Okaloosa County BOCC — January 8, 2013 — TDD Amended OP Manual - redline 2-15 — reading text

(advertising must be published outside of Okaloosa County and actual ad/media is required for reimbursement); b. Preparation materials, such as brochures; and a. Business acquisition offer/support (including host fee requirements). b. Pre-event “out of county” marketing, advertising and attendance stimulation activities. c. Any other appropriate expense allowable under Section 125.0104, Florida Statutes. 32  6)d. Unauthorized usesAny other use of Special Event grantand Sponsorship funds: is unauthorized. a. Sales tax; b. Annual operating expenses; c. Travel expenses; d. Private entertainment, lodging, food or beverages; e. Any other expenses not allowable under Section 125.0104, Florida Statutes. 7) Final Evaluation Report: each organization receiving Special Event grantor Sponsorship funds must submit a Final Evaluation Report for the Special Event, which shall contain the following information: a. A brief narration of the event; b. An evaluation of the economic impact the event had on Okaloosa County; c. Include a breakdown of what lodging facilities were utilized and the rate and number of room nights generated by the event (copies of letters from the lodging facilities verifying room nightsSponsorship Reimbursement Request and rate shall be attached), any local attractions or businesses utilized as part of the event; d. The original and one Post-Event Report, a copy of each of the invoices and cancelled checks (front and back) paid by the organization in conjunction with the event. e. A financial statement listing all of the revenues received and expenses paid in the course of the event. f. One copy of the handouts, brochures, or other material used during the event. G.500 Special Event Grant Funding Criteria: All applications will be subject to the following evaluation criteria: 1) Commitment to the expansion of tourism in Okaloosa County – Applications must contain evidence that the Special Event: 33  a. Serves to attract out-of-county visitors generating overnight stays within Okaloosa County; b. Will be marketed to the fullest extent possible in an effective and efficient manner; c. Demonstrates a willingness on behalf of the applicant to work with the tourism industry. 2) Soundness of proposed Special Event – Applications must include the extent to which the project: a. Has clearly identified objectives; b. Has a realistic timetable for implementation; c. Has additional funding sources available that will be utilized; and d. Will accomplish its stated objective. 3) Stability and management capacity – Application must include: a. A proven record or demonstrated capabilities of the organization to develop resources, effectively plan, organize and implement the proposed Special Event. b. Documentation that the organization has a successful history of service in and to Okaloosa County; c. Confirmation of organization representatives and proof that the organization approved the application for Special Event Grant Funds; d. Evidence of the ability of the organization to administer public grants and to prepare and deliver the necessary reports to Okaloosa County. 4) Quality and uniqueness of the proposed Special Event – the application must include documentation of the extent to which the event provides a program for Okaloosa County visitors and its residents which is of significant merit and that, without such assistance, would not take place in Okaloosa County. 5) In addition, applicants must answer the following questions: a. What added value can the Special Event create to a visitor’s stay? 34  b.5) What incremental economic activity which is stimulated through the quality of the visitor experience?attached hereto as Appendix B. c. What incremental economic activity is stimulated by encouraging visitors to extend their stay? G.600 SPONSORSHIPS The funding of sponsorships of community, civic, cultural or other organizations shall be authorized but only where such funding will be used to promote and attract increased tourism and/or enhance and develop convention center use. Funding of sponsorships for organizations shall not be used to support on-going programs or administrative costs unless the overall activities of the organization will directly promote and attract increased tourism and/or enhance and develop convention center use. 1) The Tourist Development Department will set aside a portion of the overall annual budget to be available for the funding of sponsorships that meet the criteria. 2) The Council shall provide a recommendation of proposed sponsorships to the Board, certifying that such funding would meet the above criteria. The Board shall have final approval authority of all sponsorships. H.000 OPERATIONS AND PROCEDURES MANUAL The preceding Operations and Procedures manual may be revised from time-to-time upon recommendation of the Council and the approval of the Board. 35