Welcome Grantees
Congratulations, you were awarded a grant from the Portland Events and Film Office at Prosper Portland.
Resources and information you will find on this page:
What is the grantee enrollment?
Get set up as a vendor
Set up ACH (link to ACH form)
Where do I submit an invoice?
Where do I submit my reporting?
So you got a grant, what’s next?
Quick Overview
All event grant recipients should schedule a meeting with the Events and Film Office Staff. You can use this link to schedule a 30-minute onboarding meeting. Schedule here. During this meeting, you will review the requirements outlined in your grant agreement, discuss the terms of your agreement, and share any additional support that may be needed. This step is not necessary for film grant recipients, unless you have additional questions about your grant agreement.
Complete the Grantee Enrollment.
Get set up as a vendor. All grantees must be registered as vendors in the Prosper Portland system to receive payment. If you have received a grant in the past two years, you do not need to be set up, unless your information has changed, such as your name, address, or ACH information.
Upload Marketing Materials
Upload insurance requirements
Complete the grant agreement
Review the grant agreement and terms of your grant. The project manager will send you a draft to review.
All parties will sign the grant agreement. The agreement will be delivered via Adobe Sign.
If you are receiving a multi-year grant, then you will need to submit an invoice. You can submit the invoice here.
How do I get my money? The details.
After you schedule a time to meet with office staff (film grants excluded), the next thing you need to do is submit your grantee enrollment. This must be completed every time you receive a grant. If you received a multi-year grant, you still need to complete the enrollment each year.
Grantee Enrollment Checklist
Collect the following information before you begin the Grant Enrollment
State of Oregon business registration*
City of Portland business registration
Canceled check and ACH form* *
Project/event website
Project/event social media handles
Logo, promotion photos, and flyers
Proof of Insurance
*State of Oregon business registration is not required for Festivals and Screenings, Amplify Portland and Post Production Grant recipients.
**If you have received a grant in the last two years and you do not need to update your payment details, then this is not required.
If you need to share marketing materials at a later time, you can send updated materials to the grant coordinator at OEFgrants@portlandeventsandfilm.com
After your enrollment is complete, you will receive a draft grant agreement for your review. Once you approve the draft, you will receive the final grant agreement. The Portland Events and Film staff will send you the grant agreement via Adobe Sign for a digital signature.
Once the grant agreement is signed, your grant funds will be disbursed unless you have a multi-year grant. If you have a multi-year grant, you must submit an invoice to request your funds. You can submit your invoice here.
More Registration Information
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The registration process is free. Also, if you are a non-profit, please keep in mind that businesses whose gross business income is less than $50,000 are exempt from paying taxes.
A screenshot of your registration confirmation is sufficient proof of registration.
Complete your registration here
Presumption of Doing Business
You are generally considered to be "doing business" in the City of Portland, Multnomah County, and/or Metro if you are engaged in any profit-seeking activity in those jurisdictions. Doing business includes activities carried out by you or on your behalf through officers, agents, or employees.
A taxpayer having one or more of the following is doing business in the City of Portland, Multnomah County, and/or Metro and must register for a Revenue Division tax account.
A stock of goods.
An office.
A place of business (other than an office) where affairs of the business are regularly conducted.
Employees or representatives providing services to customers as the primary business activity (such as accounting or personal services), or services incidental to the sale of tangible or intangible personal property (such as installation, inspection, maintenance, warranty, or repair of a product).
An economic presence through which the taxpayer regularly takes advantage of Portland, Multnomah County, and/or Metro's economy to produce income.
Your business owns, leases, rents, or sells personal or real property (including residential or commercial property) in the City of Portland, Multnomah County, and/or Metro jurisdiction.
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If you conduct business under a name other than your own real name then you must be registered with the Oregon Secretary of State.
Sole proprietors don't have to be registered with the State of Oregon unless they are using an assumed business name or a fictitious name. If the name of the business includes the "real and true" name of each owner, there is no requirement to register an assumed business name with our office. ORS 648.005(6) "Real and true name" means:
The surname of an individual coupled with a combination of the individual's given names or initials; for example, the following sole proprietor business names would not need to register with the state office:
Jane Ann Doe Glass Cleaning
Jane A Doe Glass Cleaning
J Ann Doe Glass Cleaning
J A Doe Glass Cleaning
REFERENCE: sos.oregon.gov/business/Pages/doing-business-means.aspx
Certificate of Insurance Requirements
The grantee must provide Prosper Portland with certificates of insurance that satisfy the insurance requirements outlined in this section. Insuring companies or entities are subject to Prosper Portland’s acceptance and must be licensed to provide insurance in the state of Oregon.
The grantee’s insurance must be primary insurance, and any commercial insurance or self-insurance maintained by the City of Portland and/or Prosper Portland must not contribute to it.
The grantee must carry, at a minimum, insurance coverage in the following amounts:
(a) Workers' Compensation Insurance in compliance with ORS 656.017, which requires subject employers to provide workers' compensation coverage for their subject workers if the Grantee has one or more employees and is not exempt under ORS 656.027;
(b) General Liability insurance with a combined single limit of not less than $1,000,000 each occurrence, $2,000,000 general aggregate, on an occurrence basis, for bodily injury and property damage, which must provide contractual liability coverage for the indemnification required under this Agreement and must name Prosper Portland, the City of Portland and each of their respective officers, agents and employees as Additional Insured with respect to Grantee’s Project activities under this Grant Agreement; and,
(c) Automobile Liability insurance with a combined single limit of not less than $500,000 each accident, for bodily injury and property damage, including coverage for owned, hired, or non-owned vehicles, as applicable. The requirements of this Section will survive completion of the Project
Recognition/ Sponsorship Requirements
Included in your grant agreement are recognition requirements. This will be discussed during your onboarding meeting. This typically includes the following:
Events
Submit the event to the Travel Portland event calendar. When you submit your event, please select the “Sponsored by City of Portland” box on your submission.
Share access to professional photos captured at the event for marketing and reporting purposes. This can be done via the impact report at the close of your event and/or when you submit marketing materials.
Provide sponsorship benefits equivalent to the amount of the grant provided or a minimum of:
Logo on the website and visible at the event
One collaborative social media post with a mention in the caption
(2) All access media passes to the event
Films
Grantee should clearly credit Prosper Portland’s Events and Film Office in the Film’s end credits as well as in any other internal or external communications describing the sources of funding received in support of the project.
Portland Events and Film Office Marketing Toolkit
Quotes and blurbs:
“The Portland Events and Film Office at Prosper Portland is proud to support the city’s dynamic events and film industry. By investing in creativity and culture, we help build vibrant communities—and a more vibrant Portland.”
Portland Events and Film Office provides resources, support, and connections for the event and film industries.
The Portland Events and Film Office showcases Portland’s cultural landscape and celebrates the diversity of our creative talent, businesses, and communities.
Tags:
IG @portlandeventsandfilmoffice
LinkedIn: https://www.linkedin.com/company/portland-events-and-film-prosper-portland
Request a speaker at your event:
The Portland Events and Film Office team is happy to facilitate guest speakers from Prosper Portland, the City of Portland, or Travel Portland. Please note that we can not guarantee that someone will be able to speak.
Email OEFgrants@portlandeventsandfilm.com at least 30 days before your event.
Logos
Press Contacts:
If you are preparing a press release to announce your event, you can request a media contact list. Let us know! Email Amanda at parka@prosperportland.us
I've completed my project; what's next?
Event Reporting
All grants and sponsorships have reporting requirements, although the reporting may vary. If you received a Post Production or Amplify Portland Film Grant, please skip down to the Film Reporting Section.
All event grants, including Film Festivals and Screenings grantees (that are open to the public), must submit an Impact Report and Attendee Survey. We recommend completing surveys and reporting as soon as the event concludes and no later than 45 days after your event ends.
Event sponsorships only need to submit an Impact Report if the event was open to the public.
Impact Report
The Impact Report includes common event impact metrics, such as attendance numbers, budgets, and volunteer hours.
We highly recommend reviewing the impact report questions before submitting your report. Since you cannot save and return to your report once you begin, it is essential to be prepared to complete the report in one sitting.
The second requirement is an attendee survey. This survey should go out to attendees of your event. We expect that 1-3% of attendees or a minimum of 30 surveys will be completed.
If you have a special situation that prevents you from conducting an attendee survey, please reach out to our grant coordinator at OEFgrants@portlandeventsandfilm.com
Attendee Survey
The second requirement is an attendee survey. This survey should go out to attendees of your event. We expect that 1-3% of attendees or a minimum of 30 surveys will be completed.
How to survey your attendees:
If your event is ticketed, you can send the survey to your attendees after your event.
If your event is not ticketed, you can have attendees submit the survey at your event. Volunteers or your event staff can ask attendees to complete the survey, or you can collect feedback at an information booth.
Once the survey is complete data should be uploaded when you complete the Impact Report, or sent to OEFgrants@portlandeventsandfilm.com
Data should be submitted via Excel or CSV files and include headers (column titles).
What data should you collect?
At a minimum, the questions listed below should be asked. You can collect the data in a few different ways:
Add questions to an existing survey that you send out to attendees
Send out a link to the survey created by Portland Events and Film
Use this link to share with attendees
Create your own survey using the required questions
All data, including responses collected on-site via paper surveys, must be submitted via Excel or CSV file.
Amplify Portland and Post Production Grant Reporting
Final report on use of funds
Please review your reporting requirements in your grant agreement. Your Impact Report should be submitted promptly upon completion of your project or no later than 240 days after your fund disbursement date. Please utilize the following link to submit your Impact Report. If you are not able to submit all required info at the time you fill out your report, please email any remaining documents to oefgrants@portlandeventsandfilm.com.
I've completed my project; what's next?
I need help!
The Events and Film Office is here to help. Connect with our navigator to get support with permits, safety, or business engagement.
Contact information:
Grant Coordinator | Elisa at OEFgrants@portlandeventsandfilm.com
Events and Film Navigator | Michelle at hello@portlandeventsandfilm.com
Events Program Manager | Amanda at parka@prosperportland.us
Film Program Manager | Elyse at taylore@prosperportland.us