1000 Markets Guide to Creating Artwork for S
1000 Markets Guide to Creating Artwork for S document sample
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Allowable Projects Description The Tourism Marketing Incentive Program is administered by the Kentucky Department of Travel. This program offers reimbursement for projects, which are in direct support of the promotion and marketing efforts of a non-profit tourism event, attraction, or geographic area. Projects eligible for funding consideration include only those directly related to the promotional efforts targeted to markets outside your immediate area. This document is only a quick reference guide about the program. Please review the Administrative Regulations 300 KAR 1:010 for complete program guidelines. Program Cycle July 1, 2009 – June 30, 2010 Application due June 1, 2009 for eligible projects completed July 1, 2009 – June 30, 2010 Reimbursement Request due February 1, 2010 for eligible projects completed from July 1, 2009 – December 31, 2009. Reimbursement Request due August 1, 2010 for eligible projects completed from January 1, 2010 - June 30, 2010. Reimbursement Percentages: Percentage Based on Percentage Based on Programs Applicant Participation in Kentucky Selected by Applicant other than Department of Travel Co-ops Travel Co-ops Regional Committees 100 80/20 (as designated by Dept of Travel) CVB or Tourist Commission 90/10 50/50 Other Non Profit Organizations 70/30 50/50 (attractions/festivals, etc) Please note - Federal agencies, state agencies, colleges/universities, or statewide promotions are not granted funding through this program. Non-profit organizations receiving funds from the Department of Travel or the Kentucky Sports Authority for the purpose of sponsorship and/or advertising are not eligible for additional marketing funds for projects or events in which already received funding. State or Federal Grants can not be used to match Tourism Marketing Incentive Program funds. Examples of eligible projects include: Tourism Publications, Videos, CDs and DVDs Media Advertisements Billboards and Signage Brochure Distribution Services Group Tour Marketplace, Meeting & Conventions & Consumer Travel Show Expenses Meeting and Convention Advertising Expenses Sponsorship/Bid Fee of Tourism Trade Shows, Conventions and Events Internet Design Expenses Funding Factors/Counties with Multiple Tourists Commissions/New Commissions: Funding is distributed based on a formula to calculate county allotments. The formula factors are economic impact and county population. Once the county allotment is determined Convention & Visitors Bureau’s and Tourist Commissions are eligible to receive up to 70% of the county allotment. Applicants other than CVB’s and Tourist Commission are eligible to receive up to 30% of the county allotment. If there is more than one Tourist Commission within a county the formula above will be calculated, then the counties with multiple commissions will be placed into another formula breaking down the 70% between each commission based on number of rooms located within their city. Example: City A has 40% of the rooms and City B has 60% then City A will receive 40% of the allotment and City B will receive 60%. If there is not any “other applicants” within a county then the 100% county allotment will be broken down between the multiple tourist commissions. If a tourist commission does not have any or very few hotel/motel rooms in their city/county they will automatically be eligible for 25% of the allotment. Any new Tourist Commission starting after July 1, 2009 will not be eligible for funding for two years, must have at least part-time paid director, source of funding, established budget and marketing plan. Tourism Publications, Videos, CDs and DVDs - Tourism Marketing Incentive funds are available for the production and printing of travel-related brochures and videos. Included in definition are area visitor’s guides, general festival brochures, group tour publications, sport publications, meeting/convention publications, brochures, CDs, DVDs and videos promoting tourist attractions open to the public for regular hours. When total printing costs of a publication exceed $1,000, three written bids must be obtained. Layout and design expenses are exempt from the bidding requirement. Applicants are encouraged to print every other year if possible. To ensure that publications, videos, CDs and DVDs are of the best possible quality, organizations should solicit the aid of professional services. Publications must include a (4) color brochure cover. A distribution plan is required to ensure that brochures are reaching potential tourists. Distribution sources include area tourist commissions, state welcome centers, inquiries resulting from state, regional, and local advertising campaigns, brochure distribution services, consumer travel shows, meeting planning expos, and packaged travel marketplaces. At least three of the distribution sources should be included on your application when requesting printing expenses. Expenses for printing a tourism publication, DVD, CD or Video without a distribution plan will be denied. All publications and videos submitted for advertising & marketing funds must be reviewed and approved by the Program Manager before going to final print or production. Any item listed above without prior approval project will be denied. The Department of Travel reserves the right to deny reimbursement for any brochure submitted that does not follow guidelines or deemed an inappropriate use of State-wide Transient Room Tax. Visitor Guides/brochures not in accordance to the guidelines or questions about layout, design or necessity will be reviewed by the Department of Travel for final approval or denial. NOTE: Only one visitors guide per county is eligible unless there are multiple CVB offices within the county, if so, one guide per CVB office is eligible. If more than one attraction/festival brochure is requested on application a detailed explanation as to why individual brochures are printed and the visitors guide is not the primary information piece. Printed items not eligible: industrial incentive brochures, general community relocation and development brochures, city/county maps or directories listing businesses and services, program, playbills, posters, table tents, membership and subscription solicitation material, registration and entry forms, event and contest category or regulation materials, and other quick print materials such as flyers, handbills, circulars, bags. Advertising is allowed in brochures. Only the amount above advertising sales will be eligible for reimbursement. Ad sales affidavit report will need to be submitted with reimbursement form. Any brochure listing another state’s attractions, businesses or facilities will only be eligible for 25% reimbursement as long as the brochure has 80/20 ratios. The front or back cover of all brochures must include the current official advertising brand of Kentucky (shown below) in accordance to the Kentucky Brand Graphics Standard Manual. Videos, CDs and DVDs are included in this requirement. The brand must be included in a reasonable proportion to the overall publication or project. The Kentucky Brand Graphics Standards Manual is available at www.kentuckytourism.com/industry In addition, a tag line stating, “Printed in cooperation with the Kentucky Department of Travel” must be included. Advertising Media Tourism Marketing Incentive funds are available for costs incurred for newspaper, magazine, radio, television tourism advertisements, internet advertising, sports media, meeting/convention media outlets, as well as videotape travelogue presentations. Charges for media time, production costs, and media placement are eligible. The department requires the brand to be used on all advertising to remain eligible and size of brand follows graphic standards. New for 2009/2010 is a program designed to bring the highest potential of exposure in promoting to and within Kentucky’s nine tourism regions, while at the same time, creating an overall position for Kentucky. All applicants will receive a higher percentage of our marketing fund dollars, if they participate in our State-supported programs (please review percentages on page 1). We are looking for new and innovative ways to reach potential in a diverse and cost-effective manner. Criteria for co-op programs should provide the following: Value added, cost efficiency, target audience reach, creativity, price structure, circulation penetration into key markets and research associated with purchase. To be eligible for funding, advertising must be directed toward areas other than the immediate location of the event, attraction, or geographic area being promoted. Advertising placed within a 50-mile radius is not eligible. However, to prevent penalization to organizations located within close proximity to major media markets, groups located within a 50-mile radius and advertising in pre-approved media markets will be eligible to submit 25 percent of these costs for funding consideration instead of the 50 percent. Eligible markets are: Cincinnati, OH; Evansville, IN; Huntington, WV; Louisville, KY; Lexington, KY; Paducah, KY; Owensboro, KY; and Bowling Green, KY Consumer Travel Shows, Group Marketplaces, Meeting/Convention Trade Shows and Expos Tourism Marketing Incentive funds are available for various expenses associated with attendance to applicable consumer travel shows, group tour marketplaces, sport marketing, meetings/conventions trade shows and expos to promote an attraction, event, or geographic area. Various local events, such as county fairs, festivals, etc. are not included in this definition. Also, booth space costs for attendance at industrial solicitation events or functions are not considered eligible. A list of the specific shows applicants will be attending must be included in the application for review and approval by the Program Manager. In addition, before expenses associated with these shows can be submitted for reimbursement, documentation verifying attendance must be provided. Specific expenses eligible for reimbursement include: Purchase and maintenance of exhibits such as display assembly, artwork, transparencies, photographs, and brochure racks Booth space and furniture rental Registration fees incurred for the privilege of interviewing perspective group tour operators and promoting attraction, event or destination/geographic area. Shipping of displays and promotional material (regional committees only) Web-site Tourism Marketing Incentive funds are available for costs associated with the design of tourism related web site. In order to be eligible for funding, the current state tourism brand/logo and a link to the state tourism web site and regional tourism web site must be on the home page of the applicant’s web site. Any web sites that contain paid advertisements will not be eligible for reimbursement. Monthly hosting and maintenance is not eligible. Web sites should also include the following information as applicable: Description of points of interest, recreational opportunities and services, including food, lodging, and camping facilities Landmark features should relate to the area’s history of tradition and be of particular architectural interest. Examples are buildings listed on the state or national register Attractions open to the public, such as theaters and museums, including times and date when they are open and the admission fee, if one is charged. Always include a location’s address, phone number, and web-site address where more information is available Information on recreational activities and attractions, such as fishing, water sports, hiking, and golfing. Include up to date information on license fees Listing of area or regional tourism-related events Current area maps, with major highways and access routes into the area clearly marked, as well as mileage from other cities Billboards and Signage Rental of billboards, TODS (tourist oriented directional signage) and fifth legends (attraction logo), as well as artwork, design and production costs for these types of advertising are eligible for submission through this program. These advertisements should promote specific attractions, events, availability of food, lodging, camping, or other services as applicable. Photo must be submitted with reimbursement. Applicants are required to use the state’s official advertising brand according to the Kentucky Brand Graphics Standard Manual Eligible advertising includes those placed on interstates or other major access highways. Billboards will need to have a 20- mile radius. General “Welcome to our Community” signage, banners, and other directional road signs are not eligible for reimbursement. In addition, costs associated with construction of any permanent signage structures (other than state-approved TODS) are not reimbursable. Sponsorship Bid Fee of Tourism Trade Shows, Conventions and Events ALL SPORT RELATED SPONSORSHIP/BID FEES WILL NEED TO BE SUBMITTED TO THE KY SPORTS AUTHORITY OFFICE TO BE CONSIDERED FOR FUNDING Tourism Marketing Incentive funds are available for sponsoring conferences, trade shows and events that could create economic impact for the state excluding sporting events. Sponsorship of overall convention partner or sponsor of total event are eligible (local events are not eligible – only events that have been brought to the county/state by way of sponsorship) This program excludes local events or tourism industry events such as; KY Tourism Council, KACVB or in- state only events. Marketing Funds are based on cash expenditures only of such events and not in kind amenities. Hospitality events that include alcohol or any sponsorship package are not eligible. Gratuity, service charges or tips are not eligible. Any convention sponsorship bid fee that guarantees room nights within the state will be reimbursed 80/20. If the CVB participates in co-ops off by the KY Department of Travel designed to attract conventions/meetings the advertising will be reimbursed 90/10Bid fees for In-state associations are not eligible for reimbursement. The 80/20 match will not be offered for bid fee or sponsorship of events – this category is a 50/50 match since there is no absolute guarantee of room nights. Please complete the Sponsorship Request Form section of the application indicating potential economic impact to the county/ state for securing the event or conference. Reimbursement Request will need to include a Post Conference/Event Report indicating number of room nights and local economic impact of event/conference. All sponsorships are subject to denial. Sponsorship paid for in part with funds provided by the Kentucky Tourism Marketing Enhancement Program must be present on all signage and visual aides. Brochure Distribution Services Tourism Marketing Incentive funds are available for rental of rack space for the distribution of eligible promotional materials from companies offering these services. There are not location restrictions for distribution services. A distribution plan has to be in place before costs associated with printing a brochure are approved. Postage and Freight –REGIONAL USE ONLY Tourism Marketing Incentive funds are available for postage costs incurred by a mailing firm when responding to general tourist requests, media and group tour operator inquiries, and shipping of tourism promotional literature and displays for use at travel shows and marketplaces. Research Tourism Marketing Incentive funds are available for Visaview research information pertaining to international visitors. This is the only research expense that is covered under the guidelines.