Hotel Marketing Incentive Program

BACKGROUND

In accordance with the exempt purposes of the Dallas Tourism Public Improvement District Corporation (DTPID), the Board of Directors (Board) has developed incentive programs to positively impact the Dallas tourism and hotel industries by increasing smaller-group hotel bookings, which necessarily support all participants in the industries, including ancillary services. These programs enable hotels in the Dallas Tourism PID to attract and retain smaller-group bookings by providing the flexibility and resources to compete with hotels in other geographic markets, and specifically to offer hotel groups customized incentives. So long as it appears on the group’s master bill, items such as subsidized transportation, hospitality, AV, room rentals, rebates or credits, DTPID will pay a credit to the group’s master based on 10% of actualized room revenue or the approved incentive, whichever is less.

HOW IT WORKS

The DTPID Hotel applies for the Hotel Marketing Incentive Program (HMIP) funds online, at DallasTPID.com, in advance of the group contracting with the Hotel. The HMIP Program Administrator reviews submissions to determine eligibility, which are then reviewed by a Visit Dallas Executive and finally by the DTPID Executive Director. At that point, the application is approved or disqualified. None of these reviewing entities/individuals has a personal financial interest in the individual hotels. All determinations are based entirely on the group’s ability to bring room night business to Dallas. Hotels applying for the HMIP are treated equally in the selection process, regardless of their financial contributions to the DTPID. Hotel applications remain anonymous to all other hotels in the DTPID.

PROGRAM GUIDELINES

When to submit:

• Application should be submitted 14 days prior to the event start date
• Application should be submitted before a contract is signed

What is a qualifying group:

• Limited to single property meetings/events
• Must show competition with cities/properties outside the city of Dallas
• Limited to events using a minimum of ten (10) guestrooms on peak

What groups will not receive funding?

• Citywide, mini-wide, or events receiving other DTPID funds are not eligible
• Groups exempt from Hotel Occupancy Tax are not eligible
• Groups staying 30 days or more are not eligible

How much funding is available?

• Maximum funding per event is based upon 10% of the room revenue achieved or the approved funds, whichever is less
• Funds are available on a first-come, first-served basis
• Maximum funding per hotel, per fiscal year, is limited to $300,000 (subject to change by Board)
• The hotel is able to request funds less than the maximum available incentive calculated

What Hotels are eligible to participate?

• Only hotels on the DTPID Assessment Roll are eligible to participate

How far out can I apply?

• Hotels may submit applications for groups beyond the current fiscal year, with the understanding that the final disposition of funds will be subject to the approved program guidelines for that fiscal year
• Funds are not available beyond September 30, 2029

How do I calculate the Dallas TPID incentive estimate?

• Your anticipated number of Room Nights as determined by the requested room block
• Multiplied by Hotel Rate for Group to get Total Room Revenue
• Divide Total Room Revenue by 10 for Maximum Dallas TPID Incentive

What does the Hotel put in its contract?

• Contract should state either a rebate or a credit to the master for the services DTPID is to fund

What types of items do not qualify?

• Discounted
• Complimentary
• Reduced
• Waived
• Upgraded
• Planner Points
• Third-party incentives
• Commissions

Pre-Event Application:

• Submit pre-event application at least 14 days in advance of the event online at Dallastpid.com
• Ensure that a contract with the group has not been signed.
• Complete all required fields
• Include the amount of funds you want to offer the group. Keep in mind that this cannot exceed the maximum amount.
• List competing cities
• Brief event description (i.e., Annual sales kick-off with distributors from across the US for this two-day event)
• Include the description of how the funding being requested from DTPID will be used to incentivize the group
• The submitter of the application will receive a confirmation email with a copy of the submission. Please retain this email.
  

Post-Event Application:

• Submit post-event application within 30 days of the group departure online at Dallastpid.com
• The actual average room rate must be calculated based on the total room revenue (including comps) divided by the total occupied rooms. i.e. $95,000 / 435 = $218.40
• The final amount requested cannot be more than the approved funding, even if room revenue was higher
• Confirm that the incentives were used to benefit the customer directly
• The post-event application should include how the funds were used
  • 5% credit to master up to $X
  • $10 rebate per room actualized
  • 10% rebate of actualized rooms
• Confirmation email will be sent to the submitter as backup. Please retain until payment is received.

Post-event Paperwork:

• Email hotels@dallastpid.com the group's final pick-up report showing the number of rooms actualized, average room rate and the total actual lodging revenue

• AND
  • Submit the executed group contract (it is helpful to include the page where the rebate or credit is listed).

• OR
  • Submit a copy of the group’s invoice (master account) showing the amount of credit due from DTPID

APPLICATION SUBMISSIONS

Submit the pre-event hotel application form:

https://dallastpid.com/forms/pre-event-hotel-application/ before a contract is signed.

Submit the post-event application form:

https://dallastpid.com/forms/post-event-hotel-reimbursement-form/ within 30 days of departure.

All guidelines and procedures are subject to change.

QUESTIONS

hotels@dallastpid.com
972-209-7678