Okaloosa County BOCC — October 23, 2014 — VI.j. Special Events Policy — reading text

U Request. C d) When there is no reimbursable expense (e.g. website impressions) or the actual reimbursable expense is negligible (e.g. phone calls), the computation of the value of IS the promotional and marketing activities must be identified on the application. e) If an event is cancelled due to force majeure, promotional and marketing activities D remain eligible for reimbursement contingent upon compliance with all other Local Event Funding requirements. C TD R FO 4 BCC Adopted xx-xx-2014  OFFICIAL USE ONLY Approved By: __________________________ Emerald Coast Local Event Funding Title: _________________________________ Application (Deadline: May 1) Date: _________________________________ Amount: $_____________________________ BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: LY Tax I.D. or Social Security Number: Contact Person: Title: Phone: Alt Phone: N Contact Email: Fax: O Street Address: City/ST/Zip: Web Address: N FESTIVAL, EVENT, MEETING OR CONVENTION (“EVENT”) INFORMATION: IO Event Name: Event Description: SS U Event Location (include all locations in Okaloosa County where events will occur): C Has location been secured? YES NO If no, when will location be confirmed? IS Amount of Funding Requested: $ D ****************************************************************** C Seasonality – 20 points max Points Awarded Event Dates: From: To: TD Mark One: Season Impact Period Points ________ Spring March – May 15 ________ Summer June – August 0 R ________ Fall September – November 15 FO ________ Winter December - February 20 ****************************************************************** Out-of-Area Attraction – 20 points max 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) 5 BCC Adopted xx-xx-2014 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 __________ Mark One: Room Nights Points ________ 0 – 999 5 ________ 1,000 – 4,999 10 ________ 5,000 – 9,999 15 LY ________ 10,000 + 20 Please list the event’s lodging and non-lodging partners: N Lodging Partners Non-Lodging Partners O N IO How do event participants make reservations at lodging facilities? SS U How is information about room nights actually booked for your event obtained from lodging facilities? C IS ****************************************************************** D Event Promotion – 20 points max Points Awarded Mark All Event Promotion Points Applicable: C ________ Draws Unpaid Out-of-Market or National Media Coverage 5 TD ________ Event Is Packaged With Lodging Accommodations 10 Explain the resources/support/promotion provided by the lodging and non-lodging partners. R FO 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. Opportunity to Promote Jointly with Okaloosa County? YES NO (5 points if “yes”) 6 BCC Adopted xx-xx-2014 ****************************************************************** Event Management – 25 points max Points Awarded Please list your event management experience: Size of Event Events created or managed by Location: Year Most Recent (i.e. number of applicant City/State Created Year Held participants) LY N O N Total budget for the Event: $ Marketing/advertising/promotional budget for the Event: $ IO Tourist Development Tax funding as a percent of the total budget for the Event: % Select One ________ Event Management SS Tourist Development Tax Funding Comprises less than 25% of Event’s Total Budget Points 15 Tourist Development Tax Funding Comprises less than 50% of U ________ 10 Event’s Total Budget C Applicant Has Managed Events of Similar Size and/or Nature? YES NO (5 points if “yes”) IS Additional Benefits to Okaloosa County Tourist Development? YES NO (5 points if “yes”) Describe any additional benefits the event may provide to the Okaloosa County Tourist Development Department D (e.g. access to mailing lists, surveys of event participants). C TD ****************************************************************** Uniqueness of Event – 15 points max Points Awarded R Event Targets a Niche Audience in the Strategic Marketing Plan? YES NO (5 points if “yes”) FO Describe the audience that this event will attract – i.e. families, professionals, youth, etc. plus other demographic information as available. Event Could Easily Be Relocated? YES NO (5 points if “yes”) 7 BCC Adopted xx-xx-2014 Describe why Tourist Development Tax funding is necessary to keep the event in Okaloosa County. Another Similar Event Held In Okaloosa County? YES NO (5 points if “no”) LY ****************************************************************** Bonus Point – 5 points max Points Awarded N Annual Increases in Documented Room Nights? YES NO (5 points if “yes”) O ****************************************************************** AUTHORIZED EXPENSES REQUESTED FOR FUNDING: N Any of the following items may be disqualified individually without impacting other items listed. IO Description of out-of-area marketing and promotional activities and expenses Estimated Amount SS U C IS D C TOTAL $ TD Upon completing this application in its entirety, please read the following statement and affix your signature. I have read, fully understand, and agree to be bound by Okaloosa County’s Local Event Funding R guidelines contained in the Tourist Development Department Operations & Procedures Manual. I am submitting this application on behalf of my organization’s event and am aware that this application will FO 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