west virginia division of tourism matching advertising partnership program (mapp)

West Virginia Division of TourismWest Virginia Division of Tourism

Matching AdvertisingMatching Advertising

Partnership ProgramPartnership Program

(MAPP)(MAPP)

MAPP PURPOSE

The MAPProgram is a reimbursable The MAPProgram is a reimbursable partnership program legislated in 1994 partnership program legislated in 1994 that provides matching funds for that provides matching funds for innovative and effective direct innovative and effective direct advertising projects that increase advertising projects that increase visitation and travel expenditures in visitation and travel expenditures in West Virginia and impact the economic West Virginia and impact the economic growth of the travel industry.growth of the travel industry.

MAPP PURPOSE

All dollars awarded are All dollars awarded are matched by matched by tourism destinations and their tourism destinations and their partnerspartners, making the MAPProgram , making the MAPProgram an investment in the future, not only an investment in the future, not only by the state, but by every by the state, but by every participating business investing its participating business investing its own dollars.own dollars.

Who Can Apply?Who Can Apply?

"Applicant" means a for profit or non-profit "Applicant" means a for profit or non-profit entity or organization located within the entity or organization located within the state that promotes tourism within the state that promotes tourism within the state and is also a state and is also a destinationdestination. The term . The term "applicant" may not include vendors that "applicant" may not include vendors that would be supplying services paid for out would be supplying services paid for out of grant funds, schools or camps.of grant funds, schools or camps.


Destinations include:Destinations include:A region or area located within the stateA region or area located within the state containing containing

three or more attractions. Attractions include: three or more attractions. Attractions include: Cultural or historic sites or events, Cultural or historic sites or events, fairs or fairs or

festivalsfestivals, museums;, museums; Live performing art centers, sporting Live performing art centers, sporting

organizations or arenas, vineyards or wineries;organizations or arenas, vineyards or wineries; Scenic or natural areas such as show caves or Scenic or natural areas such as show caves or

caverns;caverns;


Attractions also include: Attractions also include: Theme or Amusement Parks;Theme or Amusement Parks; Zoos, Aquariums or Wild Animal Parks;Zoos, Aquariums or Wild Animal Parks; Recreational Activities, including but not Recreational Activities, including but not

limited to whitewater rafting, skiing and limited to whitewater rafting, skiing and snow activities, mountain biking, hunting snow activities, mountain biking, hunting and fishing.and fishing.

Most attractions may also be Most attractions may also be destinations in themselves.destinations in themselves.


Destinations include:Destinations include:An An independent activityindependent activity located within the state – located within the state – "Independent Activity" means an entity or organization "Independent Activity" means an entity or organization

which attracts a minimum of eighty-five percent which attracts a minimum of eighty-five percent (85%) of its visitors from outside the local market (85%) of its visitors from outside the local market and is at least one of the following:and is at least one of the following:

An entity or organization which provides An entity or organization which provides recreational activities including, but not limited to, recreational activities including, but not limited to, whitewater rafting, skiing and snow activities, whitewater rafting, skiing and snow activities, mountain biking, hunting and fishing, bus tours, mountain biking, hunting and fishing, bus tours, dinner cruises and sightseeing tours;dinner cruises and sightseeing tours;


Independent Activities also include:Independent Activities also include: A Resort;A Resort; A Destination Inn or Bed and Breakfast;A Destination Inn or Bed and Breakfast; Destination Camping - Destination Camping - NEWNEW An entity or organization offering vacation An entity or organization offering vacation

rentalsrentals Destination shoppingDestination shopping


"Resort" means a full-service lodging facility "Resort" means a full-service lodging facility that is frequented for relaxation or that is frequented for relaxation or recreational purposes and offers at least recreational purposes and offers at least two two amenitiesamenities..

"Amenity" includes spa services, golf courses, full-service restaurants, skiing or snow activities, tennis, horseback riding, hiking trails, boating or fishing.


"Destination Inn or Bed and Breakfast" "Destination Inn or Bed and Breakfast" means a lodging facility located means a lodging facility located within the state whose recognized within the state whose recognized reputation for service and amenities reputation for service and amenities are the primary motivating factor for are the primary motivating factor for visitors to travel to the area where it visitors to travel to the area where it is located.is located.


““Destination Camping” means a full-Destination Camping” means a full-service camping facility that is located service camping facility that is located within the state whose recognized within the state whose recognized reputation for service and activities are reputation for service and activities are the primary motivating factor for visitors the primary motivating factor for visitors to travel to the area where it is located. to travel to the area where it is located. Destination Campgrounds must have Destination Campgrounds must have cabin/lodge room facilities in addition to cabin/lodge room facilities in addition to a minimum of 65 campsites, including a minimum of 65 campsites, including RV sites with full hook-ups. RV sites with full hook-ups.


Camp sites must be numbered and the Camp sites must be numbered and the destination must include water, shower destination must include water, shower house, restrooms and firewood. Visitor house, restrooms and firewood. Visitor registration is required along with a registration is required along with a campground host and night security. campground host and night security. Destination Campgrounds must have Destination Campgrounds must have an on-site restaurant or grocery/gift an on-site restaurant or grocery/gift shop facilities and offer at least three shop facilities and offer at least three recreational camping activities.recreational camping activities.


““Recreational Camping Activities” –Recreational Camping Activities” – Include hunting, fishing, boat rentals, Include hunting, fishing, boat rentals,

boat launch ramp, swimming, boat launch ramp, swimming, horseback riding, ATV and/or horseback riding, ATV and/or hiking/biking trails, golf, miniature hiking/biking trails, golf, miniature golf, and museums.golf, and museums.


"Vacation Rental" means a lodging "Vacation Rental" means a lodging facility including chalets, cabins or facility including chalets, cabins or condominiums. The term "vacation condominiums. The term "vacation rental" may not include hotels or rental" may not include hotels or motels.motels.

PartneringPartnering

"Partner" means an entity or organization "Partner" means an entity or organization located within the state making a financial located within the state making a financial contribution toward the applicant's match contribution toward the applicant's match requirement for an application for grant requirement for an application for grant funds for a collaborative marketing funds for a collaborative marketing program with a central advertising program with a central advertising message directing tourists to a destination message directing tourists to a destination being represented by the applicant. The being represented by the applicant. The term "partner" may not include vendors term "partner" may not include vendors that would be supplying services paid for that would be supplying services paid for out of grant funds.out of grant funds.

Three Categories of AwardsThree Categories of Awards

$10,000+ Large Applications$10,000+ Large Applications $7,500 Small Applications$7,500 Small Applications $5,000 Fairs & Festivals$5,000 Fairs & Festivals


$10,000+ Large Applications$10,000+ Large Applications Total Projects of $20,000 and upTotal Projects of $20,000 and up Voted on by Tourism CommissionVoted on by Tourism Commission 50/50 matching reimbursement50/50 matching reimbursement 80% of ads must be outside local 80% of ads must be outside local

marketmarket


Up to $7,500 Small ApplicationsUp to $7,500 Small Applications Total Projects up to $10,000 Total Projects up to $10,000 Reviewed by Division of TourismReviewed by Division of Tourism 75/25 matching reimbursement75/25 matching reimbursement 80% of ads must be outside local 80% of ads must be outside local

marketmarket


Up to $5,000 Fair and Festival Up to $5,000 Fair and Festival ApplicationsApplications Total Projects up to $10,000 Total Projects up to $10,000 Reviewed by Division of TourismReviewed by Division of Tourism 50/50 matching reimbursement50/50 matching reimbursement May include local advertisingMay include local advertising

LOGO STANDARDSLOGO STANDARDS

All advertising utilizing MAPP funding is All advertising utilizing MAPP funding is required to display the West Virginia, Wild required to display the West Virginia, Wild and Wonderful brand identity in accordance and Wonderful brand identity in accordance with Logo Standards.with Logo Standards.

MAPP UPDATE

The MAPProgram receives approximately $10 million in funding per year for matching direct advertising projects that attract visitors to the state. Currently, $4.7 million of that $10 million are earmarked for the West Virginia Courtesy Patrol.

MAPP UPDATE

In recent years, program funds, which are generated by video slot machines at the state’s racetrack/casinos, have also diminished due to video lottery and gaming legislation passed in neighboring states. Revenue into the fund has declined 15% over the last two fiscal years.

MAPP UPDATE

In an effort to sustain funding for future projects and ensure the state and tourism industry members get the greatest return on investment with the funds available, the Tourism Commission has approved the following revisions for all MAPP applications.

MAPP UPDATE

These revisions have been approved by the Secretary of State and are now in effect as an Emergency Rule. The revisions will not cause reductions in applications that have already been approved, but may affect future modifications to those applications in areas that have been amended…

MAPP UPDATE

1) A reduction in eligible postage, allowing for direct mail at the standard bulk rate only. Fulfillment postage for leads generated by direct advertising will now be the applicant responsibility.

MAPP UPDATE

2) A provision that all allowable printing costs be accompanied by three written bids to be provided by the applicant to the Division of Tourism at the time of reimbursement with written justification included, should the lowest bid not be selected.

MAPP UPDATE

3) A clarification that real estate advertising is for vacation rentals only with no pro-ration provision for any real estate sales.

MAPP UPDATE

4) A reduction of allowable production expenses in $10,000+ applications from a total cap of $22,500 per media category to $10,000 per media category.

MAPP UPDATE

5) Clarification that web design, development and upgrades are for the applicant’s web site only and accessible once per year, per applicant. Applicants that represent parent companies with affiliates may not exceed a total of $22,500 per year in combined funding requests.

MAPP UPDATE

6) The addition of Destination Campgrounds as an eligible applicant category, along with Recreational Camping Activities. In order to qualify as a Destination Campground you must meet the qualifications in the rule and offer at least three Recreational Camping Activities.

MAPP UPDATE

7) Recreational Camping Activities include hunting, fishing, boat rentals, boat launch ramp, swimming, horseback riding, ATV and/or hiking/biking trails, golf, miniature golf, and museums.

MAPP UPDATE

In addition to the rule amendments approved by the Secretary of State, the Tourism Commission has also approved the following…

MAPP UPDATE

A stipulation that, if a grantee does not utilize all funding in past applications, current allowable funding will be reduced accordingly, with a provision for Tourism Commission appeal citing extraordinary circumstance.

MAPP UPDATE

A provision that all MAPP applications must include at least three partners (including the applicant organization).

Does not apply to the $5,000 Fair and Festival category.

MAPP UPDATE

Due to an immediate shortfall of funding the Tourism Commission voted on October 15, 2009 to limit the maximum amount of funding requested through the Matching Advertising Partnership Program to $400,000 per applicant, per year.

MAPP UPDATE

The year commencing with project approval date, and effective for all applications approved after October 15, 2009. Applicants that represent parent companies with affiliates may not exceed a total of $400,000 per year in combined funding requests.

MAPP UPDATE

Funds matched by individual tourism destinations that are dedicated to statewide organizations representing industry segments as a whole will not be counted towards the individual destinations' $400,000 funding cap.

MAPP UPDATE

Destinations specifically restricted by the Tourism Commission to utilize funding caps not to exceed 30% of total revenue contributed into the Cooperative Tourism Promotion Fund are excluded from the above $400,000 cap.

MAPP MEDIA UPDATEMAPP MEDIA UPDATE

NewspapersNewspapers MagazinesMagazines TelevisionTelevision RadioRadio Internet MediaInternet Media BillboardsBillboards Production Fees of (15% of above; Production Fees of (15% of above;

$10,000 cap per media category – large $10,000 cap per media category – large applicationsapplications))

MAPP MEDIA UPDATEMAPP MEDIA UPDATE

Web Development/Design/Upgrades ($22,500 Web Development/Design/Upgrades ($22,500 cap) – cap) – once per year, per applicant once per year, per applicant – – applicant website onlyapplicant website only

Printing Costs - Printing Costs - Direct Mail and FulfillmentDirect Mail and Fulfillment literature requires 3 written bids at time of literature requires 3 written bids at time of reimbursementreimbursement

Mailing List cost for Direct MailMailing List cost for Direct Mail Postage for Postage for Direct Mail (Standard Bulk Rate Direct Mail (Standard Bulk Rate

only)only) Consumer and Trade Shows - registration Consumer and Trade Shows - registration

fees onlyfees only

MAPP SUCCESS!MAPP SUCCESS!

Tourism Industry – MAPP SuccessTourism Industry – MAPP Success

Even with decreases in funding, the Even with decreases in funding, the MAPProgram is a proven winner! MAPProgram is a proven winner!

Here’s a letter to the Tourism Here’s a letter to the Tourism Commission from American Mountain Commission from American Mountain Theater President, Kenny Sexton Theater President, Kenny Sexton describing their continued success…describing their continued success…

MAPP UPDATE!MAPP UPDATE!

NEW FOR 2010 – NEW FOR 2010 –

Web-based system for applicants of Web-based system for applicants of the program. the program.

Will assist applicants in preparation Will assist applicants in preparation and management of their MAPP and management of their MAPP projects, from the application process projects, from the application process through reimbursement. through reimbursement.

MAPP NEW!MAPP NEW!

In order to assist the tourism industry In order to assist the tourism industry on use of the new system, the Division on use of the new system, the Division of Tourism will conduct educational of Tourism will conduct educational workshops, as well as continuing to workshops, as well as continuing to offer training on the MAPProgram offer training on the MAPProgram application process, overall grant application process, overall grant writing, and reimbursement and audit writing, and reimbursement and audit requirements.requirements.

ContactsContacts

Applications and Modifications:Applications and Modifications:

$10,000+ Applications and Director:$10,000+ Applications and Director: Anna Plantz, 304-558-2200 ext. 325Anna Plantz, 304-558-2200 ext. 325

Up to $7,500 and $5,000 Fair & Up to $7,500 and $5,000 Fair & Festival:Festival:

Jane Godwin ext. 376 Jane Godwin ext. 376 MAPP assistance: MAPP assistance:

Tonya Conley ext. 344Tonya Conley ext. 344

Contacts

1-800-CALL WVA 1-800-CALL WVA www.callwva.comwww.callwva.com

Matching Advertising Matching Advertising Partnership Program Partnership Program

ReimbursementReimbursement

ReimbursementReimbursement

Legislative Rule states:Legislative Rule states:

144.1.5.1 - Reimbursement from the grant 144.1.5.1 - Reimbursement from the grant is based on paid invoices submitted is based on paid invoices submitted

properly and in a timely manner to the properly and in a timely manner to the DivisionDivision

Reimbursement

1. Invoice

2. Proof of payment (copy of check, credit card statement)

3. Sample of work i.e., brochure, tear sheets, CD, DVD, etc.

Invoice

Require detailed Invoice! No payment from Statement Dates must be within grant period No reimb. for “Previous Balance” No P/O’s, Check Req’s, etc.

Invoice Exceptions

Some newspaper companies refer to their invoice as a Statement or Invoice/Statement

If it lists what was bought and dates purchased we consider it an invoice

Reimbursement Summary Sheet

Expedites reimbursement! Serves as adjustment sheet Informs staff as to the exact items for

which you’re seeking reimbursement Shows staff where items are in grant

ReimbursementReimbursementProof of PaymentProof of Payment

Legible copy of signed checkLegible copy of signed check Signed check must be mailed to Signed check must be mailed to

vendor prior to mailing copy to us vendor prior to mailing copy to us NO CHECK STUBS!NO CHECK STUBS! Credit Card StatementCredit Card Statement

RadioRadioSample of WorkSample of Work

ScriptScript and signed Affidavit and signed Affidavit of Performance (AOP)of Performance (AOP)

Newspaper/MagazineNewspaper/MagazineSample of WorkSample of Work

Tear sheet for Tear sheet for eacheach day/monthday/month you you are requesting reimbursement for are requesting reimbursement for with legible publication name and with legible publication name and date, along with WV logodate, along with WV logo

BillboardsBillboardsSample of WorkSample of Work

Photograph or copy of photo Photograph or copy of photo showing WV logo and locationshowing WV logo and location

Location must be listed in grant!Location must be listed in grant!

Must have Must have priorprior approval by Anna! approval by Anna!

Internet MediaInternet MediaSample of WorkSample of Work

Printed copy of ad and web Printed copy of ad and web address where ad appeared address where ad appeared reflecting the WV logo.reflecting the WV logo.

Printing CostsPrinting CostsSample of WorkSample of Work

Three written bids Three written bids Written justification if lowest bid is not Written justification if lowest bid is not

takentaken One original sample of work with WV One original sample of work with WV

logo logo Ex’s: Brochures, mailers, postcards, Ex’s: Brochures, mailers, postcards, etc.etc.

Web Site Web Site Development/Design/UpgradesDevelopment/Design/UpgradesSample of WorkSample of Work

Invoice – Itemized as presented in Invoice – Itemized as presented in original approved applicationoriginal approved application

Web Site must include WV logo Web Site must include WV logo

Final ReimbursementFinal Reimbursement

Mark final request as “final”Mark final request as “final”

Submit copies of checks Submit copies of checks from partnersfrom partners

Reimbursement w/o Reimbursement w/o modificationmodification

DeadlineDeadline

Grants must be closed out within Grants must be closed out within 9090 days of project’s ending datedays of project’s ending date

OROR

Extension will be Required (must be Extension will be Required (must be submitted at least 30 days prior to submitted at least 30 days prior to ending project date)ending project date)

Logo StandardsLogo Standards

See Logo Standards at See Logo Standards at wvtourism.comwvtourism.com

Make sure publisher is aware of Make sure publisher is aware of WVDOT requirements and make WVDOT requirements and make payment contingent upon their payment contingent upon their compliance.compliance.

Reimbursement:Reimbursement:

Les Smith 304-558-2200 ext. 314Les Smith 304-558-2200 ext. 314

Eric Ayersman ext. 386Eric Ayersman ext. 386

Connie Rosenbaum ext. 322Connie Rosenbaum ext. 322

Denise Allen ext. 354Denise Allen ext. 354

ContactsContacts

REPORTINGREPORTINGREQUIREMENTSREQUIREMENTS

SB-4006SB-4006WV Code 12-4-14WV Code 12-4-14

ReportingReportingRequirementsRequirements

Who must file a report? Who must file a report? Any person receiving one or more Any person receiving one or more

state grants in the amount of state grants in the amount of $50,000 or more in the aggregate $50,000 or more in the aggregate in a state’s fiscal year (July 1 to in a state’s fiscal year (July 1 to June 30)June 30)


Person? Person?

Includes any corporation, partnership, Includes any corporation, partnership, association, individual or other legal association, individual or other legal entity. Person does not include state entity. Person does not include state spending unit or local government as spending unit or local government as defined in WV Code 6-9-1a.defined in WV Code 6-9-1a.


What type of a report do I file? What type of a report do I file?

Report means an engagement, such as Report means an engagement, such as an agreed-upon procedures an agreed-upon procedures engagement or other attestation engagement or other attestation engagement. Report does not mean a engagement. Report does not mean a full-scope audit or review.full-scope audit or review.


Who must prepare the report? Who must prepare the report? An independent CPA must perform and An independent CPA must perform and

prepare the report to test whether the state prepare the report to test whether the state grants were spent as intended. While Eric grants were spent as intended. While Eric Ayersman, our internal auditor, is a very Ayersman, our internal auditor, is a very competent CPA, he is not an independent CPA competent CPA, he is not an independent CPA in this case, due to his full time employment in this case, due to his full time employment with the Division of Tourism.with the Division of Tourism.


What if I receive less than $50,000? What if I receive less than $50,000? Any person receiving less than Any person receiving less than

$50,000 shall file a Sworn $50,000 shall file a Sworn Statement of Expenditures (SOE). Statement of Expenditures (SOE). This report is generally prepared This report is generally prepared by the applicant.by the applicant.


When is the report or SOE due? When is the report or SOE due? Reports and SOE shall be filed Reports and SOE shall be filed

within two years of the end of the within two years of the end of the person’s fiscal year in which the person’s fiscal year in which the disbursements of the state funds disbursements of the state funds by the grantor was made.by the grantor was made.


EXAMPLE:EXAMPLE:

State FY 7/1/07 thru 6/30/08State FY 7/1/07 thru 6/30/08

Applicants FY 1/1/08 thru 12/31/08Applicants FY 1/1/08 thru 12/31/08

Report Due: December 31, 2010Report Due: December 31, 2010


Who receives the report or SOE? Who receives the report or SOE?

Report and SOE is filed with the Report and SOE is filed with the grantor. In this case the Division grantor. In this case the Division of Tourism.of Tourism.


What if there are findings? What if there are findings? Any report or SOE providing evidence Any report or SOE providing evidence

of a reportable condition or violation, of a reportable condition or violation, the grantor shall provide a copy of the the grantor shall provide a copy of the report or SOE to the Legislative Auditor report or SOE to the Legislative Auditor within thirty days of receipt by the within thirty days of receipt by the grantor.grantor.


What if I fail to comply? What if I fail to comply?

Any person failing to file a report or Any person failing to file a report or SOE within the required time period is SOE within the required time period is barred from subsequently receiving barred from subsequently receiving state grants until the person has filed state grants until the person has filed the required information.the required information.


What if I sort of What if I sort of ““fudge”fudge” or or “wing it”“wing it” on on my SOE or report?my SOE or report?

Any person who files a fraudulent SOE or Any person who files a fraudulent SOE or report is guilty of a felony and, upon report is guilty of a felony and, upon conviction thereof, shall be fined not less than conviction thereof, shall be fined not less than $1,000 nor more than $5,000 or imprisoned in $1,000 nor more than $5,000 or imprisoned in a state correctional facility for not less than 1 a state correctional facility for not less than 1 year or more than 5 years, or both fined and year or more than 5 years, or both fined and imprisoned.imprisoned.

Important LinksImportant Links

http://www.wvtourism.com/grants/42-example-reimbursementletter.doc

http://www.wvtourism.com/grants/sb4006%20enr.htm

http://www.wvtourism.com/grants/Reimbursement9-05.ppt

http://www.wvtourism.com/grants/http://www.wvtourism.com/grants/SwornStatementofExpenditures.docSwornStatementofExpenditures.doc







1-800-CALL WVA 1-800-CALL WVA www.callwva.comwww.callwva.com

west virginia division of tourism matching advertising partnership program (mapp)

Documents

independent activities

snow activities

state independent activity

tourism destinations

destination inn

nonprofit entity

term applicant

mapp purpose