New Mexico Tourism Department | Cooperative Marketing Program

Cooperative Marketing Grants

The Cooperative Marketing Program provides funding to non-profit tourism related organizations, local and tribal governments in the State for marketing the State of New Mexico as a tourist destination. The Department encourages advertising and promotional efforts that maximize statewide and regional benefit as well as year-round economic benefit. The program is an annual matching program. The program operates on a State Fiscal Year; July 1 through June 30. The Department reimburses 50% or 30% of eligible costs per the agreement executed between the Department and the Organization. Percentage of match is based on the amount an organization expends annually on marketing efforts.

2009/2010 (FY10) Coop Marketing Grant Program - Updated October 14, 2009

NEW - The deadline for submitting the first quarter reimbursement has been combined with the second quarter; the revised due date is January 15, 2010. If a first quarter request has already been submitted or if you are planning to submit a request, those requests will be processed in the order they were received. Please take note: a request for reimbursement may be submitted prior to the quarter deadline and the grant may also be closed out once all grant funds have been fully expended. Thank you for your continued patience. - Audrey

Request For Payment Document (XLS)

NEW - The awards for the 2009-2010 (FY10) grant cycle have been revised. The revisions are a result of the recent mandate to all executive agencies to reduce individual budgets. The CoOp program has reduced original award amounts of less than $10,000 by 2% and award amounts greater than $10,000 have been reduced by 4%. All figures were rounded to the nearest $25. This percentage decrease is reflected in the revised award amounts listed below. Please click on the link to view the PDF containing the revised award listing. Individual award letters are being sent out via certified mail. The letter contains an acceptance or refusal page which is to be signed and returned on or before October 15, 2009.

Thank you,

Audrey

* REVISED * FY10 Award Listing *REVISED*

This section is for reference only - The FY10 grant application process is closed

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)

General Timeline for CoOp Program Grant Cycle

Early Spring - Request for Proposals issued
Spring – Multiple Workshops to be held at different New Mexico communities
Late Spring - Proposals due (approximately 1 month after issuance of RFP)
Early Summer - Accepted Proposals will be evaluated and awards made
Summer - Agreement are sent out for individual signatures
July 1 – contracts in effect
October 15 – 1st Quarter Reimbursements Due, see below for details
January 1 – Proof of Commitment Due, see below for details
January 15 – 2nd Quarter Reimbursement Due
April 15 – 3rd Quarter Reimbursements Due
May 31 - All funds must be fully expended
June 10 – 4th Quarter/Final Reimbursements Due

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

Request for Payments

Details:
Expense initiated after July 1 and have cleared your financial institution within this timeframe must be submitted for reimbursement
Utilize the current two page Request for Payment form
Provide required supporting documentation, as detailed on the request for payment form
Penalty – requests postmarked after the due date 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                       due: October 15
2nd Qtr: October – December                 due: January 15
3rd Qtr: January – March                        due: April 15
4th Qtr: April – May*                               due: June 10*

*The 4th quarter deadline has been changed to May 31; this is one month earlier than in prior grant cycles.

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.

Proof of Commitment Statement due January 1, 2009

A statement confirming the awarded grant funds will be fully expended on or before May 31 OR
A statement informing the Department the awarded grant funds will not be fully expended on or before May 31. 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, 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