2009/2010 (FY10) Coop Marketing Grant Program - Updated July 2, 2009

Thank you to all applicants who submitted proposals for the FY10 grant cycle. In total 120 Sole Entity Applications and 23 Consortium Applications were received. The 23 consortium applications represent 84 consortium members. The Sole Entity applications have been scored and evaluated, the Consortium applications are in the process of being reviewed this week. When all evaluations are complete the data will be compiled and award determinations will be made. Announcement of the awards for FY10 is anticipated to take place by July 31.

I thank you for your time and patience.

FY09 Grant Holders: The deadline to submit the final request for payment and Tracking and Impact report is July 10. The forms are available for download below.

Thank you,

Audrey

 

June 15, 2009

Thank you to all Sole Entity applicants, as of today 116 applications have been received and I expect more to arrive today. The deadline for the Consortium applications is next week; June 24, 2009.

Evaluation Committee: If you provided your name as a potential committee member please check your e-mail for a questionnaire and a resulting notice of confirmation. Until you have received confirmation, you are not on the committee. If you have not received an e-mail, please contact me ASAP. Please do not arrive at the evaluation session if you have not been in correspondence with me.

Thank you,

Audrey

 

May 11, 2009

I am very pleased to announce the FY10 Cooperative Marketing Grant Applications are now available. There are some major changes in the RFP this year, please click on the "Cover Letter" link below for an overview.

Please notice the two separate applications; one for Sole Entity Applicants (including sponsored entities) and the other for Tourism Marketing Consortiums. Please read the RFP closely to determine the appropriate application to utilize. There are also separate due dates for each application type:

Due date for Sole Entity Applications is June 10, 2009.

Due date for Tourism Marketing Consortium Applications is June 24, 2009.

Please see the RFP for specific time and delivery instructions regarding these deadlines.

There are also other changes detailed in the RFP, please read it carefully. I look forward to seeing you in the very near future at a workshop in your area. Please see the RFP for workshop dates, times and locations.

Sincerely,

Audrey

2009/2010 (FY10) Grant Application Forms:

Cover letter detailing major changes - IMPORTANT - MUST READ! (MS Word)

FY10 Request for Proposal (RFP) (MS Word)

FY10 Sole Entity Proposal Application Form (MS Word)

FY10 Tourism Marketing Consortium Proposal Application Form (MS Word)

Required Forms:

DFA Substitute W9 - Required Form (PDF)

FY10 Total Marketing Worksheet for Sole or Sponsored Entities (MS Word) or

FY10 Total Marketing Worksheets for CONSORTIUM (MS Word)

Reference Material:

Lodgers' Tax Act (PDF)

Lodgers' Tax Statute (PDF)

Best Practices Guide - SF Opera (PDF)

Best Practices Guide - SF Desert Chorale (PDF)

Advertising Partnership Program (MS XLS)

 

Workshop Schedule

The workshops for this year has been completed.

The schedule was as follows:

Friday, May 15, 10am - Manuelito Visitor Information Center (Gallup)

Tuesday, May 19, 1pm - Santa Fe, NM State Land Office - Morgan Hall

Thursday, May 21, 1pm - Las Cruces, NM State University Campus

Friday, May 22, 10am - Roswell, Roswell Chamber of Commerce

Wednesday, May 27, 1pm - Taos, Economic Development Office

Friday, May 29, 1pm - Albuquerque, 800 Bradbury Dr. SE

Click here to view the Workshop Powerpoint presentation

 

2008/2009 (FY09) Coop Marketing Grant Program

To view a list of the awarded entities for the 2008/2009 (FY09) grant cycle; please click on the link below:

• FY09 Awarded Entities (PDF)

FY09 Grant Program Forms:

FY 09 Proof of Commitment (ms doc) - Due January1st or sooner

• FY 09 Request for Payment (ms excel) - Due Quarterly, see below
• Final Requests MUST include a completed Tracking and Impact Report to avoid delayed payment
• FY 09 Tracking and Impact Report – (ms excel) - Due with Final Request

• Advertising Partnership Program details (ms excel)

 

2008/2009 (FY09) Coop Marketing Grant Program - Updated November 17, 2008

Agreements due December 1, 2008 or sooner

• Two signed agreements - sign "contractor" signature line only
• Failure to meet this deadline will result in forfeiture of the awarded funds
• If you have questions or concerns please contact me as soon as possible.

Request for Payments

• January 15th – 1st and 2nd Quarter Request for Payments are due
• 1st Quarter (July 1 – September 30, 2008)
• 2nd Quarter (October 1 - December 31, 2008)
• Expense which have cleared your financial institution within this timeframe must be submitted for reimbursement
• Utilize the current two page FY09 Request for Payment form
• Provide required supporting documentation, as detailed on the request for payment form
• Penalty – 1st/2nd quarter requests postmarked after January 15th will be subject to a 10% penalty.
• Final request – if all grant funds have been expended a final request for payment may be submitted prior to the 4th quarter.  Include a completed Tracking and Impact Report with the final request.
• Quarter Schedule:

1st Qtr: July – September                       Combined with 2nd Quarter
2nd Qtr: October – December                 due: January 15, 2009
3rd Qtr: January – March                        due: April 15, 2009
4th Qtr: April – June                               due: July 10, 2009

• If any deadline falls on a weekend or holiday the due dates changes to the following work day.

Tracking and Impact Report

• Due with the Final request for payment
• Please report only on the awarded grant funds, not the match or supplemental efforts
• This form was introduced in FY08, please call if you have a need for clarification

Proof of Commitment Statement due January 1, 2009 or sooner

• A statement confirming the awarded grant funds will be fully expended on or before June 30, 2009 OR
• A statement informing the Department the awarded grant funds will not be fully expended on or before June 30, 2009.  Any awarded entity that returns funds in this manner will NOT be penalized in future applications.  Notification at this date may allow the funds to be reallocated and utilized. 
• If a statement is NOT received by the deadline January 1, 2009, remaining funds will be assumed by the Department, contract will be terminated and no longer available to the awarded entity.
• Submit statements via fax or e-mail.  Fax: 505-827-6373 E-mail: audrey@newmexico.org

Creative Requirements

All advertisements purchased with grant funds must credit the Tourism Department by inserting one of these options into the ad:

• Tourism Department Logo - must be legible, click here for logo options: logos

or

• "visit www.newmexico.org"

or

• "paid for in part by the New Mexico Tourism Department"

 

Tentative Timeline for 2009/2010 (FY10) Grant Cycle (revised 3/10/09)

• Late March 2009 - Request for Proposals issued
• April 2009 – Multiple Workshops to be held at different New Mexico communities
• Early May 2009 - Proposals due (approximately 1 month after issuance of RFP)
• May 2009 - Accepted Proposals will be evaluated and awards made
• July 1, 2009 – contracts in effect
• October 15, 2009 – 1st Quarter Reimbursements Due, see above for details
• January 1, 2010 – Proof of Commitment Due, see above for details
• January 15, 2010 – 2nd Quarter Reimbursement Due
• April 15, 2010 – 3rd Quarter Reimbursements Due
• July 10, 2010 – 4th Quarter/Final Reimbursements Due

• Final requests may be submitted prior to July 10, 2010, if grant funds are fully expended.
• Tracking and Impact Report must be submitted with the final request for payment