Hotel Marketing Incentive Program (HMIP)

Program Status: Active (funds available through September 30, 2029)

Geographic Scope: Dallas, TX area hotels on the DTPID Assessment Roll

The HMIP is designed to provide DTPID-participating hotels with funding to attract additional single-property meetings and smaller-group hotel bookings, enabling hotels to compete with properties in other geographic markets.

Eligibility Requirements

Eligible Hotels:

• Must be on the DTPID Assessment Roll
• Hotels are treated equally regardless of financial contributions to DTPID
• Participating hotels list available on website

Qualifying Events:

• Limited to single-property meetings/events only
• Must show competition with cities/properties outside Dallas
• Minimum 10 guestrooms on peak night required
• Can apply for events beyond current fiscal year

What DTPID Will Not Fund

• Citywide, mini-wide, or events receiving other DTPID funds
• Groups exempt from Hotel Occupancy Tax
• Groups staying 30 days or more
• Discounted, complimentary, reduced, or waived items
• Upgraded accommodations
• Planner points
• Third-party incentives
• Commissions

Funding Details

Maximum Funding Per Event: 10% of actualized room revenue or approved incentive amount, whichever is less

Maximum Per Hotel Per Fiscal Year: $300,000 (subject to change by Board)

Funding Model: First-come, first-served basis

Eligible Uses of Funds:

• Subsidized transportation
• Hospitality services
• Audio/visual (AV) services
• Room rental credits
• Rebates or credits to master bill
• Any items appearing on group's master bill

Timeline

• Applications accepted for events beyond current fiscal year
• Funds available through September 30, 2029

Contact Information

Program Administrator: (214) 507-7669

Address: 1807 Ross Avenue Suite 450, Dallas, TX 75201

Background

Developed by DTPID Board of Directors in accordance with exempt purposes of DTPID Corporation, these programs aim to positively impact Dallas tourism and hotel industries by increasing smaller-group hotel bookings, which support all industry participants including ancillary services.

Pre-Event Application Process

1. Timing: Submit at least 14 days (preferably 60 days) prior to event start date
2. Prerequisite: Submit application BEFORE contract is signed with group
3. Submission Method: Online at dallastpid.com

Required Information - Hotel Details

• Hotel name
• Number of sleeping rooms at property
• Submitter first name, last name, title
• Contact phone and email
• General Manager full name and email

Required Information - Event Details

• Event name
• Event start and end dates
• Peak hotel room nights for event
• Share of inventory at peak (percentage)
• Whether group has previously held event in Dallas
• If yes to previous Dallas event: when was last event

Required Information - Financial Calculation

Calculate Maximum Incentive:

Contracted room nights (nights × rooms = total room nights)

Contracted hotel room rate

Total room revenue (contracted room nights × rate)

Maximum Dallas TPID Incentive (total room revenue ÷ 10)

Request Amount:

DTPID Marketing Funds Requested (cannot exceed maximum available incentive but may be less)

Required Information - Competitive & Descriptive Details

• List competing cities
• Brief event description (e.g., "Annual sales kick-off with distributors from across the US for this two-day event")
• Description of DTPID Funding Use: Explain how incentive funding will be used to benefit customer and compete more effectively with hotels in comparable geographic markets or retain existing business
- Examples: credit/rebate to master bill, credit towards transportation, AV services, internet services, meeting room rentals, F&B services

Application Type Selection

• Select: Hotel Pre-Event
• Select Lead Type: Event, Hotel, Sports, Tour Operator, or Film Project

Confirmation

• Submitter receives confirmation email with copy of submission
• Retain this email for records

Post-Event Application Process

Timing: Submit within 30 days of group departure

Submission Method: Online at dallastpid.com

Post-Event Required Information

• Hotel name, submitter name/title, contact info, GM name/email
• Event name and dates
• Total hotel room nights actualized (nights × rooms)
• Average room rate (total room revenue ÷ total occupied rooms)
• Total room revenue (with comps included in calculation)
• Reimbursement amount (10% of total room revenue or requested amount, whichever is less)
• Confirmation that incentive was used as described to benefit customer

Post-Event Documentation Required

Email to: hotels@dallastpid.com or Sheryl@dallastpid.com (if upload difficulty)

Submit:
1. PDF of group's final pick-up report showing:
- Number of rooms actualized
- Average room rate
- Total actual lodging revenue

2. AND either:
- Executed group contract (include page showing rebate/credit), OR
- Copy of group invoice/master account showing credit due from DTPID

Calculation Example

Average room rate formula: Total room revenue (including comps) ÷ total occupied rooms
Example: $95,000 ÷ 435 rooms = $218.40 average rate

Important Notes

• Final reimbursement cannot exceed pre-approved amount even if room revenue was higher
• Describe any deviation from original application use
• Provide details on how incentive enabled competitive advantage vs. other geographic markets
• Confirmation email serves as backup; retain until payment received