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HomeMy WebLinkAboutTDC 012018 Backup3 (2) CONFERENCE, CONVENTION, MEETING SPONSORSHIP PURPOSE To foster and assist in the promotion of meetings, conferences, conventions and business-related events for Visit St. Lucie that are designed to attract overnight visitors. Sponsorship applicants must demonstrate economic impact through hotel room nights and sales tax generation. OVERVIEW The number of sponsorships and amount of DMO investment are restricted and may vary from year-to year depending on budgetary limitations. Sponsorships for meetings, conventions and/or business related events shall not be considered as long-term commitments in order to encourage independent viability of events as well as support new initiatives. A sponsorship must clearly demonstrate through measurable results that the meeting has substantially met or increased its return on the original investment. Sponsorships are considered year-to-year and on a first-come, first served basis. Sponsorships may include in-kind services or destination hosting activities that comply with St. Lucie County and Florida Statutes (i.e. costs associated with transportation, meals, activities), or a combination of both. There must be a clear value received for any sponsorship. For example, groups or individuals coordinating and executing an event or activity shall accomplish the following objectives: • Promote tourism by bringing guests to St. Lucie County overnight accommodations such as hotels, RV parks, etc. that pay the tourist tax • Increase exposure of the destination and its key attributes to the individuals attending the event • Create direct economic impact FUNDING CRITERIA Greatest consideration will be given to business related meetings, conferences, and conventions – hereinafter referred to as events – based on two primary criteria: a] Economic Impact: Number of visitors from outside a 60-mile radius of St. Lucie County and the number of lodging rooms generated in the St. Lucie tax collection area. Serious consideration will be given to events that produce at least 300 room nights and/or an estimated economic impact of $300,000. An estimated total economic impact can be calculated by using $XX for overnight visitors. Assistance calculating this formula is available through the St. Lucie County staff. Additional preference will be given to: b] Multiple day events c] First-time events d] Events with sponsorships from other sources in the form of financial, in-kind, or human resources SPONSORSHIP LEVELS Tier 1 Sponsorship: A tier 1 Sponsorship will be considered for $1,501+ (includes in-kind and direct costs and may vary depending on annual budgetary limitations) if the following criteria are met: • The proposed event or activity must fit into the overall branding of St. Lucie County is using to attract visitors and must reflect positively on the County. • The event or activity must have the potential to bring to St. Lucie County at least 300 room nights that can be directly attributed to the event. • The proposed event or activity should be somewhat unique, have the ability to return for multiple year, or provide a greater tourism impact. • The event is for the betterment of the hospitality and tourism industry. Tier 2 Sponsorship: A tier 2 Sponsorship will be considered for up to $1,500 if the following criteria are met: • The proposed event or activity must fit into the overall branding of St. Lucie County is using to attract visitors and must reflect positively on the County. • The event or activity has the potential to bring to St. Lucie County at least 150 room nights that can directly be attributed to the event • The event is for the betterment of the hospitality and tourism industry. Tier 3 Sponsorships: A tier 3 Sponsorship will be considered for up to $1,499 if the following criteria are met: • The proposed event or activity must fit into the overall branding of St. Lucie County is using to attract visitors and must reflect positively on the County. • The event or activity has the potential to bring to St. Lucie County at least 50 room nights that can directly be attributed to the event. • The event is for the betterment of the hospitality and tourism industry. BUDGETARY LIMITATIONS Any consideration for sponsorships is predicated on budgetary limitations. It is essential that prior to making any commitments, the DMO has the necessary funding to carry out its main mission and objectives. Therefore, the amount set for sponsorships will vary from year-to-year. Once the budgetary limits are depleted, no additional requests will be considered. ELIGIBILITY Individuals are ineligible, and ineligible events are those that give political gain to any organization, or personal or political gain to an individual, or those that have already been completed. APPLICATION The applicant organization must complete and submit a St. Lucie County Sponsorship Application, description of the event, its purpose and location, the event budget, event schedule, action plan with management and any marketing plans and sponsorship recognition plan. Only completed applications will be considered for funding. Applications are accepted on a quarterly basis. Applications must be for events taking place at least one month following the application deadline. SPONSORSHIP CONSIDERATION PROCESS Funding decisions will be determined on a case-by-case basis by events the St. Lucie County tourism staff. b] The full amount of sponsorships will be dispersed following completion of the event and when the evaluation report has been received and reviewed to the satisfaction of the St. Lucie County Tourism office. c] Funding is contingent upon the event reasonably occurring as proposed and reasonably within the proposed time. The applicant must notify the St. Lucie County tourism office if significant changes are expected that would impact the event as proposed. REQUIREMENTS FOR FUNDING EVENTS a] Visit St. Lucie must be recognized as a sponsor, commensurate with the level of the award, in the event’s advertising or promotional materials. b] An evaluation form must be completed and returned no later than 30 days after the event, unless prior arrangements are made. c] The St. Lucie County tourism office will provide a survey for the event’s organization to send to attendees after the event. Event organizers/planners will be required to distribute the survey to individuals attending the event/conference to receive feedback for the St. Lucie County tourism office. APPLICATION (DRAFT) GENERAL APPLICANT INFORMATION Application date: Amount and/or services requested: Type of event: Legal name of applicant organization: Nature of purpose of organization: State Tax ID/Tax Exempt #: Address: City: State: Zip: Contact person & title: Phone: E-mail address: Website: EVENT INFORMATION Describe the meeting, conference, convention for which you propose to use requested funds and/or services: Event dates: Event Location(s): Is St. Lucie County the confirmed host site: [ ] Yes Is this the first time in St. Lucie County? [ ] Yes If no, when else? What are future plans for the event? Anticipated Visitor Attendance to St. Lucie County : Local (within 60 miles) ___________ Out of State ___________ Expected Total Number of Hotel/Motel Room Nights (# nights x # rooms) ___________ Anticipated St. Lucie County Hotels/Motels to be used: Host Hotel: Overflow Hotels: Region or areas participants will come from: How specifically will the funds/services be utilized: How could this sponsorship affect the future of this event? Projected per day attendance: Out-of-town attendees: Local attendees: FINANCIAL INFORMATION Total revenue budgeted: Total expenses budgeted: If projecting a profit, what are the plans for those funds? Date funds are needed: How will St. Lucie County be recognized for sponsorship? SPONSORSHIP INFORMATION Major event sponsor and/or other sponsors: Amount In-kind/Financial (describe in-kind): Status: ADDITIONAL INFORMATION The following information must be attached to complete the application: 1] Event budget major elements of revenue and expense 2] Event schedule major activities, participants and venues 3] Event management how, when and who will plan and carry out the event including promotional plans Only completed applications will be considered for funding. Signature of Applicant: ____________________________Date: _______________________ EVENT FUNDING EVALUATION REPORT DRAFT GENERAL APPLICANT INFORMATION Event: Date of Event: Type of meeting: Legal name of applicant organization: Address: City: State: Zip: Contact person & title: Phone: E-mail address: Website: EVENT SUMMARY Visitor Attendance to St. Lucie County : Local (within 60 miles) ___________ Out of State ___________ Number of Hotel/Motel Room Nights Generated (# nights x # rooms) ___________ List the St. Lucie County Hotels/Motels used: Host Hotel: Overflow Hotels: Region or areas participants came from: Were restaurants visited during the event? [ ] Yes [ ] No Were retail businesses visited during the event? [ ] Yes [ ] No Were any attractions visited during the event? [ ] Yes [ ] No If yes, where? Area of improvement needed for project/event? Was there media coverage of the event? [Before/After/During and where was it covered?] Any Additional Comments that Support the Need for Event Support or Project’s Merit as an Event or Activity Designed to Enhance St. Lucie County as a Travel Destination Any other information beneficial to St. Lucie County: How were the sponsorship monies/services used to support the event? How many e-mail addresses did the survey supplied by the St. Lucie County Office get sent to? How was St. Lucie County recognized as a sponsor? *Form must be completed and returned within 30 days of the event, along with receipts and documentation of how grant monies were applied to the event.