The Evanston Lodging Tax Board grant process has been revised EFFECTIVE SEPTEMBER 16, 2024 to better serve all applicants.
Grant Application
The Evanston Lodging Tax Board (DBA VIsit Evanston), is funded through the Uinta County Lodging Tax. This tax is assessed on hotels, motels, bed and breakfasts, campgrounds, and all other overnight lodging businesses. The organization uses these funds to promote Evanston travel and tourism nationwide. The board offers two primary grant programs to promote events in Evanston.
1. Advertising & Marketing Grants
Applicants who need to advertise to generate out-of-town attendees and participants to an event may qualify for an Advertising and Marketing Grant. The Advertising & Marketing Grant Application form must be printed, filled out, completed, and turned in to the LTB office (1200 Main Street, Evanston, WY 82930) by the appropriate deadline. The Lodging Tax Board typically meets every third Monday of the month at 1:00 PM in City Hall.
The Evanston Lodging Tax Board will consider the following advertising mediums eligible for Advertising &
Marketing Grants. However, reimbursement is limited to 30% of in-town advertising expenditures and 100% of out-of-town advertising expenditures:
• Brochures
• Posters and Promotional Flyers – Three (3) print bids are required by the Board.
• Billboards
• Magazine advertising
• Newspaper advertising
• Radio advertising
• Television advertising
The maximum application amount is $3,000.00.
Exceptions:
The Board will not provide advertising & marketing grant funds for the following:
• Phone expenses
• Equipment, portable advertising space, entertainment, or administration
• Officials, judges, presenters, teachers, facilitators etc.
• Event programs and other print projects for on-site use only or sold for profit
• Alcoholic beverages
2. Event Sponsorships
Events that draw substantial out-of-town overnight visitors to Evanston without the need to advertise (i.e.conventions, culminating events, member events, events at registration capacity) may qualify for a Sponsorship Grant. The Sponsorship Grant Application form must be printed, filled out, completed, and turned in to the LTB office (1200 Main Street, Evanston, WY 82930) by the appropriate deadline. The Lodging Tax Board typically meets every third Monday of the month at 1:00 PM in City Hall.
The Lodging Tax Board will provide Sponsorship Grant funds for the following event expenses:
• Event Registration Forms
• Entertainment at Event
• Event Officials/Judges
• Event Awards (given away)
• Event T-shirts
• Speakers/Presenters at Event
• Rental Equipment for Event
• Event Space Rental
• Free Event Programs
• Event Brochures – Three (3) print bids are required by the T&T Board
• Event Posters – Three (3) print bids are required by the T&T Board
• Refreshments (food and/or non-alcoholic beverages) at Event
The maximum application amount is $5,000.00.
Exceptions:
The Board will not provide Sponsorship Grant funds for the following:
• Advertising
• Alcoholic Beverages
• Items sold for profit at the event
• Cash prizes
Application Instructions
Rules Document Link
Ten (10) copies of the grant application should be made for the Evanston Lodging Tax Board (one for each Board Member). The applications should be stapled in the top left-hand corner and be compiled in the following order:
1. Completed application along with your Tax/EIN # for verification
2. Completed bid sheet & bids
i. Include three competitive bids directly from the vendor, clearly stating the print projects the grant will be applied towards
3. Project narrative
i. Detailed description of the event, including date, time, and location
4. Detailed marketing plan
i. How and to whom your group plans to promote the activity
ii. Advertising plan and schedules
5. Summary of promotional projects
i. Clearly state the promotional projects the grant will be applied towards
6. Detailed budget or spending plan
i. List of revenues and expenditures
Grant Hearings are held on the third Monday of each month. Current deadlines are listed on the Grant & Board Information page on VisitEvanston.com.
Applications will only be accepted if received by mail or hand delivered:
• No more than 12 (twelve) months before the scheduled start date of event, and
• No less than 10 (ten) business days prior to grant hearing.
• All applications must be completed on the official application form and must be mailed or hand-delivered to the Evanston
Lodging Tax Board Office at 1200 Main Street in Evanston. Incomplete applications will be rejected.
All applications must be mailed or hand-delivered to:
Evanston Lodging Tax Board
1200 Main Street
Evanston, WY 82930
Links to Documents: