Okaloosa County BOCC — January 22, 2015 — Agenda Packet — reading text

payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. Local event marketing funding may not be used for Emerald Coast Convention Center rental fees. 2 TDC 01-22-2015 BCC 02-03-2015 Packet Pg. 31  1.d.a h. Sanction Fees – May include sports sanction fees. Examples of proof of performance may include a contract or agreement. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. i. Concert and Performance Fees – May include a booking fee to bring an entertainer or headliner to the area. Examples of proof of performance may include a contract or agreement. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. Attachment: I.d. Local Event Funding Policy (3760 : Local Event Marketing Funding (Charlotte Dunworth)) 3) Funding Levels NLY An event’s maximum funding level is a percentage of the event’s economic impact as calculated a) Tier 1 – up to $20,000 per Event O on the application form based on seasonality, and capped by the room night tiers below: • 100 documented room nights minimum N b) Tier 2 – up to $50,000 per Event IO • • 5,000 documented room nights minimum SS Ticket sales/Event registration tied to room nights c) Tier 3 – up to $100,000 per Event U • C 10,000 documented room nights minimum • • IS Ticket sales/Event registration tied to room nights Two-night minimum lodging stay D 4) Application Process R O a) All potential applicants must attend a Local Event Marketing Funding educational session to be eligible for funding. A session is typically held in April to review funding guidelines, -F Emerald Coast logo requirements, authorized uses, funding levels, application process, and payment process. Failure to attend an educational session may deem the applicant ineligible for funding in the upcoming fiscal year budget. AF For example, applicants with events to occur October 1, 2015 through September 30, 2016 must attend the April 2015 educational session. Tb) Applications are due by May 1 to be considered for the upcoming fiscal year budget. For example, applications for events to occur October 1, 2015 through September 30, R 2016 are due no later than May 1, 2015. D c) Applications received by May 1 are funded to the extent budget funds are available for appropriation for this purpose. d) Proposed funding for Local Event Marketing applications shall be presented to the Tourist Development Council during its May budget meeting. 3 TDC 01-22-2015 BCC 02-03-2015 Packet Pg. 32  1.d.a e) Upon final adoption of the annual budget by the Board of County Commissioners in mid- September, applications will be executed in accordance with County Purchasing approval authority limits and a purchase order issued. f) Applicants shall be notified of their funding status in mid to late September. g) An exception to the May 1 application deadline may be granted by the Tourist Development Director for a new, previously unfunded event. If an exception is granted and funding the Attachment: I.d. Local Event Funding Policy (3760 : Local Event Marketing Funding (Charlotte Dunworth)) N application does not necessitate a budget amendment from reserves, the application will be LY executed in accordance with County Purchasing approval authority limits. If an exception is granted and funding the application necessitates a budget amendment from reserves, recommendation of the Tourist Development Council and approval by the Board of County Commissioners is required regardless of dollar amount. If approved, the application will be O executed in accordance with County Purchasing approval authority limits. 5) Payment Request Process N will be processed in advance of the Event. IO a) Payment may only be requested after the Event has occurred. No Payment Request forms SS b) Applicants are strongly encouraged to submit the Payment Request within 30 days after the end date of the Event. However, the Payment Request is due no later than September 30. Funding lapses at fiscal year end (September 30) and no Payment Requests will be accepted U thereafter, except for events conducted in September. For those events occurring in September, the Payment Request must be received no later than thirty (30) calendar days C after the end date of the Event. Failure to submit a timely Payment Request will result in forfeiture of funding. IS c) Payments are on a reimbursement basis only. Copies of proof of performance and proof of Request. D payment for approved authorized uses must accompany the applicant’s invoice and Payment R d) The Tourist Development Department recognizes that amounts reported on the Payment Request may vary from amounts estimated on the Application. While variances in dollar O amounts among approved authorized uses are acceptable, only authorized uses approved on the application will be paid and the total requested for payment on the Payment Request may -F not exceed the total approved on the Application. e) If an event is cancelled due to force majeure, approved authorized uses may remain eligible for payment contingent upon compliance with all other Local Event Funding requirements. AF T R D 4 TDC 01-22-2015 BCC 02-03-2015 Packet Pg. 33  1.d.a Local Event Marketing Funding Application (Annual Deadline: May 1) BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Attachment: I.d. Local Event Funding Policy (3760 : Local Event Marketing Funding (Charlotte Dunworth)) Tax I.D. or Social Security Number: Contact Person: Phone: Title: Email: NLY Street Address: City/ST/Zip: Web Address: O EVENT INFORMATION: Event Dates: From: To: N Event Name: Event Description: IO SS U Event Location (include all locations in Okaloosa County where events will occur): C IS ************************************************************************ Please list the Event’s lodging and non-lodging partners: Lodging Partners D Non-Lodging Partners R O -F Are lodging partners offering a special rate for this Event? ___ Yes ___ No AF Will lodging partners provide room night verification after this Event? ___ Yes ___ No T How will information about room nights actually booked for this Event be obtained (e.g. lodging partner reports, registration roster, visitor survey, ticket sales)? R D Explain the resources/support/promotion/collaboration provided by the lodging and non-lodging partners for this Event. 5 TDC 01-22-2015 BCC 02-03-2015 Packet Pg. 34  1.d.a What efforts are being made to grow the Event to increase the number of overnight visitors from the previous year? Describe the audience that this Event will attract – i.e. families, professionals, youth, etc. plus other demographic information Attachment: I.d. Local Event Funding Policy (3760 : Local Event Marketing Funding (Charlotte Dunworth)) as available. NLY PROJECTED INCOME CASH IN-KIND O Entry Fees (participants) Admissions (spectators) N Sales (merchandise, etc.) Sponsorships Other IO Local Event Marketing Funding TOTAL $0 SS $0 TOTAL INCOME