Okaloosa County BOCC — January 8, 2013 — TDD Post-Spec Event Report 2-15 — reading text

Special Event and Sponsorship Reimbursement Request and Post-Event Report To receive Special Event and Sponsorship Funding reimbursement, please submit the following: 1. Invoice(s) from your organization to Okaloosa County Tourist Development Department for payment of authorized expenditures. 2. Substantiating backup per activity or copy of proof of payments such as cleared check record showing front and back of checks, or detailed credit card receipts. For all media buys please provide tear sheets, copies of advertisements, schedules and signed station affidavits. 3. Copies of marketing, advertising and communications materials and/or websites showing Okaloosa County Tourist Development Department logo and links. 4. Number of visitors calculated with backup documentation (ie: artist names, rosters, surveys) 5. Number of room nights tracked with backup documentation (ie: hotel letters, surveys) Festival, Event, Meeting or Convention (“Event”) Information Event Name: Event Description: Event Dates – From: To: Event Location (include all locations in Okaloosa County where events occurred): Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Amount: $ Make Check Payable To: (Please Note – Organization must be same organization that applied for funding) Tax I.D. or Social Security Number:  EXPENSES TO BE REIMBURSED Itemized expenses to be reimbursed by the Special Event and Sponsorship funds must be allowable and match submitted invoices with backup included. EXPENSE ITEM AMOUNT Total: $ _________________________ VISITORS INFORMATION Out-of-town Visitors (out-of-town participants, family, spectators ) Total 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 additional information such as participant sign-in sheets or rosters/lists with home town to support room nights reported. LODGING PARTNERS ROOM NIGHTS (as identified on the funding application)  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.). ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ I certify that the above information is true and accurate to the best of my knowledge. Signature Date Printed Name -2-