Okaloosa County BOCC — July 6, 2016 — TDD Manual 070616 redlined — reading text

considered. A Conflict of Interest form must be submitted with the application. e) Applications received by May 1 are funded to the extent budget funds are available for appropriation for this purpose. f) Proposed funding for Local Event Marketing applications shall be presented to the Tourist Development Council during its May budget meeting. g) 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. h) Applicants shall be notified of their funding status in mid to late September. i) 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 application does not necessitate a budget amendment from reserves, the application will be 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 Council and approval by the Board is required regardless of dollar amount. If approved, the application will be executed in accordance with County Purchasing approval authority limits. 5) Payment Request Process a) Payment may only be requested after the Event has occurred. No Payment Request forms will be processed in advance of the Event. 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 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 after the end date of the Event. Failure to submit a timely Payment Request will result in forfeiture of funding. c) Payments are on a reimbursement basis only. Copies of proof of performance and proof of payment for approved authorized uses must accompany the applicant’s invoice and Payment Request. d) The TDD recognizes that amounts reported on the Payment Request may vary from amounts estimated on the Application. While variances in dollar 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 not exceed the total approved on the Application. e) In the event a portion of an invoice submitted to the County for payment, as specified above, is disputed, payment for the disputed amount may be withheld pending resolution of the dispute, and the remainder of the invoice will be processed for payment without regard to that portion which is in dispute. f) 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. 27 of 38 TDC 06-23-2016 BCC 07-06-2016  Local Event Marketing Funding Application (Annual Deadline: May 1) BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Tax I.D.: Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Web Address: EVENT INFORMATION: Event Dates: From: To: Event Name: Event Description: Event Location (include all locations in Okaloosa County where events will occur): ************************************************************************ Please list the Event’s lodging and non-lodging partners: Lodging Partners Non-Lodging Partners Are lodging partners offering a special rate for this Event? ___ Yes ___ No Will lodging partners provide room night verification after this Event? ___ Yes ___ No How will information about room nights actually booked for this Event be obtained (e.g. lodging partner reports, registration roster, visitor survey, ticket sales)? Explain the resources/support/promotion/collaboration provided by the lodging and non-lodging partners for this Event. 28 of 38 TDC 06-23-2016 BCC 07-06-2016 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. Describe the Event’s comprehensive plan for out-of-market marketing, advertising, and promotions. If funding is being requested for direct sales, describe the specific activities along with related costs. If funding is being requested for Emerald Coast-branded promotional items and prizes, describe the distribution plan for the promotional items and prizes along with quantities and unit costs. Describe why Local Event Marketing Funding is necessary to keep the Event in Okaloosa County. ************************************************************************ 29 of 38 TDC 06-23-2016 BCC 07-06-2016 ECONOMIC IMPACT: Disclaimer: This calculation is for purposes of Local Event Marketing Funding only; it is not intended to represent the actual economic impact of an event. As used for purposes of Local Event Marketing Funding, “room night” means rental unit, not lodging bedroom. For instance, a hotel room and a two-bedroom condo are both reported as one “room night” to maintain consistency with the Tax Collector’s reporting of rental units collecting the bed tax. Daily Room Nights for Event (per lodging report, registration roster, ticket sales) Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Total 0 LODGING IMPACT: Multiply Total Room Nights by Average Room Night Rate by Month $9,999,999 Average Room Night Rate by Month (based on STR data): Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep $133.44 $130.58 $74.98 $71.81 $77.59 $117.62 $126.51 $134.71 $167.91 $181.81 $137.10 $135.74 For repeat event, use documented room nights from prior year. For new event, describe calculation of room night estimate: Daily Out-of-Market (Lodging) Visitors for Event (per registration roster, visitor surveys, ticket sales) Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Total 0 OTHER IMPACT: Multiply Total Daily Overnight Visitors by $56 $9,999,999 ($36/day based on Florida Statutes per diem for travel; $20/day allowance for incidentals) For repeat event, use documented visitors from prior year. For new event, describe calculation of overnight visitor estimate: MAXIMUM FUNDING LEVEL Summer Event Shoulder Event Winter Event BASED ON SEASONALITY: (Jun - Jul) (Aug - Oct & Mar - May) (Nov - Feb) Lodging Impact (as calculated above) Total Economic Total Economic Total Economic Other Impact (as calculated above) Impact x 1% Impact x 5% Impact x 10% TOTAL ECONOMIC IMPACT $0 ************************************************************************ 30 of 38 TDC 06-23-2016 BCC 07-06-2016 AUTHORIZED USES REQUESTED FOR FUNDING: Item(s) may be disqualified individually without impacting other items listed. Amount TOTAL (May not exceed the Maximum Funding Level Based on Seasonality calculated above.) $ Upon completing this application in its entirety, please read the following statement and affix your signature. I am submitting this application on behalf of my organization’s event and am aware that this application will be reviewed for final approval. I 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. I have read, fully understand, and agree to be bound by Okaloosa County’s Local Event Marketing Funding policy. Signature of Applicant Date Printed Name of Applicant ************************************************************************ OFFICIAL USE ONLY Applicant attended Educational Session? ___ Yes ___ No Funding Level: _______________________________________ Approved By: ___________________________________________ Total Funding Approved: $______________________________ In accordance with County purchasing approval authority limits. Title: __________________________________________________ Date: _______________________________________________ 31 of 38 TDC 06-23-2016 BCC 07-06-2016 32 of 38 TDC 06-23-2016 BCC 07-06-2016  Local Event Marketing Funding Participant Registration Roster Event Name: Participant Name Home Accommodation Name # of # of # Guests Zip Code Rooms Nights per Room 33 of 38 TDC 06-23-2016 BCC 07-06-2016  Local Event Marketing Funding Visitor Survey Event Name: 1. What is your home zip code? __________ 2. How many adults in your visiting party?