Okaloosa County BOCC — April 27, 2013 — reading text

8.5.c.b Describe how the proposed authorized expenses will increase awareness of the Emerald Coast as a Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 demographic 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? ____________________________________________________________________________________ ____________________________________________________________________________________ 28 Packet Pg. 592  8.5.c.b How do you obtain follow-up information about room nights actually booked for your event from lodging Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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: _______ 29 Packet Pg. 593  30 8.5.c.b Packet Pg. 594 Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual)  8.5.c.b Special Event and Sponsorship Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) Expense Reimbursement Request To receive Special Event and Sponsorship Funding reimbursement, please submit the following: 1. Invoice(s) from your organization to 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: EXPENSES TO BE REIMBURSED 31 Packet Pg. 595  8.5.c.b Itemized expenses to be reimbursed by the Special Event and Sponsorship funds must be Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 32 Packet Pg. 596  8.5.c.b Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) Special Event and Sponsorship Post-Event Report 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. 33 Packet Pg. 597  8.5.c.b Attachment: O&P Manual with Appendix Forms (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) LODGING PARTNERS (as identified on the Funding ROOM NIGHTS Application) ESTIMATED NON- PARTNERS USAGE ROOM NIGHTS (describe estimated calculation) MEDIA / MARKETING (as described in the Funding Application) Provide summary of media exposure received (out of county, regional and national) as well as examples of promotional materials and activities (brochures, posters, programs, etc.). ____________________________________________________________________________________ ____________________________________________________________________________________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date Printed Name 34 Packet Pg. 598  1 8.5.c.c Packet Pg. 599 Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual)  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development