Okaloosa County BOCC — November 4, 2014 — Volleyball Fall 2014 Post Event

NORTHWEST FLORIDA'S EMERALD OCT 08 pee COAST DESTIN | FT. WALTON BEACH | OKALOOSA ISLAND Special Event and Sponsorship Post-Event Report Festival, Event, Meeting or Convention (“Event”) Information Event Name: =Merald Coast Fall Classic Event Description: Five day volleyball event featuring four separate tournaments Sept 30, 2014 ro; Oct 5, 2014 Event Dates — From: Event Location (include all locations in Okaloosa County where events occurred): The Boardwalk, Okaloosa Island Contact Person: Mike Minich Title. Event Coordinator Phone: 890-243-2555 Alt Phone. 850-499-6971 Contact Email: Mike@seminc.net 11,258.90 Awarded Funding Amount: $ VISITOR INFORMATION _® Out-of-town Visitors 1,333 (out-of-town participants, family, spectators, etc.) Total Attendees 1,532 (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. BCC approved 3/19/2013 Attach additional information such as participant sign-in sheets or rosters/lists with home town to support room nights reported. : _# ResortQuest by Wyndham 81 Ramada Beach Plaza Resort 95 Destin West Condominiums 139 ESTIMATED NON- pe om = Our estimates are based on the known number of participants 1101 and the average room nights stays provided by our accommodation providers. A breakdown of these calculations is attached. 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.). See attached sheet. See attached sheet. information istrue and accurate to the best of my knowledge Sof FL Date Signature/ / Michael K Minich Printed Name BCC approved 3/19/2013 Southern Events Management, Inc. 106 Waynel Circle SE Fort Walton Beach, FL 32548 October 7, 2014 Ed Schroeder Director Tourist Development Department 1540 Emerald Coast Pkwy Fort Walton Beach, FL Dear Mr. Schroeder: Please find attached my After Action Review for this year’s Emerald Coast Fall Classic volleyball event. I am also submitting my Post Event Report and my Request for Reimbursement. Although our total number of teams was down this year we are right on the upward trend line as depicted in the chart. I believe the slight drop in teams can be attributed to the bad weather we encountered last fall when we were forced to cancel on Sunday. You will note from the Return on Investment section of the After Action Review our event has returned a profit from your investment of 24%. One area of concern that you expressed to me this spring was the number of room nights from our lodging partners versus the room nights for non-partners. We conducted an informal survey at registration to see if we could determine where our customers were staying. We received 137 responses and the results are on the following page. A couple of things stand out to me from examining these results. The first being the disparity in reported room nights versus the results of our survey. Our survey showed 65 groups staying at Destin West which would result in 260 room nights instead of the 139 reported to us by Destin West Management Company. I believe this shows the difficulty in tracking room nights when there are so many sources available on the internet to reserve accommodations. The second point that stood out to me is the large number of different places our customers stayed. Twenty four separate lodging facilities with 72% of our customers responding. This shows to me that your support of our events really benefits a broad range of your lodging partners. Facilities that would not receive a good return on investment through sponsorship. As to our figures in the Return on Investment section we saw the trends of coming sooner/staying longer continue and we will strive to do the best we can to insure this continues to happen in the future. Thank you for your support. I am proud to bring this wonderful event to our area during the shoulder season. Sincerel ike Minich President Accomodations Survey Results Property Destin West Waterscape Ramada Plaza Sea Spray Azure Sea Oats Gulf Dunes Four Points Sheraton Emerald Grande Days Inn Summer Place Island Princess Marina Bay Harbor Landing Fairfield Inn Hampton Inn Waters Edge Motel 6 Seacrest Emerald Coast Inn Best Western Emerald Suites Seascape Holiday Inn Boe rn nac EMERALD COAST FALL CLASSIC 2014 After Action Report PRoatuwest EMERALD): POOR Destin * Ft. Walton Beach « Florida 2009 2010 2011 2012 2013 2014 Participant/Group Counts: Past 6 Years Bring YourOwn Best of the Beach Doubles Doubles (Wednesday) (Thursday) 0 52 42 69 54 * 101 98 136 144 151 126 140 1800 1700 1600 Doubles Draw (Friday) 58 86 80 84 107 Fudpucker 4-Player (Sat/Sun) 628 634 664 733 806 766 Family & Friends of Participants (statistical estimate) 600 600 600 700 800 766 Total Group 1228 1234 1264 1433 1600 1532 2014 Fall Fudpucker 4 Player (Chart represents total players in weekend tournament only) Fall Fudpucker 4 Player Team Totals Fudpucker 4-Player Teams by State Alabama 9 Louisiana 70 Arkansas 2 Minnesota 1 ; California 1 Mississippi 5 Florida 37 Ohio 1 j Georgia 26 Ontario. 2 Illinois 2 Tennessee 21 Kentucky 2 Texas 6 Virginia 2 Fall Fudpucker 4 Player Teams = OH 1% = AL 1X = AL a ag” CA @ AR 3% * VA5% 49% ra 1% 1% LY pew RCN = CA = CN * TN 11%. = FL "GA atl a IN a KY LA = MN = MS ® OH = TN = TX = VA Return on Investment Bed Tax Collection from Fall 2014 Event: Total Out of Town Guests: Total Group Size 1,532 people % of out of town guests 87% Total 1,333 Out of Town Guests Avg qty / room: 4 people/room Number of Rooms: 333 rooms Avg Rm Nights/Room: X 4.2 nights per room Total Room Nights: 1,399 room nights Average $/Room: § 210.00 per room Total Room Income: $ 293,891.22 Bed Tax Rate $.05 e. . Bed Tax Collections S$ 14,695.56 Total TDC Sponsorship $11,224.31 Net of Sponsorship $3,4710 (24% Return on Investment) b. Local Revenues Generated from Fall 2014 Event Accommodations (see above) $ 293,891.22 Dining and Groceries: Total Out of Town Guests (see above): 1,333 people Avg meals per day: 3 meals/day per person Number of meals per day: 3,999 meals/day Avg Days per person: X 5_days per person Total number of meals: 16,794 meals Average food/beverage /gratuity per meal $ 15.00 per meal Total Food/Dining $ 251,906.76 Tertiary Revenues: Entertainment 1333 X 4 nights X $20.00/night s 133,300.00 Transportation 1333 people X 20.00 per person S$ 26,653.80 Incidental (Souvenirs, supplies, etc.) 1333 people X $60/person S$ _ 79,970.40 Tournament Revenue 188 teams X $315.86 avg per team S$ 59,381.68 TOTAL ECONOMIC IMPACT OF EVENT $ 845,106.86