2013 Sports Travel Grant Guide and Application ... - City of Edmonton

Community Investment Grant Program 

2013 Travel Grant 

For 

Amateur Sport Organizations or Individuals 

APPLICATION GUIDE & FORM 

PURPOSE 

To assist residents of Edmonton to pay travel costs 

from Edmonton to a destination for the purpose of 

competing in a sport championship competition at 

the following levels in which a CHAMPION is 

declared: 

• Western Canadian, 

• National or, 

• International level. 

(City Bylaw 14157 and City Policy C211F) 

EVENT ELIGIBILITY 

• Sport championship competitions sanctioned by 

an amateur sport governing body that is 

recognized either by Sport Canada or by a 

recognized International sport governing body. 

• Sponsoring host of the event must be a not-forprofit 

organization. 

• Event must have had a process to qualify 

where a participant earns the right to compete 

at the next level of competition. 

APPLICANT ELIGIBILITY 

• Must be a resident within the boundaries of the 

city of Edmonton. 

• Must be an individual or team with amateur 

status. 

• Must be sponsored by or affiliated with a 

registered not-for-profit sport organization. 

• Must be, where applicable, judged as "best in 

the City" through local competition 

• Is judged as provincial champion or hold a 

number one ranking in Alberta through 

competition sanctioned by an amateur 

provincial sport governing body that is 

recognized by the Alberta Sport, Recreation, 

Parks and Wildlife Foundation. 

• Provision may be made on a case-by-case 

basis for those athletes or teams selected by 

the provincial sport governing body to represent 

Alberta at the National Championships, 

provided there is no competition to recognize a 

provincial champion in a particular class or 

category. 

APPLICANT INELIGIBILITY 

• Athletes receiving Federal Carding assistance. 

• Athletes or teams receiving 100% travel 

subsidy through the National or Provincial Sport 

Governing body. 

• Athletes or teams representing Educational 

Institutions or Corporate Entities. 

• Notwithstanding the above criteria, 

Applicants may be considered on a case-bycase 

basis where an invitation has been 

extended to try out for a national team or to an 

event that will lead to competition at the 

international level. 

• The extent to which the activities of the 

Applicant bring Provincial, National, or 

International recognition to the City of 

Edmonton will be considered. 

APPLICATION SUBMISSION 

• Applicants may submit a completed City of 

Edmonton Amateur Sport Travel Grant 

Application form: 

- Upon qualifying to compete in a Western 

Canadian, National or International 

championship event; or 

- Up to 90 days after the event. 

GUIDELINES: 

a) The individual or team will not normally receive 

more than one travel grant from the City of 

Edmonton in a calendar year. 

b) An Applicant with ten or fewer participants may 

include transportation costs of one nonparticipating 

guardian/official. An Applicant with 

more than ten participants may include 

transportation costs of two non-participating 

guardians/officials. 

Cont…. 

2013 Community Investment Grant Program –Amateur Sport Travel Application Page 1 of 6

c) Travel grants for teams will be pro-rated 

according to the percentage of participants who 

reside within the city of Edmonton and to the 

number of athletes who do not receive Federal 

Carding assistance or other travel subsidy. 

d) Applicants are eligible for grant awards for up to 

25% of the total eligible costs (in accordance 

with the following formula): 

1. 25% of airfare, train, bus fare or bus charter 

up to the specified maximum. 

MAXIMUM AWARDS FOR TRAVEL 

Event Team Individual 

Western 

Canada 

$2,200 $220 

National $3,650 $365 

International $4,375 $450 

2. 25% of rental vehicle or bus fare or bus 

charter to transport participant(s) from 

airport to event location only if the event is 

located outside of the City and is included 

within the maximum award amount. 

3. 25% of oversize baggage can be claimed 

only if used to transport equipment required 

for participation in the event and is included 

within the maximum award amount. 

4. VEHICLE USE 

By Vehicle 

$.15/km 

Reimbursement for vehicle use will be 

established annually on a per kilometre 

basis (from city centre to city centre) for 

each vehicle (3 eligible participants per 

vehicle) and is included within the 

maximum award amount. 

e) Grant awards of under $100 will not normally 

be considered. 

f) The allocation of a grant is subject to the 

availability of funds. 

g) Applicants must submit a fully completed Travel 

Grant Application form. Applications are 

accepted upon qualification or confirmation of 

participation (up to 90 days after the event). 

APPLICATION PROCESS 

PRE EVENT APPLICATIONS 

Applicants MUST include the following: 

1. An official letter from the appropriate 

sanctioning body, which verifies the date(s) 

and location of the event and 

acknowledges the Applicant as the 

recognized competitor/participant; 

2. Proof of travel cost as provided by a 

commercial airline or bus company or car 

rental agency or train company; 

3. Number of private vehicles being used as a 

means of transportation if driving to the 

event from Edmonton, provide gas receipts; 

4. A list of the names and addresses, postal 

codes of the competitors, and participating 

officials or guardians that will be travelling 

or have travelled from Edmonton to the 

event. 

NOTE: PRE EVENT APPLICANTIONS shall only 

receive grant funding upon meeting the grant 

programs eligibility criteria and meeting the final 

report requirements within 90 days after an event. 

POST EVENT APPLICATIONS 

Within 90 days of the event, applicants must 

verify travel to the event by providing (FINAL 

REPORTING REQUIREMENTS) as follows: 

1. Proof of participation in the event and 

outcome of the competition (i.e. media 

report, official's record, letter from 

sanctioning organization); 

2. A list of the names, addresses, and postal 

codes of the competitors/participants 

participating officials, or guardians who 

actually travelled from Edmonton to the 

event. 

All Applicants will be provided in writing as to their 

grant decision within a reasonable time after the 

application submission. 

INELIGIBLE EXPENSES 

• Hotel accommodations 

• Meals 

• Travel expenses purchased on 

Airmiles 

If you have any questions, please email 

grants@edmonton.ca or call 780-496-4932 or 

780-496-4933 and ask to speak to a Grant 

Coordinator. 


Community Investment Grant Program 

2013 Travel Grant 

For 

Amateur Sport Organizations or Individuals 

A: APPLICANT INFORMATION 

APPLICATION FORM 

INDIVIDUAL Applicant - Complete this Box 1 

Type of Sport: 

Name: 

Address: 

City: 

E-mail: 

Postal Code: 

Phone (Home): (Alt): E-mail: 

Name to be printed on the cheque if different than above & relationship to the applicant: 

Name: 

Proceed to Box 3 

TEAM Applicant - Complete this Box 2 

Relationship to Applicant: 

Team Name: 

Primary Contact Name: 

Type of Sport: 

Position: 

Address: 

City: 

Postal Code: 

Phone (Home): (Alt): E-mail: 

Name to be printed on the cheque if different than above and why: 

Name: 

Explanation: 

Proceed to Box #3 


Both INDIVIDUAL & TEAM Applicants – Complete this Box 3 

What is the name of the not-for-profit you belong to related to this application? 

Local: 

What is your amateur sport organization sanctioning body? 

Provincial: 

National: 

International: 

Declaration of Applicant 

The applications must be signed and dated by the applicant or primary contact. 

If the amateur athlete is under 18 years of age, parent is required to sign the application. 

I, hereby declare that the information provided in this application is true and correct to the best 

of my knowledge. 

Signature: 

Date: 

B: EVENT INFORMATION 

1. QUALIFYING EVENT INFORMATION 

Complete section only if the INDIVIDUAL or TEAM/GROUP won a city and/or provincial or national 

championship that qualified the INDIVIDUAL or TEAM/GROUP to advance to a Western Canadian, National or 

International Competition/Event. 

Name of Qualifying Event: 

Date of Event: 

Event Location: 

Name of Sanctioning Amateur Sport Organization: 

Placement in Qualifying Event: 

Category (if Applicable): 

Event and Results Website URL: http:// 

2. EVENT ATTENDING INFORMATION 

List the event you are travelling to either as an individual or team. 

Name of event: 


Level (check one) Western Canadian National International 

Division or Class: 

Date(s) of Event: 

Name of Hosting Organization: 

Host Contact Name: 

Address: 

Phone: ( ) Fax: ( ) 

Organization/Event Website Address: http:// 


3. INVITATIONAL EVENT INFORMATION 

Complete only if the INDIVIDUAL or TEAM has been invited to “try-out” for a National team or to an event that 

will lead to competition at the International level 

Name of Invitational Event: 

Name of Sanctioning Amateur Sport Organization: 

Date of Event: 


Organization/Event Website Address: http:// 

Describe the basis on which the Applicant has been invited to attend this event: 

Describe the potential, anticipated, or expected benefit to the Applicant of attending this event: 

C: FINANCIAL INFORMATION 

Travel Expenses to Event (complete the appropriate line) 

Travel by Air*: 

Total Cost: $00.00X25%= 

Travel by Bus Fare or Bus Charter 

or Train *: 

Oversized Baggage (only if required for 

participation in event) 

Travel by Private Vehicle: 

(15¢/km/vehicle) 

Total Cost : $00.00X25%= 

Total Cost: $00.00X25%= 

# of vehicles: # of km’s*x .15=$00.00*: 

*Travel expenses must be supported by attachment of quotations, paid invoices or receipts. 

**Please verify the distance from Edmonton City Centre to your travel destination City Centre with the Alberta 

Motor Association or Travel Alberta. Maximum grant amounts for level of event also apply to mileage. 

Amount of Travel Grant 

Requested: 

(See Guidelines for Maximum Amounts) 

Other Financial Support: 

$ 

Do you or any of your Team/Group receive any support through the Sport Canada’s Federal Carding 

System? Yes (if yes please indicate names) No 

Do you or any of your Team/Group receive 100% travel subsidy through the National or Provincial 

Sport Governing body? Yes No 


D: REQUIRED ATTACHEMENTS 

Pre-Event Applications must submit the following information. 

(Please check indicating the required attachments have been included.) 

An official letter from the appropriate sanctioning body, which verifies the date(s) and location of 

1. the event and acknowledges the Applicant as the recognized competitor. This letter should also 

contain the sanctioning body's address, phone number, fax number, and name of contact person. 

Total travel cost (quotations) as provided by a commercial airline, or train or bus company, 

2. or number of private vehicles being used as a means of transportation to the event and 

mileage from city centre to city centre. 

List of the names, addresses, postal codes and if applicable Federal Carding status of the 

3. 

competitors and non-participating officials that will be travelling from Edmonton to the event. 

Post-Event Applications (Within 90 days of the event) must submit the following information 

as called the - FINAL REPORT REQUIREMENTS 

(Please check indicating the required attachments have been included.) 

An official letter from the appropriate sanctioning body acknowledging the Applicant as the 

1. recognized competitor. This letter should also contain the sanctioning body's address, phone 

number, fax number, and name of contact person. 

Proof of participation in the event and outcome of the competition (i.e. media report, official's 

2. 

record, a letter from sanctioning organization). 

Proof of travel cost (paid receipts indicating the name of competitors/participants and name of 

3. payee) as provided by a commercial airline or bus company or train company or gas receipts 

for vehicle. 

A list of the names, addresses, postal codes and if applicable, Federal Carding status of the 

4. 

competitors and non-participating officials who travelled from Edmonton to the event. 

Mail to: Or Deliver to: 

City of Edmonton - Community Services 

Grants Office 

7 th Floor, CN Tower 

10004 – 104 Avenue NW 

P.O. Box 2359 

Edmonton AB T5J 2R7 

CN Tower, 10004-104 Avenue, Edmonton. 

Place Application Form in the Grants “Drop Box” 

on the 7 th Floor located in the elevator corridor. 

Freedom of Information and Protection of Privacy (FOIP) Statement 

The personal information on this Community Investment Grant Application is being collected under authority of Section 33(c) 

of the Freedom of Information and Protection of Privacy (FOIP) Act and will be used to administer CI Grant Funding. The 

aggregate data will be used by Community Services for program planning and evaluation. All personal information will 

be protected in accordance with the privacy provisions of the FOIP Act. If you have any questions about Community 

Investment Grants or questions about the collection, use or disclosure of your personal information, please contact the 

Community Grant Coordinators at the following: 780-496-4933/4932.

2013 Sports Travel Grant Guide and Application ... - City of Edmonton

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