Celebrate Ontario 2018 Application Guide
Ministry of Tourism, Culture and Sport
ontario.ca/celebrateontario
0496E (2017/09)
© Queen's Printer for Ontario, 2017
Disponible en français
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Celebrate Ontario 2018 Application Guide
Ministry of Tourism, Culture and Sport
Table of Contents Program Objectives
Funding Priorities
4
4
Program Eligibility Requirements
5
Eligible Applicant Organizations 5 Eligible Tourism Events 5
Ineligible Tourism Events 5 One Application per Event 5
A Maximum of Two Applications per Organization 5 Multi-Year Applications 5
Application Submission and Deadline 6
Contacts
6
Celebrate Ontario Program
Technical Support
6
6
Definitions 6 Program Categories
8
1. Celebrate Ontario 2018 Single-Year Category
8
2. Celebrate Ontario 2018 Multi-Year (Two-Year) Category 3. Celebrate Ontario Blockbuster Category
Funding Category
8
8
8
Funding Formula and Maximum Funding 9 Existing Tourism Events
New Tourism Events
9
9
Funding of Eligible Marketing Expenses
9
Example of a Marketing Funding Calculation for a Medium-sized Existing Tourism Event 10 How to Apply? 10
Step 1: Access the Grants Ontario System. Sign in to your User Account or create a new ONe-key ID
10
Step 2: Update your Profile 10
Step 3: Download the Mandatory Application Documents 10 Step 4: Complete the Mandatory Application Documents 11 Step 5: Submit Your Completed Celebrate Ontario 2018 Application 11 Step 6: Application Confirmation 11 Program Timeline
12
Evaluation Process and Assessment Criteria
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Eligible and Ineligible Expenses
13
Eligible Enhancement Project or New Tourism Event Expenses 13
Ineligible Enhancement Project or New Tourism Event Expenses 14
Eligible Marketing Expenses 14 Ineligible Marketing Expenses 15 Recipient Obligations 15 Acknowledgement 15 If Your Application is Successful 15
Reporting Requirements and Accounting 16 Example of Certificate of Insurance 17
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Program Objectives The Celebrate Ontario program helps New or Existing Tourism Events to enhance programs, activities and services and support innovations that lead to long-term improvements, sustainability and the attraction of additional tourists. Only Tourism Events that feature Enhancement Projects may receive funding. In your application, you must demonstrate how your Tourism Event will: •
Increase attendance and geographic reach.
•
Increase tourist visitation and expenditures.
•
Improve your Tourism Event in quality and sustainability.
•
Attract overnight stays and out-of-province tourists and visitors to a community through the development and marketing of overnight tourism packages and incentives.
•
Strengthen Ontario’s tourism brand image in Canadian and international markets.
Funding Priorities Priority will be given to Enhancement Projects or New Tourism Events that demonstrate the following: •
A solid Enhancement Project or New Tourism Event with strong tourism rationale and ability to sustain the project over the next three years.
•
Strong organizational and leadership capacity capable of delivering the Project.
•
A commitment to growing the tourism market for the Enhancement Project and the Tourism Event.
•
Innovative strategies or activities that improve the quality of the Tourism Event experience and increase tourist visitation and spending.
•
Strong economic and tourism impact resulting in increases in tourist attendance, overnight visitation and visitor spending in Ontario.
•
Partnership support for the Tourism Event, with particular emphasis on support from tourism and hospitality businesses (including the development of tourism packages).
•
Alignment with Ministry of Tourism, Culture and Sport, as well as other provincial action plans, strategies and programs.
•
Positive tourism exposure for Ontario.
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Program Eligibility Requirements
→ Important: Applications that do not meet the following eligibility requirements or that apply for
marketing funding only will not be considered.
Eligible Applicant Organizations •
•
Must be in existence and with legal status for one year or longer in Ontario as of January 1, 2018 (e.g., those that are established by or under legislation; are federally or provincially incorporated; are band councils established under the Indian Act, Canada; or are other Indigenous organizations that are incorporated). Must not be in default of the terms and conditions of any grant or loan agreement with any ministry or agency of the Government of Ontario.
Eligible Tourism Events To be eligible for Celebrate Ontario funding, your Tourism Event must: • Occur in the Province of Ontario. • Occur between April 1, 2018 and March 31, 2019. (For Multi-Year applicants, the second year of the event must occur between April 1, 2019 and March 31, 2020). • Be open to the public at large, without membership in a club or group. • Be an annual or biennial Tourism Event.
Ineligible Tourism Events Ineligible Tourism Events include: • Events of a primarily commercial nature (e.g., trade fairs and shows, business events, consumer shows, etc.) – see the Definitions section of this Application Guide. • Symposium, conventions, meetings, conferences, seminars, clinics, workshops and award shows. • Events that seek to attract only a special interest audience or recruit new members (e.g., religious or political gatherings and workshops). • Events with a sole focus on anniversaries (e.g., civic or national holidays and municipal anniversaries, including the national days of other countries or nations).
One Application per Event The Ministry of Tourism, Culture and Sport will consider only one application per event among the three categories of the Celebrate Ontario program ─ Celebrate Ontario Single-Year, Celebrate Ontario Multi-Year, and Celebrate Ontario Blockbuster. Multi-Year applicants may not apply for Single-Year funding for the same Tourism Event, and vice-versa.
A Maximum of Two Applications per Organization The Ministry of Tourism, Culture and Sport will consider a maximum of two applications per organization among the three categories of the Celebrate Ontario 2017 program ─ Celebrate Ontario Single-Year, Celebrate Ontario Multi-Year, and Celebrate Ontario Blockbuster. Successful applicants receiving Multi-Year Celebrate Ontario program funding may apply to the Celebrate Ontario program for support for one other Tourism Event in the relevant fiscal year.
Multi-Year Applications Multi-Year applications are open only to Existing Tourism Events with cash operating expenses of $1 million or more.
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Application Submission and Deadline Complete and submit your application no later than Thursday, November 9, 2017 at 5:00 p.m. (Eastern Standard Time) via the Grants Ontario web portal. After submitting an application, you should receive a confirmation notice by email within 24 hours. If you do not receive such confirmation, please contact the Grants Ontario customer service (see the Contacts section of this Application Guide).
→ Important: It is your responsibility to ensure that your application has been successfully submitted.
Applications received in any format other than the materials available on the Grants Ontario web portal will not be accepted. The information contained in your application is the only information that will be used for evaluation. Any information received after the application deadline will not be considered.
Contacts Celebrate Ontario Program Organizations are strongly encouraged to contact their Regional Advisor prior to submitting a Celebrate Ontario application to discuss their Enhancement Project or New Tourism Event, and to review any program-related questions. Regional Advisors cannot write or submit an application on behalf of an organization. A list of contacts can be found on the program's web page.
Technical Support Technical questions related to the Grants Ontario web portal should be directed to the Grants Ontario customer service: • Monday - Friday 8:30 a.m. to 5:00 p.m. • Toronto: 416-325-6691 / Toll Free: 1-855-216-3090 •
By email at
[email protected]
Definitions For the purposes of the Celebrate Ontario program, the following definitions are used: Fiscal Year
The Government of Ontario's fiscal year is April 1 to March 31, inclusive.
Tourism Event
An event, festival or series of public activities organized annually or biennially within a set period of time, with specific programming and developed with the intention of becoming a tourism driver over the long-term that is marketed to tourists.
Tourist
An individual (including an Ontario resident) who travels 40 kilometres or more (oneway), or crosses the Ontario border to attend a Tourism Event. Contributors to a Tourism Event (e.g., performers, suppliers, vendors, etc.) are not considered tourists.
Enhancement Project
An Enhancement Project is an initiative that provides improvements to a Tourism Event's programming and services or that enhances the tourist experience. An Enhancement Project is designed to increase tourism attendance, tourist expenditures and overnight stays during a Tourism Event. An Enhancement Project should improve the quality and long-term sustainability of a Tourism Event, and may be promoted and marketed to tourists as a stand-alone initiative.
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Base Tourism Event
The portion of a Tourism Event (e.g., programming, budget, staffing, etc.) that does not include the Enhancement Project.
Existing Tourism Event
A Tourism Event that has occurred in Ontario at least once in the last three years.
New Tourism Event
A Tourism Event that: •
will be holding its inaugural edition, or
•
is an Existing Tourism Event that has not occurred in Ontario before, or
•
is an Existing Tourism Event that has occurred in Ontario before, but hasn’t occurred in Ontario in the past three years.
Existing events that are applying to the Celebrate Ontario program for the first time are not considered to be New Tourism Events. Base Tourism Event Cash Operating Expenses
A Tourism Event’s operating expenses, excluding in-kind contributions and Enhancement Project operating expenses.
Northern Events
Tourism Events located in the Northern Ontario districts of Algoma, Cochrane, Kenora, Manitoulin, Nipissing, Parry Sound, Rainy River, Sudbury, Thunder Bay or Timiskaming.
Rural Events
Tourism Events located in a community that meets either of the following criteria: • •
Has a population of less than 100,000 people. Has a population density of 100 people or less per square kilometre.
Ontario’s urban municipalities comprise Brampton, Mississauga, Markham, Ajax, Hamilton, Ottawa, Whitby, Oakville, St. Catharines, Richmond Hill, Guelph, Burlington, Thunder Bay, Cambridge, Vaughan, Barrie, Kitchener, Kingston, London, Oshawa, Toronto and Windsor. All other Tourism Event locations should be identified as “Rural” in the Target Sector section of the Grants Ontario Application Form. In-Kind Contributions
Materials or services that are donated to a Tourism Event or Enhancement Project by either a third party or by the applicant. In-kind contributions are considered part of a Tourism Event and Enhancement Project’s total costs, but are not eligible for program funding.
Audited Financial Statement
A review and report prepared by an independent third-party auditor attesting to the accuracy and compliance of an organization’s income statement and balance sheet using generally accepted accounting principles.
Board-Endorsed Financial Statement
An income statement and balance sheet that report on a year’s worth of financial activity (e.g., revenues, gains, expenses, losses, net income, assets, liabilities and other totals). The statement must be accompanied by a Board motion that verifies the accuracy of the document and is signed and dated by the Board Chair.
Treasurer-Certified Financial Statement
An income statement and balance sheet that report on a year’s worth of financial activity (e.g., revenues, gains, expenses, losses, net income, assets, liabilities and other totals). The statement must be accompanied by a note that verifies the accuracy of the document and is signed and dated by the Treasurer.
Tourism Package
The linking of individual products/services into a single saleable and marketable item, with a set price, and for a set period of time. Packages include items from multiple providers.
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Marketing Funding
Marketing funding will be provided only for marketing activities targeting tourists making overnight stays who are: • In-province (Ontario) overnight audiences from at least 100 kilometres from the Tourism Event, and/or • Out-of-province overnight audiences beyond Ontario (i.e., other Canada, United States, other international). Marketing funding will be provided for eligible Media Buys only.
Event of a Commercial A public or private event for which the main intent is to sell or promote one or Nature multiple product(s), service(s) or sponsorship(s). An Event of a Commercial Nature might showcase vendors or demonstrations from a particular industry, and might include additional programming elements related to the topic of the event. Moveable Temporary Assets
Not a permanent or fixed structure, asset or installation (e.g., tables, chairs, tents, awnings, canopies, stages, sound and lighting, fencing, etc.).
Program Categories Applicants may qualify for Celebrate Ontario program support through one of three funding categories (Celebrate Ontario Single-Year, Celebrate Ontario Multi-Year, and Celebrate Ontario Blockbuster).
1. Celebrate Ontario 2018 Single-Year Category Supports New or Existing Tourism Events with programming enhancements and marketing campaigns that increase tourist visitation and spending, and lead to improved festival sustainability.
2. Celebrate Ontario 2018 Multi-Year (Two-Year) Category Supports Existing Tourism Events with programming enhancements and marketing campaigns that increase tourist visitation and spending, and lead to improved festival sustainability. Existing Large Tourism Events with base cash operating expenses of at least $1 million may apply for MultiYear funding for fiscal years 2018-19 and 2019-20.
3. Celebrate Ontario Blockbuster Category Supports bidding and hosting costs for major one-time events or events that do not recur annually in Ontario, but travel nationally or internationally to host destinations. Blockbuster events must have a cash operating budget of at least $1 million. Refer to the Celebrate Ontario Blockbuster Application Guide for more information.
Funding Category For the Celebrate Ontario Single- and Multi-Year Categories, the following will be used to determine your Tourism Event's funding category: • Existing Tourism Event (see the Definitions section of this Application Guide) -- the cash operating expenses of your most recently held event as supported by an audited, Board-endorsed or Treasurercertified financial statement. • New Tourism Event (see the Definitions section of this Application Guide) -- the projected total cash operating expenses of your New Tourism Event, as detailed in your Celebrate Ontario Project Application Form.
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Celebrate Ontario Funding Category Small Medium Large Large Multi-Year Application
Cash Operating Expenses Less than $250,000 Between $250,000 and $1 million $1 million or more $1 million or more (Existing Tourism Events only)
Funding Formula and Maximum Funding Existing Tourism Events Eligible for Enhancement Project support of the lesser of the following (to a maximum threshold depending on the funding category): • 50% of Enhancement Project cash operating expenses, or • 25% of Base Tourism Event cash operating expenses Existing Tourism Events Celebrate Ontario Funding Category
Eligible for Maximum Funding of
Small
$50,000
Medium
$100,000
Large
$300,000
Large Multi-Year
$275,000 for each year
New Tourism Events Eligible for up to 25% of their projected total cash operating expenses (to a maximum threshold depending on the funding category). New Tourism Events Celebrate Ontario Funding Category
Eligible for Maximum Funding of
Small
$25,000
Medium
$50,000
Large
$150,000
Large Multi-Year
Not Eligible
Funding of Eligible Marketing Expenses The above noted funding thresholds for Existing and New Tourism Events are inclusive of marketing expenses. Marketing funding will be provided only for eligible Media Buy activities targeting tourists making overnight stays who are: • In-province (Ontario) overnight audiences from at least 100 kilometres from the Tourism Event, and/or • Out-of-province overnight audiences beyond Ontario (i.e., other Canada, United States, other international).
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→ Important: Your Celebrate Ontario marketing funding request cannot exceed 15% of your eligible Celebrate Ontario Enhancement Project funding request or New Tourism Event’s funding request (pre-marketing). The total of your Enhancement Project funding request and Marketing funding request must not exceed the funding maximums detailed above.
Example of a Marketing Funding Calculation for a Medium-sized Existing Tourism Event Eligible Enhancement Project or New Tourism Event’s Celebrate Ontario Request (without Marketing expenses)
Eligible Marketing Maximum Funding
Total Celebrate Ontario Funding Request
$80,000
15% of $80,000 = $12,500
$80,000+$12,500 = $92,500
$90,000
15% of $90,000 = $13,500
$90,000 + 13,500 = $103,500
Notes
☑
This is within the $100,000 maximum threshold
□x This is above the
category’s maximum funding threshold of $100,000. The total request must be adjusted to $100,000.
How to Apply? Step 1: Access the Grants Ontario System. Sign in to your User Account or create a new ONe-key ID • Before applying to the Celebrate Ontario program, you must create a ONe-key ID and password as well as register for access to the Grants Ontario System. To create a One-Key account, please refer to the Grants Ontario System Registration Guide for Applicants for instructions. You will not be able to access the Grants Ontario System without a ONe-key login and password. • Grants Ontario is the Government of Ontario's online grant management system. It provides onewindow access to information about government grants, how to apply for grants, and how to check the status of your application. •
A ONe-key account gives you secure access to Ontario Government programs and services. Learn more.
•
ONe-key IDs are created once and can be reused year after year.
•
New IDs may take up to five business days to be set up. Please allow enough time for your ONe-Key ID request prior to the Celebrate Ontario program deadline.
Step 2: Update your Profile • Under “My Services”, access the Grants Ontario web portal. • Provide any updates regarding your Organization or Contacts directly in your “Organization Profile”. •
If you have not already done so through a previous application, attach a copy of your incorporation documents to your “Organization Profile”.
Step 3: Download the Mandatory Application Documents • In your Grants Ontario profile, select “Apply for Grant”. • Select the appropriate Celebrate Ontario 2018 Category: • Celebrate Ontario 2018 Single-Year; or 0496E (2017/09)
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•
Celebrate Ontario 2018 Multi-Year (only Large Existing Tourism Events are eligible for Multi-Year program funding).
•
Review the list of program documentation available and download all mandatory attachments.
•
Make a note of your Grants Ontario Application Form’s case number (2017-xx-x-xxxxxxxxx).
Step 4: Complete the Mandatory Application Documents • For Single- or Multi-Year program categories, complete the two application forms: 1. Grants Ontario System Application Form 2. Celebrate Ontario Project Application Form (instructions on how to complete this document are included in the application form itself). •
Allow sufficient time to work through the application forms to maximize your potential for success.
•
Some of the information requested in the first few sections of the Grants Ontario Application Form (e.g., address, contact information, etc.) will be pre-populated using data from the registration process. Ensure this data is up-to-date.
•
Once a formal Celebrate Ontario program application is started online in the Grants Ontario System, it may be saved at any point and returned to later (refer to the Grants Ontario System Registration Guide for Applicants for instructions on how to save and submit).
•
All information provided in the application and the related attachments must be true, correct and complete (as verified by an authorized official).
•
You are advised to complete both application forms at the same time.
Step 5: Submit Your Completed Celebrate Ontario 2018 Application •
Upload the Grants Ontario System Application Form into the Grants Ontario System.
•
Attach the Celebrate Ontario Project Application Form as a mandatory attachment.
•
Attach a copy of your organization’s most recent financial statement (if your last year’s financial statement is not finalized, provide your previous year’s statement), as follows: •
For Tourism Events with cash operating expenses of less than $1 million, provide one of your organization's most recent: •
Audited financial statement, or
•
Board-endorsed financial statement, or
•
Treasurer-certified financial statement.
•
For Tourism Events with cash operating expenses of $1 million or more, provide your organization's most recent audited financial statement.
•
If your organization’s financial statements do not clearly identify the revenues and expenses of your Tourism Event, please also submit an income statement detailing cash revenues and expenses of your most recently held Tourism Event, and endorsed by your organization’s most senior official.
→ Important: The Grants Ontario web portal will not allow you to submit a completed application if you do not attach a financial statement and the Celebrate Ontario Project Application Form.
Step 6: Application Confirmation •
Once a Celebrate Ontario program application is uploaded and submitted electronically through the Grants Ontario System, an email will be sent to the main application contact confirming receipt.
•
It is your responsibility to ensure that your application has been successfully submitted.
•
If you have not received a confirmation notice by email within 24 hours, please contact Grants Ontario customer service (see the Contact section of this Application Guide).
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Program Timeline Item
Time Frame
Note
Application Period
September 7, 2017 to November 9, 2017 (5:00 p.m. Eastern Standard Time)
• •
New applicants must obtain a ONe-key ID This can take up to five business days. Please plan accordingly to meet the program's deadline.
Evaluation Period
November 10, 2017 to Spring 2018
•
Applicants will not be contacted.
Program Announcements
Spring 2018
•
Successful and unsuccessful applicants will be notified by letter and/or email. Please ensure that your organization’s contacts are up-to-date in your Grants Ontario User Profile.
Successful Applications
Post Program Announcements
• • •
Successful applicants will be contacted by a Regional Advisor or ministry staff regarding next steps. Successful applicants will be requested to complete a Confirmation of Expenses document, sign a Transfer Payment Agreement and provide an appropriate Certificate of Insurance.
→ Important: Recipients will be contacted in the
order of Tourism Events' start dates. Accordingly, some successful applicants may be contacted later in the fiscal year.
Report Back
60 Days After Tourism Event End Date
•
• •
Successful applicants must complete a Celebrate Ontario Final Report providing details about the Tourism Event and Enhancement Project. The Tourism Event’s final financial statements must be provided at that time. Multi-Year recipients must provide an Interim Report after Year 1, and a Final Report after Year 2.
Evaluation Process and Assessment Criteria Your application will be evaluated based on how well it meets the Celebrate Ontario program criteria. Assessment Criteria
Scoring Weight
Current Financial Position and Organizational Capacity
20%
Project Information and Sustainability
15%
Tourism Rationale
10%
Performance Measurement, Impact and Marketing
25%
Tourism Packages and Partnerships
15%
Accessibility
5%
Enhancement Project and Tourism Event Budgets
10%
Total
100%
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The Ministry of Tourism, Culture and Sport cannot guarantee funding to all applicants, nor can it ensure that the total amount requested by successful applicants will be granted. Past funding does not guarantee program funding.
→ Important: There is no appeal process for unsuccessful applicants to the Celebrate Ontario
program. Unsuccessful applicants are encouraged to reach out to their Regional Advisor for feedback.
Eligible and Ineligible Expenses Applicants must demonstrate how requested funding will be used to support their Enhancement Project or New Tourism Event and achieve the following tourism objectives: •
Generate increased tourist visitation and spending.
•
Attract in-province (Ontario) overnight and out-of-province overnight visitation in Ontario.
•
Contribute to the development and marketing of overnight packages and incentives.
•
Strengthen Ontario’s tourism brand image throughout Canadian and international markets.
If you have questions about the eligibility of an expense not listed below, please contact your Regional Advisor prior to submitting your application.
→ Important: Upon review of your application, any expense item for which the eligibility, tourism rationale or relevance to the Enhancement Project or New Tourism Event is not clearly outlined will be deemed ineligible for funding. Applicants will not be contacted to clarify expenses. Eligible Enhancement Project or New Tourism Event Expenses Eligible expenses include direct costs incurred for the delivery of the Enhancement Project or the New Tourism Event only, and must not include costs that would have otherwise been incurred for the Base Tourism Event or the organization (e.g., operational costs). Examples of eligible Enhancement Project or New Tourism Event expenses include, but are not limited to the following: •
Fees paid to artists, musicians, performers, celebrities, special guests, and speakers, including travel and accommodation and entertainment agencies.
•
Fees paid for new programming.
•
Moveable Temporary Assets (see the Definitions section of this Application Guide)
•
Fees paid for audio and visual support, technical and stage crews.
•
New or improved visitor services (e.g., innovations such as radio frequency identification wristbands).
•
Eco-friendly services.
•
Improved accessibility services.
•
Audience surveys, research or economic impact studies.
•
Translation costs.
•
Tourism Event mobile application development.
•
Site services (e.g., security, shuttle buses, etc.).
Expenses related to the Base Tourism Event are not eligible for program funding.
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Ineligible Enhancement Project or New Tourism Event Expenses Examples of ineligible Enhancement Project or New Tourism Event expenses include, but are not limited to the following: •
Any expense item for which the eligibility, tourism rationale or relevance to the Enhancement Project or New Tourism Event is not clearly demonstrated in your application.
•
Core administrative and overhead costs (e.g., rent, telephone and communication lines/services, insurance, computers, utilities, maintenance costs, and any operational expenses related to an organization’s ongoing activities).
•
Permanent staff salaries and travel costs.
•
Legal, audit or interest fees.
•
Consulting or other services that support the development of an operations or marketing plan.
•
Website development used to create and maintain an online presence.
•
Printing of publications, production of television programming, videos, DVDs, compact discs.
•
Budget deficits.
•
Capital costs related to permanent structures or acquisitions (e.g., materials, labour, motorized vehicles, land acquisition, purchase of equipment for project construction, computers, etc.).
•
Harmonized Sales Tax or refundable expenses (e.g., security deposits).
•
Competition prizes, prize money, and monies paid to competition participants.
•
Alcohol.
•
Any costs incurred for events held outside Ontario.
•
In-kind contributions.
•
Any transaction by organizations directly affiliated with the applicant or between enterprises under common ownership or control.
Eligible Marketing Expenses Your Celebrate Ontario marketing funding request cannot exceed 15% of your eligible Celebrate Ontario Enhancement Project funding request or New Tourism Event’s funding request (pre-marketing). The total of your Enhancement Project funding request and Marketing funding request must not exceed the funding maximum for your funding category (see the Funding Formula and Maximum Funding section of this Application Guide). Marketing funding will be provided only for eligible Media Buy activities targeting tourists making overnight stays who are: •
In-province (Ontario) overnight audiences from at least 100 kilometres from the Tourism Event, and/or
•
Out-of-province overnight audiences beyond Ontario (i.e., Other Canada, United States, international).
Eligible marketing costs include, but are not limited to the following: •
Placement of targeted paid advertising (e.g., broadcast, electronic, print).
•
Out-of-home ad space (e.g., billboard, transit shelter space purchase).
•
Geo-targeted digital and social media advertising.
•
Distribution costs for printed materials (printing costs are ineligible).
•
Translation costs for advertising materials.
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Ineligible Marketing Expenses Ineligible marketing costs include, but are not limited to the following: •
Media Buy costs targeting tourists who are in-province (Ontario) overnight audiences of less than 100 kilometres from the Tourism Event.
•
Advertising creative, staff or consulting costs.
•
Website costs, promotion-based activities, booking and packaging expenses.
•
Any transaction by organizations directly affiliated with the applicant or between enterprises under common ownership or control.
Recipient Obligations Acknowledgement Applicants are expected to comply with the Ontario Human Rights Code (the “Code”) and all other applicable laws. Failure to comply with the letter and spirit of the Code will render the applicant ineligible for a grant and, in the event a grant is made, liable to repay the grant in its entirety at the request of the Ministry. Applicants should be aware that Government of Ontario institutions are bound by the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.F.31, as amended from time to time, and that any information provided to them in connection with your Celebrate Ontario application may be subject to disclosure in accordance with that Act. Applicants are advised that the names and addresses of organizations receiving grants, the amount of the grant awards, and the purpose for which grants are awarded is information made available to the public.
If Your Application is Successful If your application is successful, you will be required to: •
Sign a Transfer Payment Agreement (TPA) with the Ministry of Tourism, Culture and Sport outlining the terms and conditions for receiving funding.
•
Carry at least $2 million commercial general liability insurance coverage for the duration of the TPA and add “Her Majesty the Queen in right of Ontario, her ministers, agents, appointees and employees” as a co-insured on this coverage before the TPA can be executed. Refer to the Example of Certificate of Insurance section of this Application Guide for an example.
•
Report back to the ministry within 60 days following the Tourism Event on the use of funds, service deliverables and outcomes achieved. Applicants must use the ministry's Celebrate Ontario program Final Report form (available on the Grants Ontario web portal) to provide this information.
•
For successful Multi-Year applicants only ─ submit an interim report within 60 days following your first year Tourism Event and submit a final report within 60 days following your second year Tourism Event. These forms are available on the Grants Ontario web portal.
•
Permit the Province to verify/audit information submitted (at the discretion of the Province) to ensure that it is complete and accurate and that funds were used for the purpose(s) intended.
•
Agree that if the funds were not used, or will not be used for the intended purpose(s), if specified services were not delivered, or if the intended outcomes were not achieved, the Province has the right at a future date to recover parts or all of the funds transferred.
•
Obtain prior written consent of the Ministry of Tourism, Culture and Sport for any change to the Enhancement Project or New Tourism Event once funding is approved.
•
Acknowledge Ontario's support in electronic and print media as part of a visibility campaign, and in a form and manner directed by the Province.
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The Ministry of Tourism, Culture and Sport expects all grant recipients to comply with all federal, provincial and municipal laws and regulations (e.g., environmental approvals, zoning by-laws, human rights, animal welfare, accessibility, etc.).
Reporting Requirements and Accounting In addition to completing the Celebrate Ontario program final report (and interim report for Multi-Year recipients), successful applicants will be expected to provide the following additional materials as part of the mandatory post-event reporting process: •
A Confirmation of Expenses document (a template will be provided by the ministry).
•
A summary of all invoices for costs associated with your Enhancement Project or New Tourism Event, including marketing expenses (if funded). The summary should include date, amount, payee and description of expenses.
•
A description of all Government of Ontario acknowledgements, including all materials that identify and describe your Enhancement Project or New Tourism Event. The list or samples should include all occasions (audio, at event, radio, television, website, print, etc.) and locations.
•
A description of all Government of Ontario acknowledgements, including all materials that identify and describe your Enhancement Project or New Tourism Event.
•
Reports and publications produced as part of your Enhancement Project or New Tourism Event, including media summaries, economic impact studies and visitor surveys.
•
Financial Statements as follows: In the case of a Recipient receiving funding of $75,000 or more: •
An audited financial statement that accounts for total Tourism Event cash operating expenditures as well as Enhancement Project or New Tourism Event revenue and expenditures if audited statements are normally prepared by the Recipient; otherwise, a review engagement report that accounts for the total Tourism Event cash operating expenditures as well as Enhancement Project or New Tourism Event revenue and expenditures, prepared by an accredited accountant external to the Recipient; and
•
An auditor’s opinion confirming the Celebrate Ontario funded expenditures and providing an opinion on the eligibility of the expenses.
In the case of a Recipient receiving funding of less than $75,000:
•
•
a Board-endorsed or Treasurer-certified financial statement that accounts for total Tourism Event cash operating expenditures as well as Enhancement Project or New Tourism Event revenue and expenditures; and
•
a representation letter from the Recipient’s Chief Financial Officer or most senior official confirming that funding was used only for eligible expenses.
Any other details that may be requested by the Province, including qualitative and quantitative measures of how the enhancement project supports improvements in the following performance measures — attendance [local (within 40 km), other parts of Ontario, other parts of Canada, the United States, other international] and visitor expenditure.
→ Important: Failure to provide a complete Final Report (and an Interim Report for Multi-Year grant
recipients) may result in the retention of the final grant payment, and recovery of all or a portion of funding may be requested. Failure to meet any reporting requirements may impact an organization’s ability to receive future funding.
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Example of Certificate of Insurance •
All successful applicants are required to carry at least $2 million commercial general liability insurance coverage before the legal grant agreement can be executed.
•
It is mandatory that “Her Majesty the Queen in right of Ontario, her ministers, agents, appointees and employees” is added as an additional insured.
•
The insurer must have a secure A.M. Best rating of B+ or greater, or the equivalent.
The items below have been numbered to correspond with the sample insurance certificate on the following page. A certificate of insurance must: 1. State that the insured party is the recipient organization with whom the ministry has contracted. This is important since a policy will only respond to cover the Named Insured on the policy. 2. Identify the date of coverage (e.g., the dates start on the Transfer Payment Agreement’s effective date and end on the Transfer Payment Agreement’s expiration date). 3. Identify the Ministry of Tourism, Culture and Sport as an additional insured, represented in the following language, “Her Majesty the Queen in right of Ontario, her ministers, agents, appointees and employees”. This phrase should appear on the certificate face under a memo heading or special note box. 4. Identify the type (a) and amount (b) of coverage (Commercial General Liability insurance is listed and is on an occurrence basis for $2 million). The policy must include: i.
Third party bodily injury;
ii. Personal injury; iii. Property damage; iv. A cross-liability clause; and vi. Contractual liability coverage. 5. Include a statement that the certificate holder (the ministry) will be notified of any cancellation or material change within 30 days. 6. Include the signature of an authorized insurance representative.
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Name and address to whom issued
Name and address of Insured
Ontario Ministry of Tourism, Culture and Sport Tourism Division Investment and Development Office 900 Bay Street, 10th Floor Hearst Block Toronto ON M7A 2E1 Type of Insurance
Insurer
Commercial General Liability
Insurance Company of Canada
October 1, 2018 Inclusive Limits Each occurrence or Bodily Injury and Accident: $2,000,000 Property Damage Liability General Aggregate: $2,000,000
Automobile
Company of Canada
October 1, 2018 Inclusive Limits Bodily Injury and Property Damage Liability
Errors & Omissions
Company of Canada
December 2, 2018 Wrongful Acts $2,000,000 committed in the per claim and Aggregate performance of Claims Made or failure to perform
Including: • Non-Owned *Automobile • Blanket Contractual Liability • Products and Completed Operations • Cross Liability and Severability of interests clause • Personal Injury • Employers Liability or WSIB Clearance
Policy Number
Expiration Date
Coverages
Limits of Liability
Each accident: $2,000,000 • Accident Benefits • Self Insured for Physical Damage
Additional Insured: Her Majesty the Queen in right of Ontario, her ministers, agents, appointees and employees. Subject to the Terms, Conditions and Exclusions of the above Noted Policies **Evidence of Insurance only**Cancellation: Should any the policies described herein be cancelled before the expiration date thereof, the insurer(s) affording coverage will endeavour to mail 30-days written notice to the Certificate Holder named herein, but failure to mail such notice shall impose no obligation or liability of any kind upon either the Insurer(s) affording coverage, its agents or representatives. Issued at: Toronto, Ontario Date:
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Signature
February 10, 2018
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