SETRAC Program Guidelines – Closed
Due to the current COVID-19 all applications need to be submitted electronically.
Program Guidelines for the Special Events and Tourism Related Activities Committee (SETRAC) Grant Program – Administered by the Greensboro Area Convention & Visitors Bureau.
The SETRAC grant program exists to stimulate and assist Greensboro/Guilford County organizations and agencies in the enhancement, promotion and marketing of tourism and culturally related events and activities.
The objective of the program is to give greater scope to innovative ideas and help organizations and agencies undertake activities that would not be considered without special funding. The SETRAC program is designed to assist in establishing activities and events which, because of their own merit, can eventually grow and succeed without financial assistance from this program.
Funding for the SETRAC program is authorized under section 6(b) of North Carolina House Bill 1621: The Guilford County 3% Hotel/Motel Room Occupancy and Tourism Development Tax. Legislation states that the Greensboro Area Convention & Visitors Bureau shall allocate $170,000.00 (less administrative costs) from the Greensboro/Guilford County share of the occupancy tax proceeds in a fiscal year for specific tourist-related events or activities, such as arts and cultural events; or for promoting, improving, constructing, financing or acquiring facilities or attractions that enhance the development of tourism.
Funding decisions are based on an applicant’s ability and intent to attract visitors and generate hotel/motel room nights from outside the immediate Greensboro area.
Financial grants are made once during the fiscal year, in July. Deadline for submission of applications is early May. Specific award notification and application deadline dates are determined prior to the beginning of the funding cycle.
- Projects must be tourism or culturally related and will be granted funds only on the basis that they enhance the development of travel and tourism.
- The primary function of a project submitted for funding must be promotional or marketing in nature, designed to enhance and develop Greensboro’s and Guilford County’s image as a leisure/travel destination. In making decisions on applications the GACVB Board of Directors will consider such factors as the type and scope of the organization/agency applying, the effect and impact of the proposed project on travel and tourism, the time span in which the project will be completed, the amount of funding requested, the project’s ability and intent to attract visitors to Greensboro on a continuing basis, and the overall merit of the project.
- The project must be designed to stimulate economic activity for the organization or agency and in turn the city of Greensboro.
- Only projects submitted by organizations in the Greensboro/Guilford County area (excluding High Point and Jamestown) will be considered for funding.
- Funds will not be granted for normal and routine operating and administrative expenses of the organization applying. Routine expenses include postage; telephone charges; shipping, salaries, bonuses, lodging, transportation, or entertainment cost for any staff member, consultant or other employee of an applying agency or organization.
- The Greensboro Area Convention & Visitors Bureau’s Special Events and Tourism Related Activities Committee shall review all applications and recommend awards to the GACVB Board of Directors who will make final funding decisions and shall have sole authority in granting and disbursing funds.
- Projects not performed within the scope of an accepted application and guidelines of this program will be denied the receipt of funds awarded.
- No recipient that has failed to complete a previous grant satisfactorily will be eligible for a subsequent grant until the previous grant has been settled.
- Before funds can be disbursed, grant recipients must submit a completed project Accountability Form for the purpose of review by the GACVB. This form ensures compliance with grant terms and must be received within 60 days of project completion. Failure to file this form with the GACVB before the 60 day deadline may result in a loss of funding from the SETRAC program.
- The recipient’s project Accountability Form must include an itemized list of expenses related to the award and copies of paid invoices showing that these related accounts have been settled by the grant recipient. Funds will not be disbursed until grant related financial obligations are settled. No funds will be disbursed prior to payment made by a recipient.
- Disbursement of funds will follow accepted accounting practices of the Guilford County Finance Department.
- The Greensboro Area Convention & Visitors Bureau reserves the right to inspect at any time the grant recipient’s records to ensure compliance with program guidelines and accuracy of financial reporting.
- In the event an applicant pursues funding for brochure production, monies awarded will be limited to development and first printing of a brochure and not subsequent printings of the brochure. Funds will not be awarded for additional printings of an existing brochure. Brochure funding will be awarded as a dollar for dollar match; for every one dollar ($1.00) spent by a grant recipient, the bureau will match one dollar ($1.00). This funding will not exceed $5,000.
- Funds awarded will be disbursed no sooner than 60 days following award decisions by the GACVB Board of Directors.
All SETRAC Applications and Inquiries Should Be Directed To:
Greensboro Area Convention & Visitors Bureau
Attn: SETRAC Grants Administrator
2411 W. Gate City Blvd.
Greensboro, NC 27403