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City of Quinte West
Corporate Policy
1
Policy Title:
Tourism Development Fund Grant Policy
Policy Number:
A09-POLICY-0123
Policy Type: Council Policy
Policy Owner (Department, Contact): Community Services & Strategic Partnerships, Manager of
Economic Development and Tourism
Approval Authority: Council
Administration
Effective Date:
2025-06-18
Last Review Date:
2025-06-18
Related Policy(ies):
N/A
Related By-Law(s):
N/A
Procedural Document: A09-PROCEDURE-0123
1.
Policy Statement
The City of Quinte West is committed to supporting tourism events and initiatives that encourage
sustainable economic growth within the tourism and hospitality sector. This fund provides financial
assistance to organizations and encourages collaboration for effective promotion.
2.
Purpose
The purpose of this policy is to:
- Support new and current tourism events and initiatives that increase visitation, overnight stays,
and tourist spending.
- Encourage collaboration between local businesses and tourism operators.
- Ensure the tourism sector remains innovative within the community.
City of Quinte West - Corporate Policy
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
3.
Scope
This policy applies to all groups, organizations, and businesses seeking financial support for tourism
initiatives and events within the City of Quinte West. It encompasses funding applications, the
evaluation and approval process, and the administration of funds.
4.
Definitions
Applicant: Any group, organization, or business that makes a formal request seeking financial
support from the Tourism Development Fund.
City: The Corporation of the City of Quinte West.
Council: The City Council of the Corporation of the City of Quinte West.
Grant: A sum of money given by the City for a particular purpose.
Project(s): A specific event or initiative proposed by an applicant that requires financial support and
aligns with the goals of the Tourism Development Fund Policy.
Tourism Development Fund: Financial resources allocated by the City of Quinte West to support
tourism-driven initiatives and events.
Tourism Development Fund Grant Committee: A group that is composed of representatives from
the City of Quinte West's Economic Development, Tourism, and Special Events Advisory Committee
and Tourism/Special Events staff to evaluate the Tourism Development Fund applications received.
Treasurer: The City Treasurer, or designate, is responsible for managing the financial affairs of the
City. The role involves overseeing the City's financial resources, including revenue collection,
investments, disbursements and reporting.
Website: The City of Quinte West's collection of web pages exists under one domain name,
containing related content to the City. Access is available through www.quintewest.ca
5.
The Policy
5.1.
General
5.1.1.
The Tourism Development Fund is established to support tourism initiatives and
events that contribute to the overall economic growth, innovation, and job
creation within the tourism and hospitality sector within the City of Quinte West.
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
5.1.2.
Successful applicants in any one year are not regarded as a commitment by the
City to continue such financial aid in future years. Additionally, there is no
obligation to allocate funds to any group, organization, or business, even if the
application satisfies the eligibility criteria and meets all of the grant requirements.
5.1.3.
Applicants who were successful in prior years must submit a final report within 60
days of the project's completion to be eligible for grant funding in future years.
5.2.
Application Process
5.2.1.
Application forms are available in:
a) Printed format (Appendix A), shall be made available at City Hall, the
Frankford Municipal Office and at both Public Library locations.
b) Digital format, shall be made available through the City's website.
5.2.2.
All applicants will submit either in person, by mail, or electronically, a completed
application form, project budget, and any supporting documentation, as required,
to the Economic Development and Tourism Department.
5.2.3.
Applications for the Tourism Development Fund will be accepted annually from
December 1 to February 28. Applications must be submitted by February 28 at
midnight.
5.2.4.
Applications will be evaluated by the Tourism Development Fund Grant
Committee composed of representatives from the City of Quinte West's
Economic Development, Tourism, and Special Events Advisory Committee and
Tourism/Special Events staff. Applications will be evaluated based on their ability
to fulfill the priority considerations. Following the evaluation, a report to Council
will be provided with the recommended grant recipients for final approval.
5.2.5.
In the event that there is budget money remaining after the first intake has been
approved by Council, applications can be received, evaluated, and approved by
the Committee on a case by case basis with the understanding that the
application is for a new project that couldn't meet the first intake timeline.
City of Quinte West - Corporate Policy
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
5.3.
Application Guidelines
5.3.1.
Applications can be made by groups, businesses, and organizations for up to
$10,000 in grant funding.
5.3.2.
Applications must include a completed application form, project budget, and
supporting documents as required.
5.4.
Project Objective and Priority Requirements
5.4.1.
Applications must demonstrate how the proposed project meets the following
objectives:
- Quality: Ensure high-quality experiences that foster community growth and
belonging.
- Diversity: Celebrate the unique characteristics of the City's destination and its
people.
- Engagement: Cultivate an engaged tourism community that supports success.
- Authenticity: Embrace the City's roots while showcasing the community to
visitors.
5.4.2.
Priority consideration is given to applications that meet one of the following:
- Measurable contributions to the tourism economy through visitor spending on
accommodations, restaurant/attraction visits and shopping.
- Capacity to attract visitors and increase visitor spending.
- Projects that support strong accessibility and inclusion plans that support minority
groups such as women, Indigenous Peoples, LGBTQ2S+ communities, and
persons with disabilities.
5.4.3.
The following list includes examples of tourism sectors that the grant funding
would support (this list is not exhaustive):
- Agritourism
- Eco-tourism
- Heritage, arts, and cultural tourism
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
- Sport tourism
5.5.
Expenses
5.5.1.
Eligible Expenses
The following list includes examples of eligible expenses for the grant funding
(this list is not exhaustive):
- Marketing costs aimed at increasing attendance from outside of the City.
- Equipment rental fees, venue related costs, and entertainment.
- Licensing and Permits.
5.5.2.
Ineligible Expenses
The following list is examples of ineligible expenses for the grant funding (this list
is not exhaustive):
- The administrative expenses, including salaries.
- Events that promote or are centered exclusively around a single religious
tradition to the exclusion of others
- Events that are not accessible to the general public even with the purchase of a
ticket for the event.
5.6.
Evaluation Criteria
5.6.1.
Applications will be evaluated based on the eligibility criteria as outlined in the
policy using a scoring evaluation system.
5.6.2.
The eligible funding amount will be reduced by any fee waivers, community fund
grants, or other City monetary contributions. In order to identify potential sources
of reductions to the grant applications, staff will send the complete list of
applicants to the Supervisor of Accounting to help identify any fee waivers,
community fund grants, and other contributions.
5.6.3.
Applications that receive funding are eligible for City resources as determined by
the Committee during the evaluation process.
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
5.7.
Fund Administration
5.7.1.
Successful applicants must abide by the grant conditions as prescribed in
Section 5.8 of the policy.
5.7.2.
Funds must be used solely for the approved purpose, and recipients must
provide a final report within 60 days of project completion.
5.7.3.
The total gross amount of grants available in one year shall not exceed the
budget set by Council for that year.
5.7.4.
The maximum amount available to any one organization in any year is $10,000.
This includes any fee waivers, community fund grants, or in-kind contributions
from the City.
5.8.
Grant Conditions
5.8.1.
Recognition of the City's grant must be given on promotional materials and at
events.
5.8.2.
The City's logo must be placed on all promotional materials, and used at the
approval of the City's Corporate Communications group.
5.8.3.
Any unspent funds at the end of the project must be returned to the City.
5.9.
Monitoring and Evaluation
5.9.1.
The effectiveness of the Tourism Development Fund Policy will be monitored
through regular reviews of funded projects and annual assessments of the
policy's impact.
6.
Responsibilities and Authorities
6.1.
Council
6.1.1.
Mayor and Council shall be responsible for approving the Tourism Development
Fund budget as well as the allocation of the budget amongst the Tourism
Development Fund Grant applicants.
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
6.2.
Economic Development and Tourism
6.2.1.
The Economic Development and Tourism Department shall be responsible for
managing the application process and administering approved funds.
6.3.
Tourism Development Fund Grant Committee
6.3.1.
The Tourism Development Fund Grant Committee shall be responsible for
evaluating applications and recommending recipients to Council.
6.3.2.
Tourism Development Fund Grant Committee Members include:
- Representatives from the City of Quinte West's Economic Development,
Tourism, and Special Events Advisory Committee
- Tourism and Special Events staff
6.4.
Finance Department
6.4.1.
The Finance Department shall be responsible for identifying applications that
would have / will receive monetary contributions from the City.
6.5.
Applicants
6.5.1.
Applicants shall be responsible for submitting complete and accurate applications
for the proper use of allocated funds.
6.6.
Recipients
6.6.1.
Recipients shall be responsible for using the awarded funds as detailed in the
application.
6.6.2.
Recipients shall be responsible for completing a final report within 60 days of
event or initiative completion.
6.6.3.
Recipients shall be responsible for recognizing the Tourism Development Fund
Grant on promotional materials and at events.
6.6.4.
Recipients shall be responsible for using the City's logo on all promotional
materials.
6.6.5.
Recipients shall be responsible for returning any unspent funds at the end of the
project to the City.
City of Quinte West - Corporate Policy
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
7.
City Policies and Procedures / Documents (Appendices)
7.1.
City of Quinte West Tourism Development Fund - Grant Application Form - Appendix A
7.2.
City of Quinte West Tourism Development Fund - Recipient Final Report Form -
Appendix B
7.3.
City of Quinte West Tourism Development Fund - Scoring Rubric Appendix C
8.
Legislation and Other Resources
8.1.
Municipal Act 2001, S.O. 2001, c. 25 - Section 107 (1)
8.2.
Where a conflict exists between the provisions of this Policy and legislative or legal
requirements, the legislative or legal requirements will prevail.
8.3.
The Manager of Economic Development is responsible for interpreting and
administering this Policy, and such interpretations shall be final.
9.
Review and Amendment Procedures and Guidelines
9.1.
This Policy shall be reviewed by the Manager of Economic Development and Tourism
every five (5) years.
9.2.
This Policy shall be amended at any time at the direction of Council.
10.
Contact Information
For questions about this Policy, please contact the Economic Development and Tourism
Department at:
- Attn: Economic Development and Tourism Department
City of Quinte West
2nd Floor, City Hall,
7 Creswell Drive,
Trenton, ON, K8V 5R6
[email protected]
613-392-2841
City of Quinte West - Corporate Policy
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Policy Number: A09-POLICY-0123
Effective Date: 2025-06-18
Policy Title: Tourism Development Fund Grant Policy
Last Review Date: 2025-06-18
Legislative History
Date
Description
2025-05-15
Creation of the initial release of the Tourism Development Fund Grant Policy
A09-POLICY-0123
2025-05-28
Policy presented to the Senior Management Team for Review
2025-06-18
Policy presented to Council - Staff Report QW-2025-00092
Adopted by Council - Motion No. 25-202
Appendix A
City of Quinte West Grant
Application Tourism Development
Fund
Organization:
Amount Requested (Max $10,000):
Contact:
Position:
Telephone:
(Office)
Telephone:
(Other__________)
Email:
Address:
City:
Province:
Postal Code:
Contact Address:
(If different than above)
Have you received a grant from this program
in the past?
If YES, when:
YES
NO
Project Title:
Project Overview:
Please provide a brief description of the project, including its objectives and the specific
tourism sector targets. Highlight how this project will contribute to the local tourism economy.
Project Details:
1. Project Description
Describe the proposed activities, timeline, and expected outcomes.
2. Target Audience
Describe the intended audience for the project and how you plan to engage them.
3. Expected Impact
Describe the anticipated benefits of the project, including economic, social, and cultural
impacts on the community.
City Resources
If any, describe the City resources being requested (garbage pick-up, fencing, facility, etc.).
Project Collaboration:
Identify any partners or stakeholders involved in the project. Describe how you will collaborate
with local organizations, or other community groups.
Marketing and Promotion:
Describe your marketing strategy for promoting the event or initiative. How will you leverage
local media, social media, and other channels to increase visibility?
Inclusivity and Accessibility:
Describe how the event or initiative will promote inclusivity and accessibility for women,
Indigenous Peoples, LGBTQ2S+ communities, and/or persons with disabilities.
Timeline:
Provide a timeline for the event or initiative, outlining key milestones from the start date to
completion.
Evaluation:
Describe how you will measure the success of the event or initiative, including key
performance indicators and reporting methods.
The following documentation must be attached to this application (if applicable):
❖ Most Recent Financial Statements
❖ Current Year Organizational Budget
❖ Project Budget
Applicant Signature: ___________________________________
Completed Applications are to be supplied to:
Economic Development and Tourism,
City of Quinte West, 2nd Floor,
7 Creswell Dr, Trenton, ON. K8V 5R6
Appendix B
City of Quinte West Grant Final
Report Tourism Development Fund
Organization:
Contact:
Position:
Telephone:
(Office)
Telephone:
(Other__________)
Email:
Address:
City:
Province:
Postal Code:
Contact Address:
(If different than above)
Project Title:
Project Date:
Explain how you met the targets and expected outcomes of your event you described in your
application. How many people were impacted?
What were the expenditures and revenues of the project? How did they compare to the
original project budget? Please attach a final budget for the project.
Did your event attract visitation from outside of the region? Describe.
Approximately how many overnight stays resulted from the project?
Economic Impact:
Please visit the link below to report on the economic impact of the project.
Link:
https://www.ontario.ca/page/tourism-regional-economic-impact-model#:~:text=It%20helps%20
organizations%20and%20people,side%20by%20tourism%20industry%20sector.
What were the effects of this project on your organization and community?
How did the project meet the need identified in the application?
If applicable, did your project benefit from collaborating with community partners?
How did your organization ensure the event was diverse, accessible, and inclusive for
everyone?
How many volunteers were involved with this project?
Overall, how successful was the project at achieving the desired goals?
Please add any other comments regarding the project and the grant funding.
Applicant Signature: ___________________________________
Completed Applications are to be supplied to:
Economic Development and Tourism,
City of Quinte West, 2nd Floor,
7 Creswell Dr, Trenton, ON. K8V 5R6
Appendix C
City of Quinte West Scoring Rubric Tourism Development Fund
Application Name:
Evaluator Name:
Total Score:
Criteria
Point Value
Does the applicant describe the proposed activity, timeline, and
expected outcomes clearly, while connecting the project to
tourism strategies and development?
0-10
Does the applicant describe how they plan to engage the target
audience to increase tourism to the City through the project?
0-10
Does the applicant describe the anticipated benefits of the
project, including economic, social, and cultural impacts on the
community? (5 points for each topic)
Economic Benefits
Social Impacts
Cultural Impacts
0-15
Will this project have a positive impact on the community?
Organization must demonstrate how their event will positively
contribute to the community from a tourism perspective
0 - 20
Does the applicant describe how the project would meet the
objectives as described in the policy? (5 points for each
objective)
- Quality: Ensure high-quality experiences that foster
community growth and belonging.
- Diversity: Celebrate the unique characteristics of the City's
destination and its people.
- Engagement: Cultivate an engaged tourism community
that supports success.
- Authenticity: Embrace the City's roots while showcasing
the community to visitors.
0-20
Does the applicant describe how the project meets any of the
priority considerations as described in the policy? (5 points for
each priority).
- Measurable contributions to the tourism economy through
visitor spending on accommodations, restaurant/attraction
visits and shopping.
- Capacity to attract external visitors and increase visitor
spending.
- Projects that support strong accessibility and inclusion
plans that support minority groups such as women,
Indigenous Peoples, LGBTQ2S+ communities, and
persons with disabilities.
0-15
Is this a unique event in the community or does it showcase our
community's assets/attractions?
0 -15
Is there a clear financial plan in place?
Has the organization demonstrated efficient use of City funds for
the event?
0 -15
Has the applicant reached out to other organizations for
partnerships or obtained sponsors for additional financial
support?
0 - 10
Did the applicant indicate how the project will promote inclusivity
and accessibility for women, Indigenous Peoples, LGBTQ2S+
communities, and/or persons with disabilities.
0 -10
Does this applicant have experience delivering safe and
successful events?
0 - 15
Does the applicant plan on making this an annual event and if
so, is there a plan to grow it or can they independently support it
going forward?
0 - 15
Does the applicant describe a clear marketing strategy for
promoting the project?
0-10