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Program Guidelines for
the Special Events and Tourism Related Activities Committee (SETRAC)
Grants Program - Administered by the Greensboro Area Convention
& Visitors Bureau
The SETRAC grants program exists to stimulate and assist Greensboro/Guilford
County organizations and agencies in the enhancement, promotion
and marketing of tourism and culturally related events and activities.
The objective of the program is to give greater
scope to innovative ideas and help organizations and agencies
undertake activities that would not be considered without special
funding. The SETRAC program is designed to assist in establishing
activities and events which, because of their own merit, can eventually
grow and succeed without financial assistance from this program.
Funding for the SETRAC program is authorized under
section 6(b) of North Carolina House Bill 1621: The Guilford County
3% Hotel/Motel Room Occupancy and Tourism Development Tax. Legislation
states that the Greensboro Area Convention & Visitors Bureau
shall allocate $170,000.00 (less administrative costs) from the
Greensboro/Guilford County share of the occupancy tax proceeds
in a fiscal year for specific tourist-related events or activities,
such as arts and cultural events; or for promoting, improving,
constructing, financing or acquiring facilities or attractions
that enhance the development of tourism.
Funding decisions are based on an applicant’s
ability and intent to attract visitors and generate hotel/motel
room nights from outside the immediate Greensboro area.
Financial grants are made twice during the fiscal
year, in July and January. Deadlines for submission of applications
are late May and November respectively. Specific award notification
and application deadline dates are determined prior to the beginning
of each funding cycle.
Program Guidelines
1. Projects must be tourism or culturally related and will be
granted funds only on the basis that they enhance the development
of travel and tourism.
2. The primary function of a project submitted for
funding must be promotional or marketing in nature, designed to
enhance and develop Greensboro’s and Guilford County’s
image as a leisure/travel destination. In making decisions on
applications the GACVB Board of Directors will consider such factors
as the type and scope of the organization agency applying, the
effect and impact of the proposed project on travel and tourism,
the time span in which the project will be completed, the amount
of funding requested, the project’s ability and intent to
attract visitors to Greensboro on a continuing basis, and the
overall merit of the project.
3. The project must be designed to stimulate economic
activity for the organization or agency and in turn the city of
Greensboro.
4. Only projects submitted by organizations in the
Greensboro/Guilford County area (excluding High Point and Jamestown)
will be considered for funding.
5. Funds will not be granted for normal and routine
operating and administrative expenses of the organization applying.
Routine expenses include postage; telephone charges; shipping,
salaries, bonuses, lodging, transportation, or entertainment cost
for any staff member, consultant or other employee of an applying
agency or organization.
6. The Greensboro Area Convention & Visitors
Bureau’s Special Events and Tourism Related Activities Committee
shall review all applications and recommend awards to the GACVB
Board of Directors who will make final funding decisions and shall
have sole authority in granting and disbursing funds.
7. Projects not performed within the scope of an
accepted application and guidelines of this program will be denied
the receipt of funds awarded.
8. No recipient that has failed to complete a previous
grant satisfactorily will be eligible for a subsequent grant until
the previous grant has been settled.
9. Before funds can be disbursed, grant recipients
must submit a completed project Accountability Form for the purpose
of review by the GACVB. This form ensures compliance with grant
terms and must be received within 60 days of project completion.
Failure to file this form with the GACVB before the 60 day deadline
may result in a loss of funding from the SETRAC program.
10. The recipient’s project Accountability
Form must include an itemized list of expenses related to the
award and copies of paid invoices showing that these related accounts
have been settled by the grant recipient. Funds will not be disbursed
until grant related financial obligations are settled. No funds
will be disbursed prior to payment made by a recipient.
11. Disbursement of funds will follow accepted accounting
practices of the Guilford County Finance Department.
12. The Greensboro Area Convention & Visitors
Bureau reserves the right to inspect at any time the grant recipient’s
records to ensure compliance with program guidelines and accuracy
of financial reporting.
13. Applicants requesting funds beyond those available
for funding in any one fiscal year may, at the discretion of the
GACVB Board of Directors, be awarded a determined amount in the
current budget year along with a non-binding pledge for additional
funds in a future fiscal year.
14. Should a new project be developed that has long
term impact on the local travel and tourism industry, the GACVB
Board of Directors may choose to award the organization or agency
non-binding pledges over more than one budget year to assist with
project start up and continued success.
15. In the event an applicant pursues funding for
brochure production, monies awarded will be limited to development
and first printing of a brochure and not subsequent printings
of the brochure. Funds will not be awarded for additional printings
of an existing brochure. Brochure funding will be awarded as a
dollar for dollar match; for every one dollar ($1.00) spent by
a grant recipient, the bureau will match one dollar ($1.00). This
funding will not exceed $5,000.
16. Funds awarded will be disbursed no sooner than
60 days following award decisions by the GACVB Board of Directors.
You can now apply online
for the SETRAC Grant.
Click here to apply online. or Click here to download
grant application (MS Word Document).
If you are submitting a SETRAC application online or by email, receipt of the application will be acknowledged in writing within one week after the submission deadline. If you do not receive a written acknowledgement, please contact Gail Murphy, SETRAC Grants Administrator, 336-335-1578 to determine delivery of the application.
All SETRAC Applications and Inquiries Should
Be Directed To:
Greensboro Area Convention & Visitors Bureau
Attn: SETRAC Grants Administrator
2200 Pinecroft Rd
Greensboro, NC 27407
(336) 274-2282
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