Division of Tourism Cooperative Marketing Program

Transcription

1 Fiscal Year 2012 Division of Tourism Cooperative Marketing Program Guide for Quarterly Reporting and Reimbursement Including an explanation of reporting requirements, samples of required forms and instructions All categories June 2011 (for use with FY2012 Cooperative Marketing Program contracts)

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4 COOPERATIVE MARKETING PROGRAM TABLE OF CONTENTS I. General Information... 1 Program Overview... 1 Using This Guide... 1 Disclosures... 1 II. State Accounting and Auditing Requirements... 2 Basic Requirements for Reimbursement of Expenses... 2 Required Supporting Documentation... 2 Logo Requirements... 5 Bid Requirements... 6 Destination Advertising Category Reimbursement Information... 6 III. Sample Quarterly Reporting Forms and Instructions... 8 Checklist... 8 Reimbursement Summary Sheet Quarterly Project Update/ Reimbursement Request Form Bid Record Form Request for Revised Budget Form Ad & Materials Artwork/Design Approval Form Public Relations Category Forms Public Relations Ad Equivalency Report Public Relations Summary Sheet Public Relations Contact Report Public Relations Press Tour Evaluation IV. Outcome Measurement Reporting Instructions for the Leisure Travel Project Summary Report Sample LTM Project Summary Report Form Instructions for the Convention Marketing Summary Report Form Sample CVM Project Summary Report Form Instructions for the Amateur Sports Marketing Summary Report Form.. 36 Sample ASM Summary Report Form Instructions for the Public Relations Project Summary Report Sample PR Project Summary Report Form V. Glossary iii

5 I. GENERAL INFORMATION PROGRAM OVERVIEW The Cooperative Marketing Program, a 50/50 matching funds reimbursement program, has been assisting destination-marketing efforts since fiscal year 1995 (FY95). The program combines the creative and financial resources of certified local non-profit tourism destination marketing organizations (DMOs) with Missouri Division of Tourism (MDT) resources in partnerships to lead Missouri in becoming one of America s most memorable tourist destinations. MDT administers the Cooperative Marketing Program in conjunction with the Missouri Tourism Commission and with active participation from the Cooperative Marketing Advisory Committee. USING THIS GUIDE This guide is designed as a companion to the Cooperative Marketing Program Guidelines. Its function is to assist our Cooperative Marketing partners with the information necessary to understand the expense reimbursement process and the expertise needed to fulfill the quarterly reporting requirements. The guide includes an explanation of all auditing requirements, instructions for completion of each form and illustrations of sample forms. Be sure to refer to the program guidelines for program requirements and procedures, and to the approved contract for expenses that may be reimbursed. The Missouri Division of Tourism wishes all participants successful Cooperative Marketing projects. Please feel free to contact a member of the Cooperative Marketing team if any questions arise. All program materials are available on the industry portal of the Missouri Division of Tourism website, click Cooperative Marketing, and then FY2012 Program Information. Most forms may be completed online and downloaded. Mail your Quarterly Project Update/Reimbursement Requests to the following address: Cooperative Marketing Program Missouri Division of Tourism PO Box 1055 Jefferson City, MO Deadlines for FY2012 Quarterly Project Update/Reimbursement Requests: 1 st nd Quarter covering 7/1 through 9/30 Postmark by 11/30/11 2 Quarter covering 10/1 through 12/31 Postmark by 2/28/12 rd 3 Quarter covering 1/1 through 3/31 Postmark by 5/31/12 4 th Quarter covering 4/1 through 6/30 Postmark by 8/31/12 MDT recommends participants use diligence in complying with all deadlines. Failure to submit quarterly reports in a timely manner may jeopardize the DMO s certification status. DISCLOSURES The State of Missouri reserves the right to review/audit the Cooperative Marketing participant s contract records for a period of three years after the close of the contract period. The Missouri Division of Tourism may terminate any contract upon discovery of a violation of any terms and/or requirements of the contract, committed by the participant. Failure to complete an approved project may result in a one-year disqualification from participation in the Cooperative Marketing Program. In some situations, partial completion of a project or the completion of a project that is vastly altered from the approved project may result in the withholding of approved funds. Failure to complete a project as agreed will be a consideration in the evaluation of future applications. The Missouri Tourism Commission reserves the right to make all final decisions concerning the administration of this program. 1

6 II. STATE ACCOUNTING AND AUDITING REQUIREMENTS BASIC REQUIREMENTS FOR REIMBURSEMENT OF EXPENSES 1. A properly completed Quarterly Project Update report, along with the reimbursement paperwork for expenses incurred during the fiscal quarter, must be postmarked by the deadlines indicated on page one of this guide. 2. The quarterly report packet must contain the following completed forms: Reimbursement Checklist Quarterly Project Update/Reimbursement Request form Reimbursement Summary Sheet Bid Record, as required All required supporting documentation as detailed in this guide 3. Only costs for those expenses detailed and approved in the contract or subsequent approved revision may be reimbursed. 4. The costs for marketing activities must be incurred and the project completed within the contract period. 5. All products must contain the Missouri Tourism logo and/or approved credit line in accordance with the Cooperative Marketing Program Guidelines. 6. Marketing activities must comply with the 50-mile rule, as outlined in the program guidelines. 7. The participant must pay a minimum of 50% of the invoiced amount before requesting reimbursement. 8. Qualified costs may not exceed the amounts detailed in the approved contract or subsequently approved revision. REQUIRED SUPPORTING DOCUMENTATION Invoices - A qualified invoice must: 1. Show the participating DMO as the bill to organization; 2. Contain the name and address of the vendor that provided the service; 3. Provide an itemized detail of the services and goods provided including product specifications, date of service or date cost incurred, cost per unit and total cost; 4. Include affidavits of broadcast begin and end dates/times/rotations from the broadcast vendor for radio and TV; for electronic media, include a verification of the services provided. When services are provided through an advertising agency, an invoice is required from the vendor to the ad agency, plus an invoice from the ad agency to the participant for each expense. Cancelled Checks - Provide MDT a copy of the participating DMO s cancelled check in payment of each vendor invoice submitted. Checks must be written from the participant DMOs account and must be for at least 50% of the charge for the services or products invoiced. When services are provided through an ad agency, a copy of the cancelled check from the participant to the ad agency and a copy of the cancelled check from the ad agency to the vendor must be submitted. Sample Products - A sample of the finished product must accompany the reimbursement request for each expense submitted. The product must be complete in order to be eligible for reimbursement. In the case of a monthly billboard lease, for example, payments may be reimbursed only AFTER the end of the month being invoiced. No reimbursement will be paid in advance of the service or product completion, or for marketing that will occur outside of the contract period. The Missouri tourism logo and/or credit line must be included on all products in accordance with the FY2012 Program Guidelines. 2

7 Print ads the original tear sheet is required for each ad placed. This tear sheet must contain the name of the publication and the date published. If both items are not printed on the tear sheet the entire publication is required. Online Tear sheets (E-Sheets) Online tear sheets may be substituted for original tear sheets if they meet the following criteria: 1. The publication/newspaper must offer this service as a formal alternative to conventional tear sheets. 2. The printable tear sheet must contain language from the publication/newspaper that authenticates the document. 3. The printable tear sheet must contain all of the following information about the ad: a. Name of publication b. Date of ad c. Advertiser d. Ad size e. B/W or color ad f. Section/Page/Area of publication g. Identifying number to relate to invoice 4. The DMO Project Director must sign the tear sheet to verify the correctness of the information provided. 5. Each ad placed must be represented by a separate specific online tear sheet. Brochures, direct mail pieces and other printed materials provide a sample of the actual finished product. Television ads provide a DVD of the finished ad. Radio ads Provide a CD or script of the finished ad. Billboards Provide a photograph of each billboard, with the location clearly indicated. Booths Provide a photograph of the booth and a list of travel, trade or sports shows attended. Electronically distributed advertising and promotion To qualify for reimbursement all electronically distributed advertising must be approved by MDT in advance of the marketing period. In addition, the following outlines those items that must be provided to satisfy the sample product requirement for particular electronic advertising types: Websites 1) Screenshot is preferred of the website that includes the Web address and the date is preferred. The date must be within the project period. 2) Copy of the preapproval document from MDT. Banner ads placed on travel-related websites 1) Screenshot of the ad that includes the Web address and the date is preferred. 2) Signature of project director attesting that the DMO has verified the ad ran as agreed and for the time period indicated on the invoice. This verification must include a statement that addresses that all electronic features were in working order for the period. 3) Copy of the preapproval document from MDT. Other approved products placed on travel-related websites Includes internet brochures. 1) Screenshot of all pages of the product that includes the Web address and the date is preferred. 2) Signature of project director attesting that the DMO has verified the ad ran as agreed and for the time period indicated on the invoice. This verification must include a statement that addresses that all electronic features were in working order for the period. 3) Copy of the preapproval document from MDT. blasts This type of electronically delivered marketing would include third-party blasts such as those sent by a newspaper Website to targeted recipients.1) Screenshot of all pages of the e- mail that includes the date and Web address is preferred. 2) Signature of project director attesting that the DMO has verified the was distributed as agreed according to the invoice. This verification must include a statement that addresses that all electronic features were in working order for the period. 3) Copy of the preapproval document from MDT. 3

8 NOTE: Supporting documentation must clearly illustrate and define the product or service provided. If an approved expense is not included in this guide, contact a member of the cooperative marketing team for information on appropriate documentation. Statement of Distribution for all printed materials; DVDs; CDs; direct mail pieces and electronically distributed promotional materials This statement must be submitted on the participating DMO s letterhead and signed by the project director or the president/ceo named in the contract. See the following samples for print and electronically distributed materials. SAMPLE STATEMENT OF DISTRIBUTION - PRINT Anderson County CVB 121 Main Street Bergersville, MO Missouri Division of Tourism Cooperative Marketing Program PO Box 1055 Jefferson City, MO Re: Attachment to 2 nd quarter reimbursement request on contract #XX-XX-XXX-11 Location Statement of Distribution for Attached Visitor Guide Amount Printed Distribution to date Anticipated Distribution Missouri Welcome Centers 4,000 4,000 0 Central Brochure Distribution 20,000 15,000 5,000 Fulfillment of 800 # requests 4,000 2,600 1,400 Local businesses 2,000 1,000 1,000 30,000 22, ,400 = 30,000 Statement of Participation A paragraph that describes the travel, trade or sports show and explains the value of participation is required documentation for all trade and sport show participation. This statement should communicate a brief account of the reasons for participation and the value received. Bid Record form For products and services that can be competitively bid, three bids are required. MDT can reimburse in an amount no greater than 50% of the lowest qualifying bid, not to exceed the approved budget amount or subsequent approved amount. All bids must be summarized on the Bid Record form. 4

9 SAMPLE STATEMENT OF DISTRIBUTION ELECTRONIC Missouri Division of Tourism Cooperative Marketing Program PO Box 1055 Jefferson City, MO Anderson County CVB 121 Main Street Bergersville, MO Re: Attachment to 2 nd quarter reimbursement request on contract #XX-XX-XXX-11 Statement of Distribution for Direct Mail and Direct Advertising Specifications/Description: blast sent by KansasCityStar.Com to their subscriber database Date Direct Mail or Direct sent: Oct. 15, 201X Message: Link to Visitxxxxxxx.com along with the following advertising copy: lskdjf;lsakdjf;lskadjf;lsk djf;lkasdjf;lksadjf;lkasdjf;lkasjdf;lkasdf;lkasdf;lka;lskdl;skdjsdjf;lkasdjf;lksadjf;lkasjdf;lkasjdf;lkjasdf;lkjsa d;lfkj;slkdj;lskdjf;laskdjf;alksdjf;laksdj;lkasdjf;lkasdj;lkasd Number sent: 250,000 Markets: 50% Missouri and Kansas, 45% National, 5% International Inquiries Generated: 342 Leads Reported: Weekly Fulfillment Process: DMO provides electronic and/or printed fulfillment piece depending upon inquirer s preference. LOGO REQUIREMENTS To qualify for reimbursement, funded products must display the official Missouri Tourism logo and/or credit line as outlined in the program guidelines. Requirements differ for various types of marketing activities. Expenses for marketing activities that do not meet the logo requirements will not be reimbursed. Refer to the FY2012 Cooperative Marketing Program guidelines for specific logo requirements. The guidelines are located on the MDT website in a.pdf format that may be printed. It is the responsibility of the participant to ensure all products meet program requirements. Please contact the Division of Tourism if you have any questions or concerns. 5

10 BID REQUIREMENTS 1. Three bids with the same specifications must be obtained for all purchases of $3,000 or more. The required bids must be summarized on a bid record form. Listed below are examples of items that must be competitively bid: Direct mailing services Research services website design Billboard lease Public relation services Printing services 2. For multiple services that are to be provided by the same vendor, consider the aggregate value of costs to determine the bid threshold, such as the lease of several billboards or the printing of several fulfillment pieces. 3. Purchases of $20,000 or more require the solicitation of written bids from three or more vendors. Attach the vendor bids to the completed bid record. 4. A no bid response from a vendor may be counted towards the requirement for three competitive bids, provided that all no bid vendors could have reasonably been expected to submit a bid. 5. The lowest bid must be accepted unless there is compelling justification to not do so. In that case, a written explanation must accompany your reimbursement request. For example, an acceptable reason to select the second lowest bid may be when the lowest bidder cannot provide the service or product by the required date. 6. Acceptable bids must reflect identical specifications. 7. The use of minority-owned and woman-owned businesses is encouraged. You may use vendors registered with the State of Missouri WBE & MBE program, but you are not limited to those vendors. Visit the following website for the minority-owned and woman-owned businesses that are registered with the State. DESTINATION ADVERTISING CATEGORY REIMBURSEMENT INFORMATION The following information applies specifically to Destination Advertising contracts. Pre-approval of advertising All advertising placed through Destination Advertising category (DA) contracts must be approved in advance by MDT. Allow five business days for this procedure. An ad placed in numerous media requires approval only once as long as nothing is changed, including size. The participant is solely responsible for the inclusion of the Missouri tourism logo and credit line on all funded ads, as set forth in the program guidelines. MDT will accept electronic, legible faxes or mailed versions of the ads. MDT will not approve an ad that is not completely legible. MDT reserves the right to deny approval on ads considered offensive, profane, inappropriate in any way or those that do not meet program guidelines. To qualify for reimbursement Placements must be a part of the approved media plan. Advertising is limited to only those media and markets approved by MDT. All ads must be approved by MDT prior to placement/airing. All ads must comply with the 50-mile rule. All ads must contain the official Missouri tourism logo and/or credit line in accordance with the current program guidelines. 6

11 All changes to the media plan must be approved in advance of placement or airing. Ads must run within program period. Billing, Reporting and Reimbursement for Ads Place through MDT s Advertising Agency The ad agency will provide a detailed invoice to the participating DMO for either 50% or 100% of the cost of qualified ads, in accordance with the agreement entered into between the participant and the ad agency. If the participating DMO elects to be invoiced for 50%, the MDT general ad agency will provide a detailed invoice to both the participating DMO and MDT for 50% of the cost of qualified ads. As a part of their billing, the MDT general ad agency will provide the invoices from the media vendor, as well as the ad documentation, as outlined in the Cooperative Marketing Program guidelines. The participating DMO must remit payment in full to the MDT general ad agency upon receipt of the complete billing document. Unpaid invoices are considered delinquent after 30 days. MDT will remit its share in full upon receipt of the complete billing document from the general ad agency. Unpaid invoices are considered delinquent after 30 days. Please note: Qualified ads are those that meet the current year s program guidelines, have received preapproval from MDT and are placed in approved media and markets. It is the responsibility of the participant to obtain MDT approval for ads prior to placement or airing. The participant is responsible for 100% of the cost of unqualified ads placed through the MDT ad agency. Allow five business days for ad approval. A complete Quarterly Project Update/Reimbursement Request must be submitted on marketing completed each fiscal quarter by the deadlines noted on page one of this publication. A report must be submitted each quarter. If no activities were completed within the quarter, submit the report with zeros in the current expense request column. Complete the report form with all requested information. Incomplete Quarterly Project Updates will be returned to the participant and must be submitted again with complete information. See instruction pages for this form found in this publication. Billing, Reporting and Reimbursement for Ads Placed Independently - All Destination Advertising participants who do not utilize the services of the MDT general ad agency for the placement of advertising should see section II of this publication for reimbursement and quarterly reporting requirements specifically for the Destination Advertising category. 7

12 SAMPLE QUARTERLY REPORTING FORMS AND INSTRUCTIONS The following pages contain samples of each form required for submitting the quarterly report and reimbursement request with detailed instructions for the completion of each requirement. Forms, as well as all program materials, are available for download from the industry portal of the Missouri Division of Tourism website, click Cooperative Marketing, and then FY2012 Program Information. Most forms may be completed online and downloaded. INSTRUCTIONS FOR COMPLETING THE CHECKLIST (Use for all categories) Completing the checklist, as illustrated on the following page, will assist you in accurately assembling your reimbursement request. Include the name of your DMO and the assigned contract number. Section I: Required reporting for all funded projects each fiscal quarter. Section II: Items required for quarterly reporting when expenses have been incurred and reimbursement is sought. Section III: Items required for costs of $3,000 or more for services or commodities that can be competitively bid. Section IV: Items required when expenses include the use of an agency or media buyer. 8

13 Cooperative Marketing Program Missouri Division of Tourism PO Box 1055, Jefferson City, MO Phone: Fax: CHECKLIST FOR QUARTERLY REPORTING Name of DMO: Contract #: Date: I. The following is required each fiscal quarter: Quarterly Project Update/ Reimbursement Request form Completion required each quarter II. The following items are required attachments to the Quarterly Project Update/ Reimbursement Request form for all reports that include a request for reimbursement: Reimbursement Summary Sheet - Completion required Invoice for services or products from vendor required (See below for ad agency requirements) Copy of cancelled check sent to vendor from participant required (See below for ad agency requirements) Check must be from participant only. Check must be for at least 50% of the charge for the services/commodities. Project Sample - item showing services or products received - required For print ads - original tear sheet only, must include name and date of publication. For billboards and booths - photograph of project. For televisions/radio ads DVD/CD. Website Web address. For brochures, direct mail pieces, etc. sample of the actual finished product. Electronic Media 1) screenshot including Date and Web address 2) signed verification statement by the project director 3) copy of executed Ad Approval Form with MDT approval signatures. Statement of distribution is required for all printed and electronic material. Statement of participation is required for each tradeshow. III. In addition to the items detail in number II above, the following items are required for requests that include costs of $3,000 or more that can be competitively bid: Bid Record form detailing a minimum of three vendor bids, telephone or written. Bids on vendor letterhead, for services of $20,000 or more. Use of minority/woman-owned business vendors is encouraged. IV. In addition to the items detail in number II above, the following items are required when using an ad agency: Invoice for services or products from advertising agency to participating DMO. Copy of cancelled check sent to advertising agency from participating DMO. Check must be written from the participant DMOs account and must be for at least 50% of the charge for the services or products. Invoice for services or products from vendor to advertising agency. Copy of cancelled check sent to vendor from advertising agency. Check must be for at least 50% of the invoiced amount. 9

14 INSTRUCTIONS FOR COMPLETING THE REIMBURSEMENT SUMMARY SHEET (Use for all categories) A: Provide all information requested in section A. The contract number may be found on page one of the contract you were provided at the time of funding awards. B: Complete as follows. Refer to sample on following page. 1. Group expenses by budget line items i.e., media, tradeshows, other marketing activities. 2. List each vendor invoice separately. Itemize all expenses reflected in your request. 3. Amounts listed must equal totals reflected in the Quarterly Project Update form. 4. Attach all required documentation as specified in the reimbursement guide. 5. Assemble documentation in the same order as items are listed on the summary sheet. EXAMPLE: In the sample on the next page, Midwest Living, July/Aug. invoice number , is the first item listed. When assembling the reimbursement request, attach the Midwest Living invoice, followed by a photocopy of cancelled check number in payment to Midwest Living and an original tear sheet with both name of the publication and date of the publication (if the tear sheet does not contain both name and date, provide the entire publication). Next attach invoice number 3457, from St. Louis Post Dispatch, Sept. 6, 13 and 20, followed by cancelled check number payable to St. Louis Post Dispatch and a tear sheet of the ad that contains both the publication date and publication name. If an on-line tear sheet is submitted, refer to page three of this guide for required documentation. The next item is the Missouri Fall Insert, invoice number for an ad that ran in the fall issue. Attach the invoice, follow with a copy of cancelled check number and the original tear sheet of the ad. (For most insert tear sheets the entire publication needs to be submitted along with a sales sheet that provides the date of publication, date of distribution and a list of newspapers the insert was placed in). Continue attaching each invoice, cancelled check, bid record and bids (if required), and sample product in the same order as listed on the Reimbursement Summary Sheet. Total each line item, media, tradeshows, printed materials, etc. The totals are to be carried forward to the Quarterly Project Update form. The Reimbursement Summary Sheet is not required for a quarter in which no reimbursement is requested. 10

15 Guide for Quarterly Reporting and Reimbursement FY2012 For use with any year Reimbursement Request - Do not use for Public Relations category reimbursements. Reimbursement Summary Sheet Cooperative Marketing Program Missouri Division of Tourism PO Box 1055, Jefferson City, MO Phone: Fax: Contract Number: XX Date: 11/15/XX Name of DMO: Adams Chamber of Commerce Project Name: Adams Leisure Travel 1. Group expenses by budget line item i.e., media, tradeshows, other marketing activities. 2. List each vendor invoice separately. Itemize all expenses reflected in your request. 3. Amounts listed below must equal totals reflected on the Quarterly Project Update form. 4. Attach all required documentation as specified in the reimbursement guide. 5. Assemble documentation in the same order as items are listed on this summary sheet. Line Items & Expense Description Vendor Invoice # Ad Firm Invoice # Invoice Amount Copy of Check & # Vendor Name Attachments (Describe) Media / TV ad 3/1/XX through 3/31/05 30 sec XX,XXX.X X 14781Cable Network, Inc. Video Print / Midwest Living July/Aug 20XX $6, Meredith Corporation Invoice, check, tear sheet Print / St. Louis Post Dispatch Sept 6, 13, $3, St. Louis Post Dispatch Invoice, check, tear sheet Print / Missouri Fall Insert Aug 20XX $1, Madden Media Invoice, check, tear sheet TV / Aug 20XX 1329 $9, RDF-TV Invoice, check, TV spot Radio / Sept 20XX $2, KDAT Invoice, check, Radio spot On-line / Banners Ads - July, Aug, Sept 20XX $4, Tripadvisor.com Invoice, ck, screenshot, verfication / Sub-total $28, Tradeshow / RCMA Expo July 20XX $2, RCMA Expo Check, reg, statement, picture / Sub -total $2, Other / I-brochure - July, Aug, $ Madden Media Invoice, ck, Sept 20XX screenshot, verfication Other / Billboards - Aug 20XX $ Missouri Neon Invoice, check, picture / Sub-total $ Printed / Visitors' Guide Sept 546 $3, Brown Printing Invoice, check, bid 20XX record, guide / Sub-total $3, Prod / Ad Designs for Sept 20XX 5984 $ Character Graphics Invoice, check / / / Sub-total $ / Grand Total $35,

16 INSTRUCTIONS FOR COMPLETING THE QUARTERLY PROJECT UPDATE/ REIMBURSEMENT REQUEST FORM (Use for all categories) This report must be submitted each fiscal quarter. See page one of this guide for postmark deadlines. Complete the report form with all requested information. Incomplete Quarterly Project Updates will be returned to the participant and must be submitted again with complete information. For Small Project Marketing Summer/Fall projects, submit reports for fiscal quarters one and two. For Small Project Marketing Winter/Spring project, submit reports for fiscal quarters three and four. If no expenses were incurred within the period, submit this form with zeros in Column C, the current expense request column. Refer to the sample completed form on the following page and the instructions below. DMO Information Complete this section. Provide all information requested. Part A, line numbers 1 through 5 Budgeted Line Items Column A, Project Budget Enter the approved budget amounts from the most recently approved Project Budget. Separate media by type as indicated. Column B, Accumulated Expenses-to-Date Place the total amount expended to date in this column. This includes current expenses, plus any amounts previously reimbursed. Separate media by type as indicated. Column C, Current Expense Request - Enter the amounts currently submitted for reimbursement. These line item totals will come from the completed summary sheet. Separate media by type as indicated. Column D, Remaining Balance Enter the Project Budget amounts, less the Accumulated Expenses-to-Date. These amounts are the remaining balances AFTER payment of current expenses. Breakout media by type as indicated. Part A, line number 6 Total Expenditures - In each column: Total lines 1 through 5. Part A, line number 7 Matching Local Funds - In each column: Enter the local matching funds amount. This amount must be at least 50% of line 6. Part A, line number 8 State Funds - In each column: Enter the amount to be reimbursed by the state, line 6 minus line 7. The state funds amount may not exceed 50% of line 6, total expenditures. Part A, line number 9 Total Project Cost - In each column: Add line 7 plus line 8. Line 9 will equal line 6. Part B Carefully respond to each of the four questions in the space provided. Question number 1 - Yes to this question indicates that all marketing activities listed in the contract for the period covered by this report have been completed as agreed. Question number 2 - List any anticipated changes to the approved marketing schedule. Question number 3 - List any award amounts you will not be utilizing. Question number 4 - List any approved activities that will not be completed. Signatures - Provide the names and signatures of the project director and the president/ceo of the DMO. Please sign in blue ink. Retain a copy of the complete Quarterly Project Update/Reimbursement and related documents for the DMO records. 12

17 Division of Tourism Cooperative Marketing Program Quarterly Project Update/ Reimbursement Request Report 1 covering 7/1 to 9/30 postmark by 11/30/11 Report 2 covering 10/1 to 12/31 postmark by 2/28/12 Report 3 covering 1/1 to 3/31 postmark by 5/31/12 Report 4/Final - covering 4/1 to 6/30 postmark by 8/31/12 Complete this report quarterly for each contract and submit to MDT within 60 days after the end of each program quarter. Date of Report: 11/15/XX Contract Number: XX Report Number /Final (check one) DMO: Adams Chamber of Commerce Project Name: Adams Leisure Travel DMO: Address: 801 Main St., Adams, MO 62XXX Phone #: FAX #: address: adamscoc@gmail.com PART A: Complete the following each quarter. If this report includes no request for reimbursement of funds, place zeros in the Current Expense Request column C and complete columns A, B, and D below with current information. LINE ITEMS FROM PROJECT BUDGET COLUMN A Current Approved Project Budget COLUMN B Accumulated Reimbursements to Date COLUMN C Current Expense Request COLUMN D Balance Outstanding after This Request 1. Media Total $50, $28, $28, $21, Magazines $10, $6, $6, $4, Newspaper $5, $3, $3, $1, Travel Inserts $5, $1, $1, $3, Television $15, $9, $9, $5, Radio $5, $2, $2, $2, Internet Advertising $10, $4, $4, $5, Travel Tradeshows $4, $2, $2, $1, Other Marketing Activities $3, $ $ $2, Printed Materials $3, $3, $3, $0 5. Production Costs $1,000 $ $ $ Total Expenditures $61, $35, $35, $26, Matching Local Funds $30, $17, $17, $13, State Funds Requested $30, $17, $17, $13, Total Project Cost $61, $35, $35, $26, Line 6 must equal line 9. Column A less Column B equals Column D. Column B is the total of all previous reimbursements plus the current expenses. PART B: Answer each of the following questions. 1. Is your marketing project as outlined in your approved application currently on schedule? Yes No. If no, attach explanation. 2. Do you anticipate the need to make any changes to your approved marketing schedule, products, and/or funds required? No Yes If yes, please explain 3. Do you anticipate any funds remaining after your have completed your project? No Yes Indicate estimated amount $ Please list any products approved in your application that will not be completed as approved and the costs for each. All marketing is scheduled to be placed at this time. Name of Project Director (please print) Dana Anderson Signature of Project Director Dana Anderson Name of President/CEO of Applicant DMO (please print) Robert Allen Signature of President/CEO Robert Allen 13

18 INSTRUCTIONS FOR COMPLETING THE BID RECORD FORM 1. Record the required bids on a bid record form. Each form will accommodate bids for up to three products or services. See the example to the right. 2. Indicate the following: DMO Name Cooperative Marketing Contract # MBE/WBE yes or no Product/Service being bid Company Bidding Description/Specifications Quantity Unit Price Item Total 3. Attach written bids if required. 4. Sign and date the bid record form in blue ink. 5. Bids from each vendor for a particular product or service MUST reflect identical specifications. 14

19 DIVISION OF TOURISM COOPERATIVE MARKETING PROGRAM BID RECORD FORM DMO: Adams Chamber of Commerce PAGE: 1 OF 1 Contract No. XX PRODUCT/SERVICE BEING BID: Visitors' Guide Minority Vendor Bid Included YES NO Woman Owned Business Bid Included YES NO If yes, indicate M or W next to minority or woman owned SCOPE OF WORK: 32 page, 4 color, glossy businesses BID TYPE Phone Written Verbal BID # COMPANY BIDDING DESCRIPTION/SPECIFICATIONS Quantity Unit Price Item Total 1 ABC Printing Co. (WBE) 32 page, 4 color, glossy 25, $7,165 2 Other Printing Co. 32 page, 4 color, glossy 25, $ Yet Another Printing Co. 32 page, 4 color, glossy 25, $10,750 F.O.B. Destination DELIVERY 801 West Main Street PRODUCT/SERVICE BEING BID: Calendar of Events Minority Vendor Bid Included YES NO Woman Owned Business Bid Included YES NO If yes, indicate M or W next to minority or woman owned SCOPE OF WORK: 16 page, 4 color, glossy businesses BID TYPE Phone Written Verbal BID # COMPANY BIDDING DESCRIPTION/SPECIFICATIONS Quantity Unit Price Item Total 1 ABC Printing Co. (WBE) 16 page, 4 color, glossy 15, $3,975 2 Other Printing Co. 16 page, 4 color, glossy 15, $4,350 3 Yet Another Printing Co. 16 page, 4 color, glossy 15, $6,750 F.O.B. Destination DELIVERY 801 West Main Street Minority Vendor Bid Included YES NO PRODUCT/SERVICE BEING BID: Woman Owned Business Bid Included YES NO If yes, indicate M or W next to minority or woman owned SCOPE OF WORK: businesses BID TYPE Phone Written Verbal BID # COMPANY BIDDING DESCRIPTION/SPECIFICATIONS Quantity Unit Price Item Total F.O.B. DELIVERY I hereby certify that the bid (s) indicated above are correct as stated and that I have not revealed a bidder's bid to any other bidder or person. CEO/PROJECT DIRECTOR S SIGNATURE Dana Anderson PRINT NAME Dana Anderson DATE 11/15/XX 15

20 INSTRUCTIONS FOR COMPLETING THE REQUEST FOR REVISED BUDGET FORM (Use for all categories) Changes to the project must be approved prior to incurring the expense. Changes to line item amounts require the submission of a Request for Revised Budget form, along with a detailed explanation of the requested change. If approved, a copy of the executed revision is furnished to the participant. For Small Project Marketing projects, requests for revised budget are accepted for consideration at any time from the contract approval date through the first three months of the contract period. For all other contracts, revised budgets must be postmarked by the end of the third quarter. Approval will be considered, but is not guaranteed for modifications or revisions that significantly alter the project from that which was evaluated. Requests to add marketing types not included in the original project will not be approved, in most cases. PLEASE NOTE: The originally approved State Funds Requested amount cannot be exceeded. Instructions: Part A Include all contract and DMO information requested. Part B COLUMN 1 - Place the amounts from your most recently approved budget in the first column. COLUMN 2 - Place the requested new amounts in the second column. Signature Section Include all information requested. Signatures should be in blue ink. Submitting your request: Attach a letter explaining the reason for the requested change and details of the specific marketing changes. Mail both the letter and the completed Request for Revised Budget form no later than the last day of the third project quarter to: Cooperative Marketing Program Missouri Division of Tourism PO Box 1055 Jefferson City, MO

21 Cooperative Marketing Program Missouri Division of Tourism PO Box 1055, Jefferson City, MO Phone: Fax: Please complete this form when you must revise your approved budget. Must be submitted by the end of the 3 rd quarter. To request a change to the approved project budget, send this form along with the following: Letter explaining the proposed changes and the justification for those changes. Revised budget grid including all activities comprising the revised budget amounts. Approval will be considered but not guaranteed for modifications or revisions that significantly alter the project from that which was approved. A revised budget requires the approval of the MDT Director. NOTE: Requests for Revised Budget may be submitted no later than the end of the third program quarter. DMO Name: Adams Chamber of Commerce Contract Number: XX DMO Address: 801 Main Street, Adams, MO 62XXX Address: adamscofc@home.net Phone Number: FAX Number Expenditures: (line items) COLUMN 1 Original Project Budget COLUMN 2 Revised Project Budget 1. Media $13, $10, Magazines $12, $9, Newspapers $1, $1, Travel Inserts 0 Television 0 Radio 0 Internet Advertising 0 2. Travel Tradeshow $7, $6, Other Marketing Activities Collateral Materials $13, $12, Production & Other Costs Total Expenditures $33, $28, Matching Local Funds $16, $14, State Funds Requested $16, $14, Total Project Cost $33, $28, The totals on line 6 must equal the totals on line 9. Project Director (please print) Dana Anderson President/CEO of DMO Robert Allen Signature Dana Anderson Signature Robert Allen Title Tourism Director Date 11/15/XX Title Chamber President Date 11/15/XX APPROVAL: Signature, Missouri Division of Tourism: Signature Date: 17

22 INSTRUCTIONS FOR COMPLETING THE AD AND MATERIALS ARTWORK/DESIGN APPROVAL FORM It is each participant s responsibility to ensure that Cooperative Marketing products comply with the program guidelines. Costs for products that do not comply with program guidelines cannot be reimbursed. Therefore, participants are strongly encouraged to request pre-approval for funded products prior to printing, production or placement. Prior ad approval is mandatory for all products funded in the destination advertising category and all electronic media and promotion regardless of the funding category. Fax, or mail the product approval form (available on the Website) to MDT, along with ad materials, allowing five working days for MDT s response. Printed materials may be submitted electronically. The materials will be reviewed and approval ed or faxed back within five business days. Products that are altered after MDT approval may not be eligible for reimbursement. See the sample form on the opposite page. Complete the form as indicated below. Section A - Complete. Section B Include all requested information. Description - Complete as requested. Ad dimensions or pixel dimensions are required. Section C Leave blank. MDT will complete this section and or fax it back to the current project director. ALLOW five BUSINESS DAYS FOR APPROVAL. If approval is denied and materials must be submitted again, the process time will be extended. 18

23 Cooperative Marketing Program Missouri Division of Tourism PO Box 1055, Jefferson City, MO Phone: Fax: Ad and Materials Artwork/Design Approval Form Instructions: Complete sections A and B below. Fax, or mail completed approval request form along with product sample/proof to be approved to MDT. Please allow five business days for approval. SECTION A: TO: Cooperative Marketing Team FROM: COMPANY: Missouri Division of Tourism FAX #: FAX #: (573) DATE: SECTION B: DMO Name: Contract #: Description: (Include artwork For print ads include ad dimensions, publication and issue date. For TV include a DVD of the spot, for Radio include a CD or script of the spot and placement dates. For electronic media, include pixel dimensions, as well as the pixel length of the MDT logo.) Media Type: Ad Size/Color: Placement Dates: Publications/URLs/Markets: SECTION C: Date: To: Response to Approval Request From: Missouri Division of Tourism MDT COMMENTS The ads, artwork, materials design, etc. described above and submitted with this approval request meet the Division of Tourism guidelines for reimbursement through the Cooperative Marketing Program with regard to content and logo requirements. This approval does not address any changes to the approved marketing project, such as dates, publications or marketing activities. MDT Approval Signature #1 MDT Approval Signature #2 19

24 PUBLIC RELATIONS CATEGORY REPORTING FORMS Complete and submit the Quarterly Project Update/Reimbursement Request form for each quarter with the following forms attached as necessary: Public relations ad equivalency report: complete and submit each quarter. Public relations summary sheet: complete for all quarterly project updates where reimbursement is requested. Public relations contact report: complete and submit when this form is a required deliverable for reimbursement. Public relations press tour evaluation form: submit completed form for each press tour participant when this form is a required deliverable for reimbursement. The chart below outlines the required deliverables for eligible public relations activities. Activity Deliverables Notes Media Releases Release Statement of distribution Press Tours Evaluation form from participant(s) Tour itinerary Letter of assignment Media Marketplaces Sales Missions Media Queries Press Kit Development Photography & Video (specific for public relations use) Appointment list Business card or photo of media contact Completed PR contact report Trip itinerary Appointment schedule Completed PR contact report with stories pitched Completed PR contact report Press Kit, CD preferred Statement of distribution CD/DVD of photos & videos Statement of distribution USA, UK & Canada locations only USA, UK & Canada locations only Eligible when there is a proactive distribution plan that includes images available to media on website Photos and video to be made available for MDT use. 20

25 TOTALS 15 $XX.XX $XX,XXX 21 MO Division of Tourism Cooperative Marketing Program Public Relations Ad Equivalency Form DMO CONTRACT # SPECIFIC PR ACTIVITY # DATE MEDIA NAME CITY ST SUBJECT OF CLIP RELATED TO CLIP CIRCULATION INCHES RATE AD VALUE Example The Morning News Springdale AR Eagle Days Press Release & Media Query 36, XX.XX XXX.XX

26 Cooperative Marketing Program Missouri Division of Tourism PO Box 1055, Jefferson City, MO Phone: Fax: PR Reimbursement Summary Sheet Contract Number: XX Date: Nov. 15, 20XX Name of DMO: Adams Chamber of Commerce Project Name: Adams Public Relations PART A: INVOICES & CHECKS 1. List public relations invoices for period (maximum of 3 invoices -1 quarterly invoice preferred). 2. Invoices should list only completed public relations activities. Do not include work performed on activities that will occur in the future. 3. Attach vendor invoice(s) and copy of check(s) 4. Assemble documentation in the same order as items are listed on this summary sheet. 5. Transfer total of invoices to the Other Marketing Activities line on the Quarterly Update/Reimbursement Request form. INV. # PUBLIC RELATIONS VENDOR VENDOR INVOICE # DATES OF SERVICE INVOICE AMOUNT CHECK # 1 Black & Adams Public Relations ACC July 20XX $$7, Black & Adams Public Relations ACC Aug. 20XX $$1, Black & Adams Public Relations ACC Sept. 20XX $$1, PART B: DELIVERABLES 1. List each public relations activity included on invoice(s) listed above, and identify each required deliverable as outlined in the public relations guidelines. 2. Assemble with deliverables in order identified by item # of the PR activity identified below. ITEM # PUBLIC RELATIONS ACTIVITIES DELIVERABLE #1 DELIVERABLE #2 DELIVERABLE #3 1 5 Media Releases - July Copy of 5 Media Releases Statement of Distribution 2 2 Press Tours - July Evaluation Forms (6 writers)tour Itinerary Letters of Assignment (6) 3 3 Media Releases - Aug. Cop of 3 Media Releases Statement of Distribution 4 1 Press Tour - Aug. Evaluation form (1 ) Tour Itinerary Letter of Assignment 5 1 Media Marketplace - Sept. Appointment List Photo of media contacts Completed PR contact reports

27 DMO: Contract #: Cooperative Marketing Program PR Contact Report PR Activity: Date of Contact: Name of Contact: Type of Contact: Summary: Anticipated Outcome: 23

28 Guide of Quarterly Reporting and Reimbursement FY2012 DMO Logo Thank you for attending a recent (name of destination) press tour sponsored in part by the Missouri Division of Tourism. As part of our ongoing efforts to ensure that (name of destination) press tours are beneficial to writers like you, please take a few minutes to fill out the evaluation below. There are two parts to the evaluation. First, we would like you to respond with your opinion regarding different aspects of the tour. In addition, we have a section of open-ended questions to which we would like your feedback. Again, thank you for your time and interest in (name of destination). Optional Information: Name Location Media Outlet(s) In the following sections, please let us know how you feel about each of the statements below circling the numbers that correspond to the following responses: 1 Strongly Disagree 2 Disagree 3 Agree 4 Strongly Agree 5 N/A Not Applicable (neither agree nor disagree) Please feel free to use the extra space at the end of the section to explain your responses or to make additional comments. Invitation Process I learned about the press tours through the invitation I received via . I received the invitation in enough time to add the press tour to my schedule. I received notice that I would attend the press tour in enough time to add the press tour to my schedule N/A N/A N/A 24

29 Guide of Quarterly Reporting and Reimbursement FY2012 Travel to (Name of Destination) I was satisfied with my travel arrangements to and from (name of N/A destination). I was satisfied with the amount of time it took to travel to and from N/A (name of destination). I received adequate information about my travel arrangements to and N/A from (name of destination). Travel within (Name of Destination) I was satisfied with the length of time spent in the van while on the N/A tour. I was satisfied with the quantity of attractions we experienced each N/A day. I was satisfied with the length of time we were at each attraction N/A Being part of a group enhanced my press tour experience N/A Lodging and Meals I was satisfied with the quality of meals available on the tour N/A I was satisfied with the quality of hotel accommodations on the tour N/A Tour Guide Services Our tour guide was knowledgeable about the state of (name of N/A destination) Our tour guide was friendly and accommodating N/A Our tour guide made sure we followed our itinerary N/A Pre-Tour Communication The press tour contact provided thorough information about the press tour to me prior to the tour. The press tour contact was helpful and responded to my requests for information. Post-Tour Communication N/A N/A My requests for additional information after the tour were met in a N/A timely manner. I would like to receive invitations to future (name of destination) press N/A tours. The information I learned on the press tour was useful to me N/A I plan on using the information I learned on the press tour in a future N/A story. I plan on returning to (name of destination) in a professional capacity N/A The press tour in (name of destination) exceeded my expectations N/A The press tour in (name of destination) is comparable to other press N/A tours I ve taken. I enjoyed the press tour experience in (name of destination) N/A Future Press Tours I prefer to travel in groups for press tours N/A I prefer to travel by myself on individual press tours N/A 25