Tournament Sponsorship Application

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TOURNAMENT SPONSORSHIP APPLICATION

Sin City Fire Department Sports

Form Version: 1.0 | Effective Date: January 1, 2026

APPLICATION DEADLINE: February 28 (annual) | July 15 (mid-year)

IMPORTANT: Tournament sponsorship is NOT guaranteed. All approvals are subject to board discretion and current budget availability. Submit applications during open windows only.

INSTRUCTIONS

Purpose: This form is used to apply for tournament sponsorship from Sin City Fire Department Sports.

Who Can Apply: Any active member in good standing, teams, or departments affiliated with Sin City FD Sports.

Deadlines: Annual applications due February 28; Mid-year applications due July 15.

Submission: Email to Treasurer@sincityfd.com or deliver at regular meeting.

Timeline: Applicants will be notified within 15 days of decision.

SECTION 1: APPLICANT INFORMATION

Primary Contact Name*

Fire Department*

Primary Phone*

Primary Email*

Secondary Contact (if team)

Secondary Phone

SECTION 2: TOURNAMENT DETAILS

Tournament Name*

Tournament Location (City, State)*

Tournament Start Date*

Tournament End Date*

Sport*

Sport Category*

Large Team (6+)

Small Team (2-5)

Individual

Tournament Type*

Regular Season (League)

Recreational

Elite/Invitational

National

Tournament Website/Link

Level of Competition

What level are you registering for?

SECTION 3: PARTICIPATION INFORMATION

Number of Participants on Team

Team Name (if applicable)

Complete Roster

List all participants (name and department)

Team Composition*

New Team (less than 50% players overlap with prior teams)

Repeat Team (75%+ same roster)

Multi-Department Participation*

Yes

If Yes, list departments

SECTION 4: ESTIMATED BUDGET

Leave blank if N/A

Registration Fees

Total registration fees

Hotel/Lodging

Total lodging costs

Airfare

Total airfare costs

Ground Transportation

Rental car, gas, parking, etc.

Team Meals

($30/day max per person)

Equipment/Other

Equipment/Other Description

TOTAL ESTIMATED COST

Auto-calculated from above

Participant Contribution (20% minimum)

Amount Requesting from Organization

SECTION 5: ALTERNATIVE FUNDING

Have you pursued other funding sources?*

Yes

If yes, list sources and amounts

I understand that if the cost is over $500 a person, a 20% player contribution is required?*

Yes

SECTION 6: PAYMENT PREFERENCE

Preferred Payment Method*

Direct Payment by Organization (PREFERRED) - Organization pays vendors directly

Reimbursement - Participants pay out-of-pocket and request reimbursement

If direct payment selected, can you provide vendor contact information and payment deadlines?

Yes

Vendor Information and Payment Deadlines

SECTION 7: ACKNOWLEDGMENT AND CERTIFICATION

I/We certify that:*

All information provided is true and accurate

All participants listed are eligible members per organization bylaws

I/We have read and understand the Tournament Reimbursement and Payment Policy

I/We understand tournament sponsorship is NOT guaranteed and subject to board discretion and budget availability

I/We understand individual participation limits apply (Large Team: 2/year, Small Team: 3/year, Individual: 2/year)

I/We understand the board may deny, reduce, or cancel sponsorship at any time

I/We agree to pay the required participant contribution (minimum 20%) by the published deadline

I/We understand failure to pay contribution results in forfeiture of tournament spot

I/We will comply with all organization policies and represent Sin City FD Sports professionally

Applicant Signature*

Date*

Print Name

Team Captain Signature (if different)

Team Captain Date

NEXT STEPS IF APPROVED:

Applicant notified within 15 days of decision
Pre-Approval Letter issued with expense caps
Participant contributions due 30 days before departure
Direct payment arrangements coordinated with Treasurer
Reimbursement forms submitted within 14 days of expenses (if applicable)

SUBMIT APPLICATION TO:
Sin City FD Sports Board
Email: Treasurer@sincityfd.com
Or deliver at regular meeting

Questions? Contact the President or Treasurer before submitting.

The section below is for Board / Administrative use only and should not be completed by the applicant.

SECTION 8: FOR BOARD USE ONLY

Application Received Date

Received By

Complete?

Yes

Current Budget Status

Total Tournament Budget

Spent YTD

Remaining

Sport Category Allocation

Large Team

Small Team

Individual

This Sport's Tournaments YTD

Format: count of max

Selection Criteria Review

1. Budget Availability

Sufficient

Limited

Insufficient

2. Elite/Competitive Level

High

Medium

Low

3. Mission Alignment

Strong

Moderate

Weak

4. Multi-Department

Yes

5. Participant History

Priority (fewer tournaments)

Standard

Exceeded limits

6. Cost Efficiency

Excellent

Reasonable

High

7. Team Performance/Conduct

Excellent

Good

Concerns

Individual Participation Cap Check

Any participants at or over annual limit?

Yes (list below)

List participants at or over limit

Exemption needed?

Yes

Exemption Reason

Board Notes/Discussion

SECTION 9: BOARD DECISION

Decision

APPROVED

APPROVED (Modified)

WAITLISTED

DENIED

Approved Amount

Participant Contribution Required

Per person

Conditions/Modifications

Reason for Denial/Waitlist

Decision Date

Notification Sent to Applicant

Board Vote

Votes For

Votes Against

Votes Abstain

Approved By (Print Name & Title)

Signature

Date

Second Signature (if required)

Second Signature Title

NEXT STEPS IF APPROVED:

Applicant notified within 15 days of decision
Pre-Approval Letter issued with expense caps
Participant contributions due 30 days before departure
Direct payment arrangements coordinated with Treasurer
Reimbursement forms submitted within 14 days of expenses (if applicable)

SUBMIT APPLICATION TO:
Sin City FD Sports Board
Email: Treasurer@sincityfd.com
Or deliver at regular meeting

Questions? Contact the President or Treasurer before submitting.