YWCA OF TAMPAY BAY/RECOMMENDATIONS FOR SPECIAL EVENTS GRANTS FUNDING PILOT PROGRAM
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CITY OF CLEARWATER
SPECIAL EVENTS GRANT FUNDING APPLICATION
For Assistance Phone: (813) 462-6596
Print of type. If necessary, use additional sheets of paper to complete the application.
1.
EVENT TITLE:
Decorative Art & Antique Sale
2. APPLICATION INFORMATION:
Organization:
Address:
Contact person:
Title:
Telephone:
YWCA of Tampa Bay
222 South Lincoln Avenue
Clearwater. FL 33756
Judy Wood-Ganisin
Director of Communications
447-2458
(Home)
461-2997
(Work)
447-7480
(Fax)
Legal Name: Same as above
Year ofIncorporation 1981
Charter Number: 744693
Or Date of Application
Check if 501c3
Month and year organization was created:
December. 1919
Describe the organizations's major activities The YWCA of Tampa Bay offers community-based
family support services: after-school tutorial and homework assistance targeting 1st-6th graders
who are at risk of failure in school: quality. affordable child care: education programs to prevent
teen pregnancy: drop-out prevention for at risk youth from 5 years to 21 years and
comprehensive graduated services to homeless families. enabling self-sufficiency.
Describe event management experience: Please see attachment.
These attachments must be provided:
A. Most recent Financial Statement
B. Certification of non-profit status
C. Letter(s) of Commitment for matching funds
D. Listing of current Board of Directors
E. Proposed Event Marketing Plan
F. Preliminary Application for Special Event, if applicable
C~_ G f~.A~'"'\
Signature
Authorized Board Member
y - {~~ CJ'd
Date
The City of Clearwater reserves the right to reject or fund applicants at a level lower than requested.
1
City of Clearwater
Special Events Grant Funding Application
Page lA
Describe event management experience:
The YWCA has extensive planning, marketing and coordinating experience with numerous events
of varying complexities. Examples include: Silent and Live Auctions, Arts & Crafts Sales,
Ground Breakings, Retirement Luncheons, Bowl-a- Thons, Two Day Conferences, Childrens
Peace Rally and Poster Contest, Fashion Shows and Luncheons, Diamond Jubilee Gala and Major
Tampa Bay Area Awards Programs. In addition, the YWCA has cultivated major sponsors who
repeatedly support YW events and collaborations. They include Eckerd Corporation, St.
Petersburg Times, Florida Power, Honeywell, Morton Plant Mease, Raymond James, Bankers
Insurance Group and Transitions Optical.
The YWCA Antique Show, historically held in the YWCA's Clearwater facility, is in its 26th year
and enjoys an immense amount of support from the community. In order for the show to grow
and become more financially successful, the YWCA Board of Directors have decided to move the
event to a location that can accommodate more exhibitors and expand the scope of activity to
include more of a cultural and artistic venue.
IA
City of Clearwater
Special Events Grant Funding Application
Page 2
3. EVENT INFORMATION:
A. Event Description and purpose: Decorative Art and Antique Sale - A "Progressive Patron
Reception" kicks off this one day event held at Coachman Park. The sale features local
and national exhibiters in the antique and decorative art business. informative seminars
on related topics. repair and appraisal services. raflles. food court and musical
entertainment. Continued on page "2A".
B. Primary Objective of the Event: To provide a unique and profitable event in downtown
Clearwater that will attract an array of Tampa Bay residents and visitors.
C. Primary Benefits to the Citizens of Clearwater: The event will provide free entertainment
and a historical/future perspective of Clearwater (Patrons Night) that will increase
community pride. In addition. the event will draw attention to downtown Clearwater
businesses.
D. Has this event been held in the past? Yes No X Modified
If so, when? The YWCA 26th Annual Antique Show held January. 1998 Where? YWCA
Facility at 222 S. Lincoln Avenue. Clearwater
Why was it successful? The YWCA has an excellent reputation of producing events that
are well organized and have a comprehensive marketing plan. The maiority of exhibitors
return each year because there is a careful screening process for authenticity and they are
confident of a quality show. And. because of the longevity of the Antique Show and the
YW's work in the community. there is a broad base of individual support from the
community.
How will these grant funds expand this event? See page "2B".
E. Date(s) of planned event: January 29 & 30. 1999 (rain date for following day -1/31/99)
F.
Location( s) of planned event:
Coachman Park
G.
Anticipated number of attendees:
1.500 - 2.000
H. Target Audience (age group, ethnic diversity, geographic reach):
All ages and ethnic groups focusing on middle to upper class between the ages of30-60.
residing in or visiting the Tampa Bay area.
I. Who will be managing this event and what are their qualifications (attach resume if
applicable): Judy W ood-Ganisin. Director of Communications with 18 years of successful
event and convention planning experience in the profit and not for profit arena. Assisted
by Ramute "Jak" Jakubauskas who adds 6 years of event planning experience.
J. What other organizations will be involved in this event: "Questors". interior design
associations and any others suitable.
K. How will profits from this event be used: To support the YWCA's programs and services.
2
City of Clearwater
Special Events Grant Funding Application
Page 2A
3. Event Information:
A. Continued:
In addition, an antique and classical car and motorcycle show would be held in the
adjacent parking lot.
The Patron Reception would begin at the YWCA location on Lincoln Avenue (or another
location to be determined) and would feature historical and architecturally interesting
sites/homes in Clearwater. Patrons would either drive from site to site or could ride in
provided transportation (Jolly Trolley). Refreshments and hors d'oeuvres would be
served at each stop ending with dessert back at the YWCA.
The YWCA Reception will have a Millennium theme with props and decorations depicting
Clearwater's and the YWCA's history, pr~sent day and future visions.
2A
City of Clearwater
Special Events Grant Funding Application
Page 2B
3. Event Information:
D. How will these grant funds expand this event?
In order to accommodate the changing needs of the community, the YWCA has renovated
the Clearwater facility to provide contemporary programming. Although the needs of
families are better met, the facility is no longer conducive to events of any major size.
With additional funds, the YWCA will be able to relocate the show to a more accessible,
larger, and more visible location, enabling additional activities to be scheduled, attracting
more people.
2B
City of Clearwater
Special Events Grant Funding Application
Page 3
5. GRANT REQUEST (Funds)
A.
Amount of funding requested (not to exceed $10,000):
$10,000.00
B. Describe in detail what these funds will be used for: Note: Exhibit I lists available City
servIces.
Stage rentaL electricity. portalets. security. clean up, marketing. signage. tent. chairs.
tables. Jolly Trolly. program for Patrons Night. gifts for speakers and three quarters of
patron party
C. Date that the City funding will be needed January L 1999
6. MATCHING FUNDS REQUIREMENT
A. Describe in detail the source of matching funds which must be at least 50% of the grant
request (in-kind and/or cash with a minimum of one-half in cash) and how the funds will
be used:
Presently corporate sponsors are being sought to offset the cost of marketing this event.
Historically, the YWCA has directly covered all expenses of producing our Antique Show
with individual contributions totaling $5.400.00 and in-kind donations valued at $2.000.00
7. ADDITIONAL INCOMEIRESOURCES
A. List any known or expected additional grants or sponsors and their contributions in
support of this event:
See marketing plan
B. List all sources of anticipated event revenue:
Exhibitor booth rentals. patron party. percentage of food vendor revenues
C. List volunteer resources YWCA Board of Directors. Kiwanis
3
City of Clearwater
Special Events Grants Funding Application
Page 4
8. TOTAL EVENT BUDGET
EXPENSES
Item
Cost
Funding Source
Stage Rental
(Including sound technician)
Electricity 50
Portalets (7) 280
Security 420
(2 off duty police, based on $21 per person, per hour from 9 a.m. - 7 p.m.)
Clean-up 100
(4 park employees)
Set up/Tear down Tent
Permit
Rental (20 x 40)
Tables/Chairs
Porters
Signage (Causeway banner)
Postage
Printing
Marketing
Exhibitor Ribbons & Signage
Progressive Patron Party:
Jolly Trolly Rental
(Based on 4 hours, 3 trollys)
Memorabilia for guests 500
Souvenir programs 200
Decorations.food.beverages 1.500
(To include glassware, paper products, etc.)
Speaker Appreciation Gifts
$ 200
300
36
340
1.500
250
250
750
2.500
5.000
200
600
100
Total Cost
$15.076
INCOME
Source
Amount (Cash or In-kind)
City
Sponsors
$10.000
5.076
Total Income
$15.076
4
MARKETING PLAN
A combination of radio, television and print media will be used to promote this event.
9 Months Prior to Event:
A. Recruit Planning Committee - Committee will include past honorary co-chairs
of Antique Show and other community leaders with name recognition.
B. Recruitment of exhibitors (national and local)
· Direct mail - utilizing existing lists of past Antique exhibitors and trade
publications. Will include membership rosters of Interior Design
Associations and Fine Art Galleries.
· Paid advertising in trade magazines.
· Solicitation of sponsors - levels of support and associated benefits will be
designed. (See sample attached.)
· Tampa Bay Magazine, Val-Pak, Tampa Tribune, Bee Publications and
Beach Views will be approached for in kind advertising.
· Other businesses and individuals will receive monetary requests.
6 Months Prior to Event:
A. Promotional flier, posters and invitation to Progressive Patron Reception will
be designed. Distribution locations throughout Tampa Bay will be determined
to include, but not limited to:
· Homeowner associations of middle to upper class neighborhoods
· Fine art galleries
· Religious organizations
· Libraries
.. Womens organizations
· Chambers of Commerce
· Pinellas County Tourism office
· Antique stores and malls
· Classical car and motorcycle venues
· Colleges and universities
· Committee will continually update a master list of "Schedule of Area
Events" for additional flier distribution.
B. News release for public service announcements will be sent to YW's existing
media list of sources announcing event and exhibitor space available.
C. Reserve banner space on Memorial Causeway.
4 Months Prior to Event:
A. Update flier and poster copy to include all sponsorship and other pertinent
information.
B. Print material and distribute to committee and other sources.
C. Send "teaser card" to past Antique Preview Reception attendees.
D. Send ad copy to local magazines.
2 Months Prior to Event:
A. Intensity distribution of marketing materials.
B. Send second news release for public service announcements.
4 Weeks Prior to Event:
A. Mail third news release with promotional photographs.
B. Coordinate ad copy with Beach Views, Bee Publications, St. Petersburg Times
and Tampa Tribune.
C. Mail invitations for Progressive Preview Party.
D. Continue poster and flier distribution.
Event:
A. Have private photographer roam throughout to take promotional pictures for
news release recapping event and for marketing material next year.
B. Distribute "Exhibitor Survey" for critique and recruitment purposes.
C. Have media kits available and designated spokesperson identified for interviews.
~t. Jeter~burg ~ime~
Presents
MARCH 1998
SPONSORSHIP OPPORTUNITIES
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· Category exclusivity - Your company would
be exclusive in your industry for sponsoring
this event at this level.
· Special recognition as official host of Honoree
Reception in all advertising including
nomination forms, invitations, souvenir
program, agency newsletter and news releases
about the event. (Please note: nomination
forms are sent to Tampa, St. Petersburg and
Clearwater Chamber members, approximately
12/000 businesses. Agency newsletter has a
mailing list totaling 3/500 names throughout
Tampa Bay - $10/000 value.)
· Front row table at the Awards Dinner for
eight guests (corporate identification
included - $400 value).
· Preferential placement of full-page ad in
souvenir program (camera ready art to be
provided - $400 value).
· Participation acknowledgement by Master of
Ceremonies and representation at Head
Table during Awards Dinner.
· Key position for company banner in Grand
Ballroom.
· Quarterly payment plan - sponsorship fees
are payable in convenient, quarterly
installments with the option of being
expended in the 1998 fiscal year.
· Sampling opportunity company/ s
marketing merchandise will be made
available to each guest (pre-approved by
Tribute Committee - $2/000 value).
· Opportunity for business to serve as pick-up
point for nomination forms by the public.
· Full-page ad in souvenir program (camera
ready art to be provided).
· Acknowledgement of participation by the
Master of Ceremonies at the Awards Dinner.
· Preferential table position at the Awards
Dinner for eight guests (corporate
identification included).
· Recognition in souvenir program,
invitations, agency newsletter and press
releases about the event.
· Opportunity for business to serve as pick-up
point for nomination forms by the public.
· Quarterly payment plan - sponsorship fees
are payable in convenient, quarterly
installments with the option of being
expended in the 1998 fiscal year.
OR
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· Company's marketing merchandise will be
made available to all guests and associates
at Awards Dinner (pre-approved by Tribute
Committee ).
· Full-page ad in souvenir program (camera
ready art to be provided).
· Acknowledgement at the Awards Dinner
by Master of Ceremonies.
· Opportunity for business to serve as pick-up
point for nomination forms by the public.
· Quarterly payment plan - sponsorship fees
are payable in convenient, quarterly
installments with the option of being
expended in the 1998 fiscal year.
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. Table at Awards Dinner for eight guests (corporate identification included).
. Recognition in agency newsletter and news releases about the event.
. Half-page ad in the event program (camera ready art to be provided).
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. Table at Awards Dinner for eight guests (corporate identification included).
. Recognition on the night of the event and in agency newsletter.
. Quarter page ad in the souvenir program (camera ready art to be provided).
IN KIND CONTRIBUTIONS:
A variety of goods and services are needed to make this event successful. If your
company can provide any of the following, your contributions will be recognized
according to their retail value. Donations less than $500 will receive recognition in the
souvenir program and during the event itself.
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