MAPP SUBMISSION FORM
PLEASE READ THIS FORM IN ITS ENTIRETY AS IT CONTAINS NEW INFORMATION: The Tourism Commission voted that, if each of the following items is not complete and included in your submission, it will prevent your application from being considered. You will be notified ahead of time that you will not need to attend the MAPP Committee and Tourism Commission meetings in order to represent your application. The following must be complete and included in your submission:
MAPP Submission Form MAPP Application Form with signed Certification Page Media Breakout Form Partner Breakout Form Tracking – If you’ve had any MAPP project within the last three years Up to 5 pages of tracking back-up Applicant Disclosure - signed Partner Disclosures for each partner – signed Applicant Organization (REQUIRES COMPLETE NAME):
Date (must follow established deadlines – fax to 304-558-4893, hard copy acceptable, email by prior instructions and permission only - See wvtourism.com and click on Industry Info/MAPP for complete deadline info.):
Please check off the following and submit with your application:
This submission includes:
MAPP Submission and Application Form (REQUIRED)
Media Breakout Form (REQUIRED)
Partner Breakout (REQUIRED)
Tracking Survey plus Back-up (REQUIRED). A Tracking Survey is required for all completed MAPP projects. If you have had a MAPP project within the past three (3) years, the tracking survey for the most recently completed award, plus no more than 5 pages of back-up must be included with this application. If the Ending Project Date from your last award, including any extensions, has not passed by the time this application is submitted and your project is not yet complete, please provide tracking from the prior year. Tracking should only be filed ONCE, when your project and all results are complete.
Up to 5 pages of tracking back-up.
Applicant Disclosure and Participation Verification and Certification form (REQUIRED) – Needs to also disclose any overlap (Are any members of the applicant organization also board members for any of the partners or vice versa?) between the applicant organization and all partners under Bullet Point #3 of the Applicant Disclosure form. If there is overlap, it will also need to be noted on the Partner Disclosures of those concerned under Bullet Point #2.
Partner Disclosures and Participation Verification and Certification forms for each of your partners (REQUIRED) – Needs to also disclose any overlap (Are any members of the partner organizations also board members for the applicant?) between the partner organization and applicant under Bullet Point #2 of the Partner Disclosure form. If there is overlap, it will also need to be noted on the Applicant Disclosure. If
1 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 MAPP SUBMISSION FORM, Continued
the partner contribution is $0, the partner only needs to fill out a Disclosure Form when there is overlap between the applicant organization and that partner for which the overlap occurs.
CVBs Only – We confirm that our organization is accredited by the West Virginia Association of Convention and Visitors Bureaus (REQUIRED).
Please also confirm the following (REQUIRED):
I am currently registered as a Vendor with the State of West Virginia. Vendor Registration is required in order to receive an award. Any Questions? Call the MAPP Office at the number listed on the bottom of this page, before you submit an application.
The applicant organization as listed within this application is registered on the Secretary of State’s website at: http://apps.sos.wv.gov/business/corporations/ If the applicant organization has a different name than the parent organization listed on the Secretary of State’s website – you must register a DBA for the applicant name which appears on this application. Please list the full name of your organization EXACTLY as it appears on the Secretary of State’s website along with any applicable DBA on this application. (Using your complete name EXAMPLE: West Virginia Velociraptor Expeditions, Inc. dba Ron’s Raptor Resort) Please note, municipalities, county commissions, and sole proprietorships are the only organizations not required to register. Should you have any questions about registering, please call the Secretary of State’s office at 304-558-8000.
Are you receiving any other state or federal funding for this project? YES NO If YES, please list and include a brief explanation of how the dollars are being utilized:
Does the Applicant Organization or any other businesses owned by representatives of the Applicant Organization receive any state or federal funding? YES NO If YES, please list and include a brief explanation of how the dollars are being utilized:
All applicants are requested to order and make available at no cost to visitors and in lodging rooms (where applicable) the current State Travel Guide. If this application is approved, the Contact Name to receive Travel Guide deliveries is: at the following address: Please also list contact information for this person (including telephone number and email address): All applicants are also requested to keep listings on the Division of Tourism’s website current and accurate.
All Applications must be received in complete form by the deadline. Submissions must be accurate and complete (including all forms, pages, media information, signatures, tracking, disclosures, web vendor outlines, etc.) and in accordance with the information requested within the total application, as well as this submission cover page. If applications are found by the Division to be incomplete or not in conformance with the Legislative rule, the applicant will be notified that the application is incomplete and you may resubmit at the next 6-month deadline.
Please Note: Applicants to the Matching Advertising Partnership Program (MAPP) MUST be in attendance and prepared to present their projects, explain how MAPP funding will impact their community and answer any questions when the application is presented to the MAPP Committee and the Tourism Commission.
Any Questions? Call the MAPP Office at the number listed at the bottom of this page, before you submit an application.
2 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 MAPP APPLICATION FORM
Project Name:
Name of Applicant Organization: Address: City: State: Zip: Telephone: ( ) FAX: ( ) County: Executive Officer’s Name: Title: Email:
Project Director (will be sole contact with the Division of Tourism and must be a member of the applicant organization): Title Email: Address City State: WV Zip: Telephone: ( ) FAX: ( ) County:
Federal Employer Identification Number: (Mandatory. No Social Security Numbers accepted) Applicant’s Fiscal Year: From to . (Example: Jan. 1 – Dec. 31.) Has fiscal year changed since last application?: Yes No
Beginning Project Date: Ending Project Date: Cannot exceed one year. The start date for a project will be no earlier than the date of approval by the Tourism Commission. No costs incurred before that date will be paid and the period of service of all invoices must fall within the beginning and ending project dates specified in this application.
Grant Number (To be assigned by State office): OASIS Vendor Identification Number:
Applicant Category (See “Legislative Rule” at: http://wvtourism.com/MAPPLegislativeRule - Section 2 - “Definitions” to determine category): Convention & Visitors Bureaus (must be accredited) Events, Fairs and Festivals Other (please specify):
Applicant has received funding on a MAPP project in the past three (3) years YES NO If YES, refer to MAPP SUBMISSION FORM, Page 1 - “Tracking Survey…” for instructions.
Any Questions? Call the MAPP Office at the number listed on the bottom of this form, before you submit an application.
3 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 Project Introduction A limit of three (3) pages may be submitted in this section.
Project Introduction: Must include: A BRIEF DESCRIPTION - of the project and use of media along with a statement affirming use of the West Virginia Brand Identity in all advertising and print materials included in this grant. Briefly explain your approach, goals/objectives, strategy, the target audience, and what your partners are receiving as a result of their participation in this application. If the applicant organization represents an event, fair or festival, you must list ALL sponsors whose logos may appear in the advertising contained within this application.
4 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 Evaluation Criteria
Explain below how this project addresses each of the criteria. Your application will be evaluated on these criteria. Question 11 requires the attachment of your Media Breakout only. A limit of four (4) pages may be submitted in this section.
1. Describe how the project demonstrates potential for a strong positive return on investment and is well researched:
2. Explain how the project promotes a viable tourism destination, attraction or festival. Your response should: Briefly describe the visitor services that are available within 30 miles of the location of the destination, attraction and/or festival being promoted (such as accommodations, activities, shopping, restaurants, etc.)
3. Explain how the project is a part of the applicant’s overall marketing plan. State the top three goals/objectives of your marketing plan, and explain how this proposed project will assist in meeting these objectives.
4. Describe how the project includes repeat marketing efforts and how the results from those efforts justify repeat funding. Please indicate if this is a new or repeat project. If a repeat project, describe the results (e.g., number of inquiries; percentage of inquirers converted to actual visits (if available); number of leads generated; number of bookings obtained, etc. Applications for projects that include repeat marketing efforts must contain information demonstrating that such repeat marketing efforts are in addition to regular ongoing advertising activities.
5. Explain how your media was selected, including how the geographic markets chosen appear reasonable and based upon research:
6. Describe how the project will increase visitation, length of stay and/or tourism expenditures of visitors traveling to your area from outside a 50-mile radius, or from a major out of state market:
7. Describe the tracking and evaluation measures you will use to monitor and measure the effectiveness of the proposed advertising (e.g., number of inquiries, conversion analysis, leads generated, bookings obtained, surveys and incentives, etc.) Failure to adhere to this evaluation plan or failure to include a complete and accurate prior evaluation will result in disqualification of this MAPP application.
8. Describe how the project will have a significant impact on the area’s overall tourism efforts:
5 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 9. Explain how the project involves partnerships that leverage additional public/private investment:
10. Describe how the project supports advertising activities that are over and above regular ongoing advertising activities.
11. Please attach a completed Media Breakout Form of the advertising requested for your project.
6 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 Project Budget
Project Planned Expenditures: (Provide budget recap, should match Media Breakout category totals)
1. Print Media
A. Newspaper...... $ B. Magazine...... $
2. Broadcast Media A. Radio...... $ B. Television...... $ 3. Internet Media ...... $ 4. Billboards...... $ 5. Printing Costs A. Direct Mail ………………………………………………………..$ B. Fulfillment...... $ 6. Production Fees (may not exceed 15%, with a total cap of $10,000 per media category)...... $
7. Web Site Development/Design/Upgrades (Cap of $22,500)...... $ 8. Mailing Lists...... $ 9. Postage/Mailing House Costs...... $ 10. Registration Fees for Consumer and Trade Shows...... $
Grand Total Project Cost. (Must equal at least $20,000) ...... $
Project Local Source of Funds: (Please list name of applicant organization, amount and “Total for all partners”) All partners must be listed on Partner Breakout Sheet
1. Applicant Organization: ...... $
2. Total Partners: (See attached partner breakout sheet)...... $
Total Project Local Funds. (Total of local funds listed above)...... $ Applicant must provide required match.
Amount of State Funds applied for: (please check - http://wvtourism.com/MAPPFundingLevels for current caps)...... $
Total Local and State Funds (Must equal “Grand Total Project Cost”)...... $
7 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893 Certification
“I hereby certify the following:
. That the information supplied in this application is true and correct and that I have read and understand the rules (Title 144, Direct Advertising Grants Program) that govern this grant program;
. That no in-kind services have been used to match any portion of this grant;
. And that I will pay the approved expenses within the grant and subsequently request up to 50% reimbursement of those expenses.
. That each partner identified in the application has been notified of their contribution should this grant be awarded; and that each partner has been advised that no share of their contribution can be used to match any other grant awarded through this program
. That I will not assign or transfer any of the rights, duties or obligations of this grant without the written consent of the Tourism Commission;
. And that I will not amend the grant without the written consent of the Tourism Commission;
. I also certify that I understand that the project must be completed by the ending project date, unless a written request for an extension is submitted no later than 30 days prior to the ending project date;
. And understand that this project agreement requires me to indemnify and hold harmless the State of West Virginia and the Tourism Commissioners from any liability arising from this agreement.
. I also hereby swear that all reports for state grants received as required under 12.4.14 of the West Virginia Code have been appropriately filed.
. I/We acknowledge that any variance to the rules and procedures governing the Direct Advertising Grant Program may result in non-reimbursement of any or all expenditures connected with the grant.”
SIGNATURE______Applicant (must be a principle of the applicant organization)
Title Date______
Organization______
Division of Tourism agrees to reimburse, based on compliance with all rules set forth in this program.
______Approval Date
8 Application Form rev 6-12-15 - 4 WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893