERIOD II
Events held between February 1st and May 31st

August 1st                                           Application Period Opens
September 1st                                    Application Period Closes
September                                          Application Review Period
October PARAB Meeting                   “Park Tank” -Applicants invited to attend PARAB meeting for Q&A session
November/December/January         Attend Monthly Special Events Committee Meeting

APPLICATION PERIOD III
Events held between June 1st and September 30th

December 1st                                    Application Period Opens
January 1st                                         Application Period Closes
January                                               Application Review Period
February PARAB Meeting                “Park Tank” -Applicants invited to attend PARAB meeting for Q&A session
March/April/May                              Attend Monthly Special Events Committee Meeting

 

The submission of a Fee Waiver Grant Application does not guarantee award of the grant or approval of an event. All organizations, whether applying for a grant or not, must complete an event reservation application and provide a reservation deposit to hold the date of the proposed event. Organizations that do not receive a grant will be charged accordingly.

 

Eligibility:
In order to be eligible to apply for a fee waiver grant, the event must be an open to the public, community event, and the organization must meet at least 1 (one) of the following criteria:

1) Non-profit organization with a current 501(C)3 certificate
2) Government agency
3) An agency in which the City is a member 

 

Important Notice:
If you have previously received a fee waiver grant and did not complete all commitments or failed to perform in any way, points may be deducted from your current fee waiver ranking or your submittal may be eliminated altogether from the fee waiver grant process. That determination will be made by the individuals ranking this application.

 

Funding Cap:
There is a funding cap of $5,000 per event. No applicant shall receive a grant in an amount greater than $5,000. This is not a cash grant. Funds awarded may only be used for City services which includes but are not limited to:

·         Staffing costs
·         Equipment Rentals
·         Facility Rentals
·         Traffic / Street / Sanitation Services
·         Permit Fees (excluding Kissimmee Police Department alcohol permit fee) 

Event must be held on City owned property. Special circumstances for equipment rentals shall be approved by the Parks and Recreation Director or designee. The Kissimmee Parks and Recreation Advisory Board (PARAB) is a nine (9) member board that will conduct the review and ranking of all applications. The PARAB also determines the amount of each fee waiver grant.

 

Grant Final Report:
After City Commission approval the sponsoring organization shall enter into a License Agreement/Contract with the City of Kissimmee. Included in the License Agreement/Contract are reporting requirements to validate that all funds were used appropriately and in accordance with all established policies. Organizations are obligated to report to the City how granted funds were used. Please provide the following information no later than 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.  

Failure to provide the Grant Final Report may negatively impact future requests.

 

Event Approval:
The Kissimmee Parks and Recreation Department will provide written notification of the approval or denial of any special requests, IE: insurance amendments, contract revisions, fees, policy amendments or any other special requests submitted in writing by the event organizer. No revisions and/or amendments to the final Contract/License Agreement or related items may be made without prior written notification and written approval from the Kissimmee Parks and Recreation Director or designee 

The Kissimmee Parks and Recreation Department will provide a copy of the signed Contract/License Agreement to the event organizer to confirm final approval of the event.

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.

 

Ranking Criteria:
All Fee Waiver Grant Applications will be ranked by the Parks and Recreation Advisory Board based upon 4 criterions shown below. Point values will be assigned to each ranking criterion in the amounts shown below.  

1) Organization and Experience                                                                                         50 points

·         Has the sponsoring organization previously produced an event(s) in Kissimmee? If so, please identify
          those events. (20 pts)
·         Has the specific event been produced previously? If so, when & where? (10pts)
·         How long has the sponsoring organization been in operation? (5 pts)                                  
·         What is the uniqueness of the proposed event? (10 pts)  
·         Please provide an organization chart of the Local Organizing Committee. Does the sponsoring recruit
          volunteers to facilitate this event? (5 pts)

2) Event Revenue and Economic Impact                                                                           25 Points       

·         Provide and Review City of Kissimmee Cost Analysis (10 pts)
·         Will the proposed event impact local business and if so, please describe that impact? (15 pts)

3) Marketing                                                                                                                          15 Points

·         How does the proposed event benefit the image/reputation of the city? (5 pts)
·         Identify all forms of advertisement to be used. Provide a timeline for all promotion and advertising(5 pts)
·         How much money will the sponsoring organization commit towards advertising? (5 pts)            

4) Collaboration                                                                                                                    10 Points

·         Is the sponsoring organization collaborating with any other non-profit group? If so, please state the
          commitments of all other groups. (5 pts)
·         Has the sponsoring organization solicited local vendors to support the event? If so, please identify all vendors
          that have committed to the event. (5 pts)

5) Bonus    +/-    

-Sponsoring organizations previously receiving fee waivers.
Did the organization meet all commitments and complete Grant Final Report? (-5 pts / 0 pts / +5 pts)

Scoring Criteria:

Park Tank Score                               Percentage of Requested Grant Waived
90 – 100 points                                    100%
80 – 90 points                                      90%
70 – 80 points                                      80%
60 – 70 points                                      70%
50 – 60 points                                      60%
40 – 50 points                                      50%
30 – 40 points                                      40%
20 – 30 points                                      30%
10 – 20 points                                      20%
0 – 10 points                                        10%


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