Okaloosa County BOCC — January 22, 2015 — I.d. Local Event Funding Policy — reading text

the upcoming fiscal year budget. For example, applications for events to occur October 1, 2015 through September 30, R 2016 are due no later than May 1, 2015. D 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 N application does not necessitate a budget amendment from reserves, the application will be LY 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 O executed in accordance with County Purchasing approval authority limits. 5) Payment Request Process N will be processed in advance of the Event. IO a) Payment may only be requested after the Event has occurred. No Payment Request forms SS 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 U 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 C after the end date of the Event. Failure to submit a timely Payment Request will result in forfeiture of funding. IS c) Payments are on a reimbursement basis only. Copies of proof of performance and proof of Request. D payment for approved authorized uses must accompany the applicant’s invoice and Payment R 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 O 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 -F not exceed the total approved on the Application. e) If an event is cancelled due to force majeure, approved authorized uses may remain eligible for payment contingent upon compliance with all other Local Event Funding requirements. AF T R D 4 TDC 01-22-2015 BCC 02-03-2015  Local Event Marketing Funding Application (Annual Deadline: May 1) BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Tax I.D. or Social Security Number: Contact Person: Phone: Title: Email: NLY Street Address: City/ST/Zip: Web Address: O EVENT INFORMATION: Event Dates: From: To: N Event Name: Event Description: IO SS U Event Location (include all locations in Okaloosa County where events will occur): C IS ************************************************************************ Please list the Event’s lodging and non-lodging partners: Lodging Partners D Non-Lodging Partners R O -F Are lodging partners offering a special rate for this Event? ___ Yes ___ No AF Will lodging partners provide room night verification after this Event? ___ Yes ___ No T How will information about room nights actually booked for this Event be obtained (e.g. lodging partner reports, registration roster, visitor survey, ticket sales)? R D Explain the resources/support/promotion/collaboration provided by the lodging and non-lodging partners for this Event. 5 TDC 01-22-2015 BCC 02-03-2015 What efforts are being made to grow the Event to increase the number of overnight visitors from the previous year? Describe the audience that this Event will attract – i.e. families, professionals, youth, etc. plus other demographic information as available. NLY PROJECTED INCOME CASH IN-KIND O Entry Fees (participants) Admissions (spectators) N Sales (merchandise, etc.) Sponsorships Other IO Local Event Marketing Funding TOTAL $0 SS $0 TOTAL INCOME $0.00 PROJECTED EXPENSES CASH U IN-KIND Officials / Security/ Personnel Administration / Operations C Rentals / Equipment Food and Beverage Merchandise for Sale IS Souvenirs / Giveaways Print Marketing D Online Marketing Television Marketing R Radio Marketing Direct Mail Marketing O Site Fees -F Direct Sales Marketing Emerald Coast-Branded Promo Items / Prizes Sanction Fees AF Concert / Performance Fees Other TOTAL EXPENSES T TOTAL $0 Local Event Marketing Funding requested as a percent of Total Event Income: $0 $0.00 % R Describe the Event’s comprehensive plan for out-of-market marketing, advertising, and promotions. D 6 TDC 01-22-2015 BCC 02-03-2015 If funding is being requested for direct sales, describe the specific activities along with related costs. promotional items and prizes along with quantities and unit costs. N If funding is being requested for Emerald Coast-branded promotional items and prizes, describe the distribution plan for the LY O N IO Describe why Local Event Marketing Funding is necessary to keep the Event in Okaloosa County. SS U ************************************************************************ ECONOMIC IMPACT: C economic impact of an event. IS Disclaimer: This calculation is for purposes of Local Event Marketing Funding only; it is not intended to represent the actual Day 1 D Daily Room Nights for Event (per lodging report, registration roster, ticket sales) Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Total R LODGING IMPACT: Multiply Total Room Nights by Average Room Night Rate by Month 0 $9,999,999 O Average Room Night Rate by Month (based on STR data): Oct Nov $133.44 $130.58 -F Dec $TBD Jan Feb Mar $71.81 $77.59 $117.62 Apr $126.51 May $134.71 Jun $167.91