The use of HRT funds is dictated by Wisconsin State law (Chapter 66.0615).
In the city of Verona, the “tourism entity” is the Verona Area Chamber of Commerce, as designated by the Verona Tourism Commission.
Therefore, the VACC, as the tourism entity in Verona will utilize the proceeds of the Hotel Room Tax in accordance with the State Statutes and will consider the awarding of revenues from HRT that are consistent with Part One and Part Two below:
Part One: Every expenditure must enhance and promote tourism and be reasonably likely to generate overnight stays.
Part Two: It is the position of VACC that the appropriate expenditure of the Hotel Room Tax grant funds should clearly fit into one of the categories which are enumerated below:
“Heads in Beds” which means the utilization of the Hotel industry for overnight stays.
Sporting Event Expenses Related to Sporting Events Which Substantially Increase Economic Activity at Hotels, Restaurants, Retail Establishments and other Verona industries: expenses, including promotion expenses directly related to a sporting event in which the majority of participants are tourists who substantially increase economic activity at Hotels and motels, as well as restaurants and retail establishments within the municipality or its vicinity.
Promotion of the Arts and Humanities: the encouragement, promotion, improvement and application of the arts humanities, including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, cultural presentations, graphic and craft arts, motion pictures, radio, television, tape and sound recording, and other arts related to the presentation, performance, execution and exhibition of these major art forms.
Historical Restoration and Preservation Projects or Activities: historical restoration and preservation projects or activities of advertising and conducting solicitations and promotional programs to encourage tourists and convention delegates to visit preserved historic sites or museums: (a) at or in the immediate vicinity of convention center facilities of visitor information centers; or (b) located elsewhere in the municipality or its vicinity that would be frequented by tourists and convention delegates
Activities that enhance the image of Verona as a destination city.
It is expressly noted that the VACC may, on its own motion, approved the disbursement of HRT to fund an event or activity that will bring repute to the community or one its business partners, the City, its Educational Institutions, the Chamber, as determined by the VACC.
It is expressly noted that the VACC may, on its own motion, deny any all applications of HRT requests for any reason it deems appropriate.
Verona Area Chamber of Commerce
Hotel Room Tax Grant Requests
APPLICATION PROCESS
1.
Application Submission Deadline: Grant requests for HRT will be reviewed monthly. Applications must be submitted to the Verona Area Chamber of Commerce by the 15th of each month for consideration by the VACC Board of Directors Meeting for the following month. The Verona Area Chamber of Commerce will accept multiple applications from individuals or groups. However each project or event should be submitted on a separate application form, and during the appropriate funding period.
2.
Applicant Presentation Deadline: All applicants must be prepared to make a personal presentation to the VACC HRT Committee, if requested. The Hotel Room Tax Subcommittee will make a recommendation to the Board to be considered at the next scheduled meeting.
3.
Notification by Verona Area Chamber of Commerce: Notification will be sent to applicants informing them of the decision made by the Verona Area Chamber of Commerce. Correspondence may include requirements of other materials due and deadlines for submission of the same. The decisions of the Verona Area Chamber of Commerce Board of Directors will be final. Applicants receiving funding are entering into an agreement with the Verona Area Chamber of Commerce and are required to execute all subsequent documentation as described.
4.
Approval/Non Approval. Those organizations that receive approval of their applications will consider their application approval and funding approval to be the invoice from which HRT funds are paid.
5. Post-Funding Analysis and Proofs of Payment: must be submitted not later than sixty (60) days following the event. The Post-Funding Analysis should mirror the budget presented in applicant’s original application, and include proofs of payment in the form of receipts or copies of receipts that reflect actual monies expended, and room rental surveys from the local hoteliers.
Unspent funds must be returned or repaid to the Verona Area Chamber of Commerce.
Lack of post-funding analysis information will affect future funding opportunities.
The VACC reserves the right to request any and all additional documentation necessary to properly evaluate the application.
FUNDING POLICY
1. VACC Room Tax Funding will support qualified events/activities/facilities, but is not intended to be the primary funder for events/facilities.
2. The MAXIMUM amount of funding per event/project application for the fiscal year is $4,000. Typical grants awarded are usually between $750 - $2,000.
3. The VACC will accept multiple applications from individuals or groups; however each event/request must be submitted on a separate application and during their designated funding period in which the event occurs.
Organizations may not receive grants for more than 3 events per year.
4. Availability of lodging in Verona on the event dates is a primary factor in considering grant applications. Events occurring at times of year with greater hotel room availability will be given priority consideration.
5. It is critical that this application be filled out completely and accurately as it is the primary source by which funding determinations will be made. It is the responsibility of the applicant to specifically explain how the funds will be used in eligible ways.
6. The VACC Hotel Room Tax Committee and Board will review all applications. Priority will be given to applicants based on their documented ability to directly promote tourism and development as defined by Wisconsin Statutes. Applicants should demonstrate the potential to generate increased hotel or convention activity by:
a. Providing historical information on the number of room nights used during previous years of the same event/project.
b. Providing historical information on the revenues associated with the event in the various restaurants and retail establishments of Verona.
c. Providing examples of marketing programs and activities likely to generate or encourage overnight visitors, or to have them purchase goods and services from retail or restaurants in the Verona area.
7. No other outside events, projects, charities, or the like which are also sponsored by the host organization may profit from Hotel Room Tax funding of the particular event/project funded. The ideal use of funds is to attract overnight visitors and visitors who will utilize the goods and services offered by the various businesses in Verona.
8. If applying for advertising:
a. All advertising must be accomplished in advance of the event: please provide a time line / media buy schedule.
b. Must utilize legitimate media sources that target audiences outside the City of Verona (e.g. digital media, direct mail, newspapers, magazines, radio, television, billboards).
9. All advertisements should acknowledge the contribution of funds and the Verona Area Chamber of Commerce logo, (obtain from the VACC). Such ads should say at least “This event made possible by a grant of the Verona Area Chamber of Commerce (VACC). The VACC reserves the right to require other forms of recognition in advertising as a condition of the award. Lack of such recognition may affect future funding opportunities.
10. The Verona Area Chamber of Commerce reserves the right to independently survey hotels, motels, and other businesses to gauge the economic impact of an event. If a majority of those establishments report little or no benefit from the applicant’s event/project, it shall be noted for future funding requests.
11. Applicants should be aware that, while the VACC Board of Directors makes decisions based on estimated budgets and projections, documentation of how granted funds were spent must be actual costs supported by proofs of payments. Any monies not used or not used lawfully must be repaid to the VACC within sixty days of the event, along with the completed post-funding analysis.
12. The final accounting of funds must mirror the items outlined in the Applicant’s original application and in the Fund Expenditure Report.
