Special Events Requesting Lodgers' Tax
LODGERS’ TAX FUNDING FOR FY21 was tabled by the Finance Committee indefinitely on Thursday, May 7, 2020.
Due to health and economic factors related to the COVID-19 pandemic, funding requests for Special Events that will take place in FY21 will not be awarded at this time.
The normal deadline for applications was August 11, 2020 for events occurring January 1 - June 30, 2021. Please note at this time funding has been tabled and due to the State of New Mexico public health orders restricting mass gatherings we are not accepting applications at this time.
LODGERS TAX PROCESS:
1. Submit application to Tourism Manager email@example.com
2. Occupancy Tax Board reviews and provides recommendation to Finance Committee.
3. Finance Committee reviews, approves or changes, denies recommendation and sends to City Council or it dies at Committee by table or denial.
4. City Council awards, changes or denies funding request.
Lodgers Tax funding is available to assist with the cost of advertising, publicizing, and promoting tourist related events. Lodgers Tax funding is not available to fund, establish, or host an event or to pay for operational or administrative costs, including entertainment. Approval and award of funds must be granted by City Council before any expenditures are incurred. Remember the 3P rule Lodgers’ Tax Funds must be awarded before Placement, Production and Purchase.
Please refer to our Lodgers Tax policy for Application Process, Eligible Expenses, Applicant Requirements, and Reimbursement Process.
The specific use of Lodgers’ Tax funding is meant to attract out of town visitors. The Occupancy Tax Board should hold the eligibility standards to a high standard. The OTB meets a minimum of four times per year and potentially once a month. OTB meet the third Tuesday of the month from 2:30-3:30 pm at City Hall.
Eligible expenses include:
- Radio, television, newspaper, billboard or magazine advertisements
- Posters, brochures, flyers, postcards, or other marketing materials
- Postage for mailing of marketing materials
- Website, Facebook, or other internet paid advertising placement
- Free T-shirts for registered participants or attendees
- Security and/or Police services
- Fire and/or Emergency services
Complete all required fields (Lodgers' Tax Request and complete marketing budget/ plan sheet) in the Special Events Permit Application. The documents are fillable PDFs that you can type into directly. All forms must be typewritten, handwritten forms will not be accepted. Upon completion of forms email your submission to Stephanie Mervine at her email.
Download the Special Events Permit Application..
The Occupancy Tax Board (OTB) role is to make recommendations to the City Finance Committee through the special events and Lodgers’ Tax application process submitted for use of the Lodgers’ Tax Fund. The OTB will review and score applications based on the following criteria:
|Return on investment to the community based on tourism i.e. additional Lodgers’ Tax generated as a direct result of your organization or event (estimated attendance from out-of-town visitors, estimated room nights in local lodging facilities)||25 points|
|Historical performance of the event including award dollars used, prior attendance and room nights, Lodgers’ Tax per attendee||20 points|
|Estimated cost of service request from City departments||15 points|
|Other economic impact i.e. additional Gross Receipts Tax generated as a direct result of your organization or event (restaurants, purchasing in local stores)||10 points|
|Record of submitting required documents to City in a timely manner||10 points|
|General attendance to the event including local attendees||10 points|
|Uniqueness of the event||10 points|
Lodgers' Tax Logo:
This logo must be used on promotional materials for events funded by the City of Roswell Lodgers' Tax. The statement required on all marketing is "Paid in part by the City of Roswell Lodgers' Tax.