Partnership Allocation Program GUIDELINES & APPLICATION

Transcription

1 Partnership Allocation Program GUIDELINES & APPLICATION Kawarthas Northumberland Regional Tourism Organization 8 Revised: April 19, 2016

2 General Program Overview The Kawarthas Northumberland Partnership Allocation Program was launched in April 2013 as an additional tool for Regional Tourism Organization 8 (hereinafter referred to as Kawarthas Northumberland ) to encourage partnerships, provide strategic coordination and leverage regional resources. The Program provides matched funding of up to $25,000, which is allocated from the Ontario Ministry of Tourism, Culture and Sport (MTCS). The Ministry s objectives in providing this opportunity are to: Enhance tourism across the province Support the RTO as a leader in regional tourism Maximize support for tourism at a regional level by encouraging strong partnerships, expanding the breadth and diversity of funding partners Encourage RTOs to engage industry partners to broaden their financial base to extend reach Support a coordinated approach that aligns planning, marketing, product development, investment attraction, and increased competitiveness of tourism across the province Assure the transparency and accountability of funding through the transfer payment agreement process To be clear, the Partnership Allocation Program is NOT a grant program. Please keep this in mind when submitting your application and corresponding with Kawarthas Northumberland. The Partnership Allocation Program is designed to assist Kawarthas Northumberland in delivering on their objectives. They will only enter into partnerships when projects align with their mandate and goals, target audiences, segments, and activities as outlined in the current Business & Operational Plan, which will be posted on rto8.com as soon as it is approved by the Ministry. The Partnership Allocation Program is also an opportunity for Kawarthas Northumberland to collect information that attempts to measure how successful the initiative has been as it relates to increasing tourism to the region. Some metrics to help measure this include: regional awareness, visitation, and tourist spending. The data collected from partners may then be aggregated with other data in the longer term to provide a clearer picture of the state of tourism within the region, informing future decision making. Partners must be prepared to commit to and follow through on the collection of jointly determined data related to the projects undertaken. The types of data that partners might be required to include in their final report to assess performance depends on the project and the objectives in question.

3 Program Objectives The Partnership Allocation Program is an initiative with an overall goal of making Kawarthas Northumberland a premiere travel destination. This can be achieved by: 1) Creating targeted innovative programs, research, packages and marketing tactics that directly generate awareness, interest and measurable tourism revenues by increased consumer purchases in the region 2) Extending the reach, breadth and depth of partner, Destination Marketing Organizations (DMOs) and Kawarthas Northumberland marketing efforts 3) Utilizing partner synergies to drive tourist across the region, extending length of stay and visitor spending Priority will be given to proposals that: 1) Support one or more of Kawarthas Northumberland s objectives 2) Promote overnight visits, increasing the length of stay 3) Include two or more partners that are financially committed to the project in addition to Kawarthas Northumberland 4) Have clearly defined and measureable goals Partner Eligibility Partnership Allocation Applications will be considered from DMOs, tourism operators, and municipalities with a role in tourism delivery services, within the geographical boundaries of Kawartha Lakes, Northumberland County, and the City and County of Peterborough. In order to be considered, businesses or organizations must be an established legal entity and be able to demonstrate the capacity (financial and otherwise) to execute the project in partnership. They also must have appropriate Commercial General Liability insurance, with Regional Tourism Organization 8 listed as an entity covered by the policy. Joint projects with other RTOs will be considered; however, each RTO has their own structure for Partnership Allocations. Partners may submit a maximum of 3 applications per organization; multiple Photography/Videography sessions may be submitted as 1 application.

4 Conditions of Partnership PROFESSIONAL DEVELOPMENT A representative of all eligible project partners will be required to complete the free Kawarthas Northumberland Service Excellence Dynamics online training program (1 hour online course) prior to project award and submit a copy of the Certificate of Completion to Kawarthas Northumberland. INCREMENTAL GROWTH The project/event/activity/initiative must be new or adding an enhancement or something incremental to an existing project/event/activity. Partnership Allocation cannot be used to fund something that is being (or has already been) done or that would happen without the support of the Program. Funding cannot be used to offset existing operational and marketing activities of the partner. FUNDING RESTRICTION / CRITERIA Kawarthas Northumberland is bound to the funding guidelines as set forth by the MTCS. First and foremost, the funds are only available to partners that are able to provide matching monies. The Ministry has the following definition of Partner: In the context of the funding model, partnership is defined as the agreement of the RTO to work with one or more entities on a specific project in support of the RTO s business plan. The RTO is the project lead and the partner contributions flow into the RTO they do not flow through to the partner(s). Partnership Allocation projects may receive up to 50% for their eligible project with a minimum contribution of $ and up to a maximum contribution of $25,000 from the Kawarthas Northumberland Partnership Allocation Program. Kawarthas Northumberland is accountable for all of the spending that takes place to support the project. Using checks and balances against agreed upon expenses, Kawarthas Northumberland pays all invoices associated with the project. Reimbursements to partners will not be issued. Kawarthas Northumberland is responsible for all procurement related to the project, and will adhere to Ministry of Tourism, Culture and Sport procurement policies. Partners may provide recommended suppliers for consideration. Please note that all paid work must be completed by third parties, and that suppliers must have a valid HST registration number and WSIB coverage, as required by provincial regulations.

5 Ministry Procurement Rules RTOs are expected to meet Ministry procurement guidelines as follows: Tendering for Goods and Services and Disposal of Assets 1. The Recipient will manage the Initiative wisely and prudently achieving value for money. 2. The Recipient will acquire all supplies, equipment and services, including any advertising-related services, purchased with the Funding through an appropriate competitive process. 3. Where the purchase price exceeds $5,000, the Recipient will, at a minimum, obtain at least three written quotes unless the Recipient can demonstrate that the supplies, equipment or services the Recipient is purchasing is specialised and is not readily available. 4. In carrying out a competitive process, the Recipient must: a. Develop a clear description of the product/service which includes sufficient details concerning the requirements; and b. Apply consistent, transparent and objective evaluation criteria. 5. The Recipient will not without the Province s prior written consent sell, lease or otherwise dispose of any assets purchased with the Funding, the purchase price of which exceeds $5,000. Procurement and project expenses/payment Partners may provide in-kind contributions to projects, but may not be reimbursed for project expenses, i.e., all paid work must be completed by third parties MTCS requires Kawarthas Northumberland to be responsible/accountable for administration of project funds. Kawarthas Northumberland cannot pay or reimburse the partner. Kawarthas Northumberland will invoice the partner for their contribution to the Partnership Allocation Project. Cheque payment is due upon receipt of the invoice (prior to the project commencing). All funds quoted include HST and so should your application and project budget. For example, if a minimum project contribution is $10,000, that includes HST There will be no reimbursement of payments made prior to the project start date. Supplier invoicing and payment cannot take place until all parties have signed the Partnership Allocation Agreement and conditions are met.

6 Kawarthas Northumberland will only fund items agreed to and specified in the approved budget. Changes to project deliverables and budget must be approved in writing by Kawarthas Northumberland prior to changes being made. All invoices must be addressed to Regional Tourism Organization 8 or RTO8 and submitted to admin@rto8.com or mailed to Regional Tourism Organization George Street N, Peterborough ON, K9J 3G6. Ineligible Costs 1. Grants and flow-through to other organizations; 2. Charitable fundraising; 3. Donations to political parties or lobby groups; 4. Capital expenses (except for wayfinding signage projects); 5. Prize money; 6. Expenses that do not relate directly to the delivery of the Partnership Allocation Agreement 7. Funding from Ontario government programs, such as Celebrate Ontario, or Ontario government agencies, such as the Ontario Tourism Marketing Partnership Corporation, or other RTOs; 8. In-kind donations 9. Funds used for advocacy work, fundraising, hiring a lobbyist, capital expenses, or as prize money; 10. Funds given to other organizations for operational funding, such as salaries and wages, or to a political party. ACKNOWLEDGEMENTS In entering into partnership with Kawarthas Northumberland, all recipients are required to acknowledge the support received with the use of: The Ontario Yours to Discover logo on all consumer related materials (such as consumer websites, social media sites, advertising campaign materials, brochures, videos, etc.) The Ontario trillium logo on industry related materials (such as industry websites, newsletters, training sessions and materials, image bank, reports, etc.) The Kawarthas Northumberland logo on all developed materials, both consumer and industry related The Kawarthas Northumberland logo with an active link to kawarthasnorthumberland.ca and the Ontario Yours to Discover logo will be included on partner websites for a period of one (1) year at minimum

7 Ontario Yours to Discover logo OTMPC has a logo for the Canadian (domestic) audience that is available in both English and French and a logo for international audiences. Versions of the Ontario Yours to Discover logo can be requested and downloaded for free from the OTMPC s image database at Low-resolution versions of the logo can be found using the search word logo. Higher resolution versions required for print must be ordered through the site and upon check out you will be asked to outline the purpose of its use. Ontario Trillium Logo When using the Ontario trillium logo please note the following: The Ontario logo should be used only as provided. The visual or structural relationship may not be changed in any way. There is no colour version of the logo. In most applications, the Ontario logo appears in a black against a white or light background. When accompanying other corporate logos, the Ontario Logo should be the same size. The two most commonly used recipient taglines are: Funded by the Government of Ontario or Funding provided by the Government of Ontario. Using a tag line is not a requirement. Kawarthas Northumberland Logo When using the Kawarthas Northumberland logo, the coloured version is preferred. However, for esthetic and design purposes, a black logo on a light background or white logo on a dark background may be considered. These versions of the logo can be provided by request by ing admin@rto8.com. Written approval of all Kawarthas Northumberland and Province of Ontario logo placements and acknowledgement of support is required prior to release. FINAL REPORT The Final Report will follow the guidelines/templates provided by Kawartahs Northumberland and will include but not be limited to: DMO/Partner to complete Final Report within 30 business days following the project/event/ activity Description of the activities linked to the Project Description as outlined in the Application

8 Proof of acknowledgment of Kawarthas Northumberland funding support Report on performance measures/metrics Final expenditures and revenues Explanation of variance between anticipated expenditures/achievements and actuals Copies of all advertising products produced using the funds, including hard copies of materials developed, URLs etc. Any other details that may be requested by Kawarthas Northumberland The DMO/Partner will not be eligible for future funding if no report is submitted. OTHER The DMO/Partner will permit Kawarthas Northumberland, if required, to verify/audit information submitted (at the discretion of the Province) to ensure that it is complete and accurate, and that funds were used for purpose(s) intended. Applicants should be aware that Kawarthas Northumberland, through funding agreements with the Province, is bound by the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.f 31, as amended from time to time, and that any information provided to Kawarthas Northumberland in connection with their application may be subject to disclosure in accordance with the requirements of that Act.

9 Partnership Priority Areas New for the fiscal year, Kawarthas Northumberland is implementing a more streamlined approach to the Partnership Allocation Program. This includes entering into partnerships that relate to specific priority areas, or focuses. The 2016/17 fiscal year will focus on supporting initiatives in the following areas: Experience Development/Enhancement External Marketing Translation Wayfinding Signage Memberships Attractions Ontario, Resorts of Ontario and Feast ON Photography/Videography The projects must align with Kawarthas Northumberland s focuses which include: Fishing and Angling, Culinary, Performing and Visual Arts, Trent-Severn Waterway, Trans Canada Trail, Cycling, the Butter Tart Tour, Craft Breweries, Indigenous Experiences, Canada s 150th Anniversary, and the Samuel de Champlain Route. EXPERIENTIAL DEVELOPMENT / ENHANCEMENT A key driver for the success of Kawarthas Northumberland and the tourist industry in the region is having marketable experiences that encourage tourists to come to the region, and return again and again. In order to have a thriving industry, Kawarthas Northumberland wants to help DMOs and tourism partners build unique and authentic experiences for the region that will increase visitation, length of stay and visitor spend. Preference will be given to projects that have two or more partners. EXTERNAL MARKETING To increase overnight stays and visitor spend within the Kawarthas Northumberland region, potential visitors need to know what we offer. Kawarthas Northumberland will work with DMOs and tourism partners to implement strong marketing campaigns directed at target markets within a 2 hour drive radius and Upstate New York. The Partnership Allocation will increase the ability to access digital and print advertising that may otherwise be cost prohibitive. TRANSLATION SERVICES To meet the needs of international visitor and enhance the accessibility of tourism-related online and print materials, Kawarthas Northumberland is offering a partnership opportunity to access translation services. This year, the focus will be on French, Mandarin and German.

10 WAYFINDING SIGNAGE With a goal of increasing tourism to the region, it is only logical to support visitor navigation of our communities once they arrive. Enhancing wayfinding signage will strengthen the tourist experience and encourage people to see more, do more, and stay longer. Kawarthas Northumberland will work with Municipalities, DMOs, and partners to develop tourism-related directional signage. MEMBERSHIPS In addition to projects that focus on marketing campaigns, Kawarthas Northumberland is also dedicated to building our critical mass in tourism-driven markets. This year, the focus will be on memberships for Attractions Ontario, Feast ON and Resorts of Ontario for eligible tourism partners. The deadline for expressing interest for the Attractions Ontario membership is December 15, This will allow partners to get the most benefit from this opportunity by commencing their year-long membership on January 1, PHOTOGRAPHY/VIDEOGRAPHY Enhancing available imagery to promote Kawarthas Northumberland and tourism partners is key for digital advertising and marketing campaigns. The Partnership Allocation will allow partners with an interest in tourism-related promotion to access high-quality photo and video production at a reduced cost. Application Process Please call Marie Lummiss at Kawarthas Northumberland ( ext. 103) to have a preconsultation prior to submitting your application. This will ensure your understanding of the Partnership Allocation Program and that your proposal meets eligibility requirements, etc. Applications must be completed on the template included in this package. They must clearly define project deliverables, roles, responsibilities, resource requirements, timelines and performance measures in addition to a detailed budget outlining all sources of funding and clearly indicate which expenses are part of the Partnership Allocation project. Partners must thoroughly review Guidelines and Application. Signing the application signifies that the applicant has read and understands all of the information, requirements and responsibilities outlined in the documents. Partners/DMOs must complete and submit their Partnership Allocation Application and Partnership Allocation Budget to admin@rto8.com. Please also include a scanned copy of the final signature page.

11 Applications are reviewed by Kawarthas Northumberland staff to ensure completeness and that it aligns with Kawarthas Northumberland s strategy. Final approval of Partnership Allocation projects will be made by Kawarthas Northumberland s Board of Directors. Partners will be contacted immediately upon approval of their project and a meeting will be scheduled to go over the Partnership Allocation Agreement contract details, budget, and project requirements. The Partnership Allocation Agreement will outline the initiative s terms and conditions and requires signatures by all parties among other things the agreement outlines: o Project timelines which must be adhered to (all projects must be completed by March 1, 2017) o Performance measures and expectations o Acknowledgement of Kawarthas Northumberland and Province of Ontario support o Completion of final report outlining performance measures and outcomes within 30 days of project completion. Applications will be accepted on an ongoing basis until January 1, 2017 (unless otherwise indicated), or until all funds have been allocated. STANDARD CONDITIONS The signed Partnership Allocation Agreement and a cheque for the partner s portion of the partnership is required within 30 days of the project s approval, and prior to any work commencing. Confirmation and proof of insurance requirements (if applicable) need to be place before funds are released. DMO/Partner applications must clearly disclose if the proposal will benefit any private business interests of any Kawarthas Northumberland Board, Committee members or staff. Applications require full disclosure of all other funding granted to the initiative. Partners are not able to use Ontario grants to fund their portion of the Partnership Allocation Program (Celebrate Ontario, TIPP, TEMP, EODF, TDF grants).

12 Partnership Allocation Program Application Please fill out the application in a Word Document. the final Word Document, a scanned copy of the signed final page, and your completed Partnership Allocation Budget spreadsheet to admin@rto8.com. PROJECT NAME PRIORITY AREA PROJECT DATE(S) APPLICANT (for multiple partners, please identify lead partner here and include details of additional partners below) LEGAL NAME OF ORGANIZATION ADDRESS LEAD CONTACT PERSON TELEPHONE NUMBER FAX NUMBER ADDRESS DMO/DMP/MUNICIPAL PARTNER FUNDING AMOUNT TO BE CONTRIBUTED BY PARTNER FUNDING AMOUNT TO BE CONTRIBUTED BY KAWARTHAS NORTHUMBERLAND TOTAL PROJECT BUDGET Be sure to include completed Budget Excel document with your submission. PARTNER CONTRIBUTIONS - Outline partner information and mutual partnership benefits. List all other partners contributing to the proposal and note what their contribution is to the overall project, including in-kind contributions. Experience Development/Enhancement External Marketing Translation Wayfinding Signage Memberships Photography/Videography $ $ $

13 DISCLOSURE OF OTHER PROVINCIAL FUNDING TARGET SEGMENTS / MARKETS / ACTIVITIES Check all that apply Target Segments: Connected Explorers Nature Lovers Outgoing Mature Couples Family Memory Builders Target Markets: Toronto / GTA Kingston Hamilton and Surrounding Area Ottawa and Surrounding Area Upstate New York Other Region(s) Please specify: Target Activities Fishing / Angling Visual / Performing Arts Culinary Trent-Severn Waterway Trans Canada Trail Cycling Butter Tart Tour Craft Breweries Indigenous Experiences Canada s 150 th Anniversary Samuel de Champlain Route Project Overview Provide a full description of the project and what success/benefits will look like upon completion of the project. Please explain the incremental nature of the project What is new or what enhancements do you want to do? (i.e. it is not something that would have happened without the support of the Partnership Allocation Program)

14 What do you see as the key activities and critical deadlines (milestones) of the project? Keep in mind that a third party will be conducting the work required. Goals and Objectives Please state all the relevant goals and objectives of the project and provide baseline performance data against which to evaluate (e.g. increase visitor spending, visitations, etc.) What is the economic benefit of this initiative upon successful completion? Is this a region-wide initiative or a local initiative? Indicate how your organization will evaluate the success of the project What S.M.A.R.T. (Specific, Measureable, Attainable, Relevant, Timely) performance measures will you use to determine if each of the goals and objectives above have been met? Examples: # in attendance and variance from the previous year s event # of overnight stays/bookings and variance from the previous year s event # of referrals to tourism partners # of hits on the website directly related to the project # of inquiries - by phone, by , through social media channel (which will be measured!) # of new partners engaged Evaluation ratings Marketing Plan Recognition How will Kawarthas Northumberland and the Province of Ontario be acknowledged / recognized? Please list all communication initiatives where the logos will be used, i.e., print media, website, video credits, etc. Partner Organizational Capacity Please provide background to demonstrate you capacity in the following areas: relevant experience to participate/execute this project stable financial position access to accounting and legal services and advice management capability to carry out project with an acceptable level of risk internal plan for ensuring project s success experience in developing/tracking/reporting on performance measures

15 sustainability plan for the project after completion of this phase (financial, engagement, risk management) Preparation Please confirm the following: All applicant partners are united on goals and objectives One organization will be responsible for representing the group and will be the lead organization for all contact Partner(s) will acknowledge Kawarthas Northumberland s and the Ministry s support by displaying the Kawarthas Northumberland logo with an active link to kawarthasnorthumberland.ca and the Ontario Yours to Discover logo on their website for a period of one (1) year at minimum Disclosure and Release Statement 1. We ( we refers herein to the Partnership Allocation Applicant ) hereby certify that the information shown in this Kawarthas Northumberland Partnership Allocation Application is a complete and true declaration. 2. We confirm that if any statement we have made herein or in accompanying materials proves to be incorrect in any way or requires changes to the original application, we shall notify Kawarthas Northumberland. 3. We understand that additional information in support of this application must be supplied to Kawarthas Northumberland, if requested and reasonable, before adequate consideration can be given to this application. 4. We authorize Kawarthas Northumberland to retain this Partnership Allocation application and any related reports for Kawarthas Northumberland s records and reporting to Ministry of Tourism, Culture and Sport (MTCS) which oversees Kawarthas Northumberland. We acknowledge that, as the operation of Kawarthas Northumberland is financially supported by the Province of Ontario, representatives of MTCS are permitted access to the files of Kawarthas Northumberland for monitoring and evaluation purposes and that we may be contacted, as the applicant, by representatives of MTCS, and that such information as is acquired by the Ministry and Kawarthas Northumberland will be treated as confidential. 5. We understand that Kawarthas Northumberland will handle our personal information in strict confidence in accordance with the Federal Privacy law. 6. We understand that the terms and conditions of any Kawarthas Northumberland Partnership Allocation financial contribution which may be authorized will be set forth in a Partnership Allocation Agreement/Contract, with which we must be in agreement and must acknowledge our acceptance. 7. We acknowledge that we are jointly responsible for the success or failure of the project, and that any information which is provided to us, as the applicant, by representatives of Kawarthas Northumberland, is for our understanding only. It is our responsibility, as the applicant, to verify the accuracy of such information or to seek additional information concerning any aspects of our proposed project. 8. We further agree to hold Kawarthas Northumberland harmless and hereby release and discharge Kawarthas Northumberland from any actions, damages, claims, or

16 demands which may arise, directly or indirectly, as the result of any act or omission by Kawarthas Northumberland in providing information to the applicant, and to indemnify Kawarthas Northumberland from any such actions, damages, claims or demands which might be suffered by the applicant in connection with any such information. 9. We understand and consent to Kawarthas Northumberland communicating our role and accomplishments of our project, if we are successful in obtaining Kawarthas Northumberland Partnership Allocation financial contribution which may or may not include personal information, such as the name of the Applicant. The undersigned certifies that they have read, understand and agree to the program guidelines, and that all information provided in support of this Partnership Allocation Application is true and complete. The source of funds to be contributed to the project and the proposed expenses included in the accompanying Partnership Allocation Budget are consistent with all program guidelines. Name Signature Organization Date