Navarre Beach | Grant Fund Application Form

Local Event Sponsorship Application Deadline: March 3, 2025

Event must take place in fiscal year 2025/2026 (October 1, 2025, to September 30, 2026) and be open to the public

Purpose

Sponsorship of a tourism related event from the SRC Tourist Development Office (TDO) is intended to extend advertising support for events that positively impact overnight stays and/or day trips for visitors while highlighting a local sporting, cultural, recreational, entertainment or educational goal linked to the marketing goals of the TDO. Funding may only be used for advertising, promotion, marketing, program expenses, media buys, production and technical expenses, site fees/ costs. Funds are accessed post event as a reimbursement supported by ad placement receipts.

Definition of a Tourist

“Tourist” means a person who participates in trade or recreation activities outside the county of his or her permanent residence. The key is that the tourist is defined by where the person lives. This means that tourism promotion does not include promotion of events inside a county to residents of that county unless the residents would be expected to rent transient accommodations within the county for the event.

Authorization

The Tourist Development Office 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. For the 2025-2026 sponsorship cycle, applications will be available January 24, 2025 and must be submitted by March 3, 2025.

Funding Eligibility

The intent of the sponsorship program is to provide funding assistance for events that affect overnight visitors to Santa Rosa County impacting commercial lodging industry, hotels, campgrounds, condominiums, as well as restaurants, retail establishments and other businesses. To be considered for funding the following criteria must be established:

Each application must be submitted with a signed Certification and Compliance page.
The event must have the potential to bring or have had history of bringing out of town visitors.
Applicant must provide a marketing/promotion plan and detailed budget for event.
Advertising and marketing must occur 100% out-of-market (i.e. outside of the tri-county region.)
Applicant must provide a detailed budget and post event profit and loss statement.
The event must use commercial lodging establishments within Santa Rosa County.
Maximum number of years for a sponsorship for one event is three (3) unless the TDC BOD, Tourist Development Director, and SRC BOCC recommend continuation with additional years. It is goal that the events become self- sustaining and build partnerships and/or corporate sponsorships.
The recommended maximum request is not to exceed $5,000.
Each applicant cannot be awarded more than requested but may receive less than requested.

Timeline

Sponsorship Cycle Opens - January 24, 2025

Deadline for Application Submittal - March 3, 2025

Review and Approval by TDC Board of Directors - March 20, 2025

Final Review/Approval by TDO Director and SRC BOCC - TBD

Approved project funding will be reimbursed after event occurs, and expenses are documented and verified. Please note that virtually all documents provided to the Santa Rosa County TDO are public record and will be made available to the public and media on request.

Initial(Required)

Santa Rosa County TDO Event Sponsorship Policies

Funds are intended to supplement the sponsoring organization’s budget.
Funding is not intended to support administrative costs, security 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.
All advertisements and marketing materials (print and digital) must be approved by the Tourist Development Office before being distributed to the public. We strive to keep all events organized in Santa Rosa County in a unified brand position for the consumer. If event is found to be advertising and using our logo/brand in any of their marketing materials unauthorized, they will not be eligible for reimbursement of funds. Send advertising and marketing collateral to GuyS@ santarosa.fl.gov for approval.
Sponsorship applications will be received during the advertised cycle. One application will be accepted per event, per fiscal year.
Events must be open to the public, and must have as one of its main purposes, the attraction of overnight visitors to Santa Rosa County.
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 and back copy of the cleared checks, credit card receipt, or bank statement. Cash receipts can be accepted for reimbursements; however, check or credit card receipts are strongly encouraged. If a check is used, a copy of both the front and back of the canceled check is required. No acceptance of credits on invoices.
To be eligible for payment, a completed Post-Event Report must be submitted within 90 days of the event and a post event presentation given to the TDC Board of Directors. The report must include tracking statistics regarding out- of-town visitors, zip codes 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 if the event occurs near the end of the fiscal year, request for reimbursement must be received by September 15, 2025.
1. It is the responsibility of the grantee to notify the Tourist Development Office to be placed on an upcoming Tourist Development Council Board of Directors Meeting to present their Post Event Report. Please contact Linda Tutt at LindaT@santarosa.fl.gov or call 850-981-8900.
2. Should an event use registration procedure, event organizers are encouraged to use the “Local Event Marketing Funding Participant Registration Roster” provided in this packet as part of their post event report.
3. Sponsorship recipients must collect 200+ zip codes from event attendees.
Any funds granted will be subject to an audit by the Santa Rosa County auditor.
Funding recipients shall work with Tourist Development Office staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, promotional booth set up, social media, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photography and video.
The TDO may choose to lend assistance or administer sponsorship funds approved in the form of advertising, public relations, promotions, or research programs through its respective agency of record on behalf of the applicant.

Initial(Required)

Recognition of the Santa Rosa County Tourist Development Office and Usage of the Navarre Beach Brand

Recognition of the Santa Rosa County Tourist Development Office must be included where appropriate on all printed and digital material and referred to in public relations activities.

If the Santa Rosa County Tourist Development Office is the largest monetary donor for your event, then the TDO must be listed as a title sponsor, co-host or co-sponsor. The Navarre Beach logo will appear prominently and cohesively alongside the logo of the event. If the TDO is not the largest monetary contributor, the Navarre Beach logo must be displayed prominently at your event.

The official logo of the Navarre Beach brand. Please use this logo on all marketing materials. The logo should not be altered in any way.

The use of the Santa Rosa County Tourist Development Office’s logo “Navarre Beach, Florida’s Most Relaxing Place” along with the website link www.getrelaxing.com and social media hashtag #relaxinnavarre (Instagram) / @relaxinnavarre (Facebook, X and Instagram) are required on all 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 Santa Rosa County Tourist Development Office” in lieu of mentioning the web address. Santa Rosa County Tourist Development Office logo is available at the time funding is awarded and is the responsibility of the grantee to obtain. Please contact Guy Stevens at GuyS@santarosa.fl.gov or call 850-981-8900 for more information.

Social Media Handles

#Relaxinnavarre - the official hashtag of the Navarre Beach brand. Please use this hashtag when posting on social media.

@Relaxinnavarre - the official social media account of the SRC TDO. Please tag this account when posting on social media.

Initial(Required)

Allowable Expenses

Promotion, marketing, programming expenses, paid advertising and media buys.

Production and technical expenses, site fees/costs (contract help, entertainment), rights fees, sanction fees.
Print – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order or print tear-sheet. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment.
Online – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order, banner ad screen shot, website screenshot, website analytics report, or search engine optimization report. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment.
Television and Radio – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include insertion order, DVD, or CD ad copy, run schedule, or station affidavit. Advertising and marketing must occur 90% out-of- market (i.e. outside of Santa Rosa County). Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment.
Direct Mail – May include production, talent fees, design, creative, or media costs. Examples of proof of performance may include printing order, product sample, or postage receipt. Advertising and marketing must occur 90% out-of-market (i.e. outside of Santa Rosa County). Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment.
Direct Sales – May include phone call, email, or personal contact. Advertising and marketing must occur 90% out- of-market (i.e. outside of Santa Rosa County). Examples of proof of performance may include phone record, email message, contact list, promotional material,registration fee, or travel documentation. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment.
Santa Rosa County Tourist Development Office-Branded Promotional Items and Prizes – May include t-shirts, hats, beach towels, or trophies. Proof of performance includes a copy of the item itself. Examples of proof of payment may include itemized vendor invoice along with canceled check, credit card slip, or other proof of payment. Promotional items and prizes purchased with local event marketing funds are not permitted for resale and must include the Santa Rosa County Tourist Development Office logo prominently displayed.

Unallowable Expenses

General and administrative expenses (security, traffic assistance, clean up, etc.)

Building, renovating and/or remodeling expenses

Permanent equipment purchases

Debts incurred prior to sponsorship requests

Alcoholic beverages

Donations to any person/entity/organization in any form of payment

Scholarships

Travel expenses including lodging, hospitality, food or social functions

Initial(Required)

Local Event Sponsorship Application

Deadline - Monday, March 3, 2025 Event must take place in fiscal year 2024/25 (October 1, 2024 to September 30, 2025) and be open to the public.

Sponsorship of a tourism related event from the Santa Rosa County (SRC) Tourist Development Office (TDO) is intended to extend advertising support for events that positively impact overnight stays for visitors while highlighting a local sporting, cultural, recreational, entertainment or educational goal linked to the marketing goals of the TDO. Funding may only be used for advertising, promotion, marketing, program expenses, media buys and site fees/costs. Funds are accessed post event as a reimbursement for advertising expenses supported by ad placement receipts.

Initial(Required)

Name of Event(Required)

Date of Event(Required)

Organization Name(Required)

Contact Name(Required)

First Last

Address(Required)

Street Address City State / Province / Region ZIP / Postal Code

Email(Required)

Enter Email Confirm Email

Phone(Required)

Organization's IRS Tax Status(Required)

Projected Attendees(Required)

Has your organization received a sponsorship in the past from the TDO?(Required)

Total Amount Requested (max. $5,000)(Required)

If so, how much?

How many years?

Describe, in detail, the economic impact and revenue generated(Required)

Describe the desired or expected outcome of the event (amount of money raised, size of audience, number of tickets sold, etc)(Required)

What are the goals and objectives for the event applied for?(Required)

How will the effectiveness of the event be measured?(Required)

How will the event benefit tourism in Santa Rosa County?(Required)

What are the demographics of your target attendee (i.e. families, professionals, youth, etc., plus other demographic information.)(Required)

Anticipated Number of Vendors(Required)

Visitor data collection is mandatory. How will data be collected for reporting purposes?(Required)

Bed Tax Calculator: Use this formula to list the estimated Bed Tax the event will generate.

Estimated Number of Visitor Rooms(Required)

Estimated Number of Nights(Required)

Season of Event(Required)

Estimated Total Bed Tax Collected

Prior Year Budget (If Applicable)

Enter the amount of income generated/expense from each respective source.

Income Generated

Entry Fees (Participants)

Admissions (Spectators)

Sales (Merchandise, etc.)

Sponsorships

Local Event Marketing Funding

Other

Total Income Generated

Expense Amount

Contracted Officials

Operations

Rentals & Equipment

Food & Beverage

Merchandise for Sale

Souvenirs & Giveaways

Print Marketing

Online Marketing

Television Marketing

Radio Marketing

Direct Mail Marketing

Direct Sales Marketing

SRC TDO Branded Promo Items/Prizes

Site Fees

Sanction Fees

Concert/Performance Fees

Other

Total Expenses

Estimated Budget for This Year's Event

Enter the estimated amount of income generated/expense from each respective source.

Income Estimation

Entry Fees (Participants)

Admissions (Spectators)

Sales (Merchandise, etc.)

Sponsorships

Local Event Marketing Funding

Other

Total Estimated Income

Expense Estimation

Contracted Officials

Operations

Rentals & Equipment

Food & Beverage

Merchandise for Sale

Souvenirs & Giveaways

Print Marketing

Online Marketing

Television Marketing

Radio Marketing

Direct Mail Marketing

Direct Sales Marketing

SRC TDO Branded Promo Items/Prizes

Site Fees

Sanction Fees

Concert/Performance Fees

Other

Total Estimated Expenses

Prior Year Event Sponsors (If Applicable)

Please list all of your prior year event sponsors and the dollar amount contributed. Please do not include any in-kind donors.

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Add More Sponsors?

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Name of Organization

Address

$ Amount

Certification and Compliance Statement

Applicant

I hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the policies and requirements of the Santa Rosa County Tourism Development Council (TDC) sponsorship program and will abide by all legal, financial and reporting requirements as a condition of receiving sponsorship funds from the Santa Rosa County TDC. Signatures must be original in blue ink.

Name(Required)

First Last

Organization(Required)

Signature(Required)

Date(Required)

Please Upload the Following Documents if Applicable

Copy of Event License (if any)

Max. file size: 50 MB.

Copy of Event Permit (if any)

Max. file size: 50 MB.

Copy of Event Insurance (if any)

Max. file size: 50 MB.

Copy of Liability Insurance(Required)

Max. file size: 50 MB.

Agency Request Form(Required)

Max. file size: 50 MB.

Grant Funds Application Form

Local Event Sponsorship Application Deadline: March 3, 2025

Purpose

Definition of a Tourist

Authorization

Funding Eligibility

Timeline

Santa Rosa County TDO Event Sponsorship Policies

Recognition of the Santa Rosa County Tourist Development Office and Usage of the Navarre Beach Brand

Recognition of the Santa Rosa County Tourist Development Office must be included where appropriate on all printed and digital material and referred to in public relations activities.

Social Media Handles

Allowable Expenses

Promotion, marketing, programming expenses, paid advertising and media buys.

Unallowable Expenses

Local Event Sponsorship Application

Bed Tax Calculator: Use this formula to list the estimated Bed Tax the event will generate.

Prior Year Budget (If Applicable)

Income Generated

Expense Amount

Estimated Budget for This Year's Event

Income Estimation

Expense Estimation

Prior Year Event Sponsors (If Applicable)

Certification and Compliance Statement

Applicant

Please Upload the Following Documents if Applicable

#RelaxInNavarre

Plan Your Trip with
a Free Visitor Guide

Grant Funds Application Form

Local Event Sponsorship Application Deadline: March 3, 2025

Purpose

Definition of a Tourist

Authorization

Funding Eligibility

Timeline

Santa Rosa County TDO Event Sponsorship Policies

Recognition of the Santa Rosa County Tourist Development Office and Usage of the Navarre Beach Brand

Recognition of the Santa Rosa County Tourist Development Office must be included where appropriate on all printed and digital material and referred to in public relations activities.

Social Media Handles

Allowable Expenses

Promotion, marketing, programming expenses, paid advertising and media buys.

Unallowable Expenses

Local Event Sponsorship Application

Bed Tax Calculator: Use this formula to list the estimated Bed Tax the event will generate.

Prior Year Budget (If Applicable)

Income Generated

Expense Amount

Estimated Budget for This Year's Event

Income Estimation

Expense Estimation

Prior Year Event Sponsors (If Applicable)

Certification and Compliance Statement

Applicant

Please Upload the Following Documents if Applicable

#RelaxInNavarre

Plan Your Trip with a Free Visitor Guide

Plan Your Trip with
a Free Visitor Guide