Guidelines for 2008

GREATER MORGANTOWN CONVENTION AND VISITORS BUREAU INNOVATIVE PROGRAMMING GRANT PROGRAM

Grant Fund Overview

This program is administered to you by the GREATER MORGANTOWN CONVENTION AND VISITORS BUREAU (GMCVB), a 501(c)6 Non Profit Organization.

The mission of the GMCVB is: To create a positive economic impact on the GREATER MORGANTOWN AREA through superior customer service and aggressive sales and marketing efforts with community partners in the leisure, conference and sports and special events markets.

GMCVB’s VISION is: to make the GREATER MORGANTOWN AREA the region’s prime destination for travelers through the recruitment of groups, events and activities that enhance the quality of life in the community and establish the CVB as the area’s primary resource for assistance and information.

The purpose of GMCVB’s INNOVATIVE GRANT PROGRAM is to create and develop sustainable venues and events, which will attract visitors to the GREATER MORGANTOWN AREA, primarily Monongalia and Preston counties, and increase overnight stays in our hospitality properties and increase economic development throughout the multi county region.

The goals of the grant program are:
Create or increase overnight hotel/motel stays in Monongalia and Preston Counties
Enhance the quality of existing events and activities and assist existing organizations in expanding and creating new events and activities to attract out of area visitors (50 or more miles from Morgantown or Kingwood) to attend and stay overnight
Encourage organizations and groups to collaborate in creating venues of sufficient size to attract, out of area visitors
Increase expenditures by visitors to Monongalia and Preston Counties

This program may grant up to $10,000 for each project, which accomplishes the above goals, each project should be designed to attract and serve visitors and area residents alike.

Grants will be awarded annually. To receive consideration for a grant an official application must be submitted by 5:00 pm February 15, 2008.

Procedural Guidelines

Applicants must adhere to the following:

Complete and send in the enclosed Innovative Programming Grant Application. All information must be complete. Applications must be typewritten and additional pages may be attached, as needed. Applications must be received no later than the deadline. *Failure to meet the intended deadline may result in disqualification of the application.
Please be advised that a grant may be awarded for less than the amount requested depending on factors identified in the evaluation process.
Grant funding is primarily intended to foster new events and activities to increase the quality of the programming. Therefore, repeat applicants may be given lower priority.
Grant funds will be distributed to approved applicants only. No direct billing is allowed.
Projects must be completed in the timeframe noted on the application.
For reimbursement, applicants must submit copies of original invoices (totaling the amount of the award), copies of checks showing payment of submitted invoices and any documentation showing logo placement of the GMCVB as requested by the grant approval committee. Further reimbursement information will be posted in the grant award letter.
Reimbursement requests must be submitted within 60 days of completion of the event (completion date will be on the application.) Late requests may result in disqualification for funding.
The amount of reimbursement may be reduced if applicant falls below 80% of projected number of overnight stays. Applicants are responsible for proof of the overnight occupancy.

Grant Fund Guidelines (Eligibility)

Those eligible to apply include any event and/or organization that creates tourism and visitor spending in the Greater Morgantown area (predominantly Monongalia and Preston Counties). A direct financial benefit disclosure form must be filled out by those profiting from the programs being proposed. Such parties may apply for these grant funds according to the following guidelines:

Approved applicants must use a GMCVB logo prepared exclusively for this program in all publicity, marketing and advertising activities related to the proposed event.

The projects must include new and innovative ideas designed to increase visitor attendance at the event or activity, and in turn increase over night stays in Monongalia County and Preston County hotels, motels, and facilities.
Priority will be given to projects, which promote to out-of-county visitors, and have a positive local impact.

Priority will be given to events that will promote overnight visitors during months of November, December, January and February.

Some aspect of the project must be open to the general public.

The GMCVB’s Advancement and Promotion of Product (APP) committee and staff will be responsible for reviewing all grants with final ratification from the GMCVB’s full Board of Directors.

Board members or staff of the Convention and Visitors Bureau involved in any way with an applicant organization or event must recuse themselves from all discussion and vote regarding that specific application.

In making decisions on grant applications, the committee will consider such factors as type and scope of the applying organization, the organization’s resources (including budget and committee/staff structure), the impact and priority of the proposed project, the timetable, the number of applications received and the dollar amount requested and the benefit the program provides to the community.

Organizations and events may submit applications for more than one project, but each project must be submitted on its own application form.
The applicant must show financial investment in the proposed project, event or activity.

Deadlines

Application must be received by 5:00 p.m. on the following date for consideration:
February 15, 2008

Award Announcements will be made by 5:00 p.m. on the following date:
April 1, 2008

At the time of review by the committee, the applicant may be asked to be present or provide additional information. It will be the applicant’s responsibility to meet the needs of the committee in order to continue the process. Failure to do so may result in disqualification of an organization’s application.

Disclaimers

The foregoing guidelines are for informational purposes and are subject to further revisions by the GMCVB at its discretion. The GMCVB reserves the right to accept or reject any application at its discretion. The GMCVB makes no warranties or representations regarding the acceptance or rejection of any applications or the awarding of funds under the program described herein.

CONTACT INFORMATION

Applications may be faxed to the CVB to meet deadlines, but must be
followed by a hard copy within five business days.

Applications should be faxed to: 304-291-1354

Applications should be hand delivered or mailed to:
Innovative Programming Grant Fund
Greater Morgantown Convention and Visitors Bureau
68 Donley Street
Morgantown, WV 26501

Questions should be directed to:
Maggie Wolfe, Executive Assistant, 292-5081, mwolfe@tourmorgantown.com

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