Hotel Marketing Incentive Program (HMIP)

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