Example: The advertised rate for XYZ Hotel is $99.95 per-room-per-night. Hotel XYZ offers a special rate of $69.95 per-room-per-night to the Broncos Youth Basketball Team, who is coming to DeSoto to participate in a tournament at our Recreation Center. The basketball team needs ten rooms for two nights at the $69.95 rate per-room-per-night. The hotel is discounting their rate by $30 per-room-per-night. Through this agreement, the hotel can request reimbursement for the $30 discount for 20 room nights or $600 by completing the City of DeSoto Tourism Hotel Incentive Rebate Form (Exhibit A) attached and submitting it to the Youth and Business Coordinator. Special Marketing Incentives: DeSoto hotels can also request reimbursement for the costs of any special marketing activities or items that are provided as an incentive for City-Partnered programs, family reunions, and other groups to stay at DeSoto hotels. Examples of reimbursable costs include chartering a bus to provide transportation for a group from the hotel to a specific destination, providing a pizza party for members of a sports team staying in the hotel during a tournament, providing restaurant gift cards to team coaches as an incentive for booking rooms at that hotel, travel costs for hotel staff to attend trade shows for purposes of marketing their hotel, or the purchase of marketing items such as flashlights, insulated cups, and bags that can be used as welcome kit items provided to coaches as a special incentive for choosing that hotel. Lone Star Logo Sign Cost Reimbursement: Hotels that are current with Hotel Occupancy Tax payments are eligible to request up to $4,500 in reimbursement for the cost of Lone Star Logo signs on Interstate 35. These are the wayfinding signs located on interstate highways that display hotel and restaurant logos at the exits. Reimbursement Request Procedures 1. Expenses incurred during the City’s fiscal year (October 1 through September 30) will be reimbursed during that same fiscal year. All requests for reimbursement must be submitted to the City of DeSoto Youth & Business Coordinator no later than October 15 th each year. 2. The City of DeSoto Finance Department will verify that hotel tax payments are up-to- date for all hotels requesting the incentive or room discount reimbursements. Reimbursement requests will be denied for any hotel deemed to be delinquent on its Hotel Occupancy Tax payments. 3. A hotel may request reimbursements incurred throughout the fiscal year during the following periods:
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