Okaloosa County BOCC — November 4, 2014 — Fishing Rodeo 2014 application — reading text

PAGE 1 REQUISITION R1500019 REQUESTED REQUIRED APPROVAL TDC BUYER 09/30/14 10/01/14 TDC NATHAN SHIP TO TDC VENDOR 21201432 OKALOOSA COUNTY DESTIN FISHING RODEO INC TOURIST DEVELOPMENT COUNC P. O. BOX 296 1540 MIRACLE STRIP PKWY S DESTIN FL 32540-0296 FT WALTON BEACH FL 32548 ATTN: AIDA SUBMITTED 60 DAYS PRIOR TO EVENT FREIGHT PER TDD POLICY REQ. ENTERED AFTER DESTINATION 2ND BCC BUDGET TO ENSURE FUNDING, LN/ST COMMODITY STOCK NO QUANTITY UOM UNIT PRICE EXTENSION o1 1.00 20,000.0000 20,000.00 O SPECIAL EVENT FUNDING PER SECTION THREE OF TDD MANUAL FOR THE 66TH ANNUALDESTIN FISHING RODEO FOR MARKETING AND ADVERTISING LAS 548060 20,000.00 PAGE TOTAL 20,000.00 NORTHWEST FLURIDA'S EMERALD PORST Special Event and Sponsorship Funding Application BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Destin Fishing Rodeo Inc Business/Organization Name: Contact Person: Helen K Donaldson Title: Executive Director Phone: 850-837-6734 Alt Phone: 850-376-7511 +. fishing@destinfishingrodeo.org . 850-654-1165 Contact Email: Fax: Web Address: www.destinfishingrodeo.org Street Address: 103 Stahlman Ave (PO Box 296) City/ST/Zip: Destin, FL 32540 FESTIVAL, EVENT, MEETING OR CONVENTION (“EVENT”) INFORMATION: 66th Annual Destin Fishing Rodeo Event Name: Event Description: 31-Day Fishing Tournament - established 1948 Event Dates — From: Oct 1, 2014 To, Oct31, 2014 Event Location (include all locations in Okaloosa County where events will occur): Av’s Seafood & Oyster Bar, Okaloosa Island Pier Have locations been secured? YES x__ NO If not, when will location be confirmed? Amount of Funding Requested: $ 20,000.00 Has your business/organization received Special Event or Sponsorship Funding from Okaloosa County in the past? Yes If YES, what was the amount and when was it received? $20,000 - 2013 How many times have you received funding from Okaloosa County? 5 Explain the resources/support/history you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. Please see attached Explanation A * If additional space is required, attach separate sheets as needed. BCC approved 3/19/2013 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 for funding consideration. However, extensive event management experience may weigh in the applicant's favor. Events Size of Event created/managed Location: Year Most Recent (i.e. number of by applicant City/State Created Year Held participants) Destin Fishing Rodeo Destin, FL 1948 2013 Est. 35,000 AUTHORIZED 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 authorized Quantities @ Unit Costs = Total Cost activities and expenses Brochure Distribution - out of market 25,000 10,727.37 TV Advertising - out of market 9,272.63 TOTAL 20,000.00 Additional Authorized Expenses listed on any attached form: TOTAU $ 0.00 BCC approved 3/19/2013 Describe how the proposed authorized expenses 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. The Destin Fishing Rodeo Guidebook will increase awareness of the Emerald Coast and potentially increase lodging occupancy by being distributed in 5 out-of-market areas that are known to be feeder areas to the Emerald Coast. Describe the audience that this event will attract — i.e. families, professionals, youth, etc. plus other demographic information as available. We are targeting areas in Houston, Dallas, Atlanta, Birmingham, and Nashville with mid-to-upper income classification. The schools in these areas also have scheduled Fall Breaks. We are hoping to attract families from these areas to the Emerald Coast. We also have been host to business retreats and youth groups in the past, and intend to continue drawing these tourists. “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. Please see attached Explanation B PROJECTED ECONOMIC IMPACTS TO OKALOOSA COUNTY: Please list the event's lodging and non-lodging partners: Lodging Partners Non-Lodging Partners Resort Quest, Ocean Reef Resorts, Pelican Beach Resort, Ad's Seafood & Oyster Bar, BOTE Boards, Holiday Surf & Racquet Club, Sandpiper Cove, Inn on Destin Harbor Kayak Experience, Emerald Coast McDonalds, Destin Charter Boat Assn, Okaloosa Island Pier How do event participants make reservations at Okaloosa County lodging facilities? Participants make reservations on their own. BCC approved 3/19/2013 How do you obtain follow-up information about room nights actually booked for your event from lodging partners? At this time we do not have actual number of nights booked. We do, however, interview entrants and ask specifically if they are staying in a local rental and for how many nights they are staying. 22,400 Approximately, how many out-of-town visitors will come to this event? Out-of-town Visitors 2 12k Approximately, how many lodging rooms will be booked for this event on peak night Lodging Rooms 5 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 multiplied by number of event nights. Show calculation and/or provide room pickup history) Last year, the Rodeo had an estimated 35,000 anglers participate on 108 Charter boats and 219 Private vessels. Of these anglers, 833 brought fish to the weigh station to compete. Of the 833 competitors, 506 stayed in local accommodations for an average of 5.78 days each. These anglers came from 38 states! (506 x 5.78 = 2925 room nights) Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. | have read, fully understand and agree to be bound by Okaloosa County’s Special Event and Sponsorship Funding criteria and guidelines contained in the Tourist Development Operations & Procedures Manual. | am submitting this application on behalf of my business/organization’s event or promotion and am aware that this application will be reviewed for final approval. | have completed this application fully and accurately. | understand that all information submitted will be used to determine funding eligibility and | have not misrepresented any information contained herein. Ch Oey atden Qi. id Signature of Applicant Date of Application teen K Dowson Printed Name of Applicant 3 FICIAL,JSE ONLY APPROVED BY: LE EB ALDE DATE: e 7 ‘ii TITLE: FY LL LD AMOUNT hwarver$ 20.p| rail win woot 4 yk wa Laem BCC approved 3/19/2013 but wong ul Explanation A The Destin Fishing Rodeo was established in 1948 to expand the fishing and tourist season in Destin, Florida. It worked! Over 250 boats register each year and an estimated 35,000 anglers from all over this country and the world participate. The Rodeo has exceptional local support. We have over 150 local members of the Rodeo. 70 local business sponsors and 50 are advertisers in our Rodeo Guidebook. We have placed over $300,000 in television, print, and internet advertising to bring even more people to the 66" Annual Destin Fishing Rodeo, Explanation B The Rodeo Guide is being distributed through local distribution companies - locally and regionally. Our out-of-town distribution is being conducted in Birmingham, Atlanta, Nashville, Houston, and Dallas. We have produced a high-energy tv commercial and placed a 26 advertising campaign with the Peter Mayer agency for 539 - :30 second spots to be aired in 20 markets. We are participating with Beach TV through June and July to entice tourists to come back in the fall. We are airing our :60 second on Destination Travel stations in Atlanta, New Orleans, Savannah, and the Florida Keys. The commercial is also available on the Internet through the Destination App on ROKU, I-Pad/I-Pod and Droid. We are ramping up our Social Media Campaign. Our most recent post was shared 115 times and reached over 25,000 people! SOLE SOURCE PURCHASE DATA SHEET Date: 9/15/14 PR No.: Requestor: Tourist Development Phone No.: 609-5381 Department/Division: _Tourist Development Department Item Description: Marketing/Advertising for_Destin Fishing Rodeo. Requesting Department's Suggested Vendor:_Destin Fishing Rodeo Inc Vendor's Address: 103 Stahlman Ave, Destin, FL 32540 Vendor's Telephone No.: 850-837-6734 Point of Contact:_Helen Donaldson Sole Source Justification: Special event-specific advertising that only the event promoter can provide as an approved applicant under the TDD's Special Event and Sponsorship funding program. LLZZZZAAE. ghfur Requesting Department Director Signature fate REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: p ; CA pL es ae pl sooo! qj Purchasing Services Coordinator Signature gc Comments: ZC, | 2 tt Approve: Di +t y Pr 7 AI Amount of Purchase: D aye (HiZe Purchasing Director Signature Date CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either "yes" (a county employee, elected Official, or agency is also associated with your business), or "no". If yes, give person(s} name(s) and position(s) with your business. Xx YES, NO, NAME(S) POSITION(S) Destin Fishing Rodeo, Inc. FIRM NAME: Helen K Donaldson BY (PRINTED): \ BY (SIGNATURE): ; pe Mh rate Executive Director TITLE: July 17, 2014 DATE: Post Office Box 296 ADDRESS: Destin, FL 32540 850.837.6734 PHONE NO. fishing @destinfishingrodeo.or ern ishing infishing g Special Event and Sponsorship Funding Application > ICATION Business/Organization Name: _ Destin Fishing Rodeo Inc. < Contact Person: Helen K Donaldson __ Title: Executive Director Phone: 850-837-6734 Alt Phone: 850-376-7511 Contact Email: fishing@destinfishingrodeo.org Fax: 850-654-1165 Web Address: www.destinfishingrodeo.org Street Address: 103 StahIman Ave (P.O. Box 296) City/ST/Zip: Destin, FL_32540 AL, EVENT, MEETING OR CONVENTION (“EVENT”) Event Name: 66th Annual Destin Fishing Rodeo Event Description: 31-Day Fishing Tournament — established 1948 Event Dates — From: October 1, 2014 To: October 31, 2014 iy Event Location (include all locations in Okaloosa County weg eri will occur): A.J.’s Seafood and Oyster bar; NS : Okaloosa Island Pier Have locations been secured? YES X NO Ne when will location be confirmed? Amount of Funding Requested: $ 28,309.87 Has your business/organization received Special Event or Sponsorship Funding from Okaloosa County in the past? YES If YES, what was the amount and when was it received? $20,000 - 2013 How many times have you received funding from Okaloosa County? 3 Explain the resources/support/histgty you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. The Destin Fishing Rodeo Was established in 1948 to expand the fishing and tourist season