4-CS26-20 Scope of Work.pdf

Attachment A Scope of Work

A joint effort is made between the Utah Tourism Industry Association (UTIA) & the Utah Office of Tourism & Film (UOT) to co-sponsor the Utah Tourism Conference, Tourism Day on the Hill, and other related services provided to the UOT by UTIA. The UOT provides an annual grant to UTIA in the amount of $70,300 for the program of work as outlined below:

Utah Tourism Conference

1. The tourism industry in the state of Utah benefits from a united effort between the Utah Tourism Industry Association and the Utah Office of Tourism to produce the Utah Tourism Conference, an annual statewide tourism conference. Held annually, the Utah Tourism Conference is a three-to-four daylong event. UTIA will lead in the development and coordination of the Utah Tourism Conference.

2. Goal of the conference is to signal UOT and UTIA alignment. To that end, UOT and

UTIA identify tourism conference committee and content subcommittee members.

3. The location for the October 13 - 16, 2026 Utah Tourism Conference is Heber Valley, UT. Conference lodging is to be determined. For future conferences, bid specifications will be developed by UTIA and distributed to interested locations/cities/hotels/resorts around the state.

4. UTIA will collect and retain all fees associated with the Utah Tourism Conference to include: sponsorships, registration and other activities associated with the conference.

5. UOT will provide in-kind on-site conference staffing support, arranged by the designated program coordinator, in an effort to support event planning and day-of event coordination.

6. UOT will play a key role in program/speaker development. UOT will approve speakers and programs through its representation on the tourism conference content committee.

7. All conference signage, printed programs, announcements, etc. will be the responsibility of UTIA. Should UTIA need support with design services, UOT's designated program coordinator will facilitate meetings with appropriate vendor contacts. Materials will include appropriate UTIA and UOT branding. The responsibility for the associated costs of speakers and their lodging/transportation, printing, materials preparation, signage, badges, etc. will be agreed upon and paid for between UOT and UTIA.

8. All fees associated with the UOT Board Meeting, the UOT DMO 1:1 Appointments, and the UOT Travel Trade Advisory Committee meeting will be included in the agreed upon amount of this contract. “Fees” include venue rental costs, AV costs, and furniture rentals as needed. UTIA will secure the location of these meetings based on the conference schedule with the venue contact. UOT coordinator will then have the responsibility of meeting coordination needs.

9. UOT will pay a reduced rate for UOT, Utah Film Commission, and GOEO staff, UOT vendors, and UOT board members to attend the conference that covers meal expenses and other participant hard costs. All other aspects of the conference not outlined above will be the responsibility of UTIA.

Tourism Hall of Fame

1. UTIA to solicit and collect nominations for the Tourism Hall of Fame.

2. Selection committee to be comprised of equal representation from UOT and UTIA. The committee is not to exceed six (6) members.

3. UTIA to organize and cover costs of award, recognition, and additional details.

4. UOT will cover costs of nominee on stage recognition which may include videos or presentation slides, including final video, filming, and editing.

Tourism Day on the Hill

1. The tourism industry in the state of Utah benefits from a united effort between the Utah Tourism Industry Association and the Utah Office of Tourism to produce Tourism Day on the Hill for state legislators and elected officials. UTIA will lead in the development and coordination of Tourism Day on the Hill.

2. The location for Tourism Day on the Hill is the Utah State Capitol Rotunda and occurs during the Utah Legislative Session. For the 2026 legislative session, the date for Tourism Day on the Hill is February 6, 2026. Future dates will be determined as they can be scheduled with Capitol Preservation.

3. All event signage, printed programs, announcements, etc. will be the responsibility of

UTIA. Should UTIA need support with design services, UOT's designated program coordinator will facilitate meetings with appropriate vendor contacts. Materials will include appropriate UTIA and UOT branding.

4. UTIA will collect and retain all fees associated with Tourism Day on the Hill to include:

sponsorships, registration and other activities associated with the event.

5. UOT will provide in-kind, on-site event staffing support, arranged by a designated program coordinator, in return for complimentary booth spaces at the event.

6. Printed lunch box inserts are a joint UTIA/UOT effort. Any costs for printing, materials preparation, signage, etc. outside of the lunch box inserts are the responsibility of UTIA.

7. UOT will pay a reduced rate for UOT, Utah Film Commission and GOEO staff, UOT vendors, and UOT board members to attend the event that covers meal expenses at per diem and other participant hard costs. All other aspects of the Tourism Day on the Hill event not outlined above will be the responsibility of UTIA.

Destination Capitol Hill

1. UTIA will lead in the development and coordination of US Travel Association’s

“Destination DC” or similar event to promote the Utah tourism industry in Washington DC. This includes logistics, venues, invitations, etc. UTIA and UOT will attend the events and provide on-site management and assistance.

Reporting Requirements

UTIA Performance Reporting:

To ensure transparency and evaluate the impact of the grant funding, UTIA shall provide a written summary report to the UOT Program Coordinator within forty-five (45) days following the conclusion of both the Utah Tourism Conference and Tourism Day on the Hill. Each report shall include:

• Final attendance numbers (categorized by industry partners and elected officials).

• A summary of key program outcomes and speaker evaluations.

• A brief financial overview of total sponsorships and registrations collected for the specific event.

Length of contract:

The contract will be a one-year contract with four renewals. It will be reviewed and refined as necessary every November, with renewal by December 31 to provide UTIA adequate time to deliver on all items listed above. The UOT Program Coordinator will also be identified with each renewal, as necessary.