Transcript Who Can Apply? - West Virginia Department of Commerce

West Virginia Division of Tourism
Matching Advertising Partnership Program
UPDATE
MAPP PURPOSE
The MAPProgram is a reimbursable
partnership program that provides
matching funds for innovative and
effective direct advertising projects
that increase visitation and tourism
expenditures in West Virginia and
impact the economic growth of the
travel industry.
MAPP PURPOSE
All dollars awarded are matched by
tourism destinations and their
partners, making the MAPProgram
an investment in the future, not
only by the state, but by every
participating business investing its
own dollars.
Who Can Apply?
"Applicant" means a for profit or nonprofit entity or organization located
within the state that promotes tourism
within the state and is also a
destination. The term "applicant" may
not include vendors that would be
supplying services paid for out of
grant funds, schools or camps.
Who Can Partner?
"Partner" means an entity or organization
located within the state making a
financial contribution toward the
applicant's match requirement for an
application for grant funds for a
collaborative marketing program with a
central advertising message directing
tourists to a destination being
represented by the applicant. The term
"partner" may not include vendors that
would be supplying services paid for out
of grant funds.
Who Can Partner?
If an applicant to the MAPProgram
is purchasing advertising from a
media vendor for a project that will
receive matching dollars from the
MAPP fund –
The media vendor’s logo or brand
identity may not appear in the
advertising.
Who Can Apply?
Destinations include:
A region or area located within the state
containing three or more attractions.
Attractions include:
 Cultural or historic sites or events, fairs or
festivals, museums;
 Live performing art centers, sporting
organizations or arenas, vineyards or
wineries;
 Scenic or natural areas such as show caves
or caverns;
Who Can Apply?
Attractions also include:
 Theme or Amusement Parks;
 Zoos, Aquariums or Wild Animal Parks;
 Recreational Activities, including but not
limited to whitewater rafting, skiing and
snow activities, mountain biking, hunting
and fishing.
 Most attractions may also be
destinations in themselves.
Who Can Apply?
Destinations include:
An independent activity located within the state –
"Independent Activity" means an entity or
organization which attracts a minimum of
eighty-five percent (85%) of its visitors from
outside the local market and is at least one of
the following:
 An entity or organization which provides
recreational activities including, but not limited
to, whitewater rafting, skiing and snow
activities, mountain biking, hunting and fishing,
bus tours, dinner cruises and sightseeing tours;
Who Can Apply?
Independent Activities also include:
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A Resort;
A Destination Inn or Bed and Breakfast;
Destination Camping
An entity or organization offering vacation
rentals
Destination shopping
Who Can Apply?
"Resort" means a full-service lodging facility
that is frequented for relaxation or
recreational purposes and offers at least
two amenities.
"Amenity" includes spa services, golf courses,
full-service restaurants, skiing or snow
activities, tennis, horseback riding, hiking
trails, boating or fishing.
Who Can Apply?
"Destination Inn or Bed and Breakfast"
means a lodging facility located within
the state whose recognized reputation
for service and amenities are the
primary motivating factor for visitors to
travel to the area where it is located.
Who Can Apply?
“Destination Camping” means a fullservice camping facility that is located
within the state whose recognized
reputation for service and activities are
the primary motivating factor for
visitors to travel to the area where it is
located. Destination Campgrounds
must have cabin/lodge room facilities
in addition to a minimum of 65
campsites, including RV sites with full
hook-ups.
Who Can Apply?
Camp sites must be numbered and the
destination must include water,
shower house, restrooms and
firewood. Visitor registration is
required along with a campground
host and night security. Destination
Campgrounds must have an on-site
restaurant or grocery/gift shop
facilities and offer at least three
recreational camping activities.
Who Can Apply?
“Recreational Camping Activities” –
Include hunting, fishing, boat rentals,
boat launch ramp, swimming,
horseback riding, ATV and/or
hiking/biking trails, golf, miniature
golf, and museums.
Who Can Apply?
"Vacation Rental" means a lodging
facility including chalets, cabins or
condominiums. The term "vacation
rental" may not include hotels or
motels.
Three Categories
of Awards
 $10,000+ Large Applications
 $7,500 Small Applications
 $5,000 Fairs & Festivals
Three Categories
of Awards
$10,000+ Large Applications
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Total Projects of $20,000 and up
Voted on by Tourism Commission
50/50 matching reimbursement
80% of ads must be outside local
market
Three Categories
of Awards
Up to $7,500 Small Applications
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Total Projects up to $10,000
Reviewed by Division of Tourism
75/25 matching reimbursement
80% of ads must be outside local market
Three Categories
of Awards
Up to $5,000 Fair and Festival
Applications
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Total Projects up to $10,000
Reviewed by Division of Tourism
50/50 matching reimbursement
May include local advertising
MAPP MEDIA
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Newspapers
Magazines
Television
Radio
Internet Media
Billboards
Production Fees of (15% of above;
$10,000 cap per media category – large
applications)
MAPP MEDIA
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Web Development/Design/Upgrades
($22,500 cap) – once per year,
per applicant – applicant website only
Printing Costs - Direct Mail and Fulfillment
literature requires 3 written bids before
printing - to be presented at time of
reimbursement
Mailing List cost for Direct Mail
Postage for Direct Mail (Standard Bulk Rate
only)
Consumer and Trade Shows - registration
fees only
LOGO
STANDARDS
All advertising utilizing MAPP funding is
required to display the West Virginia, Wild and
Wonderful brand identity in accordance with
Logo Standards.
LOGO
STANDARDS
The West Virginia Tourism Commission has
approved new logo standards for use in all
MAPP advertising. You may find these
standards at the following link:
www.wvtourism.com/logousage
The new logo standards have been developed
for added ease of use by industry and media,
and are in effect for all MAPP awards approved
after September 1, 2011.
LOGO
STANDARDS
• For MAPP awards prior to September 1, 2011 all email marketing including newsletters and articles,
plus web sites and landing pages should
incorporate the new standards effective
immediately. Use of the new standards is encouraged
for any remaining advertising included in MAPP awards
prior to September 1.
• All MAPP advertising must be in compliance with the
new logo standards no later than December 31, 2011.
• Tourism Industry members are encouraged to share this
information and link with your ad designers and media
sales representatives.
LOGO
STANDARDS
A new application of the WV logo:
LOGO
STANDARDS
• For MAPP awards prior to September 1, 2011 all email marketing including newsletters and articles,
plus web sites and landing pages should
incorporate the new standards effective
immediately. Use of the new standards is encouraged
for any remaining advertising included in MAPP awards
prior to September 1.
• All MAPP advertising must be in compliance with the
new logo standards no later than December 31, 2011.
• Tourism Industry members are encouraged to share this
information and link with your ad designers and media
sales representatives.
LOGO
STANDARDS
Go to:
http://www.wvcommerce.org/travel/industryinfor
mation/advertisingops/logo-usageguide/default.aspx
LOGO
STANDARDS
REMEMBER: ALWAYS DOWNLOAD THE MOST
RECENT VERSIONS OF THE WV LOGO
WHEN DESIGNING OR REDESIGNING ADS:
DOWNLOADS MAY BE FOUND AT:
wvtourism.com click on Industry Info at
bottom of page – Logo Standards Guide
listed under Matching Advertising
Partnership Program
Scroll down on LOGO STANDARDS Page…..
LOGO
STANDARDS
Downloading new logos each
time is very important
Still receiving creative with logos that are no
longer in use such as….
LOGO
STANDARDS
Designing
Or
Re-sizing
Make sure the logo appears in its entirety
LOGO
STANDARDS
Logo Standards
Important Reminder: The Tourism Commission has
reviewed the Logo Standards and is issuing the following
reminder – Any WV logo utilized in connection with MAPP
funding that is below minimum standards for the size ad in
which it is being used will be automatically denied for
reimbursement unless prior approval is received from Anna
Plantz and a Tourism Commissioner. All creative approvals
requesting use of the logo below minimum size requirements
must be approved in advance and include a copy of the ad,
along with the Creative Approval Form. Please email
requests to Anna Plantz..
LOGO
Classified & Brochure Ads
If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would
cause the logo to overpower or consume a disproportionate amount of space
while using the minimum 1.25" logo with in the ad, then "West Virginia Wild
and Wonderful" must be typeset in bold on the bottom of the ad.
Prior approval from the Division of Tourism is recommended.
Designing
Or
Re-sizing
LOGO
Classified & Brochure Ads
If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would
cause the logo to overpower or consume a disproportionate amount of space
while using the minimum 1.25" logo with in the ad, then "West Virginia Wild
and Wonderful" must be typeset in bold on the bottom of the ad.
Prior approval from the Division of Tourism is recommended.
Designing
Or
Re-sizing
1.8125” x 1.875”
LOGO
Classified & Brochure Ads
If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would
cause the logo to overpower or consume a disproportionate amount of space
while using the minimum 1.25" logo with in the ad, then "West Virginia Wild
and Wonderful" must be typeset in bold on the bottom of the ad.
Prior approval from the Division of Tourism is recommended.
Designing
Or
Re-sizing
2.375” x 2.25”
LOGO
Television Ads
http://www.youtube.com/watch?v=HnUbphcrRuk
LOGO
Internet Advertising
For standard banner ads, including the Square (300x250), Skyscraper
(160x600), and Leaderboard (728x90), the logo should always be used for
optimum legibility and should never be less than 1.25" (1 1/4") = 90 pixels
wide x 41 pixels high at 72 dpi without shadow.
LOGO
Internet Advertising
LOGO
Internet Advertising
LOGO
STANDARDS
In December, 2010 –
The Tourism Commission reviewed web
trends for the tourism industry and
recommended that future applications
seeking funding for web development must
include development of a mobile version of
the applicant’s website, if this component
has not already been developed.
The logo must never appear smaller than 1/3 the width of the screen.
Pocahontas County CVB’s
Mobile Site
The logo must never appear smaller than 1/3 the width of the screen.
LOGO
Radio
Radio Script for Mountain Heritage Arts and Crafts Festival
Designing
Or
Re-sizing
LOGO
STANDARDS
Vendor Usage
Media Vendors who agree to display The Logo/Callto-Action on special West Virginia tourism sections,
pages, etc. in order to promote the state and facilitate
compliance with the logo standards for tourism
industry members utilizing the MAPProgram, may
receive special authorization for logo usage with prior
approval from the Division (Anna Plantz).
LOGO
STANDARDS
MAPP UPDATE
In keeping with the Legislative Auditor’s request that the Tourism
Commission clearly follow Evaluation Criteria within the
Legislative Rule in approving/denying MAPP applications…
The MAPP Committee has begun the use of an Evaluation
Criteria Scoring form with each $10,000+ application in their
review of MAPP applications. This review will take place, as it
currently does in accordance with the Legislative rule, which is
after the review by the Division when applications are forwarded
to the Commission. Forms will be completed by each MAPP
Committee member for each application and used as a tool during
the MAPP Committee meeting. The Evaluation Criteria is primarily
based on questions contained in the application.
MAPP UPDATE
For CVBs only – Destination Marketing
Organization Form – Question #9 – requires CVB
applicants to provide the following new
information, when submitting MAPP applications:
Does your organization have an office established on
its own or in conjunction with another organization
accessible to the public during normal business
hours?
MAPP UPDATE
TRACKING
At their June meeting, Tourism Commission
discussed the Legislative Auditor’s
recommendation regarding the MAPProgram
that, “the Commission establish clear and
quantifiable criteria for reporting the outcome of
advertising projects funded by the MAPProgram”
and that “the Commission should consider
denying funding to projects that do not provide
clear, quantifiable data with clear methodology for
measuring advertising effectiveness”.
MAPP UPDATE
TRACKING
In order to ensure that we are in compliance with
the Legislative Auditor’s request that MAPP funds
be tracked effectively - by the best method, the
Tourism Commission requested that the subject of
tracking be discussed with tourism industry
associations at the July meeting of the Tourism
Commission.
MAPP UPDATE
Reviewed our Legislative Rule, which states…
8.3. Approved MAPP recipients shall provide to the
Division final written evaluations, as determined by the
Commission at the time of grant approval, of the
advertising program supported by the grant.
Go to:
http://www.wvcommerce.org/travel/industryinformation/map
p/default.aspx
Look to the left and click on the MAPP Level/forms appropriate for
you – then go to the Tracking and Evaluation form – this will take you to
the initial site which will link you to the new summary.
MAPP UPDATE
Reviewed our Legislative Rule, which
states…
8.3. Approved MAPP recipients shall provide
to the Division final written evaluations, as
determined by the Commission at the time of
grant approval, of the advertising program
supported by the grant.
Go to
Deadlines
$10,000 + ONLY: Applications must be
received by the Division by 5 p.m. on the
1st of the following months for review on
a quarterly basis at the Tourism
Commission’s regularly scheduled
meetings. DEADLINES ARE ADHERED
TO STRICTLY -Applications that are late
will be held over for the following
applicable deadline/review meeting or
sent back to the applicant:
Deadlines
$10,000 + ONLY:
Complete application to be received at
Division of Tourism
Review
January 1
April 1
July 1
October 1
March meeting
June meeting
September meeting
December meeting
Deadlines
$5,000 Fairs and Festivals AND Up to $7,500:
Applications must be received by the Division at
least 45 days in advance of the beginning
project date. (Beginning project date must be set
at a date before any billable work is done on
your project.)
ALL GRANT APPLICANTS:
You must receive approval of your application
before any expenses listed within the
application may be incurred.
Deadlines
MODIFICATIONS:
If you need an extension, it MUST be at the
Division 30 days before the ending project
date.
If it is for moving media it MUST be in
BEFORE the ending project date listed on
the grant – Not the end of the 90 days.
Deadlines
PLEASE NOTE: AWARDS MUST BE
CLOSED OUT WITHIN 90 DAYS OF
THE ENDING PROJECT DATE OF
THE GRANT.
Contacts
Contacts
Applications and Modifications:
$10,000+ Applications and Director:
Anna Plantz, 304-558-2200 ext. 325
Up to $7,500 and $5,000 Fair & Festival:
Jane Godwin ext. 376
MAPP assistance:
Tonya Conley ext. 344
West Virginia Division
of Tourism
800-225-5982
wvtourism.com
Matching Advertising
Partnership Program
Reimbursement
Reimbursement
Legislative Rule states:
144.1.5.1 - Reimbursement from the
grant is based on paid invoices
submitted properly and in a timely
manner to the Division
Reimbursement
1. Invoice
2. Proof of payment
3. Product
Invoice
Require Itemized Invoice:
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Invoice to applicant/agency
Dates of Service (ad run dates)
Description
Quantities (size, number of spots)
Total amount billed
Invoice
 No payment from Statement
 Dates must be within grant period
 No reimbursement for “Previous
Balance”
Invoice
Exceptions
 Some newspaper companies refer to
their invoice as a Statement or
Invoice/Statement
 If it lists what was bought and dates
purchased we consider it an invoice
Reimbursement
Proof of Payment
 Copy of signed check along with
bank statement or,
 Copy of bank cancelled check or,
 Copy of Credit Card Statement
listing item charged or,
 Debit transactions, need bank
statement
Reimbursement
Proof of Payment
 Payments must be made to vendors
prior to reimbursement submission
 NO CHECK STUBS!
 No P/O’s, Check requisitions, etc
Radio – Product
 Script and signed Affidavit of
Performance (AOP)
TV – Product
 Script and signed Affidavit of
Performance (AOP) and
 DVD
Radio/TV
 Number of spots approved
should equal number of spots
invoiced
 Parent and media sister
stations must be listed
Newspaper/
Magazine Product
 Tear sheet for each day/month you
are requesting reimbursement for
with legible publication name and
date.
 Logo must be listed in bottom 1/3
Newspaper/
Magazine Product
 Electronic Tear Sheets – applicant
must include on each tear sheet
the percentage by which the
original publication has been
reduced.
Billboards
Product
 Photograph showing WV logo and
location
 Location must be listed in grant!
 Must have prior approval by Anna!
Internet Media
Product
 Printed copy screen shot that
reflects the ad, web address
and WV logo.
 Need screen shot for each spot
invoiced.
Deadline
 Grants must be closed out within 90
days of project’s ending date
OR
 Extension will be Required (must be
submitted at least 30 days prior to
ending project date)
Logo Standards
 See Logo Standards at
wvtourism.com
 Applicants should make sure
vendor is aware of WVDOT
requirements and make payment
contingent upon contract
compliance.
Contacts
Reimbursement:
Connie Rosenbaum, 304.957.9322
Large Applicants ($10,000 or more)
Denise Allen, 304.957.9354
Small & Fair/Fest Applicants ($7,500 or
less)
Contacts
Reimbursement:
Les Smith, Director of Reimbursements
304.957.9314
Eric Ayersman, Internal Auditor
304.957.9386
West Virginia Division
of Tourism
800-225-5982
wvtourism.com
REPORTING
REQUIREMENTS
SB-4006
WV Code 12-4-14
Reporting
Requirements
Who must file a report?
 Any person receiving one or more state
grants in the amount of $50,000 or more
in the aggregate in a state’s fiscal year
(July 1 to June 30)
Reporting
Requirements
Person?
 Includes any corporation, partnership,
association, individual or other legal
entity. Person does not include state
spending unit or local government as
defined in WV Code 6-9-1a.
Reporting
Requirements
What type of a report do I file?
 Report means an engagement, such as
an agreed-upon procedures engagement
or other attestation engagement. Report
does not mean a full-scope audit or
review.
Reporting
Requirements
Who must prepare the report?
 An independent CPA must perform and
prepare the report to test whether the
state grants were spent as intended.
While Eric Ayersman, our internal
auditor, is a very competent CPA, he is
not an independent CPA in this case,
due to his full time employment with the
Division of Tourism.
Reporting
Requirements
What if I receive less than $50,000?
 Any person receiving less than
$50,000 shall file a Sworn
Statement of Expenditures (SOE).
This report is generally prepared by
the applicant.
Reporting
Requirements
When is the report or SOE due?
 Reports and SOE shall be filed
within two years of the end of the
person’s fiscal year in which the
disbursements of the state funds
by the grantor was made.
Reporting
Requirements
EXAMPLE:
State FY 7/1/08 thru 6/30/08
Applicants FY 1/1/09 thru 12/31/09
Report Due: December 31, 2011
Reporting
Requirements
Who receives the report or SOE?
 Report and SOE is filed with the
grantor. In this case the Division of
Tourism.
Reporting
Requirements
What if there are findings?
 Any report or SOE providing evidence of
a reportable condition or violation, the
grantor shall provide a copy of the
report or SOE to the Legislative Auditor
within thirty days of receipt by the
grantor.
Reporting
Requirements
What if I fail to comply?
 Any person failing to file a report or SOE
within the required time period is barred
from subsequently receiving state
grants until the person has filed the
required information.
Reporting
Requirements
What if I sort of “fudge” or “wing it” on my
SOE or report?
 Any person who files a fraudulent SOE
or report is guilty of a felony and, upon
conviction thereof, shall be fined not
less than $1,000 nor more than $5,000 or
imprisoned in a state correctional facility
for not less than 1 year or more than 5
years, or both fined and imprisoned.
REPORTING
REQUIREMENTS
SB-4006
WV Code 12-4-14
Contact: Eric Ayersman, Internal Auditor
304.957.9386
West Virginia Division
of Tourism
800-225-5982
wvtourism.com