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CVB Mini Grant Program

Due to a budget shortfall, this program has been suspended for Fiscal Year 16/17. It will be reavaluated in April 2017 for Fiscal Year 17/18. 

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Program Overview

Application Process

Application Form

Project Guidelines

Logo Usage Guidelines

Reimbursement Procedures

 

100% Cooperative Advertising Grant Program

The purpose of The Greenbrier County Convention and Visitors Bureau (CVB) Cooperative Grant Program is to assist groups, organizations and nonprofits in Greenbrier County by providing marketing dollars to enhance the tourism environment of our area. The goals of the program include:

  • Increase overnight stays in Greenbrier County
  • Promote a positive image and increased visibility of the county’s attractions
  • Increase expenditures by visitors to Greenbrier County
  • Provide programs and activities beneficial to drawing additional tourists

Beginning in 2002, the Greenbrier County CVB inaugurated this program by granting local marketing awards. This program has continued each year with grants up to $2,000 for each project. As originally developed, these grants are awarded to local organizations and others (as defined below) engaged in the promotion of a tourist-related event, attraction or initiative.

 

 

Program Overview

Those eligible to apply include any group (two or more businesses), an organization or non-profit doing business in Greenbrier County.

Eligible projects include any tourism-related event, attraction or initiative that enhances Greenbrier County’s image as a visitor or group destination.

Applicant may apply for up to $2,000 in direct advertising funding per project. The applicant may apply only once for the same project. (Example: 2017 Chocolate Festival, 2017 Program Guide)

An organization may apply for more than one project, but the projects must be submitted on separate applications.

The CVB reimburses 100% of the approved advertising expenses up to the total awarded amount of the application. 

The Greenbrier County CVB’s Grants & Research Committee is responsible for reviewing and approving all grants; the CVB’s full Board of Directors has final ratification.

Projects are graded on the following criteria:

  • Project potential to increase tourism
  • Ability to demonstrate a positive image of Greenbrier Valley
  • Type and scope of applying organization
  • Organization’s resources
  • Project timetable
  • Number of applications received and amount requested

A grant may be awarded for less than the amount requested or not at all, depending on the number of applications received and the marketing initiatives outlined. Preference will be given to projects that best demonstrate the above criteria.

Questions may be directed to the CVB’s Marketing Manager in advance of the deadline. A training workshop will be held at least two weeks prior to each deadline and will be announced in local newspapers.

Beth Gill, Marketing Manager
304-645-1000

.(JavaScript must be enabled to view this email address)
 

 

Application Process

Complete the Co-op Advertising Grant application. The maximum amount that can be requested per application is $2,000. All information must be complete and the application media breakout in section 3b must be filled out in its entirety. Applications must be typewritten and additional pages may be attached, as needed. Applicants are encouraged to attach quotes from printers or advertising media that are reflected in the plan. Applications must be received no later than the deadlines listed below. 

 

CLICK HERE TO DOWNLOAD APPLICATION

Application must be received by the deadline dates and times noted below. Failure to meet the intended deadline will result in return of the application.

  • January 6, 5:00 PM
  • July 6, 5:00 PM  

Applications may be emailed, mailed or hand delivered to:

Cooperative Advertising Grant Program
Greenbrier County CVB
PO Box 1107
905 Washington Street W
Lewisburg, WV 24901

.(JavaScript must be enabled to view this email address)
 

Grant review meetings are mandatory and are held approximately one month after the application deadline date. A representative from the organization must attend to present the project and answer any questions that may arise by the Grants & Research Committee. The Project Director listed on the application will be notified by email of the meeting date and time. Funds will not be awarded if no one is in attendance to represent the application. Upon approval of the application, the Project Director will receive an approval letter and logo usage guidelines from the CVB.


 

Project Guidelines

The project should be of a promotional nature designed to increase visitor attendance at an event, attraction or initiative and in turn increase occupancy rates at Greenbrier County lodging properties.

Proposed project must promote out-of-county visitorship. Advertising and distribution methods must target markets outside of a 50-mile radius.

Local advertising (media that does not extend past 50 miles) is not covered under this grant program. The only exception is the WV Welcome Center on Interstate 64.

Allowable direct advertising expenses include:

  • Print – magazine, newspaper
  • Internet – banner ad, email
  • Facebook – boosted posts, newsfeed ads, right column ads (maximum $500 expenditure)
  • Broadcast – television, radio
  • Billboard
  • Collateral - postcard, brochure, rack card, flyer

This program does not include website development of any kind.

Funding will not be made available for any administrative, clerical or production needs, or as a supplement to normal operating costs.

The grant application includes a beginning and ending project date. Advertising that is included in the application media breakout may not precede the application’s approval date. The period of service for all submitted invoices must fall within the beginning and ending dates of the application.

The Greenbrier County CVB logo must be included on all granted advertising. Logo, tagline and hashtage usage must follow the specified guidelines for each media category. Those who fail to use the logo and taglines as directed will lose approved cooperative funding.

 

Logo Usage Guidelines

CLICK HERE TO DOWNLOAD LOGO GUIDELINES

CLICK HERE TO DOWNLOAD FACEBOOK LOGO USAGE GUIDELINES

Logos can be obtained by contacting the CVB marketing Manger. Templates are available to assist with appropriate placement. To ensure proper logo usage, Project Directors are strongly encouraged to send all creative to the CVB Marketing Manager for review prior to ad placement. Ultimately, our goal is for applicants to receive all the funds they have been awarded.

Beth Gill, Marketing Manager
304-645-1000

.(JavaScript must be enabled to view this email address)

If an applicant chooses to use a professional graphic designer or company to create the proposed advertising, the applicant may be reimbursed an additional 15% over the granted amount, at the CVB's discretion. For example, if an applicant is granted $1700, it could qualify for an additional $255 by seeking professional assistance. Those needing assistance identifying designers in the area may contact the CVB for a referral list.


 

Reimbursement Procedures

The organization must submit its reimbursement request within 60 days of the ending project date noted on the application.

Only one reimbursement request is permitted per application. It must be complete and include the following:

  • All applicable invoices
  • All applicable advertising showing proof of logo, tagline and hashtag placement
    • tear sheet for magazine and newspaper ads 
    • screen shot of internet ad
    • dated screen shot of Facebook ad and screen shot of landing page
    • final printed collateral
    • copy of television or radio ad
    • photo of billboard

The CVB will not accept billing direct from the vendor.

Final invoice amounts should be the same or less than those listed on the application media breakout. Funds are capped at the awarded amount but can move from one ad placement to another. The CVB’s Marketing Manager must be notified prior to placement of any changes. Without prior notification, the CVB will reimburse no more than the costs listed on the application media breakout.

Reimbursement request may be emailed, mailed or hand delivered to:

Cooperative Advertising Grant Program
Greenbrier County CVB
PO Box 1107
905 Washington Street W
Lewisburg, WV 24901

.(JavaScript must be enabled to view this email address)

Payment will only be made to the Project Director and Organization listed on the grant application.