2023 SSA 27 Community Events & Placemaking Support Program Guidelines and Application

Special Service Area (SSA) 27

Community Events & Placemaking Grant Program 2023 Guidelines and Application

Released January 27, 2023

1. Description

The Community Events & Placemaking Grant Program (the “Program”) is funded by Lakeview Special Service Area 27 (“SSA 27”) and administered by the Lakeview Roscoe Village Chamber of Commerce (“Chamber”) to serve the commercial and residential district within the SSA 27 service boundaries listed in Section 2. The goal of the Program is to support the development of more events and public programming serving our community through grants and other technical assistance. The Program furthers the organization’s goals to create memorable experiences and promote the neighborhood, providing support and funding for organizations or individuals planning special events, ongoing public programming and creative placemaking activities.

Applicants that meet all Program requirements outlined in this document may receive a grant of up to $5,000. Funding is limited and applications must be submitted by March 1, 2023 to receive consideration. The SSA 27 Board of Commissioners reserves the right to accept new applications after this deadline if additional funding becomes available. Applicants whose grant requests are approved will be required to submit a Post-Event Report within 60 days of the completion of the event or project as outlined in Section 6.

SSA 27 manages the public spaces listed below and seeks to increase activity and programming in these spaces. Organizations and businesses seeking outdoor space for programming are strongly encouraged to apply to use these spaces; however, all applications for programming that take place within the SSA boundaries listed in Section 2 will be considered.

● Southport, Paulina, and Ashland Plazas at the Lakeview Low-Line: Located at the auxiliary exits of the Southport and Paulina CTA stations, these spaces under the ‘L’ tracks feature pea gravel hardscapes and paved pathways, murals, seating and landscaping. The spaces are ideal for pop up markets, art showcases, or performances, but projects should take into consideration noise.

2. Grant Eligibility Requirements

All projects must:

1. Take place between May 1 and December 31, 2023.

2. Take place within SSA 27 or on an adjacent side street with the project abutting SSA 27. The SSA 27 boundaries include:

● Belmont Avenue (Ravenswood to Racine)

● Lincoln Avenue (Addison to Diversey)

● Ashland Avenue (Addison to Diversey)

● Southport Avenue (Byron to Belmont)

3. Take place in an outdoor public space OR engage multiple local partners if taking place indoors. 4. Meet Program guidelines; projects are subject to review by the SSA 27 Board of Commissioners. 5. Comply with all applicable city, state and federal laws, permitting and requirements. 6. Recognize SSA 27 in print and/or web materials having to do with the event.

Ineligible: Grant funding may NOT be used for the following:

1. Profit margin. Projects that would return a net profit without grant funding may NOT receive funding. Exceptions may be considered for 501(c)(3) fundraisers.

2. Purchase of alcohol.

3. Indoor events hosted by one business.

4. Multiple applications from the same organization. Organizations may receive one grant per year. 5. Purchase of prizes.

The SSA 27 Board of Commissioners reserves the right to reject any questionable budget estimates, as well as implement such additional Program rules and regulations as it deems reasonable. Additional conditions that may determine Program eligibility are outlined below.

3. Grant Amounts

Applicants that meet all Program requirements outlined in this document may receive a grant of up to, but not to exceed, a total of $5,000. Applicants are not required to apply for the maximum grant amount. Grants are awarded only after the project is approved by the SSA 27 Board of Commissioners. If funding is awarded, it will be paid out in two installments: up to 90% of funding awarded may be paid prior to the event date/start of programming, with the remainder of the funding to be paid no more than 30 days after successful review of a Post-Event Report. The upfront percentage is subject to change by the SSA 27 Board of Commissioners for each project.

Due to the high volume of applications anticipated, the SSA 27 Board of Commissioners may award a grant at an amount less than the allowable maximum, or no grant at all. Preference shall be given to: 1. Projects with multiple funding sources.

2. Organizations and individuals with a demonstrated history of success.

3. Applicants that articulate a marketing plan that will maximize their project’s reach. 4. Creative and innovative ideas and projects involving the arts.

5. Partnerships between organizations or businesses.

6. Projects that engage a large audience or serve an under-represented audience. 7. Projects throughout SSA 27 in an attempt to accomplish geographic diversification. 8. Projects that fill a void or need in the neighborhood and clearly meet the mission of SSA 27. 9. Projects that are seeking less than 50% of their funding from SSA 27.

10. Applicants that demonstrate that funding assistance is necessary to complete the project. 4. Application Process

To apply for a grant and receive consideration, applicants must complete and submit the attached application by March 1, 2023 via email to Alyssa@lrvcc.org or by mail to:

Lakeview Special Service Area 27

c/o Lakeview Roscoe Village Chamber of Commerce

1409 W. Addison St.

Chicago, IL 60613

Applicants can also apply by filling out the online google form application here.

Individuals who are considering whether to apply for the Program are strongly encouraged to contact the Chamber to discuss Program eligibility prior to completing an application. Please email Alyssa@lrvcc.org or call (773) 472-7171 x105 for assistance.

5. Review Process

The SSA 27 Board of Commissioners will review and accept or reject each completed application in its sole and absolute discretion, including determination as to which proposed projects meet the Program guidelines, which projects will provide the most positive impact on the community, which projects have the most need for funding assistance, and how much funding to award. There is a strong preference for projects with multiple funding sources, and projects seeking less than 50% of their funding from SSA 27. Applicants may be asked to clarify elements of projects if requested by the SSA 27 Board of Commissioners, or to adopt recommended changes to projects as a condition for receiving grant funding. The application may be voted on in the next SSA Commission meeting, or if the SSA 27 Board of Commissioners has questions about the application, a vote may not take place until a future meeting. Within ten business days of the Commission meeting at which the application was voted upon, the applicant will be sent an approval letter stating the grant amount awarded for the project (the “Approval Letter”) or an explanation of why the application was not approved.

6. Post-Event Metrics & Reporting

Approved applicants are required to submit a Post-Event Report and Marketing Summary within 60 days of the completion of the event or project. Failure to do so may result in the applicant forfeiting the final payment. The Chamber reserves the right to request additional documentation, including paid invoices or receipts evidencing payment of any relevant project expenses, prior to issuing final payment.

The Post-Event Report must include the following:

● Samples of marketing materials, particularly those including the This is Lakeview logo. ● Photo(s) from the event.

● Estimated attendance at the event.

● Number of local partner organizations or businesses included in the event.

● A description of the successes of the event as well as the challenges, and how improvements can be made for subsequent events.

● A Marketing & Metrics Summary.

● A final copy of the Project Budget Summary Worksheet, found in the application attached to this document, and

● A detailed budget attachment showing budget vs. actual financials, including gross revenue, gross expenses, and net income. This is a separate document than what is included in the application and will be created and submitted by the applicant following the event.

Lakeview SSA 27: Community Events & Placemaking Grant Program Application

APPLICATION CHECKLIST

Please ensure that the following items are included in your application. Incomplete applications will not be considered for approval by the SSA 27 Board of Commissioners.

c This Completed Application Form

c Project Budget Summary Worksheet and Detailed Budget Attachment

c Social Media & Marketing Worksheet

c Signed Statement of Understanding

APPLICANT INFORMATION

_____________________________________________________________________________________________________________________ Organization/Business Name, if applicable

_____________________________________________________________________________________________________________________ Contact Name Title, if applicable

_____________________________________________________________________________________________________________________ Phone Email

_____________________________________________________________________________________________________________________ Mailing Address City State Zip

PROPOSED PROJECT

Brief Description of Event or Project (attach additional sheets if necessary):

_____________________________________________________________________________________________________________________ _____________________________________________________________________________________________________________________ _____________________________________________________________________________________________________________________ _____________________________________________________________________________________________________________________

Date(s): ___________________________________________________________________________________________________ _____________________________________________________________________________________________________________________

Location(s): ___________________________________________________________________________________________________ Must be located within the boundaries of Special Service Area (SSA) 27.

Anticipated Number of Attendees: ________________________________________________________________________

Brief Description of Events and Activities that Will Allow for Social Distancing (attach additional sheets if necessary):

Cost to Attendees:

c Free and open to the public

c Ticketed (Ticket cost: $__________________)

With rare exceptions, SSA 27 will NOT approve funding for ticketed events.

Have you received a grant for this event or project in the past?

c Yes

c No

SUPPORT REQUESTED

Total grant requested: $__________________ (__________________% of total project budget) Note: Applicants are not required to apply for the maximum grant amount.

Minimum amount of funding needed from SSA 27 to execute project: $__________________ Amount of funding needed up-front before project start (max. 90%): $__________________

Other Types of Support Requested:

c Use of SSA-managed public space/permitting support

c Marketing assistance

c Other technical assistance: ______________________________________________________

NEED & IMPACT STATEMENT

Please describe why support is needed, how funds will be used, and how you anticipate your project will positively impact our community. Attach additional sheets if necessary.

MARKETING PLAN

Please describe in detail how you plan to promote your project to engage a large audience or serve an under-represented audience. Attach additional sheets if necessary.

PROJECT BUDGET

Please attach a detailed project budget, showing your anticipated gross revenue, gross expenses, and net income with as much clarification as possible, and summarize your budget using the Budget column on the Project Budget Summary Worksheet on the following pages.

SOCIAL MEDIA AND MARKETING WORKSHEET

Will social media be used to promote this event?

c Yes

c No

If Yes, please select which platforms will be used to promote this event:

c Facebook

c Twitter

c Instagram

c Tumblr

c LinkedIn

c Other: _______________________________________________________________________

Please list out any businesses, community partners or organizations you will contact to promote this event via their newsletters, social media, or other:

Please review the below suggested marketing steps and timeline and note any supplementary steps for your marketing plan:

1. 1-3 Months Before Event

a. Reach out to partners (listed above) to share information in their newsletters b. Create a shareable Facebook event page

c. Create an event hashtag (#)

d. Reach out to other local businesses and partners and invite them to attend and repost e. Create marketing collateral (signs, graphics, posters, flyers, etc.)

2. 2-4 Weeks Before Event

a. Post event content and highlights on social media

b. Create conversation and actively respond to questions/comments on social media 3. 1 Week Before Event

a. Daily countdown to the event featuring event highlights and information

b. Create conversation and actively respond to questions/comments on social media 4. Day of Event

a. Gather and repost content from attendees on social media

b. Go “live” or post on social media stories

5. Week After Event

a. “Thank You” post to attendees

b. Recap the event with content-based posts

Additional Steps:

PROJECT BUDGET SUMMARY WORKSHEET

Summarize your budget using the Budget column on the worksheet below. Complete the Actuals column after your project has concluded and resubmit a final copy of this worksheet with your Post Event Report. If a line item does not apply to your project, write “N/A” or “$0” in the space provided.

Revenue:

BUDGET ACTUALS

Complete this column after your

project has concluded.

A. SSA 27 Grant: $__________________ $__________________ This should match the amount you requested

above in your application, or for actuals, the

amount that was approved.

B. Other Sponsorships and Grants: $__________________ $__________________ Total amount of sponsorships and grants not

including the SSA 27 Grant.

C. Admission/Entrance Fees: $__________________ $__________________ Total amount of revenue earned from charging

people fees to attend your event or project.

D. Vendor Fees: $__________________ $__________________ Total amount of revenue earned from charging

vendors (ie. farmers, exhibitors, etc.) fees to

participate in your event or project.

E. Sales: $__________________ $__________________ Total amount of revenue earned from sales of

merchandise, food, drink, etc.

F. Other Revenue: $__________________ $__________________ Total amount of any other revenue. Please

describe other revenue sources below, if

applicable.

G. Gross Revenue: $__________________ $__________________ Sum of lines A through F.

Worksheet continues on the next page

Expenses:

BUDGET ACTUALS

H. Supplies: $__________________ $__________________ Total amount of expenses related to supplies or

equipment needed for your event or project.

I. Outside Services: $__________________ $__________________ Total amount of expenses paid to subcontractors

and outside vendors.

J. Labor: $__________________ $__________________ Total amount of wages paid to employees or

event staff.

K. Marketing/Communications: $__________________ $__________________ Total amount of expenses related marketing and

communications efforts promoting your event.

L. Administrative: $__________________ $__________________ Total amount of expenses related to permits,

insurance or other administrative fees.

M. Other Expenses: $__________________ $__________________ Total amount of any other expenses. Please

describe other expenses below, if applicable.

N. Gross Expenses: $__________________ $__________________ Sum of lines H through M.

Income:

O. Net Income: $__________________ $__________________ Subtract line N from line G.

STATEMENT OF UNDERSTANDING

The applicant (undersigned) acknowledges that he or she has read the entire Community Events & Placemaking Grant Program Guidelines and Application and agrees to fully comply with the guidelines and procedures of the Program, including any required documentation and other terms and conditions. Furthermore, applicant agrees to:

● Complete all aspects of the event or project in accordance with the approved application

● Recognize SSA 27 as a sponsor of the event or project

● Provide Post-Event Report at completion of event or project

APPLICANT AGREES TO INDEMNIFY AND HOLD HARMLESS THE LAKEVIEW CHAMBER OF COMMERCE, ITS AFFILIATES, AND ITS RESPECTIVE OFFICERS, DIRECTORS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS, DEMANDS, LOSSES, CAUSES OF ACTION, DAMAGE, LAWSUITS, JUDGMENTS, INCLUDING ATTORNEYS’ FEES AND COSTS, ARISING OUT OF, OR RELATING TO, ANY EVENT, CONDITION, CONTRACT, OBLIGATION, ACT, OMISSION, NON-FULFILLMENT, NON-ASSUMED LIABILITY, BREACH, INACCURACY, OR NON-FULFILLMENT OF ANY REPRESENTATION, WARRANTY, COVENANT, OR AGREEMENT WITH THE COMMUNITY EVENTS & PLACEMAKING GRANT PROGRAM, OR WITH RESPECT TO ANY OF THE TERMS OF THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE DURATION OF THIS AGREEMENT.

________________________________________________________________________________ ____________________________________ Applicant Signature Date

_______________________________________________________ ______________________________________________________ Applicant Name (Please Print) Applicant Title, if applicable