Okaloosa County BOCC — April 27, 2013 — reading text

form. All applicants shall apply forrequesting Special Event/Sponsorship funding andshall submit a completed application form to the Director wellat least sixty (60) days in advance of the anticipated eventEvent date. The Director or designated agent will review the application formsform to ensure compliance with all applicable 31 Packet Pg. 629  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 2) The history and experience of the applicant members and/or the organization is extremely important when considering the award of any funds as well as the following; the soundness and potential of the proposed or existing eventEvent to attract tourism - to which it is realistically conceived and capable of production within the proposed time framedrive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 3) Upon approval of an application, funding shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 4) 3) If an applicant is granted an award, the applicant shall acknowledge in writing the terms and conditions 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 Packet Pg. 630  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 Packet Pg. 631  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 Packet Pg. 632  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 Packet Pg. 633  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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 Packet Pg. 634  8.5.c.c Attachment: O&P Red Line Compare to February 19 (3-19) (1505 : Revisions to the Tourist Development Operations & Procedures Manual) 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