Okaloosa County BOCC — September 24, 2015 — I. j. TDD Manual — reading text

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) 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. 22 of 34 TDC 09-24-2015 BCC xx-xx-2015  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. 23 of 34 TDC 09-24-2015 BCC xx-xx-2015 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. ************************************************************************ 24 of 34 TDC 09-24-2015 BCC xx-xx-2015 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 $133.4 $130.5 $74.9 $71.8 $77.5 $117.6 $126.5 $134.7 $167.9 $181.8 $137.1 $135.7 4 8 8 1 9 2 1 1 1 1 0 4 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 ************************************************************************ 25 of 34 TDC 09-24-2015 BCC xx-xx-2015 AUTHORIZED USES REQUESTED FOR FUNDING: Item(s) may be disqualified individually without impacting other items listed. Amount TOTAL (May not exceed the Maximum Funding Level Based on Seasonality calculated above.) $ Upon completing this application in its entirety, please read the following statement and affix your signature. I am submitting this application on behalf of my organization’s event and am aware that this application will be reviewed for final approval. I have completed this application fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I have read, fully understand, and agree to be bound by Okaloosa County’s Local Event Marketing Funding policy. Signature of Applicant Date Printed Name of Applicant ************************************************************************ OFFICIAL USE ONLY Applicant attended Educational Session? ___ Yes ___ No Funding Level: _______________________________________ Approved By: ___________________________________________ Total Funding Approved: $______________________________ In accordance with County purchasing approval authority limits. Title: __________________________________________________ Date: _______________________________________________ 26 of 34 TDC 09-24-2015 BCC xx-xx-2015  Local Event Marketing Funding Participant Registration Roster Event Name: Participant Name Home Accommodation Name # of # of # Guests Zip Code Rooms Nights per Room 27 of 34 TDC 09-24-2015 BCC xx-xx-2015  Local Event Marketing Funding Visitor Survey Event Name: 1. What is your home zip code? __________ 2. How many adults in your visiting party? __________ 3. How many children in your visiting party? __________ 4. How long did you stay in Destin, Fort Walton Beach, or Okaloosa Island? Number of Nights __________ Day Trip Only __________ 5. Where did you stay? Hotel Vacation Rental Friends/Relatives Bed & Breakfast Campground RV Park Other 6. Name of Accommodation? ________________________________________ 7. How did you hear about this event? Event Website Other Website Social Media Friend/Relative TV Radio Magazine Newspaper 8. Would you recommend this event to a friend/relative? Yes _____ No _____ 9. What is the primary reason for your visit? This Event Vacation Visit Friends/Relatives Business Other 10. How did you travel to the area? Vehicle Airplane Charter Bus Other 11. What activities did you participate in during your visit? Beach Fishing Dining Out Water Sports Arts/Culture Sports Shopping 12. How much did you spend per day, excluding lodging, during your visit? $0-25 $26-50 $51-75 $76-100 $101-125 $126-150 $151+ 28 of 34 TDC 09-24-2015 BCC xx-xx-2015  Local Event Marketing Funding Payment Request (Deadline: September 30) EVENT INFORMATION: Event Name: Event Dates: From: To: To receive payment for Local Event Marketing Funding, please submit the following: 1. Invoice from your organization to Okaloosa County. 2. Proof of Performance (e.g. itemized vendor invoice, tear sheet, online screen shot, run schedule, website analytics report) showing out-of-market audience and Emerald Coast logo and/or web link. 3. Proof of Payment (e.g. front and back of cleared check, credit card receipt). 4. Verification of Room Nights (e.g. lodging report, registration roster, visitor surveys, ticket sales). AUTHORIZED USES REQUESTED FOR PAYMENT: Only as approved in the