Tourism Development Grant Review Committee

AGENDA City of Williamsburg Tourism Development Grant Review Committee Monday, November 14, 2022 A meeting of the Tourism Development Grant Review Committee will be held Monday, November 14, 2022 at Stryker Center (Room 127), 412 N Boundary St, Williamsburg, VA 23185 commencing at 3:30 PM. Page I. CALL TO ORDER II. ROLL CALL III. APPROVE MINUTES A. September 12, 2022 2-4 IV. 2023 GRANT CYCLE A. Phase I & Phase II Application Review 5 - 70 B. 2023 Cycle Dates C. Financial Updates D. Marketing Efforts V. OPEN FORUM VI. NEXT MEETING VII. ADJOURN The purpose of the Tourism Development Fund (TDF) is to increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg through financial assistance and reinvestment in tourism products, place-making projects, special events, public-private partnerships, and destination marketing. Page 1 of 70  DRAFT Tourism Development Grant Review Committee Meeting Minutes The Tourism Development Grant Review Committee (TDGRC) met on Monday, September 12, 2022, at 3:30 PM in Room 127 at the Stryker Center, 412 N. Boundary Street. I. Call to Order The meeting was called to order by Ms. Skrabala at 3:31 pm. II. Roll Call The following TDGRC members were present: Chris Caracci, Craig Reeves, Adam Steely, Sally Wolfe, Ron Kirkland, Cash Arehart, Greg Granger. The following staff members were present: Joanna Skrabala (Tourism Development Specialist). III. Approve Minutes a. January 2020 Minutes Mr. Caracci made a motion to approve the January 30th, 2020, minutes and Mr. Reeves seconded. All approved. Mr. Arehart and Mr. Kirkland abstained as new members. IV. Open Forum There were no comments during the open forum. V. Introductions & Overview a. 2022-2023 Members Ms. Skrabala reported that this first meeting was more of a refresher and asked that everyone introduce themselves. Ms. Skrabala then gave a brief presentation on where the Tourism Development Fund originated and where the money goes, including Outside Agencies, the Tourism Promotion Contingency Fund, and the TDF grants reviewed by the TDGRC. Ms. Skrabala reiterated that the eligible projects funded by the TDF include new product development, placemaking, and renovations/improvements to existing infrastructure. VI. Appointment of Officers a. Chair & Vice Chair Ms. Skrabala reported that because the TDGRC had not met since 2020, officer appointments needed to be done to move forward. Mr. Caracci volunteered to serve again as Chair. Mr. Kirkland made a motion to approve Mr. Caracci as Chair and Mr. Page 2 of 70  DRAFT Arehart seconded. All approved. Mr. Arehart made a motion to approve Ms. Wolfe as Vice Chair and Mr. Kirkland seconded. All approved. VII. Old Business a. 2019 and 2020 Cycles Ms. Skrabala said the second cycle of TDF grants opened in 2020; however, it then shut down due to the pandemic. She said these applicants would be invited to submit again. Mr. Caracci said the funds in 2020 were reallocated to other expenses; however, with the new fiscal year, those funds have started to rebuild again. He said staff should better know of a projected amount in early 2023. Ms. Skrabala said updates on the 2019 grantees were included in the agenda packet. Mr. Kirkland added that the Indoor Sports Complex would soon be announcing the selected contractor for construction. Ms. Skrabala said that some of the projects were delayed due to the pandemic, but everything is either finished or in progress. Mr. Reeves asked about the Colonial Williamsburg funding request. Mr. Caracci said it was approved; however, CW then withdrew its request. VIII. New Business a. 2023 Cycle Ms. Skrabala reviewed the application cycle and proposed 2023 timeline: • Phase I application opens in late January 2023, due in March 2023 • Phase II application, by invite-only, opens in April 2023, due in June 2023 • Applicant Presentations, by invite-only, summer 2023 • TDGRC makes recommendations to City Council, fall 2023 Ms. Skrabala also reported that City staff would conduct information sessions about the TDF application process. Mr. Reeves asked what needs to be done prior to the process reopening. Ms. Skrabala said that at the next meeting, the TDGC would review the current applications for updates and revisions, as well as look at marketing options to get the word out about the opportunity. Mr. Reeves asked if the EDA could help get the word out and Mr. Steely said they could. Mr. Steely said the projected fund amount is crucial to how the group proceeds. Mr. Kirkland also suggested the Williamsburg Tourism Council could also assist in letting people know. IX. Open Forum There were no comments during the open forum. Page 3 of 70  DRAFT X. Adjourn The next meeting is scheduled for November 14 at 3:30 p.m. in Room 127 at the Stryker Center. The meeting adjourned at 4:30 p.m. Page 4 of 70 Application: TEST Joanna Skrabala - jskrabala@williamsburgva.gov (TEST) Tourism Development Fund Grant FY20-21 Phase 1 Application In Progress - Last edited: Mar 6 2020 Phase 1 Application Form YOUR INFORMATION Agency/Organization name: (No response) Tax Status: (No response) Address: (No response) Phone: (No response) Email: (No response) Primary Contact: (No response) PROJECT INFORMATION Name of Project: (No response) Project is: (No response) Mark one: (No response) Brief Description of Project: (No response) Physical Address of the Project (if different from above): (No response) 1/5 Page 5 of 70 What is the projected break ground date? (No response) What is the projected completion date? (No response) What is the projected opening date? (No response) PROJECT BUDGET What is the amount of grant funding being requested? (No response) Type of Grant Funding Request*: *Grant is a cash award. Loan guarantee are funds to leverage a financial loan. Debt Service are funds to pay off a financial loan. (No response) What amount of funding will you secure from other source(s)? (No response) 2/5 Page 6 of 70 List your current mix of funding for your Project in the chart below. Include your source(s), amount, and status. Source Amount Status 1 2 3 4 5 6 7 Total 0 If you receive TDF funding, will it be the first funding committed to this Project? (No response) What is the anticipated net profit of the Project and its proposed use? (No response) VALUE TO THE CITY Please explain how the Project advances the City’s goal to increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. (No response) 3/5 Page 7 of 70 Does the Project complement or add to existing tourism products or activities in the City? (No response) ESTIMATED IMPACTS What is the anticipated number of days that a typical guest will patronize your Project during one visit to Williamsburg? (No response) What is the estimated number of guests at your Project for each of the first three years of operation? Year 1 (No response) Year 2 (No response) Year 3 (No response) What are your submitted figures based upon? (Existing customer data, ticket sales, research, etc.) (No response) Please describe your targeted audience. (No response) 4/5 Page 8 of 70 APPROVAL PROCESS Williamsburg City staff and the Tourism Development Grant Review Committee will review the request and determine whether the applicant is eligible to apply for Phase 2 in April. If you have any questions, please contact Joanna Skrabala, Tourism Development Specialist in the Economic Development Office at (757) 220-6129, or email at jskrabala@williamsburgva.gov. I hereby certify that all the information provided in and attached to this application is true and correct. Furthermore, by signing below I authorize the City of Williamsburg Economic Development Office to contact other City departments to ensure that my business is in good standing with the City of Williamsburg. Please check here if you request that confidential proprietary records provided by a business as part of this application be maintained as confidential by the City of Williamsburg and not subject to disclosure under the Virginia Freedom of Information Act, Code of Virginia §2.2- 3705.6(a)(3). Indicate which items are confidential. Date (No response) Full Name (No response) Signature (Please use your mouse cursor to sign below.) 5/5 Page 9 of 70  City of Williamsburg Tourism Development Fund Grant Application-Infrastructure Infrastructure to Support Tourism Product Application for Infrastructure to Support Tourism Product – Phase II APPLICATION The Williamsburg City Council created the Tourism Development Fund in 2017 to “increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg through financial assistance and reinvestment in tourism products, place-making projects, special events, and public-private partnerships.” INSTRUCTIONS – Please Read Carefully 1. Please email or call with any questions jskrabala@williamsburgva.gov or (757) 220-6129. 2. Handwritten applications will not be accepted. Limit answers to the space provided. 3. The Tourism Development Grant Review Committee may invite the applicant to present its project to the Committee in June. 4. Attachments are required for several questions. Please name the file in a PDF format as instructed in each question. 5. Applications must be received no later than, Friday, 12, 2020 at 5:00pm. Application Sections I. Applicant Information II. Organization Information III. Project Information IV. Financial Information V. Impact of the Project VI. Destination Branding VII. Existing Tourism Contributors Impact VIII. Optional Supplemental Material IX. Approval Process Page 10 of 70 I. APPLICANT INFORMATION Name of Project: Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: Agency/Organization Name: Tax Status: Address: City: State: Zip: Primary Contact/Grant Writer: Phone: Email: Page 11 of 70 II. ORGANIZATION INFORMATION 1. What is the Organization’s mission? 2. Briefly describe the history of the organization. Page 3 of 17 Page 12 of 70 3. Attach a list of the key leadership of the organization and include a description of their role in the project. [Project Name_Key Leadership Roles.PDF] Name of File: 4. If applicable, attach a list of the current members of the board or advisory committee. [Project Name_Board or Committee Members.PDF] Name of File: 5. If applicable, identify any current partnerships the organization holds with other regional organizations. Include name of organization and nature of partnership. 6. Identify and describe any pending legal action against the applicant or the organization. If none, enter “N/A.” Page 4 of 17 Page 13 of 70 III. PROJECT INFORMATION 1. Physical Location of Project: City: State: Zip: 2. Please describe the project in detail. If the applicant has any drawings, photos or renderings, please submit in PDF format with the application and include the file name for each item here. Be sure to include the name of the project in the file name, i.e. [Project Name _ Renderings.PDF] List and describe each file: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: 3. Is the project an expansion of or improvement to an existing facility? Expansion Improvement Neither Page 5 of 17 Page 14 of 70 4. Describe the value of the project to tourism in the City of Williamsburg. 5. What is the projected start of construction date? 6. What is the projected completion date of construction? 7. When is the projected opening date? Page 6 of 17 Page 15 of 70 8. Please add other project milestones. (Include date and milestone description) 9. When will Tourism Development Funds be required? 10. If the project will not begin construction within 18 months from notification of award, explain why a commitment of funding is crucial to the project at this time. Page 7 of 17 Page 16 of 70 IV. FINANCIAL INFORMATION 1. Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: 2. Type of funding request: Grant Loan Guarantee Debt Service Other: (*Grant is a cash award. Loan guarantee are funds to leverage a financial loan. Debt Service are funds to pay off a financial loan.) 3. What is the estimated total budget for the project? 4. Attach a detailed budget with revenue and expense lines for the Project. [Project Name_Detailed Budget.PDF] Name of File: Page 8 of 17 Page 17 of 70 5. Expenses: Please detail the overall project scope and costs associated with each major scope item. Total Project Costs Expense Amount Total Page 9 of 17 Page 18 of 70 6. Revenue: Detail below the current mix of funding sources for the project. Include source, amount, status, and indicate if contingent on receiving TDF funding. Revenue Explanation Source Amount Status: Contingent (Select One: In- on TDF Hand, Secured or Pending) Total 7. Submit a letter of commitment from each source, if available. [Project Name_Source of Commitment.PDF] Name of File: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: Page 10 of 17 Page 19 of 70 8. Match funds: For every TDF dollar requested for the project, how many dollars from other sources will be used? Funding Ratio Calculation TD Funds Requested Total Funds from Other Sources: Divide the Total Funds from Other Sources by TD Funds Requested to determine the ratio $1 TDF = from other sources . 9. If TDF funding is received, will it be the first funding committed to the project? Yes No 10. Please describe in detail the amount of annual funding required for the Project’s operation, the source of operating funds, and the level of commitment to ensure continued operation and maintenance. 11. Submit the organization’s most recent financial statement (audited, if available) with the application. [Project Name Organization Financial Statement.PDF] Name of File: Page 11 of 17 Page 20 of 70 V. IMPACT OF THE PROJECT 1. How many people will use the infrastructure annually? a. What percentage will come from 50 or more miles outside the City of Williamsburg? % of visitors Number of Visitors: b. What percentage will purchase a meal in the City of Williamsburg? % of visitors Number of Visitors: c. What percentage will stay in a hotel in the City of Williamsburg? % of visitors Number of Visitors: 2. Describe the methodology used to project these numbers and percentages. 3. Describe any other ways the project will increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. Page 12 of 17 Page 21 of 70 4. If the applicant is an existing destination, describe how the proposed infrastructure would help increase the current impact on tourism and patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. 5. Discuss the potential for the project to stimulate additional tourism investments. 6. Reporting: What methodology will be implemented to capture visitation statistics and the project’s impact to increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg once the infrastructure is installed? Page 13 of 17 Page 22 of 70 VI. DESTINATION BRANDING 1. How does the proposed project complement and align with the City of Williamsburg’s brand? 2. Discuss how the project appeals to a City of Williamsburg visitor. Page 14 of 17 Page 23 of 70 VII. EXISTING TOURISM CONTRIBUTORS IMPACT If the applicant is a new organization, please enter “N/A” in the fields below and proceed to the next section. If the organization currently contributes to regional tourism, please answer the following questions. 1. What is the current annual visitation at the organization? 2. How many out-of-market people visit annually? a. Please describe how the organization defines out-of-market. 3. Describe the methodologies for capturing annual and out-of-market visitation. 4. What percentage of the guests dine in a City restaurant? 5. What percentage of the guests spend the night in paid accommodations in the City? 6. Please describe the demographics of the current visitors. Page 15 of 17 Page 24 of 70 VIII. OPTIONAL SUPPLEMENTAL MATERIAL If the applicant would like to submit additional supporting documentation with the application, please indicate the file name and a description of the document here: [Project Name_Supplemental Material.PDF] PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: Page 16 of 17 Page 25 of 70 IX. APPROVAL PROCESS Williamsburg City staff and the Tourism Development Grant Review Committee will review all applications and make a funding recommendation to the Williamsburg City Council. Phase II applicants may be invited to present their project to the TDGRC Committee at its July meeting, which is currently scheduled for June 19, 2020. The Committee and staff also may conduct project site visits during the summer. The Committee’s recommendation of funding awards will be presented to the City Council for consideration in September. If you have any questions, please contact Joanna Skrabala, Tourism Development Specialist in the Economic Development Office at (757) 220-6129, or email at jskrabala@williamsburgva.gov. I hereby certify that all the information provided in and attached to this application is true and correct. Furthermore, by signing below, I authorize the City of Williamsburg Economic Development Office to contact other City departments to ensure that my business is in good standing with the City of Williamsburg. Please check here if the applicant requests that confidential, proprietary records provided by a business as part of this application be maintained as confidential by the City of Williamsburg and not subject to disclosure under the Virginia Freedom of Information Act, Code of Virginia §2.2-3705.6(a)(3). Indicate which items are confidential: Date: Signature: Name and Title: Page 17 of 17 Page 26 of 70  I City of Williamsburg Tourism Development Fund Grant Application-Placemaking Placemaking Application for Placemaking – Phase II APPLICATION The Williamsburg City Council created the Tourism Development Fund in 2017 to “increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg through financial assistance and reinvestment in tourism products, place-making projects, special events, and public-private partnerships.” INSTRUCTIONS – Please Read Carefully 1. Please email or call with any questions jskrabala@williamsburgva.gov or (757) 220-6129. 2. Handwritten applications will not be accepted. Limit answers to the space provided. 3. The Tourism Development Grant Review Committee may invite the applicant to present its project to the Committee in June. 4. Attachments are required for several questions. Please name the file in a PDF format as instructed in each question. 5. Applications must be received no later than, Friday, 12, 2020 at 5:00pm. Application Sections I. Applicant Information II. Organization Information III. Project Information IV. Financial Information V. Impact of the Project VI. Destination Branding VII. Existing Tourism Contributors Impact VIII. Optional Supplemental Material IX. Approval Process Page 27 of 70 I. APPLICANT INFORMATION Name of Project: Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: Agency/Organization Name: Tax Status: Address: City: State: Zip: Primary Contact/Grant Writer: Phone: Email: Page 28 of 70 II. ORGANIZATION INFORMATION 1. What is the Organization’s mission? 2. Briefly describe the history of the organization. Page 3 of 22 Page 29 of 70 3. Attach a list of the key leadership of the organization and include a description of their role in the project. [Project Name_Key Leadership Roles.PDF] Name of File: 4. If applicable, attach a list of the current members of the board or advisory committee. [Project Name_Board or Committee Members.PDF] Name of File: 5. If applicable, identify any current partnerships the organization holds with other regional organizations. Include name of organization and nature of partnership. 6. Identify and describe any pending legal action against the applicant or the organization. If none, enter “N/A.” Page 4 of 22 Page 30 of 70 III. PROJECT INFORMATION 1. Physical Location of Project: City: State: Zip: 2. Please describe the project in detail. If the applicant has any drawings, photos or renderings, please submit in PDF format with the application and include the file name for each item here. Be sure to include the name of the project in the file name, i.e. [Project Name _ Renderings.PDF] List and describe each file: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: 3. Is the project an expansion of or improvement to an existing facility? Expansion Improvement Neither Page 5 of 22 Page 31 of 70 4. Describe the value of the project to tourism in the City of Williamsburg. 5. What is the projected start of construction date? 6. What is the projected completion date of construction? 7. When is the projected opening date? Page 6 of 22 Page 32 of 70 8. Please add other project milestones. (Include date and milestone description) 9. When will Tourism Development Funds be required? 10. If the project will not begin construction within 18 months from notification of award, explain why a commitment of funding is crucial to the project at this time. Page 7 of 22 Page 33 of 70 11. Does a similar project already exist within a 100-mile radius of Williamsburg? If yes, please identify project(s). 12. If a similar project already exists within a 100-mile radius, please describe how the project will compete successfully and draw additional patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. Page 8 of 22 Page 34 of 70 13. Has a feasibility study been completed for this project? Yes No If yes, please submit the feasibility study with the application. Please name file “[Project Name]_Feasibility Study” 14. Has a marketing plan been completed for this project? Yes No If yes, please submit the marketing plan with the application. Please name file “[Project Name]_Marketing Plan” 15. Has a business plan been completed for this project? Yes No If yes, please submit the business plan with the application. Please name file “[Project Name]_Business Plan” 16. Please describe the target audience. 17. How does the applicant plan to reach the target audience? Page 9 of 22 Page 35 of 70 18. How much does the applicant plan to invest in marketing annually? How much will be invested outside of the Williamsburg market? 19. Who will implement the marketing plan? 20. How will the applicant determine if the project meets the goals? Page 10 of 22 Page 36 of 70 IV. FINANCIAL INFORMATION 1. Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: 2. Type of funding request: Grant Loan Guarantee Debt Service Other: (*Grant is a cash award. Loan guarantee are funds to leverage a financial loan. Debt Service are funds to pay off a financial loan.) 3. What is the estimated total budget for the project? 4. Attach a detailed budget with revenue and expense lines for the Project. [Project Name_Detailed Budget.PDF] Name of File: Page 11 of 22 Page 37 of 70 5. Expenses: Please detail the overall project scope and costs associated with each major scope item. Total Project Costs Expense Amount Total Page 12 of 22 Page 38 of 70 6. Revenue: Detail below the current mix of funding sources for the project. Include source, amount, status, and indicate if contingent on receiving TDF funding. Revenue Explanation Source Amount Status: Contingent (Select One: In- on TDF Hand, Secured or Pending) Total 7. Submit a letter of commitment from each source, if available. [Project Name_Source of Commitment.PDF] Name of File: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: Page 13 of 22 Page 39 of 70 8. Match funds: For every TDF dollar requested for the project, how many dollars from other sources will be used? Funding Ratio Calculation TD Funds Requested Total Funds from Other Sources: Divide the Total Funds from Other Sources by TD Funds Requested to determine the ratio $1 TDF = from other sources . 9. If TDF funding is received, will it be the first funding committed to the project? Yes No 10. Please describe in detail the amount of annual funding required for the Project’s operation, the source of operating funds, and the level of commitment to ensure continued operation and maintenance. Page 14 of 22 Page 40 of 70 11. Submit a document summarizing the financial schedule for the first 3 years of operation for the proposed project, including a pro-forma, profit and loss, and balance sheet with the application. (Project Name_3 Year Financial Schedule.PDF] 12. Submit the organization’s most recent financial statement (audited, if available) with the application. [Project Name Organization Financial Statement.PDF] Name of File: Page 15 of 22 Page 41 of 70 V. IMPACT OF THE PROJECT 1. How many people will visit the project annually? a. What percentage will come from 50 or more miles outside the City of Williamsburg? % of visitors Number of Visitors: b. What percentage will purchase a meal in the City of Williamsburg? % of visitors Number of Visitors: c. What percentage will stay in a hotel in the City of Williamsburg? % of visitors Number of Visitors: 2. Describe the methodology used to project these numbers and percentages. 3. Describe any other ways the project will increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. Page 16 of 22 Page 42 of 70 4. If the applicant is an existing destination, describe how the proposed infrastructure would help increase the current impact on tourism and patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. 5. Discuss the potential for the project to stimulate additional tourism investments. 6. Reporting: What methodology will be implemented to capture visitation statistics and the project’s impact to increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg once the infrastructure is installed? Page 17 of 22 Page 43 of 70 7. After the project opens, how many new, permanent jobs does the applicant anticipate the project will generate? Full-time equivalent positions: Seasonal or Part-time positions: Page 18 of 22 Page 44 of 70 VI. DESTINATION BRANDING 1. How does the proposed project complement and align with the City of Williamsburg’s brand? 2. Discuss how the project appeals to a City of Williamsburg visitor. Page 19 of 22 Page 45 of 70 VII. EXISTING TOURISM CONTRIBUTORS IMPACT If the applicant is a new organization, please enter “N/A” in the fields below and proceed to the next section. If the organization currently contributes to regional tourism, please answer the following questions. 1. What is the current annual visitation at the organization? 2. How many out-of-market people visit annually? a. Please describe how the organization defines out-of-market. 3. Describe the methodologies for capturing annual and out-of-market visitation. 4. What percentage of the guests dine in a City restaurant? 5. What percentage of the guests spend the night in paid accommodations in the City? 6. Please describe the demographics of the current visitors. Page 20 of 22 Page 46 of 70 VIII. OPTIONAL SUPPLEMENTAL MATERIAL If the applicant would like to submit additional supporting documentation with the application, please indicate the file name and a description of the document here: [Project Name_Supplemental Material.PDF] PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: Page 21 of 22 Page 47 of 70 IX. APPROVAL PROCESS Williamsburg City staff and the Tourism Development Grant Review Committee will review all applications and make a funding recommendation to the Williamsburg City Council. Phase II applicants may be invited to present their project to the TDGRC Committee at its July meeting, which is currently scheduled for June 19, 2020. The Committee and staff also may conduct project site visits during the summer. The Committee’s recommendation of funding awards will be presented to the City Council for consideration in September. If you have any questions, please contact Joanna Skrabala, Tourism Development Specialist in the Economic Development Office at (757) 220-6129, or email at jskrabala@williamsburgva.gov. I hereby certify that all the information provided in and attached to this application is true and correct. Furthermore, by signing below, I authorize the City of Williamsburg Economic Development Office to contact other City departments to ensure that my business is in good standing with the City of Williamsburg. Please check here if the applicant requests that confidential, proprietary records provided by a business as part of this application be maintained as confidential by the City of Williamsburg and not subject to disclosure under the Virginia Freedom of Information Act, Code of Virginia §2.2-3705.6(a)(3). Indicate which items are confidential: Date: Signature: Name and Title: Page 22 of 22 Page 48 of 70  I City of Williamsburg Tourism Development Fund Grant Application-Tourism Product Tourism Product Application for Tourism Product – Phase II APPLICATION The Williamsburg City Council created the Tourism Development Fund in 2017 to “increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg through financial assistance and reinvestment in tourism products, place-making projects, special events, and public-private partnerships.” INSTRUCTIONS – Please Read Carefully 1. Please email or call with any questions jskrabala@williamsburgva.gov or (757) 220-6129. 2. Handwritten applications will not be accepted. Limit answers to the space provided. 3. The Tourism Development Grant Review Committee may invite the applicant to present its project to the Committee in June. 4. Attachments are required for several questions. Please name the file in a PDF format as instructed in each question. 5. Applications must be received no later than, Friday, 12, 2020 at 5:00pm. Application Sections I. Applicant Information II. Organization Information III. Project Information IV. Financial Information V. Impact of the Project VI. Destination Branding VII. Existing Tourism Contributors Impact VIII. Optional Supplemental Material IX. Approval Process Page 49 of 70 I. APPLICANT INFORMATION Name of Project: Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: Agency/Organization Name: Tax Status: Address: City: State: Zip: Primary Contact/Grant Writer: Phone: Email: Page 50 of 70 II. ORGANIZATION INFORMATION 1. What is the Organization’s mission? 2. Briefly describe the history of the organization. Page 3 of 22 Page 51 of 70 3. Attach a list of the key leadership of the organization and include a description of their role in the project. [Project Name_Key Leadership Roles.PDF] Name of File: 4. If applicable, attach a list of the current members of the board or advisory committee. [Project Name_Board or Committee Members.PDF] Name of File: 5. If applicable, identify any current partnerships the organization holds with other regional organizations. Include name of organization and nature of partnership. 6. Identify and describe any pending legal action against the applicant or the organization. If none, enter “N/A.” Page 4 of 22 Page 52 of 70 III. PROJECT INFORMATION 1. Physical Location of Project: City: State: Zip: 2. Please describe the project in detail. If the applicant has any drawings, photos or renderings, please submit in PDF format with the application and include the file name for each item here. Be sure to include the name of the project in the file name, i.e. [Project Name _ Renderings.PDF] List and describe each file: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: 3. Is the project an expansion of or improvement to an existing facility? Expansion Improvement Neither Page 5 of 22 Page 53 of 70 4. Describe the value of the project to tourism in the City of Williamsburg. 5. What is the projected start of construction date? 6. What is the projected completion date of construction? 7. When is the projected opening date? Page 6 of 22 Page 54 of 70 8. Please add other project milestones. (Include date and milestone description) 9. When will Tourism Development Funds be required? 10. If the project will not begin construction within 18 months from notification of award, explain why a commitment of funding is crucial to the project at this time. Page 7 of 22 Page 55 of 70 11. Does a similar project already exist within a 100-mile radius of Williamsburg? If yes, please identify project(s). 12. If a similar project already exists within a 100-mile radius, please describe how the project will compete successfully and draw additional patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. Page 8 of 22 Page 56 of 70 13. Has a feasibility study been completed for this project? Yes No If yes, please submit the feasibility study with the application. Please name file “[Project Name]_Feasibility Study” 14. Has a marketing plan been completed for this project? Yes No If yes, please submit the marketing plan with the application. Please name file “[Project Name]_Marketing Plan” 15. Has a business plan been completed for this project? Yes No If yes, please submit the business plan with the application. Please name file “[Project Name]_Business Plan” 16. Please describe the target audience. 17. How does the applicant plan to reach the target audience? Page 9 of 22 Page 57 of 70 18. How much does the applicant plan to invest in marketing annually? How much will be invested outside of the Williamsburg market? 19. Who will implement the marketing plan? 20. How will the applicant determine if the project meets the goals? Page 10 of 22 Page 58 of 70 IV. FINANCIAL INFORMATION 1. Total Amount of TD Funding Requested: Amount of TD Funding Requested by Year: FY20: FY23: FY21: FY24: FY22: 2. Type of funding request: Grant Loan Guarantee Debt Service Other: (*Grant is a cash award. Loan guarantee are funds to leverage a financial loan. Debt Service are funds to pay off a financial loan.) 3. What is the estimated total budget for the project? 4. Attach a detailed budget with revenue and expense lines for the Project. [Project Name_Detailed Budget.PDF] Name of File: Page 11 of 22 Page 59 of 70 5. Expenses: Please detail the overall project scope and costs associated with each major scope item. Total Project Costs Expense Amount Total Page 12 of 22 Page 60 of 70 6. Revenue: Detail below the current mix of funding sources for the project. Include source, amount, status, and indicate if contingent on receiving TDF funding. Revenue Explanation Source Amount Status: Contingent (Select One: In- on TDF Hand, Secured or Pending) Total 7. Submit a letter of commitment from each source, if available. [Project Name_Source of Commitment.PDF] Name of File: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: PDF File Name: Page 13 of 22 Page 61 of 70 8. Match funds: For every TDF dollar requested for the project, how many dollars from other sources will be used? Funding Ratio Calculation TD Funds Requested Total Funds from Other Sources: Divide the Total Funds from Other Sources by TD Funds Requested to determine the ratio $1 TDF = from other sources . 9. If TDF funding is received, will it be the first funding committed to the project? Yes No 10. Please describe in detail the amount of annual funding required for the Project’s operation, the source of operating funds, and the level of commitment to ensure continued operation and maintenance. Page 14 of 22 Page 62 of 70 11. Submit a document summarizing the financial schedule for the first 3 years of operation for the proposed project, including a pro-forma, profit and loss, and balance sheet with the application. (Project Name_3 Year Financial Schedule.PDF] 12. Submit the organization’s most recent financial statement (audited, if available) with the application. [Project Name Organization Financial Statement.PDF] Name of File: Page 15 of 22 Page 63 of 70 V. IMPACT OF THE PROJECT 1. How many people will visit the project annually? a. What percentage will come from 50 or more miles outside the City of Williamsburg? % of visitors Number of Visitors: b. What percentage will purchase a meal in the City of Williamsburg? % of visitors Number of Visitors: c. What percentage will stay in a hotel in the City of Williamsburg? % of visitors Number of Visitors: 2. Describe the methodology used to project these numbers and percentages. 3. Describe any other ways the project will increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. Page 16 of 22 Page 64 of 70 4. If the applicant is an existing destination, describe how the proposed infrastructure would help increase the current impact on tourism and patronage to restaurants, attractions, hotels, and events in the City of Williamsburg. 5. Discuss the potential for the project to stimulate additional tourism investments. 6. Reporting: What methodology will be implemented to capture visitation statistics and the project’s impact to increase patronage to restaurants, attractions, hotels, and events in the City of Williamsburg once the infrastructure is installed? Page 17 of 22 Page 65 of 70 7. After the project opens, how many new, permanent jobs does the applicant anticipate the project will generate? Full-time equivalent positions: Seasonal or Part-time positions: Page 18 of 22 Page 66 of 70 VI. DESTINATION BRANDING 1. How does the proposed project complement and align with the City of Williamsburg’s brand? 2. Discuss how the project appeals to a City of Williamsburg visitor. Page 19 of 22 Page 67 of 70 VII. EXISTING TOURISM CONTRIBUTORS IMPACT If the applicant is a new organization, please enter “N/A” in the fields below and proceed to the next section. If the organization currently contributes to regional tourism, please answer the following questions. 1. What is the current annual visitation at the organization? 2. How many out-of-market people visit annually? a. Please describe how the organization defines out-of-market. 3. Describe the methodologies for capturing annual and out-of-market visitation. 4. What percentage of the guests dine in a City restaurant? 5. What percentage of the guests spend the night in paid accommodations in the City? 6. Please describe the demographics of the current visitors. Page 20 of 22 Page 68 of 70 VIII. OPTIONAL SUPPLEMENTAL MATERIAL If the applicant would like to submit additional supporting documentation with the application, please indicate the file name and a description of the document here: [Project Name_Supplemental Material.PDF] PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: PDF File Name: Description: Page 21 of 22 Page 69 of 70 IX. APPROVAL PROCESS Williamsburg City staff and the Tourism Development Grant Review Committee will review all applications and make a funding recommendation to the Williamsburg City Council. Phase II applicants may be invited to present their project to the TDGRC Committee at its July meeting, which is currently scheduled for June 19, 2020. The Committee and staff also may conduct project site visits during the summer. The Committee’s recommendation of funding awards will be presented to the City Council for consideration in September. If you have any questions, please contact Joanna Skrabala, Tourism Development Specialist in the Economic Development Office at (757) 220-6129, or email at jskrabala@williamsburgva.gov. I hereby certify that all the information provided in and attached to this application is true and correct. Furthermore, by signing below, I authorize the City of Williamsburg Economic Development Office to contact other City departments to ensure that my business is in good standing with the City of Williamsburg. Please check here if the applicant requests that confidential, proprietary records provided by a business as part of this application be maintained as confidential by the City of Williamsburg and not subject to disclosure under the Virginia Freedom of Information Act, Code of Virginia §2.2-3705.6(a)(3). Indicate which items are confidential: Date: Signature: Name and Title: Page 22 of 22 Page 70 of 70