West Virginia Division of Tourism
Matching Advertising
Partnership Program
(MAPP)
MAPP PURPOSE
The MAPProgram is a reimbursable
partnership program legislated in 1994
that provides matching funds for
innovative and effective direct
advertising projects that increase
visitation and travel expenditures in
West Virginia and impact the economic
growth of the travel industry.
MAPP PURPOSE
All dollars awarded are matched by
tourism destinations and their
partners, making the MAPProgram
an investment in the future, not only
by the state, but by every
participating business investing its
own dollars.
Who Can Apply?
"Applicant" means a for profit or non-profit
entity or organization located within the
state that promotes tourism within the
state and is also a destination. The term
"applicant" may not include vendors that
would be supplying services paid for out
of grant funds, schools or camps.
Who Can Apply?
Destinations include:
A region or area located within the state containing
three or more attractions. Attractions include:
 Cultural or historic sites or events, fairs or
festivals, museums;
 Live performing art centers, sporting
organizations or arenas, vineyards or wineries;
 Scenic or natural areas such as show caves or
caverns;
Who Can Apply?
Attractions also include:
 Theme or Amusement Parks;
 Zoos, Aquariums or Wild Animal Parks;
 Recreational Activities, including but not
limited to whitewater rafting, skiing and
snow activities, mountain biking, hunting
and fishing.
 Most attractions may also be
destinations in themselves.
Who Can Apply?
Destinations include:
An independent activity located within the state –
"Independent Activity" means an entity or organization
which attracts a minimum of eighty-five percent
(85%) of its visitors from outside the local market
and is at least one of the following:
 An entity or organization which provides
recreational activities including, but not limited to,
whitewater rafting, skiing and snow activities,
mountain biking, hunting and fishing, bus tours,
dinner cruises and sightseeing tours;
Who Can Apply?
Independent Activities also include:
 A Resort;
 A Destination Inn or Bed and Breakfast;
 Destination Camping - NEW
 An entity or organization offering vacation
rentals
 Destination shopping
Who Can Apply?
"Resort" means a full-service lodging facility
that is frequented for relaxation or
recreational purposes and offers at least
two amenities.
"Amenity" includes spa services, golf courses,
full-service restaurants, skiing or snow
activities, tennis, horseback riding, hiking
trails, boating or fishing.
Who Can Apply?
"Destination Inn or Bed and Breakfast"
means a lodging facility located
within the state whose recognized
reputation for service and amenities
are the primary motivating factor for
visitors to travel to the area where it
is located.
Who Can Apply?
“Destination Camping” means a full-service
camping facility that is located within
the state whose recognized reputation
for service and activities are the primary
motivating factor for visitors to travel to
the area where it is located.
Destination Campgrounds must have
cabin/lodge room facilities in addition to
a minimum of 65 campsites, including
RV sites with full hook-ups.
Who Can Apply?
Camp sites must be numbered and the
destination must include water,
shower house, restrooms and
firewood. Visitor registration is
required along with a campground
host and night security. Destination
Campgrounds must have an on-site
restaurant or grocery/gift shop
facilities and offer at least three
recreational camping activities.
Who Can Apply?
“Recreational Camping Activities” –
Include hunting, fishing, boat rentals,
boat launch ramp, swimming,
horseback riding, ATV and/or
hiking/biking trails, golf, miniature
golf, and museums.
Who Can Apply?
"Vacation Rental" means a lodging
facility including chalets, cabins or
condominiums. The term "vacation
rental" may not include hotels or
motels.
Partnering
"Partner" means an entity or organization
located within the state making a financial
contribution toward the applicant's match
requirement for an application for grant
funds for a collaborative marketing
program with a central advertising
message directing tourists to a destination
being represented by the applicant. The
term "partner" may not include vendors
that would be supplying services paid for
out of grant funds.
Three Categories of Awards
 $10,000+ Large Applications
 $7,500 Small Applications
 $5,000 Fairs & Festivals
Three Categories of Awards
$10,000+ Large Applications
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Total Projects of $20,000 and up
Voted on by Tourism Commission
50/50 matching reimbursement
80% of ads must be outside local
market
Three Categories of Awards
Up to $7,500 Small Applications
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Total Projects up to $10,000
Reviewed by Division of Tourism
75/25 matching reimbursement
80% of ads must be outside local
market
Three Categories of Awards
Up to $5,000 Fair and Festival
Applications
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Total Projects up to $10,000
Reviewed by Division of Tourism
50/50 matching reimbursement
May include local advertising
LOGO STANDARDS
All advertising utilizing MAPP funding is
required to display the West Virginia, Wild
and Wonderful brand identity in accordance
with Logo Standards.
MAPP UPDATE
The MAPProgram receives
approximately $10 million in funding
per year for matching direct
advertising projects that attract
visitors to the state. Currently, $4.7
million of that $10 million are
earmarked for the West Virginia
Courtesy Patrol.
MAPP UPDATE
In recent years, program funds, which are
generated by video slot machines at
the state’s racetrack/casinos, have also
diminished due to video lottery and
gaming legislation passed in
neighboring states. Revenue into the
fund has declined 15% over the last
two fiscal years.
MAPP UPDATE
In an effort to sustain funding for future
projects and ensure the state and
tourism industry members get the
greatest return on investment with the
funds available, the Tourism
Commission has approved the
following revisions for all MAPP
applications.
MAPP UPDATE
These revisions have been approved by
the Secretary of State and are now in
effect as an Emergency Rule. The
revisions will not cause reductions in
applications that have already been
approved, but may affect future
modifications to those applications in
areas that have been amended…
MAPP UPDATE
1) A reduction in eligible postage,
allowing for direct mail at the
standard bulk rate only. Fulfillment
postage for leads generated by
direct advertising will now be the
applicant responsibility.
MAPP UPDATE
2) A provision that all allowable
printing costs be accompanied by
three written bids to be provided by
the applicant to the Division of
Tourism at the time of
reimbursement with written
justification included, should the
lowest bid not be selected.
MAPP UPDATE
3) A clarification that real estate
advertising is for vacation rentals
only with no pro-ration provision for
any real estate sales.
MAPP UPDATE
4) A reduction of allowable production
expenses in $10,000+ applications
from a total cap of $22,500 per
media category to $10,000 per
media category.
MAPP UPDATE
5) Clarification that web design,
development and upgrades are for the
applicant’s web site only and
accessible once per year, per
applicant. Applicants that represent
parent companies with affiliates may
not exceed a total of $22,500 per year
in combined funding requests.
MAPP UPDATE
6) The addition of Destination
Campgrounds as an eligible applicant
category, along with Recreational
Camping Activities. In order to qualify
as a Destination Campground you
must meet the qualifications in the
rule and offer at least three
Recreational Camping Activities.
MAPP UPDATE
7) Recreational Camping Activities
include hunting, fishing, boat rentals,
boat launch ramp, swimming,
horseback riding, ATV and/or
hiking/biking trails, golf, miniature
golf, and museums.
MAPP UPDATE
In addition to the rule amendments
approved by the Secretary of
State, the Tourism Commission
has also approved the
following…
MAPP UPDATE
 A stipulation that, if a grantee does
not utilize all funding in past
applications, current allowable
funding will be reduced accordingly,
with a provision for Tourism
Commission appeal citing
extraordinary circumstance.
MAPP UPDATE
 A provision that all MAPP applications
must include at least three partners
(including the applicant organization).
Does not apply to the $5,000 Fair and
Festival category.
MAPP UPDATE
 Due to an immediate shortfall of funding
the Tourism Commission voted on
October 15, 2009 to limit the maximum
amount of funding requested through
the Matching Advertising Partnership
Program to $400,000 per applicant, per
year.
MAPP UPDATE
The year commencing with project
approval date, and effective for all
applications approved after October 15,
2009. Applicants that represent parent
companies with affiliates may not
exceed a total of $400,000 per year in
combined funding requests.
MAPP UPDATE
Funds matched by individual tourism
destinations that are dedicated to
statewide organizations representing
industry segments as a whole will not
be counted towards the individual
destinations' $400,000 funding cap.
MAPP UPDATE
Destinations specifically restricted by the
Tourism Commission to utilize funding
caps not to exceed 30% of total revenue
contributed into the Cooperative
Tourism Promotion Fund are excluded
from the above $400,000 cap.
MAPP MEDIA UPDATE
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Newspapers
Magazines
Television
Radio
Internet Media
Billboards
Production Fees of (15% of above;
$10,000 cap per media category – large
applications)
MAPP MEDIA UPDATE
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Web Development/Design/Upgrades
($22,500 cap) – once per year, per
applicant – applicant website only
Printing Costs - Direct Mail and Fulfillment
literature requires 3 written bids at time of
reimbursement
Mailing List cost for Direct Mail
Postage for Direct Mail (Standard Bulk Rate
only)
Consumer and Trade Shows - registration
fees only
MAPP SUCCESS!
Tourism Industry – MAPP Success
Even with decreases in funding, the
MAPProgram is a proven winner!
Here’s a letter to the Tourism
Commission from American Mountain
Theater President, Kenny Sexton
describing their continued success…
MAPP UPDATE!
NEW FOR 2010 –
 Web-based system for applicants of
the program.
 Will assist applicants in preparation
and management of their MAPP
projects, from the application process
through reimbursement.
MAPP NEW!
 In order to assist the tourism industry
on use of the new system, the Division
of Tourism will conduct educational
workshops, as well as continuing to
offer training on the MAPProgram
application process, overall grant
writing, and reimbursement and audit
requirements.
Contacts
Contacts
Applications and Modifications:
$10,000+ Applications and Director:
Anna Plantz, 304-558-2200 ext. 325
Up to $7,500 and $5,000 Fair &
Festival:
Jane Godwin ext. 376
MAPP assistance:
Tonya Conley ext. 344
1-800-CALL WVA
www.callwva.com
Matching Advertising
Partnership Program
Reimbursement
Reimbursement
Legislative Rule states:
144.1.5.1 - Reimbursement from the
grant is based on paid invoices
submitted properly and in a timely
manner to the Division
Reimbursement
1. Invoice
2. Proof of payment (copy of check,
credit card statement)
3. Sample of work i.e., brochure,
tear sheets, CD, DVD, etc.
Invoice
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Require detailed Invoice!
No payment from Statement
Dates must be within grant period
No reimb. for “Previous Balance”
No P/O’s, Check Req’s, etc.
Invoice Exceptions
 Some newspaper companies refer to
their invoice as a Statement or
Invoice/Statement
 If it lists what was bought and dates
purchased we consider it an invoice
Reimbursement
Summary Sheet
 Expedites reimbursement!
 Serves as adjustment sheet
 Informs staff as to the exact items for
which you’re seeking reimbursement
 Shows staff where items are in grant
Reimbursement
Proof of Payment
 Legible copy of signed check
 Signed check must be mailed to
vendor prior to mailing copy to us
 NO CHECK STUBS!
 Credit Card Statement
Radio
Sample of Work
 Script and signed Affidavit of
Performance (AOP)
Newspaper/Magazine
Sample of Work
 Tear sheet for each day/month you
are requesting reimbursement for
with legible publication name and
date, along with WV logo
Billboards
Sample of Work
 Photograph or copy of photo
showing WV logo and location
 Location must be listed in grant!
 Must have prior approval by Anna!
Internet Media
Sample of Work
 Printed copy of ad and web
address where ad appeared
reflecting the WV logo.
Printing Costs
Sample of Work
 Three written bids
 Written justification if lowest bid is not
taken
 One original sample of work with WV
logo
Ex’s: Brochures, mailers, postcards,
etc.
Web Site
Development/Design/Upgrades
Sample of Work
 Invoice – Itemized as presented in
original approved application
 Web Site must include WV logo
Final Reimbursement
 Mark final request as “final”
 Submit copies of checks
from partners
 Reimbursement w/o
modification
Deadline

Grants must be closed out within 90
days of project’s ending date
OR
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Extension will be Required (must be
submitted at least 30 days prior to
ending project date)
Logo Standards
 See Logo Standards at
wvtourism.com
 Make sure publisher is aware of
WVDOT requirements and make
payment contingent upon their
compliance.
Contacts
Reimbursement:
Les Smith 304-558-2200 ext. 314
Eric Ayersman ext. 386
Connie Rosenbaum ext. 322
Denise Allen ext. 354
REPORTING
REQUIREMENTS
SB-4006
WV Code 12-4-14
Reporting
Requirements
Who must file a report?
 Any person receiving one or more
state grants in the amount of
$50,000 or more in the aggregate
in a state’s fiscal year (July 1 to
June 30)
Reporting
Requirements
Person?
 Includes any corporation, partnership,
association, individual or other legal
entity. Person does not include state
spending unit or local government as
defined in WV Code 6-9-1a.
Reporting
Requirements
What type of a report do I file?
 Report means an engagement, such as
an agreed-upon procedures
engagement or other attestation
engagement. Report does not mean a
full-scope audit or review.
Reporting
Requirements
Who must prepare the report?
 An independent CPA must perform and
prepare the report to test whether the state
grants were spent as intended. While Eric
Ayersman, our internal auditor, is a very
competent CPA, he is not an independent CPA
in this case, due to his full time employment
with the Division of Tourism.
Reporting
Requirements
What if I receive less than $50,000?
 Any person receiving less than
$50,000 shall file a Sworn
Statement of Expenditures (SOE).
This report is generally prepared
by the applicant.
Reporting
Requirements
When is the report or SOE due?
 Reports and SOE shall be filed
within two years of the end of the
person’s fiscal year in which the
disbursements of the state funds
by the grantor was made.
Reporting
Requirements
EXAMPLE:
State FY 7/1/07 thru 6/30/08
Applicants FY 1/1/08 thru 12/31/08
Report Due: December 31, 2010
Reporting
Requirements
Who receives the report or SOE?
 Report and SOE is filed with the
grantor. In this case the Division
of Tourism.
Reporting
Requirements
What if there are findings?
 Any report or SOE providing evidence
of a reportable condition or violation,
the grantor shall provide a copy of the
report or SOE to the Legislative Auditor
within thirty days of receipt by the
grantor.
Reporting
Requirements
What if I fail to comply?
 Any person failing to file a report or
SOE within the required time period is
barred from subsequently receiving
state grants until the person has filed
the required information.
Reporting
Requirements
What if I sort of “fudge” or “wing it” on my
SOE or report?
 Any person who files a fraudulent SOE or
report is guilty of a felony and, upon
conviction thereof, shall be fined not less than
$1,000 nor more than $5,000 or imprisoned in
a state correctional facility for not less than 1
year or more than 5 years, or both fined and
imprisoned.
Important Links
http://www.wvtourism.com/grants/42-examplereimbursementletter.doc
http://www.wvtourism.com/grants/sb4006%20enr
.htm
http://www.wvtourism.com/grants/Reimburseme
nt9-05.ppt
http://www.wvtourism.com/grants/SwornStatement
ofExpenditures.doc
1-800-CALL WVA
www.callwva.com