Okaloosa County BOCC — November 4, 2014 — Volleyball 2014 application

LN o1 PAGE 1 REQUISITION R1500023 REQUESTED REQUIRED APPROVAL TDC BUYER 09/30/14 10/01/14 Pr od NATHAN SHIP TO TDC VENDOR 21001488 OKALOOSA COUNTY SOUTHERN EVENTS MANAGEMEN TOURIST DEVELOPMENT COUNC 106 WAYNEL CIRCLE SE 1540 MIRACLE STRIP PKWY § FT WALTON BEACH FL 32548 FT WALTON BEACH FL 32548 ATTN: AIDA SUBMITTED 60 DAYS PRIOR TO EVENT FREIGHT PER TDD POLICY REQ. ENTERED AFTER DESTINATION 2ND BCC BUDGET TO ENSURE FUNDING. /ST COMMODITY STOCK NO QUANTITY UOM UNIT PRICE EXTENSION 1.00 13,314.0600 13,314.06 OQ SPECIAL EVENT FUNDING PER SECTION THREE OF TDD MANUAL FOR THE EMERALD COAST FALLCLASSIC FOR MARKETING AND ADVERTISING. 1151 548060 13,314.06 PAGE TOTAL 13,314.06 NORTHWEST FLORIDA'S EMERALD COAST DESTIN | FT. WALTON BEACH | OKALOOSA ISLAND Special Event and Sponsorship Funding Application BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name; SOUTHERN EVENTS MANAGEMENT, INC. Contact Person: MIKE MINICH Title: : PRESIDENT, SEM, INC Phone; + 850-243-2555 Alt Phone: 850-499-6971 Contact Email: : mike@seminc.net Fax: Web Address: WWw.emeraldcoastvolleyball.com Street Address: 106 Waynel Circle SE City/ST/Zip: Fort Walton Beach, FL 32548 FESTIVAL, EVENT, MEETING OR CONVENTION (“EVENT”) INFORMATION: Event Name: Emerald Coast Fall Classic Event Description; : Five day volleyball event featuring four separate tournaments Event Dates — From: October 1, 2014 To; October 5, 2014 Event Location (include all locations in Okaloosa County where events will occur); The Boardwalk on Okaloosa Island Have locations been secured? YES_ NO If not, when will location be confirmed? Amount of Funding Requested: $ 13,314.06 Has your business/organization received Special Event or Sponsorship Funding from Okaloosa County in the past? Yes lf YES, what was the amount and when was it received? See attached sheet How many times have you received funding from Okaloosa County? Four Explain the resources/support/history you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. See attached sheet * If additional space is required, attach separate sheets as needed. BCC approved 3/19/2013 EVENT MANAGEMENT EXPERIENCE: If applicant has no prior event management experience, please complete the information about this event in the first row and proceed to the next section. Limited or lack of prior event management experience will NOT disqualify the applicant for funding consideration. However, extensive event management experience may weigh in the applicant's favor. Events Size of Event created/managed Location: Year Most Recent (i.e. number of by applicant City/State Created Year Held participants) See attached sheet AUTHORIZED EXPENSES REQUESTED FOR FUNDING: Any of the following items may be disqualified individually without impacting other items listed below in the event that the Director does not feel that the related expense is being spent for the purposes intended for this funding program. Brief description of authorized Quantities @ Unit Costs = Total Cost activities and expenses Layout of Printed Materials 1 (hour) 100.00 100.00 Printing: Event Registration Letter 4,350 $.19737 893.12* Postage 4,300 $.42069 1,808.97 Mailing Services 4,300 $.09839 448 .48* Web based advertising 50,317 $.20 10,063.40 *indicates cost with sales tax Additional Authorized Expenses listed on any attached form: TOTAL $43,314.06 BCC approved 3/19/2013 Describe how the proposed authorized expenses will increase awareness of the Emerald Coast as a tourist destination and generate increased occupancy for Okaloosa County lodging facilities during the event. Provide at least one example. All of our advertising represents the snow white beaches and emerald green waters of the Emerald Coast as the unique elements that they are. Describe the audience that this event will attract — i.e. families, professionals, youth, etc. plus other demographic information as available. The events target upwardly mobile, athletically minded men and women between the ages of 25 and 35 with a secondary group between the ages of 35 and 45. Our existing events’ have seen a growth in the number of family members (i.e. in-laws) who join our long-standing participants in their trip to the Emerald Coast. These family members come down to watch the volleyball competition and to provide “pabysitting” services for the participants who have gotten a little older and begun building their families. * If additional space is required, attach separate sheets as needed. Describe the distribution plan for pre-event promotional items and collateral. Please outline media plans, including social media, for out-of-market advertising and communications. (see attached sheet) PROJECTED ECONOMIC IMPACTS TO OKALOOSA COUNTY: Please list the event's lodging and non-lodging partners: Lodging Partners Non-Lodging Partners ResortQuest Fudpucker's The Ramada Beach Plaza Resort The Boardwalk Destin West Beach & Bay Resorts The Swamp Spalding Volleyballs How do event participants make reservations at Okaloosa County lodging facilities? All of our event participants make their own reservations at Okaloosa County lodging facilities. BCC approved 3/19/2013 How do you obtain follow-up information about room nights actually booked for your event from lodging partners? We refer customers to our lodging sponsors in our printed materials and on our website. We receive feedback from our lodging partners after completion of the event. Approximately, how many out-of-town visitors will come to this event? 1,440 Out-of-town Visitors Approximately, how many lodging rooms will be booked for this event on peak night? ____ Lodging Rooms On average, how many nights do you project these visitors to remain in town? 43 Nights per visitor How many total room nights do you estimate this event will generate for Okaloosa County? (Number of rooms anticipated per night multiplied by number of event nights. Show calculation and/or provide room pickup history) 2,064 = 480 rooms X 4.3 nights Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. | have read, fully understand and agree to be bound by Okaloosa County's Special Event and Sponsorship Funding criteria and guidelines contained in the Tourist Development Operations & Procedures Manual. | am submitting this application on behalf of my business/organization’s event or promotion and am aware that this application will be reviewed for final approval. | 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. Signature of Applicant iyi porgnse dy plication” we Michael K. Minich Printed Name of Applicant Cos ot ti = OFFICIAL USE ONLY APPROVED BY: CLL pate:_@ /AI S/S TITLE: TD) Dye AMOUNT AWARDED: J 18, 3) 7 - Oe BCC approved 3/19/2013 Additional Information, 2014 Emerald Coast Fall Classic Application If YES, what was the amount and when was it received? 5/26/14-515, 974.86 10/28/13-$8,277.69 5/6/13-$18658.07 4/14/11-$11,574.15 Explain the resources/support you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. These events have the reputation of being the best run beach volleyball tournaments in the United States. In addition to this reputation, we have a database of about 4,500 beach volleyball players who have played in these events in recent years. This year we will print and send two (2) separate direct-mail pieces to these individuals to facilitate registrations into the events. Complimenting this direct mail effort, we have a very established and successful website, www.emeraldcoastvolleyball.com. This website received over two million page visits in 2012 alone. And, in addition these two things, we have a successful Facebook group with over 1,000 members to whom we advertise our events and our sponsors. The combination of the reputation and these powerful marketing tools will insure the success of these events in 2013 and beyond. EVENT MANAGEMENT EXPERIENCE: If applicant has no prior event management experience, please complete the information about this event in the first row and proceed to the next section. Limited or lack of prior event management experience will NOT disqualify the applicant for funding consideration. However, extensive event management experience may weigh in the applicant’s favor. Events created/managed Location: Year Most Size of Event (i.e. : . Recent number of by applicant City/State Created Year Held | participants) Emerald Coast Volleyball Week Destin/FWB, FL 1989 2013 1,157 Emerald Coast Fall Classic Destin/FWB, FL 1992 2014 750 Perdido Key Open Perdido, FL: 2011 2011 80 Assoc of Volleyball Professionals | Panama City, FL 2010 2010 300 Beach Volleyball World : Berlin, Germany 2005 2005 thousands Championships Olympic Games, Beach Atlanta, GA — 1996 2004 thousands Volleyball Athens, Greece Describe the distribution plan for pre-event promotional items and collateral. Please outline media plans, including social media, for out-of-market advertising and communications. We produce a mail out that is sent to approximately 4,500 volleyball enthusiasts throughout the U.S. twice a year. The mailing list for this mail out is generated from a database maintained by us specifically for this purpose. The database is comprised of past participants and is updated every six months to cull bad addresses. Additionally, we maintain a website to keep our customers apprised of our events — prior to, during and after each one. We also have a group on Facebook which currently has over 1,000 members. Our marketing plan is very focused on our target group and has consistently been successful at bringing tourists to our area in off peak seasons. SOLE SOURCE PURCHASE DATA SHEET Date: _06-11-2014 PR No.: Requestor: Tourism Devel. Phone No.: 609-5381 Department/Division: Tourist Development Department Item Description: Advertising for 2014 Emerald Coast Fall Classic volleyball tournament Requesting Department's Suggested Vendor: Southern Events Management, Inc. Vendor's Address: 106 Waynel Circle SE, Fort Walton Beach, FL 32548 Vendor's Telephone No.: 850-243-2555 Point of Contact:_Mike Minich, President Sole Source Justification: Special event-specific advertising that only the event promoter can provide as an approved applicant under the TDD's Special Event and Sponsorship Funding program. se a pet ee bL22 L Requesting Department Director Signature / Date” REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: | /) wre Purchasing Services Coordinator Signature Comments: as { dab nu! Were lf Lae ply Ah (iret et iff +fXe ' ‘ ane Amount of Purchase: ; ory te Approve: Purchasing Director Signature Date CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either "yes" (a county employee, elected official, or agency is also associated with your business), or no”. If yes, give person(s) name(s) and position(s) with your business. YES no X NAME(S) POSITION(S) FIRM NAME: SOUTHERN EVENTS MANAGEMENT, INC BY (PRINTED): MICHAEL K MINICH— \ BY (SIGNATURE): GEA £4 v JX TITLE: # simcioh DATE: July 24, 2013 ADDRESS: 106 WAYNEL CIRCLE SE FORT WALTON BEACH, FL 32548 PHONE NO. 850-243-2555 E-MAIL mike@seminc.net Kendra Nixon From: Mike Minich [mike@seminc.net] Sent: Thursday, June 12, 2014 8:40 AM To: Kendra Nixon Subject: RE: Special Event Forms - fillable pdf documents Attachments: TDC Sponsorship Application 2 F14.pdf Kendra Please find attached the application on your “approved” form. Pretty much the exact same information as | sent before. | did divide the costs into units, but the totals are going to be different in that the totals are derived from the invoices | received from the spring event, which you have, and SALES TAX. This causes the numbers to be slightly skewed. | also recalculated the amounts that have been granted to “my organization”. In the past | put the amounts given to this particular event, Some amounts went to Fudpuckers as opposed to Southern Events Management. Also, the form has some errors. Most importantly when | tried to print it to my laser printer | got a “page too complex to print” error message. This might prove difficult for some to apply. The other glaring error is that the font size on the first line of the description blocks is different than the others. This could have been avoided by creating a field that created multiple lines instead of one. Let me know if you have any questions, or if any of your clerks have any questions. Mike From: Kendra Nixon [mailto:knixon@co.okaloosa.fl.us] Sent: Wednesday, June 11, 2014 3:00 PM To: Mike Minich Subject: FW: Special Event Forms - fillable pdf documents Here is what Charlotte sent today... | attached the Sole Source form just as an FYI for you. From: Charlotte Dunworth Sent: Wednesday, June 11, 2014 12:15 PM To: Kendra Nixon Cc: Ed Schroeder Subject: Special Event Forms - fillable pdf documents Hi Kendra, Attached please find fillable pdf versions of the BCC-approved forms. We should not be accepting or approving any other versions of these forms. Thanks! ; Charlotte Dunworth Finance, Administration, & Compliance Manager | Okaloosa County Tourist Development Department | 850-609-5385 #EMERALD Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. NORTHWEST FLORIDA’S EMERALD MAY 9 0 REC'D COAST DESTIN | PT. WALTON BEACH | OKALOOSA ISLAND Special Event and Sponsorship Funding Application / BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: SOUTHERN EVENTS MANAGEMENT, /INC. Contact Person: MIKE MINICH Title: PRESIDENT, SEM, INC. Phone: 850-243-2555 Alt Phone; 850- 6971 Contact Email: mike@seminc.net Fax: Web Address: www.emeraldcoastvolleyball.com Street Address: 106 Waynel Circle SE ty/ST/Zip: Fort Walton Beach, FL 32548 FESTIVAL, EVENT, MEETING OR CONVENTI N (4 ENT”) INFORMATION: /\ Event Name: Emerald Coast Fall Classic / Event Description: Five day volleyball event featu Ag four separate tournaments Event Dates — October 1-5, 2014 aif, Event Location The Boardwalk on Okaloosa JSland Has location been secured? Yes If not, when will location be confirmed? Amount of Funding Requested: $ 13,314.06 Has your business/organization recejved Special Event or Sponsorship Funding from Okaloosa County in the past? Yes If YES, what was the amount andAwhen was it received? $11,574.15, 2011: $5,000, $8 277.62, 2013 How many times have you received funding from Okaloosa County? Eight Explain the resources/support you have in place to ensure that this event will successfully attract visitors to the Emérald Coast. These events have the reputation of being the best run beach volleyball tournaments in the United States. In addition to this reputation, we have a database of about 4,500 beach volleyball players who have played in these/events in recent years. This year we will print and send two (2) separate direct- mail pieces to thesé individuals to facilitate registrations into the events. Complimenting this direct mail effort, we have a very established and successful website, www.emeraldcoastvolleyball.com. This website received over two million page visits in 2012 alone. And, in addition these two things, we have a successful Facebook group with over 1,000 members to whom we advertise our events and our sponsors. The combination of the reputation and these powerful marketing tools will insure the success of these events in 2013 and beyond. hte f ') Ay" NORTHWEST FLORIDA'S ~ EMERALD COAST DESTIN | FT. WALTON BEACH | OKALOOSA ISLAND EVENT MANAGEMENT EXPERIENCE: au > / If applicant has no prior event management experience, please complete the information abéut this event in the first row and proceed to the next section. Limited or lack of prior event management experience will NOT disqualify the applicant for funding consideration. However, extensive event management experience may weigh in the ¢ applicant's favor. ee f Events created/managed Dotan: Year Most / Size of Event by applicant City/State Created Recent (i.e. number of cr Year participants) ‘ eld Emerald Coast Volleyball Week Destin/FWB, FL 1989 A “2013 1,157 Emerald Coast Fall Classic Destin/FWB, FL 125 2014 750 Perdido Key Open Perdido, FL: 20/7 2011 80 Assoc of Volleyball ; " / Panama City, FL 10 2010 300 Professionals ih Beach Volleyball World ; ‘ , ; Berlin, Germ 2005 2005 thousands Championships \ Olympic Games, Beach Atlanta, GAR My si 1996 2004 thousands Volleyball Athens, Greece AUTHORIZED EXPENSES REQUESTED FOR FUNDING: Any of the following items may be disqualified individually without impacting other items listed below in the event that the Director does not feel that the related expense is being spent for the purposes intended for this funding program. Brief description ot authorized activities and expenses Cost Layout of Printed Materials (hourly rate) 100.00 Printing: Event Registration Létter 893.21 Postage ft ‘ 1808.97 Mailing Service Charge . 448.48 Web based advertising@ $ .20 per impression based on last year’s numbers ‘ 10,063.40 FaceBook advertisin NC Additional Authored Expenses listed on attached form 4 / Total: $13,314.06 . ‘4 * “ NORTHWEST FLORIDA'S EMERALD COAST / DESTIN | FT. WALTON BEACH | OKALOOSA ISLAND Describe how the proposed authorized expenses will increase awareness of the Emerald Codst as a tourist destination and generate increased occupancy for Okaloosa County lodging facilities during the event. Provide at least one example. All of our advertising represents the snow white beaches and emerald green waters of the Emerald Coast as the unique elements that they are. Describe the audience that this event will attract — i.e. families, professionals, \youth, etc. plus other demographic information as available. The events target upwardly mobile, athletically minded men and women\b Bah the ages of 25 and 35 with a secondary group between the ages of 35 and 45. Our existing eVBnts’ have seen a growth in the number of family members (i.e. in-laws) who join our long-standing participants in their trip to the Emerald Coast. These family members come down to watch the vallévball competition and to provide “babysitting” services for the participants who have gotten a littleyoldér and bequn building their families. Describe the distribution plan for pre-event promotional item ‘collateral. Please outline media plans, including social media, for out-of-market advertisin communications. We produce a mail out that is sent to approximately 4,500}volléyball enthusiasts throughout the U.S. twice a year. The mailing list for this mail out is generateW from a database maintained by us specifically for this purpose. The database is comprised of past participants and is updated every six months to cull bad addresses. Additionally, we maintain’a website to keep our customers apprised of our events — prior to, during and after each one. We also have a group on Facebook which currently has over 1,000 members. Our marketing plan is very focused on our target group and has consistently been successful at bringing tourists to our area invoff peak seasons. PROJECTED ECONOMIC IMPACTS TO OKALOOSA COUNTY: Blaaéa. list the event's lodging and non-lodging } partners: Lodging Partners ResortQuest Non-Lodging Partners Fudpucker's Beachside Bar & Grill The Ramada Plaza Resort The Boardwalk Destin West Beach & Bay Resorts The Swamp at The Boardwalk # Spalding Volleyballs a Park & Sun Nets How do event participants make reservations at Okaloosa County lodging facilities? All of our event particfbants make their own reservations at Okaloosa County lodging facilities. it] ° “Ie EMERALD COAST DESTIN | FT. WALTON BEACH | OKALOOSA ISLAND How do you obtain follow-up information about room nights actually booked for your event from lodging partners? We refer customers to our lodging sponsors in our printéd materials and on our website. We receive feedback from our lodging partners after completion of the event. We also use established formulas Approximately, how many out of town visitors“will come to this event? 1,440 Out-of-town visitors. Approximately, how many lodging rooms will be booked for this event? 480 Lodging Rooms On average, how many nights do you project these visitors remain in town? 4.3 Nights per visitor How many total room nights do you éstimate this event will generate for Okaloosa County? (Number of rooms anticipated per night multiplied by number of event nights. Show calculation and/or provide room pickup history) 2,064 = 480 room's X 4.3 nights. a Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. . t | have read, fully understand and agree to be bound by Okaloosa County’s Special Event and Sponsorship Funding criteria and guidelines contained in the Tourist Development Operations & Procedures Manual. | am submitting this application on behalf of my business/organization’s event or promotion and am aware that this application will be reviewed for final approval. | 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. A PS “Signatyre of Applicant Date of Application Michael K Minich Printed Name of Applicant , ft OFFICIAL USE ONLY APPROVED BY: DATE: TITLE: AMOUNT AWARDED: