Okaloosa County BOCC — June 23, 2016 — I. d. TDD Manual — reading text

penny) Authorized uses include: To provide for the operations and maintenance of the Convention Center, the Visitor Welcome or Information Centers, and other Tourist Destination Facilities, including aquariums and museums; To provide for the promotion of the use of the Convention Center and other Tourist Destination Facilities. ___ Tourism Promotion (5th penny) Authorized uses include: Tourism promotion. FUNDING REQUEST INFORMATION: Describe the funding request in detail. Attach pictures or any other supporting documentation. 21 of 38 TDC 06-23-2016 BCC 07-06-2016 Describe how the funding request promotes tourism within the sub-county taxing district. Describe other funding methods pursued and why Tourist Development Tax funding is necessary. Dates during which expenses will be incurred: Start Month/Year: ____________ End Month/Year: ____________ Itemize expenses requested for reimbursement. Denote what portion of the expense, if any, is funded by another source. Attach quotes or any other supporting documentation. Amount funded by Amount funded Description tourist development by other sources tax TOTAL $0 $0 $0.00 Note: Item(s) may be disqualified individually without impacting other items listed. 22 of 38 TDC 06-23-2016 BCC 07-06-2016  Upon completing this funding request in its entirety, please read the following statement and affix your signature. I am submitting this funding request on behalf of my organization and am aware that this request will be reviewed for final approval. I have completed this funding request fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I understand that if the funding request is approved, payment will be made on a reimbursement basis based on actual expenses incurred. While actual expenses may vary from the amounts noted on this funding request, the total dollar amount reimbursed will not exceed the total dollar amount approved. Copies of vendor invoices, proof of payment, and an invoice from my organization to the County will be required for payment. Signature of Applicant Date Printed Name of Applicant ************************************************************************ OFFICIAL USE ONLY Allowable use of tourist development tax funds per F.S. 125.0104? Yes _____ No _____ Allowable use of tourist development tax funds per Ordinance 14-08? Yes _____ No _____ Fiscal Year in which funds will be disbursed: FY __________________ Funding Source: 1st _____ 2nd _____ 3rd _____ 5th _____ Funding Source: Contingency Budget _____ Budget Reallocation _____ Reserves Amendment _____ Approved By: ___________________________________________ Total Funding Approved: $______________________________ In accordance with County purchasing approval authority limits. Title: __________________________________________________ Date: _______________________________________________ 23 of 38 TDC 06-23-2016 BCC 07-06-2016  SECTION FOUR: LOCAL EVENT MARKETING FUNDING ANNUAL APPLICATION DEADLINE: MAY 1 K.100. PURPOSE The goal of the TDD’s Local Event Marketing Funding program is to increase out-of-market awareness of the Emerald Coast as a tourist destination and to drive lodging room occupancy in the sub-county taxing district by funding the marketing and promotional efforts of local events, especially during the non-summer season. As used for purposes of this Section: “Event” means festival, sports event, performance, concert, meeting, conference, or other happening. "Out-of-Market" means outside of Santa Rosa, Okaloosa, and Walton counties. K.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund local event marketing applications approved as part of the County’s annual budget process. K.300. FUNDING GUIDELINES 1) Requirements for Local Event Funding a. The Event must be open to the public. b. The Event must have as one of its main purposes the attraction of overnight visitors to the sub- county taxing district. Tracking of lodging room nights is required (e.g. lodging report, registration roster, visitor surveys, ticket sales). As used for purposes of Local Event Marketing Funding, “room night” means rental unit, not lodging bedroom. For instance, a hotel room and a two-bedroom condo are both reported as one “room night” to maintain consistency with the Tax Collector’s reporting of rental units collecting the bed tax. c. Advertising and marketing must occur out-of-market (i.e. outside of Santa Rosa, Okaloosa, and Walton counties) to ensure the funds will be used to attract overnight visitors to the sub- county taxing district. d. The Okaloosa County TDD’s “Emerald Coast” logo and/or web link, shown below and provided in electronic format at the time of funding status notification and also available upon request, must appear in Event marketing materials (printed, audio, broadcast, online) and may not be altered in any way. Radio advertisements may include the tag line “Sponsored in part by the Emerald Coast Convention and Visitors Bureau” in lieu of mentioning the web address. or www.emeraldcoastfl.com e. Funding recipients shall work with TDD staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, social media, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photography and video. f. An event receiving Local Event Marketing Funding may not receive any other financial assistance from the TDD during the same fiscal year. 24 of 38 TDC 06-23-2016 BCC 07-06-2016 2) Authorized Uses of Local Event Funding All authorized uses of local event funding must be substantiated by proof of performance and proof of payment. Authorized uses include: a. Print – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order or print tear-sheet. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. b. Online – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order, banner ad screen shot, website screen shot, website analytics report, or search engine optimization report. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. c. Television and Radio – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order, DVD or CD ad copy, run schedule, or station affidavit. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. d. Direct Mail – May include production, design, creative, printing, or distribution. Examples of proof of performance may include printing order, product sample, or postage receipt. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. e. Direct Sales – May include phone call, email, or personal contact. Examples of proof of performance may include phone record, email message, contact list, promotional material, registration fee, or travel documentation. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. Determination of out-of-market advertising and marketing merit of direct sales approach is at the sole discretion of the Tourist Development Department. Travel reimbursement, if approved, will be in accordance with Florida Statute 112.061. Failure to document out-of- market audience reach will deem direct sales activities ineligible for reimbursement. f. Emerald Coast-Branded Promotional Items and Prizes – May include t-shirts, hats, beach towels, or trophies. Proof of performance includes a copy of the item itself. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. Promotional items and prizes purchased with local event marketing funds are not permitted for resale and must include the Emerald Coast logo prominently displayed. Determination of out-of-market advertising and marketing merit and Emerald Coast logo prominence is at the sole discretion of the Tourist Development Department. Tourist Development Department approval must be obtained in advance of printing/production. Reimbursement per item is limited to actual cost or $12, whichever is less. Failure to obtain advance approval will deem promotional items and prizes ineligible for reimbursement. g. Site Fees – May include venue or facility rental 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. Local event marketing funding may not be used for Emerald Coast Convention Center rental fees. 25 of 38 TDC 06-23-2016 BCC 07-06-2016  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