MANHATTAN CONVENTION & VISITORS BUREAU TOURISM MARKETING GRANT PROGRAM

Transcription

1 2013 MANHATTAN CONVENTION & VISITORS BUREAU TOURISM MARKETING GRANT PROGRAM I. STATEMENT OF PURPOSE The Manhattan Convention & Visitors Bureau Tourism Marketing Grant Program is designed to enhance marketing efforts of tourism oriented attractions/events by leveraging community funds with Manhattan Convention & Visitors Bureau monies to assist in creating marketing materials and/or advertising. The total grant pool for 2013 is $30,000. Minimum request must be $2,000; maximum request not to exceed $10,000. A dollar-for-dollar match by applicant is required. II. ELIGIBILITY A. The Tourism Marketing Grant Program is available to any organization in the Manhattan area actively involved in marketing Manhattan to leisure tourists outside the primary trade area. B. To apply for funding, projects must meet the following requirements: 1. The project's primary function must be aimed towards marketing to out-of-county travelers and designed to stimulate economic growth and/or enhance future tourism development activities that attract out-of-county visitors who will stay over night in local hotels generating transient guest tax. 2. Each grant awarded of CVB funds must be at least $2,000 and may not exceed $10, Commitment in writing of dollar-for-dollar match must accompany this application. Other Manhattan Convention &Visitor Bureau, Manhattan Area Chamber of Commerce, Inc., or grant monies do not qualify as 1

2 match. The match is not intended to use for media already planned with promotion of event. 4. Each proposal must include a statement as to how the impact and effectiveness of the project will be measured. Upon completion of the project, within 30 days, an impact statement must be submitted to the CVB before grant monies will be released. III. APPLICATION PROCEDURES A. Complete application and return electronically to the Manhattan Convention and Visitors Bureau. If more space is needed to explain project, additional pages may be attached. B. Application Deadline -- Applications must be ed, postmarked or hand carried no later than Thursday, January 31, 2013 to the following address: Manhattan Convention and Visitors Bureau 501 Poyntz Avenue Manhattan, KS Attn: Karen Hibbard Or Karen@manhattan.org C. Applications must be completed in full by providing the following information. 1. Name and address of organization. 2. Federal Tax I.D. number if applicable. 3. Name of project director, brief resume and telephone number. (The project director is responsible for administering the project.) 4. Project Name and a brief descriptive title of project. 5. Project Start-Up and Project Completion Date. Completion date must be no later than December 31, Amount of Tourism Matching Grant Funds requested. 7. Source of matching funds and letter of commitment for these funds. 8. Narrative Description: Explaining the nature of project in full. If print brochure project, provide distribution plan including: 2

3 1. Target audience 2. Quantity of printing 3. Expected life of brochure 4. Describe this approach to marketing event 5. Plans of distribution 9. Economic Impact: These economic objectives must be addressed in your application and are the criteria upon which the funding will be based. a. Potential to attract out-of-county leisure tourists to stay overnight in local hotels. b. Benefit to the local community/region/state. c. Cost effectiveness of monies spent for event/attraction. d. Measurable impact of any past marketing projects. 10. Complete the budget breakdown as indicated for the categories that apply. (1). Items that may be funded include: (1) Media (a) Paid media -- Advertising in out-of-county Publications will be given priority consideration. Media schedule or advertising strategy must be included in your initial application. All ads must run and be invoiced before December 31, (b) Newspaper/Magazine -- Newspaper and magazine advertising will be funded only when advertising in an out-of-county newspaper or magazine. All ads must run before December 31, (c) Directory -- Directory advertising must reach out-of-county visitors/participants. (d) Television/Radio Spots -- Advertising must reach out-of-county audience. (e) Billboards/Outdoor signs must include date of event promoted. (f) Other Media Options 3

4 i. Film ii. Video iii. Website/Internet iv. Social Media (2) Printed Material--All design and printing must be done in a professional manner and approved by the Manhattan Convention & Visitors Bureau. The Manhattan Convention & Visitors Bureau is a nonpartisian organization. No name or picture of any living state or local official may be used in the production of the printed materials. (a) All graphics, layouts, and copy for your project must be submitted to the Manhattan Convention & Visitors Bureau for approval prior to its final production. b) The following phrase must appear on all printed material funded through the grant program: "This piece is funded in part by a grant from the Manhattan Convention and Visitors Bureau". Permission must be obtained to use the registered slogan The Little Apple or the Manhattan Convention & Visitors Bureau logo. 3) Travel/Trade Show: Funding will be provided only for first time appearance. Fundable items are: (a) Booth space (b) Registration Fee (c) Literature Shipping Cost Items that may NOT be funded include: (1) Salaries or administrative fees (2) Entertainment and honorariums (3) Food and beverage (4) Equipment purchase and rental (5) Items for re-sale (6) Local and state beauty pageants and parades (7) Prizes, trophies, plaques, decorations, trinkets, hats, shirts, banners, flags, floats, etc. (8) Bumper stickers, program booklets, stationery, toll-free numbers, membership solicitation literature, etc. (9) Travel expenses of staff (10) In-house postage and material inventory 4

5 (11) Reprinting of current brochures (12) Donations and in-kind contributions to sponsors (13) Construction of permanent structures (14) Anything contrary to the law D. Application Award All applications will be considered on the ability to develop innovative tourism promotion projects and the potential to attract out-of-county leisure tourists. Applications will be judged and awarded by the Manhattan Convention & Visitors Bureau Steering Committee. E. Signatures The signatures on the application certify compliance with these guidelines upon project approval. Applications must bear the signatures of the project director and one other pertinent person. At least two signatures are required or grant will not be reviewed. In the event one person is no longer associated with or responsible for grant activities during the course of the grant, the other signing party assumes responsibility for compliance with grant guidelines and procedures. IV. PROJECT DEVELOPMENT A. Purchasing Procedure--The organization responsible for management will be responsible for ensuring the cost is competitive. Priority will be given to Manhattan businesses and projects. B. Project Modification--Applicants cannot transfer funds from one specific grant project to a different project. Any deviation from the original grant application must be submitted in writing to the Manhattan Convention & Visitors Bureau. Any changes from the "Items approved for Funding" detailed on the Project Agreement, Section III, Application Procedures, will not be considered as an eligible expense unless prior approval is requested in writing and granted by the Manhattan Convention & Visitors Bureau. C. Project Withdrawal-- The Manhattan Convention & Visitors Bureau must be notified in writing as soon as possible if the applicant does not plan to use their funds which have been awarded. D. Project Liability--The recipient of the grant is responsible for any and all liability issues evolving from the activities of this project. E. Grants will not be awarded to same recipient or project two years in a row. 5

6 V. PROJECT COMPLETION In order for your reimbursement request to be approved for payment, legible copies of the following items must be provided to the Manhattan Convention & Visitors Bureau as soon as possible after completion of project, but no later than December 31, A. A cover letter must be submitted immediately upon completion of project. Only one invoice can be submitted per grant. B. Brief financial summary accounting for all expenditures including matching grant funds. C. Copies of invoices --ONLY itemized and dated invoices can be considered for reimbursement. D. Form of Payment/Cancelled Checks/Credit Card--To certify proof of payment, attach a photocopy of the cancelled check to the appropriate invoice. Your cancelled check should only reflect payment for expenditures for items that are strictly related to the grant project. If payment was made via credit card, attach a copy of your statement. E. Sample of finished project. F. Inventory of local hotel sleeping rooms sold for the event. You must contact hotels directly to access this information. A complete list of Manhattan hotel properties may be obtained from the Manhattan Convention & Visitors Bureau. 6