Twentynine Palms Tourism Business Improvement District Meeting

TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT REGULAR MEETING AGENDA 6136 Adobe Road Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org Thursday, January 18, 2024 REGULAR SESSION AGENDA 3:30 P. M. CALL TO ORDER Pledge of Allegiance. Roll Call. CHANGES TO AGENDA PRESENTATIONS BUSINESS 1 Visit 29 Palms Marketing Updates 3-9 Visit 29 Palms TBID Marketing Updates January 2024 PUBLIC COMMENTS DISCUSSION AND POTENTIAL ACTION ITEMS 2 Destination Travel Network Full Service Ad Program for Visit29.org 11 - 14 Destination Travel Network Visit29.org 3 Event Sponsorship and Grant Guidelines 15 - 48 Visit 29 Palms TBID Sponsorship and Event Grant Program Guidelines - Draft 4 Discover Inland Empire Travel Industry Events Sponsorship Package 49 - 53 Discover Inland Empire Sponsored Industry Events Proposal BOARDMEMBER COMMENTS DIRECTOR OF MARKETING COMMENTS FUTURE BOARDMEMBER INITIATED ITEMS Page 1 of 53 ADJOURNMENT It is the intention of the City of Twentynine Palms to comply with the Americans with Disabilities Act in all respects. If you are a person with a disability who requires a disability-related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, please request such modification or accommodation from the City Clerk at (760) 367- 4890 (facsimile). Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. Please advise us at the time whether you will require accommodations to participate in meetings on a regular basis. Any person affected by any application on this agenda may submit their concerns in writing prior to the meeting or appear in person and be heard in support or opposition to the proposal at the time the matter is considered on the agenda. The staff reports, applications and environmental documents may be viewed at either the office of Community Development or the office of the City Clerk, 6136 Adobe Road, from 7:00 a.m. until 6:00 p.m. Monday through Thursday, except legal holidays. The Invocation is given per Policy 10-01, and does not reflect the views of the City but rather is an expression of speech by a private citizen making the presentation. Telephone inquiries may be made at (760) 367-6799. If you challenge any agenda issue in court, you may be limited to raising only those issues that you or someone else raised at the public meeting described in this notice, or in written correspondence delivered to the City of Twentynine Palms at, or prior to, the public meeting. This notice of agenda is hereby certified to have been posted on or before 3:30 p.m., January 15, 2024. Cindy Villescas CMC, City Clerk Time/Date Page 2 of 53  Tourism Business Improvement District Advisory Board Meeting January 18, 2024 Page 3 of 53  1/15/2024 VISIT29.ORG Unveil the new Visit29.org experience Planning your next desert adventure to 29 Palms just got easier, and infinitely more inspiring! In recognition of the pivotal role DMO websites play in travel planning, Visit 29 Palms is proud to have partnered with Simpleview to reimagine and redesign Visit29.org. With a fresh digital brand style, enhanced visual storytelling, and robust lead generation features, our revamped site is a powerful tool to showcase the city as the premier destination for those exploring Joshua Tree National Park and California’s Mojave Desert. Explore the new website, share your thoughts, and stay tuned for captivating content by subscribing to our e-newsletter. Your journey begins here! Next steps and top priorities: • Content Development & Video Placement • Vacation Home Rental Listings • Extranet Access Roll Out • Launch Destination Travel Network Program Page 4 of 53  1/15/2024 VISIT29.ORG EXTRANET Powerful new tools for business owners to self-manage listings In addition to a powerful new CMS and CRM, the newly relaunched Visit29.org tourism website features an extranet, which provides business owners new tools to manage their own business listing. These new tools will ensure accurate representation, consistent branding, a boost to online presence, and optimized visibility. Extranet Access Roll Out: Lodging Partners Roll out to begin week of January 15 Attractions, Restaurants, Shops Roll out to begin week of January 22 Page 5 of 53  1/15/2024 TWENTYNINE PALMS MEDIA SPOTLIGHTS New York Times Travel 36 hours in Joshua Tree Unwind, stargaze and explore a dreamlike landscape in California’s high desert. The San Bernardino Sun Once sleepy Twentynine Palms is having its moment in the sun. Coming soon! Twentynine Palms travel and tourism segment on Coast to Coast with Heather Dawson Page 6 of 53  1/15/2024 CITY OF 29 PALMS VISITOR CENTER Tracking FY 23-24 Visitation 1,246 visitors -1.5% over previous year What’s driving visitors to 29 Palms, and the City’s Visitor Center: • The region's fall events are driving significant in-state and domestic visitation, with a heightened interest in the city's public art and murals. International visitors are increasingly intrigued by driving Route 66 and exploring lesser-known destinations within the National Park, Monument, and Preserve. Flight sales, particularly from Palm Springs International Airport, play a crucial role in influencing travel decisions, driving visitation from Midwestern states such as Minnesota, Michigan, and Ohio, as observed in the previous year. How our visitors learned about 29 Palms: • Recommended by family and friends who’ve visited and stayed in the city before. • National Park research; Joshua Tree National Park is one of many NPS sites on the travel itinerary. • Repeat visitors; many plan annual visits in the fall/early winter and come to enjoy the season’s annual events, the weather, and the great conditions to be out exploring the National Park. October November December Page 7 of 53  1/15/2024 CITY OF 29 PALMS VISITOR CENTER “Shape of Color” Art Exhibition Featuring the work of 6th Grade Students across the Morongo Unified School District Made possible through partnership with PAAC, Groundwork Arts, and the Morongo Unified School District On display January – April 2024 Page 8 of 53  1/15/2024 CITY OF 29 PALMS VISITOR CENTER Bi-Monthly Business Mixers A new program developed to foster relationships and build community • These bi-monthly mixers are meant to serve as a platform for community building, offering opportunities in a casual setting for business owners and community members to connect, network, learn, and collaborate. • The first mixer is proposed to be hosted in February and will then follow a bi-monthly schedule, with mixers hosted again in April, June, and August at the City of 29 Palms Visitor Center. Page 9 of 53 Page 10 of 53  Discussion & Action Items January 18, 2024. Page 11 of 53  1/15/2024 VISIT29.ORG Destination Travel Network (DTN) The premier online ad network for DMO websites and industry partners DTN Full-Service Ad Program Includes: • Pricing, sales, marketing, and product management to maximize revenue • Direct sales to your local businesses via phone calls, emails, and occasional in-market missions (optional) • Media Kit creation and ongoing revisions • Advertiser and Publisher reporting; Advertiser contract management: billing, collections, renewals, reporting • Ad server initial set-up; CMS/website/CRM/ad server integrations • Ad creative services for Advertisers • Continuous, targeted email marketing related to the digital advertising program • Advertising campaign migration from current to new Publisher websites as needed for new website builds and redesigns • Initial and ongoing website revisions related to ad units to maximize ad unit and revenue performance Page 12 of 53  1/15/2024 VISIT29.ORG Destination Travel Network (DTN) The premier online ad network for DMO websites and industry partners The DTN program offers six standard placements: 1. Header Image 2. Featured Listings 3. Premium Page Sponsor 4. Run of Site 5. Spotlights 6. Mobile Footer Page 13 of 53  1/15/2024 VISIT29.ORG Destination Travel Network (DTN) The premier online ad network for DMO websites and industry partners Discussion Items & Next Steps: • Discuss availability of header image sponsor placements, and any restrictions to which pages this placement is available on. • Discuss roll out of first sales campaign; lodging partners can have first access, and outreach to restaurants, shops, and attractions can be staggered. • Visit 29 Palms staff to work with DTN team on outreach strategy, media kit and house content. DTN Portal training to be scheduled once sales campaign has been initiated. Page 14 of 53  City of 29 Palms Tourism Business Improvement District Sponsorship and Event Grant Program Guidelines Introduction to the Twentynine Palms TBID Event Grants and Sponsorships The Twentynine Palms Tourism Business Improvement District (TBID), established in October 2017 and branded as Visit 29 Palms, is a collaborative initiative between the City of Twentynine Palms and its lodging community. The TBID Grant Program and Sponsorships are funded by a 1.5% tax on lodging and are designed to enhance the city's appeal as a tourist destination. Focused on increasing overnight stays, the program encourages the development of innovative tourism products, elevates the city’s brand, fosters industry collaboration, and targets key travel segments, all while emphasizing the five key destination pillars: Outdoor Recreation, Arts, Culture and History, Health and Wellness, Culinary Experiences, and Astronomy. The Event Grants and Sponsorships offer two distinct opportunities for fostering tourism. Event Grants are specifically designed to support the establishment of new events that attract tourists to the area. Examples of such initiatives include the annual Book Festival and Party at the Plaza, events that not only enliven the local scene but also draw visitors from afar. In contrast, Sponsorships focus on backing existing, ongoing events within the Morongo Basin. Through these sponsorships, the TBID helps sustain and grow these established events, ensuring they continue to contribute to the area's vibrant and diverse tourist offerings. Fiscal Year and Budget for the TBID Grant Program The fiscal year for the Twentynine Palms TBID spans from October 1st through September 30th. These funds are made available through the support of the TBID lodging partners. For every occupied room night, guests are assessed a 1.5% fee that is returned to Twentynine Palms to aid in tourism, promotion and marketing within the district. The distribution of these funds follows a general guideline, with 80% directed towards Event Grants and 20% for Sponsorships. 1 Page 15 of 53  Sponsorship and Event Grant Funding Details for the TBID Program ● Sponsorships: Ranging from $100 to $3,000 per event, sponsorships support smaller scale projects or initiatives, aligning with the TBID's goals and the five key destination pillars. ● Event Grants: Event grants are available from $3,000 to $20,000, catering to larger events with significant potential to boost tourism and overnight stays during the non-peak season (June through September). ● Funding Release: For sponsorships, funds are released once the application is approved and agreements are signed. For event grant recipients, 75% of the funding is disbursed once agreements are signed, 25% contingent upon completing all requirements, including a comprehensive post-event report detailing economic impact, adherence to marketing strategies, and overall success metrics. SPONSORSHIPS Sponsorship Application Process Applicants are required to submit their applications online. As part of the application, a detailed budget outline must be included to provide clarity on the proposed use of funds. Once submitted, these applications will be reviewed by the TBID Advisory Board during their regular meetings. This review process, inclusive of the budget assessment, allows for a thorough and fair evaluation of each sponsorship request, ensuring that each application receives the attention and consideration it deserves. EVENT GRANTS 1. Eligibility Criteria for TBID Event Grants i. Applicants: Non-profit organizations, businesses and individuals are encouraged to apply. It is a requirement that applicants have prior experience in organizing events to ensure the successful and professional execution of their proposed activities. Twentynine Palms residency is not a requirement to 2 Page 16 of 53  apply. ii. Event Location: All events must take place within the Twentynine Palms sphere of influence, which includes the City of Twentynine Palms, Desert Heights, Indian Cove Campground and Amphitheater, the JTNP northern boundary, and Wonder Valley. Additionally, applicants are required to upload/submit a preliminary Venue Agreement as part of their application. iii. Target Audience: Events should primarily aim to attract tourists located 50 to 100 miles away, contributing to the city's tourism from beyond the local area. iv. Event Timing: While events can be scheduled at any time, there is a particular interest in those planned for the non-peak months of May through September. This approach supports our goal of fostering year-round tourism and aligns with TBID’s strategy to increase occupancy in hotels and vacation rentals during these typically quieter months. v. ADA Accessibility: We encourage events to strive for venues that are accessible in accordance with the Americans with Disabilities Act standards. Recognizing the challenges of our rural area, we value efforts to make events as inclusive and accessible as possible. vi. Marketing Requirements: Applicants must commit to including the TBID logo in their marketing materials and tagging their social media accounts in posts. I. Economic Impact Assessment: Events are required to submit a post-event plan for assessing their economic impact, which should include an analysis of local spending and visitor demographics. 2. Matching Funds Requirement for TBID Event Grants Applicants for TBID events grants must provide a 1:1 match for the requested grant amount. For instance, for a project budget of $20,000, $10,000 may be requested from the TBID and $10,000 must come from the grantee. 50% of this match can be in-kind contributions, such as goods, services, or volunteer time, valued at fair market rates. A minimum of 50% of the match should be in monetary form, including cash contribution from other organizations or businesses, advertising revenue or other cash amounts. This requirement demonstrates the applicant's financial commitment and resource mobilization ability, ensuring a shared investment in the success of the event. 3 Page 17 of 53 3. Application Deadlines and Review Process Regular Deadlines: a. Apply by October 1st if your event is between January 1st and June 30th b. Apply by April 1st if your event is between July 1st and December 31st Exception for the 2023-2024 Fiscal Year: c. A special deadline of February 15, 2024, is set for events happening between March 1st and June 30th, 2024. 4. Application Process and Subcommittee Review a. Submission: Applicants are required to fill out a standard event grant application form online, detailing their event plans, budget, marketing approach, and anticipated ROI for the destination. b. Subcommittee Review: The initial review is conducted by a subcommittee composed of five community volunteers, potentially including up to two board members. These volunteers are carefully chosen for their impartiality and are not permitted to submit their own grant applications in the year they serve. The subcommittee employs a transparent scoring system to ensure objective evaluation and alignment with the objectives of the TBID. For the inaugural committee, we are inviting volunteers to apply by February 15, 2024. Following this initial phase, the TBID will regularly open a call for volunteers with a deadline of September 1st in subsequent years. Those interested in volunteering are encouraged to apply online by this date each year. Volunteers for the committee will be selected randomly from the pool of applicants, ensuring a diverse and unbiased group for the review process. 5. TBID Advisory Board Review Applications that meet all the criteria and achieve a minimum score of 80 points will be reviewed by the full TBID Advisory Board during their regular meetings, which are open to the public. 4 Page 18 of 53  Applicants who fulfill these requirements will be invited to present their proposals at a board meeting. Each presentation will have a time limit of 5 minutes, and applicants should be prepared to answer any questions that the board members may have following their presentation. 6. Marketing and Branding Requirements a. Branding Requirements: All event materials are required to feature TBID-approved logos, including those of Visit29. This acknowledgment must be included in every type of event communication, from digital to print, to maintain consistent and prominent branding. b. Marketing Plan Submission: Applicants must submit a comprehensive marketing plan that outlines strategies for effectively promoting their event. This plan should detail how the event will engage with the Visit29 social media accounts and the approaches to attract audiences, especially those more than 100 miles away. The marketing strategies should align with TBID's destination pillars, focusing on showcasing Twentynine Palms as a premier destination and highlighting local attractions and accommodations. 7. Reporting and Accountability Grantees are required to submit a detailed post-event report using the provided form, focusing on the economic impact and visitor engagement. This report should encompass local spending patterns, visitor demographics, and the overall influence on local accommodations and tourism. Additionally, it is important for grantees to supply Visit29 with images and videos from the events, which will be included in the report. Grantees must also conduct and report on a survey of event attendees, collecting data to evaluate the event’s direct impact and visitor experiences. These reports are essential in offering a comprehensive understanding of the event's contribution to Twentynine Palms' tourism economy and its alignment with the TBID’s strategic goals. 5 Page 19 of 53  8. Accommodation and Promotion a. Local Accommodations: Events receiving TBID funding should prioritize the use of local hotels and vacation rentals, showcasing them as the preferred options for attendees. b. Promotion of Accommodations: Event marketing and materials must actively promote these local accommodation options. This includes the mandatory inclusion of a direct link to the Visit29.org lodging page on the event's website, providing attendees with easy access to information on local hotels and vacation rentals. This effort is integral to driving tourism and supporting the local hospitality industry. 9. Event Surveys Event organizers are required to conduct surveys of attendees to gather specific information on their experiences. These surveys should focus on aspects such as accommodation choices (hotels or vacation rentals), overall event highlights, future visit intentions to Twentynine Palms, and the economic impact, including local spending in the City. The goal of these surveys is to gain insights into the event's effectiveness in attracting visitors and contributing to the local tourism economy, as well as understanding attendee preferences and experiences. 10. Event Grant Agreements Upon approval of a grant application, a formal Event Grant Agreement will be established between the grantee and the Twentynine Palms TBID. This agreement will outline the terms and conditions for the use of funds, including budget allocation, branding guidelines specifying the mandatory use of TBID- approved logos and acknowledgment in event materials, marketing plan requirements, and reporting obligations. The Grant Sponsorship Agreement ensures clarity and accountability in the use of grant funds and adherence to the TBID's branding and marketing standards. 6 Page 20 of 53 11.Application Scoring System The grant applications submitted to the Twentynine Palms Tourism Business Improvement District (TBID) will be evaluated using a comprehensive scoring system to ensure fair and transparent assessment. The maximum number of points an applicant can receive in the scoring system is 110 points. The scoring system consists of the following criteria: 1. Event Information (Including 5 Pillars) (up to 20 points) ● 0 points: Does not meet any of the 5 pillars. ● 10 points: Meets at least one of the 5 pillars. ● 20 points: Meets two or more pillars. 2. Financial Information (Including Requested Amount) (up to 10 points) ● 0 points: Unclear or incomplete financial information. ● 10 points: Clear and complete financial information. 3. Application Questions (11 Questions) (up to 50 points) ● Each question can be scored from 0 to 5 points based on the quality of the response, with a maximum of 50 points for all questions combined. 4. Required Documents (up to 20 points) ● 20 points: All required documents provided. ● Partial points based on completeness for cases where some required documents are missing. This scoring system ensures that grant applications are evaluated comprehensively, taking into account the alignment with TBID's pillars, completeness of applicant information, financial transparency, the quality of responses to application questions, and the submission of required documents. The cumulative score will guide the grant approval process, with higher scores indicating a stronger application. 7 Page 21 of 53 12.Amendments and Exceptions a. Policy Amendments: The TBID Advisory Board retains the authority to make revisions to these guidelines when deemed necessary to enhance the effectiveness and fairness of the grant program. b. Exceptions: Any requests for exceptions or deviations from these established guidelines must be submitted to the TBID Advisory Board for consideration and require board approval. This process ensures that any unique circumstances are thoroughly reviewed and decided upon in a transparent and accountable manner. 8 Page 22 of 53  City of 29 Palms Tourism Business Improvement District Event Grant Application Scoring Assessment Grantee's Name Amount Requested Date Reviewed Reviewed by MAXIMUM CRITERIA SCORING GUIDELINES SCORE POINTS 0 points: Does not meet any of the 5 Event Information (Including 5 Pillars) pillars. 10 points: Meets at least one of 20 the 5 pillars. 20 points: Meets two or more pillars. Financial Information (Including 0 points: Unclear or incomplete financial 10 Requested Amount) information. 10 points: Clear and complete financial information. Each question can be scored from 0 to 5 points Application Questions (11 Questions) based on the quality of the response, with a 50 maximum of 55 points for all questions combined. Required Documents 20 points: All required documents provided. 20 100 Total Points Scored Applications must fulfill all required criteria and attain a minimum score of 80 points to proceed to the next phase of evaluation. 9 Page 23 of 53  Twentynine Palms TBID Grant Agreement Form Grant Recipient Information: Name of Organization/Individual: Contact Person: Address: Phone: Email: Grant Details: Event Title: Event Date(s): Approved Grant Amount: Grant Purpose: Agreement Terms: Use of Funds: The grant recipient agrees to use the funds solely for the purposes outlined in the grant application and approved by the Twentynine Palms TBID. Any deviation from the proposed use of funds must be pre-approved in writing by the TBID. Marketing and Promotion: ● Include both TBID and City of Twentynine Palms logos in all marketing materials. ● Ensure the event’s official website includes a link to the Lodging webpage of Visit29.org. ● Tag Visit29 and City of Twentynine Palms social media accounts in event- related social media posts. Reporting and Accountability: Grantees are required to submit a detailed post- event report within 30 days of the event's conclusion on the supplied form. This report must not only account for the use of funds and the event's overall impact, but also include specific elements: 10 Page 24 of 53  ● An Economic Impact Assessment, offering data on local spending attributed to the event and capturing visitor demographics. This assessment should analyze the event's contribution to the local economy and its demographic reach. • Visual Documentation: Grantees must provide photographs and/or videos from the event. This visual evidence helps to illustrate the event's atmosphere, engagement, and success, providing a more comprehensive understanding of its impact. The inclusion of visual documentation alongside economic data ensures a well-rounded and thorough report, offering insights into both the tangible and intangible benefits of the event Acknowledgment of TBID Support: The recipient agrees to acknowledge the Twentynine Palms TBID and the City of Twentynine Palms’ support in all event- related materials, including marketing, press releases, and event signage. Compliance with Laws: The recipient must ensure that the event and all related activities comply with all applicable local, state, and federal laws and regulations. Record Keeping: The recipient agrees to maintain accurate and detailed records of all expenditures related to the grant funds. Additionally, grantees are required to submit a final post-event budget. These records must be made available to TBID upon request. Liability and Insurance: The recipient is responsible for any liability arising from the event and provide adequate insurance coverage. Grant Modifications: Any changes to the event, including date, location, or scope, must be reported to and approved by the TBID. Return of Funds: If the event is canceled or the terms of this agreement are not met, the grant recipient may be required to return all or part of the grant funds to the TBID. 11 Page 25 of 53 Unforeseeable Events Clause: In the event of unforeseeable circumstances such as government shutdowns, pandemics, or other acts of God that significantly impact the event, the recipient is required to notify TBID immediately. Both parties will discuss potential adjustments or arrangements to accommodate these circumstances, including potential modification of grant terms or event postponement/cancellation procedures. Signature: By signing below, the grant recipient agrees to the terms and conditions of this agreement. Signature of Grant Recipient: Date: Signature of TBID Authorized Representative: Date: 12 Page 26 of 53 BASIC INFORMATION: Date of Completion: Attendee Name (Optional): Contact Information (Optional): EVENT EXPERIENCE: How did you hear about the event? Social Media Website Word of Mouth Other Events Local Advertising Other (Please specify) How would you rate your overall experience at the event? Excellent Good Average Below Average Poor What aspects of the event did you enjoy the most? (Open text response) Were there any aspects of the event that did not meet your expectations? (Open text response) 13 Page 27 of 53 ACCOMMODATIONS AND STAY: Did you stay at a hotel or a vacation rental during the event? Hotel - If you stayed at a hotel, please specify the name of the hotel: Vacation Rental Other (Please specify) How many nights did you stay? How would you rate your accommodation experience? Excellent Good Average Below Average Poor ECONOMIC IMPACT Approximately how much did you spend during your stay (excluding lodging)? <$100 $100 - $250 $250 - $500 $500 - $750 $750 - $1000 >$1000 What types of businesses in Twentynine Palms did you spend money on? (Check all that apply) 14 Page 28 of 53  Restaurants/Cafes Shopping/Retail Transportation Entertainment Other (Please specify) What types of businesses in the Morongo Basin, outside of Twentynine Palms, did you spend money on? (Check all that apply) Restaurants/Cafes Shopping/Retail Transportation Entertainment Other (Please specify) FUTURE EVENTS Would you attend a similar event in the future? Definitely Probably Maybe Probably Not Definitely Not What would encourage you to attend future events in Twentynine Palms? (Open text response) ADDITIONAL FEEDBACK: Do you have any other comments or suggestions to improve future events? (Open text response) 15 Page 29 of 53 Twentynine Palms TBID Grant Application GOALS • Enhance Visitor Stays: Our primary objective is to extend the duration of guest stays in hotels and vacation rentals in Twentynine Palms, focusing on increasing overnight stays. We encourage applicants to focus on planning events during Twentynine Palms' non-peak season, which is from June through September. Our goal is to enhance occupancy in hotels and vacation rentals during these months, thereby extending guest stays and increasing overnight bookings in this period. • Outreach Beyond Local Boundaries: We aim to attract events and meetings that draw attendees from outside the immediate area of Twentynine Palms, ideally targeting potential visitors located more than 100 miles away. • Visitor Experience and Economic Impact: We support initiatives that not only elevate the visitor experience, potentially lengthening their stay, but also contribute positively to the economic vitality of Twentynine Palms. • Emphasizing Key Destination Pillars: o Outdoor Recreation: Promote activities and events that highlight the unique outdoor experiences available in Twentynine Palms. o Arts, Culture, and History: Encourage the exploration and celebration of the rich artistic, cultural, and historical heritage of the area. o Health and Wellness: Focus on events and activities that emphasize health, wellness, and the rejuvenating aspects of Twentynine Palms. o Culinary Experiences: Showcase the diverse culinary offerings, emphasizing local cuisine and dining experiences. o Astronomy: Leverage Twentynine Palms' clear night skies for astronomy-themed events and educational opportunities. FUNDING SOURCE Our projects are financed through the support of our collaborative lodging partners in Twentynine Palms. A nominal fee of 1.5% is levied on guest stays, which is then reinvested into the community to foster tourism growth, marketing, and promotional activities within Twentynine Palms. 16 Page 30 of 53 GRANT ALLOCATION PARAMETERS • Flexibility in Award Numbers: The number of grants awarded annually is not predetermined. It depends on the total funds allocated by the TBID board each fiscal year. • Range of Grant Awards: Grants can range significantly, from as low as $3,000 to a maximum of $20,000 per event or initiative. • Focus on Initial Support: These grants are designed to aid in the early stages of events or meetings. Continual funding is not guaranteed, encouraging applicants to seek diverse funding sources. Recipients in one fiscal year must reapply for subsequent years to be considered for additional funding. * Indicates required question Have you read and agree to the above terms? * ELIGIBILITY REQUIREMENTS Organizations or individuals presenting events supportive of the TBID's purpose and goals are welcome to apply for funding. Applicants must fulfill the following: • Match Funding: Applicants for TBID grants and sponsorships must provide a 1:1 match for the requested grant amount. For instance, for a project budget of $20,000, $10,000 may be requested from the TBID and $10,000 must come from the grantee. 50% of this match can be in-kind contributions, such as goods, services, or volunteer time, valued at fair market rates. • Marketing and Planning Requirements: Submit a comprehensive marketing plan, budget, and event timeline with the application. Templates are available for ease of completion. • Event Track Record (for existing events): Include historical data, such as attendance and financial reports. CRITERIA • Accommodation Choices: While there is no requirement for exclusive use of certain hotels, we encourage event organizers to consider a variety of lodging options, including hotels and vacation rentals within Twentynine 17 Page 31 of 53  Palms. • Event Location: All events must take place within the Twentynine Palms TBID sphere of influence, encompassing the City of Twentynine Palms, Desert Heights, Indian Cove Campground and Amphitheater, JTNP northern boundary, and Wonder Valley. Events held in these areas are considered for funding, aligning with our mission to promote and enhance the broader Twentynine Palms region. • Venue Agreement: Applicants must provide a Venue Agreement for the location where the event will take place. This ensures a clear understanding and confirmation of the event's logistical arrangements. • Event Materials: Acknowledge TBID grant support in event materials and use approved TBID logos where applicable. • Marketing Efforts: Include Visit29 logos in all marketing materials as a form of acknowledgment. Event organizers are also required to track all media advertising efforts to compile a comprehensive marketing performance report. • Digital Marketing Requirements: In addition to standard marketing efforts, if your event has an official website, it is required to include a direct link to the Lodging webpage of Visit29.org. This link should be part of your event's promotional strategy, providing attendees with easy access to accommodation information in Twentynine Palms. EVENT SURVEY Conduct a post-event survey to gather data on accommodation choices and local economic impact. Survey questions should include: • Accommodation type (hotel or vacation rental). • Number of rooms booked, length of stay, and group size. • Highlights of the visit to Twentynine Palms. • Suggestions for enhancing future visits. • Likelihood of returning to Twentynine Palms and reasons. • Estimated total trip cost. POST EVENT REPORT CONTENT Submit a post-event report within 30 days after the event, including but not limited to: • Total number of local and out-of-town participants and spectators. • Breakdown of participants traveling by air. • Final Budget 18 Page 32 of 53  • Supply Visit29 with images and videos from the events • Event attendee survey responses. • Impact assessment of the event growth due to the grant. • Examples of sponsorship recognition and marketing summary, including performance metrics. APPLICATION DUE DATES • Regular Deadline: April 1st PST for events from July 1st through December 31st; October 1st for events from January 1st through June 30th. • Exemption for 2023-2024 Fiscal Year: Deadline of February 15, 2024, for events from March 1st through June 30th, 2024. EVENT INFORMATION Event Organization* Your answer Event Title* Your answer Event Location (Exact Address) * Your answer Is the venue where the event will be held fully accessible in accordance with the Americans with Disabilities Act (ADA) standards? * Yes No 19 Page 33 of 53 Please provide details regarding the accessibility features available at the event location. * Your answer Event Start Date * Date Event Start Time * Time : AM Event End Date * Date Event End Time * Time : AM Is there flexibility in your event's scheduled dates to accommodate potential conflicts with other events? * Yes No Mayb Which of the following destination pillars does your event primarily align with? * Outdoor Recreation Arts, Culture, and History Health and Wellness Culinary Experiences Astronomy 20 Page 34 of 53 Event or Applicant Social Media (optional) Your answer Estimated number of out of town participants/spectators? * < 100 100-199 200-299 300-399 400-499 500 plus Option 7 Estimated number of total participants/spectators? * < 100 100-199 200-299 300-399 400-499 500 plus Option 7 APPLICANT INFORMATION Applicant Full Name* Your answer Best contact phone number* 21 Page 35 of 53 Your answer Confirm your email address* Your answer Street Address* Your answer City* Your answer State* Your answer Zip Code* Your answer Mailing address (if different than above)* Your answer FINANCIAL INFORMATION Estimated total event cost? Your answer Grant amount you are requesting for your event (minimum $3,000 / maximum $20,000)* 22 Page 36 of 53 APPLICATION QUESTIONS Provide a concise summary of this event (500 words or less)* Your answer How will this event benefit the City of Twentynine Palms community/economy? (250 words or less)* Your answer Please list any additional funding sources you intend to utilize or have already secured for this event, such as sponsorships, ticket sales, or other grant funds. (250 words or less)* Your answer Please describe the intended audience for this event and outline your marketing strategy to reach them? (250 words or less) * Your answer What strategies will you employ to market and promote the Twentynine Palms area and the TBID beyond local and state boundaries? (250 words or less)* Your answer 23 Page 37 of 53 How do you intend to utilize the TBID event grant, should your application be successful? (250 words or less) * Your answer What impact would partial or no funding from the TBID have on the execution of your event? (250 words or less) * Your answer What methods will you implement to collect data and analyze the success and economic contribution of this event? (250 words or less) * Your answer If this is an established event, please provide a detailed history of its success, including attendance and economic impact for at least the past two years. For first-time applicants, submit a two-year history of any event programming you have previously organized. (250 words or less) * Your answer 24 Page 38 of 53 Please describe your prior experience in organizing events. Detail the types and scales of events you have previously managed, highlighting your role in their planning and execution. This information is essential to demonstrate your capability to successfully and professionally manage the proposed event, in line with our requirements. If the applicant is not the event producer, please name the producer and provide that person's experience. (500 words or less) * Your answer Please select how you became aware of the TBID Grant opportunity. * TBID Website Social Media (Facebook, Twitter, Instagram) Email Newsletter Word of Mouth/Referral Local News (Newspaper, TV, Radio) Event or Conference TBID Staff or Board Member Other Tourism Related Websites Community Meeting or Workshop Other: DOCUMENTS REQUIRED WITH APPLICATION SUBMISSION Event Budget* Event Timeline* Event Marketing Plan* Venue Agreement* 25 Page 39 of 53  Twentynine Palms - Tourism Business Improvement District Grant Budget Worksheet Required: The combined cash and in-kind total dollar amount must be equal to or greater than the requested grant funds. You are welcome to edit this document as needed if you have other revenue sources or expenses you would like to list. Organization Event Name Event Dates Event Contact Revenue Source Dollar Amount Ticket Sales Vendor/Participant Fees Cash Sponsorship In-Kind Sponsorship TBID Grant Other Totals $0.00 TBID Grant Expense Type Cash In-Kind Totals Funding Accommodations $0.00 Equipment $0.00 Event Documentation $0.00 Facility Rental $0.00 Hospitality $0.00 Insurance $0.00 Labor $0.00 Licensing/Permitting $0.00 Fees Marketing $0.00 Printing $0.00 Speaker/Entertainment $0.00 Travel $0.00 Vendor Fees $0.00 Other $0.00 Totals $0.00 26 Page 40 of 53 Twentynine Palms TBID Event Planning Timeline Template Pre-Event ● Secure event venues and necessary permits, considering Twentynine Palms' unique locations. Obtain a Venue Agreement for each location to confirm all details and arrangements. ● Develop sponsor packages tailored to highlight Twentynine Palms' five key destination pillars. (Outdoor Recreation, Arts, Culture, and History, Health and Wellness, Culinary Experiences, Astronomy) ● Design and distribute “Save the Date” communications, incorporating Twentynine Palms branding and themes. ● Finalize the event agenda with a focus on Twentynine Palms' cultural, historical, and natural assets. ● Open registration with a clear emphasis on the unique aspects of Twentynine Palms. ● Send press releases to regional, state, and local media, highlighting Twentynine Palms' attractions. ● Ramp up digital marketing efforts, using platforms popular among the target demographics. ● Confirm logistics for local food & beverage services, showcasing regional culinary delights. ● Recruit volunteers, preferably with local knowledge and enthusiasm for Twentynine Palms. ● Intensify promotional efforts in state and local media. ● Print programs and signage ● Finalize schedules for volunteers and vendors, ensuring smooth operations. ● Continue with targeted state and local media promotions. ● Prepare registration and promotional materials that highlight Twentynine Palms. ● Finalize food and beverage details, focusing on local cuisine. ● Send confirmation communications with a warm welcome and information about Twentynine Palms. ● Communicate final participant numbers to event staff and vendors. ● Finalize registration and check-in processes to ensure a smooth welcome. ● Conduct volunteer training with an emphasis on local hospitality and information. 27 Page 41 of 53 Post Event ● Send personalized thank you notes to sponsors, attendees, and partners, highlighting Twentynine Palms' appreciation. ● Distribute a post-event survey to attendees, including questions about their experience in Twentynine Palms. ● Perform expenditure reconciliation, keeping in line with TBID guidelines. ● Prepare and submit a post-event report to TBID, detailing the event's impact on promoting Twentynine Palms. 28 Page 42 of 53  Twentynine Palms TBID Event Marketing Plan Template 1. Target Markets: Describe the specific demographics and interest groups you aim to attract to your event. Consider factors such as age, location, interests (outdoor activities, culinary, arts, etc.), and any specific characteristics relevant to Twentynine Palms. 2. Marketing Methods: Website: Detail how your event will be featured on your website. Include strategies for SEO to enhance visibility. Social Media: Outline your social media campaign, including platforms to be used (Facebook, Instagram, Twitter, etc.), content themes, and posting frequency. Mailing Lists: Describe how you will utilize email, text, or app-based communications to reach potential attendees. Radio/Podcasts: Plan for appearances or ads on local radio stations or relevant podcasts, especially those popular in Twentynine Palms or your target market. Press Release/PSA: Schedule and content strategy for press releases or public service announcements, focusing on local and regional media outlets. Television: If applicable, detail any television advertising or local TV appearances. Digital Marketing: Describe online advertising strategies, including paid ads on social media, Google Ads, or other platforms. 29 Page 43 of 53 Out of Home: Plan for billboards, posters, and other physical advertising in strategic locations. Event Calendars: List local and regional event calendars where your event will be featured. Participation in Other Events: Detail any participation in local events, fairs, or festivals to promote your event. Other Methods: Include any additional marketing strategies unique to your event or area. 3. Branding/Design: Provide an overview or examples of the event's branding, including logos, color schemes, and design themes. 4. Local Collaboration and Promotion: Outline strategies for collaborating with local businesses, organizations, and landmarks in Twentynine Palms for cross-promotion or sponsorships. 5. Community Engagement: Describe how you plan to engage with the local community in Twentynine Palms, including community events, local influencers, or community groups. 6. Tourism Synergies: Explain how your marketing plan ties in with promoting tourism in Twentynine Palms, especially focusing on the TBID’s five key pillars. 30 Page 44 of 53 Twentynine Palms TBID Sponsorship Application The Twentynine Palms TBID Sponsorship Application is designed to facilitate a streamlined process for local businesses, organizations, and individuals to contribute to community events and initiatives. This application serves as a bridge connecting sponsors with event organizers, enabling financial support for various activities that enrich the Twentynine Palms area. Our goal is to encourage local engagement and investment in events that align with the TBID's mission to promote tourism, culture, and community development. Sponsorships ranging from $100 to $1,500.00 allow for a wide range of contributions, making it accessible for diverse entities to participate and support. Through this application, sponsors have the opportunity to contribute to the vibrancy and appeal of Twentynine Palms, while receiving acknowledgment and exposure in line with their level of support. This mutually beneficial arrangement not only aids in the successful execution of local events but also strengthens the sense of community and cooperation among residents and businesses in Twentynine Palms. * Indicates required question Name of Organization/Individual:* Your answer Contact Person: * Your answer Address: * Your answer 31 Page 45 of 53 32 Page 46 of 53 Phone: * Your answer Email: * Your answer Event Title: * Your answer Event Date(s): * Date Event Location: * Your answer Brief Description of Event: * Your answer Amount of Sponsorship Requested ($100-$3,000): * Your answer 33 Page 47 of 53 Purpose of Sponsorship: * Venue Costs Marketing and Promotion Equipment/Supplies Entertainment/Speakers Other: Please provide any additional information that may support your application: * Your answer Please upload your event budget outline as part of the Sponsorship Application.* Your answer 34 Page 48 of 53  Discover Inland Empire Travel Industry Events Sponsorship Package Sponsored Industry Events: 1. IPW Los Angeles 2024 - “Discover Inland Empire Village” Date: May 3-7, 2024 Location: Los Angeles, CA IPW is U.S. travel industry's premier international marketplace. IPW connects U.S. destinations and travel brands with buyers and media from 60+ countries over the course of just three days, powering an incredible $5.5 billion in future travel business and shaping the trajectory of international inbound travel. IPW 2024 in Los Angeles (May 3-7, 2024) is shaping up to be one of the most impactful ever, with 1,200+ U.S. suppliers/destinations attend representing all regions and industry segments; 1,300+ travel buyers attend from more than 70 countries; and 500+ travel journalists attend from across the globe. At IPW, 110,000+ appointments take place. Discover Inland Empire (IE), the official regional Destination Marketing Organization for one of California’s 12 regions, participated IPW in 2021,2022 and 2023, promoted the region’s major tourism assets which included San Bernardino County, Visit 29 Palms, Riverside County through a dedicated booth on the convention floor. Discover IE’s presence was strongly supported by Visit California and U.S. Commercial Service, airlines and very well received by the regional partners, global travel and media trade, resulting in massive exposure and economic impact for the region. Also, Discover IE is a member of U.S. Travel Association who powers IPW, and has established strong ties and business relationships with global tourism buyers. Discover IE will be able to secure appointments with top travel executives from key source markets and generate business leads and revenue opportunities for Visit 29 Palms. Page 49 of 53  Special Marketing Package Offer: 1. Visit 29 Palms themed 10x10 co-shared booth area within Discover IE Village and Visit California pavilion joined by San Bernardino County, Riverside County, King of the Hammers, Visit Big Bears etc. 2. One exhibitor badge dedicated to Visit 29 Palms Staff with full access to IPW marketplace and events from May 3-7, 2024 3. Engagement/activation at Discover IE Village in key high traffic areas 4. Basic furnishings including carpet, table and seating, power outlets and personal storage 5. High visibility logo exposure on Discover IE Village backwall and digital marketing 6. Distribution of Visit 29 Palms promotional items to clients during appointments 7. International media appointments and translation assistance 8. On-site support with pre-scheduled appointments, dedicated appointment book, client introductions and international market intelligence 9. Reserved table at each of the Monday, Tuesday and Wednesday IPW luncheons with invited clients 10. VIP table, logo exposure and special acknowledgment of Visit 29 Palms at Discover IE hosted reception and dinner joined by U.S. Commercial Service Global Tourism Offices and top-line travel company CEOs and decision makers 11. Exclusive opportunity to host Visit California Inland Empire post-IPW International Travel Trade and Media FAM *Booth backdrop artwork design, production, storage, shipping, installation and dismantle such as Freeman labor and service fees are not included* 2. IE Tourism: The Regional Summit 2024 Date: April 18, 2024 Location: Marriott Riverside at the Convention Center Inland Empire Tourism: The Regional Summit 2024 will bring together 200+ attendees - includes Discover IE members, travel industry suppliers and buyers, media, hoteliers, airports, CVBs, DMOs, local cites, tribes, and leaders from Federal, State and Regional communities to share key topics including State of Tourism, wine tourism, wellness travel, best practices for regional collaboration and the benefits of international tourism development for local businesses. Page 50 of 53  Guest speakers include Caroline Beteta, President and CEO of Visit California, Emmy Hise, Sr Director of Hospitality Analytics, CoStar and more. The Summit will include Marketplace, providing a much-needed platform for travel suppliers and subregional DMOs to network with high-profile international leisure/business travel buyers and media from Mexico, Central America, Asia, Canada, UK and Europe, build business relationships and create programs to increase revenue generation opportunities for City of 29 Palms and the region. Tentative Agenda 8:30 – 9:00 AM: Registration/Breakfast 9:00 – 9:30 AM: Welcome Remarks 9:30 – 12:00 PM: General Session (Guest Speakers, Expert Panel etc.) 12:00 –1:30 PM: Lunch/Networking 1:30 – 4:30 PM: Marketplace Session (International Networking) 4:30 – 6:00PM: Welcome Reception Destination Sponsor • Premium recognition as a Sponsor and logo inclusion during welcome and closing remarks • Leadership podium time/welcome address on stage • Sponsor logo on all communication materials • Reserved table in front of the stage • Dedicated Marketplace exhibitor space - includes a table and two chairs • Dedicated eblast following event to all attendees • Logo on name badges with sponsor ribbon • Panel discussion with Caroline Beteta, Visit California President & CEO and travel industry CEOs • Global media and press coverage • Exclusive opportunity to introduce 200+ attendees to City of 29 Palms 3. Discover IE International Fam (Familiarization Events) Location: City of 29 Palms Member-only opportunity to host 5 international familiarization trips and meet with top-tier travel trade professionals, media and influencers with a focus on strengthening relationships and keeping City of 29 Palms top of mind through one-on-one meetings and Page 51 of 53  sales activities • Taiwan/SE Asia • China • Canada • Mexico/Central America • Europe 4. Discover IE West Coast Sales Mission Date: June 4-6, 2024 Location: Mission Inn This mission will include reception, luncheon and marketplace, providing a much-needed platform for members to network with 60-80 high-profile leisure/business travel decision makers and media from Asia, Mexico, Central America, Canada and Europe, build business relationships and create programs to increase revenue generation opportunities. City of 29 Palms’ travel expenses are not included in the Fee. 5. Discover IE East Coast Sales Mission Date: October 8-10, 2024 Location: Hilton New York This mission will be composed of B2B meetings and VIP luncheon event attended by 50 U.S. and Canada based Asian receptive tour operators, luxury travel advisors, wholesalers, OTAs, airlines, government officials and specialized media. City of 29 Palms’ travel expenses are not included in the Fee. 6. Discover IE APAC Summit Date: December 3-5, 2024 Location: TBD High-level roundtable panel on APAC Travel and Tourism Outlook and Post Covid-19 Recovery Discussion. Guests include officials from U.S. Commercial Service Inland Empire Page 52 of 53  and APAC offices, Visit California, Cal Travel Association, Brand USA, U.S. Travel Association, China Travel Industry CEOs and technology providers such as WeChat, Weibo, UnionPay, WeChat Pay, Alipay Tiktok and Xiaohongshu. Sponsorship Package Special Offer: $30,000 Page 53 of 53