CVB Mini Grant Program
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Since July of 2002, the Greenbrier County Convention and Visitors Bureau has reached a pinnacle in helping groups and organizations market their events. Since that time, the Bureau has funded more than $260,000 in direct marketing grants to many of the county’s fairs, festivals, and non-profit organizations. While the maximum amount granted is $2,000 per project, the average grant amount to date is $1,298.31.
Application & Deadlines
As of November 9, 2011, the mini grant application has been revised. To download a copy of the application, click here. The application deadlines are:
- July 2, 2013
- January 6, 2014
Completed applications should be returned to:
Rachael Stebbins, Director of Marketing & Communications
Greenbrier County CVB
Post Office Box 1107
Lewisburg, WV 24901
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 are simple:
- 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 a new program by granting local marketing awards. This program has been continued each year with grants not exceeding $2,000 for each project. As originally developed, these grants will be awarded to local organizations and others (as defined below) engaged in the promotion of a tourist-related special event or promotion.
Rules & Regulations
Those eligible to apply include any group (two or more businesses), organization, or nonprofit doing business in the Greenbrier County area. Such parties may apply for a tourism grant according to the following guidelines:
- The Greenbrier County CVB Logo must be included on all brochures, print or television advertisements. Minimum allowable sizes are noted on the CVB’s website, http://www.greenbrierwv.com along with usage guidelines for both radio and television ad spots. All applicants must use the logo and taglines appropriately. Those who fail to do so will result in denial of reimbursement.
- Projects should be of a promotional, advertising or marketing nature, designed to increase visitor attendance at the event or activity and in turn increase occupancy rates in Greenbrier County hotels, motels and facilities. This may include some internet or web based initiatives, but shall not include hosting fees or maintenance fees.
- Projects must promote out-of-county visitors and have more than a local impact. The national definition of a visitor is those traveling outside of 50-miles to attend an event or activity. This definition should be kept in mind when choosing appropriate advertising placements and distribution methods. Local advertising is not covered by this grant program. (The only exceptions made to this rule include the WV Welcome Centers, State Travel Plazas, Greenbrier Valley Quarterly and Billboard Signage along major interstates.)
- Projects should enhance Greenbrier County’s image as a visitor or group destination.
- Funding will not be made available for any administrative, clerical, or production needs or as a supplement to normal operating costs.
- Projects should be tourism-related and will be granted only on the basis that they enhance tourism to the area.
- The Greenbrier County CVB’s Grants & Research Committee has the responsibility of approving all grants; with final ratification from the CVB’s full Board of Directors.
- In making decisions on grant applications, the committee will consider such factors as the type and scope of the applying organization, the organization’s resources, the impact and priority of the proposed project, the timetable, the number of applications received and the dollar amount requested.
- Organizations may submit applications for more than one event/program, but they must be submitted on a separate application. There can be no overlap between applications (i.e. two applications cannot be submitted for one festival or event.)
Within three to four weeks of the grant deadline, your committee will be notified of your grant award and you will be required to submit invoices and copies of materials to us before a grant check will be issued. Failure to submit the appropriate receipts as outlined in your application will result in nonpayment by the CVB. The CVB will not accept billing direct from your vendors. All invoices must be submitted at one time by your committee or project director. Checks will only be cut to the contact and organization as listed in the grant application.
Procedures and Deadlines
Application deadlines are July 1, 2011 and January 6, 2012. At the time of review by the committee, further information may be requested from the applicant. Applicants will be notified in writing by the 30th of each month as to the approval or denial of their requests. Applications should be mailed to:
Cooperative Advertising Grant Program
Greenbrier County Convention & Visitors Bureau
Post Office Box 1107
Lewisburg, WV 24901
Applicants must adhere to the guidelines above and the grant procedures as follows:
- Complete and send in the Cooperative Advertising Grant Application. The maximum grant amount that can be requested per application is $2,000. All information must be complete and the marketing plan must be completed in detail. 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 their plan. Applications must be received no later than the deadlines listed above. *Failure to meet the intended deadline will result in return of the application.
- Beginning in July 2007, the grant review meetings are open to applicants. Applicants will have the opportunity to be on-hand to answer any questions that may arise as the Grants & Research Committee reviews each application. As of July 2009, attendance at this meeting is mandatory.
- Please be advised that a grant may be awarded for less than the amount requested or not at all, depending on the number of applications received and the appropriateness of the marketing placements.
- Upon approval of the grant, the Director of the Program (listed on page one of the application) will receive an approval letter from the CVB. As we strive to create the most professional and appealing advertising we can, we encourage you to do the same. If your organization or group chooses to use a professional graphic designer or company to help you create your advertising, you may be reimbursed an additional 15% over and above your granted amount, at the CVB’s discretion. For example, if you were granted $1700, you could qualify for an additional $255.00 if you seek professional assistance. Those needing help identifying designers in our area may contact the CVB for a referral list.
- Approved grants will be paid only to the grantee. No direct billing is allowed.
- Final invoice amounts should be the same or less than those original amounts listed in the grant application. Should it be determined before an ad places that the costs will be higher in one area and lower in another (for example, higher in print advertising and lower in television), the CVB should be notified if you wish to move those funds from one area to another. Without prior notification, the CVB will reimburse at no more than the costs listed in the grant application. Invoices will not be reimbursed more than the overall grant award.
- Projects must be completed in the timeframe noted on the application. Upon completion, a copy of an original invoice is required, accompanied by advertisement tear sheets, copies of all final brochures, and radio and television tapes. Tear sheets are actual pages on which an ad appears in a newspaper or magazine - not a copy. Failure to do so within one month (30 days) of completion of the event will result in non-reimbursement of funding.
Questions may be directed to (304) 645-1000 in advance of the deadline. A training workshop on the grant program may be held prior to the deadline and is announced in the local papers. For more information or to sign up for a training session, contact the CVB offices at (304) 645-1000.
Layout & Logo Guidelines
Please note: If you have questions regarding any of the following layout and logo guidelines, please contact Rachael Stebbins at the CVB office at 304-645-1000 for assistance. Incorrect logo usage on Mini Grant materials will not be reimbursed.
For magazine ads, newspaper ads, websites, rack cards, brochures and direct mail pieces, please contact the CVB to obtain the proper logo.
Radio Taglines should read: “Sponsored in part by the Greenbrier County Convention & Visitors Bureau. Visit www.greenbrierwv.com.” This should be read at the end of each radio spot.
Television Spots should show the CVB logo and web address at the end of each commercial, in addition to the audio specifics listed above under Radio Taglines. Please obtain the logo by contacting the CVB.
Exceptions will only be allowed if pre-approved by our staff.