BACKGROUND

Flagler County currently collects a five percent (5%) Tourist Development Tax (Bed Tax) on all overnight tourism accommodations within the County. This tax is levied on customers of hotels, motels, condominiums, campgrounds, apartments, and private homes that rent accommodations for periods of less than six (6) months.

The Tourist Development Tax funding provided under this Agreement satisfies the strict limitations on the expenditure of such revenue under Section 125.0104(5)(a)3, Florida Statutes. One of the main purposes of the expenditure must be the attraction of tourists, as evidenced by the promotion of activities, services, venues, or events for tourists.

Definitions:

• Promotion:  Marketing or advertising designed to increase tourism-related business activities.
• Tourist:  A person who participates in trade or recreation activities outside the county of their permanent residence or who rents or leases transient accommodations.
• Project: Small-scale projects include, modest enhancements to existing facilities or services, as well as recurring programs or long-term initiatives.

The Destination Development Grant (DDG) is administered by the Flagler County Cultural Council (FC3) and provides financial support for small-scale projects and programming that enhance the visitor experience, improve tourism assets, and strengthen the destination’s appeal. The program focuses on new programs or the expansion of existing projects and programming that increase tourism in Flagler County. While residents may benefit from the project, the main purpose must be the attraction of tourists.

Each application will be evaluated based on established criteria and its overall impact on tourism. The number and extent of these grants will depend upon the availability of designated funds and specific allocations.

A. STATEMENT OF POLICIES

To be considered for DDG funding, this application and all supporting documents must be submitted through Submittable. Incomplete applications will not be considered.

1. Eligible applicants must be based in Flagler County.
2. Minimum request: $2,500. Maximum request: $10,000.
3. Cash Match Requirement: A 1:1 (50/50) cash match is required. Proof of cash match must be provided with a current bank statement. In-kind donations and other grants may not be used toward the cash match.
4. Applicants must have a minimum of one (1) year in operation with established programming.
5. FC3 will establish the application period, process applications, verify applicant eligibility, and confirm adherence to these guidelines before submitting requests for final approval.
6. Funding decisions are at the discretion of the awarding authority; applications may receive full, partial, or no funding.
7. FC3 will make recommendations to the Flagler County Board of County Commissioners (FCBCC). The FCBCC is not bound by FC3 recommendations and has final approval or denial of grant requests. All DDG awards are subject to availability of funds through the FCBCC’s annual budget.
8. Projects are required to utilize the Palm Coast and the Flagler Beaches & Flagler County Cultural Council logos at the project site and on all relevant marketing materials.
9. Funding is provided as reimbursement for approved expenditures upon project completion. A Reimbursement Request Form must be submitted with receipts and proof of payment (vendor receipt and front and back copies of cleared checks or credit card receipts). Receipts and payments must be in the name of the applicant organization. Proof of logo usage, as required in item 8, must be submitted with reimbursement requests.
10. All  reimbursement requests and supporting documents must be submitted online. The Tourist Development Office (TDO) will review submissions to ensure all requirements are met before releasing funds. Organizations failing to comply with reporting requirements will not be eligible to receive funding.
11. Organizations receiving a DDG are subject to audit by the FCBCC.

B. ELIGIBILITY

1. Nonprofit organizations (cultural, heritage, arts, environmental, historical) with a project focused on tourism.
2. Applicants must be based in Flagler County with at least one (1) year of programming experience.
3. Be in good standing with all governmental and regulatory requirements, including previously awarded County grants.
4. Have the financial capacity to fund 100% of the project costs and manage matching funds.
5. Demonstrate the ability to complete the project within nine (9) months of final FCBCC approval.
6. The project and matching funds must be approved by the applicant’s board. Applicants must provide board minutes or a letter of approval.

C. APPLICATION PROCESS AND REVIEW

1. FC3 will announce the DDG timeline, including the application opening date, evaluation schedule, and FCBCC meeting date for final approval.
2. Completed applications will be evaluated and scored within forty-five (45) days of receipt.
3. All applications must be submitted using the links provided at flaglerartsandculture.org.
4. FC3 may offer an optional review period before the application deadline to confirm completeness and adherence to guidelines.
5. Applicants must submit a current IRS Form W-9 and a completed Vendor Information Form, matching the organization’s legal name.
6. The application must be signed by an authorized agent of the organization.
7. The FCBCC must be named as additional insured on the applicant’s general commercial liability policy certificate, with coverage limits of no less than $1 million per occurrence and $1 million for personal injury, including death. The policy must be occurrence-based and fully paid.
8. Certificates of insurance must be submitted thirty (30) days prior to project commencement.
9. Organizations with ineligible applications will be notified of the guideline or criteria not met.
10. A  panel of reviewers selected by FC3 will score applications using the rubric in Section E and rank them for FCBCC recommendation.
11. Applications receiving an average score below seventy-five (75) points will not be considered and there is no appeal process.
12. Scores will be presented to the FCBCC for final approval.
13. TDO will send formal notification to each applicant regarding FCBCC’s decision.
14. Applications not receiving funding will not be reconsidered until the following fiscal year.
15. All materials submitted become public record under Chapter 119, Florida Statutes.
16. Applicants should be prepared to present their project to the FCBCC and answer questions.
17. The grant portal remains open until all DDG funds are awarded or the fiscal year ends on September 30, whichever occurs first.

D. GRANT COMPLIANCE AND PERFORMANCE REQUIREMENTS

Recipients must complete projects in accordance with the approved scope, timeline, and deliverables. Flagler County reserves the right to withhold, reduce, or require repayment of funds if the recipient fails to:

• Complete the project as approved.
• Use funds only for approved purposes.
• Provide required documentation or proof of project completion.
• Maintain funded improvements or programming for the duration specified in the grant agreement.

E. SCORING CRITERIA AND EVALUATION RUBRIC (100 Points)

Applications are scored in five categories:

1. Project Impact (0–30 points) Assesses how the project enhances the tourism destination.

           0 = minimal impact, 10 = moderate, 20 = significant, 30 = transformative

              >    Key questions:

                      - How will your project improve or enhance the tourism experience in Flagler County?

                      - Who will primarily benefit (visitors, residents, businesses)?

        2. Project Readiness and Feasibility (0–20 points) Evaluates whether the project is realistic and achievable.

             0= not ready, 10 = partially ready, 20 = fully ready

               >   Key questions:

                       - Is the project ready to be implemented within the grant period?

                        -Is there a clear timeline and budget?

                        -Does the organization have a demonstrated history of successful projects?

          3. Financial Viability and Match (0–20 points) Ensures financial stability and compliance with the 50/50 match requirement.

              0 = no, 10 = partial, 20 = fully meets requirement

               > Key questions:         

                      - Is a 1:1 cash match provided and board-approved?

                      - Is the budget reasonable and cost-effective?

                      - Is the organization financially stable?

          4. Innovation and Creativity (0–15 points) Assesses originality and potential to differentiate the destination.

              0 = not innovative, 5 = somewhat, 10 = moderately, 15 = highly innovative

               > Key question: 

                      - How is your project unique compared to existing tourism offers?

          5.  Marketing and Long-Term Benefit (0–15 points) Evaluates marketing strategy and sustainability.

                0 = no sustainability, 5 = limited, 10 = moderate, 15 = strong sustainability

                 > Key question: How will the project maintain benefits beyond the grant period?

F. POST-PROJECT REPORT AND REIMBURSEMENT

Within sixty (60) days of project completion, the applicant must meet with a TDO representative for a post-project review. Prior to this meeting, the applicant must submit all required forms and documentation via the online grant platform.

Required materials:

1. Completed post-project report with photos and narrative.
2. Reimbursement Request Form with proof of payment (vendor receipts and front/back copies of cleared checks or credit card receipts). Purchases must be in the organization’s name; personal cards or checks are not permitted.
3. Final project budget report comparing projected and actual expenses.
4. TDO will review all submissions to ensure adherence to approved guidelines. Failure to comply will result in ineligibility for reimbursement.

G. DISCLAIMER & LIABILITY

Flagler County reserves the right to conduct post-award audits. Any false, misleading, or materially inaccurate information may require repayment of all awarded funds and may render the organization ineligible for future grant funding.

This cycle of grants is exclusively for programs and activities occurring between October 1, 2026, and September 30, 2027

These grants are funded by the City of Palm Coast. Grants will be awarded on a competitive basis to nonprofit, tax-exempt, 501(c)(3) Florida organizations that meet the eligibility criteria and provide arts, history, heritage, and cultural events and programs in the City of Palm Coast. Funding is awarded based on the organization or project’s Cultural Significance and Quality, Access & Community Engagement, and Organizational Capacity. 

FC3 anticipates that total grant requests will exceed funds available; consequently, applicants should not assume that successful grant applications will be fully funded.  

Only applications that have cultural programming as their primary focus will be considered for funding. Cultural disciplines include, but are not limited to, architecture, crafts, creative writing, dance, history, literature, media arts, music, photography, theatre, design, traditional arts, visual arts, and heritage, and the execution, exhibition, or presentation of such allied cultural forms. 

The Flagler County Cultural Council (FC3) is committed to supporting and enhancing arts, culture, history, and heritage programming in Flagler County. FC3 intends to encourage local organizations to develop both new projects and administrative capabilities. However, during this grant cycle, only project/program grants will be considered. Funds provided through this grant program should enhance the organization’s ability to attract new audiences and find additional funding from other sources. 

BASIC ELIGIBILITY All applicant organizations must meet the following eligibility criteria at the time of application. 

• Events and programs must take place within the City of Palm Coast. 
• All applications must be led by an active nonprofit Florida corporation registered with the Florida Division of Corporations.      Preference is given to those organizations with a principal address in      Flagler County. 
• Only nonprofit arts, culture, education, history, humanities, and heritage organizations with documented 501(c)(3) status may apply. 
• For-profit businesses qualified to do business in the State of Florida and located in Flagler County may apply in partnership with a local non-profit organization for funding of arts, culture, or heritage special events. 
• Grant awards will be based solely on the program/event expense budget, not on the organization’s overall budget. A single application may be submitted for multiple events. 
• Programs, services, and events must be open to the public and of benefit to residents of Flagler County.
• Organizations must show in their application that they are capable of at least a dollar-for-dollar match for the grant amount requested from the Council. In-kind contributions to this project may be considered as up to 30% of this match. 
• Nonprofit organizations must provide a copy of their most recently filed IRS Form 990, IRS Form 990EZ, or 990 postcard. (Filing must be dated within 18 months before the application deadline date. 
• Organizations that have not fulfilled contractual agreements with FC3, the City of Palm Coast, or Flagler County in previous years are not eligible for funding. 

APPLICATION RESTRICTIONS Organizations may submit only one application for a City of Palm Coast Cultural Grant in each fiscal year. 

SPECIAL ELIGIBILITY REQUIREMENTS Applicants must also meet these additional eligibility requirements based on organization revenue:

A. Organizations with less than $100,000 in revenue on their most recently filed IRS forms 

• Must be registered as an active nonprofit Florida corporation with the Florida Division of Corporations for one year. If the applicant is registered but their status is not “active,” the application will be deemed ineligible. 
• Must be registered with the Florida Department of Agriculture and Consumer Services and hold a current Solicitation of Contributions document.
• Have tax-exempt status under Section 501(c)(3) of the IRS code for one year. Status must be in good standing at the time of application. 
• Must have completed one complete cycle of programming in Flagler County in the 12 months prior to application. 

B. Organizations with more than $100,000 in revenue on their most recently filed 990 or 990EZ (refer to Part 1, Line 12 of IRS Form 990 or Part 1, Line 9 of IRS Form 990EZ): 

• Must be registered as an active nonprofit Florida corporation with the Florida Division of Corporations for two years. If the applicant is registered but their status is not “active,” the application will be deemed ineligible. 
• Must be registered with the Florida Department of Agriculture and Consumer Services and hold a current Solicitation of Contributions document.
• Have tax-exempt status under Section 501(c)(3) of the IRS code for two years at the time of application. Status must be in good standing at the time of application.
• Must have completed two complete cycles of programming in Flagler County in the 24 months prior to application. 

APPLICATION PROCESS 

The deadline for FY 2026-2027 City of Palm Coast Cultural Grant applications is 5:00 pm on Friday, August 21, 2026 

Organizations that wish to apply for funding must submit a complete application before 5:00 pm on the published application deadline, including all requested information, through the online portal at https://www.flaglerartsandculture.org/grantapplication  Questions regarding any portion of the application or application process must be submitted in writing via email to info@flaglerartsandculture.org on or before August 14, 2026. No alterations may be made to submitted applications after the submission deadline on August 21, 2026. 

GRANT WORKSHOPS - All organizations that intend to apply for this grant must send a representative to one of the scheduled grant workshops on Friday, July 17, 2026, at 2 pm or Monday, July 20, at 9:30 am. Organizations that do not send a representative to this workshop will be deemed ineligible to apply. 

GRANT REVIEW PROCESS -Applications will be scored by an evaluation team that will present its recommendations to the Palm Coast City Council for final approval. 

Final award decisions are made exclusively by the Palm Coast City Council. To ensure fair consideration for all applicants, communication regarding this funding process to or with any City department, employee, elected official, or any other person involved in the evaluation of or consideration of the applications is prohibited until the City Council has formalized its funding decision. 

The intent of the grant program is to fund applications that best serve the interests of the City of Palm Coast and its residents and support a vibrant cultural atmosphere that is attractive to visitors. This grant is designed to help support local activities, not replace other funding or completely underwrite events.  

It is possible that, despite the recommendations of the grant review panel, the City of Palm Coast may decide not to provide funding. 

FC3 reserves the right to accept or reject any application in whole or in part and to waive technicalities. Responses to this grant and related documents and communications become public records subject to the provisions of Chapter 119, Florida Statutes, the Florida Public Records Law.  

Successful applicants must sign a Cultural Arts Grant Agreement with the City of Palm Coast.

APPLICATIONS All applications must include: 

• A narrative statement including but not limited to: organization description; project description; project history; schedule; ticket or admission pricing; plans for free admissions for underserved groups, if any; educational components, if any; project's value to Flagler’s arts, cultural and history community, and expected earned income, if any.
• Project/Program Budget 
• Proposed economic impact using the Americans for the Arts Economic Impact calculator - https://aep6.americansforthearts.org/calculator
• Board/organization chart
• 501c3 determination letter
• A copy of your organization’s most recent tax filing
• Two months of bank and/or financial statements for proof of matching funds.
• A complete marketing plan showing proposed media buys, print materials, social posts, etc.
• Copies of previous season brochures, marketing materials, reviews, etc., if available
• A minimum of two letters of support for the specific project
• Statement indicating other grants or public funding that will be used for the same project. 

GRANTEE REQUIREMENTS - Successful grant applicants are contractually obligated to include FC3 and the City of Palm Coast in their materials as follows: 

• FC3 and City of Palm Coast logos on all pr materials and social media on a space-available basis 
• FC3 and The City of Palm Coast will be mentioned in digital, radio, and TV advertising 
• FC3 retains the right to use photographs/video of any grantee program or organization to further promote the granting program or arts, culture, and history in Flagler County.
• FC3 information must be displayed at venues during the event.

GRANT FUND USAGE - This is a reimbursement-based grant. Grant funds may only be used for the allowable expenses as detailed in the proposed budget. This year’s grant period begins October 1, 2026, and ends September 30, 2027. Costs incurred after this period will not be reimbursed. 

 Grant funds may be used for the following: 

• Marketing support, including advertising, design, and printing. (If these funds are used for collectibles, they must include FC3 & City of Palm Coast logos.) 
• Artists’ and/or professional fees
• Onsite signage (must include FC3 & City of Palm Coast logos)
• Venue rentals if specific to project/event
• Event set-up needs - tents, tables, porta-potties, specialized exhibit equipment, etc.
• Event-related A/V equipment rentals and set-ups
• Project-specific technology support - this does not include basic management tools, computers, ticketing software, equipment used year-round, etc. (excludes purchase of fixed assets)
• Production needs specific to the event (excludes purchase of fixed assets)
• Educational materials specific to the event
• Event-based contract labor - police, fire, EMT, janitorial, etc.
• Licensing fees and royalties directly related to the project
• Satellite parking needs
• Artist/Professional Speaker Travel 

Grant funds may not be used for the following:

• Deficiencies in previously completed projects or unanticipated costs of an ongoing project.
• Benefits, events, and projects planned for fundraising purposes. 
• Items purchased for resale, including but not limited to food/beverages, plants, non-event-related merchandise, toys, etc.
• Items to be sold for fundraising purposes (bricks, benches, plaques, etc.)
• Private entertainment, media events, on-site hospitality, food/beverages, sponsor perks, etc.
• Plaques, awards, cash prizes, door prizes, or scholarships.
• General operating expenses (e.g., office supplies, rent, utilities, and overhead) or professional services associated with general operations (e.g., legal, medical, engineering, accounting, auditing, etc.)
• Interest on loans, fines, penalties, or costs of litigation.
• Debt reduction, including interest payments or reductions of deficits or loans.
• Sales tax payments 
• Licensing fees or royalties not related to the event/project
• Re-granting or scholarships to other programs
• Lobbying or attempting to influence federal, state, or local legislation
• Private entertainment, media events, on-site hospitality, food/beverages, sponsor perks, etc.
• Projects not open to the general public and/or restricted to an organization's membership only.
• Projects outside the City of Palm Coast
• Insurance costs not directly related to the event/program
• Supplies not directly related to the event/program
• Conference travel
• Capital expenditures (including acquisitions, building projects, or renovations) 
• Tangible property, including, but not limited to, copy machines, computer equipment, other office equipment, light fixtures, musical instruments, other equipment, and permanent collections. 
• Major or emergency replacements, such as non-recurring or emergency expenses related to structural faults, mechanical equipment or appliance replacement, plumbing, etc.
• Staff salaries not specifically related to the project/event. If staff members are included in the grant request, their assignment within the project must be specifically allocated in the project budget, and detail should be provided.
• Cost of grant administration.

GRANT FUNDING LEVELS The maximum grant request is equal to 30% of the projected project/event budget - or - $12,000, whichever is less. For example, if the total budget for the event/project is $10,000, then the maximum available grant would be $3,000. If the total event budget is $200,000, the maximum available grant is $12,000, not 30% of the event budget.

GRANT BUDGET AND MATCH REQUIREMENTS 

This grant requires a minimum 1:1 match. The availability of this match should be documented in your event or organization's financial statements, which should be submitted with your application.

GRANT FUND DISBURSEMENT - Grant funds will be distributed after the completion of your project and following the submission of reimbursable receipts and required documentation. Requests for reimbursement for annual events must be made within 30 days after the conclusion of the event. All requests must be received by September 15, 2027. 

To receive a complete disbursement of funds, a required final grant report must be submitted - along with receipts and proof of payments - through the online grant portal. Organizations that fail to submit final reports will not be eligible to apply for grants in the next funding cycle. Final reports must include: 

• Zip code or other audience surveys that provide audience demographic information for the program/event 
• Number of people served 
• Challenges faced during the grant period.
• Successes during the grant period 
• Proof of required placement of FC3 and City of Palm Coast logos on materials, organization website, etc.
• Proof of FC3 and City of Palm Coast acknowledgement in any advertising 
• Reactions to the grant process and suggestions 

If the organization receives a grant but fails to complete its project and does not inform FC3 during the granting period, that organization will be ineligible to apply for the next granting cycle. 

Additional information and worksheets can be found at flaglerartsandculture.org/grant-documents/