Sports Commission Grant Program Guidelines

Sports Commission Grant Program Guidelines The Ocala/Marion County Sports Commission (OMCSC), a division of the Ocala/Marion County Visitors and Convention Bureau (OMCVCB), leads and supports the tourism industry in Marion County by providing the highest quality and most innovative marketing programs and promotions to ensure the continued growth of tourism and travel from visitors around the world. The OMCSC s objective is to position Marion County as a must-experience sports destination in Florida through quality events and initiatives. The OMCVCB recognizes sports as a major contributor to the overall tourism economy. In order to develop this business, the OMCVCB has put in place a Grant Program for events seeking funding. The Marion County Tourist Development Council (TDC) was created pursuant to Marion County Resolution 04-R-44 and operates in accordance with Florida State Statute 125.0104. The TDC administers funds collected from a tourist development tax on occupied transient lodging sales, i.e. hotels/motels, campgrounds and other short term rental properties. The funds are designated to promote Ocala/Marion County as a preferred visitor destination. All requests for funds must be reviewed and approved by OMCVCB Staff, TDC Marketing Committee (if during their review cycle) and the Tourist Development Council (TDC). Once a funding amount has been allocated, funds will not be disbursed until after the event has been completed and a post-event economic impact report has been produced. Each application will be evaluated against established criteria and historic precedent. The number and extent of these grants will be dependent upon the availability of designated funds and specific allocations. Ideally, the funds allocated by the TDC will eventually be returned through an increase in transient lodging sales and the tourist development tax generated from those sales. The intent of the Sports Commission Grant Program is to provide funding assistance for events that attract overnight visitors to Marion County impacting the commercial lodging industry, hotels/motels, campgrounds, condominiums as well as restaurants, retail establishments and other businesses. 1

To facilitate this funding, the following criteria has been established: I. STATEMENT OF POLICIES A. Grant funds are intended to supplement the sponsoring organization's budget. B. Funding is not intended to support administrative costs or non-public events. Funding is intended to support marketing and promotional efforts, venue/site rentals and costs associated with visiting artists and/or exhibits (see eligible and ineligible use of funds list). The Marion County Visitors and Convention Bureau/Marion County Board of County Commissioners logo block must appear prominently in all advertising and publicity (written or electronic) for the event. C. Hotels secured for the event must be located within Marion County. D. Funding shall be provided as reimbursement for approved actual expenditures upon completion of the event. Proof of payment must be provided. Proof of payment may be submitted in the form of a vendor receipt and a front & back copy of cleared check or credit card receipt. Cash receipts can be accepted for reimbursements; however, grant recipient is strongly encouraged to use a check or credit card. If a check is used, a copy of both the front and back of canceled check must be provided. Written confirmation from vendor that expenditure has been paid in full is necessary if only a copy of the front of the cleared check is provided. Written confirmation from vendor will be necessary if cash was accepted as payment. E. To be eligible for payment, a completed Post-Event Report must be submitted. The report must include tracking statistics regarding out-of-town visitors and their overall impact on the local economy, particularly on transient lodging facilities and occupancy. Failure to submit a complete Post-Event Report will result in disqualification for support. F. Grant recipients must complete the written final report which will include documentation of the actual room nights generated with a comparison to the estimated room nights generated used as a basis for the original grant award. Grant recipients must provide the written report not more than 60 days after the event. G. Any funds granted will be subject to audit by the Marion County Clerk of the Court Internal Auditor. H. To qualify for reimbursement, proof of liability/medical insurance must be provided by the host organization. I. The TDC may choose to lend assistance or administer grant funds approved in the form of advertising, public relations, promotions or research programs through its respective agency of record on behalf of the applicant. J. Recognition of the Ocala/Marion County VCB must be included where appropriate on all printed material and the organization s web site and referred to in public relations activities. A camera-ready logo will be provided. All printed materials with the logo block must be presented with the Post Event Report. K. Upon approval of grant funds, the applicant must provide 20 tickets/wristbands/passes to event for attendance by TDC, Marketing Committee, OCMCVCB Staff and/or Marion County BCC. L. All applicants must meet with a representative of the Visitors & Convention Bureau (via phone or in person) prior to submitting an application. a. Please contact (352) 438-2800 for an application and/or to set an appointment Application Deadline and Guidelines Grant applications will be reviewed as outlined in the schedule included in this document. Applications are due no later than the deadlines listed within. If the deadline falls on a weekend/holiday, then the applications are due the last business day prior to the posted deadline. One application will be accepted per event. The 2

application must be completely filled out. Not Applicable or N/A should be marked if needed. In the event that a Sports Commission Grant application is received outside of the designated submission dates and grant funds are still available in the budget, the Tourist Development Council may elect to consider the request following a super majority vote (majority plus one) of the Council. The requirements otherwise set forth will not be changed, unless approved by the TDC. Submittal & Meeting Schedule Sports Commission Grants The OCMCVCB Staff, Marketing Committee and TDC will review funding for Sports Commission Grants as outlined below: Submittal Deadline Marketing Committee Meeting Date TDC Meeting Date September 1, 2014 October 8, 2014 November 13, 2014 The application must be submitted by the posted application deadline for the upcoming meeting. Applications will be date stamped and added to the agenda in the order that they are received. Reimbursement/Accountability Within 60 days after the completion of the event, the organization must submit: Post Event Report, copy of collateral displaying approved logo block Invoice for grant funds (addressed to Ocala Marion/County Visitors and Convention Bureau) and W-9 tax form. ALL completed Economic Impact Surveys (Visitor Questionnaires) Reimbursement Request Form(s) - All supporting reimbursement documentation If original award amount must be prorated due to shortage of room nights, an updated invoice will be requested with the new award amount. The OMCVCB will conduct audits to promote accuracy of attendance and room nights reported in Post Event Report. Natural disasters and other incidents that may affect the impact generated by the event will be considered on a case-by-case basis by OMCVCB Staff. Not more than 60 days after the event, the planner must schedule a post event wrap up meeting with the Ocala/Marion VCB staff to deliver final post event report. Incomplete reports will not be considered. A request for an extension of this deadline will require specific additional action on the part of the Tourist Development Council. 3

III. FUNDING ELIGIBILITY The following summarizes eligible and ineligible use of Tourist Development Council funding. Eligible Use of Funds: 1. Pre-Event Marketing Outside of Marion County (paid only, no reimbursement for value in kind): a. Print b. Radio c. Online Media d. Television Advertisements e. Outdoor Signage/Banners f. Poster/Flyers/Brochures g. Artwork/Graphic Design h. Media Events i. Direct Mail j. Event Banners k. Printing Collateral 2. Awards to Participants non-monetary (must be approved by OMCVCB in advance) 3. Facility Rental 4. Security (Police, Sheriff Deputies, Ushers, Marshalls) 5. Rights Fees to Sanctioning Bodies 6. Maintenance, Janitorial and Other Clean-Up 7. Officials Fees and Housing 8. Timing and Scoring Equipment, Supplies and Fees 9. Rental Items: Tents, Toilets, Barricades, etc. 10. Sports Specific Equipment (Purchase or Rental) 11. Volunteer and Officials Incentives 12. Medical and Athletic Training Fees and Supplies 13. Transportation Costs Fees for Contract Labor 14. Production and technical expenses 15. Other expenditures consistent with Florida Statutes and TDC objectives may be considered Ineligible Use of Funds: Event funds MAY NOT be used for: 1. Annual operating expenditures, to include property taxes. 2. Professional legal, medical, engineering, accounting, auditing, consultant or tax service. 3. Real property (renovation or remodeling) 4. Interest or reduction of deficits or loans 5. Prize money and/or scholarships 6. Receptions/social functions (other than those designed for pre-event media promotional purposes) 7. Sales tax 8. Website design not specific to the event 9. Ongoing or annual facility maintenance 10. Docents and/or employee wages 11. Debts incurred prior to the grant 12. Alcohol or tobacco 13. Programs which solicit advertising (will reimburse amount of ad that OMCVCB received) 14. Permanent equipment purchases 15. Other expenditures not consistent with Florida Statutes or TDC objectives IV. RATING CRITERIA AND PROCESS Each grant application will be reviewed by staff to ensure that all required materials have been 4

supplied. Failure to supply all the required materials will result in disqualification. Following staff review, the applications will be turned over to the Marketing Committee and the Tourist Development Council for consideration. The committee will score each application on the scale below: Score Notes Proposal has potential or previously proven ability to generate visitation to Marion County that includes overnight stays in Marion County lodging Proposal contributes to overall appeal of Marion County as preferred visitor destination Proposal explains domestic marketing initiatives. This could include strategies for attracting visitors from Florida and the Southeast Marketing plan is well-defined Marketing plan seems realistic Event coincides with non-peak or shoulder seasons Event supports organization s mission Budget seems realistic Funds requested meet grant criteria of allowable expenses Proposal includes event goals & objectives Proposal includes method for documenting and evaluating outcome of event Proposal includes documentation plan for overnight hotel stays 25 points 25 points Total Possible Points: 50 5

The committee will review each event application and determine the final grant amounts based on the following criteria: 1. The potential of an event to bring overnight visitors to Marion County. 2. Events scheduled during non-peak or shoulder seasons will be a priority (May-December). 3. The estimated number of out-of-town visitors and their length of stay. 4. The history of the event including previous grant support and potential for growth. 5. The amount of potential media exposure to Ocala/Marion County. 6. The submitted detailed plan for marketing and promotion. 7. The submitted detailed budget with realistic expectations. Applicant should show a need for funding. 8. The intended use of funds must fall within scope of the sports event program as stated in policies. 9. The DMAI Economic Impact Calculator report for the proposed event. V. GRANT REQUEST FUNDING LEVELS The following table reflects the level of funding possible based on the event s estimated number of room nights. There is a maximum funding level of $10,000. The estimated number of room nights does not guarantee the level of funding at which the event may be approved. The final funding recommendation will be based on the committee s discretion and available funding levels. As an example, if the committee believes the event has overstated the potential room nights, the committee has the right to place the application in a lower funding category. Please note: The OCMVCB and TDC will endeavor to grow the events with which funding is associated, but in most cases do not seek to become a perpetual funding source. Anything that is outside of the parameters set forth will be handled on a case-by-case basis. ***Any request greater than $10,000 will be brought to the TDC for consideration. In order to be considered the TDC must vote with a super majority (majority plus one) to entertain the request and discuss awarding funding. Estimated Room Nights Room Night Funding Range 500 and over $4,500 + 200 to 499 $2,400 - $4,499 100 to 199 $1,201 - $2,399 Less than 100 $0 - $1,200 6

VIII. VISITOR TRACKING In order to assess the impact of each event on the Ocala/Marion County transient lodging industry, the TDC wants to emphasize the importance of tracking the number of overnight visitors attending the event. Should your event use a registration procedure, we encourage you to utilize the attached Revenue and Room Night Certification Form (page 8), as well as the Room Night Questionnaire (pages 11-13) to gather the requested information. Each participant/group should sign his or her name, hotel in which they are residing, number of rooms secured, number of days, and the number of guests staying in each room. However, room block reports from hotels are the preferred method of reporting room data. This information will be used to help track the number of visitors attending each event. Furthermore, the information can be used to determine the growth of a particular event. Subsequently, the growth of an event can impact the funding level of the grant awarded to the organization. For the purpose of calculating creditable overnight stays, only rooms subject to Tourist Development Tax shall be included, i.e., rooms exempt from payment of tax or provided on a complimentary (free of charge) basis shall be excluded from the calculation. Grant recipients must distribute Economic Impact Surveys (Visitors Questionnaires) provided by the Tourist Development Council to event participants and submit a completed Final Survey Report as part of the final reporting of the event. Following the event, the VCB reserves the right to conduct a post-audit of information presented on the Post- Event Report (page 14-15). All lodging accommodations listed will be contacted to confirm the number of room nights generated for the event. PLEASE NOTE THAT ANY MISLEADING OR FALSE INFORMATION PRESENTED CAN AND WILL ADVERSELY AFFECT FUTURE GRANT AWARDS. Not tracking your event rooms and/or visitors could void your post event funding. IX. CONCLUSION Applicants are asked not to contact members of the TDC or Marketing Committee. They may make contact with OMCVCB staff to address any concerns or deliver updates. Additionally, the event director, fiscal administrator or other contact person may be called upon by any one of these groups or their staff at any time during the review process. Please submit the original plus fifteen (15) copies of the attached application (pages 17-21), as well as any other pages requiring signature, in accordance with the previously provided schedule. Ocala/Marion County Sports Commission Grant Program c/o Ocala Marion County Visitors and Convention Bureau 112 North Magnolia Ave Ocala, FL 34475 Failure to meet the deadlines set forth in document will result in disqualification. For questions or additional information, please contact: (352) 438-2800 7

GRANT RECEPIENT REVENUE & ROOM NIGHT CERTIFICATION FORM Attention: General Manager and/or Director of Sales Our event,, was awarded a Tourism Grant through the Marion County Visitors & Convention Bureau to help in the advancement of bringing additional economic impact through tourism into our community. The purpose of this form is to certify the number of hotel/motel room nights in Marion County that were attributable to this event. Hotel/Location: GROUP NAME EVENT NAME EVENT DATES DATE PAID ROOM NIGHTS COMP D ROOM NIGHTS TRACKED ROOM NIGHTS Contact Person: Telephone: If you know that additional rooms were used but NOT formally tracked, please use the line below to estimate what those additional room nights were: Hotel Representative Signature: I certify the organization/event listed above consumed the reported room nights. Print Name: Title: Your cooperation in completing this form is greatly appreciated. For additional information please contact Ashley Dobbs, Ocala/Marion County Visitors & Convention Bureau at (352) 438-2806. Event Name: Organization: Address: City: Zip: Contact Person: Title: Phone: Cell: E-Mail: Disclaimer: The Ocala Marion VCB and Tourist Development Council reserve the right to unilaterally reduce the maximum amount of any grant awarded should the grantee s room night guarantee not be satisfied or documented with this Room Night & Revenue Certification Form. This form must be completed and returned before any payment is received. 8

ACKNOWLEDGEMENT OF APPLICATION REQUIREMENTS I, the Applicant or Authorized Agent of the organization requesting TDC funds have reviewed this Application for funds from the Marion County Tourist Development Council and concur with the information submitted herein. To the best of my knowledge and belief, the information contained in this Application and its attachments is accurate and complete. If funds are awarded, I agree to follow all guidelines as provided in the Marion County Tourist Grant Guidelines. Authorized Agent Signature Date Print Name: Title: I, the Applicant or Authorized Agent of the organization requesting TDC funds, acknowledge that I have reviewed and understand the advertising requirements for overnight stay special event grants. Additionally, I understand that failure to comply with these advertising requirements will result in relinquishment of the special event grant funding. Authorized Agent Signature Date Print Name: Title: I also understand that grant funds will only be awarded after completion of a Final Status Report and verification of room nights. Should the verifiable room nights be in a range less than the grant awarded, the grant will be reduced to the appropriate grant range. Authorized Agent Signature Date Print Name: Title: 9

APPLICATION CHECKLIST Please Provide the Following: Event description (detailed) Event name Event dates Amount requested Event budget Intended use of out of county direct advertising funds Target audience How will Marion County benefit from the project How many verifiable hotel stays do you project this event will bring to the county Have blocks of rooms been reserved at a lodging facility (provide location and number) Are local attractions being included in the itinerary for this event (i.e. Visit a local museum, visit a naturebased activity, visit a local historical/cultural location, other) What are the other sources of funding that your organization can provide to match the funds requested by the Tourist Development Council How much gross income is intended to be collected from this event List past TDC funding, if applicable (year, event, requested amount, awarded amount, spent amount) Provide all additional contributors, sponsors and sources of funding for this event (if not applicable, please explain) How does the event serve to attract out of county visitors generating hotel/motel/resort/rv/campground rentals How will the event be marketed to the fullest extent possible in an effective and efficient manner How will you demonstrate a willingness to work with the tourism industry Please provide evidence as to how the event will be self-funded in subsequent years Clearly identify the event s objectives What is the timetable for implementation of the event How do you intend to accomplish your slated objectives You must show the proven record or demonstrated capabilities of the organization to develop resources, effectively plan, organize and implement the proposed event Documentation that the organization has a successful history of service in and to Marion County Confirmation of organization representative and proof that the organization approved the application for special event grant funds The completed special event application form must include documentation of the extent to which the event provides a program for Marion County visitors and its residents which is of significant merit and that, without such assistance, would not take place in the County. 10

SAMPLE - Economic Impact Survey (Visitor Questionnaire) EVENT NAME: EVENT DATE: 1. What is your zip code? 2. What was the PRIMARY reason for making this trip to Marion County? a-special Event b-vacation/ Leisure c-visit Friends/Relatives d-business/ Convention e-other 3. How did you travel to Marion County? a-car/ Van b-plane c-bus d-other 4. How many nights do you plan to stay in Marion County? # Nights Day Trip Only 5. Where are you staying while in Marion County? a-hotel/motel b-vacation Rental/ Condo c-friends/ Relatives d-bed and Breakfast e-campground f-other Name of Accommodation: 6. In addition to this event, what activities did you or will you participate in while in the Marion County Area? (Circle all that apply) a-shopping b-evening Activities c-outdoor Recreation d-water e-attractions f-dining g-arts & Culture 7. Is this your first time visiting the Marion County area? Yes _No 8. How did you hear about Marion County? a-event Advertisement b-friends/family c-other (TV, Radio, Magazine): 9. Would you consider visiting the area again? Yes No OPTIONAL INFORMATION NAME ADDRESS CITY STATE ZIP 11

SAMPLE - Economic Impact Survey Summary Report Instructions: Enter the zip code for this summary report in line 1, and the total number of responses for the zip code in the appropriate locations below. Use this information to complete a Final Survey Report. EVENT NAME: EVENT DATE: 1. Summary report for Zip Code: 2. Total PRIMARY reason for making this trip to Marion County: 1. Special Event: 2. Vacation/Leisure 3.Visit Friends/Relatives 4. Business / Convention: 5. Other: 3. Total modes of travel to Marion County: 1. Car/ Van: 2. Plane: 3. Bus: 4. Other: 4. Total nights / day trips in Marion County: Nights: Day trip: 5. Total Accommodations in Marion County: 1. Hotel/Motel: 2. Vacation Rental / Condo: 3. Friends/Relatives: 4. Bed and Breakfast: 5. Campground: 6. Other: 6. Total other activities in Marion County: 1. Shopping: 2. Evening Activities: 3. Outdoor Recreation: 4. Water: 5. Attractions: 6. Dining Out: 7. Arts & Culture: 7. Total first time visits: Yes No 8. Total ways of hearing about Marion County: 1. Event Advertisement: 2. Friends/Family: 3. Other: (TV, Radio, Magazine, etc.) 9. Total repeat visitors to area: Yes No 12

SAMPLE Room Night Questionnaire Room Night Questionnaire Where are you traveling from, or are you local? How many people are traveling with you? If you are visiting, where are you staying? (please indicate "private housing" or name of hotel, or campground) How many nights are you staying in Ocala/Marion County? How many Guest rooms has your group reserved? 13

SAMPLE - Final Status Report Organization Name Report Date Event/Project Name Contact Person Title Address Phone Fax On an attached sheet, answer the following questions related to the event. 1. Is this a first time event? If not, how many times has this event taken place? 2. What hotels committed to special rates or packages for the event date? 3. What is the number of hotel rooms generated by this event? 4. What was the total attendance for the event? 5. What attractions or activities did guests participate in other than your event? 14

SAMPLE - Final Status Report - continued Organization Name Event/Project Name 6. What problems occurred, if any, during the event? 7. List all advertising, marketing and/or public relations associated with the event. 8. How can the event be improved or expanded? 9. What is the total expense of the event? 10. List all the vendors that have been paid, if not, what invoices are still outstanding and why? 11. How many people were surveyed? 12. Please provide copies of all advertising. 15

SAMPLE - Reimbursement Request Form Organization Name Event/Project Name Contact Person: Title Address Phone Fax Reimbursement request must be for qualified items related to the approved grant event. Each expense must include: 1) Paid invoice or cancelled check. 2) Tear sheet, printed sample, or the backup information to substantiate payment. Failure to submit request correctly will delay payment. Reimbursement must be submitted within 60 days following event. Expense Description Vendor Invoice Amount Reimbursement Amount Total to be reimbursed to Organization $ I agree that the above information is accurate based upon our records. The funds requested are for reimbursement from the awarded grant by the Tourist Development Council and are actual expenses related to the event. Authorized Agent Signature Date 16

2014 SPORTS COMMISSION GRANT APPLICATION REQUEST Organization: Address: City: Zip: Contact Person: Title: Phone: Cell: E-Mail: Event Name: Amount Requested: $ Date of Event: Event Location: Address: Has your organization applied for TDC funds in the past? yes no If yes, list all dates and amount of funds awarded: Event/Project Description: (attached document proposals will be accepted to support this section) Event Phone: Website: Admission Cost: Previous Year s Attendance: Anticipated Attendance for this Event/Project: Signature of Contact Person Date: 17

EVENT/PROJECT SCOPE OF WORK: (Attach additional pages if needed) Funds Requested $ 1. State the goals and objectives for the special event/project. 2. Describe how the use of Tourism event Funding will be used and monitored. 3. Describe the distribution plan for any promotional collateral, if applicable. 4. Describe how profits made, if any, from the event/project will be distributed. 5. How many room nights do you estimate will be generated from this event/project? (Explain how the number of room nights was calculated; i.e., 45 hotel rooms booked for 7 nights are equal to 315 room nights.) 6. Of the estimated room nights above, how many will be paid and how many will be complimentary room nights? 7. If you have selected a host hotel or entered into a contract for a block of rooms, name the hotel(s) as well as any other verifiable lodging; e.g., campgrounds and RV parks. 8. Other Information: (Optional) 18

Eligible Use of Funds: 1. Pre-Event Marketing Outside of Marion County (paid only, no reimbursement for value in kind): a. Print b. Radio c. Online Media d. Television Advertisements e. Outdoor Signage/Banners f. Poster/Flyers/Brochures g. Artwork/Graphic Design h. Media Events i. Direct Mail j. Event Banners k. Printing Collateral 2. Awards to Participants non-monetary (must be approved by OMCVCB in advance) 3. Facility Rental 4. Security (Police, Sheriff Deputies, Ushers, Marshalls) 5. Rights Fees to Sanctioning Bodies 6. Maintenance, Janitorial and Other Clean-Up 7. Officials Fees and Housing 8. Timing and Scoring Equipment, Supplies and Fees 9. Rental Items: Tents, Toilets, Barricades, etc. 10. Sports Specific Equipment (Purchase or Rental) 11. Volunteer and Officials Incentives 12. Medical and Athletic Training Fees and Supplies 13. Transportation Costs Fees for Contract Labor 14. Production and technical expenses 15. Other expenditures consistent with Florida Statutes and TDC objectives may be considered Ineligible Use of Funds: Event funds MAY NOT be used for: 1. Annual operating expenditures, to include property taxes. 2. Professional legal, medical, engineering, accounting, auditing, consultant or tax service. 3. Real property (renovation or remodeling) 4. Interest or reduction of deficits or loans 5. Prize money and/or scholarships 6. Receptions/social functions (other than those designed for pre-event media promotional purposes) 7. Sales tax 8. Website design not specific to the event 9. Ongoing or annual facility maintenance 10. Docents and/or employee wages 11. Debts incurred prior to the grant 12. Alcohol or tobacco 13. Programs which solicit advertising (will reimburse amount of ad that OMCVCB received) 14. Permanent equipment purchases 15. Other expenditures not consistent with Florida Statutes or TDC objectives 19

EVENT BUDGET OUTLINE: List Previous Year s Revenue & Expenses LIST ALL REVENUE Admissions Concessions Sponsorships Booth Space Advertising Revenue Sale of Promo Items TDC Grant Other: Total Revenue $ $ LIST ALL EXPENSES Administrative Advertising/Promotions Printing Promotional Items Concessions Awards Travel Talent Other: List Present Year s Projected Revenues & Expenses Total Expenses NET PROFIT/LOSS $ $ $ $ 20

WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day, month and year set forth above. MARION COUNTY, FLORIDA LORETTA SHAFFER, EXECUTIVE DIRECTOR MARION COUNTY VISITORS AND CONVENTION BUREAU EVENT RECIPIENT PRINTED SIGNATURE ORGANIZATION State of: Florida County of: Marion Before me this day personally appeared (name) as EVENT RECIPIENT to me well known or produced identification (type of ID) and who executed the foregoing instrument, and who acknowledged that he/she did so freely and voluntarily for the uses and purposes herein expressed. Witness my hand and seal (date) My Commission expires (date) Signature of Notary 21