Okaloosa County BOCC — September 24, 2015 — Agenda Packet — reading text

Request may vary from amounts actually incurred. While variances in dollar amounts among approved expenditures are acceptable, only expenditures approved on the application will be paid and the total invoiced for reimbursement may not exceed the total approved on the Funding Request. Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) 15 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 115  1.j.a Okaloosa County Tourist Development Department Operational & Capital Funding Request (Annual Deadline: May 1) This form is to be used for all operational and capital requests for tourist development tax funding to facilitate the review and approval process. This form must be completed in its entirety in order for the funding request to be presented to the Tourist Development Council for consideration. Supplemental information may be provided, but summary information must be provided in each section of this form. ORGANIZATION INFORMATION: Name: Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) Tax I.D.: Contact Person: Title: Phone: Email: Street Address: City/ST/Zip: Briefly describe the organization: CATEGORY OF FUNDING REQUESTED: ___ Beaches & Parks (1st penny) Authorized uses include: To provide and improve beach park facilities or beach improvements including access; To provide and improve tourist destination facilities within the subdistrict for which there is public access, including the beaches located within the city limits of Destin. ___ Tourism Administration (2nd penny) Authorized uses include: Tourism Services, including visitor services, brochure distribution, communication and research; Lifeguard services and protection. ___ Convention Center (3rd penny) Authorized uses include: To provide for the operations and maintenance of the Convention Center, the Visitor Welcome or Information Centers, and other Tourist Destination Facilities, including aquariums and museums; To provide for the promotion of the use of the Convention Center and other Tourist Destination Facilities. ___ Tourism Promotion (5th penny) Authorized uses include: Tourism promotion. FUNDING REQUEST INFORMATION: Describe the funding request in detail. Attach pictures or any other supporting documentation. 16 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 116  1.j.a Describe how the funding request promotes tourism within the sub-county taxing district. Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) Describe other funding methods pursued and why Tourist Development Tax funding is necessary. Dates during which expenses will be incurred: Start Month/Year: ____________ End Month/Year: ____________ Itemize expenses requested for reimbursement. Denote what portion of the expense, if any, is funded by another source. Attach quotes or any other supporting documentation. Amount funded by Amount funded Description tourist development by other sources tax TOTAL $0 $0 $0.00 Note: Item(s) may be disqualified individually without impacting other items listed. 17 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 117  1.j.a Upon completing this funding request in its entirety, please read the following statement and affix your signature. I am submitting this funding request on behalf of my organization and am aware that this request will be reviewed for final approval. I have completed this funding request fully and accurately, understand that all information submitted will be used to determine funding eligibility, and have not misrepresented any information contained herein. I understand that if the funding request is approved, payment will be made on a reimbursement basis based on actual expenses incurred. While actual expenses may vary from the amounts noted on this funding request, the total dollar amount reimbursed will not exceed the total dollar amount approved. Copies of vendor invoices, proof of payment, and an invoice from my organization to the County will be required for payment. Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) Signature of Applicant Date Printed Name of Applicant ************************************************************************ OFFICIAL USE ONLY Allowable use of tourist development tax funds per F.S. 125.0104? Yes _____ No _____ Allowable use of tourist development tax funds per Ordinance 14-08? Yes _____ No _____ Fiscal Year in which funds will be disbursed: FY __________________ Funding Source: 1st _____ 2nd _____ 3rd _____ 5th _____ Funding Source: Contingency Budget _____ Budget Reallocation _____ Reserves Amendment _____ Approved By: ___________________________________________ Total Funding Approved: $______________________________ In accordance with County purchasing approval authority limits. Title: __________________________________________________ Date: _______________________________________________ 18 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 118  1.j.a SECTION FOUR: LOCAL EVENT MARKETING FUNDING ANNUAL APPLICATION DEADLINE: MAY 1 I.100. PURPOSE The goal of the TDD’s Local Event Marketing Funding program is to increase out-of-market awareness of the Emerald Coast as a tourist destination and to drive lodging room occupancy in the sub-county taxing district by funding the marketing and promotional efforts of local events, especially during the non-summer season. As used for purposes of this Section: “Event” means festival, sports event, performance, concert, meeting, conference, or other happening. "Out-of-Market" means outside of Santa Rosa, Okaloosa, and Walton counties. Attachment: I. j. TDD Manual (4780 : TDD Manual Update (Charlotte Dunworth)) I.200. AUTHORIZATION The TDD will set aside a portion of the overall annual budget as a budgeted line item to fund local event marketing applications approved as part of the County’s annual budget process. I.300. FUNDING GUIDELINES 1) Requirements for Local Event Funding a. The Event must be open to the public. b. The Event must have as one of its main purposes the attraction of overnight visitors to the sub- county taxing district. Tracking of lodging room nights is required (e.g. lodging report, registration roster, visitor surveys, ticket sales). 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. c. Advertising and marketing must occur out-of-market (i.e. outside of Santa Rosa, Okaloosa, and Walton counties) to ensure the funds will be used to attract overnight visitors to the sub- county taxing district. d. The Okaloosa County TDD’s “Emerald Coast” logo and/or web link, shown below and provided in electronic format at the time of funding status notification and also available upon request, must appear in Event marketing materials (printed, audio, broadcast, online) and may not be altered in any way. Radio advertisements may include the tag line “Sponsored in part by the Emerald Coast Convention and Visitors Bureau” in lieu of mentioning the web address. or www.emeraldcoastfl.com e. Funding recipients shall work with TDD staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, social media, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photography and video. f. An event receiving Local Event Marketing Funding may not receive any other financial assistance from the TDD during the same fiscal year. 19 of 34 TDC 09-24-2015 BCC xx-xx-2015 Packet Pg. 119