This Document Sets Forth

This document sets forth Guidelines, Criteria and Application For Requesting Tourism Development Funds from the

City of Columbia - Convention & Visitors Bureau Tourism Development Program For ADF: Attraction Development Fund

The Tourism Development Program is made possible by Columbia’s lodging tax. The intent of the Attraction Development Fund (ADF) is to provide funding for the development and/or enhancement of attractions that increase the economic impact of tourism in Columbia and have substantial potential to generate overnight visitation. All applicants must meet and follow the Guidelines & Criteria set forth for each fund.

Applications to the Attraction Development Fund may be submitted anytime during the year. Applications will be reviewed during the next available scheduled CVB Advisory Board meeting. These meetings are held on the last Monday of the month, unless otherwise posted. NOTE: Applications MUST be received at least TWO WEEKS before the scheduled Board meeting and at least 120 days prior to the start of the scheduled project initiation date in order to be considered for funding.

After the CVB Board has reviewed the application and voted on a recommended funding amount, the City Council will have final approval. Council meetings are held on the first and third Mondays of each month.

Applications may be mailed, hand delivered, or emailed to: Julie Ausmus, Tourism Development Program Manager, Columbia Convention and Visitors Bureau, 300 South Providence Road, Columbia, Missouri 65203. [email protected]

 1 All materials submitted with proposals will become a matter of public record, open to inspection by any citizen, under RSMo Chapter 610.

Questions? Contact Julie Ausmus at 573-441-5573, or [email protected]

GENERAL GUIDELINES City of Columbia – Convention & Visitors Bureau Tourism Development Program ATTRACTION DEVELOPMENT FUND

ELIGIBLE APPLICANTS:

A Not-For-Profit Corporation or Organization;

A For-Profit Business;

City, County, State or Federal Government.

ELIGIBLE PROJECTS & ACTIVITIES: Capital projects: land acquisition; construction; renovation or acquisition of buildings. Permanent exhibit installations where the exhibit is part of an attraction that already meets the ADF guidelines and here the addition of the exhibit would significantly enhance the attraction’s ability to draw overnight visitors. MATCHING FUNDS: In no case shall matching funds be less than 50% of the total project for which application has been made. In no case shall matching funds be less than 75% of the total project for which application has been made if applicant is a for-profit business.

Matching funds may not come from funds used to match any other grants. Matching funds must be irrevocably obligated to the specific project for which applicant has requested funding.

OTHER REQUIREMENTS:

1. Attraction Development Funding shall not constitute more than 50% of the amount of actual expenditures for a single project. No contract may exceed total, available ADF funds.

2. Funds will be dispersed as invoices for approved project expenditures are received. Expenditures listed on invoices submitted for reimbursement must correspond to expenditures listed on the ADF application. Any deviation must be explained in a memo attached to the invoice and subsequent payment. Include copies of original vendor invoices showing costs incurred the check number and date of check corresponding to the invoices, shall be submitted to the CVB with the request for

 2 reimbursement.

3. No project, for which funding has been requested, shall be initiated prior to the City Council approval of funding and the Convention & Visitors Bureau’s receipt of a signed contract.

4. All funded projects must be either within the city limits of Columbia or no greater than one mile outside the city limits.

5. The applicant will be responsible for submitting quarterly reports beginning with the first quarter following the approval of ADF funding. The quarterly report schedule is as follows: October 1 through December 31; January 1 through March 31; April 1 through June 30 and July 1 through September 30.

6. Quarterly reports must be submitted even if no expenditures were incurred during the reporting period. Once the project is complete, notification should be on the next scheduled quarterly report. Failure to submit quarterly reports on a timely basis may result in a reduction of funding and/or a reduction in evaluation scoring on future requests for ADF funds. Post Event Summary reports are due 90 days after your event ends. Failure to submit the report within the 90 days or submitting with incomplete information may affect funding of future applications. (See attached form.)

7. Funded projects must acknowledge the City of Columbia Convention and Visitors Bureau as a sponsor of the project. All construction related projects funded through this program must include a sign displayed at the project site stating, “This project made possible, in part, by the City of Columbia’s Tourism Development Program.”

8. For the duration of the contract period, the project shall prominently acknowledge the participation of the City of Columbia Convention and Visitors Bureau in all press releases, publications and promotional material presented to the media or otherwise disseminated or published concerning the project. Failure to comply with this requirement may affect applicant’s funding.

 3 CHECKLIST AND GENERAL INSTRUCTIONS City of Columbia – Convention & Visitors Bureau Tourism Development Program ATTRACTION DEVELOPMENT FUND

Please review your proposal and assure that all required documents are included and you have complied with all requirements. Any omission could disqualify your proposal.

Complete each item of each applicable section of the proposal. DO NOT SKIP ANY INFORMATION WHICH APPLIES.

Have the Chief Official of your organization sign the proposal in BLUE INK.

Submit an original and one copy with all supporting documentation listed below.

Proposals should include copies of: Charter, Articles of Incorporation, By-laws. IRS Determination Letter of non-profit status, if applicable. List of current Officers and Board members and terms. Copy of financial statement of your most recent fiscal year. Copy of the Proposed Budget for the attraction. Letters of commitment from co-sponsors, if applicable.

 4 FY2017 ATTRACTION DEVELOPMENT FUND APPLICATION City of Columbia – Convention & Visitors Bureau Tourism Development Program

Applications must be typed. Project Title: ______

Applicant Organization:______

Anticipated Start Date _____/______/______Completion Date ______/______/_____

Attraction Location______

Total Attraction Cost ______Amount Requested______

Describe how the funds will be used: ______

______

Last Fiscal Year Current Fiscal Year Next Fiscal Year Organization’s Operating Income ______Organization’s Operating Expenses ______

 5 Did you submit a draft application for early review by CVB staff? Yes No Did you meet or correspond individually with CVB staff about your application? Yes No Have you received tourism development funds before? Yes No If Yes, how much and when? ______

Please include the Narrative in your Application: 1. Project Description - Describe the proposed project clearly and concisely. If the project to be funded is a component of an attraction rather than the entirety, please first describe the attraction and follow with a description of how the funded component will enhance it.

2. Indicate the proposed or current location of the attraction and indicate the months, days and hours of operation.

3 Provide a detailed budget for the specific project for which funding has been requested.

4. Describe how the project has substantial potential to increase overnight visitation, length of stay and tourism expenditures.

5. Describe the methods used to track the success of the project. Methods must address tracking of overnight visitation, length of stay and tourism expenditures.

6. Describe the current or proposed marketing efforts for the attraction as well as proposed plans to market the attraction outside a 50 mile radius of Columbia.

7. Provide a detailed first year proposed budget, staffing and operational plan or provide copies of current budget, personnel and operations overview. If your application is for attraction enhancement, explain how the enhancement will impact budget. 8. List all sources of current funding and corresponding amounts, including in-kind. Documentation for loans must include commitment letters from financial institutions specifying the loan amount, specified term, conditions and affirmation of loan approval.

9. List all sources of pledged funding and anticipated date of receipt. Include in-kind. Pledges over $10,000 must include documentation of financial assets necessary to honor the pledge and a commitment letter. The City of Columbia reserves the right to audit documentation (letters of commitment, pledge forms, etc.) for all other pledges. Applicants must provide information on the methods used to document and record pledges.

1 For land and/or building acquisition, an appraisal performed by a Member of the Appraisal Institute (MAI) and 0. a copy of the purchase option or agreement must be provided.

1 For building construction or renovation, copies of contractors’ bids must be submitted on bidders’ letterhead. 1. 1 Include research on similar attractions in Missouri or other states. 2. 1 Show how the proposed attraction or enhancement will complement existing tourism efforts, address an unfilled 3. niche in the market or open a new visitor market.

1 Provide a list of time lines for major project milestones and/or activities including the start and end dates.

 6 4.

SIGNATURE/DISCLAIMER

We, the undersigned, hereby certify that we have read and understand the Tourism Development Attraction Fund Program Policies and Procedures and that all information included with our application is true and correct. We do hereby agree to submit all financial documentation regarding ADF expenditures as required.

______Applicant Authorized Signature Date

Print Name:

Title:

 7 Phone: Email:

Name of Primary Contact & Email: (if different than above):

Legal name of Organization:

Name of Organization President/or Chair of Board:

Address:

Phone:

Email:

Web Site:

Federal ID Number (required):

This organization is: Independently chartered □ Private □ Non-Profit □ Other (please describe) □ :

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