Okaloosa County BOCC — February 3, 2015 — TDD Local Events Funding 02 03 15 — reading text

SECTION THREE: LOCAL EVENT MARKETING FUNDING ANNUAL APPLICATION DEADLINE: MAY 1 F.100 PURPOSE The goal of the Tourist Development Department’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. F.200 AUTHORIZATION The Tourist Development Department 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. F.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). 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 Tourist Development Department’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 Tourist Development Department 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 Okaloosa County Tourist Development Department during the same fiscal year. 1 TDC 01-22-2015 BCC 02-03-2015 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. 2 TDC 01-22-2015 BCC 02-03-2015  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 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) Applications are due by May 1 to be considered for the upcoming fiscal year budget. For example, applications for events to occur October 1, 2015 through September 30, 2016 are due no later than May 1, 2015. c) Applications received by May 1 are funded to the extent budget funds are available for appropriation for this purpose. d) Proposed funding for Local Event Marketing applications shall be presented to the Tourist Development Council during its May budget meeting. 3 TDC 01-22-2015 BCC 02-03-2015  e) 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. f) Applicants shall be notified of their funding status in mid to late September. g) 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 Tourist Development Council and approval by the Board of County Commissioners 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 Tourist Development Department 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