Community Event Grant

The recognizes the valuable contribution of community organizations to the development and vitality of the municipality. This policy establishes a framework for providing grants to support community and special events that generate positive social, cultural, tourism, and economic benefits for the Township.

The purpose of this policy is to establish a defined, objective, and transparent process governing the submission, evaluation, and approval of grant applications for eligible community events.

1. Arts, Culture and Heritage

An event involving sectors such as film and video, music, performing arts, heritage institutions, and visual arts. Examples may include film screenings, concert series, mural festivals, monument unveilings, or other artistic initiatives.

2. Community Event

An event primarily intended for residents of the Township of Alfred and Plantagenet that promotes community engagement, recreation, culture, heritage, sports, or community well-being.

3. Event

A public activity bringing together more than 200 people in the same location. The event may be a one-time or recurring occurrence.

4. Special Event

A one-time or recurring event of significant scope that contributes to the promotion of the Township and generates substantial economic, tourism, cultural, or social benefits for the community.

5. Community Group

A not-for-profit organization or association that is active and recognized by the Township of Alfred and Plantagenet and contributes to the well-being and vitality of the community or enhances recreational and public entertainment opportunities.

6. In-Kind Services

Non-financial support provided by the Township to assist in the delivery of an event. Examples may include the loan of equipment, the use of municipal facilities (excluding community centres), or, in exceptional circumstances, logistical support.

7. Tourism / Economic Development

An event that generates positive economic impacts for local businesses or attracts visitors from outside the Township, such as artisan markets, conventions, trade shows, or major sporting events.

This policy applies to all community groups eligible for funding under the provisions of this policy.

This policy shall be published on the Township’s website. Staff will be informed of the policy through the municipal management team. A copy of the policy will also be distributed to community groups within the Township.

1. Annual Budget and Grant Amount

• The annual Community Event Grant Program budget shall consist of $25,000 in financial contributions and $15,000 in in-kind contributions, subject to Council approval through the annual budget process.
• The maximum financial grant available per event is $10,000.
• Municipal funding shall not exceed 25% of the total event budget.
• Applicants may also receive up to $5,000 in in-kind support.
• Council reserves the right to award an amount different from that requested by the applicant.

2. Eligible Events

Funding is available for the following categories of events:

• Arts, Culture and Heritage;
• Community Events;
• Special Events;
• Tourism and Economic Development.

To be eligible, an event must:

• Take place within the Township of Alfred and Plantagenet;
• Be open to the public;
• Be inclusive and accessible;
• Align with the Township’s mission, vision, and corporate values.

Additional Eligibility Criteria for Special Events

Special events should demonstrate that they:

• Contribute to the promotion and visibility of the Township;
• Generate significant economic, tourism, or promotional benefits;
• Attract visitors from outside the Township;
• Support local businesses;
• Promote tourism;
• Showcase local culture, heritage, natural attractions, or agriculture.

3. Eligible Applicants

• Only incorporated not-for-profit organizations in good standing are eligible for funding.
• Grant recipients must comply with all applicable municipal by-laws and policies, including obtaining required permits, insurance, and safety measures.
• Council may, at its sole discretion, approve funding for an organization that does not fully meet all eligibility criteria if it addresses a unique community need.
• Community organizations may submit only one grant application per year.

4. Ineligible Applicants and Expenses

The following are not eligible for funding:

• Unincorporated community groups or committees;
• Individuals;
• Businesses;
• For-profit organizations;
• Special-interest groups or exclusive-membership clubs;
• Events that have already taken place (retroactive funding is not permitted);
• Salaries, travel expenses, personal equipment purchases, or ongoing operating costs;
• Religious events or activities;
• Fundraising activities benefiting a small group of individuals (e.g., sports teams, school trips);
• Events held on private property that is not accessible to the public;
• Political, partisan, or election-related events or activities.

5. Application Process and Submission Period

• Applications must be completed and submitted using the Township's official application form.
• The application form is available on the Township website and in paper format at Town Hall upon request.

Application Period

For 2026 only:

Applications must be received no later than November 30, 2026, at 4:00 p.m. Applications received after this deadline will not be considered.

Beginning in 2027:

The annual application period will open on September 1 and close on October 31 at 4:00 p.m.

6. Evaluation of Applications

Following the application deadline, submissions will be reviewed by an internal municipal evaluation committee.

Applications will be evaluated according to the following criteria:

30% - Organizational Capacity

• Previous experience;
• Organizational structure;
• Event logistics plan;
• Number of volunteers.

30% - Event Quality

• Expected attendance;
• Quality of programming;
• Community engagement;
• Partnerships;
• Visibility of the Township;
• Ability to attract visitors from outside the Township.

30% - Financial Capacity

• Realistic budget;
• Municipal contribution does not exceed 25% of the total budget;
• Diversified funding sources.

10% - Economic and Tourism Impact

• Increased visitor traffic;
• Benefits to local businesses;
• Promotion of the Township;
• Contribution to local economic development.

Additional Criteria for Special Events

Applications for special events may also be assessed based on:

• Anticipated number of visitors;
• Visitor origin and market reach;
• Estimated economic impact;
• Visibility and promotion of the Township;
• Local partnerships;
• Growth potential;
• Contribution to tourism development.

7. Disbursement of Funds and Final Report

• Funds will be issued following approval of the municipal budget.
• Recipients must sign a funding agreement and meet all administrative requirements prior to receiving funding.
• Funds may not be transferred from one event or organization to another without prior written approval from the Township.
• A final event report must be submitted within 60 days following the event.
• Funds must be used for activities, events, or expenses incurred between January 1 and December 31 of the year for which the grant was awarded.

8. Township Visibility

Grant recipients must acknowledge the Township’s financial support in all relevant promotional and communication materials.

Recipients must also:

• Display the Township logo at the event site;
• Include the Township in sponsorship recognition materials;
• Provide proof of compliance with these visibility requirements upon request.

In the event of non-compliance with this policy, the Township may investigate and determine the appropriate corrective action.