Special Marketing Projects

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1 Special Marketing Projects The goal of the Special Marketing Projects program is to promote growth in the Oxford tourism sector and generate visitors to Oxford. Eligible projects are those that target visitors from outside Oxford and Lafayette County for the explicit purpose of generating hotel/motel/b&b business and sales among food and beverage establishments in Oxford, Mississippi. The Special Marketing Projects program is funded by the local 2% hotel/motel tax and the 2% prepared food and beverage tax collected among Oxford establishments and is administered by Visit Oxford (Oxford Tourism Council). Eligibility Requirements 1. Event(s) must occur between September 1 st and August 31 st of the coming year. 2. Funding may only be requested for purposes of advertising and promotion outside of Oxford and Lafayette County. Ineligible event costs are everything else (administrative expenses, staff, performance fees, meals, lodging, etc.) Eligible Costs Advertising through paid media (including newspapers, magazines, radio, online, television, and billboards) to be placed in markets outside Lafayette County. A media schedule is required.(see form 4) Printed materials (including brochures, inserts, and direct mail pieces) for distribution outside of Lafayette County. Distribution plan required.(see form 4) Ineligible Costs Administrative expenses such as travel, meals, lodging, performance fees, rental equipment and salaries for staff or volunteers. Day- to- day operating expenses such as maintenance, rent, electricity, telephone charges. Office supplies Sales tax 3. The event must generate at least 30 hotel room overnight stays. 4. All funds awarded must be matched on a dollar- for- dollar basis. Matching funds must be in hard cash, not in- kind contributions. 5. Applicants may not request more than 50% of the total project budget. 6. All ads placed must use the Visit Oxford logo. Selection Criteria The Oxford Tourism Council Grant Committee will use the following criteria when reviewing applications for funding consideration and will weight their recommendations accordingly: 1. The event generates hotel/motel/b&b room night stays in Oxford and sales to Oxford food and beverage establishments. 40% 2. The event s branding and promotion generates lasting, year- round value to Oxford s brand and appeal as a sought- after visitor destination. 30% 3. The event generates visitors to Oxford during non- peak seasons (i.e., outside of busy fall and spring traffic). 40% 4. Soundness, stability and success Applicant has clearly identified objectives, accountability, implementation plan, and a demonstrated capacity to develop resources, plan, organize, budget, and host a successful event. 10% 1

2 Process 1. The Oxford Tourism Council Grants Committee will review all applications using the enclosed scoring sheet. The Committee will make recommendations for grant awards to Oxford Tourism Council. 2. The Oxford Tourism Council will consider the Committee s recommendations and finalize grant awards. Grantees will be notified within 7 days. Grantees will be issued a check by mail in the amount of 70% of the total award within 30 days of approval after receipt of agreement letter (the remaining 30% will be awarded 30 days after approval of the grantee s final report). 3. Funds are used to promote and advertise approved events in regional, national, and international markets (i.e., outside Oxford and Lafayette County). Advertising and promotional materials must feature the Visit Oxford advertising template. Visit Oxford will provide the Visit Oxford logo to be included on all advertising upon project approval. 4. The grantee will be held accountable for all monies awarded and for submitting documentation verifying all expenditures. Awarded funds may only be used for budgeted items noted on the application and approved by the Oxford Tourism Council. If disregarded, the grantee may be deemed ineligible and held responsible for reimbursing some or all awarded funds to Visit Oxford. 5. The grantee must submit the final report to Visit Oxford within 30 days of the conclusion of the event or by the last working day of August. (whichever comes first). Failure to submit a final report will result in the grantee not receiving the remaining 30% of the award, and may warrant reimbursement of initial funding. All questions regarding the Special Marketing Projects program should be directed to Kinney Ferris, at Visit Oxford at or APPLICATION DEADLINE: Visit Oxford must receive all applications on or before 5:00p.m. Wednesday, August 26, 2015 Applications (4 copies required) may be submitted by mail or in person at 415 S. Lamar Blvd., Oxford, Mississippi

3 GENERAL INFORMATION APPPLICANT/ ORGANIZATION EVENT DIRECTOR MAILING ADDRESS PHYSICAL ADDRESS (IF DIFFERENT) TELEPHONE NUMBER ADDRESS WEB ADDRESS FAX EVENT TITLE DATE(S) OF EVENT Month/Year EVENT WORK BEGINS EVENT WILL BE COMPLETE Month/Year Month/Year TOURISM GRANT FUNDS REQUESTED OTHER FUNDS PROVIDED TOTAL EVENT BUDGET $ $ $ DID YOUR ORGANIZATION RECEIVE GRANT FUNDS FROM OXFORD TOURISM COUNCIL LAST YEAR? YES NO IF YES, TOTAL RECEIVED: $ DATE ORGANIZATION/ EVENT ESTABLISHED: DOES YOUR ORGANZIATION/ EVENT HAVE 501c3 CLASSIFICATION? YES NO 3

4 EVENT DESCRIPTION Please use the space below to give a brief but detailed overview and description of the mission of your event. NUMBER OF ESTIMATED ATTENDEES FOR YOUR EVENT: TOURISM ECONOMY IMPACT Where will your visitors stay? (Demonstrate how you will attract your visitors to stay in Oxford hotels, motels, and B&B s.) Lodging Facility: Number of Rooms: Number of Nights YOU WILL BE REQUIRED TO VERIFY ALL ESTIMATES WITH PRINT OUTS FROM OXFORD HOTEL PROPERITES IN THE FINAL REPORT. EVENTS MUST HAVE A MINIMUM OF 30 HOTEL ROOM NIGHTS IN OXFORD HOTELS TO RECEIVE FUNDING. 4

5 MARKETING PLAN MEDIA SCHEDULE: Specifically outline each publication, size of ad, dates the ad will run, and actual ad cost. Use additional sheets if necessary. Publication/ Cost Target Audience Type of Media Outlet or Marketing (Print/ Printed Social Media) All information supplied for this entire application is true and correct. I understand the Special Marketing Projects program guidelines, and I will be responsible for project s compliance therein. Event Director s Signature Date 5

6 CHECK LIST Please verify that you have included the follow before turning in your application: Page 3- General Information Page 4- Event Description/ Tourism Economy Impact Page 5- Marketing Plan Is your application signed? (bottom of pg. 5) 1 Original and 3 Copies of your application (pgs. 3-5 of this document) 6

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