Okaloosa County BOCC — October 2, 2012 — HOG Rally Sponsorship Application — reading text

Sponsorship Funding Application This application MUST BE c completed in its entirety for funding consideration.. Business/Organization Name Submitting Application: Business/Organization: Florida State HOG Rally, Inc. Contact Person: Bruce E. Fuller Title: Rally Coordinator Phone: 352-516-6485 Alt Phone: Contact Email: harkone75@aol.com Fax: Web Address: www.floridastatehogrally.com Street Address: PO Box 91 City/ST/Zip: Tangerine, FL 32777 Event Information: Event Name: 2013 Florida State HOG Rally Event Description: The 2013 Florida State HOG Rally will be a five day event that brings together HOG Members from all over the USA. This is the annual Florida State HOG Rally which takes place only one time a year. We are adding one more day in 2013 because of Harley Davidson’s 110th Anniversary. Event Dates – From: October 21,, 2013 To: October 26, 2013 Event Location: Destin and Fort Walton Beach, FL Has location been secured? YES X NO If not, when will location be confirmed? The main event location/host hotel is the Ramada Plaza Beach Resort. Additional activities will take place throughout Destin and Fort Walton Beach, and these locations will be confirmed after the completion of the 2012 Rally on November 3 rd. 1 Explain the marketing resources/support you have in place to ensure that this e event vent will successfully attract visitors to the Emerald Coast. The Florida State HOG Rally works with Harley dealerships and other motorcycle events to promote the Florida Rally. The Florida State HOG Rally has worked with local businesses during 2010 and 2011, and has already gained support during an initial meeting in early October. Additionally, the Florida State HOG Rally has the support of the National HOG Rally organization organization. Event Management History (3 years) years): Events Size of Event (i.e. Location: Number of Room created/managed Year Held: number of City/States Nights: by applicant: participants): participant FL State Hog Rally St. Augustine, FL 2009 Estimate = 1800- 1800 participants 2800 FL State Hog Rally Destin/FWB, FL 2010 Estimate = 1800+ 1800 participants FL State Hog Rally Destin/FWB, FL 2011 Estimate = 2200+ 2200 participants FL State Hog Rally Lake County, FL 2012 TBD TBD Sponsorship Funding Requested: Description: Amount: Sponsorship $35,000 Miscellaneous Items Requested/Host Requested/Host: Assistance in securing event permit for use of The Boardwalk’s parking lot Planned Pre-Event Event Attendance Stimulation & Destination Destination/Marketing Efforts: Efforts Describe the planned d advertising and marketing for this event. 1. Pass out Florida State HOG Rally merchandise and promote Florida HOG Rally at various motorcycle events including: a. Bike Week - Daytona Beach , FL – March 8-17, 2013 b. Thunder Beach– Panama City Beach, FL – May 1-5, 2013 c. Sturgis Motorcycle Rally – Sturgis, SD – Aug.5-11, 2013 d. Leesburg Bike Fest – Leesburg, FL – April 26-28, 2013 e. Harley Davidson 110 th Anniversary Celebration – Milwaukee, WI – Aug. 29 – Sept. 1, 2013 2. Send posters, rally magnets, and post cards to 600+ Harley dealerships 3. Direct Mail 7,000 - 8,000 previous attendees 2  4. Place one ad in the following magazines around 60 days prior to the end of pre-registration a. HOG Magazine b. Thunder Roads Magazine c. Rebel Roads Magazine 5. Have all sponsors logos and links on www.FLStateHOGRally.com Describe how the proposed advertising and marketing will increase awareness of the Emerald Coast as a tourist destinati destination and generate attendance for the event. The proposed advertising and marketing will increase awareness of the Emerald Coast because all collateral will state the location as Destin and Fort Walton Beach. The HOG Rally’s website will also link directly to the Emerald Coast’s website. The proposed posed advertising and marketing will generate attendance by marketing directly to Harley Davidson riders at dealerships they shop at and other events they attend. Also, the direct mail piece will reach HOG members who have already participated in this eventt and gotten to experience Destin/Fort Walton Beach. Describe the audience/market that this event will attract. The Florida State HOG Rally attracts Harley Davidson owners with on average an $80,000 + annual income. 50% of the members own 2 Harleys in their household. Describe the distribution plan for promotional items and collateral. If mass media is being considered, please outline media plans for out-of-market advertising. Promotional items and collateral will be distributed at other motorcycle events and at Harley Davidson dealerships as described above. The print ad in HOG Magazine will be distributed to al all full and full life numbers nationally. Thunder Roads and Rebel Roads will be distributed to riders throughout the state of Florida. Projected Room Nights to the Emerald Coast Area: Please list the event’s lodging and non non-lodging partners: Lodging Partners: Non-Lodging Partners: Tentative – All sponsorships will be confirmed by mid mid-February 2013. Ramada/Destin West Helenback ResortQuest AJ’s Best Western Fort Walton Beach McGuire’s SummerPlace Inn Hard Rock Café Emerald Grande TGI Friday’s Heritage Harley Fudpucker’s 3 How do your attendees make reservations and fill rooms along the Emerald Coast? How do you obtain post event pick--up information about rooms booked for your event from your lodging partners? A majority of attendees will go to the Florida State HOG Rally website and view the sponsor properties. They will then click through to the property’s website to book. To obtain better post event information a promo code should be established that is agreed upon by all hoteliers/condos to use to signify they are booking with the HOG Rally. Also, attendees may give this code over the phone if booking that way. As of now, this code is to be determined. Approximately, how many out of town vi visitors will come to this event? 2,500 visitors Approximately, how many room nights will be booked for this event? 2,500 visitors x 4 room nights = 10,000 room nights + 1,250 room nights on Tuesday night = Total Estimated Room Nights of 11,250. On average, how many nights do you project these visitors remain in town? On average, most visitors will stay 4 nights (Wednesday, Thursday, Friday and Saturday). However, some will also stay Monday and Tuesday night. Signature: Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I am submitting this application on behalf of my business/organization’s event and am aware that this application will be review reviewed and scored by the TDC and funding recommendation submitted to the Okaloosa County Board of Cou County nty Commissioners for final approval. I have completed this application completely and accurately to the best of my ability. I understand that all information submitted will be used to determine funding eligibility, and I have not misrepresented anything ffor financial gain. ________________________________ _ ________________________________ Signature of Applicant Date of Application _________________________________ Printed Name of Applicant 4