Event Support Application

Kindly take a moment to complete this form with the most accurate details about your event to help our Event Advisory Committee make the best possible decision.

Need to Know Information

For our administration and Event Advisory Committee to better understand what your event is and how it pairs up with our expectations for Tourism Red Deer to support it, we will need you to help us fill out an event submission form. This information will help us better understand what your event is all about, what economic, social and environmental impacts it will have on our community and what type of support you require from us.

We will be asking several questions so we can make an informed decision on how we can support your organization.

Event submission form

First Name

Last Name

Contact Email Address

Contact Phone Number

Event Details

Event Name

Event Type

We ask that you apply for funding as early as possible. We cannot guarantee a review of your event application if received less than 6 months from the date of your event.

Event Description

Intake Applying For?

Choose the intake are you applying for. Please provide between 6-12 months between submission and your event.

Event Start Date

Event End Date

Event Location

Bid Submitted For Event?

Did you have to submit a bid to receive this event?

Event Preliminary Schedule

Participant and Spectator Information

Who is going to be at your event?

Number of Participants Expected?

Participants are considered the number of people participating in the event/competition. This may include players, coaches, referees, officials, etc.

Overnight Participants Outside Region

Of these expected participants, how many will be from outside Red Deer and Region and WILL require overnight accommodation? This could be in a hotel, dormitory, VRBO, etc.

Overnight Participants Within Region

Of the total participants, how many will be from within Red Deer and Region and WILL NOT require overnight accommodation

Total Number of Spectators Expected?

Spectators are considered those watching/attending the event. Spectators could include family, fans, sponsors, etc.

Overnight Spectators Outside Region

Of the total expected spectators, how many will be from outside of Red Deer and Region and WILL require overnight accommodation? This could be in a hotel, dormitory, VRBO, etc.

Overnight Spectators Within Region

Of the total spectators, how many will be from Red Deer and Region and WILL NOT require overnight accommodation

Volunteer/ Contracted Worker Information

Who are the Volunteer/ Contracted Workers at your event?

Number of Volunteers Required

How many volunteers or contracted workers are required to host for this event(total)?

Volunteer Access Concerns

Do you have access to all the volunteers/contract workers you will require or have any concerns about being able to find them?

Overnight Volunteers Outside Region

Of these volunteers or contacted workers, how many will be from outside of Red Deer and Region and WILL require overnight accommodation?

Overnight Volunteers Within Region

Of these volunteers or contacted workers, how many will be from Red Deer and Region and/or WILL NOT require overnight accommodation?

Will your event have ticket sales or registration fees to attend?

If Yes, please provide expected ticket numbers per day and cost per ticket. If no, please describe how you will enable access to the event(i.e. free entry)

Community Impacts

How will this event impact the community?

Describe your expected economic impacts of this event in our community

How might your event will provide an economic boost to our community through visitor spending? (I.e. Are you planning to block hotel rooms, reserving restaurant/hiring catering, booking attractions for participants, or additional event space?)

Are you planning on partnering with any local businesses or have any plans to engage other local community groups?

This could be businesses, other community partners, not for profits, local organizing bodies, etc.

How will your event will impact our community culturally, socially, environmentally or in other ways?

Event Organizer Experience

How many years have you organized this event?

List previous similar events you have organized, if any?

Tourism Red Deer Event Support

What type of support are you requiring from Tourism Red Deer?

If you are looking for a financial contribution, how much are you asking Tourism Red Deer to contribute?

When you ask for a specific dollar value, there is no guarantee that you will receive that specific amount; however you may still receive a portion of the funding requested.

If TRD is unable to providing resources for this event, will it still proceed? If TRD is unable to providing resources for this event, will it still proceed?

Please elaborate on your last response.

What expenses will be incurred to host this event?

Please list them along with anticipated dollar value associated with each? (i.e. Venue Rental-$20,000, Officials Accommodations- $10,000, etc.)

Have you secured or requested any other funding?

If so, how much? This could include other sponsorships, grants, fundraising efforts, etc.

Sponsorship Activation Opportunities for us

What type of sponsorship activation opportunities will Tourism Red Deer receive for their sponsorship contribution?

Have you secured hotels already? If so, what is the size of your hotel block and where(include all hotels)?

Marketing and Promotion of Event

How do you plan on marketing and promoting your event? Please include your strategy and timelines for implementation? How long do you plan to promote this event for?

Risks of Your Event

What risks does your event bring to our community, the venue, the visitors, and to your event?

Are there any financial risks that come with you events? If so, what you have done to mitigate that risk?

Are there any political risks that come with your event? If so, what you have done to mitigate the risk?

Are there any environmental risks that come with your event? If so, what have you done to mitigate the risk?

Are there any social risks that come with your event? If so, what have you have done to mitigate the risk?

Are there any reputational risks that come with your event? If so, what you have done to mitigate the risk?

Are there any safety risks that come with you event? If so, what have you have done to mitigate the risk?

Are there any operational or logistical risks that come with you event? If so, what have you done to mitigate the risk?

Legacy of Your Event

How did you make our community better after leaving it?

When your event is over and has left our community, what will it leave behind for our community to benefit from? Potential examples could included new or improved infrastructure or facilities facilities, community engagement, organizational development, etc.

Tracking data is a requirement for receiving event funding from TRD. How do you plan to track demographic data as part of your event?

Supporting Documents

Please attach files here:

Maximum file size: 30MB

If you answered yes to the above, Please attach files here. Max is 10 files

Please add your signature

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Frequently Asked Event Questions

What is the population of Red Deer?

The City of Red Deer has a population of just over 109,000 people. Including the surrounding Red Deer County region, the population exceeds 130,000.

Can our event get financial support from Tourism Red Deer?

The answer depends on what your event is all about. How many visitors will your event bring to Red Deer? Will there be overnight stays for those coming to your event? Will you be charging admission to your event? Many factors will determine if your event is big enough to see a return on investment and an economic impact to our region.

What type of events does Tourism Red Deer support?

We support many different types of events, in many different ways. Financial support will only be provided for the Major and Large Regional Events that qualify the Tourism Red Deer Events Evaluation. We measure dozens of different criteria of your event to see if it meets our required expectations.

What are the deadlines for submissions?

We encourage event organizers to submit their applications as early as possible, ideally at least six months before the event. This ensures we have sufficient time to review applications and provide support to those who qualify well in advance of your event.

What other supports other than financial can you provide?

Our team will also be able to provide some marketing and promotions assistance, and development work that may include, volunteers, corporate connections, and networking to other support services.

Can Tourism Red Deer help our groups book into hotels?

Tourism Red Deer will work with the organizer of your event to collect your requests through an RFP form, then we will provide our member hoteliers with the information. We will then provide you with the offerings from the participating hotels for your group to decide on how you will proceed. We ask you to contact the hoteliers directly and to our team on your decision.

What if we don't qualify for funding support, what now?

If your event doesn’t qualify our preliminary criteria (on being a major or large regional event) then we suggest you can look for community or municipal grant opportunities. We also suggest that looking at corporate sponsorship or becoming a Tourism Red Deer member to access our member benefits.

Can Tourism Red Deer help us with some event services?

Tourism Red Deer will assist you as best as we can, providing contacts for event services you may require. Most commonly your event venue will be able to provide some direct contacts to help you during the event. Tourism Red Deer is not a host entity, we focus on event attraction and event support.