Okaloosa County BOCC — April 27, 2013 — O&P Manual with Appendix Forms (3-19) — reading text

stimulation outreach efforts. Such efforts include, but are not limited to, social media development and interaction, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photograph and video. 6) Funding Parameters: a) Funding for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets shall be determined based upon the completed Application form as follows: • Up to $10 per historically documented or anticipated room night with a maximum amount of $20,000 per Event. b) Funding for Vendor-Contracted Host Fees shall not exceed $20,000 per Event. 7) Funding Expense Reimbursement Form: Funding recipients shall submit a Funding Expense Reimbursement Form to the Tourist Development Department Director to seek reimbursement for the item(s) approved in their Special Event and Sponsorship Funding Application. 8) Final Evaluation Report: Funding recipients must submit a Special Event and Sponsorship Post-Event Report, a copy of which is attached hereto. The Post-Event Report shall be submitted to the Tourist Development Department Director no later than thirty (30) days after the date of the Event(s). 24 F.400 PROCEDURE Special Event and Sponsorship Funding Application forms are available by contacting the Tourist Development Department. The number and extent of awards will be dependent upon the availability of designated funds from year to year. The following procedures shall apply to Special Event/Sponsorship funding requests: 1) Requests for funding shall be made to the Director or his designated agent on the approved application form. All applicants requesting Special Event/Sponsorship funding shall submit a completed application form to the Director at least sixty (60) days in advance of the anticipated Event date. The Director or designated agent will review the application form to ensure compliance with all applicable requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 2) The history and experience of the applicant and/or the organization is extremely important when considering the award of any funds as well as the soundness and potential of the proposed or existing Event to drive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 3) If an applicant is granted an award, the applicant shall acknowledge in writing the terms and conditions applicable to receiving such funding. 4) Invoices for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets may be submitted for payment to the Tourist Development Department Director after completion of specific activities detailed in the approved application. Invoices shall be accompanied by a Special Event and Sponsorship Expense Reimbursement Form, a copy of which is attached hereto. 25  Special Event and Sponsorship Funding Application BUSINESS/ORGANIZATION SUBMITTING APPLICATION: Business/Organization Name: Contact Person: Title: Phone: Alt Phone: Contact Email: Fax: Web Address: Street Address: City/ST/Zip: FESTIVAL, EVENT, MEETING OR CONVENTION (“EVENT”) INFORMATION: Event Name: Event Description: Event Dates – From: To: Event Location (include all locations in Okaloosa County where events will occur): Have locations been secured? YES NO If not, when will location be confirmed? Amount of Funding Requested: $ ______________________________________________________________________ Has your business/organization received Special Event or Sponsorship Funding from Okaloosa County in the past? ____ If YES, what was the amount and when was it received? ___________________________________________________ How many times have you received funding from Okaloosa County? __________________________________________ Explain the resources/support/history you have in place to ensure that this event will successfully attract visitors to the Emerald Coast. * If additional space is required, attach separate sheets as needed. 26 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) 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 Additional Authorized Expenses listed on any attached form: TOTAL: 27 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. Describe the audience that this event will attract – i.e. families, professionals, youth, etc. plus other demographic information as available. * 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. PROJECTED ECONOMIC IMPACTS TO OKALOOSA COUNTY: Please list the event’s lodging and non-lodging partners: Lodging Partners Non-Lodging Partners How do event participants make reservations at Okaloosa County lodging facilities? ____________________________________________________________________________________ ____________________________________________________________________________________ 28 How do you obtain follow-up information about room nights actually booked for your event from lodging partners? ____________________________________________________________________________________ ____________________________________________________________________________________ Approximately, how many out-of-town visitors will come to this event? 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? ________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) ____________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I 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. I 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. I have completed this application fully and accurately. I understand that all information submitted will be used to determine funding eligibility and I have not misrepresented any information contained herein. Signature of Applicant Date of Application Printed Name of Applicant OFFICIAL USE ONLY APPROVED BY: ______________________________________ DATE: ____________________ TITLE: ______________________________________ AMOUNT AWARDED: _______ 29 30  Special Event and Sponsorship Expense Reimbursement Request To receive Special Event and Sponsorship Funding reimbursement, please submit the following: 1. Invoice(s) from your organization to Okaloosa County Tourist Development Department for payment of authorized expenditures as described on page 2 of the Funding Application. 2. Substantiating backup per activity or copy of proof of payments such as cleared check record showing front and back of checks, or detailed credit card receipts. For all media buys please provide tear sheets, copies of advertisements, schedules and signed station affidavits. 3. Copies of marketing, advertising and communications materials and/or websites showing Okaloosa County Tourist Development Department logo and links. Festival, Event, Meeting or Convention (“Event”) Information Event Name: Event Description: Event Dates – From: To: Event Location (include all locations in Okaloosa County where events occurred): Contact Person: Title: Phone: Alt Phone: Contact Email: Awarded Amount: $ Make Check Payable To: (Please Note – Organization must be same organization that applied for funding) Tax I.D. or Social Security Number: EXPENSES TO BE REIMBURSED 31 Itemized expenses to be reimbursed by the Special Event and Sponsorship funds must be allowable as detailed on page 2 of the Funding Application. Invoices must be for approved expenses only with backup included. EXPENSE ITEM AMOUNT Total: $ _____________ I certify that the above information is true and accurate to the best of my knowledge. Signature