Okaloosa County BOCC — November 20, 2014 — VII.b. Local Event Funding — reading text

compliance with all other Local Event Funding requirements. 5 BCC Adopted xx-xx-2014  Local Event Marketing Funding Application (Annual Deadline: May 1) BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Tax I.D. or Social Security Number: Contact Person: Title: Phone: Alt Phone: Contact Email: Fax: Street Address: City/ST/Zip: Web Address: EVENT INFORMATION: Event Name: Event Description: Event Location (include all locations in Okaloosa County where events will occur): Has location been secured? YES NO If no, when will location be confirmed? ****************************************************************** SEASONALITY – 20 points max Points Awarded Event Dates: From: To: Mark One: Season Impact Period Points ________ Spring March – May 10 ________ Summer June – August 0 ________ Fall September – November 10 ________ Winter December - February 20 ****************************************************************** EVENT MANAGEMENT – 35 points max Points Awarded Mark All Event Promotion Points Applicable: ________ Itemized Budget Information (revenues & expenses) Submitted 5* ________ Visitor Survey Will Be Distributed* 5* ________ Event Draws Unpaid Regional or National Media Coverage* 5* ________ Funding Request is 10% Less Than Prior Year Award 10* 6 BCC Adopted xx-xx-2014  ________ Tourist Development Tax (TDT) Funding Request Comprises 5** less than 50% of Event’s Total Budget* ________ Tourist Development Tax (TDT) Funding Request Comprises 10** less than 25% of Event’s Total Budget* *Points awarded in this category must be substantiated with Payment Request. Failure to do so will result in points being deducted from the total application points and may result in a lower funding tier for payment after the event. Please list the event’s lodging and non-lodging partners: Lodging Partners Non-Lodging Partners Explain the resources/support/promotion/collaboration provided by the lodging and non-lodging partners. Total Budget for the Event: $ Marketing/advertising/promotional budget for the Event: $ Dollar Value of Cash and In-Kind Community Sponsorships/Partnerships: $ Tourist Development Tax funding requested as a percent of the Total Budget for the Event: % Describe the audience that this event will attract – i.e. families, professionals, youth, etc. plus other demographic information as available. Describe why Tourist Development Tax funding is necessary to keep the event in Okaloosa County. If points claimed, describe how visitor survey will be distributed and collected. If points claimed, describe any unpaid regional (e.g. News 5 in Mobile) or national media coverage. 7 BCC Adopted xx-xx-2014 ****************************************************************** ROOM NIGHTS – 1 point per 100 verifiable room nights Points Awarded Approximately, how many local (non-lodging) attendees will come to this event? __________ Approximately, how many out-of-market (lodging) visitors will come to this event? __________ Approximately, how many nightly lodging rooms will be booked for this event? __________ (A) On average, how many nights do you project out-of-town visitors to remain? __________ (B) How many total room nights do you estimate this event will generate for the sub-county taxing district? Show calculation (A x B) or provide documented historical room pickup* __________* *Points awarded in this category must be substantiated (e.g. lodging report, ticket sales, registration roster) with Payment Request. Failure to do so will result in points being deducted from the total application points and may result in a lower funding tier for payment after the event. How do event participants make reservations at lodging facilities? How is information about room nights actually booked for your event obtained from lodging facilities? ****************************************************************** AUTHORIZED MARKETING ACTIVITIES REQUESTED FOR FUNDING: Any of the following items may be disqualified individually without impacting other items listed. Description of out-of-area marketing and promotional activities Amount TOTAL $ Describe the Event’s comprehensive plan for pre-event marketing, advertising, and promotions, including activities funded with and without Tourist Development Tax dollars. 8 BCC Adopted xx-xx-2014 Upon completing this application in its entirety, please read the following statement and affix your signature. I am submitting this application on behalf of my organization’s event and am aware that this application will be reviewed for final approval. I 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. I have read, fully understand, and agree to be bound by Okaloosa County’s Local Event Funding guidelines, including but not limited to, requirements, authorized uses, application, & payment). Signature of Applicant Date Printed Name of Applicant ****************************************************************** OFFICIAL USE ONLY Approved By: ___________________________________________ Amount: $___________________________________________ Title: __________________________________________________ Funding Level: _______________________________________ Date: __________________________________________________ 9 BCC Adopted xx-xx-2014  Local Event Marketing Funding Visitor Survey 1. How many adults in your visiting party? __________ 2. How many children in your visiting party? __________ 3. How did you hear about this event? TV Radio Magazine Newspaper Online Social Media Word-of-Mouth Other 4. How long did you stay in Destin, Fort Walton Beach, or Okaloosa Island? Number of Nights __________ Day Trip Only __________ 5. Where did you stay? Hotel Vacation Rental Friends/Relatives Bed & Breakfast Campground RV Park Other 6. Name of Accommodation? ________________________________________ 7. How did you travel to the area? Vehicle Airplane Charter Bus Other 8. What is the primary reason for your visit? This Event Vacation Visit Friends/Relatives Business Other 9. What activities did you participate in during your visit? Beach Fishing Dining Out Water Sports Arts/Culture Sports Shopping 10. Would you recommend this event to a friend/relative? Yes _____ No _____ 11. How much did you spend per day, excluding lodging, during your visit? $0-25 $26-50 $51-75 $76-100 $101-125 $126-150 $151+ 12. What is your zip code? __________ 10 BCC Adopted xx-xx-2014  Local Event Marketing Funding Payment Request (Deadline: September 30) EVENT INFORMATION: Event Name: Event Dates: From: To: To receive payment for Local Event Marketing Funding, please submit the following for marketing activities approved in the Funding Application: 1. Invoice from your organization to Okaloosa County. 2. Proof of Performance (e.g. tear sheets, online screen shots, schedules and signed station affidavits, website analytics reports) showing Emerald Coast logo and/or web link. 3. Proof of Payment (e.g. paid vendor invoice, front and back of cleared check, detailed credit card receipt). If an actual cost was not incurred, computation of the marketing value of the activity must be identified on the Payment Request in the same manner as computed on the Application. If payment was made by the County directly to the vendor, the purchase order number must be documented on the Payment Request. 4. Substantiating Backup for points awarded in application categories denoted with an asterisk “*” (e.g. evidence of unpaid media coverage, submission of visitor surveys, report of actual expenses by category). 5. Verification of Room Nights (e.g. lodging report, ticket sales, registration roster), if applicable based on points awarded in application or Tier 3 funding level. AUTHORIZED MARKETING ACTIVITIES REQUESTED FOR PAYMENT: Marketing Activity – Only as approved in the Funding Application Amount TOTAL $ MARKETING & PROMOTIONAL ACTIVITIES: Describe the Event’s actual pre-event marketing, advertising, and promotions, including activities funded with and without Tourist Development Tax dollars. 11 BCC Adopted xx-xx-2014 If points claimed on application, evidence of unpaid media coverage? YES NO If points claimed on application, evidence of TDT funding as % of total budget? YES NO VISITOR INFORMATION: Local (non-lodging) Attendees Out-of-Town (lodging) Visitors Total Attendees & Visitors If points claimed on application, Local Event Visitor Surveys submitted? YES NO LODGING OCCUPANCY: Rooms per Night Number of Total Room Lodging Facility (A) Nights (B) Nights (A x B) Total Event Room Nights If points claimed on application, room night documentation? YES NO If Tier 3 funding level, ticket sales/registration tied to room nights? YES NO If Tier 3 funding level, at least 5,000 room nights documented? YES NO Upon completing this payment request in