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

an entertainer or headliner to the area. 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. 3) Funding Levels An event’s maximum funding level is a percentage of the event’s economic impact as calculated on the application form based on seasonality, and capped by the room night tiers below: a) Tier 1 – up to $20,000 per Event  100 documented room nights minimum b) Tier 2 – up to $50,000 per Event  5,000 documented room nights minimum  Ticket sales/Event registration tied to room nights c) Tier 3 – up to $100,000 per Event  10,000 documented room nights minimum  Ticket sales/Event registration tied to room nights  Two-night minimum lodging stay 4) Application Process a) All potential applicants must attend a Local Event Marketing Funding educational session to be eligible for funding. A session is typically held in April to review funding guidelines, Emerald Coast logo requirements, authorized uses, funding levels, application process, and payment process. Failure to attend an educational session may deem the applicant ineligible for funding in the upcoming fiscal year budget. For example, applicants with events to occur October 1, 2015 through September 30, 2016 must attend the April 2015 educational session. b) The individual signing the Application must be the same individual who attended an educational session, and would also be the individual expected to sign the Payment Request form. c) Applications are due by May 1 to be considered for the upcoming fiscal year budget. If May 1 is a Saturday or Sunday, applications are due the first weekday in May. For example, applications for events to occur October 1, 2015 through September 30, 2016 are due no later than May 1, 2015. d) Applications must include an original signature and may be hand-delivered or mailed to the Tourist Development Department, 1540 Miracle Strip Pkwy SE, Fort Walton Beach, FL 26 of 38 TDC 06-23-2016 BCC 07-06-2016  32548. Incomplete applications and applications received after 5pm on May 1 will not be considered. A Conflict of Interest form must be submitted with the application. e) Applications received by May 1 are funded to the extent budget funds are available for appropriation for this purpose. f) Proposed funding for Local Event Marketing applications shall be presented to the Tourist Development Council during its May budget meeting. g) Upon final adoption of the annual budget by the Board of County Commissioners in mid- September, applications will be executed in accordance with County Purchasing approval authority limits and a purchase order issued. h) Applicants shall be notified of their funding status in mid to late September. i) An exception to the May 1 application deadline may be granted by the Tourist Development Director for a new, previously unfunded event. If an exception is granted and funding the application does not necessitate a budget amendment from reserves, the application will be executed in accordance with County Purchasing approval authority limits. If an exception is granted and funding the application necessitates a budget amendment from reserves, recommendation of the Council and approval by the Board is required regardless of dollar amount. If approved, the application will be executed in accordance with County Purchasing approval authority limits. 5) Payment Request Process a) Payment may only be requested after the Event has occurred. No Payment Request forms will be processed in advance of the Event. b) Applicants are strongly encouraged to submit the Payment Request within 30 days after the end date of the Event. However, the Payment Request is due no later than September 30. Funding lapses at fiscal year end (September 30) and no Payment Requests will be accepted thereafter, except for events conducted in September. For those events occurring in September, the Payment Request must be received no later than thirty (30) calendar days after the end date of the Event. Failure to submit a timely Payment Request will result in forfeiture of funding. c) Payments are on a reimbursement basis only. Copies of proof of performance and proof of payment for approved authorized uses must accompany the applicant’s invoice and Payment Request. d) The TDD recognizes that amounts reported on the Payment Request may vary from amounts estimated on the Application. While variances in dollar amounts among approved authorized uses are acceptable, only authorized uses approved on the application will be paid and the total requested for payment on the Payment Request may not exceed the total approved on the Application. e) In the event a portion of an invoice submitted to the County for payment, as specified above, is disputed, payment for the disputed amount may be withheld pending resolution of the dispute, and the remainder of the invoice will be processed for payment without regard to that portion which is in dispute. f) If an event is cancelled due to force majeure, approved authorized uses may remain eligible for payment contingent upon compliance with all other Local Event Funding requirements. 27 of 38 TDC 06-23-2016 BCC 07-06-2016  Local Event Marketing Funding Application (Annual Deadline: May 1) BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Tax I.D.: Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Web Address: EVENT INFORMATION: Event Dates: From: To: Event Name: Event Description: Event Location (include all locations in Okaloosa County where events will occur): ************************************************************************ Please list the Event’s lodging and non-lodging partners: Lodging Partners Non-Lodging Partners Are lodging partners offering a special rate for this Event? ___ Yes ___ No Will lodging partners provide room night verification after this Event? ___ Yes ___ No How will information about room nights actually booked for this Event be obtained (e.g. lodging partner reports, registration roster, visitor survey, ticket sales)? Explain the resources/support/promotion/collaboration provided by the lodging and non-lodging partners for this Event. 28 of 38 TDC 06-23-2016 BCC 07-06-2016 What efforts are being made to grow the Event to increase the number of overnight visitors from the previous year? Describe the audience that this Event will attract – i.e. families, professionals, youth, etc. plus other demographic information as available. Describe the Event’s comprehensive plan for out-of-market marketing, advertising, and promotions. If funding is being requested for direct sales, describe the specific activities along with related costs. If funding is being requested for Emerald Coast-branded promotional items and prizes, describe the distribution plan for the promotional items and prizes along with quantities and unit costs. Describe why Local Event Marketing Funding is necessary to keep the Event in Okaloosa County. ************************************************************************ 29 of 38 TDC 06-23-2016 BCC 07-06-2016 ECONOMIC IMPACT: Disclaimer: This calculation is for purposes of Local Event Marketing Funding only; it is not intended to represent the actual economic impact of an event. 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. Daily Room Nights for Event (per lodging report, registration roster, ticket sales) Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Total 0 LODGING IMPACT: Multiply Total Room Nights by Average Room Night Rate by Month $9,999,999 Average Room Night Rate by Month (based on STR data): Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep $133.44 $130.58 $74.98 $71.81 $77.59 $117.62 $126.51 $134.71 $167.91 $181.81 $137.10 $135.74 For repeat event, use documented room nights from prior year. For new event, describe calculation of room night estimate: Daily Out-of-Market (Lodging) Visitors for Event (per registration roster, visitor surveys, ticket sales) Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Total 0 OTHER IMPACT: Multiply Total Daily Overnight Visitors by $56 $9,999,999 ($36/day based on Florida Statutes per diem for travel; $20/day allowance for incidentals) For repeat event, use documented visitors from prior year. For new event, describe calculation of overnight visitor estimate: MAXIMUM FUNDING LEVEL Summer Event Shoulder Event Winter Event BASED ON SEASONALITY: (Jun - Jul) (Aug - Oct & Mar - May) (Nov - Feb) Lodging Impact (as calculated above) Total Economic Total Economic Total Economic Other Impact (as calculated above) Impact x 1% Impact x 5% Impact x 10% TOTAL ECONOMIC IMPACT $0 ************************************************************************ 30 of 38 TDC 06-23-2016 BCC 07-06-2016 AUTHORIZED USES REQUESTED FOR FUNDING: Item(s) may be disqualified individually without impacting other items listed. Amount TOTAL