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

Location (include all locations in Okaloosa County where events will occur): Have locations been secured? YES NO If not, when will location be confirmed? Amount of Funding Requested: $ ______________________________________________________________________ Has your business/organization received Special Event or Sponsorship Funding from Okaloosa County in the past? ____ If YES, what was the amount and when was it received? ___________________________________________________ How many times have you received funding from Okaloosa County? __________________________________________ Explain the resources/support/history you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. * If additional space is required, attach separate sheets as needed. 24 Packet Pg. 64  2.A.1.f EVENT MANAGEMENT EXPERIENCE: If applicant has no prior event management experience, please complete the information about this event in the first row and proceed to the next section. Limited or lack of prior event management experience will NOT disqualify the applicant Events created/managed Size of Event by applicant Location: Year Most Recent (i.e. number of City/State Created Year Held participants) Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) PRE-EVENT ADVERTISING/MARKETING EXPENSES REQUESTED FOR FUNDING: Any of the following items may be disqualified individually without impacting other items listed below in the event that the Director does not feel that the related expense is being spent for the purposes intended for this funding program. Brief description of pre-event Quantities @ Unit Costs = Total Cost marketing/advertising expenses Additional Pre-Event Marketing/Advertising Expenses listed on any attached form: TOTAL: 25 Packet Pg. 65  2.A.1.f Describe how the proposed pre-event advertising and marketing investments will increase awareness of the Emerald Coast as a tourist destination and generate increased occupancy for Okaloosa County lodging facilities during the event. Provide at least one example. Describe the audience that this event will attract i.e. families, professionals, youth plus other demographic information as available. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) * If additional space is required, attach separate sheets as needed. Describe the distribution plan for pre-event promotional items and collateral. Please outline media plans, including social media, for out of market advertising and communications. PROJECTED ECONOMIC IMPACTS TO THE EMERALD COAST AREA: -lodging partners: Lodging Partners Non-Lodging Partners 26 Packet Pg. 66  2.A.1.f How do event participants make reservations at Okaloosa County lodging facilities? How do you obtain follow-up information about room nights actually booked for your event from lodging partners? Approximately, how many out-of-town visitors will come to this event? Out-of-town Visitors Approximately, how many lodging rooms will be booked for this event on peak night? Lodging Rooms On average, how many nights do you project these visitors to remain in town? Nights per visitor How many total room nights do you estimate this event will generate for Okaloosa County? (number of rooms anticipated per night x number of event nights) ______________________________________ Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. Sponsorship Funding criteria and guidelines contained in the Tourist Development Operations event or promotion and am aware that this application will be reviewed for final approval. I have completed this application fully and accurately. I understand that all information submitted will be used to determine funding eligibility and I have not misrepresented any information contained herein. Signature of Applicant Date of Application Printed Name of Applicant OFFICIAL USE ONLY AMOUNT AWARDED: _________________________________ APPROVED BY: ______________________________________ DATE: _______________________________ Director of Tourist Development Dept. APPROVED BY: ______________________________________ DATE: _______________________________ Purchasing Director 27 Packet Pg. 67  2.A.1.f Special Event and Sponsorship Expense Reimbursement Request To receive Special Event and Sponsorship Funding reimbursement, please submit the following: 1. Invoice(s) from your organization to Okaloosa County Tourist Development Department for payment of authorized expenditures as described on page 2 of the Funding Application. 2. Substantiating backup per activity or copy of proof of payments such as cleared check record showing front Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) and back of checks, or detailed credit card receipts. For all media buys please provide tear sheets, copies of advertisements, schedules and signed station affidavits. 3. Copies of marketing, advertising and communications materials and/or websites showing Okaloosa County Tourist Development Department logo and links. Information Event Name: Event Description: Event Dates From: To: Event Location (include all locations in Okaloosa County where events occurred): Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Amount: $ Make Check Payable To: (Please Note Organization must be same organization that applied for funding) Tax I.D. or Social Security Number: 28 Packet Pg. 68  2.A.1.f EXPENSES TO BE REIMBURSED Itemized expenses to be reimbursed by the Special Event and Sponsorship funds must be allowable as detailed on page 2 of the Funding Application. Invoices must be for approved expenses only with backup included. EXPENSE ITEM AMOUNT Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Total: $ _____________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date Printed Name 29 Packet Pg. 69  2.A.1.f Special Event and Sponsorship Post-Event Report Information Event Name: Event Description: Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) Event Dates From: To: Event Location (include all locations in Okaloosa County where events occurred): _________________________________________________________________________________________________ Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Funding Amount: $ VISITOR INFORMATION Out-of-town Visitors (out-of-town participants, family, spectators, etc.) Total Attendees (including local attendees) ROOM NIGHTS To calculate the total number of room nights, multiply number of actual rooms per night by the number of event nights (i.e., 5 rooms for 4 nights = 20 room nights) Please provide explanation if actual room nights are different than what was calculated as anticipated room nights on the Funding Application. Attach separate sheet, if necessary. 30 Packet Pg. 70  2.A.1.f Attach additional information such as participant sign-in sheets or rosters/lists with home town to support room nights reported. LODGING PARTNERS