Executive Director, CEO
Overview:
The Executive Director and CEO of the South Central Tennessee Tourism Association (SCTTA) is the chief executive officer responsible for leading the organization in all aspects of its operations, strategy, and growth. This role encompasses the oversight of organizational operations, financial management, strategic partnerships, legal compliance, and staff development, ensuring that SCTTA meets its mission of promoting tourism within the South Central Tennessee region.
Key Responsibilities:
1. Leadership and Executive Management
Provide visionary leadership to the organization, guiding strategic direction and ensuring alignment with SCTTA’s mission and goals.
Oversee the daily operations and staffing of the Tennessee Whiskey Trailhead and Welcome Center, ensuring an excellent visitor experience and operational efficiency. Lead the development and execution of the organization’s strategic plan, working closely with the Board of Directors, Associate Directors, and other key stakeholders.
2. Operations and Financial Management
Oversee all SCTTA operations, including financial management, budget development, and insurance coverage, ensuring financial stability and transparency. Approve and manage all contracts, payments, and legal matters, ensuring compliance with organizational policies and applicable laws. Provide oversight for all budgeting processes, including SCTTA and Trailhead budgets, and ensure adherence to financial goals.
3. Strategic Partnerships and Sponsorships
Develop and nurture strategic partnerships, sponsorships, and corporate partnerships that align with SCTTA’s mission and objectives.
Oversee the relationship with the Tennessee Tourism Investment Project, ensuring collaboration and effective use of resources.
Executive Director, CEO
4. Marketing and Content Strategy
Oversee the development and execution of the organization’s media and content strategy, ensuring cohesive and impactful outreach across all platforms.
Manage all elements of content development, including photo/video creation, journalism, and media campaigns.
Supervise the Ambassador and Influencer program, ensuring it aligns with SCTTA’s overall marketing goals.
5. Program and Event Management
Oversee the planning and execution of all SCTTA programming, special events, and activations, ensuring they align with organizational objectives and enhance regional tourism.
Ensure that all events and programming are well-coordinated, including the development of itineraries, media tours, and content shoots in partnership with DMOs.
6. Community and Government Engagement
Maintain strong relationships with local DMOs, governments, and community partners, ensuring ongoing collaboration and support for SCTTA initiatives.
Oversee DMO and government outreach efforts, including monthly check-ins, grant administration, and the management of community pages and events calendars.
7. Human Resources and Policy Development
Oversee all hiring, staff development, and policy creation, ensuring the organization is staffed with qualified, motivated, and well-supported employees.
Develop and implement policies that align with SCTTA’s mission and goals, ensuring a positive and productive work environment.
8. Additional Responsibilities
Serve as the primary spokesperson for SCTTA, representing the organization at regional, state, and national levels.
Assist in content development, public relations, and media relations as needed, supporting the organization’s communication efforts.
Perform other duties as assigned by the SCTTA Board of Directors, ensuring the organization’s success and sustainability.
Associate Director, Operations
Position Overview
The Associate Director of Operations (ADO) plays a key role in managing the organization's operations, industry engagement, sales, and marketing efforts. In addition to overseeing all budget and financial initiatives, the ADO serves as the primary operational executive, working closely with the executive director to ensure the smooth functioning and strategic development of the organization.
Executive Management
SCTTA Financial Management Assistance
SCTTA Budget Management Assistance
Trailhead Budget Management Assistance
Oversee Organizational Operations
Managing Sales & Marketing Team
Manage sales, marketing, and public relations contractors and accounts payable.
DMO and Gov. Outreach Assistance
Community Outreach
Manage Community Pages (Listings)
DMO Monthly Check-Ins
DMO Services Sales
Events Calendar for area
Grant Administration Services
Grant Assistance (Writing)
Government Engagement
Manage & host Tourism Ready Workshops
Programming
Manage Geocaching Program
Assist in organizational assets:
Partner Websites
Mobile App
Other marketing programs
Manage Ad Placement and basic graphic design work / ad development for clients on Organizational Collateral:
Travel Guide
After Jack Guide
Natchez Trace Guide
Brochures Program
Industry Engagement & Process Management
Industry Monthly Newsletter
New Partner Prospecting
Partner Onboarding
Partner Visits & Consulting
Partner Accounts Receivable
Maintain Sales & Marketing CRM activities
DMO & Gov. Assignments
Bedford County + Bell Buckle
Coffee County (Manchester + Tullahoma)
Franklin County + Winchester
Giles County
Lincoln County
Marshall County
Moore County
TN’s South Cumberland
Manage or assist in Events & Activations for the organization.
Assist in Managing the Trailhead & Welcome Center, including serving as a backup staff member.
Assist in content development with public relations and media.
Manage or assist in hosting FAM or Media Tours across various formats.
Develop and host special events
Other activities as determined by the Executive Director or SCTTA Board of Directors.
Associate Director, Media
Position Overview
The Associate Director of Media (ADM) is instrumental in shaping the organization's media and content strategy, overseeing the development and execution of various media initiatives. This role includes managing social media and marketing contracts with Destination Marketing Organizations (DMOs) and regional partners, as well as handling all contracts related to content creation, including photographers and videographers. The ADM is also responsible for content campaigns, collateral development, media development, and publicfacing/tourism-facing outreach, in addition to managing the Ambassadors & Influencers program, ensuring cohesive and impactful media outreach across all platforms.
Media & Content Management
Develop strategy and manage all elements of the organizations social media, and contracting efforts.
Develop strategy and manage all elements of the organizations content development:
Photo/Video Development & Contracting
Journalism Development & Contracting
Media Campaigns & Contracting
Manage Tourism Outreach Programs: Ambassadors & Influencers, Street Team
Oversee tourism communications including a monthly newsletter, text services, and other direct to consumer efforts.
DMO and Gov. Outreach Assistance
Community
Outreach
Manage Community Pages (Listings)
DMO Monthly Check-Ins
DMO Services Sales
Events Calendar for area
Grant Administration Services
Grant Assistance (Writing)
Government Engagement
Host Tourism Ready Workshops
Programming
Assist in organizational assets: Partner Websites
Mobile App
Other marketing programs
Manage All Content for Collateral:
Travel Guide
After Jack Guide
Natchez Trace Guide
Brochure Program
DMO & Gov. Assignments
Hickman County
Lawrence County
Lewis County
Maury County
Maury CVB
Columbia
Visit Franklin / Spring Hill
Perry County
Wayne County
Nashville’s Big Back Yard
Manage or assist in Events & Activations for the organization.
Backup staff member for Trailhead
Manage or assist in hosting FAM or Media Tours across various formats.
Develop and host special events
Other activities as determined by the Executive Director or SCTTA Board of Directors.
Director of Marketing (1099)
Position Overview
The Director of Marketing will lead the development and execution of marketing strategies, focusing on driving revenue through partnerships and sales programs. This role involves managing partnership sales, overseeing the brochure program, prospecting new partners, renewing existing partnerships, and collaborating with operations and media teams to ensure all partnerships are effectively implemented and optimized The ideal candidate will have a strong background in sales, marketing, and partnership management, with excellent communication and organizational skills.
Partnership Sales:
Identify, develop, and close new partnership opportunities to drive revenue growth.
Build and maintain strong relationships with key partners to ensure ongoing collaboration and mutual benefit. Develop customized partnership proposals and presentations that align with partner goals and business objectives.
Partnership Prospecting:
Conduct thorough market research to identify potential partners that align with the company’s brand and objectives.
Develop and maintain a robust pipeline of partnership prospects. Engage with potential partners through various channels, including networking events, conferences, and digital outreach.
Brochure Program Sales:
Manage and expand the brochure program by selling advertising space and securing distribution partnerships. Oversee the production and distribution of brochures, ensuring they meet brand standards and effectively reach target audiences. Analyze the effectiveness of the brochure program and recommend strategies for improvement.
Renewing Partnerships:
Lead the renewal process for existing partnerships, ensuring high retention rates.
Negotiate renewal terms and agreements that continue to deliver value for both parties. Maintain regular communication with partners to address any issues and strengthen the relationship.
Collaborate with Operations and Media Teams:
Work closely with the operations and media teams to ensure that all partnerships are executed smoothly and meet the agreed-upon objectives. Provide strategic direction and input to these teams to maximize the impact of each partnership.
Monitor the progress of partnership initiatives and campaigns, making adjustments as necessary to achieve desired outcomes.
Public Relations Director (1099)
Position Overview
The Public Relations Director will play a crucial role in enhancing and protecting the reputation of the South Central Tennessee Tourism Association (SCTTA) and its partners. This position requires a strategic thinker with excellent communication skills to manage media relations, develop press release strategies, advise on stakeholder engagement, and create compelling content for various platforms The ideal candidate will be adept at working across multiple media outlets, building strong relationships with stakeholders, and delivering highquality content that aligns with SCTTA’s mission.
Public Relations:
Engage with regional, state, and national news outlets to promote and share the latest happenings and accomplishments of SCTTA and its partners.
Build and maintain strong relationships with journalists, editors, and media professionals to secure coverage and positive media exposure. Monitor media trends and opportunities to position SCTTA as a leading voice in tourism within the region.
Stakeholder and Partner Calls:
Serve as a public relations advisor during stakeholder and partnership development calls, providing guidance on communication strategies and media engagement. Assist in the introduction and cultivation of new partnerships or stakeholders, ensuring they are aligned with SCTTA’s goals and messaging.
Provide expert advice on public relations issues during high-level discussions with key stakeholders and partners.
Press Releases:
Develop and implement strategic press release strategies for SCTTA and its partners, ensuring consistent and impactful messaging. Write, edit, and distribute press releases to targeted media outlets, managing the process from conception to publication. Track the effectiveness of press releases and media outreach efforts, making adjustments as necessary to maximize impact.
Content Development:
Develop weekly content for two specific segments: partner blogs and the "Hey Y'all" with Dan and Mary Peery series.
Assemble and finalize all content provided by SCTTA, including background research, photos, and videos, ensuring it is engaging, accurate, and aligned with SCTTA’s brand.
Work closely with the content team to ensure timely and effective content delivery across all platforms.
Tourism Consultant (1099)
Position Overview
The Tourism Consultant will play a pivotal role in supporting the South Central Tennessee Tourism Association (SCTTA) by overseeing grant-related activities and contributing to the design and development of marketing materials. This position requires a detail-oriented professional with expertise in grant writing, administration, and a strong understanding of tourism marketing. The ideal candidate will work closely with the SCTTA team, community partners, and stakeholders to ensure that grant projects are effectively managed and marketing materials align with SCTTA’s goals and branding.
Public Relations:
Research, identify, and apply for relevant grants to support SCTTA’s tourism initiatives.
Write and submit high-quality grant proposals, ensuring all requirements and guidelines are met.
Manage the administration of awarded grants, including tracking deadlines, reporting, and ensuring compliance with grant terms.
Stakeholder and Partner Calls:
Work closely with community partners to ensure all grant deadlines are met and activities are executed according to the grant’s objectives. Provide guidance and support to communities to help them understand and fulfill their roles in grant projects. Monitor and report on the progress of grant activities in various communities, addressing any issues that may arise.
Stakeholder and Partner Calls:
Press Releases:
Collaborate with the SCTTA team to outline clear communication strategies and expectations for each grant project.
Provide regular updates to the team and stakeholders on grant progress, challenges, and successes.
Ensure all grant-related communications are consistent, transparent, and aligned with SCTTA’s mission.
Content Development:
Work with SCTTA to ensure that all operations related to the TENNTIP (Tennessee Tourism Industry Program) are effective and aligned with broader tourism goals.
Assist in the planning, execution, and evaluation of TENNTIP initiatives, providing expertise and recommendations as needed.
Monitor the effectiveness of TENNTIP operations and suggest improvements to enhance outcomes.
Consult with SCTTA and Experience Tennessee teams to design and develop marketing materials, including brochures, guides, and other publications. Ensure all marketing materials are consistent with SCTTA’s brand identity and effectively communicate key messages to target audiences. Provide creative input and feedback on the development of new marketing strategies and campaigns.
Industry Engagement
Industry Engagement
Industry Engagement Breakdown
Partner Prospecting
Partner Visits
Partner Onboarding
Partner Prospecting
Partner Consulting Partner Upgrades Industry Newsletter
At South Central Tennessee Tourism Association, our primary focus is always tourism
While we serve as a partner support organization, our overarching goal is to enhance the tourism experience. Therefore, we continually seek opportunities to collaborate with businesses, organizations, and attractions that are not currently our partners. Team members can engage in partner prospecting through two key methods:
Visit Non-Partner Businesses or “Touchpoints:”
When you visit a business that is not yet a partner, gather essential information about the business. This includes understanding what they do, when they opened, the percentage of their business that comes from visitors, and identifying a key contact person within the business.
Share these details with our marketing team for follow-up and potential partnership opportunities
These should be brief introductions. Share your business card and information and follow up. Look to complete these visits in a 5 to 20 minute timeframe.
Communicate with Non-Partner Businesses:
In our daily activities, we frequently interact with various events, attractions, and businesses that are not partners Use these interactions as opportunities to inform them about the benefits of partnering with us.
Highlight the advantages of our partnership program and express our interest in collaborating with them to enhance tourism in our region.
Industry Engagement
Partner Visits
Maintaining excellent communication and staying informed about our partners' activities is crucial once a business, attraction, organization, or event becomes a partner. The type and frequency of visits will vary based on the level of partnership, but should generally include onboarding, social media engagement, and drop-in visits. Additionally, our marketing team will follow up with each partner annually before their renewal period. The various types of visits include:
Onboarding Visit:
Duration: Approximately 30 minutes.
Objective: To review the benefits of our Partner Toolkit and demonstrate the three industry pages we set up for them: Experience Tennessee, State Partner Pages, and Tennessee River Valley Geotourism by National Geographic.
Content Visit:
Purpose: This visit can involve our social media team, ambassadors or influencers, content creators (such as photographers or videographers), or a FAM/media tour. The aim is to create and update engaging content that showcases the partner. This may be a great time to review the partnership level and upgrade them.
Standard Visit:
Nature: These are informal "drop by and say hi" visits. While not necessarily scheduled, it is effective to inform the partner that you will be in town and plan to stop by. Purpose: To gather updates on the business, answer any questions, and maintain visibility.
This is also a great time to review the partnership level.
Renewal Visit:
Conducted by: A member of our marketing team.
Objective: To ensure the partnership is renewed for the next year. This visit may also include gathering updates for marketing materials and discussing any changes or needs for the upcoming year.
Industry Engagement
Partner Onboarding
Once a business, attraction, organization, or event decides to become a partner of SCTTA, we begin the onboarding process, which consists of two phases: administrative onboarding and partner-facing onboarding.
Administrative Onboarding
Update CRM:
Move the new partner into our partner category within the Customer Relationship Management (CRM) system.
Send Welcome Email:
Dispatch a welcome email to the new partner. This email should include a form for the partner to fill out with information necessary for the rest of the onboarding process It should also provide payment links or an invoice if there is a payment arrangement.
Collect, Design, and Place Artwork:
Gather or create artwork for guide advertisements. Insert the artwork into the open guide file for the next print edition.
Update Listings:
Ensure the business is placed in the appropriate VRB Pages, Mobile App, and Brochure files for the next print. Update the PDF versions on the website accordingly.
Build Online Presence:
Create the Experience Tennessee Page, TN Vacation Partner Page, and Tennessee River Valley Geotourism page for the partner.
Partner-Facing Onboarding
Schedule Visit:
Arrange a visit with the new partner to introduce them to our services and tools
Toolkit Presentation:
Present the Partner Toolkit using an iPad or laptop, demonstrating how they can benefit from our resources.
Show Industry Pages:
Guide the partner through their industry pages and provide access to these pages.
Toolkit App Access:
Show the partner how to save the toolkit app to their phone or access it online, ensuring they can easily utilize the resources available to them.
Industry Engagement - Consulting
Partner Consulting
Elevated Partnerships with SCTTA include consulting sessions tailored to the level of partnership. Silver level partners receive bi-annual consulting sessions, while Gold partners receive quarterly consulting sessions. At least half of these consultations are required to be conducted in person.
A consultation is an in-depth review and discussion of the business and its activities, typically lasting up to one hour. During the consultation, we aim to achieve the following:
Business Update:
Receive an update on the business’s current status, including any special events, marketing campaigns, or changes that may impact how SCTTA can assist.
SCTTA Overview:
Provide an overview of SCTTA’s upcoming marketing efforts and activities that may influence the partner’s business.
Interactive Discussion:
This is an opportunity to check in with the partner, address any questions or concerns, and offer support and guidance tailored to their needs.
By maintaining regular consultations, we ensure that our partnerships remain dynamic and responsive, allowing us to better support and enhance the success of our partners' businesses. These should be scheduled for one hour, and may include various members of the SCTTA team.
Industry Engagement - Partner Upgrades
Partner Upgrades
As we evaluate partners based on their activities, our visits, and their overall business conduct, it is crucial to identify those who may be good candidates for upgrading to elevated levels of partnership. The process of partner upgrades involves the following steps:
Evaluation:
Assess the partner’s activities, engagement during visits, and overall business performance.
Consider factors such as their participation in SCTTA initiatives, quality of collaboration, and alignment with SCTTA’s mission.
Identification:
Identify partners who show potential for enhanced collaboration and who could benefit from additional resources and support offered at elevated partnership levels.
Recommendation:
Recommend an upgrade to these partners by highlighting the additional benefits and opportunities available at the higher partnership levels (Gold, Platinum, Prime).
Consultation:
Arrange a consultation to discuss the potential upgrade with the partner, addressing any questions and outlining the value-added benefits they would receive.
By proactively identifying and upgrading suitable partners, we can foster stronger relationships and maximize the mutual benefits of our partnerships.
Industry Engagement - Newsletter
Industry Newsletter
Each month, it is essential for SCTTA to provide our partners with an industry-focused newsletter. This newsletter should cover topics and activities that impact our business partners, government partners, and tourism industry partners such as DMOs, CVBs, Main Streets, and Chambers. The content of these newsletters may include, but is not limited to, the following subjects:
Tennessee Department of Tourist Development News: Updates and announcements from the state's tourism department
Grant Opportunities and Details: Information on available grants and application processes.
Local DMO and Organizational News Releases: News and updates from local Destination Marketing Organizations (DMOs) and other relevant organizations.
SCTTA Activities and Announcements: Updates on SCTTA's projects, events, and organizational news.
SCTTA Opportunities: Information on opportunities available through SCTTA, such as partnerships, sponsorships, and collaborative initiatives.
Print Reminders: Notifications regarding deadlines and submissions for print materials.
Progress Reports: Updates on ongoing projects and initiatives.
Advocacy Reports: Information on advocacy efforts and outcomes relevant to the tourism industry.
Partner Highlights: Spotlights on the achievements and activities of our partners.
New Partner Announcements: Introductions to new partners joining SCTTA.
Initiative and Program Rollouts: Details on new initiatives and programs being launched by SCTTA.
State and Local Political News: Updates on political developments that could impact the tourism industry.
By providing comprehensive and timely information, the industry newsletter aims to keep our partners informed and engaged, fostering a collaborative and supportive tourism community.
Partner Timeline Schedule
Marketing Director & SCTTA Outreach
Develop and keep updated Regional Prospects List
Director of Marketing will report new partnership agreement
Associate Director of Operations
Send welcoming email that includes:
Payment Details (Keep DOM updated on payment status if necessary)
New Business Information Form
Art submission form (DOM may submit outline if available)
Info about the process, next steps
Call client if they have not responded in 48 hours
Set up tourism industry pages
Experience Tennessee
Tennessee Vacation
TRVA Geotourism
Set up placements
Experience Tennessee App
Associated Brochures
VBR Landing Pages
Set up Onboarding Meeting to review:
Team introduction
Travel Guide & After Jack Guide Ads
Advertising Discounts
Tourism Industry Pages
Experience Tennessee Blog
Trailhead & Welcome Center
Tourism Ready 3-Star Program
Enhanced Media Presence
Ambassadors & Influencers
Social Media Preferences
Traditional Media Preferences
Digital Placements
Other Benefits & Resources
Tourism Ready App
Partner Timeline Schedule, cont.
SCTTA Outreach Staff Visits - All Plans
Associate Director of Media Visit within 90 days of new membership
Associate Director of Operations within the first 6 months
Executive Director visit sometime within the first 9 months
Director of Marketing renewal visit at month 10-12
SCTTA Outreach Staff Visits - Silver & Gold Plans
ADO will manage and schedule consultations
Silver Plan
Onboarding & Strategy Session Kickoff (ADO)
Strategy In Person Month 6 (ADO & Team as scheduled)
Gold Plan
Onboarding & Strategy Session Kickoff (ADO)
Strategy Zoom Month 3 (ADO & Team as scheduled)
Strategy In Person Month 6 (ADO & Team as scheduled)
Strategy Zoom Month 9 (ADO & Team as scheduled)
Industry Partners Content Development
ADM will manage and schedule content obligations/contracts
Initial Social Media Content Visit
All Partner Levels - Blog Submission Posts
Silver Partners - Two written articles by SCTTA
Gold Partners - Four written articles by SCTTA
Advertising
Management
ADO will mange and communicate ad placements for publications
Travel Guide
After Jack Guide
Brochure Program
DMO & GOV Outreach
DMO & GOV Outreach
DMO & Government Outreach Breakdown
Monthly Check-In
Tourism Services
Grants - Administration
Monthly Check-in
Grants - Application Support
Tourism Ready Workshops
Community Pages
NBBY Outreach
Staying connected with our Destination Marketing Organization (DMO) and government partners is one of the most vital functions of our organization. These relationships are essential for staying informed about local activities, marketing efforts, organizational initiatives, funding, local politics, and much more. They also serve as our strongest links to the business community and play a critical role in developing industry partnerships.
Each month, a SCTTA representative should conduct a DMO check-in meeting. These meetings should rotate among partners and be conducted in person at least half of the time. The purpose of these check-ins is to engage in a conversation and fact-finding mission, covering the following topics:
Upcoming Events: Discuss any upcoming events and explore ways SCTTA can support them.
DMO Activities: Review the activities and initiatives the DMO is currently undertaking and identify areas for collaboration.
Project Status: Check on the status of ongoing projects and provide updates on SCTTA’s progress on any joint initiatives.
Grant Status: Discuss the status of any grant applications or funding opportunities and how SCTTA can assist.
SCTTA Special Projects and Services: Provide updates on special projects and tourism services that SCTTA is executing for the DMO.
By conducting these regular check-ins, we ensure that our partnerships remain strong and effective, allowing us to stay aligned with our partners' goals and contribute to the success of the local tourism industry.
DMO & GOV Outreach - Tourism Services
Tourism Services
Selling Tourism Ready Services to local DMOs is SCTTA's largest funding mechanism. Each May, SCTTA releases a Tourism Ready Tourism Services Guide. This guide outlines the services that DMOs and government partners can contract with SCTTA for the upcoming fiscal year, as well as sponsorship opportunities for partners in our guides and brochures. While our goal is not to replace agency work, it is crucial that we help our DMO partners excel in the fundamentals of tourism marketing. Services Offered
Advertising Opportunities:
Experience Tennessee Travel Guides: Place advertisements in the widely circulated Experience Tennessee Travel Guides.
After Jack Traveler’s Guide: Advertise in the After Jack Traveler’s Guide for targeted exposure.
Become a Tennessean Guide: Reach potential new residents and tourists by advertising in the Become a Tennessean Guide.
Local Travel Guides: Advertise in various local travel guides to reach specific regional audiences.
Experience Tennessee Brochure Program: Participate in the Experience Tennessee Brochure Program for broader distribution.
Digital and Media Services:
Social Media Management: Enhance your online presence with our social media management services.
Website Development: Get a professionally developed website to attract and inform visitors.
Virtual Brochure Rack Sponsorships: Sponsor virtual brochure racks to provide visitors with easy access to information.
Creative Services:
Photo Services: Professional photography to showcase your attractions and events.
Video Services: High-quality video production to promote your destination.
Journalism Services: Professional writing and journalism services for content creation.
DMO & GOV Outreach - Tourism Services
Tourism Services Continued...
Special Programs:
Geocaching and Special Programming: Engage visitors with unique activities like geocaching and other special programs.
Ambassadors & Influencers
Media and FAM Tours
Publication Development:
Local Visitor Guide Development: Create comprehensive visitor guides tailored to your local area.
Local Brochure Development: Develop informative brochures to highlight your local attractions and services.
By offering these services, SCTTA aims to support our DMO partners in their marketing efforts, ensuring they have the tools and resources necessary to succeed in promoting tourism within their regions.
Grants - Administration
Grant Administration
SCTTA offers grant administration services for Marketing Grants, Enhancement Grants, and any other grants that align with our mission. Administering grants involves a 5% fee or the maximum allowed by the grant. Depending on the workload, grants may be administered by an individual team member or as a collaborative team effort.
Key Responsibilities in Grant Administration:
Grant Compliance and Management:
Ensure all grant requirements and regulations are met.
Maintain detailed records and documentation for compliance purposes.
Financial Management:
Oversee the budgeting and financial reporting for the grant.
Process and track expenses related to the grant project.
Project Coordination:
Coordinate all activities and tasks associated with the grant project.
Assign responsibilities to team members as needed.
Communication:
Serve as the primary point of contact between SCTTA, the grantor, and the partner receiving the grant.
Provide regular updates to all stakeholders on the progress of the grant project.
Reporting:
Prepare and submit all required reports to the grantor. Ensure timely and accurate completion of all reporting obligations.
Evaluation and Feedback:
Assess the effectiveness and impact of the grant project.
Gather feedback from partners and stakeholders to improve future grant administration efforts.
By offering comprehensive grant administration services, SCTTA aims to support our partners in successfully managing and executing grant-funded projects, ensuring that they achieve their objectives and contribute to the overall mission of enhancing tourism in South Central Tennessee.
Grants - Application Support
Grant Application Support
Grant application support is a valuable service we offer to all our DMO and government partners. Depending on their needs, we may provide advice, assist in writing the grant, or fully administer the entire grant process for them. Each year, particularly for the Tourism Marketing Grant and other grant opportunities that arise, we follow these essential steps to ensure a smooth and successful application process:
Contact DMOs and Schedule Meetings:
Reach out to all DMO partners to schedule meetings and discuss their specific grant needs and opportunities.
Draft Proposed Grant Applications:
Work closely with the partners to draft comprehensive and compelling grant applications tailored to their needs and objectives.
Follow Up to Confirm Grant Submissions:
Ensure that all grant applications are submitted on time and follow up with partners to confirm the submission status.
Create SCTTA Project Invoices on QuickBooks:
Generate project invoices using QuickBooks to keep accurate financial records for each grant-related project.
Supervision of the Project Process Using CRM:
Monitor and manage the progress of grant projects through our CRM system to ensure all tasks and milestones are tracked and completed.
Communicate Grant and Project Progress in Monthly Check-ins:
Provide regular updates on the status of grants and related projects during monthly check-in meetings with partners.
By following these steps, we aim to provide comprehensive support to our DMO and government partners, helping them secure and effectively utilize grant funding to enhance their tourism marketing efforts.
Tourism Ready Workshops
Tourism Ready Workshops
Tourism Ready workshops are short classes designed and administered by SCTTA to assist DMOs, government entities, and industry partners in becoming more tourism-centric and ultimately "tourism-ready." These workshops aim to equip participants with the knowledge and skills necessary to enhance their tourism offerings and better serve visitors.
Available Workshops:
Tourism Economic Impact:
State and Local Economic Impact Review: Understand the economic impact of tourism at both the state and local levels. Learn how tourism contributes to the economy and how to leverage this information to support tourism initiatives.
Community Lodging Workshop:
Gain insights into the lodging industry and short-term rental market. Learn best practices for managing accommodations and enhancing visitor experiences.
Social Media and Digital Marketing Workshops:
Develop effective social media and digital marketing strategies to attract and engage visitors. Learn how to use various digital platforms to promote your destination.
Mayor Meetings:
Coordinate and schedule Mayors Meetings with Mayor’s Offices in your assigned region. These meetings shall be held with the Executive Director Annually.
Customer Service:
Improve customer service skills to provide exceptional experiences for visitors. Learn techniques for handling various customer interactions and creating positive impressions.
Community Readiness:
Prepare your community to welcome and support tourists. This workshop covers strategies for community engagement, infrastructure development, and fostering a tourism-friendly environment.
By participating in these workshops, DMOs, government entities, and industry partners can better position themselves to attract and retain tourists, ultimately contributing to the growth and success of the tourism industry in South Central Tennessee.
Community Pages
Grant Application Support
Contact all DMOs & schedule meetings
Draft grant applications
Follow up to confirm submissions
Create SCTTA project invoices on QuickBooks
Supervision of project progress
Monthly check-ins
Nashville’s Big Back Yard - Outreach
Outreach
Monthly calls with NBBY team (Debbie Landers, Cindy Dupree, Gabby Hundley, as well as Aubrey Preston and Meghan Aileen when they are available)
Review Social Media Schedule - Report from Gabby
Review Newsletter layout, send newsletter week after meeting
Provide programming updates/report
Provide update on TDTD Marketing Grant
Provide collateral update
Work with Gabby Hundley to develop Social Media Strategy Schedule
Develop a monthly NBBY Newsletter
Section from NBBY (see Cindy Dupree Holloway)
Section about content from the past month
Call for new content - develop content form
Best Practices & References
Monthly DMO Outreach
Objective:
To maintain effective communication and foster collaboration between the South Central Tennessee Tourism Association (SCTTA) and all Destination Marketing Organizations (DMOs) within the region through regular, structured outreach sessions.
Procedure:
Outreach Frequency: 1.
Schedule and conduct an outreach session with each DMO within the South Central Tennessee Region once per month.
Session Format: 2.
Alternate between in-person meetings and remote Google Meet sessions on a monthly basis
The Executive Director will conduct in-person visits during the months when Associate Directors meet remotely with DMOs.
Scheduling:3.
Establish and adhere to a rotational schedule with DMOs for consistent and predictable meeting times (e.g., 10:00 AM on the first Monday of each month).
Discussion Topics: 4.
Review of Past Month’s Activities:
Assess and discuss the outcomes of any recent initiatives, campaigns, or collaborative efforts
Upcoming Events & Initiatives:
Share and plan for upcoming events, marketing initiatives, or new projects that require joint efforts.
Marketing & Media Strategy:
Evaluate current marketing strategies and explore opportunities for improvement or new approaches.
Ambassadors & Influencers:
Discuss the progress and involvement of ambassadors and influencers in promoting the region
Upcoming Partnership Opportunities:
Identify and strategize on potential partnership opportunities that can benefit both SCTTA and the DMOs.
TDTD Marketing Grant Progress:
Review the status and progress of any Tennessee Department of Tourist Development (TDTD) Marketing Grants.
SCTTA Contract Progress:
Evaluate the current progress on SCTTA contracts and ensure alignment with DMO goals.
Idea Session:
Encourage brainstorming and idea-sharing to bring new insights and suggestions back to SCTTA meetings.
Implementation:
Ensure all Associate Directors and the Executive Director are aligned on these best practices and follow the outlined procedures consistently to strengthen relationships and drive successful outcomes with DMOs.
Scheduling Itinerary, Media Tour, or Content Shoot
Objective:
To ensure the efficient planning, execution, and management of media tours, content shoots, and itineraries in collaboration with Destination Marketing Organizations (DMOs) or other partners, while maximizing the value and utility of the content created.
Procedure:
Collaborate on Shot List Development:
Work closely with the DMO or partner to create a comprehensive shot list that aligns with both the SCTTA’s and the partner’s goals. Ensure that the shot list covers all necessary elements for various content uses (e.g., travel guides, social media, website).
Maximize Content Efficiency:
Plan shoots to generate content that can be repurposed across multiple platforms and formats, such as travel guides, social media, and website usage. Aim to create as much versatile content as possible during each shoot.
Advance Planning and Timeline Communication:
Provide the DMO or partner with a detailed timeline well in advance of the shoot. This timeline should include:
Notification to all subjects involved in the shoot.
Establishment of a primary point of contact for the shoot. Clear articulation of expectations and goals for the shoot.
Compensation and Barter Agreements:
For any content that requires lodging, tours, food, beverages, or other paid activities, arrange for these to be comped or bartered in exchange for content rights after the shoot. Ensure these agreements are in place prior to the shoot.
Communication and Coordination:
Once the shoot is confirmed, set up an email chain to include all relevant parties, including the DMO, the locations involved, and the contractor or SCTTA staff member responsible for the shoot. This ensures all stakeholders are informed and can coordinate effectively.
Content Delivery and Sharing:
After the shoot, once assets are delivered, SCTTA will share the content with relevant parties via a public Google Drive folder. Ensure all involved parties have access to the content for their intended uses.
Implementation:
Adhere to these best practices consistently to ensure smooth coordination, effective content creation, and successful partnerships with DMOs and other stakeholders.
Scheduling Ambassadors & Influencers
Objective:
To effectively utilize the Ambassador and Influencer Program for promoting individual businesses, community or themed itineraries, and special events, ensuring clear communication, well-defined deliverables, and smooth execution.
Program Utilization:
The Ambassador and Influencer Program can be leveraged in the following ways: Individual Businesses: Promote specific businesses within the region. Community or Themed Itineraries: Highlight local communities or themed travel experiences. Special Events: Support promotion before and during special events.
Communication Best Practices:
Initial Outreach:
General Announcement:
Send an email detailing the call to all ambassadors and influencers, outlining the opportunity and any relevant details.
Targeted Outreach:
Reach out directly to specific ambassadors and influencers who are best suited for the opportunity, based on their audience, style, and relevance.
Presentation of Deliverables and Requirements: Clearly outline all expectations for the call, including: Types of Social Media Posts: Specify the platforms, frequency, and style of posts expected Content Development: Provide a shot list or specific content requirements to guide the creation process.
Special Objectives and Goals: Highlight any specific aims or messages that should be conveyed through the content.
Activation Process:
Point of Contact:
Ensure that all participants have a designated point of contact for the call who can provide guidance, answer questions, and facilitate the process.
Participation Benefits:
All activities associated with the call should be free of charge for the ambassador/influencer and a plus one, ensuring a positive and seamless experience.
Incentives:
Offer incentives to encourage participation and high-quality content creation. This could include additional perks, compensation, or exclusive opportunities.
Advancing the Call:
The requesting party (whether an individual business, DMO, or SCTTA) should handle all the logistical and operational aspects of the call, ensuring everything is in place for successful activation.
Implementation:
Follow these best practices to maximize the impact of the Ambassador and Influencer Program, ensuring that all parties are aligned, motivated, and able to deliver high-quality content that supports the goals of the SCTTA and its partners.