FY18 Cultural Tourism Marketing Grant Program Administered on behalf of Leon County

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1 FY18 Cultural Turism Marketing Grant Prgram Administered n behalf f Len Cunty Questins? Cntact Dr. Kevin Carr, Grants Prgram Manager kevin@tallahasseearts.rg

2 Purpse: The COCA Cultural Turism Marketing Grant will help t shwcase ur area s arts, cultural, and heritage prgramming and will highlight ur vibrant and diverse cultural cmmunity. COCA is cmmitted t the cncept f #theartslivehere, prmting the spectrum f prgramming ffered t ur lcal arts cmmunity, fr residents and turists alike. The gal f the Cultural Turism Marketing Grant Prgram is t increase the visibility and awareness f arts and cultural rganizatins in Len Cunty and t psitively impact turism revenues. Applicants shuld develp, implement, and evaluate marketing and prmtinal initiatives t effectively attract travel and turism t Len Cunty s visitrs, as well as residents, can engage in arts and cultural presentatins and activities. Applicants must establish quantifiable bjectives and cnduct a prgram evaluatin t assess the effectiveness f the prgram. Marketing initiatives shuld raise the verall awareness f Len Cunty as a branded destinatin. Grant Prgram Timeline: Release f Grant Guidelines Grant Applicatin Deadline Grant Panel Review Meeting All grant funds must be spent by Final Reprt Deadline July 19, 2017 August 18, 2017, 5 PM September 15, 2017 August 31, 2018 August 31, 2018, 5 PM

3 Eligibility Requirements 1. Grant funds must be used fr marketing f arts and/r cultural rganizatins, prgrams, and/r venues t residents utside f Len Cunty. Eligible events, prgrams r venues must be pen and accessible t the general public. 2. Organizatin must have arts and/r histry as its primary purpse. 3. Organizatin must either be classified by the IRS as a 501(c)3 with a gverning Bard f Directrs that meets regularly and perates under a set f by-laws, r as an rganizatin wrking under the FEID number f a part f the State f Flrida, Flrida State University, Flrida A&M University, r Tallahassee Cmmunity Cllege. 4. Organizatin must have been prviding prgramming fr at least tw fiscal years. 5. The prmted prgram(s) must take place in Len Cunty. 6. Organizatin must demnstrate cmmitment t and plan fr accessibility fr peple with disabilities and cmpliance with ADA. 7. Use f funding fr the Cultural Turism Marketing Grant must be in accrdance with all Flrida state statutes cncerning the use f bed-tax funding as stated belw: T prmte and advertise turism in the State f Flrida and natinally and internatinally; hwever, if tax revenues are expended fr an activity, service, venue, r event, the activity, service, venue, r event shall have as ne f its main purpses the attractin f turists as evidenced by the prmtin f the activity, service, venue, r event t turists; (Flrida Statutes125.5(a)(3)). 8. Grantees must spend all grant funds by August 31, 2018 at 5pm. Any undcumented r unused expenses must be repaid t COCA by August 31, Organizatins wh fail t repay unused r undcumented grant funds will be ineligible t receive future COCA grant awards. 9. Each rganizatin may request n mre than $3, Grantees must prvide receipts fr all marketing-related expenses in their final reprt. 11. Grantees must prvide prf f implementatin/final reprt t COCA n later than August 31, Grantees wh fail t prperly dcument expenses r t submit reprts at the apprpriate deadline will have 5 technical pints deducted frm the next grant applicatin submitted t COCA. Organizatins wh fail t repay unused r undcumented expenses will be ineligible fr all COCA grant prgrams until they are in cmpliance with these grant guidelines.

4 13. Organizatin must include lgs fr COCA, Visit Tallahassee, and the City f Tallahassee, alng with the Len Cunty seal in all grant-related visual marketing materials (nline, print and media). All grant-related marketing materials must be submitted t Kevin@tallahasseearts.rg fr apprval by Len Cunty administratin prir t publicatin, disseminatin, r release t the public. 14. Organizatin must include lgs and hyperlinks t COCA and Visit Tallahassee n their websites. 15. Applicants are encuraged t attend a Cultural Turism Marketing wrkshp r attend a persnal cnsultatin with COCA s Marketing Directr. 16. Applicant may nt request funding fr the same expense item in bth the COCA Cultural Turism Marketing Grant and the COCA Cultural Grant Prgram applicatins. Hw much funding can my rganizatin receive? Each eligible rganizatin can apply fr and receive up t $3,000. Hw can the grant funding be spent? Funding must be spent t prmte and advertise turism-related arts r cultural events in Len Cunty. Examples f eligible pprtunities may include, but are nt limited t: Media Placement and Prductin (Print, Online, Bradcast, and Radi) Printed Materials Tradeshw Registratin Fees and Bth Rentals Vide/CD-Rm/DVD prductin Public Relatins/Media Cmmunicatins Prmtinal Items Website Develpment Graphic Design Sme examples f eligible advertising and prmtinal mediums include: Radi, newspaper, r magazine advertisements that will reach utside f Len Cunty market (Suthern Living, USA Tday, etc.) Outdr billbard placement (utside f Len Cunty) Online advertisement and/r prmted psts (YuTube, Facebk, etc.) Advertisement with lcal media utlets with reach utside f Len Cunty (Tallahassee Demcrat, WFSU, Tallahassee Magazine, etc.) Advertisement in trade publicatins r jurnals Website Flyers and/r brchures (fr distributin utside f cunty r visitrs t Len Cunty). When can grant funding be spent? All grant funding must be spent during the grant perid: Octber 1, August 31, What expenses are nt eligible fr funding? 1. Prject activities that d nt meet the eligible uses f the Flrida Statutes 125.5(a)(3). 2. Existing deficits 3. Lbbying

5 4. Educatinal cnferences, advcacy prgram and membership dues 5. Travel expenses, including accmmdatins and nn-public relatins r marketing related transprtatin (Travel t and frm meetings will nt be reimbursed) 6. Emplyee salaries 7. Fd r alchlic beverages 8. Expenses assciated with prgrams utside f Len Cunty 9. Prjects r events that are extensins f training r academic prgrams 10. Schlarships, awards r cash prizes 11. Benefits, galas and prjects planned primarily fr fundraising 12. Lans, interest n lans, fines, penalties, csts f litigatin r items fr resale 13. Prblems that result frm inadequate planning r budgeting r unsuccessful fundraising 14. Prjects r activities which have a primary purpse that is religius. Religius rganizatins r grups clsely affiliated with religius rganizatins may receive funding if all the fllwing cnditins are met: a. The funded prgram has a secular purpse b. The primary effect f the funded prgram des nt advance r inhibit any religin r religius activity c. The activity is pen and advertised t the general public 15. Office supplies r administrative csts nt directly affiliated with grant prgram 16. Equipment (except rental csts directly affiliated with the funded prject r prgram) 17. Capital building expenses 18. Meals, refreshments and/r catering expenses Hw t apply: 1. Applicants are encuraged t attend a Cultural Turism Marketing wrkshp, r, if unable t attend, t schedule a marketing meeting with COCA s Marketing Directr, Erica Thaler. 2. Applicants must submit the applicatin frm t COCA by 5 PM August 18, Applicants must submit ne electrnic cpy and ne paper cpy f the cmplete applicatin. 3. Grantees must submit a final reprt which will include an itemized media invice (and receipt) reflecting date, descriptin, and dllar amunt f all marketing-related expenses by August 31, Applicants must als return any unused r unreprted funds t COCA by August 31, At the time f their final reprt, applicants must submit prf that the prject was implemented. Dcumentatin can include any f the fllwing: Original ad placement tear sheets fr print advertisements Bradcast lg reprts indicating actual bradcast times and dates Screenshts fr nline banner advertisements Billbard phtgraphs shwing cntent Hw will applicatins be scred? Hw will funding be awarded? A panel f 3 vlunteer panelists will independently review and scre each applicatin. Applicatins will be evaluated n a series f criteria (see rubric belw). Applicatins will be ranked accrding t the ttal average f panelist scres. Funding will be disbursed accrding t ranked scre.

6 What is the scring rubric? The fllwing criteria will be used t evaluate grant applicatins. 1. Cmpleteness, and excellence f marketing grant prpsal 20% 2. Prpsal will enhance the rganizatin s marketing effrts and missin 20% 3. Event, venue r prgram represents and helps t prmte Len Cunty as a desirable turist destinatin 20% 4. Organizatin has an effective plan t track results f marketing effrts thrugh audience surveys and/r ther methds 20% 5. Organizatin has a strng and effective marketing plan 20% Applicants will receive a scre f 1 (pr) 5 (excellent) in each f the categries described abve. Each f the panelist s scres will be averaged tgether t prduce the final, ranked scre which an applicant receives. The highest pssible scre an applicant can receive is 25. Hw will funding be allcated? Applicants will be recmmended fr funding based n their scre. Applicants can receive a maximum scre f 25. Belw is the funding frmula used t determine the recmmended maximum funding fr requests. Keep in mind, these frmulas are guidelines, nt guarantees. They may require adjustment at the discretin f COCA s Bard f Directrs in respnse t changes such as lcal gvernment funding f the grant prgram. Applicants wh receive an average scre f will be recmmended fr 100% funding. An average scre f will be recmmended fr 90% funding. An average scre f will be recmmended fr 85% funding. Applicatins which receive an average scre belw 10 will nt be recmmended fr funding. Available funding will awarded beginning with the highest average scre and cntinue, frm highest t lwest average scre, until it is n lnger pssible t fund the next highest-scring prpsal at the frmula level due t exhaustin f funds. The remaining funds will be allcated t the next highest scring prpsal. (If this amunt is insufficient t carry ut the prpsal, the applicant may decline the funding, and the remaining funds will be given t the next applicant n the ranked list f funding prpsals). In the case f a tied scre, the rganizatins with identical scres will be awarded the full amunt f their recmmended funding until all available funding runs ut. In the case f a tie when available funding runs ut, then the rganizatins with an identical scre will share the remaining funds evenly. What happens after yur grant request is apprved? Once COCA has received the signed agreement frm the applicant, prcessing f the grant award begins. The award is paid ut in ne, single installment after receipt f the signed grant

7 agreement. The tentative date fr release f marketing grant funds is apprximately Octber 15, Final Reprt: The grantee is required t submit a Final Reprt summarizing the cmpleted prject and detailing the use f the grant funds. Fr each expense, cpies f invices r receipts and cancelled checks are required as dcumentatin fr the grant amunt spent. Appeals Any applicant wishing t appeal the utcme f panelist funding recmmendatins may file a letter f appeal within 72 hurs f final ntificatin f the grant awards. Please limit the appeal request t a tw-page letter and must include dcumented evidence that yur request was denied based n grss miscnduct, errr, r misinterpretatin. Appeals will be reviewed by COCA s Bard f Directrs. In additin, suggestins regarding the grant prgram s plicies and guidelines are welcmed year rund. The grant prgram is reviewed annually with cllabratin f a public task frce and all applicants are encuraged t participate in the prcess. Questins If yu have any questins abut these guidelines, the applicatin prcess, r anything related t the Cultural Turism Marketing Grant Prgram, please dn t hesitate t cntact COCA s Grants Prgram Manager, Kevin Carr, at r via at kevin@tallahasseearts,rg.

8 Cultural Turism Marketing Grant: Certificatin Page Name f Organizatin Amunt Requested Name f Organizatinal Cntact Cntact Cntact phne number Is yur prgram and/r venue accessible and ADA cmpliant? Yes N Eligibility Checklist: My rganizatin is a 501c3, nt-fr-prfit, r perates under the FEID number f a part f the State f Flrida, Flrida State University, Flrida A&M University r Tallahassee Cmmunity Cllege. My rganizatin has arts and/r histry as its primary purpse. My prgrams take place in Len Cunty. My rganizatin has been prducing prgramming fr at least tw cmplete fiscal years. My event/prgram/venue is pen and fully accessible t the public and is cmpliant with ADA regulatins. My rganizatin has nt applied fr, and is nt currently receiving, funding frm Len Cunty r the City f Tallahassee in FY18 fr the marketing expenses items described in this applicatin. Certificatin By submitting this applicatin, I certify that I am the authrized fficial r a delegated representative f the applicant and that the infrmatin cntained in frm is true and accurate t the best f my knwledge. Further, I certify that my rganizatin meets all f the stated requirements in the eligibility checklist listed abve. Signature: Date: Print name: Title:

9 FY18 Cultural Turism Marketing Grant: Applicatin Please answer each f the fllwing 6 questins. All questins belw must be answered in rder fr yur applicatin t be cnsidered fr grant funding. Yur cmpleted answers may nt exceed 6 ttal pages, and may nt include any images, media, r ther graphic design. Applicatins may be submitted as a PDF r Wrd dcument. Applicants must submit ne electrnic cpy and ne paper cpy f bth their applicatin and their signed certificatin page by 5PM n Mnday, August 15, Briefly describe yur rganizatin. 2. Hw will yu use the Cultural Turism Marketing Grant funds? 3. Hw will yur prpsal enhance yur current marketing effrts and rganizatinal missin? 4. Hw des yur rganizatin s event, venue r prgram(s) help t prmte Tallahassee/Len Cunty as a turist destinatin? 5. Hw will yu measure the success f this marketing prpsal? Please include an evaluatin plan fr yur marketing campaign. 6. Please prvide a detailed descriptin f yur rganizatin s marketing plan (beynd just this prpsal).