2026 Community Grant Program Guidelines and Q&A
Purpose
This document provides Community Grant Applicants with guidance regarding eligibility, allowable expenses, funding tiers, match requirements, the application process, application evaluation, award payments and post-event reporting.
The deadline for submitting applications will be 5 p.m. on Wednesday, February 25, 2026.
JCTA requires that all applicants make a maximum 20-minute presentation on Tuesday, March 3, 2026, at the Fraley Room at the Johnson County Library, 171 North Adams Avenue, Buffalo. Presentations will be by appointment only and should include an overview of the event and its tourism impact. Applicants should be prepared to respond to JCTA Board questions to clarify or expound on information provided in the grant application. JCTA will contact applicants to set up an appointment time. Arrangements may be made for video conferencing.
The Johnson County Tourism Association (JCTA) Community Grant Program supports events and tourism promotion that attract out-of-county visitors and generate measurable overnight stays in Buffalo, Kaycee, and Johnson County.
An “event” is defined as a “new or existing organized festival, fair, conference, artistic performance, meeting or sports exhibition that is conducted according to a pre-arranged schedule and in which public interest is manifested”. For this grant program, while the public interest should include Johnson County residents, the principal focus should be toward those living outside Johnson County who would consider visiting and staying overnight to observe or participate.
These grants help create experiences that strengthen our tourism economy, enhance visitor engagement, and promote sustainable growth in the lodging tax base.
Because lodging tax funds are directly tied to overnight stays, JCTA prioritizes events that bring visitors who spend one or more nights in Johnson County. This ensures the long-term sustainability of both the grant program and local tourism initiatives.
Eligibility Requirements
Grants are available to:
- Nonprofit organizations
- Municipalities
- For-profit event organizers
- Community event committees
To be considered for funding, events must:
- Demonstrate the ability to attract out-of-county visitors
- Show a clear plan to generate overnight stays (e.g., hotel room blocks, camping promotions, or partnerships with lodging providers)
- Boost the local economy by increasing visitor spending in hospitality, retail, and dining
- Align with Johnson County’s tourism priorities and brand values
- Submit required post-event reporting documenting attendance, visitor origin, and economic impact
Note: First-year events may have more difficulty projecting overnight stays. JCTA recognizes this and will evaluate new event applications for potential growth and measurable tourism outcomes over time.
Allowable Expenses
— Advertising & Marketing (Outside Johnson County)
- Funds may be used for print, radio, television, digital, or social media advertising.
- Digital paid media is strongly encouraged. Applicants should provide audience targeting data for out-of-county regions when submitting reimbursement vouchers.
- Advertising distributed solely within Johnson County will be eligible only if part of a broader campaign targeting out-of-county audiences. Grant funding used to market events should be focused on drawing visitors from outside Johnson County and the immediate area. Advertising efforts using media that is distributed solely in Johnson, Campbell, Sheridan or Natrona counties may not exceed 25 percent of the total marketing reimbursement.
— Digital Paid Media Targeted Primarily for Out-of-County Regions
— Event Production & Talent Fees
- JCTA will assist with costs associated with producing high-quality events that attract visitors, including entertainment or talent fees for performers expected to draw overnight visitors.
— Visitor-Facing Collateral & Engagement Materials
Funds may support:
- Printing of flyers, brochures, or rack cards that promote events encouraging overnight stays
- Website development and online platforms that capture visitor leads or promote future travel to Johnson County
- Videos, newsletters, and email marketing that build engagement and drive visitation
- Event signage and displays that promote future events, overnight stays, or capture visitor data (e.g., QR code surveys)
— Hotel Room-Block Deposits and Lodging Guarantee Support
— Ticketing and Registration Platforms
— Contracted Services that Develop Tourism
— Trade/Travel Show Registration Fees for Tourism Partners
Examples:
- Outdoor sports and travel shows (e.g., Denver Travel & Adventure Show)
- The American Bus Association (ABA) show, also known as the ABA Marketplace
- The International Roundup annual tourism tradeshow
Funding Tiers
Tiered structure encourages growth & cash-flow support
| Tier | Request Amount | Requirements |
| Micro | Up to $1,000 | Simple application; no match required |
| Standard | $1,001 to $7,000 | Marketing plan; measurable room-night goals |
| Major | $7,001+ | Expanded reporting; lodging partner coordination; funding match required (see below) |
While approved funds are typically paid by reimbursement only, up to 50% may be released as an advance upon contract execution for Standard and Major awards.
Match Requirement
All applicants for a Major award (i.e., $7,001+) must provide a 1:1 cash or in-kind match (documented fair market value). The match must be clearly defined in the grant application and included in the post-event report and substantiated in the reimbursement request. Micro and Standard level grants will not require a cash or in-kind match, but inclusion of a match in grant requests can be considered by JCTA in its award decisions.
Application Process
Applications shall be submitted on-line via the JCTA website.
Applications must include:
- Description and target audience
- Marketing strategy
- Room-night projections (required)
- Budget and match (if applicable)
- Timeline
- Performance measurement approach (description of surveys to be used and metrics to be gathered to demonstrate success from a tourism/economic perspective)
Grant requestors shall be required to provide a presentation of their application either in-person or via live video meeting at a time and place coordinated by JCTA. JCTA may also choose to accept a pre-recorded 20-minute presentation, if requested.
Funding Considerations and Awards
- Events demonstrating secured room blocks or partnerships with local lodging facilities will receive higher consideration.
- JCTA may fund a portion of a request based on scoring criteria, past performance, and available funds.
- Advance payments may be considered in limited cases with Board approval.
- Recipients must sign an agreement acknowledging repayment obligations if the event is canceled.
- Advances are discouraged except in exceptional, high-impact cases with proven reliability.
Evaluation Criteria
Applications will be assessed using a transparent scoring rubric. Points will be awarded for each category using the criteria listed below, with higher scores awarded for greater economic impact and lodging potential. The awarded points will be multiplied by the assigned weight for each category to derive a total score. The maximum total score is 300 points.
| Category | Point Range | Weight | Criteria |
| Budget Detail | 1-4 | x10 | 4 = Full, detailed budget with quotes, estimates; 1 = Minimal or incomplete information |
| Event/Brand Reach | 1-4 | x20 | 4 = National, multi-state reach; 1 = Local reach only |
| Lodging Impact | 1-4 | x30 | 4 = 100+ room nights; 3 = 75-99 room nights; 2 = 50-74 room nights; 1 = <50 room nights |
| Visitor Volume | 1-4 | x20 | 4= Thousands of people over multiple days; 3 = Thousands for single day or hundreds for multiple days; 2 = 100+ for a single-day event; 1 = Fewer than 100 or no estimate or proven history |
| Recognition of JCTA | 1-4 | x10 | 4 = Marketing plan shows how JCTA will be showcased in media; 3 = JCTA is part of larger sponsor group; 2 = Limited marketing materials to recognize JCTA; 1 = No plan provided to recognize JCTA |
Higher priority: A higher priority will be considered for off-season events, new events, multi-day events, and established event growth.
Post-Event Requirements
Recipients must submit the following within 30 days of event completion:
- A Post-Event Report summarizing event results and attendance
- Documentation of visitor origin, lodging data, and estimated room nights
- Marketing and outreach data such as impressions, ad reach, or engagement statistics
- Invoices and receipts
- Attendee survey results and performance metrics
- Media sample or screenshots of campaign delivery
- Any additional information requested by JCTA as part of the grant award
Failure to submit complete post-event documentation may result in funding reductions, ineligibility for future JCTA funding and/or repayment of any advance funds.
FAQs
Q: My organization has received past funding for print materials or programs that didn’t directly produce measurable overnight stays. Are these still eligible?
A: JCTA recognizes the importance of community events but must prioritize projects that generate measurable overnight visitation. Lodging tax dollars fund this program; therefore, we must focus on events that sustain that revenue source. We will continue to support local events through promotion and collaboration, but funding will be reserved for events with clear tourism impact and potential for overnight stays.
Q: How can I spend this money?
A: Funds may be used for advertising, marketing, production costs, or visitor engagement as outlined above. Digital and out-of-county advertising will be prioritized to reach a wider visitor base and maximize tourism impact.
Q: Does JCTA provide any help to ensure applications are complete and meet requirements?
A: JCTA will provide orientation/training to grant applicants to help assure that their submittals are complete, meet application requirements and planned grant usage aligns with award stipulations.
Q: The Community Grant Program emphasizes out-of-county advertising and digital paid advertising. Will JCTA provide any assistance to grant awardees to help ensure these goals are met?
A: JCTA staff is available to assist grant awardees in developing their advertising and digital media to help maximize reach and effectiveness.
Q: What information should I be prepared to discuss at the required presentation to JCTA?
A: This is an informal presentation of no more than 20-minutes where grant applicants should be prepared to discuss their vision for the event/activity they are planning and how it will be of benefit to local tourism. Applicants should provide an overview of the information required by and provided in their grant application along with any documentation or information of pertinence that was not included in the formal application.