NORTH WALTON COUNTY EVENT MARKETING GRANT

TDC Guidelines and Application

PART I - INSTRUCTIONS AND DEFINITIONS

PURPOSE:

This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. The Walton County Tourist Development Council (TDC) will be accepting applications from organizations that sponsor and promote activities in North Walton County. North Walton is defined as all areas north of the Intercostal Waterway including DeFuniak Springs, Freeport and Paxton.

TIMETABLE FOR REVIEW:

The Walton County TDC will have applications availablefor download on visitsouthwalton.org. The TDC will advertise the application period beginning January 29, 2015in the DeFuniak Springs Herald forbusinesses and organizations who have expressed an interest in receiving funds for the upcoming Fiscal Year Oct. 1, 2015-Sept. 30, 2016. Eventsmust meet the guidelines and criteria outlined in this document.

APPLICATION AND EVALUATION PROCEDURE:

Eleven (11) hard copies and a digital copy of the completed application must be delivered no later than 3 PM April 2, 2015to the TDC located at 25777 US Hwy 331. S. Santa Rosa Beach, FL32459.

Specific inquiries regarding event marketing grants and/or the guidelines outlined here should be directed to Carley McMillian at or (850) 622-7814.

Please read the overall guidelines carefully and call the TDCoffice with any questions. Incomplete or incorrect applications will be returned.

The North Walton County Event Advisory Committee will rank all the applicationsand determine if they meet the established criteria for funding. Once that process is complete, a panel of experts chosen by the Walton County TDC Executive Directoror designee will review all ranked applications to determine funding recommendations to be given to the TDC and subsequently to the Walton County Board of County Commissioners. Only those requests that will have a substantial economic impact on the County from residents and visitors will be considered further.

The TDC Council will vote on each qualifying applicant and make their recommendations for funding to the Walton County Board of County Commissioners (BCC). Funding decisions made by the BCCare final and approved on June 23, 2015. All applicants will receive notice of sponsorship on June 24, 2015.

All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida and subject to Chapter 119, Florida Statutes.

OVERALL GUIDELINES

Applications must conform to the guidelines specified by the TDC. Applications that do not conform to these guidelines will not be considered for funding. Upon review by the North Walton County Event Advisory Committeeand approval by the TDCCouncil, recommendations will be made to the BCC. The funding limits are subject to final approval by the BCC.

Funding is available for major events staged in North Walton County that attract large numbers ofvendors, participants, residents, and potential overnight visitors from outside the county. Examplesinclude festivals (art, food, film),sporting events, concerts, eco-tourism,educational, etc.

All events are subject to the Walton County permitting process. To begin the process an event will need to contact The Walton County Planning and Zoning Department at (850) 267-1955. This process can take more than 45 days to acquire all necessary permits. Proof of permit submission is required to be submitted to Walton County TDC as part of the application process.

ELIGIBLE ORGANIZATIONS:

Not-For-Profit Organizations under section 501 of the Internal Revenue Code (a copy of the IRS determination letter provided by the applicant confirms federal tax-exempt status) and For-Profit Organizations are eligible for funding. Organizations must have significant county ties, established primarily to produce cultural programs, festivals, or special events, utilizing private sector community financial support and volunteers as well as paid staff to carry out the objectives of the organization.

GUIDELINES:

1. Event / project must take place in North Walton County.

  • It is the responsibility of any event awarded grant money to notify any additional sponsors you are working with to ensure the event is always listed as a Walton County event.This includes all promotional efforts made by additional event sponsors on behalf of the event; including but not limited to: press releases, printed pieces for distribution (posters, flyers, handouts), website presence and any place the event is advertised. Inability to demonstrate notifications to all participating sponsors could result in loss of funding.

2. Applicant must make project accessible to the public and to disabled persons.

3. Applicant must submit most recent preliminary final/attendance and final reports if you have received a grant in the past from WaltonCounty. (Form is included in the application.)

4. Those applying for a grant as a One Day event must match the amount requested on a dollar-for-dollar basis, showing revenue specifically contributed for the project (50% of this match may be in-kind contributions, accompanied by a list of fair and reasonable market value).

5. Applications failing to meet the submission deadline will not be considered.

6. Multiple events by the same sponsorrequire separate and distinct applications with separate summaries and budgets.

7. Advertising and promotion is encouraged to take place in areas outside of Walton County. This is to ensure that funds will be used to attract visitors who reside out of WaltonCounty and who may stay at least one night in local lodging.

8. Invoice must be made to Walton County TDC along with appropriate tear sheets or promotion items. No funds will be forwarded in anticipation of the receipt of an invoice.

9. A complete detailed project budget must be submitted that includes all projected expenses.

10. The complete detailed project budget must include all projected revenues.

11. All information should be submitted on 8 ½ x 11” white paper.

12. A certificate of liability insurance, naming WaltonCounty as an additional insured, is required before any reimbursements can be released.

13. All application questions must be answered for application to be considered.

14. Application will not be accepted if handwritten.

15. Applicants should be aware that the Walton County TDC staff may also survey the event attendees to confirm the data collected by the event organizers.

REQUIRED

All collateral material and advertisements must list Visit South Waltonas one of the event sponsors. The South Walton logo must appear on all marketing materials, the event website (with link), programs and any newsletters or email notifications sent promoting the event. Any printed materials and/or promotional items with the South Walton logo must be proofed and approved by the TDCprior to printingto ensure correct and appropriate usage of the Visit South Walton trademark logo. Please factor this into your planning schedule. All itemsmust follow all brand standard guidelines for correct color treatment and placement or will not be approved for reimbursement.Mulit-Day events will be required to participate in a post-event planning meeting within ten days of the event. This meeting will include representatives of all major stakeholders.

AUTHORIZED USES OF FUNDS:

The following are examples of how Tourist Development Funds may be used to promote eventsfor the North Walton County area:

  1. Advertising and promotional expenses in media to increase participation in the event. Examples are: printing and distribution of promotional pieces prior to the event including creative design, printing, copying, ad placement cost, and distribution of direct mail. A limit of $1,000 for event apparel or souvenirs, such as a branded t-shirt, exists for all events. Items purchased with marketing grants, such as t-shirts are not permitted for commercial resale. Examples are listed below.
  2. Traditional print placement in publications with circulation in core and emerging markets and outside of Walton County.
  3. Digital placements on websites without a primary in-market focus and a predominant market reach in core and emerging markets and outside Walton County.
  4. Billboards in core and emerging markets and outside Walton County.
  5. Direct Mail pieces distributed in core and emerging markets and outside Walton County. The same piece may then be used for a secondary purpose at the event itself for brand awareness, but only if it promotes South Walton for repeat visitation.
  6. Eblasts in core and emerging markets and outside Walton County.
  1. Creating an internet website promoting the event linked to visitsouthwalton.com website to increase participation, attendance and awareness of the event and generate overnight lodging.
  2. Only hard costs associated with the website, such as URL purchase and hosting will be considered for reimbursement. Creative service hours submitted through a third party vendor are not reimbursable.

UNAUTHORIZED USE OF FUNDS:

The following are examples of how Tourist Development Funds may NOT be used:

  1. Prize money, scholarships, awards, plaques, or certificates.
  2. Travel expenses.
  3. Projects restricted to private or exclusive participation.
  4. Any alcoholic beverages of any kind.
  5. Private entertainment, food, beverages (alcoholic and non-alcoholic) and lodging.
  6. Consulting services such as legal, medical, engineering, accounting, auditing, planning, marketing, feasibility studies, public relations, etc.
  7. Salaries or supplements to salaries for existing or future staff, or employment of personnel directly or indirectly related to the project or event.
  8. Real property or capital improvements, new construction, renovation or restoration to facilities.
  9. Tangible personal property including but not limited to office furnishings or equipment, permanent collections, or individual pieces of art.
  10. Interest on or reduction of deficits and loans.
  11. Expenses incurred or obligated prior to or after the project period.
  12. Advertising and promotional materials distributed at the event site or after the event that market only the event itself. (Funds can be used for marketing of destination.)
  13. Payments for services or goods purchased for previous or other events.
  14. Any portion of the event that occurs outside of North Walton County (excluding institutional advertising).

FUNDING CATEGORY GUIDELINES

Multi-Day Event: (up to $10,000 per event)

Must show budget allocations, business plan and a detailed marketing plan

  • Large multi-day events, twoor more days
  • Preferably in multiple venues
  • Generates awareness outside of the local market to attract visitors outside of North Walton County
  • Secures sponsors throughout the community
  • Can quantify success through ticket sales, retail sales and press coverage may also boost potential for funding

Single DayEvents: (up to $5,000 per event)

  • Enhances the resident and visitorexperience
  • Must be able to generate awareness out of the local market
  • Events that showcase attributes of Walton County
  • Arts Community
  • Eco-tourism Community
  • Educational
  • Culture / Heritage/Culinary Community
  • Provides exceptional opportunity for regional or national exposure supporting the Visit South Walton brand story

CRITERIA FOR EVALUATION OF APPLICATIONS

Applications will be scored in five (5) categories with a maximum score of one hundred (100) points per applicant. If you are applying for more than one event, a separate application and distinct separate budget are required.

I. COMMITMENT TO THE EXPANSION OF SHOULDER SEASON* TOURISM IN WALTON COUNTY-Maximum 20 Points.

Evidence that the project: serves to attract out-of-county visitors generating potential overnight hotel/cottage/campground rentals; offers multi-day or multi-venue activities; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commitment to develop other funding sources in subsequent years.

The event will receive the following points based on the month in which it is held:

January – 20 points February – 20 points March – 15 points April – 10 points May – 15 points June – 0 points July – 0 points August– 0 points September – 15 points October – 10 points November – 20 points December – 20 points

II. OUT-OF-COUNTY PROMOTION- Maximum 25 Points

The proposed out-of-County advertising is well thought out and detailed to show the potential broad awareness of the event in out-of-market media. Consideration will be given to advertising in media outlets predominately distributed in South Walton (examples include but not limited to The Walton Sun, Beachcomber and The Beach Breeze). Applicants submitting an application for a Multi-Day event must include a detailed marketing plan. Multi-Day applications submitted without a marketing plan, may be disqualified.

III. SOUNDNESS OF PROPOSED PROJECT/ STABILITY AND MANAGEMENT CAPACITY - Maximum 20 Points.

The extent to which the project has clearly identified objectives, assigned responsibilities and accountability, realistic timetable for implementation and additional funding sources available that will be utilized to accomplish its stated objectives. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. History of report submission and cooperation with previous agreements will also be taken into consideration.

The organization has a successful history of service in and to WaltonCounty. The organization has the ability to prepare and deliver the necessary progress reports to the Walton County TDC in the correct time frame.

IV. ATTENDANCE-Maximum 25 points

Demonstrates the ability to successfully market the event to residents and visitors and can successfully quantify the event has an impact on Walton County. A reoccurring event will be evaluated on previous years attendance and size of the event.

V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT -Maximum 10 Points

Extent to which the activity provides a program for Walton County residents and visitors, which is of significant merit and that, without such assistance, would not take place in the County.

VI.BONUS POINTS-Maximum 10 points

In addition to the criteria listed above, up to 10 bonus points may be earned for any value-added opportunities offered to the TDC. This might include the South Walton brand message in printed materials, tent/booth space, access to mailing lists, supplying greeters, conducting surveys of your event-goers, etc.

PROCEDURES FOR DRAW OF FUNDS

A Request for Funds Form must be completed and submitted to the Lead Sales Coordinator for final payment within 45 days of the close of the event. All payments are on a reimbursement basis only and will be made after proof of paid invoices are presented, following the event. If the payout window is missed, please note that no payments will be processed after the end of the fiscal year. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Organizations receiving funding should take into consideration that it will take a minimum of 30 days for the County to process a check. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds.

Funding Administration: No funding may be reimbursed until the Walton County TDC approves the funding. A Memorandum of Understanding created between Walton County TDC and the Event will stipulate all terms which must be complied by prior to any payment remittance, except in cases where the TDC/County is unable to make payment due to any event, occurrence, or other act, i.e., Acts of God, war, riot, insurrection, natural disaster, and other similar catastrophic events not attributable to either party hereto.

Authorized Agent: Organizations receiving funding shall designate anAuthorized Agent. That individual shall be responsible for maintaining the official file with application, correspondence, funding, narrative progress reports, request for funds / reimbursements, invoices and sample of promotional materials used. The organization’s Authorized Agent will insure that all elements of the funding application are followed, that narrative progress reports are submitted in a timely manner, that requests for funds are accurate and appropriate attachments are included, and that the event funding is closed out efficiently with the necessary reports and financials submitted. It is the Authorized Agent’s responsibility to see that any applicable Federal, State or County laws and policies are followed.

STATUS REPORTS:

Interim Status Report: A detailed interim status report will be required sixty (60) days prior to the event. This report will identify at what point you are with the planning of the event.

Final Status Report: A detailed final status report is due within sixty (60) days of the close of the event. No reimbursements of any kind will be made after September 30, 2016. If the event is conducted in September an exception of 30 days beyond September 30, 2016 is granted.

PART II – APPLICATION, VERIFICATION AND BUDGET

WALTON COUNTYTDC

NORTH WALTON EVENT MARKETING GRANT APPLICATION

October 1, 2015 - September 30, 2016

1. NAME OF EVENT/PROJECT: ______

2. DATE OF EVENT/PROJECT: ______

3. LOCATION OF EVENT/PROJECT (address and/or specific location where event/project will take place):

Address ______

City ______

State Zip ______

4. NAME OF APPLICANT/HOST ORGANIZATION:

Legal Name ______

Address ______

City ______

State Zip ______

5. CONTACT PERSON/TITLE:

Name ______

Title ______

Telephone No. (_____) ______Fax No. (_____) ______

E-mail ______

6. TYPE OF ORGANIZATION - IRS STATUS (TAX ID NO.)

If applicable, attach Articles of Incorporation, Bylaws.

FID NO. ______

7. DESCRIPTION OF EVENT/PROJECT.

______

8. ANTICIPATED NUMBER OF LOCAL EVENT ATTENDEES: ______

9. ANTICIPATED NUMBER OF OUT-OF-TOWN, OVERNIGHT ATTENDEES (include vendors staying overnight in this number): ______

10. ANTICIPATED NUMBER OF EVENT VENDORS: ______

11. LIABILITY/MEDICAL INSURANCE? No Yes Carrier ______