Okaloosa County Tourist Development Council — April 25, 2013 (meeting #1135) — reading text

E.400 CONTRACT APPROVAL No contract shall be submitted to the Board unless such contract has been reviewed and approved by the Director, Contracts/Lease Coordinator, Risk Manager, County Attorney, attorney for the Tourist Development Department (if different from the County Attorney), and Contracts and Grants Manager, Purchasing Manual, to indicate that such submission has been made and such approval has been obtained. E.500 COMMUNICATIONS WITH CONTRACTORS The Director shall act as liaison between the Board and contracting persons or entities. All correspondence from the Board/Council to such contracting persons or entities shall be administered by the Director, with copies of all 19 Packet Pg. 59  2.A.1.f Contracts and Grants Manager. E.600 CONTRACT PAYMENT APPROVAL PROCEDURES 1) Upon the approval of the budget by the Board, payments shall be made in conformity with the County Purchasing Manual. 2) Purchasing Manual. All approval for payments in excess of $25,000 shall be reviewed by the Tourist Development Department attorney. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 3) All activities by entities under contract shall be pursuant to the written task Purchasing Manual. A written task order will be required for the engagement of any promotional activity or any expenditure. All task orders shall be approved by the appropriate county Purchasing Manual. 4) ice without the executed task order and/or purchase order approved by the respective county officials. No invoice will be approved unless the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. 5) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. E.700 ADDITIONAL PROCEDURES FOR ADMINISTRATION OF ADVERTISING AND PROMOTION CONTRACT 1) Review of advertising programs. While the Director is charged with the general budgeting for and administration of the annual contract for promotion efforts, a broader base for review and approval of advertising programs is required. As such, the Council shall, at a duly-noticed public meeting, review and make recommendations on print, radio and television advertising programs produced under any advertising or public relations contract. 2) Advancement of funds. No advancement of funds will be issued unless specifically approved by the Board. 20 Packet Pg. 60  2.A.1.f SECTION THREE: SPECIAL EVENT AND SPONSORSHIP FUNDING F.100 PURPOSE Special Event and Sponsorship funding program is to increase awareness of the Emerald Coast as a tourist destination and to drive incremental room occupancy in the sub- county taxing district, particularly during low or shoulder seasons. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) F.200 AUTHORIZATION 1) The Tourist Development Department will set aside a portion of the overall annual budget as a budgeted line item(s) (determined on a fiscal year basis funding program to supplement the efforts of individuals, groups, and organizations planning, coordinating, and managing special events, festivals, meetings, and conventions E expected to directly benefit local tourism and to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 2) When funding is provided, it will be to promote and attract incremental tourism and not to support administrative costs. F.300 Special Event and Sponsorship Funding Guidelines: 1) Location of Event: The Event must take place within Okaloosa County. 2) Application: Applicants must submit a Special Event and Sponsorship Funding Application, a copy of which is attached hereto. A completed application shall be submitted no later than sixty (60) days prior to the start of the Event(s) to the Tourist Development Department Director. 3) Authorized uses of Special Event and Sponsorship funds: a. Vendor-contracted Host Fee(s); b. Pre-Event marketing/attendance stimulation initiatives; c. Emerald Coast Convention Center rental offsets; and d. Any other use of Special Event and Sponsorship funds is unauthorized. 21 Packet Pg. 61  2.A.1.f 4) Requirements for Pre-Event Marketing/Attendance Stimulation Initiatives: The Okaloosa County tourist development logo and appropriate web links must appear prominently in Event marketing materials (written and/or electronic) supported by the Special Event and Sponsorship funding. Marketing must take place in areas outside of Okaloosa County to ensure that funds will be used to attract overnight visitors. Social media advertising is acceptable, but audience selection must be documented. 5) Additional Requirements: Funding recipients shall agree to work with Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Tourist Development Department staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, social media development and interaction, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photograph and video. 6) Funding Parameters: a) Funding for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets shall be determined based upon the completed Application form as follows: Up to $10 per historically documented or anticipated room night with a maximum amount of $20,000 per Event. b) Funding for Vendor-Contracted Host Fees shall not exceed $20,000 per Event. 7) Funding Expense Reimbursement Form: Funding recipients shall submit a Funding Expense Reimbursement Form to the Tourist Development Department Director to seek reimbursement for the item(s) approved in their Special Event and Sponsorship Funding Application. 8) Final Evaluation Report: Funding recipients must submit a Special Event and Sponsorship Post-Event Report, a copy of which is attached hereto. The Post-Event Report shall be submitted to the Tourist Development Department Director no later than thirty (30) days after the date of the Event(s). Failure to submit the Post-Event Report shall deem the funding recipient ineligible for future Special Event and Sponsorship funding. 22 Packet Pg. 62  2.A.1.f F.400 PROCEDURE Special Event and Sponsorship Funding Application forms are available by contacting the Tourist Development Department. The number and extent of awards will be dependent upon the availability of designated funds from year to year. The following procedures shall apply to Special Event/Sponsorship funding requests: Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 1) Requests for funding shall be made to the Director or his designated agent on the approved application form. All applicants requesting Special Event/Sponsorship funding shall submit a completed application form to the Director at least sixty (60) days in advance of the anticipated Event date. The Director or designated agent will review the application form to ensure compliance with all applicable requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 2) The history and experience of the applicant and/or the organization is extremely important when considering the award of any funds as well as the soundness and potential of the proposed or existing Event to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 3) If an applicant is granted an award, the applicant shall acknowledge in writing the terms and conditions applicable to receiving such funding. 4) Invoices for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets may be submitted for payment to the Tourist Development Department Director after completion of specific activities detailed in the approved application. Invoices shall be accompanied by a Special Event and Sponsorship Expense Reimbursement Form, a copy of which is attached hereto. 23 Packet Pg. 63  2.A.1.f Special Event and Sponsorship Funding Application BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Contact Person: Title: Phone: Alt Phone: Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Contact Email: Fax: Web Address: Street Address: City/ST/Zip: : Event Name: Event Description: Event Dates From: To: Event