Item D2BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JIUNE 20, 2012 Division: TDC
Bulk Item: Yes X No Department:
Staff Contact Person/Phone #:- Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of an amendment to agreement with Key West Botanical Garden Society, Inc. to revise
Exhibit C covering the Key West Tropical Forest & Botanical Garden Cultural Events between
Z-1
October, 2011 and June, 2012.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original agreement at their meeting of October 19, 2011
CONTRACT/AGREEMENT CHANGES:
Amendment to agreement
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: S18,290 BUDGETED: Yes X No
COST TO COUNTY: S18,290 SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purc asing X Risk Management !�;
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 11/06
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Key West Botanical
Garden Society, Inc.
Contract #
Effective Date:
Expiration Date
TDC ID#: 936
10/1/11
9/30/12
Contract Purpose/Description:
Approval of an amendment to agreement with Key West Botanical Garden Society, Inc.
to revise Exhibit C covering the Key West Tropical Forest & Botanical Garden Cultural
Events between October, 2011 and June, 2012.
Contract Manager: Maxine Pacini 3523 TDC # 3
(Name) (Ext.) (Department/Stop
for BOCC meeting on 6/20/12 Agenda Deadline: 7/5/12
CONTRACT COSTS
Total Dollar Value of Contract: $ 18,290 Current Year Portion: $
Budgeted? Yes® NoF-1 Account Codes: 117-75011-530340-TC25-637-X-530480v/
Grant: $ 117-75011-530340-TC25-637-X-530410
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $/yr For:
(Not included in dollar value above) (eg. maintenance,
ilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes
Date Out
Division Director
D to Needed
I YesF-]Noa
Reviewer
Risk Management
�4 -1 Yes❑ NoEj
O.M.B./Purchasing
-1)fgfa No
A -)—A
J
County Attorney
YesEl No
C.-7
Comments:
OMB Form Revised 2/27/01 MCP #2
AMENDMENT Ost AMENDMENT} TO AGREEMENT
THIS AMENDMENT to agreement dated the day of 2012, is entered into by
and between the Board of County Commissioners for Monroe County, on behalf of the Tourist
Development Council, and Key West Botanical Garden Society, Inc. ("Event Sponsor")
WHEREAS, there was an agreement entered into on October 19, 2011 between the parties,
awarding $18,290 to Key West Botanical Garden Society, Inc. for the Key West Tropical Forest &
Botanical Garden Cultural Events between October, 2011 and August, 2012; and
WHEREAS, it has become necessary to revise Exhibit C of the agreement to move the August
event to June, 2012, and r
NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties
agree to the amended agreement as follows:
Paragraph 1 of the agreement shall be revised to read as follows:
1. Amount: County shall pay a sum not to exceed $18,290 (Eighteen Thousand, Two
Hundred and Ninety Dollars) effective October 1, 2011 for promotion and related expenditures, as
described in the event budget, attached hereto as Exhibit "D", for production of the Key West
Tropical Forest & Botanical Garden Cultural Events between October, 2011 and June, 2012. Of
this amount, no more than 30% or $5,100 shall be expended on advertising media costs attributable to
in -county placement. No amendments shall be made to Exhibit "D" after approval of contract.
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 using 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. The general non -allocated section of an Umbrella event budget shall
not exceed 15% of the total budget and may be utilized for unforeseen permissible expenditures and
for those budget lines that may require additional funds. Monroe County's performance and obligation
to pay under this agreement is contingent upon an annual appropriation by the County.
2. Exhibit C shall be revised and attached hereto.
3. In all other respects, the remaining provisions of the agreement dated October 19, 2012 shall
remain in full force and effect.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Amendment # 1
Key West Botanical Cultural Events
ID# 936
WHEREOF.IN WITNESS
- Parties
above
Deputy Clerk
(CORPORATE REAL)
Attest
By.
Print Name
4
OR TWO WITNESSES
♦1 F
nt e
Date:
r
By F
President
t 4 w
Print
F y�
(2/
ilPrint Name
MONROEK`OUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2012
EVENT NAME: Key West Tropical Forest & Botanical Garden Cultural Events
The Key West Botanical Garden Society, Inc. will produce the above named event with a
minimum of_14 (102+)days of activities. The activities will include the following:
October, 2011 1 ,lvm
"HallowGreen" — Sunday afternoon, Oct. 30th. I Halloween goes eco-centric: children and adults particpate in making costumes from
old clothing and recycled materials and other craft projects featuring natural materials.
"Speaker/Science Series" - at each evening event, those in attendance learn about a topic of general interest related toour
collections, such as Keys ecology, native flora &fauna, plant -based medicines, and ethnobotany, presented by a reputable expert.
"GardenFest" - February 18 h & 19th- visitors will enjoy a 2-day tropical "fair' of invited South Florida plant growers, local artist, and
"green vmnB product and san/me providers assemble around the lake for all to browse. Refreshment stands encourage lingering in
the Garden, This event will be coordinated with the overlapping OIRF February House and Garden Tour.
March, 2012 2 days
"Cuban Cultural Exhibition" -datenTBD- Afaativa} ofboth passive and interactive activities celebrating Cuban cultural
contributions hoKey West: cooking lessons & food tasting, dancing lessons & dance performance; musical performances,
dominos lessons and a tournament; displays of works by Cuban emigre artists and craftspersons. The event ends with onevening
Cuban -inspired feast and dancing tolive music under the stars
April, 2012 2 days
"Migration Mania" — on two Saturdays in April, children of all ages who like birds and butterflies can learn about the annual migration
while enjoying nature-themed craft projects, games, exhibits, a live butterfly release, guided nature walks and costume competitions.
"ArtGarden" - visitors will experience Garden trails graced with temporary installation ofworks by local artist. During the 00+ days of
the installation, Zpublic events featuring athaothoaNparfonnonoeort piece created specifically for the Garden will bascheduled
(dotaoTBD). Local artist creating plein-air works on site will add to the visiting public's enjoyment of art ¬una.
"Midsummer's joy professionalmusicians and artists
scattered throughout the Garden (including 2 stages) with an all -media event. Child -friendly activities U *ov�besuhedu|adduhngtha
�rot2hours. Visitors are encouraged topa�ioipahaingroup o�pn�e�a.dance and fantasy
'costume creating. Refreshments will bo
available on -site.
(*Total days of activities includes the "ArtGarden" installation which will be on display a minimum of 90 days.)
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida, 2
political subdivision of the state of Florida and Key West Botanical Garden Society,
Inc. ("Event Sponsor") on this / 6ffclay of 12011.
WHEREAS, the umbrella organization under contract to the County has recommended to the
Monroe County Tourist Development Council ("TDC"), which has endorsed the recommendation,
that certain monies be allocated for promotion of an event by Event Sponsor;
NOW THEREFORE, in consideration of the mutual promises contained herein, the parties
agree as follows:
1. Amount: County shall pay a sum not to exceed $18,290 (Eighteen Thousand, Two
Hundred and Ninety Dollars) effective October 1, 2011 for promotion and related expenditures,
as described in the event budget, attached hereto as Exhibit "ID", for production of the Key Wesi
Tropical Forest & Botanical Garden Cultural Events between October, 2011 and August,
2012. Of this amount, no more than 30% or $6,100 shall be expended on advertising media costs
attributable to in -county placement. No amendments shall be made to Exhibit "D" after
approval of contract 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 using 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. The general non -
allocated section of an Umbrella event budget shall not exceed 15% of the total budget and may be
utilized for unforeseen permissible expenditures and for those budget lines that may require
additional funds. Monroe County's performance and obligation to pay under this agreement is
contingent upon an annual appropriation by the County.
2. Duties of Event Sponsor: Event Sponsor shall provide promotion and related services
as described in the Schedule of Events, Exhibit "C", attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the TDC and County.
3. Invoicing: A list of Acceptable Event Marketing Expenses is attached to the
contract as Exhibit "A". The contracted agencies of record shall receive payment of work in
progress upon submission of documented invoices associated with the event. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal year ends
September 30, 2012. Event sponsor also understands that the funding process through which this
contract was made available by County requires event sponsors to submit their payment requests
as quickly as possible and to finalize all such requests before the end of the fiscal year, if at all
possible. In order for the tourist development taxes to be utilized most effectively for the purpose for
which they were authorized, attracting and promoting tourism, the budgeting process of the County
requires the event's funding to be concluded in a timely manner. In recognition that the timeliness
of payment requests is of extreme importance to the funding of future advertising and promotion for
the stability of the tourist -based economy, Event Sponsor agrees to submit by September 30, 2012,
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#.* 936
W W
:aOL0111"I
4. Reimbursement to Count : Event Sponsor shall reimburse County for any amount of
funds expended by County in connection with an event which does not occur as a result of any act
or omission by Event Sponsor.
S. Indemnification: Event Sponsor covenants and agrees to indemnify and hold harmless
Monroe County, the Tourist Development Council, the 3406 North Roosevelt Corporation (Visit
Florida Keys), their officers, employees and agents 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.
6. Claims and Venue: Event Sponsor agrees to notify County immediately of any claims
suits, or action made against the Event Sponsor that is related to the activity under this agreement,
and will cooperate with County in the investigation arising as a result of any action, suit, or claim
related to this Agreement. Any legal proceedings arising out of this agreement shall be in
accordance with the laws of the State of Florida in the 16th Judicial Circuit for Monroe County; venue
shall be in Monroe County, Florida.
7. Records: Event Sponsor shall maintain records pursuant to generally accepted
accounting principles for four (4) years after the event and shall permit County and its agents and
employees access to said records at reasonable times.
8. Termination: County may terminate this agreement without cause by providing written
notice to Event Sponsor, through its officer, agent, or representative, no less than sixty (60) days
prior to the event and may terminate for breach upon providing to Event Sponsor, through its officer,
agent or representative, notice at least seven (7) days prior to the effective date of the termination.
Notice is deemed received by Event Sponsor when hand delivered, delivered by national courier
with proof of delivery, or by U.S. mail upon verified receipt or upon the date of refusal or non-
acceptance of delivery.
9. Conflicts: Event sponsor is an independent contractor and shall disclose any potential
conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code, Chapter
2.
10. Non -Collusion: By signing below, Event Sponsor warrants that he/she/it has not
employed, retained or otherwise had act on his/her/its behalf any former County officer or employee
in violation of Section 2 of 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 liability and may also, at its discretion, deduct from the
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#. 936
2
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.
11. Public Entities Crimes: 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.
12. _Logo: Logo Usage guidelines are attached to this contract as Exhibit "B". All
promotional literature and display advertising with the exception of generic advertising must display
the "Florida Keys & Key West Come As You Are" logo/trade mark (as per attached logo sample).
This logo/trade mark was adopted by the TDC and County in April, 2010.
In -County Logo: The logo that includes the "Monroe County Tourist Development Council"
designation is to be utilized in all approved in -county print newspaper ads, magazine ads, street
banners, posters and other approved signage efforts. Radio commercials should include "Brought
to you by The Monroe County Tourist Development Council". To seek approval, clarification and/or
logo in electronic format (eps or jpg file), contact John Underwood with Tinsley Advertising at 305-
856-6060.
Out of County Logo: The out of county logo does NOT include the "Monroe County Tourist
Development Council" designation and is to be utilized in all other efforts including any approved
out -of -county print newspaper ads, magazine ads, television commercials, internet advertising
(banners, buttons, e-mail blasts), direct mail promotions (brochures and pamphlets) and any
approved promotional items including programs, T-shirts, hats, jackets, and koozie cups. Radio
commercials should include "Brought to you by The Monroe County Tourist Development Council".
To seek approval, clarification and/or logo in electronic format (eps or jpg file), contact Sharon
Joseph or John Underwood at Tinsley Advertising at 305-856-6060.
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#.- 936
13. Authority: Each of the signatories for the Sponsor below certifies and warrants that:
a) The Sponsor's name in the agreement is the full name as designated in its
corporate charter, and
b) they are empowered to act and execute the Agreement for the Sponsor, and
c) this Agreement has been approved by the Sponsor's governing board.
IN WITNESS WHEREOF, the parties have executed this agreement, effective the day and year first
(CORPORATE SEAL)
Attest:
By
Secretary
Print Name
OR TWO WITNESSES
(1)
67
a Lc
A-n, R
Print Name
Date: � 13 / Q-,o I I
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract /D#: 936
4
Board of County Commissioners
of Monroe bounty
Mayor/Chairman
D
Key West Botanical Garden Spa ciety,
Inc. ry o
_B� Ra
�
jPresid �\
Print Name
Date: 0 0 3 )'01(
2
Print Name
Date: 0& 3 / / /
MON OE COUNTY ATTORNEY
AVIOROV CL r
XPRIVI:
N HIAI. PAU
ASSIS ANT COUNTY 9TTORNEY
Date��`
EXHIBIT A
Acceptable Event Marketing Expenses for Cultural Events
Approved by BOCC 4/20/11
ADVISORY COMMITTEES (UMBRELLAS/DISTRICT ADVISORY COMMITTEES) AND EVENT
COORDINATORS' RESPONSIBILITY: It is the responsibility of the Advisory Committees
(Umbrella/District Advisory Committees (DAC) and Event Coordinators to keep apprised of all
Monroe County Tourist Development Council's policies and procedures pertaining to event
funding. 01/22/92
When DAC event proposals are received, they will be distributed to DACs for review and
recommendations to the TDC. Upon approval of the TDC of any event funding recommendations,
a contract will be entered into by the applicant and BOCC. The BOCC has final approval of all
contracts.
Any Request for Proposal (RFP) response received after the specified deadline, as determined
within the RFP, will not be accepted. TDC 7/21/93 This policy mirrors that of the Board of County
Commissioners. BOCC 918/93
EVENT FUNDING: The TDC has established several categories of events that may receive
funding. There are four categories of events that may receive funding from the TDC; Destination
Events; Turnkey Events; Cultural Events and Fishing Events.
All advertising and promotional items shall follow the logo/guidelines found in Section 11 of the
Operations Manual for the Monroe County Tourist Development Council.
TDC funded items are NOT to be sold. 9/14/94
Only the items listed will be reimbursed for the described events. All event coordinators will
receive a reimbursement/direct payment packet that includes an executed copy of the funding
agreement. The packet provides guidelines required for reimbursement/direct payment of
Acceptable Event Marketing Expenses.
No individual applications for Event funding will be considered out of the Two Penny Event Fund
other than the Umbrellas (Cultural, Fishing & Diving). 7/26195
Marketing expenses for events held outside Monroe County shall not be reimbursed/direct paid.
5/19/10
CULTURAL/FISHING UMBRELLA EVENT FUNDING: Any event of a fishing or
artistic/special/dramatic nature shall apply for funding under the appropriate umbrella organization.
Each Umbrella shall appropriate a minimum of 30% of the funds of the Umbrella for generic out -
of -county advertising and public relations. 70% or the remainder that has not been allocated to
the advertising/public relations agencies of record within the Umbrellas, shall be allocated by the
Umbrella to the applicants for event funding. The budget, which is included with the application,
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#: 936
5
J
will be individually reviewed by the Umbrella, the applicant and the advertising/public relations
agencies of record. There cannot be more than a 10% deviation on the approved line item
budget. No amendments to budgets will be permitted after this approval process. 9/14J94 General
non allocated line item is not to exceed 15% of the total budget and can only be utilized for
acceptable TDC items listed below.
If an Umbrella does not allocate all the funds earmarked for direct event funding within a district,
the remaining funds shall be allocated and utilized to advertise that specific district as
recommended by the Umbrella committee.
Any event receiving funding under the Umbrella organization will not be eligible for additional
funding under another TDC event category. 08114/91
CULTURAL EVENTS: Procedures for cultural events can be found in the Monroe County TDC
Operations Manual in Section IV-C. Within the Cultural Umbrella events funding process, the
monies received by the event coordinator is to be used within the approved acceptable list of TDC
expenses listed below.
Media Placement & Production Costs: newspaper; magazines, radio-, TV; website/internet
advertising on!
Event producers/coordinators are required to spend no more than 30% of funds on advertising in
Monroe County. This includes in -county newspaper, radio, magazines, TV and local (in -county)
website/internet advertising.
If event producer/coordinator wishes to augment their marketing program with additional in -county
placement they may do so utilizing their own resources.
The remaining 70% out -of -county advertising budget shall be placed with newspaper, radio,
magazines, TV and websites outside of Monroe County. i.e. nytimes.com; chicagotribune.com,
etc. The only local (in -county) website/ internet advertising expenditure considered out of the 70%
line item to be approved by the advertising agency of record (Tinsley Advertising) shall be the
official Monroe County Tourist Development website. (TDC — 1/25/11 and BOCC 2/16/11)
Promotional Signs: posters and banners
Promotional Items: T-shirts; hats; jackets, koozie cups. Refer to Sales/Resale statement in
Section 11 of the Operations Manual.
Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct
mail promotional brochure/pamphlet utilized for pre -event advertising.
Programs: TDC will pay for an event program of listed or schedule of activities and information
on the event, an amount not to exceed 50% of cost, including production and printing, of program
as outlined in contract budget.
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#: 936
31
Public Relations (PR): Print and broadcast public relations materials for distribution to media,
such as but not limited to press releases, public service announcements, photography to be
utilized in PR releases and video news releases as approved by the public relations agency of
record. Only permissible PR material produced by the agency of record and/or a professional
public relations agency shall be acceptable. BOCC 7/21/10
In -House Production: In-house production of any permissible expenditures will not be considered
for reimbursement. BOCC 7/21/10
Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoing
programs of an organization or promotion of the facility. TDC will only consider reimbursement of
advertising and promotional materials that highlight the event versus the regular programming of
an organization or facility. BOCC 7/21/10
Items that have not been approved by the appropriate agency of record prior to
production/placement shall not be considered for reimbursement/direct payment. Bocc 7/21/10
4 ADVERTISING THROUGH THE INTERNET: The TDC will pay for Internet advertising on web
sites (banners, buttons, website links), and E-mail blasts. Internet advertising links may go to the
event website. Logo is required on banners and E-blasts. No payment will be made for
development or operation (hosting) of website. BOCC 5/16/06
SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and resulting work
product, by the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the
BOCC/TDC and as such may not be sold. 09/14/94
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#.* 936
7
Logo/Acknowledgement Usage Guidelines For Cultural Events
BOCC 4/21 /10
Color ads four (4) color processing printing 06/12/91
Black & white ads shall include the Florida Keys and Key West logo in PMS black. 06112/91
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats/t-shirts/jackets/koozie cups: must carry the "The Florida Keys & Key West" logo
Radio Advertising: No logo is required. All radio announcements must say "Brought to you by the
Monroe County Tourist Development Council"
In -County Logo
The below logo that includes the "Monroe County Tourist Development Council" designation is to be
utilized in all approved in -county print newspaper ads, magazine ads, street banners, posters and
other approved signage efforts. Radio commercials should include "Brought to you by The Monroe
County Tourist Development Council". To seek approval, clarification and/or logo in electronic
format (eps or jpg file), contact Sharon Joseph or John Underwood with Tinsley Advertising at 305-
856-6060.
T6
FlcriddKe}�s
& Key est
... 0 . corne ds you dm*
MONROF COWY TO XIST DEVELOPUENT MWC-1
Out -of -County Logo
The below logo that does NOT include the "Monroe County Tourist Development Council"
designation is to be utilized in all other efforts including any approved out -of -county print newspaper
ads, magazine ads, television commercials, internet advertising (banners, buttons, e-mail blasts),
direct mail promotions (brochures and pamphlets) and any approved promotional items including
programs, T-shirts, hats, jackets and koozie cups. Radio commercials should include "Brought to
you by The Monroe County Tourist Development Council". To seek approval, clarification and/or
logo in electronic format (eps or jpg file), contact Sharon Joseph or John Underwood at Tinsley
Advertising at 305-856-6060,
The
Florida Keys
& Key�m yoSt
come ude
Key West Tropical Forest & Botanical Garden Cultural Events
Cultural Umbrella Funding FY 2012
Contract ID#: 936
M
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2012
EVENT NAME: Key West Tropical Forest & Botanical Garden Cultural Events
The Key West Botanical Garden Society, Inc. will produce the above named event with a
minimum of 14 (102*) days of activities. The activities will include the following:
October, 2011 1/&am
"HallowGreen" — Sunday afternoon, I Halloween goes eco-centric: children and adults particpate in making costumes from old
clothing and recycled materials and other craft projects featuring natural materials.
"Speaker/Science Series" - at each evening event, those in attendance learn about a topic of general interest related to our
collections, such as Keys ecology, native flora &fauna, plant -based medicines, and ethnobotany, presented by a reputable expert.
February, 2012 2 days
"GardenFest" - visitors will enjoy a 2-day tropical "fair"oyinvited South Florida plant growers, local artist, and "green living" product
p
and service pr
oviders Refreshment stands encourage hn lingering ~ n. This
event will be coordinated with the overlapping Old Island Restoration Foundation February House and Garden Tour.
March, 2012 2 days
"Cuban Cultural Exhibition" - A festival cfboth passive and interactive activities celebrating Cuban cultural contributions &oKey
West: cooking lessons & food tasting, dancing lessons & dance performance; musical performances, dominos lessons and a
tournament; d�p|ayaofworks byCuban emigre erUobuand coaftapansona. The event ends w�hanevening Cuban -inspired feast and
dancing tolive music under the stars
April, 2012 2 days
"Migration Mania" —ontwo Saturdays hnApril, children cfall ages who like birds and butterflies can learn about the annual migration
while enjoying nature-themed craft projects, games, exhibits, a live butterfly release, guided nature walks and costume competitions.
.'-___.. Visitors will experience Garden trails graced with temporary installation mnworks byl000 artist. Duhng�naSO+days of
the �obal�t�n.2public events heo�hngaUh �noe�p�ueoreabadmAe�f�aUyforbh---~�acd—~'' will bamchadu|ad �
Local ardstcreating plein+sirworks onabewiUadd hothe via�nQpub|k�senjoyment ofa�&nature.
�
August, 2012
..~....= "..ght Dream" —From late afternoon into night, visitors will enjoy professional musicians and artists scattered '
throughout the Garden (including 2stages) with anall-media event. Child -friendly activities will bescheduled during the first 2hoons. '
Visitors are encouraged to participate in group art projects, dance and fantasy costume creating.Refreshments will beavailable on �
(*Total days of activities includes the "ArtGarden" installation which will be on display a minimum of 90 days,)
N
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT BUDGET
BUDGET BREAKDOWN
line items listed below must be approved by the appropriate agency of record
There will be no amendments to this budget (Exhibit 0) after BOCC approval of Agreement
FISCAL YEAR 2012
EVENT NAME: Key West Tropical Forest & Botanical Garden Cultural Events
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, website/internet advertising only $17,000
.PROMOTIONAL SIGNS: posters/banners $
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozle cups $
DIRECT MAIL PROMOTIONS: brochures/pamphlets/
postage & shipping $
PROGRAMS: $
PUBLIC RELATIONS $
*GENERAL NON -ALLOCATED $1.290
TOTAL: $18.290.00
TDC will only consider reimbursement of advertising and promotional materials that highlight
the event versus the regular programming of an organization or facility -See Exhibit A
Event producers are required to spend NO more than 30% of funds on advertising IN Monroe County
In-house marketing is not a permissible expenditure
*GENERAL NON ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET.
AND CAN ONLY BE UTILIZED FOR ACCEPTABLE TDC ITEMS.
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE.