Okaloosa County BOCC — April 27, 2013 — O&P Red Line Compare to February 19 (3-19) — reading text

applicable to receiving such grant funding. F.400 Special Event and Sponsorship Funding Guidelines: 1) Location of Event: The Event must take place within Okaloosa County. 2) Application: Applicants must submit a Special Event and Sponsorship Funding Application, a copy of which is attached hereto as Appendix A. 3) Advertising Requirements: The Okaloosa County Tourist Development Council logo must appear prominently in all advertising and publicity (written and/or electronic) for the event. Advertising and promotion must take place in areas outside of Okaloosa County to ensure that funds will be used to attract overnight visitors. Social media advertising is acceptable, but audience selection must be documented. 4) Authorized uses of Special Event and Sponsorship funds: a. Business acquisition offer/support (including host fee requirements). b. Pre-event “out of county” marketing, advertising and attendance stimulation activities. c. Any other appropriate expense allowable under Section 125.0104, Florida Statutes. 4) AnyInvoices for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets may be submitted for payment to the Tourist Development Department Director after 32 completion of specific activities detailed in the approved application. Invoices shall be accompanied by a Special Event and Sponsorship Expense Reimbursement Form, a copy of which is attached hereto. 33  Special Event and Sponsorship Funding Application BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Contact Person: Title: Phone: Alt Phone: Contact Email: Fax: Web Address: Street Address: City/ST/Zip: FESTIVAL, EVENT, MEETING OR CONVENTION (“EVENT”) INFORMATION: Event Name: Event Description: Event Dates – From: To: Event 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. 34 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) 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 Additional Authorized Expenses listed on any attached form: TOTAL: 35 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. Describe the audience that this event will attract – i.e. families, professionals, youth, etc. plus other use ofdemographic information as available. * 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 OKALOOSA COUNTY: Please list the event’s lodging and non-lodging partners: Lodging Partners Non-Lodging Partners How do event participants make reservations at Okaloosa County lodging facilities? ____________________________________________________________________________________ ____________________________________________________________________________________ 36 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 multiplied by number of event nights. Show calculation and/or provide room pickup history) ____________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I 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. I 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. 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 APPROVED BY: ______________________________________ DATE: ____________________ TITLE: ______________________________________ AMOUNT AWARDED: _______ 37 38  Special Event and Sponsorship Expense Reimbursement Request d. To receive Special Event and Sponsorship funds is unauthorized.Funding reimbursement, please submit the following: Final Evaluation Report: each1. Invoice(s) from your organization receivingto 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 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. Festival, Event, Meeting or Convention (“Event”) 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: 39  EXPENSES TO BE REIMBURSED Itemized expenses to be reimbursed by the Special Event orand Sponsorship funds must submit a be allowable as detailed on page 2 of the Funding Application. Invoices must be for approved expenses only with backup included. EXPENSE ITEM AMOUNT Total: $ _____________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date Printed Name 40  Special Event and Sponsorship Reimbursement Request and Post-Event Report, a copy of which is attached hereto as Appendix B. Festival, Event, Meeting or Convention (“Event”) 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 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. Attach additional information such as participant sign-in sheets or rosters/lists with home town to support room nights reported.