HomeMy WebLinkAbout2023-06-27; Carlsbad Tourism Business Improvement District; Resolution 2023-007RESOLUTION NO. 2023-007
A RESOLUTION OF THE ADVISORY BOARD OF THE CARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT APPROVING A GRANT APPLICATION FOR
IN MOTION, INC. FOR THE CARLSBAD MARATHON AND ALLOCATING $10,000
TO FUND THE GRANT PROPOSAL
WHEREAS, on June 28, 2011, the City Council adopted Resolution 2011-150 confirming the
Carlsbad Tourism Business Improvement District (CTBID) Advisory Board's powers and duties to
contract on behalf of the CTBID for goods and services all for the benefit of the CTBID and its purpose
and mission; and
WHEREAS, on March 18, 2008, the Advisory Board of the CTBID established a grant program
to fund programs and activities that promote overnight stays in Carlsbad; and
WHEREAS, the CTBID Advisory Board approved $1.5 million in funding for Fiscal Year 2022-
2023 for grant programs; and
WHEREAS, on October 12, 2022, the Advisory Board updated its Grant Policy to further
support tourism and tourism-related events in Carlsbad; and
WHEREAS, In Motion, Inc., organizers of the Carlsbad Marathon, submitted a grant application
(Attachment A), which was deemed to be complete and to meet the requirements of the Grant
Policy; and
WHEREAS, per the Grant Policy, the Visit Carlsbad Board reviewed the application and made a
funding recommendation to the CTBID Advisory Board; and
WHEREAS the CTBID Advisory Board at its June 27, 2023, meeting, reviewed, discussed and
approved the grant application.
NOW, THEREFORE, BE IT RESOLVED by the Advisory Board of the Carlsbad Tourism Business
Improvement District, as follows:
1.That the above recitations are true and correct.
2. That the Advisory Board approves the grant application from In Motion, Inc., the
organizer of the Carlsbad Marathon, and allocates grant funding in the amount of
$10,000 to In Motion, Inc. in accordance with grant policy guidelines.
PASSED, APPROVED, AND ADOPTED at a Special Meeting of the Carlsbad Tourism
Business Improvement District Advisory Board on the 27th day of June 2023, by the following vote to
wit:
AYES:
NAYS:
ABSENT:
ABSTAIN:
Becerra, Canepa, Chapin, Mason
None
None
None
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,L.._, SHERRY FREISINGER, City Clerk
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CTBID Grant Guidelines & Application -FY 2022-2023
CARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT
Grant Application -FY 2022 -2023
Use this form to apply for a CTBID grant to fund a program or event.
Attachment A
( City of
Carlsbad
NOTE: CTB/0 grants to fund destination transportation services will have a separate application and
defined call for applications. To express interest or to ask a question, email business@carlsbadca.gov
Applicant Informat ion
Name of Proposed Program/Event:_C~a=r~ls=b=a~d~M~a=r~a=th~o=n~---------------
Name of Applicant/Organization_· l~n~M~o~ti~o~n~ln~c~·------------------
Address: 1782 La Costa Meadows Drive. Suite 102. San Marcos. CA 92078
Contact Name: Christine Adams
Email: Christine@inmotionevents.com
Federal Tax ID# or Social Security#: 33-0142668
Amount of Grant Request:
~50,000
This application is for a:
.Title: CEO
Phone:760-277-0905 (cell)
Total Event Budget:
$450,000
_Q_Place maki ng event _®_srand posit ioning event _O_Room night-driving event
Program/Event Description (Use up to five additional pages if necessary for the following answers):
Proposeddateortimeframeofevent: January 12 -14.2024 Is the date firm?_Y:....:e=s"-----
Describe your program or event: Include potential alignment with key experience pillars, whether the
event is a new event and if there is potential to establish as a marquis recurring event for Carlsbad.
The Carlsbad Marathon has been taking place in Carlsbad since 1991 . Our top-quality.
boutique-style event attracted 9.000 racers in 2023 between our full marathon. half
marathon. 5k. and Kids Marathon Mile at LEGOLAND. Regarded for our stunning
coastal race course, we are also known for offering impeccable race amenities, strong
customer service. and premium registration items. affectionately known as "swag."
Describe how the program/event will benefit tourism in Carlsbad:
Taking place each year over the extended Martin Luther King Jr. holiday weekend. our
event attracts participants from across the country and around the world for the perfect
winter running vacation -"run-cation." In 2023. participants came from forty-five states
and twelve countries to combine their wellness goals with a premier coastal va cation
destination .
Carlsbad Tourism Business Improvement District
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CTBID Grant Guidelines & Application -FY 2022-2023
Projected number of out-of-town visitors: 6500 outside Carlsbad
Projected number of hotel room nights utilized:~2~6~0~+ _____ _
Describe the estimated media coverage of the event:
We have an email database of 75 ooo and social media accrnmts that combined have
48,000 followers We have strong relationships with the media, running groups, charity
organizations, and racing dubs who help promote and support the event lo addition
our branding is consistent and refined . It positions Carlsbad as a premier vacation
destination through imagery and words. Attached are samples of marketing materials
from our 2023 event for reference.
Experience with Proposed Program/Event
Has the program/event taken place before in Carlsbad? If so, how many times has it taken place ?
Yes, thirty-two years.
Describe program/event history, compliance, success, etc.:
Having been a prior recipient of the CTBID, we are experienced in adhering to the
program guidelines, complying with the requirements, and being able to provide
post-event reporting. We will again work with Carlsbad area hotels on room blocks. We
will share travel information and hotel links on our high-trafficked website, as well as
through social media and email marketing. Post-race, we will conduct a review to
capture the actualized rooms booked for reporting.
Financial Capabilities/Budget CTB/0 Grants cannot make up more than 25% of overall event revenue.
Describe other funding sources and levels including committed funds and potential matching funds:
The Carlsbad Marathon is a solvent event with race entry fees, vendor fees, and
sponsorship, generating over $850,000 annually
Describe how CTBID grant funds would be used: (See list of funding limitations)
Funds will be used for targeted social media collaborations, dedicated eb!ast
campaigns, and other marketing opportunities targeting runners in key travel cities and
states, Funds will also be used for event operational expenses within the funding
limitations, including reinstating prize money to attract a strong race field and media
attention.
Applicant Background
This applicant is a (an):
QNon-Profit _®For-Profit Qlocal Public Agency Q lndividual Qother
Years in Business: 42 Number of Employees:3 Number of Volunteers:_,_1=2=-00=-----
Carlsbad Tou rism Business Improvement District
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CTBID Grant Guidelines & Application -FY 2022-2023
Are there other organizations, agencies, or businesses partnered on this application? If so, list them:
No.
Marketing Materials Requirement
CTBID grant recipients will be required to recognize on all printed material that grant program is funded
in part by the CTBID.
The applicant acknowledges and agrees to adhere to the marketing requirements described above.
e A I acknowledge marketing requirements
Reporting Requirements
Depending on the grant amount and type of program/event, a report on how granted funds were spent,
event budget, number of room nights generated, proof of meeting marketing requirements, and/or a
media coverage recap may be required to be filed with the CTBID within 30 days of the event
conclusion. Proof of program expenses (i.e. receipts) are required to be held for two years during which
time t he CTBID reserves the right to audit the records.
CTBID st aff will provide the applicant with any necessary reporting requirements prior to the
distribution of funds. As noted in the CTBID grant guidelines, should a grant-funded event fail to take
place, or miss its target by more than 50%, the grant recipient may be requi red to return a portion of or
all granted funds to the CTBID.
The applicant acknowledges and agrees to adhere to the reporting requirements described above.
C Ai acknowledge reporting requirements
Certification
I, the undersigned, do hereby attest that the above information is true and correct to the best of my
knowledge and that if awarded funds, all marketing and re porting requirements will be met.
Authorized Signature: ~ A~ Clear Application
Name: Christine Adams
Title:_ CEO Print A~plication
Date: 02/24/2023 Submit Application
Submittal Information
To submit your application, email a completed copy, including attachments to business@carlsbadca.gov with the
subject: CTBID Grant Application.
Allow two business days to acknowledge submittal. CTBID Staff will keep applicants informed of progress during
consideration. If you have questions about the application, please email business@carlsbadca.gov.
Carlsbad Tourism Business Improvement District
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CTBID Grant Guidelines & Application -FY 2022-2023
Join us in Coastal California
for the BEST Winter Race
With the ,BESJSwag,!
-~
Carlsbad Tourism Business Improvement District
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CTBID Grant Guidelines & Application -FY 2022-2023
Cl.,: ..
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