HCTDA 3% Partnership Funding

Timeline For 2018 - 2019Partnership Funding is valid between July 1, 2018 - June 30, 2019

February 2018

For anyone interested in submitting applications, you must attend one of these workshops in order for your application to be considered for funding.

Mandatory Partnership Funding Workshops:

Tuesday, February 7th, 10:00am or

Thursday, February 9th, 2:00pm

Susan Todd Lounge, Harrell Center, Lake Junaluska

Friday, April 13th, 2018

5:00pm deadline for 3% Applications to be submitted to the HCTDA. Any applications received after the deadline will not be considered for funding.

Wednesday, May 23rd, 2017

HCTDA Board of Directors will meet to review and approve the 3% Partnership Funding recommendations from the Finance Committee. The TDA Board Meeting will be held at 2:00pm at the Lake Junaluska Bethea Welcome Center.

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2018/2019Haywood County Tourism Development

Authority Partnership Funding3% Guidelines

The timeframe for the use of the 3% awards is July 1, 2018 through June 30, 2019.

IntroductionHaywood County collects a 4% Occupancy Tax on paid overnight accommodations in the County. This tax is levied on customers of hotels, motels, condominiums, cottages, cabins, villas and single family home rentals that rent accommodations of less than 90 days in duration. Of the 4%, 3% of the taxes collected go directly to the Haywood County Tourism Development Authority for the purpose of marketing and enhancing the county as a destination and the remaining 1% goes back to the zip code area where it was collected. The 1% funds are administered through a partnership funding program designed to market and promote the zip code area and to fund non- event projects that will increase the use of lodging facilities by attracting visitors and business travelers.

The Haywood County Tourism Development Authority has developed guidelines to assist with the facilitation of the partnership funding program. The HCTDA Finance Committee will review the 3% applications and then make recommendations for funding allocations. The recommendations will be forwarded to the Haywood County Tourism Development Authority Board of Directors for consideration of allocation.The HCTDA Board has final approval of the funding allocations for the 3% partnership awards.

MissionThe mission of the Haywood County 3% Zip Code Funding is to encourage creation and/or expansion of programs and special events that will showcase Haywood County’s unique offerings and will attract visitors from outside a fifty (50) mile radius to generate overnight stays and create economic/destination impact for the county.

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ELIGIBILITY

Who is Eligible to Apply:• Not-for-profit organizations, museums, attractions or other tourism

entities seeking to produce and promote a well-defined tourism-oriented festival, event or project that caters to visitors and produces economic/destination impact as well as creating sustainability. Copies of IRS Determination letters and liability insurance will need to be included in the applications.

• For-profit organizations seeking to produce and promote a well-defined tourism-oriented festival, event or project that caters to visitors and produces economic/destination impact as well as creating sustainability. For-profit organizations must match award dollar for dollar.

Categories of Eligible Funding:• Promotional• Tourism Related

Eligible Use of Promotional FundsHCTDA Partnership Funds MAY be used for: Tourism marketing & sales initiatives Marketing ResearchFeasibility StudiesMeeting & event incentivesFam visits for media, AAA, influencers Brand identity developmentCo-op Advertising & MarketingProduction of video, photography, graphic design Participation in sales or media missions Development of media kitsFestival & event promotion Entertainment

Ineligible Use of Promotional FundsHCTDA Partnership Funds MAY NOT be used for: Administrative costs, including salariesScholarships, plaques, prize money, trophies or certificatesPromotional items (being sold or given away) including apparel, tote bags, etc. Sales tax

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Ongoing business operational expenses such as menus, signage MembershipsWristbands/tickets

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Eligible Use of Tourism Related FundsHCTDA Partnership Funds MAY be used for:

• Beautification & community gateway initiatives• Placemaking projects, such as outdoor sculpture/art projects• Parks & Rec projects• Trail & Greenway Development• Master Plans• Event Security• Tent/Stage Rental• Event Signage• Lighting & Audio

Ineligible Use of Tourism Related FundsHCTDA Partnership Funds MAY NOT be used for:

• Mortgage payments• Porta Johns• Facility Maintenance• Tangible Property• Activities which do not enhance, advertise or promote Haywood

County as a destination

Awards will be based on and are limited to:• Enhancement of the destination experience• Potential to attract new overnight visitors• Projects planned during off-peak times (November – April) and mid-

week will receive higher priority and consideration.• Multiple day or first time events/projects will be given preference.• Sustainability• Events are expected to be self-supporting after four years.• Current long-term funded events should expect to have funding

reduced by 25% annually. The exception to this would be for the event to make substantial changes/additions to qualify for extended funding.

There is no guarantee that all applicants will be awarded funding.Funding may

be awarded for less than the amount requested or not at all. Limited funds may not allow all projects to receive funding. Preference will be given to the projects that best demonstrate the criteria. Final decisions regarding awarding or not awarding grants are at the sole discretion of the HCTDA Board of Directors.

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PROGRAM GUIDELINES• Incomplete applications without the required documentation will

not be considered.• In the event that a request is turned down, the organization will

not be permitted to ask the TDA to reconsider its decision.• All material submitted as part of an application will be a matter of

public record, subject to Chapter 132. G.S. 132-1 of NC laws.• Each organization receiving funding must designate a project

coordinator. He or she will work with the TDA to ensure that all assistance and resources made available to the funding recipients are implemented.

• A final report is due within 60 days of the close of the project and it must accompany the Request for Reimbursement/Payment Form.

*The period of service for all submitted invoices & backup must fall within July 1, 2018 – June, 30 2019.

APPLICATION PROCESS• Attendance at the Partnership Workshop is mandatory for all

requesting agencies.• The online application is available at:

www.HaywoodTDA.com/partnership-funding

• Please send all applications to HCDTA c/o Laurie Muñoz at: laurie@visitnscmokies.com

• All requests for fiscal year 2018/2019 funding must be submitted online no later than 5:00pm, April 13th, 2018. Failure to meet the deadline will result in the application not being considered for funding.

• Applications will be reviewed and discussed by the Financial committee who will provide funding recommendations for consideration to the HCTDA Board at their May meeting.

• The decision of the HCTDA Board will be final.• The HCTDA Executive Director will notify you in writing within one

week of the HCTDA Board’s decision on funding awards.

Grant RequirementsIf the event/project receives funding from the HCTDA, we are a sponsor.

• Funding awarded for advertising & promotion must be used outside of a 50- mile radius of Haywood County (see included map).

• Organizations receiving 3% HCTDA funding for any project, must have a reciprocal link on the Event page of the project website

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to visitncsmokies.com. The title of the link must say “Plan Your Trip”. The consumer must be able to reach visitncsmokies.com in one click. This

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stipulation is applicable for all funding and must be visible. A link to the project/event website home page must also be provided in order for the HCTDA staff to perform random verification checks for a functioning visitnscmokies.com link on the project/event website. Those who fail to use the website as instructed will lose approved funding.

Payment Procedures

The organization must submit its payment request within 60 days of the ending project date noted on the application. The exception to this rule is if a project takes place in May or June the deadline for submitting a payment request is June 30, 2018. The payment request must reflect what you applied for on your application submission.

The payment request must be complete and include the following:

Completed Payment Request Form (payment will not be processed without this form)

• All applicable invoices• Tear sheet for print ads – must be the actual page from the

publication, not a copy• Screen shot of online ad – do not send this randomly, send

together with payment request.• A link to the project/event website home page for HCTDA staff to

perform random verification of functioning visitscmokies.com link to “plan your trip” on project/event website.

• Copy of television or radio ad or affidavit of script• Photo of billboard• Actual poster, flyer or brochure• If you have oversized items (i.e., signs, banners) please provide a

photo of the item

*Invoice should reflect what was applied for in the project

budget. Payment request must be submitted to:Laurie Muñoz Haywood County TDA 1110 Soco RoadMaggie Valley, NC 28751

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Stipulations• Failure to use funds as specified in the award letter will result in

nonpayment of the funding allocation.• Failure to submit the final report by the deadline is unacceptable

and may result in the denial of future funding.• Failure to include the HCTDA website as directed will result in non-

payment of the funding allocation.• Proof of advertising funds spent outside of a 50-mile radius as defined

in the guidelines must be included as part of the payment request. Failure to include this information may result in non-payment of the funding allocation.

Applicants who do not comply with all deadlines and procedures may be disqualified as eligible to receive 3% HCTDA funding.

Event Visitor Tracking FormThe Event Visitor Tracking Form is provided to the 3% funding recipient in order to further tourism research for Haywood County. Event visitor tracking for events/ festivals is MANDATORY and must be turned in with the Final Evaluation Report. Data may be submitted from survey apps if preferable.

Final Evaluation ReportThe final evaluation report is due within 60 days after the project has been completed. Failure to submit a Final Evaluation Report may exclude you from receiving funding. Please use the appropriate form. Final reports must be submitted with the last funding request submission and should be submitted to the attention of: Laurie Muñoz HCTDA1110 Soco RoadMaggie Valley, NC 28751

There is no grace period for the final report. The due date of the final report is the recipient’s responsibility to remember. The HCTDA does not issue reminders.

DEADLINE: All completed applications must be submitted to the HCTDA Office by 5:00pm Friday, April 13th, 2018.

Late applications will not be considered and absolutely no exceptions will be made.

Disclaimer: The Haywood County Tourism Development Authority reserves the right to accept or reject any application and award funding to the applicant(s) to

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whom in their consideration and consultation with the 1% Subcommittees, submitted the best application(s) and/or projects.

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Haywood County Tourism Development Authority 3% Partnership Funding

ProgramApplication

July 1, 2018 – June 30, 2019

_ _ For Profit Organization _ _ Not For Profit Organization

1) Name of Project:

2) Name of Applicant Organization:

3) Project Date(s):

4) Location of Project:

5) Project Manager:

6) Mailing Address:

7) City: State: Zip:

8) Telephone #: Fax #:

9) Email:

10) Federal Tax ID #:

11) Event Liability Insurance (if applicable): Yes No

12) Name of Carrier:

13) Project Description:

14) Describe the anticipated benefits to be gained from this project:

2

15) If this is a recurring project, what’s new about this project, or what are you doingdifferent?:

17) Describe how the project increases awareness of, or enhances Haywood County as a destination:

19) Describe how the effectiveness of the project will be evaluated:

20) Total TDA Dollars Requested: Total Amount of Match:

21) Have you received TDA funding in the past? Yes No

22) Has your organization been awarded funding in the past that was partially spent or not used at all?: Yes No

APPLICANT:I, hereby, certify that I have been provided a copy of the Guidelines of the HCTDA 1% Partnership Funding Program. I agree to comply with the policies therein as a condition of receiving funds from the Haywood County Tourism Development Authority. Failure to submit the Final Project Report within 60 days of the end of the project will result in disqualification for future disbursements.

Name:

Organization:

Signature of Organization’s CEO:

Date:

2018 - 2019HCTDA 3% Partnership Funding Project Budget

(Must be submitted with application)

Project Name:

Project Line ItemsMust list all items included in the complete budget for the project

Total Budget

For each Line Item

Requested TDA Grant

Funding Promotional

Requested TDA Grant

FundingTourism Related

Organization Match

(if applicable)

TOTAL

HCTDA 3% Partnership Funding REQUEST FOR PAYMENT FORM

July 1, 2018 – June 30, 2019

NOTE: Please provide one original copy of this form and all supporting documentation. Incomplete requests will cause a delay in the payment process. A completed Final Evaluation Report must be submitted with the final payment request.

PROJECT NAME:

ORGANIZATION:

AUTHORIZED CONTACT: PHONE :

MAKE CHECK PAYABLE TO:

ITEMS/VENDOR AMOUNT REQUESTED

TOTAL AMOUNT REQUESTED $

NOTE: Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above data is correct based on this organization's official accounting system and records, consistently applied and maintained, and that thecosts shown have been made for the purpose of, and in accordance with the terms of the HCTDA PartnershipFunding application. The funds requested are for payment of actual costs made during this time period.

Signature:

Title: Printed Name:

Date:

Failure to submit the Final Evaluation Report within 60 days of the end of the project will result in disqualification for future

HCTDA 3% Partnership Funding EVENT Final Evaluation Report

July 1, 2018 – June 30, 2019

Applicant Name:

Name of Project:

Date(s) of Project: Amount Awarded: $

Project Manager:

Address:

Phone:

Email:

1. Please provide a narrative in which you evaluate the results of the project.

2. Provide a summary of media exposure received as well as examples of promotional materials (if applicable).

3. Provide estimate of the following and explain how you arrived at these figures: Number of out-of-town overnight visitors Number of day-trippers Number of local participants Number of Room Nights

I certify that the above information is true and accurate to the best of my knowledge.

ProjectManager: Organization: Date:

Failure to submit the Final Evaluation Report within 60 days of the end of the project will result in disqualification for future

HCTDA 3% Partnership Funding PROJECT Final Evaluation

Report July 1, 2018 – June 30, 2019

Applicant Name:

Name of Project:

Date(s) of Project: Amount Awarded: $

Project Manager:

Address:

Phone:

E-mail:

Please provide a narrative in which you evaluate the results of the project including Return on Investment; County-Wide Impact; Duration of Impact and Sustainability of the Project.

I certify that the above information is true and accurate to the best of my knowledge.

Project Manager: Organization: Date:

Haywood County Tourism Development Authority 3% Partnership Funding Program

Visitor Tracking Form

# in Party Type of Accommodation

# of Nights Day-tripper Zip Code