Special Event Grant

How to Apply

A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

Eligibility

• Applicants must be a non-for-profit organization whose primary focus is within the Township of Champlain.
• An Organization may apply for a Special Event Grant that includes multiple events throughout the year, as only one grant may be awarded to an Organization per year.
• Applicant can refer to the Special Event Policy for more information.
• The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
• All funding shall be for future projects. Retroactive funding will not be considered.
• Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
• Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
• No financial grants will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.

Exclusions

• Schools, athletic teams or private group trips (i.e. tournaments or regular season activities)
• Team uniforms and apparel
• Political, religious or faith organizations
• Organizations with political affiliations
• Appointed boards and committees
• Events based in other municipalities
• Events open only for a special interest audience or to recruit new members
• An event that is part of the Organization's regular programming
• Events that have inappropriate elements, including discriminatory, violent or offensive elements, or that are not permitted by law;
• Events that are potentially harmful to public safety or that may result in damage to public facilities or locations

Funding

• Grant amounts awarded will be based on available funding, which may change from year to year.
• Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
• Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Special Event Grant may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested. 

Ineligible Expenditures

Without limiting the discretion of the Township, the following costs are Ineligible Expenditures and are therefore ineligible to be paid from a municipal grant:

• Event management fees
• Ongoing operating expenses for the Organization
• Music/performance rights
• Management salaries
• Travel
• Organizational operating costs or deficit management

Recognition of Funding

Public acknowledgment of the Township's contribution is a prerequisite for receiving a grant. This condition remains applicable even when funds are administered through a third party. Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the logo provided by the Township on all printed materials and electronic distributions.
• Incorporating the Township of Champlain logo on the organization's website.
• Sharing a dedicated social media post before and after the event to acknowledge the Township's contribution.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer either before or after the event, demonstrating recognition of the Township's support.
• For events, granting consent for the installation of a "Supported by the Township of Champlain" banner at a location on-site as determined by the municipality.

The Champlain logos are available upon request and will be sent with the letter of agreement. It is imperative that only the logos provided by the Communication Specialist are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited.

Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities

Special Event Permit

The Organization must fill out a special event form 90 days before the event.

Refer to the Special Event Policy for more information. Organizations that receive funding must apply for in-kind support in the Grant Application. Support in human and material resources could be denied if the request is consistently forgotten and made the weeks before the event.

Reporting Requirements

Successful applicants who receive funding from the program must report on how the funding is spent and the impact the funding achieved. A reporting form will be provided with the grant award.

Successful applicants who receive funding from the program must report on how the funding is spent and the impact the funding achieved. A reporting form will be provided with the grant award. The Final Report must be submitted to the Township within 60 days of the event's completion.

The Township retains the right to ask for additional information required.

Please Note: If a Final Report is not received, the Organization may no longer be eligible for funding.

Municipal Liability Insurance Coverage

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.