Item E20
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: FEBRUARY 19.2003
Division:
TDC
Bulk Item: Yes --1L- No
Department:
AGENDA ITEM WORDING:
Approval of revised Cultural Umbrella Event Application that will be reflected
within the Monroe County Tourist Oevelopment Operations Manual.
ITEM BACKGROUND:
The Cultural Umbrella has recommended changes to the Event Application to
make it easier for the promoter to complete, and the committee to evaluate
allocations.
TOC approved same at the meting of January 29,2003.
PREVIOUS REVELANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
See attached.
Revised application is attached first.
Application with strike throughs showing changes is attached second.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $
BUDGETED: Yes -L No
COST TO COUNTY: NO COST INVOLVED
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes~ No
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty -1L OMBIPU:~.. ~.k._. anag,ement X
DIVISION DIRECTOR APPROVAL: L---~ vi
(Lynda Stuart)
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # ~~
Revised 2/27/0 I
c:":\
F~r~~.~ J
e~tUtNl~t~.:
~~~,;4~
.rJ
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING
October 1, 2003 through September 30, 2004
Please number pages. The page numbers and page breaks should be the same as this
application. Pages may be inserted as needed. Number inserted pages the same as the page
before plus sub-numbers. Example: 2.1, 2.2,2.3.
NAME OF PROPOSED EVENT:
VENUE (location/city):
DA TE(S) OF EVENT:
AMOUNT REQUESTED:
(Maximum request: $25,000.00)
I. EVENT PRODUCER INFORMATION (The event producer is the organization or individual
who is responsible for the event. In some cases, the event producer and the event are the
same, for example: The Keys Players. In other cases, they are different, for example: the
Pigeon Key Arts Festival is the event; the Pigeon Key Foundation is the producer.)
A. NAME OF EVENT PRODUCER:
ADDRESS:
TELEPHONE:
FAX:
EMAIL:
YEAR LEGALLY ESTABLISHED (if organization):
FEDERAL IDENTIFICATION NUMBER OR SOCIAL SECURITY NUMBER:
SUMMARIZE HISTORY OF EVENT PRODUCER:
Monroe County Tourist Development Council Cultural Umbrella Application
Page 1
B. CONTACT PERSON (should be familiar with application and authorized to speak for event
sponsor):
ADDRESS:
TELEPHONE:
FAX:
EMAIL:
c. ALTERNATE CONTACT PERSON:
ADDRESS:
TELEPHONE:
FAX:
EMAIL:
D. AUTHORIZED PERSON List name of President and other individual(s) authorized to
execute contracts and otherwise act on behalf of event producer:
NAME:
TITLE:
E. STAFF List staff members including volunteers responsible for administering and
organizing this event with evidence of their qualifications and capabilities to accommodate the
demands of the event.
NAME
QUALIFICATIONS AND CAPABILITIES
F. EVENT PRODUCER'S FINANCIAL STATEMENT Insert producer's total budget and
financial statement, compilation, review or audit for the last completed fiscal year. Number as
page 2.1,2.2 etc.
Monroe County Tourist Development Council Cultural Umbrella Application
Page 2
II. HISTORY OF PROPOSED EVENT
A. NUMBER OF YEARS this event has been produced: _
3rd year and beyond - 1
2nd year event - 2
1 st year event - 3
123
B. PREVIOUS FUNDING of this event from the Monroe County Tourist Development Council
and by other state or federal agencies during the last five years.
Source of funding
Amount Requested
Amount Received
Year
III. PROPOSED EVENT INFORMATION
A. MONTH(s) OF EVENT (Please circle the appropriate month. Shoulder and off-season
events will receive higher scoring)):
January 4 July 4
February 1 August 4
March 1 September 5
April 1 October 5
May 3 November 5
June 5 December (1-20) 5
12345
B. Number of days of event per year
One day
2-7 days
8-30 days
31-60 days
more than 60 days
1
2
3
4
5
12345
Monroe County Tourist Development Council Cultural Umbrella Application
Page 3
C. NARRATIVE SUMMARY OF EVENT
Outline goals and objectives and describe in detail the proposed event. (What are you going
to do and how are you going to do it?)
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 4
EXHIBIT A
D.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2004
EVENT NAME:
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cultural Umbrella Application
Page 5
E. MARKETING PLAN The marketing plan must be approved in advance by the advertising
and public relations agencies of record. See cover page for contact information. Insert
approval letters as pages 6.1 and 6.2.
Detail Marketing Plan here. Include all aspects of the proposed event with estimated number
of persons to be reached through the different media. Provide source of information for
estimated numbers. Specifically state how you plan to spend the Cultural Umbrella funds
requested and summarized in Exhibit B
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 6
IV. QUALITY OF PROPOSED EVENT
A. NARRATIVE Discuss the overall excellence of the event. Discuss the artistic excellence,
the tourist appeal, and the extent to which the event is unique to Monroe County or the district.
How does it promote and showcase the destination's cultural, historic, and/or environmental
resources?
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 7
B. ATTENDANCE
NUMBER OF PEOPLE ANTICIPATED TO ATTEND THE EVENT, THE NUMBER
ATTENDING THIS CURRENT YEAR AND ACTUAL PAST ATTENDANCE:
TOTAL
Vendors/Participants Admissions/Spectators
Anticipated Current Actual Anticipated Current Actual
2004 2003 2002 2004 2003 2002
Monroe County Residents
Out of County, Florida
Out of State
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C. DETERMINATION OF ATTENDANCE
1. HOW WAS PAST ACTUAL ATTENDANCE DETERMINED?
2. HOW WAS ANTICIPATED ATTENDANCE AT PROPOSED EVENT ESTIMATED?
3. PLAN FOR DETERMINING ACTUAL ATTENDANCE AT PROPOSED EVENT?
Monroe County Tourist Development Council Cultural Umbrella Application
12345
Page 8
D. VALUE OF NATIONAL MEDIA EXPOSURE
1. Submit a detailed history of national and/or international media exposure of last event, and
as a part of its entire package bringing guaranteed television, radio and newspaper
advertising, including estimated reach and source of information. DO NOT INCLUDE PAID
ADVERTISING.
OR
2. For a new event, submit the anticipated value of the new event to tourism. Include
estimated media vendor circulation of your target market. DO NOT INCLUDE PAID
ADVERTISING.
Monroe County Tourist Development Council Cultural Umbrella Application
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Page 9
v. FINANCIAL INFORMATION:
A. ALLOWABLE EXPENDITURES
ALLOWABLE ADVERTISING AND PROMOTION EXPENDITURES THAT MAY BE REIMBURSED
WITH TOURIST DEVELOPMENT COUNCIL - CULTURAL UMBRELLA FUNDS:
NEWSPAPER AND MAGAZINE ADS: List all publications where advertising will be placed. It is
important that your ads are well balanced: the majority should be placed outside your district to
encourage v isitation and t here should be some ads p laced locally toe ncourage extended stay and
provide visitors with information.
RADIO ADS: List all stations where advertising will be placed. Again, make sure ads are placed where
visitors from outside your district will be made aware of your program.
BROCHURES: It is recommended that brochures be of weight and size that allows them to be placed
in a standard rack and allows them to be mailed in a standard envelope with one stamp.
DIRECT MAIL PIECE AND POSTAGE: The cost of mailing items outside your district.
POSTERS: It is recommended that posters are of a reasonable size and cost. Distribution plans
should be outlined.
STREET BANNERS: It is encouraged that reusable materials are purchased.
LOGO DESIGN: All artwork becomes the property of the Tourist Development Council. Copyrighted
artwork that is being purchased has to be approved by the Umbrella. List artist to be contracted.
TABLE TENTS: List restaurants where tents will be distributed.
AWARDS: Must list the area and should be distributed to groups from outside region.
PROGRAM: Must be a promotional item. List distribution plans. If advertising is sold, the revenue
raised must be deducted from the cost of the brochure.
PROFESSIONAL PHOTOGRAPHERS: Photos for brochures, programs, and publicity photographs
must be approved by the advertising and public relations agencies prior to being taken.
TV ADVERTISING: List stations and audience. Majority of placement should reach an
audience outside the district. ADVERTISING THROUGH THE INTERNET: Event-specific web
pages may be submitted as part of the event advertising plan. Event-specific home pages will
be featured on the TDC website only. Banner-style advertising is restricted to a hyperlink to
the TOC website only. Production costs of the event-specific home page will be paid to third-
party vendors. Pages produced by a third-party vendor must meet the TOG standards as set
by floridakeys.com (telephone 305-292-1880)
Monroe County Tourist Development Council Cultural Umbrella Application
Page 10
B.
STATEMENT OF INCOME & EXPENSE
FOR PROPOSED EVENT, CURRENT YEAR, AND LAST COMPLETED YEAR
The treasurer of the producer must sign this statement. The signature must be
notarized. The figures for the last completed year should be actual. The items listed are for
example only. Individual items can be changed or deleted to fit your event's income and
expense.
EVENT NAME:
INCOME
INCOME FROM SALES & ADMISSIONS
PROPOSED
FY 2004
CURRENT
FY 2003
ACTUAL
FY 2002
$
FOOD $
BEVERAGE $
BOOTH RENTAL $
ENTRY /ADMISSION FEES $
PHOTO CONTEST $
PROMOTIONAL ITEMS $
OTHER $
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
OTHER INCOME
(DO NOT INCLUDE IN-KIND)
A).CUL TURAL UMBRELLA $
SPONSORS/CONTRIBUTIONS $
GRANTS $
OTHER $
$
$
$
$
$
$
$
$
B). TOTAL INCOME
$
$
$
Cultural Umbrella funds for the proposed FY are % of Total Income (A divided by B)
Monroe County Tourist Development Council Cultural Umbrella Application Page 11
EXPENSE
PROPOSED CURRENT ACTUAL
FY 2004 FY 2003 FY 2002
OPERATING EXPENSES
* ADVERTISING & PROMOTION
Media Advertising $ $ $
Brochures, Posters, Programs $ $ $
Direct Mail & postage $ $ $
Photo Program $ $ $
Public Relations $ $ $
Promotional Items $ $ $
(T-shirts, caps, jackets, etc.)
Miscellaneous $ $ $
SECURITY/CROWD
CONTROL $ $ $
SET-UP & CLEAN UP $ $ $
EQUIPMENT RENTAL $ $ $
INSURANCE $ $ $
OFFICE EXPENSES $ $ $
POSTAGE $ $ $
RENT $ $ $
DIRECTOR'S FEES $ $ $
SALARIES $ $ $
MISCELLANEOUS $ $ $
OTHER $ $ $
C). TOTAL EXPENSES $ $ $
NET PROFIT/LOSS (B minus C)
$
$
$
Treasurer
SWORN AND SUBSCRIBED before me this
day of
20
My Commission Expires:
Notary Public at Large
State of Florida (SEAL)
*Cultural Umbrella funds may be spent only for advertising and promotion.
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 12
C.
EXHIBIT B
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
FISCAL YEAR 2004
EVENT NAME:
MEDIA ADVERTISING $
BROCHURES, POSTERS, PROGRAMS $
DIRECT MAIL & POSTAGE $
PHOTO PROGRAM $
PUBLIC RELATIONS $
PROMOTIONAL ITEMS
(T-SHIRTS, CAPS, JACKETS, ETC) $
MISCELLANEOUS. $
TOTAL $
*MISCELLANEOUS MAY NOT EXCEED 15% OF THE ABOVE BUDGET.
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THIS BUDGET.
THE MAXIMUM REQUEST IS $25,000.00.
FUNDS ARE PAID ON A REIMBURSEMENT BASIS.
ALL PRINT AND TELEVISION MATERIALS MUST DISPLAY THE CURRENT TDC LOGO.
ALL BROADCAST ADVERTISING PLACED OUTSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE FLORIDA KEYS AND KEY WEST."
ALL BROADCAST ADVERTISING PLACED INSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL."
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cultural Umbrella Application
Page 13
D. CONTRIBUTIONS IN CASH, ANTICIPATED
important because they show community support.)
(Cash and in-kind contributions are
1. List anticipated cash contributions, sponsorships, grants. List each separately.
CONTRIBUTOR, SPONSOR, GRANT
AMOUNT
TOTAL $
2. Insert letters of commitment for each anticipated cash contribution or sponsorship.
(Letters of commitments for anticipated grants are not necessary). Number letters as pages
14.1,14.2,14.3, etc.
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 14
E. CONTRIBUTIONS IN-KIND, ANTICIPATED
1. List all in-kind anticipated contributions (including complimentary rooms, functions, services,
and volunteer hours at up to $10 an hour):
CONTRIBUTOR
TYPE
DOLLAR VALUE
TOTAL $
2. LETTERS OF COMMITMENT
Insert letters of commitment for each in-kind contribution. Number letters as pages
15.1,15.2, 15.3, etc.
3. TOTAL CASH AND IN-KIND CONTRIBUTIONS $
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Monroe County Tourist Development Council Cultural Umbrella Application
Page 15
VI. SCORING SYSTEM
Scoring will be considered under the following criteria:
1 - unacceptable
2 - below average
3 - average
4 - above average
5 - excellent
Upon evaluation of the application, the total scores will be tabulated and applications
scoring 36 or less will not be considered for funding. Those events that meet the minimum
scoring requirements as noted above, will be ranked starting with the highest score.
Monroe County Tourist Development Council Cultural Umbrella Application
Page 16
NON-COLLUSION AFFIDA VIT
AND VERIFICA TION
I, , of the city of
according to law on my oath. and under penalty of perjury, depose and say that:
1) I am , the bidder making the Proposal for the
project described as follows:
2) The prices in this bid have been arrived at independently without collusion, consultation,
communication 0 r a greement for the purpose 0 f restricting competition, as to a ny matter r elating to
such prices with any other bidder or with any competitor;
3) Unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to
bid opening, directly or indirectly, to any other bidder or to any competitor; and
4) No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;
5) The statements contained in this affidavit are true and correct, and made with full
knowledge t hat Monroe County relies upon t he truth of the statements contained in this affidavit in
awarding contracts for said project.
VERIFICATION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true
and correct to the best of my knowledge and belief.
President's Name Typed
President's Signature
Sworn to and subscribed before me this
20
day of
personally appeared , , and
known to be the persons named in and who executed the foregoing document.
Notary Public - State of
My commission expires
(Printed, typed, or stamped commissioned
Name of notary public)
Monroe County Tourist Development Council Cultural Umbrella Application
Page 17
SAMPLE FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of County
Commissioners of Monroe County, Florida, (hereinafter referred to as the "BOCC") and (name
of event sponsor) (hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the BOCC has recommended to the
Monroe County Tourist Development council (hereinafter "TDC"), which has endorsed the
recommendation, that certain monies be allocated for promotion of an event;
THEREFORE; in consideration of the mutual promises contained herein, the parties agree as
follows:
1. BOCC shall pay a sum not to exceed (numeric) (written) for promotion and related
expenditures, as described in the event budget, attached hereto as Exhibit B, for production of
the (name of event) on (date of event). Payment will be made only after Event Sponsor
submits invoices and support documentation acceptable to the County's Finance Department.
The advertising and promotion budget for County funding may be altered as to the individual
line items, or components, within 10% of the amount stated for that item or component, without
increasing the total dollar amount and without requiring a written amendment to this
agreement. Monroe County's performance an obligation to pay under this agreement is
contingent upon an annual appropriation by the BOCC.
2. (Insert Name of event sponsor) shall provide promotion and related services as described
in the Sponsor's application for funding, Exhibit A, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the Tourist Development Council (TDC) and BOCC. The agencies of
record, shall receive payment of work in progress upon submission of documented invoices
associated with said event. In order for event sponsor to be reimbursed for expenditures, the
invoices must be submitted no later than , 20
3. (Insert Name of event sponsor) shall reimburse BOCC for any amount of funds expended
by BOCC in connection with an event which does not occur as a result of any act or omission
by Event Sponsor.
4. (Insert Name of event sponsor) covenants and agrees to indemnify and hold harmless
Monroe County Board of County Commissioners from any and all claims for bodily injury
(including death), personal injury, and property damage (including property owned by Monroe
County) and any other losses, damages, and expenses (including attorney's fees) which arise
out of, in connection with, or by reason of the services provided, event sponsored, or other
activities and funding associated with this agreement. Should event involve the serving or
distribution of alcoholic beverages, Event Sponsor shall obtain prior to the event a Liquor
Liability insurance policy naming Monroe County as a co-insured.
5. (Insert Name of event sponsor) shall maintain records pursuant to generally accepted
accounting principles for three (3) years after the event and shall permit BOCC and its agents
and employees access to said records at reasonable times.
Monroe County Tourist Development Council Cultural Umbrella Application
Page 18
6. BOCC may terminate this agreement without cause upon providing written notice to Event
Sponsor no less than sixty (60) days prior to the event and may terminate for breach upon
providing to (insert Name of event sponsor} notice at least seven (7) days prior to the
effective date of the termination.
7. (Insert Name of e vent sponsor) is an independent contractor and shall disclose any
potential conflict s of interest as defined by Florida Statutes, Chapter 112 and Monroe County
Code, Article XXI.
8. (Insert Name of event sponsor) warrants that he/she/it has not employed retained or
otherwise had act on his/her/its behalf any former COUNTY office or employee in violation of
Section 2 or Ordinance No. 10-1990 or any COUNTY officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of the provision the COUNTY
may, at its discretion terminate this contract without I iability and may a Iso, at its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former or present COUNTY officer or
employee.
9. "A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may not transact
business with any public entity in excess of the threshold amount provided in Section 287.017,
for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted
vendor list."
IN WITNESS WHEREOF, each party has caused this agreement to be executed by its duly
authorized representative,
the
day of
,20
(SEAL)
Attest: Danny L. Kolhage, Clerk
-- ----.--
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest:
(Event Sponsor)
By.
OR
By
Secretary
President
Witness
Monroe County Tourist Development Council Cultural Umbrella Application
Page 19
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 1 of 19
Florida Keys Council of the Arts
From: Shirley Freeman [svfkw@bellsouth.net]
Sent: Monday, December 23,2002 10:36 AM
To: Monica Haskell
Subject: FKCA CU Application showing revisions.doc
F~nC~~
e~~~t~.!
::.;,;L!m
..,.if'"
Please std",.it eRe (1) erigiRal Retari~eef iR t'Jt"e "Iaees as she\';R aRef six (Ii) ee~ies ef the eefft~leteef
a""lieatieR fer"" aleRg with letters ef a~~reval fre"" the ageReies ef reeel'ef.ph~_a_~j:!dmJmg~rPjJgel;t. The
pa-9JL1J.Ymbel1i~l:Lould D.e the_Jhe same as th is ..aP-Plic~tion. f.i!9-~$ mJJ.Y_b~ 1IlSJ~_rt~d CJ~_.needed._ "lumber
inserted.p.ag~s _th.Q_~am~ _~_s.. the_.Rag~J)efQr~Jlly.$_ Sl!D:!:Ll!mb~rs. _E.>tamm.~_2.,1;..Z.2;_2,3
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
APPLICATION FOR CULTURAL EVENT FUNDING
October 1, 2003 through September 30, 2004
NAME
-Q~
_____u___E80 PQS_f;.Qnu
J;n^.M E
OF
EVENT:
VENUE (Iocation/city):____
DATE(S) OF EVENT:n_ .___
AMOUNT REQUESTED: __n__________ __ _n________ ___ ________
Maximum request: $25,000.00
I. EVENT SPONSOR PROQUCERJNFORMATION_lln man-y-cases, the ev~_o1..pl'lJdu_c~J:ao(:lthe ~vent are
tlw SaJTl~..J..9rQxamJllit.; Marathon Cornm_!Jni.~_Theater.ln othEtl:J;as~~. they_aJ:'~_di.ffer~l1t..f_Q.r Qx-ample: the
Pigeo.IJJ<~y-Arts_E~~tivall~t.the evenJ.Jh~__pigeQ_n Key Fou"-d.a.ti9n~1h..Q..pr9.d_uc~r.
A~_~NAME OF EVENT 8rO~J80REJ:tQllWCE~
6." ___: ____________u______._ ______________n_________ - __n_________
ADDRESS:
TELEPHONE
~JUM8ER:
_FAX:
EMAIL
F,^.X ~JUPABER
YEAR LEGALLY ESTABLISHED:
FEDERAL
IDE;NILr=LC6I!Qtl__ gN\J.MBE;R
OR
SQC1AL___ SE;_C_URITY
NUMBER:
SUMMARIZE
EVENT
grONgQR
PRQDl,lCERHISTORY:
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 2 of 19
B. CONTACT PERSON (should be familiar with application and authorized to speak for event sponsor):
ADDRESS:
TELEPHONE ~JUM8En: ...___.___________..______FAX_
F.^,X ~JUM8ER
....!;MAIL
E M.^.IL ,^DDREgg:
ALTERNATE CONTACT PERSON:
ADDRESS:
TELEPHONE
EMAIL ________
F.^,X ~JUM8ER
~JUPA8ER:
F=~ _
c. List name of President and other individuals authorized to execute contracts and otherwise act on behalf of
event sponsor:
Name
Title
-------------- --- -- ---------------------------- --------------------------------------------------- ----------------- -------------------------------- ---
__ ___ "."_+____...__ .____..._____<_ --0_-- ..._ ._... _
D_ List staff members including volunteers responsible for administering and organizing this event with evidence
of their qualifications and capabilities to accommodate the demands of the event.
Name
Qualifications
Capabilities
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 3 of 1 9
_. ._..._ .'_._______.. - ._______u. __.__~_.___ __.___.'.___________"._______ ___________._____________._._________ ...__._ _ _________ "._. __._
E, Ins~r1 produGE:lr$J'$__19tq'-b.\Jd~t qnd Jl!J9DciaL~t9t~Jn~DJ .>-GQ!T1JJn.aJiQD,-Levievy 9Lc~tuqLt fQr tb~ _/~~t c9mplet~d
fjsC:;<3IY~j:~_r ._ ~!.JrntJ~L a:?_p~g.~u2.:_L2,.2_etc.
II- EVENLHISIPBY
e:. A. Number 0 f years t his event h as been produced:
3rd year and beyond - 1
2nd year event - 2
1 st year event - 3 _..0_
..1.
~
3
1 11,"'(\/1""'1
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 4 of 19
~
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 5 of 19
~e. List
previous funding of this event from the Monroe County Tourist Development Council-.B.mt.ID'__~J]Y.Qt.h~L~t~.t!LQf
federal qg~nc:;i_~? anEl by ClAY otAor gtato er FoEloral a~8AGi8s:
Source of funding
Amount Requested
Amount Received
Year
III. PrQ-PQ?~g.f;venllnfQ[!]1ation II. CRITERIA rOR E'I ALUA TION
A. MQ~TH(s) TIMI~JC OF EVENT (Please circle the appropriate month. Shoulder and off-season events
will receive higher scoring)):
January 4 July 4
February 1 August 4
March 1 September 5
April 1 October 5
May 3 November 5
June 5 December (1-20) 5
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B. Number of d.!~YJLof event J;Ht.r~I
QJJ~dil-Y.___ ---------_______1
2-1 ~jl-Y-~ n____.___ ___._____u-2
a~3.0cl~~ _ u__ . ___._ __ _____ ._~
31.-:(;Octan_____._ _ ___.. __ 4
. I1lQ.re ttum 60 (lays ... m'. _..5.__ _____
. ,---- - -.------------- --- - -_ ___i2_3. 4.5
, /1 f... ...,n(\~
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 6 of 19
EXHIBIT A
C.Narrative Sl::Il'fIl'fIary 8f EveAtNARRA TIVE SUMMARY OF EVENT
(Qeutline goals and objectives and describe in detail the proposed event.( What are.you ..aoing_to JjQ
f).nc:L1].Q'/'--!U~Y9U going to do m-!-
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MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 7 of 19
Budget Information
~ Re~c~ tllilS~~_.,.:ith-JL-~~ lv-as and I" 10 ill I uC Manl,lal
~v. A. FINANCIAL INFORMATION:
BE SURE YOUR INCOME AND EXPENSE BUDGET (EXHIBIT C) LISTS ALL COSTS TO YOUR
ORGANIZATION. EACH TDC ALLOWABLE EXPENDITURE SHOULD BE LISTED SEPARATELY.
ALLOWABLE EXPENDITURES:
NEWSPAPER AND MAGAZINE ADS: List all publications where advertising will be placed. It is
important that your ads are well balanced: the majority should be placed outside your district to
encourage visitation and there should be some ads placed locally to encourage extended stay and
provide visitors with information.
RADIO ADS: List all stations where advertising will be placed. Again, make sure ads are placed where
visitors from outside your district will be made aware of your program.
BROCHURES: It is recommended that brochures be of weight and size that allows them to be placed
in a standard rack and allows them to be mailed in a standard envelope with one stamp.
DIRECT MAIL PIECE AND POSTAGE: The cost of mailing items outside your district.
POSTERS: It is recommended that posters are of a reasonable size and cost. Distribution plans
should be outlined.
STREET BANNERS: It is encouraged that reusable materials are purchased.
LOGO DESIGN: All artwork becomes the property of the Tourist Development Council. Copyrighted
artwork that is being purchased has to be approved by the Umbrella. List artist to be contracted.
TABLE TENTS: List restaurants where tents will be distributed.
AWARDS: Must list the area and should be distributed to groups from outside region.
PROGRAM: Must be a promotional item. List distribution plans. If advertising is sold, the revenue
raised must be deducted from the cost of the brochure.
PROFESSIONAL PHOTOGRAPHERS: Photos for brochures, programs, and publicity photographs
must be approved by the advertising and public relations agencies prior to being taken.
1V ADVERTISING: List stations and audience. Majority of placement should reach an audience
outside the district.
ADVERTISING THROUGH THE INTERNET: Event-specific web pages may be submitted as part of
the event advertising plan. Event-specific home pages will be featured on the TDC website only.
Banner-style advertising is restricted to a hyperlink to the TDC website only. Production costs of the
event-specific home page will be paid to third-party vendors. Pages produced by a third-party vendor
must meet the TDC standards as set by floridakeys.com (telephone 305-292-1880).
1 '1 /' ',",1'\('\""
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 8 of 1 9
&1;.. MARKETING PLAN SOUNDNESS OF PFlOPOSED PROJECT (EXHIBIT B MUST BE
APPBO.\lEQ__BY THE ADVERTISING AND PUBLIC RELATIONS PROVIDED TO THE AGENCIES
OF RECORD)~ See cover page for contact information.
a. Submit detailed Marketing Plan to include all aspects of the proposed event with estimated number
to be reached through the different olootronio media~ (o.g., I3readu8Gt of OVEJFlt evor melie Elr tolm:ieion
inoludin~ El8~r€lO Elf inkJrr-AQtien). Previde source of information for estimated numbers. Specific~Hy_.~tate
hQW..Y9UJ~mnJo spend the Cultural Umbrella funds requested and summarized in ExhibitJ~L If pre-
QIOJ!1Qjio!l is to_be .consider~1t. indicat~ the event dates of the next season.
EXHIBIT B
MARKETING PLAN
.. --..-.. n_. -_.. ... . ----. -- ---- ...--- ----- ~-----______, ____.___.__ __ __.. .._______.____. .____._. ___.__. .__ ____n-o ._.__ _.. ..__m ... __.... ..__
--. ._--+-.' --.------..----.- -----..--------------.--.--------....--.---.----.------------"-------
.---. ,-- ._~------_._--_._---,-_.._- ----...'.--------.--------..- ------"---.---. .."....+-.._------.-
..-. .---.-.. ------------.---.------. --.--------.----
._._ _.. U _'__" ____n___.._._. ____.___ ___._____._._ ______.__ _.____.__. _______.4..______._____.___. _______. ___ ______...._.. .____ .______
If I3re J:jrafl'lstieFl is te Be eeFlsiElereel, iFlaieate t~e e'..eAt elates af t~e !'lext SeaS6F1.
12345
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
B.
Page 9 of 19
EXHIBIT C
(SAMPLE FORMAT} TO BE USED
STATEMENT OF INCOME & EXPENSE
FOR .'\CTU^L EVENT
ThisisClg\JjQ~ljne._lngivi9JJill jJEl-':r'~J~!ed can be changeq to fit your event's expenditures a ndJlJ.cg me.
EVENT (actual event, not sponsoring organization):
INCOME FROM SALES & EVENTS
Projected
T-SHIRTS $
FOOD $
BEVERAGE $
BOOTH RENTAL $
PHOTO CONTEST $
ENTRY FEES $
OTHER $
A) TOTAL INCOME FROM
SALES & EVENTS $
COST OF COODS 8. EVD1TS
T SHIRTS $
FOOD $
BEVERACE :>
TE~JT COST $
rRIZES $
OTHER $
B) TOT.^.L COST or COODS
^ND EVDITS g
C) CROSS rROFIT - (t.)
MI~JU8 (B)
~
OTHER INCOME:
+eGn AfJ,-CUL 1LJJ~.l\l,WJY'-~R~1-l,,8
8PO~180RS/C_O~JJ3I!3JJIIQN~ $
HOTEL .^.S80C.GR.ANTS $
(pO NQIJ~~l,1JJ2{;JN-K'-Nm
S(3) TOTAL OTHER
INCOME $
E) NET 1~ICOME -
(0) rLUS (C)
$
FY
$
$
$
$
$
$
$
$
:;
$
&:
$
$
$
$
$
$ $
$
$
$
$
FY
$
$
$
$
$
$
$
$
&:
$
$
$
$
&:
&:
DATE:
~JOTE: Tt:1io is 0 guidolino. Indi':iduol itomo liotod oan 130 OhOA~od to fit YOl:lr OVOAt'8 oJ(poAGlituroo aFld inoomo.
CtJJtuL~t U rnbrg!l<tEu ng~Lt()l:Jh~t-PJol2os~_d1Y-are
~ " ",-- I...." r'\f"\'"
:;
$
$
$
$
$
% of Total Income? ~_pj~jdeJtl:>Y'-(3)
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
OPERATING EXPENSES
Projected
-
:\D'IERTISI~JC &.
PROMOTIO~J
$
a. TV $
~. ~oWG~apOffi $
e. Ma~aziF1o ~
8. BroSAl:IroS $
o. OtAElr [$
* ADVERTISING & PROMOTION
a. Media Advertising
b. Brochures. posters, programs
c. Direct Mail & postage
~Photo program
EL__el!t;:>Ij.QB_elatiQ~
t._PJ:Q..rnQtl9J@1.llE:!m~.LI ~~oirtf?,gpp~LjE.GI<~t~)
9.c.____GenE:!.[a I non-aJlQ~ated
M.QV~ TO OTHEB.'pAGI;;
FY
$
$
$
$
$
$
SECURITY/CROWD
CONTROL
SET-UP & CLEAN UP
EQUIPMENT RENTAL
INSURANCE
OFFICE EXPENSES
POSTAGE
RENT
DIRECTOR'S FEES
SALARIES
MISCELLANEOUS
OTHER
F) TOTAL OPERATING
EXPENSES
$
$
$
$
$-
$ .-----
$
$
$
$ -------
$ -----.---
$
C) NET rROFIT -
(E) MINUS (F
N 1;;1 P_ROFIT/LOS~)
RET.^.I~JED rROF'IT
(BEC1~J~mJC)
$
€
RET,'\I~JED rROrlT
(ENE)I~JC)
$
SWORN AND SUBSCRIBED before me this
My Commission Expires:
$
$
$
$
$
$------
$
$ -----
$
$ -----
$ --------.----
$
$ ----------.
$
$
Treasurer
day of
*Cultural UmbrE3Jlg fLlnds m~y_bE:! ~p'~ntonJYJQr aoy~rtising._ang_grorrl.Q!jQ.n.
1 , 1 , ''''1''\'''''
Page 10 of 19
FY
$
$
$
[$
[$
$
$
$
$
$
$ "_ ___m__
$__.m___
$ -------
$
$ _ -___on
$.
$ --.---.---.
$ . -- -,,--
$
$--------
$------
.20
Notary Public at Large
State of Florida (SEAL)
12345
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 11 of 1 Y
EXHIBIT -9A
fylONRQE COUNTY TOURIST DEVELOPMENT COUNCIL
CUL TURALUMBRELLA EVENT FUNDS
SYQ.G~I BREAKDOWN~
TOURI8T DEVELOrMaJT COUNCIL
CUL TUR^.L UMI3RELL^, FU~JD8
I3UDCET I3RE/\KDOWN
FISCAL YEAR ~2004
EVENT NAME:
MI;QI~u8.Q'lf;;.RTISINQDIRECT M,^.IL 8. r08T.^,CE
BROCHURES, POSTERS, PROGRAMS $
OIRECIMAIL~PO~iTAG~rUBLlC REL^,TIO~J8
PHOTO PROGRAM
PUB.L1C.R_EJATIQNSMEDlt. :\DVERTI8INC
PRQM01]Q_NAL LTEM~
(T-SHIRTS, CAPS, JACKETS,--ETC) $
$
$
$
$
CaJERt.L ~JON ^LLOC:\TEDMISCELLANEQlJ~* $
TOTAL $
*CENERAL NON ALLOCATED MISCELLANEOUS IS NOT TO EXCEED 15% OF THE EVENT'S TOTAL
BUDGET.
ACTUAL.,_F;~PENPITVRI;S_MA.YJ)J;YIATEJiOJ'VlQRe.IHAN 10% FROM THIS BUDGET.
THE MAXIMUM REQUEST CAP IS $25,000.00.
FUNDS ARE PAID ON A REIMBURSEMENT BASIS.
ALL PRINT AND TELEVISION MATERIALS MUST DISPLAY THE CUR.RENT TDC LOGO.
ALL BROADCAST ADVERTISING PLACED OUTSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE FLORIDA KEYS AND KEY WEST."
ALL BROADCAST ADVERTISING PLACED INSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL."
IF FJJNOEQ..EXHLBIISA_ANJ2..B WILL BECOME PART YOU'RE YOUR CONTRACT AND_IBAN_$.M!JTEO TO
THE OFF!GE.OYTHI;C.LJ;RK OF THE_COURL
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 12 of 19
EXHIBIT eB
&4MPI::E
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR ~2004
NAME OF EVENT:
- -'-'---'---"'. "- --. ----.--.------. -,------
Please list all scheduled activities in date and time order~-Jif pre-promotion is to be considered indicate the dates
of the next season,IUu-'Jg~d-JQLJ wi"J:~~_~im911-Lsed ONLY.Jo[ e\l~[lt~-'i~teg-'lE:lr.~
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 13 of 19
D. CQNIRIT_UTI.QNSJ~CAS~NTICIPA TEO
1 ) Q51talLQL ~133>h_anti ci!L~!~.~:L90ntri bution~..~ponso!~h ip~__~.ncLJl[aJl1~,.t"t~J. ~9_ch..~~Q.ar~t~'y. Li Elt a II
8ClRtri13utero (Hi^.RD DOLL'\R8) OUl3l9ortiAfEl tRO I3rOI9E1Goel evaflt GAEl tRO OI~~ountG ausmittaGf l3y tReaa
8ofltril3utero.
Individual Donationo.'Contributoro
Amount
&Y8TOTAL 'N.LUE OF CO~JTRIBUTOR8 $
12345
~E CONT81 a.J)TIQN~:LLN::J~L~LQ.LA_NI1QJJ~8 TJ;Q List all in-kind antigpate<;f contributions
(including complimentary rooms, functions, services, and volunteer hours at up to $10 an hour):
ContrJp.utQr
TyQ..~
V ~1~E3
&Y8TOTAL V~^.LUE OF I~J KIND 8ERVICE8 $
TOT,^.L 'MLUE $
TOTAL GA.SH GQNTRIBLJTLQN~.AJ'iP L~__:KIND_.c_Q~IRill.UJJ9~$._ $
12345
E.. . L.ette.rti_QfC.Qmmitm~n..t
fNCLUDE lnSfJrtLETTERS OF COMMITMENT FROM CONTRIBUTORS AND
SPONSORS FOR BOTH __CASH HARD DOLLAR AND IN-KIND
CONTRlSJJTIQNS 8ER'ACES...Nl!mberlett~[~ugS.M_gJ~_$-.11.1,_1J.2,_1.1..3, etc.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page140f19
IV. o. el3Clsifieolly stoto f10'.': YOI:J 13101'1 tEl Ol3ol1S tAo tal:Jrist fl:Jl1ds rOEll/Elotos os liotoel iF! m!l3oAelitl:Jro el:lef~ot. listing
Romoo OAeI Ejl/ol1tity (0.~., aefvoftieiA@ s1300G iA /s801 or RotiaAall1owsI30f30fS, A'lO!1)OZiROO, ereoAl:lroo, CltO.) Aettlsl
eX~eftEfittlrC3 !flay de'iiate 1'16 !fIere thsft 1 B% freffl this 13tl8set.
.- _._~---_.._---- --------------..-..-- ------ -------..--.---- .--.-.... - .. __ "___"___" _U"_"'_..
.. --- ..---. ~- --.---------..---. -..----.-----------------___.._____.0________. '_'__'_"'_ .____.
.~_. .-------- ---....--- - ... -_.-" -------- "---'--'--- - '0 _______ ____. ..__..._..___ ____.n_ ~.
- ..... ____n__..._._ .__. '__'nm__no. _ 0' ._,_... ____..____. .n_. .'._. _ _n. ._.__ U.. _._._ ..._ _..
. . - "0- __. _____.__"__ .' . .'___ ...__________ '.______._._____._..___..____________..__.._____.
-----.------.-- - -.----...-----.--.--..-.----.--.-. .. .---.-.-..--.--..--,.--. .
12346
V. QUALITY AND UNIQUEPJESS OF PROPOSED EVENT
a. Qiscl,!sS tt:l~~r:tisji~excg[/.~J1G~,-J,JDiqueness and tourist.@Q~gLQL the _~Y.E:!J]tLJQ w/:1f'lt .~-Extent to \vAisA fRe.
o0tivity is it unique to Monroe County and/or tbeDistrict .0Ara /3Fo'.iEles tGl:lfi!Jt ol3J3ool ? tlQW d()e? iteAe
promote€rand showcase the destination'~_GJJJtl!.m'-.illKL/:1i~tQ[iG_Ol ~nyir9DJIl~n!.~IrE.!~()ur~e??
. ------------..-.----.----..--.- ........-..-----..---- ..'-
12345
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 150[19
b-" ~Number of tourists ontieil9otoElantic1Q9Jed-to attend the event and actual m!!nbeLattEi.l')gin~lli5!r:
Vendors/Pau.kiP-ants Admissions/Spectators
AntkiJ2.C!.tGd__A~tual___dJlti ~illiltQd_ _.A<;:t~L~l
2Q0.1. _____20Q.2_ -------------2!lQ.4_______2ilQ2
V Sf! oors, /(1cwt:aif33 A ts
,", em:SS:S8S, /8/988taffira
Monroe County Residents
Out of County, Florida
Out of State
---.-----------.-.-- ..
-----_____h...._______ ._.__~_._
----------. -.-.-----..-.-
TOTAL
----------
co. t!QW~st actual attendance determined?
de. How was the anticipated number of persons attending determined?
12345
e.
PlalL_JQ[, . d~termil1inq
actual
attenqillJ~~ future -.__~'ismL_ _______
-.- ..-...--.------..---. ---------------------
-_.- ---....--------.-- -- --..-------- "--- ------
12345
VI. VALUE OF NATIONAL MEDIA EXPOSURE OR NEW EVENT
a. Submit a detailed history of national and/or international media exposure of last event, and as a part of its
entire package bringing guaranteed television, radio, and newspaper advertising, incfuding estimated reach
and source of information. (LABEL AS EXHIBIT "F")
DO NOT INCLUDE PAID ADVERTISING.
OR
b. F.QLO'~.\!L~_Y.~!:LU?@miiIA liEJI5 sf o'/ia8As6 sf 19aet j3FSA=lstisA6I1 8l(l9sstJro, the anticipated value of the new event
to tourism, sAall l3e 8SAEiiElefo8. Include estimated media vendor circulation of your target market. (LABEL AS
EXHIBIT "F")
Criteria for Evaluation:
Scoring will be considered under the following criteria:
1 - unacceptable
2 - below average
3 - average
4 - above average
5 - excellent
12345
Upon evaluation of events, the total scores will be tabulated and applications not scoring above 36 points
will not be considered for funding. Those events that meet the minimum scoring requirements as noted
above, will be ranked starting with the highest score. In the case of a tie, the highest score in the
Commitment to the Off Season will be the determining factor.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 160flY
NON-COLLUSION AFFIDA VIT
AND
VERIFICA TION
I,
of
the
city
of
~---------
according to law on my oath, and under penalty of perjury, depose and say that:
1) I am , the bidder making the Proposal for the
project described as follows:
2) The prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter relating to
such prices with any other bidder or with any competitor:
3) Unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to
bid opening, directly or indirectly, to any other bidder or to any competitor; and
4) No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;
5) The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in
awarding contracts for said project.
VERI FICA TION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true
and correct to the best of my knowledge and belief.
President's Name Typed
President's Signature
Sworn to and subscribed before me this
day of
.......,20_
personally appeared , , and
be the persons named in and who executed the foregoing document.
I known to
Notary
Public
State
of
My
commission
expires
(Printed, typed, or stamped commissioned
name of notary public)
VII. ATTACHMENTS
1) Organization's total budget and financial statement, compilation, review or audit for the last
completed fiscal year.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 17 of 19
2) Organization's budget and income/expense report for the last event.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 18 of 19
SAMPLE
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of County Commissioners of Monroe Co
Florida, (hereinafter referred to as the "BOCC") and (name 0 f e vent sponsor) (hereinafter referred to as "E
Sponsor");
WHEREAS, the umbrella organization under contract to the BOCC has recommended to the Monroe County Tc
Development council (hereinafter "TDC"), which has endorsed the recommendation, that certain monies be alloc
for promotion of an event;
THEREFORE; in consideration of the mutual promises contained herein, the parties agree as follows:
1. BOCC shall pay a sum not to exceed (numeric) (written) for promotion and related expenditures, as describ
the event budget, attached hereto as Exhibit A, for production of the (name of event) on (date of event). Pay
will be made only after Event Sponsor submits invoices and support documentation acceptable to the Cou
Finance Department. The advertising and promotion budget for County funding may be altered as to the individua
items, or components, within 10% of the amount stated for that item or component, without increasing the total c
amount and without requiring a written amendment to this agreement. Monroe County's performance an obligatil
pay under this agreement is contingent upon an annual appropriation by the BOCC.
2. (Insert Name 0 f event sponsor) shall provide promotion and related seNices as described in the Spon
application for funding, Exhibit B, attached hereto. All advertising and public relations seNices or supeNisic
advertising and public relations will be provided through the contracted agencies of the Tourist Development Cc
(TDC) and SOCC. The agencies of record, shall receive payment of work in progress upon submission of docume
invoices associated with said event. In order for event sponsor to be reimbursed for expenditures, the invc
must be submitted no later than , 20
3. (Insert Name of event sponsor) shall reimburse BOCC for any amount of funds expended by BOCC in conne
with an event which does not occur as a result of any act or omission by Event Sponsor.
4. (Insert Name of event sponsor) covenants and agrees to indemnify and hold harmless Monroe County Soa
County Commissioners from any and all claims for bodily injury (including death), personal injury, and pro
damage (including property owned by Monroe County) and any other losses, damages, and expenses (incll
attorney's fees) which arise out of, in connection with, or by reason of the seNices provided, event sponsored, or I
activities and funding associated with this agreement. Should event involve the serving or distribution of alce
beverages, Event Sponsor shall obtain prior to the event a Liquor Liability insurance policy naming Monroe Coun
a co-insured.
5. (Insert Name of event sponsor) shall maintain records pursuant to generally accepted accounting principle
three (3) years after the event and shall permit BOCC and its agents and employees access to said recon
reasonable times.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Page 19 of 19
6. BOCC may terminate this agreement without cause upon providing written notice to Event Sponsor no less
sixty (60) days prior to the event and may terminate for breach upon providing to (insert Name of event spor
notice at least seven (7) days prior to the effective date of the termination.
7. (Insert Name of event sponsor) is an independent contractor and shall disclose any potential conflict s of int.
as defined by Florida Statutes, Chapter 112 and Monroe County Code, Article XXI.
8. (Insert Name of e vent sponsor) warrants that he/she/it has not employed retained or otherwise had ac
his/her/its behalf any former COUNTY office or employee in violation of Section 2 or Ordinance No. 10-1990 01
COUNTY officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation 0
provision the COUNTY may, at its discretion terminate this contract without liability and may also, at its discre
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percen-
gift, or consideration paid to the former or present COUNTY officer or employee.
9. "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity (
may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid
contract with a public entity for the construction or repair of a public building or public work, may not submit bic
leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractl
consultant under a contract with any public entity, and may not transact business with any public entity in excess c
threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of t
placed on the convicted vendor list."
IN WITNESS WHEREOF, each party has caused this agreement to be executed by its duly authorized representa'
the______ __________________ day of
..----- . --------.---- -.-----------------------
,20
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
. -.-...-----------------.-----
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest:
(Event Sponsor)
By.
OR
..-- ..-------------.---
Secretary
By__
President
- n_._____________________________
Witness