Oregon Tourism Commission – Oregon Rural Tourism Studio

Matching Grant Guidelines

OVERVIEW: The mission of the Oregon Tourism Commission (OTC), doing business as Travel Oregon, is to encourage economic growth and to enhance the quality of life in Oregon through a strengthened economic impact of tourism throughout the state. Projects that contribute to the development and improvement of local economies throughout this state by means of the enhancement, expansion and promotion of the visitor industry are eligible to receive Matching Grant funding. OTC has allocated $10,000 for investment in the Oregon Rural Tourism Studio Matching Grant Program for each graduating community. Up to two project ideas may be submitted by community. Projects must be completed within one year of the grant award.

TIMELINE

Rural Tourism Studio (RTS) communities will have 6 months from graduation of the program to complete and submit their Matching Grant application – OTC will provide feedback and direction within 30 days to acknowledge any steps necessary prior to awarding grant funds

Grant project(s) must be completed within 1 year of being awarded Matching Grant

MATCHING REQUIREMENT: Applicant must match the amount of the awarded grant. Up to 50% of the match may be in-kind. (Example: An applicant that is awarded a $10,000 grant must provide $10,000 in matching funds. Of the $10,000 in matching funds, up to $5,000 may be in-kind services such as donated professional services or materials relevant to the grant project).

ELIGIBILITY: Cities, counties, port districts, federally recognized Tribes and non-profit entities located in Oregon and involved with tourism promotion and development are eligible for grants from the RTS Matching Grants Program. A federal tax ID # must be submitted.

ELIGIBLE PROJECTS: Eligible projects are projects that have been defined as a priority by the community members who participated in the Rural Tourism Studio Program.

Eligible projects should encourage development of NEW tourism programs or products.

Eligible projects include such things as:

Niche market development activities such as: specialized training or workshops to support the continued development or growth of a target niche market, local familiarization tours, or regional study tours

Trail concept or trail development plans; recreation plans

Community engagement activities (conferences, educational seminars, or meetings) to further the community’s understanding and involvement with the tourism and hospitality sector

Wayfinding/signage plans

Tourism event creation or promotion

Visitor service training or related projects

Market research

Interactive or new website components

Cooperative advertising opportunities

Brochure creation, production and distribution

Media production and placement

Video production and distribution

*Please Note: All projects that include graphical elements need to be done in consultation with Travel Oregon’s Director of Brand Strategy. An initial consultation date will be provided after grant funds are awarded.

INELIGIBLE PROJECTS

Projects that include the following activities are not eligible for grants under the Matching Grants Program:

Projects that involve construction of facilities or modification of eligible historic structures or items.

Activities that are not new efforts, initiatives or offerings. Examples of activities that are not new efforts, initiatives or offerings include, but are not limited to, the following:

Reprints of any kind

Second editions of printed materials or audio recordings

Updates to existing websites

Grant funds will not be used to cover the costs of staff time, mileage, or associated fees

4.	Grant funds will not be used for large scale projects without a clear alignment of where awarded funds will be spent in the project budget

APPLICATION SUBMISSION: As more fully described on page 3 in the Matching Grant Application Process, the application includes responding to questions. Forms should be filled out, printed, signed and mailed or e-mailed for submittal by relevant deadlines.

APPLICATION CRITERIA: An RTS Matching Grants Program Review Committee will evaluate the applications. Applications will be reviewed for the following: Degree to which they support the present and future priorities of the Rural Tourism Studio; Potential for positive economic impact on community/region as a direct result of the project; Potential for project to stimulate and generate tourism economic development; Viability, integrity and sustainability of the project. OTC reserves the right to award grants in amounts totaling less than all funds that are available or to award a different amount than is provided in a grant application.

ENCOURAGED BY REVIEW COMMITTEE:

Partnerships with local, regional, state-wide and government organizations and industry businesses are looked upon favorably

Review the Travel Oregon strategic plan: http://industry.traveloregon.com/upload/otc/departments/final2011_13strategicplan.pdf. Projects that align with the initiatives outlined in the plan will receive higher standing

Leverage the resources of your Regional Destination Marketing Organization (RDMO) and local Destination Marketing Organization (DMO)

GRANT CONTRACT: Once awarded funding, the applicant will enter into a grant contract with OTC. The contract will contain specific details including the timeline for grant completion (1 year from Grant award) as well as exact dates when grant report forms will be due (Mid-Project Report; Grant Project Status Form; Accomplishment Report; Final Measurement of Success).

GRANT REPORT FORMS: Four grant report forms will be submitted to complete the requirements of funding for the grant project. A detailed timeline for when these reports will be due to OTC will be found in your grant contract. All forms will be provided by OTC. A description of each report form follows:

Mid-Project Report: A mid-project update on the progress of your grant. Any changes must be included (changes in scope of the project, delays, extensions that you anticipate, etc.). Due to OTC 6 months after project begins.

Grant Project Status Form: Short form stating your project is completed. Copies of your grant project (example: brochure), photos, pdf etc. must be included as proof that your grant project is complete. Due to OTC 1 year from grant award.

Accomplishment Report: A report including all details in measuring success of the project. Due to OTC 6 months after project completion.

Final Measurement of Success Grant Report: A final report to measure the success of your grant project. Due to OTC 12 months after project completion date.

GRANT FUNDS DISBURSEMENT:

An initial disbursement of 50% of project grant funds will be sent to the grant recipient with the fully-executed contract.

The remaining 50% of grant funds will be distributed once the project is complete and OTC reviews the final grant budget.

Any grant funds not used as approved shall be returned to OTC pursuant to the grant contract.

OREGON TOURISM COMMISSION RECOGNITION: Grant recipients shall prominently display on all finished grant projects that the project is being funded through a grant from the Oregon Tourism Commission. Travel Oregon’s logo will be utilized on publications and other significantly visible project activities. All projects that include graphical elements need to be done in consultation with Travel Oregon’s Director of Brand Strategy. An initial consultation date will be provided after grant funds are awarded.

APPLICATION ASSISTANCE: For additional information about the RTS Matching Grant Program and the application process, please contact Michelle Woodard, Travel Oregon’s Industry Relations Liaison, at MichelleW@TravelOregon.com or 503.378.8850.

Oregon Rural Tourism Studio Matching Grant Application Process

OVERVIEW: Prior to completing the RTS Matching Grant application, you must complete and submit a Grant Project Idea Worksheet. The Idea Worksheet must be submitted to OTC as soon as your local tourism committee has a firm understanding of which projects stemming from the newly formed Tourism Action Teams will be requesting matching grant funds. Once OTC has reviewed your Idea Worksheet you will be provided with feedback and a copy of the Matching Grant application.

Please note: Many of the Idea Worksheet questions will be the same as the questions for the grant application so you will be able to copy and paste a majority of your answers.

TIMELINE:

The Matching Grant Idea Worksheet should be completed and submitted no later than May 30, 2013 – OTC will review and provide feedback as well as the grant application form within 30 days of receipt.

The full Matching Grant Application must be completed and submitted no later than July 30, 2013, six months after the completion of the RTS – OTC will provide feedback and direction within 30 days to acknowledge any steps (if necessary) prior to awarding grant funds.

APPLICATION PROCESS CHECKLIST:

Review RTS Matching Grant Guidelines
Local tourism committee reviews potential project ideas presented by Tourism Action Teams (a maximum of two projects may be presented for matching grant funding)
Reference steps encouraged by Grant Review Committee (page 2 of Grant Guidelines)
Eligible applicant (see page 1 of Guidelines) completes and submits Matching Grant Idea Worksheet as soon as possible, but no later than May 30, 2013
Eligible applicant receives feedback and Matching Grant Application from OTC (within 30 days of receiving Matching Grant Idea Worksheet)
Eligible applicant takes into consideration feedback from OTC to complete and submit Matching Grant Application No later than July 30, 2013

APPLICATION SUBMITTAL: The completed Matching Grant Idea Worksheet and Matching Grant Application may be submitted via e-mail to Michelle Woodard, Travel Oregon’s Industry Relations Liaison, at: MichelleW@TravelOregon.com or via mail to: ATTN: RTS Matching Grant Program; Oregon Tourism Commission; 670 Hawthorne Ave. SE, Suite 240; Salem, OR 97301