C T O M A R K E T I N G M AT C H I N G

GRANT PROGRAM SMALL MARKETING MATCHING GRANTS

FY2020

Program OverviewThe mission of the Colorado Tourism Office is to: “Drive traveler spending through promotion and development of compelling, sustainable travel experiences throughout our four-corner state.”

The Colorado Tourism Office’s Small Marketing Matching Grant provides funding to nonprofit organizations, municipalities or counties in the State of Colorado for the purpose of promoting Colorado’s lesser known locales and destinations and is intended to increase overnight stays and visitation from beyond 50 miles. The overall goal of the program is to increase traveler spending and economic benefit for rural Colorado through effective marketing.

PREFERENCE WILL BE GIVEN TO PROPOSALS THAT: Support further development of

a Colorado travel region’s brand storyor positioning statement (as describedin the “Colorado Tourism Office:Regional Branding Initiative” reportadopted by the Colorado TourismBoard on Sept. 26, 2018).

Help deliver an integrateddestination experience

Inspire destination stories foundedupon a common theme

Support creative consistency acrosscommunications and experiences

The maximum grant is $10,000. For every $1 the qualifying grantee allocates to the program, the Colorado Tourism Office will provide $4 in matching funds.

Eligibility RequirementsGRANT ENTITY ELIGIBILITY Applicants must be either:

A nonprofit organization located anddoing business in the State of Coloradooperating tourism-related activities ofbenefit to the entire state or region, or

A Colorado city or county governmentengaged in tourism promotion ordevelopment.

Each submitting lead applicant islimited to one Marketing MatchingGrant project per fiscal year. Note:Lead applicants can be a partner in aseparate grant application.

Lead applicant marketing budgetfrom the previous fiscal year cannotexceed $100,000.

GRANT ENTITY INELIGIBILITYIneligible applicants include those listed below:

Entities that fail to fulfill Colorado TourismOffice grant award requirements withinthe past fiscal year (includes: projectcompletion, submission of requiredgrant reporting, proper use of grantfunds, lack of acknowledgment,changes to proposal without approval)

For-profit organizations

Individual attractions and/or businesses

Organizations receiving a CTO eventsponsorship in the same fiscal year.

PROJECT ELIGIBILITYPreference will be given to projects that support further development of a Colorado travel region’s brand story or positioning statement and/or utilize CTO Marketing Opportunities

Colorado Tourism Office Print Program(OSVG and seasonal travel magazines)

CTO Co-Ops (social media, paid media,user generated)

Native and Display ads onColorado.com

Business & Events Listings onColorado.com

Sponsored Articles, Videos & City Pages

Need advice or have questions regarding marketing choices? Contact Andrea Kuskie at Andrea.Kuskie@milespartnership.com or Pat Atkisson at Pat.Attkisson@milespartnership.com to get media questions answered and advice on how to choose the best marketing opportunities for your specific objectives and budget.

If your community wishes to participate in additional promotions, please be creative and innovative sharing why the marketing project will help attract more visitors. Refer to the list of eligible and ineligible use of funds below, which applies to both CTO grant funds and applicant organization matching funds.

ELIGIBLE USE OF FUNDS: Media placement

(Print, Digital, Out of Home, Television,Social and Radio)

Creative advertising production(Print, Digital, Out of Home, Video,Social and Radio)

Content development(written, video or audio)

Print collateral(Brochures, Guides, Maps)

Fulfillment costs

Website development/websitesearch engine optimization

Video production

Mobile app enhancement

CTO MARKETING MATCHING GRANT PROGRAM SMALL GRANTS FY2020

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INELIGIBLE USE OF FUNDS: Employee salaries, personnel costs,

and grant management costs

Agency commissions and fees

Office Supplies, items for resale

Gift Cards

Lobbying

Educational conferences, advocacyprogram and membership dues

Travel expenses

Purchase or rentals of equipmentor supplies

Food or alcoholic beverages

Gateway, way-finding, orinformational signage

ApplicationONLINE APPLICATION SUBMISSIONThe application portal is available online at https://oedit.secure.force.com/oedit. The application can be found under the Tourism Programs tab. New users will need to register for an account on the OEDIT application portal, and all users are required to login to the portal, update Accounts Profile and complete the online application. All narrative questions will be input into the online portal, and support materials will be uploaded into the online system. It is recommended that users prepare answers in a word processing document and check character count and then cut-and paste into the online application.

NOTE: It takes at least 48 hours for a new user account to be created in the OEDIT application portal. Do not wait until the deadline week to create an account.

You will be required to download two Excel documents (timeline and budget/financials worksheets) and then submit the forms online as a part of your support materials. Visit https://industry.colorado.com/grant-resources for forms and https://oedit.secure.force.com/oedit/ for the online application portal. Support materials submitted other than through the online application will not be accepted.

PROJECT BUDGETThe grant project budget must be submitted using the Excel template provided. Grant recipients are required to keep the project budget updated throughout the lifetime of the grant. A final budget, including documents for expenses incurred, will be a required upload in the Final Report.

MATCHING FUNDSApplicants must demonstrate 1:4 cash match. Letter(s) of commitment showing evidence of cash match are required. Matching dollars may not come from the State’s General Fund. Colorado Tourism Office Funds may not be used as matching funds for any grant application submitted by the recipient.

Applicants must submit corresponding financial and project documents which include a Budget & Financials Worksheet and Timeline Worksheet. In order to be considered for the grant, all worksheets must be submitted.

APPLICATION QUESTIONSThe questions below are only a reference and do not include all of the information that will be required from you in the application.

Project Title

Short description of project to be usedfor CTO PR

Describe the project for which funding isrequested (details should include goalsand objectives of your project).

How does this project enhanceor expand your current marketingprogram (details should describe theneed for your project)?

How does this project align with theRegional Branding initiative strategyand support the larger story of aregion?

Detail the metrics you will use tomeasure/define success for yourproject, in the short-term and in thelong-term.

Describe how the project will increasetourism revenue and economic benefitto the state and/or your community.

REQUIRED APPLICATION SUPPORTING DOCUMENTS Certificate of Good Standing from the

Colorado Secretary of State. Find at:https://www.sos.state.co.us/biz/BusinessEntityCriteria.do

Budget & Financials Worksheets(downloaded Excel form) mustaccompany the application. Athorough breakdown of the budget isrequired and must state exactly wherethe CTO dollars will be applied in theproject).

Proposed Timeline(downloaded Excel form)

Letter(s) of Commitment showingevidence of required 1:4 cash match

Project Support Letters - All grantapplications must include letters ofsupport (minimum of 3)

Statement of your organization’s“tourism” marketing budget for yourmost recently completed fiscal year,signed by your board president ortreasurer

Selection CriteriaApplications will be reviewed by a committee named by the CTO. Grants will be awarded based on overall scoring and availability of grant funding. Preference will be given to projects that support further development of a Colorado travel region’s brand story or positioning statement, as described in the “Colorado Tourism Office: Regional Branding Initiative” report adopted by the Colorado Tourism Board on Sept. 26, 2018. To learn more about the Regional Branding initiative, visit: https://industry.colorado.com/regional-branding

This is a competitive program and not all eligible applications will be funded. Applications will be scored on the following criteria:

Marketing Effectiveness 30%

Financial & Development Need 15%

Implementation Capacity: Planning &Management 10%

Performance Measures 10%

Expected Impact/ROI 35%

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Applications should be clearly written and present a strong case for support. Reviewers will be instructed to share higher scores for applications that include the following elements:

Projects that further promote or developthe brand story of the applicant’s travelregion and/or contribute to a keystatewide marketing initiative.

Marketing plan that states clearobjectives and attainable deliverablestargeted toward attracting travel andtourism to Colorado or the proposedregion.

Applying entity with a track record ofeffective work, evident through strongsupport letters

Well-planned project timelineand budget.

Project effectiveness plan with clear,appropriate and achievable outcomes.

Demonstration that project will achievegood return on investment by1) promoting increased travelerspending and 2) increasing economicbenefit.

Project Requirements & Reporting ACKNOWLEDGEMENT All advertising and promotional

materials (which includes all printed materials, films or videos, television commercials, broadcast programs, websites and trade show materials) that are funded in part by the matching grant program must include the official Colorado Tourism Office logo.

For digital advertising, please note the CTO logo is not required on banner ads, but should appear in the landing environment. Downloadable logo files are provided on the CTO’s Industry Partner microsite at https://industry.colorado.com/grant-resources

Advertising and materials developed to promote a Colorado travel region are subject to review and input from the CTO for consistency with CTO’s regional branding work prior to publication or placement.

When appropriate, advertising andpromotional materials developedthrough CTO grant funding shouldinclude reference to the applicant’stravel region. Websites are required toincorporate reference to the applicabletravel region in SEO.

CHANGES TO PROPOSAL Any significant refinements,

clarifications, modifications orchanges to the proposal mustreceive prior approval from the CTO;otherwise, the organization may forfeitgrant funds provided by the CTO.Proposal Change Forms will not beaccepted 60 days or less from the endof the grant reporting period.

Organizations should complete andsubmit the Proposal Change Form ifthere are changes to the proposal.

MID-TERM REPORTAn interim report and updated project budget must be submitted by March 25, 2020 at 4:00pm through the online grant portal at https://oedit.secure.force.com/oedit/.

FINAL REPORTA final, written report and final budget is required and must be submitted within 30 days after the end of the grant cycle through the online grant portal at https://oedit.secure.force.com/oedit/.

PROJECT DATESProject activities may not begin until the contract has been executed and signed by the Office of Economic Development and International Trade – Colorado Tourism Office. All project activities using CTO funds must be completed and all funds expended and invoices submitted by the contract end date.

Contract Start Date: TBD

Contract End Date: 9/1/2020

Final Report Due: 10/1/2020

TimelineJULY 1, 2019 AT 1:00PMOnline Grant Application Open

AUGUST 16, 2019 AT 4:00PMOnline Small Grant Application Deadline

SEPTEMBER 13, 2019Grant Application Notification Status

MARCH 25, 2020 AT 4:00PMInterim Report Due

SEPTEMBER 1, 2020Project Complete

OCTOBER 1, 2020 AT 4:00PMGrant Project Final Report Due

Grant Funds DisbursementAny grant funds not used as approved shall be returned to the Colorado Tourism Office pursuant to the grant contract. Projects must be completed within the approved grant timeline. Following approval and execution of contract, grant funds will be distributed. As in previous years, our goal is to provide grant funds upfront but this is subject to approval by the State Controller’s Office yearly and CTO reserves the right to disburse funds on a reimbursement basis.

Project activities may not begin until the contract has been executed and signed by the Office of Economic Development and International Trade – Colorado Tourism Office. All project activities using CTO funds must be completed and all funds expended by the contract end date.

For additional questions, contact: Elizabeth O’Rear at 303.892.3893 or elizabeth.orear@state.co.us

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