Item D3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JANUARY 16, ') 0 13 Division: TT C
Bulk Item: Yes X No Department,*
Staff Contact Person/Phone #-, Maxine Pacini
296-1."552
..........................
...... ....
AGENDA ITEM WORDING:
Approval of an Agreement with Petronia St. Neighborhood Association, Inc. covering
Goombay in October, 2013, in an amount not to exceed $25,000, DAC 1, FY 2013 Event
Resources.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
TDC approved same at their meeting of December 11, ")012
.. ........ ........ mom
CONTRACT/AGREEMENT CHANGES:
New Agreement
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: S25,000 BUDGETED: Yes X No
COST TO COUNTY: S25100,U SOURCE OF FUNDS. —
REVENUE PRODUCING. Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Attv X OMB/Purchasin X Risk Management X
W — 9 . ............. .
DOCUMENTATION. Included X Not Required
DISPOSITION.
Revised 11/06
TDC
AGENDAITEM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
IContract with: Petronia St. Neighborhood
Association, Inc.
Contract #
Effective Date:
Expiration Date:
1146
1/ 16/13
............. . ........ ............. .. ..... ...
Contract Purpose/Description:
Approval of an Agreement with Petronia St. Neighborhood Association, Inc
covering Goombay in October-L-2-013 in an amount not to exceed $25,000, DAC
1, FY 2013 Event Resources.
I Contract Manager- Maxine Pacini 3 5) 2 3
(Name)
for BOCC meeting on 1/2/1' )
k�2%A.)
TDC:4 3
(Department/Stop #)
A4enda Deadline 1/ 16/13
CONTRACT COST
Total Dollar Value of Contract: 25 NO Current Year Portion:
Budgeted? Yes Z No Account 117-770-'10-5-'10340-TS-')7--)-)0_X-)30'40 Grant -. $
County Match. -
Estimated Ongoing Costs: $_
(Not included in dollar value above)
ADDITIONAL COSTS
Iyr For:
(eg. maintenance, utilities, Janitorial, salaries, etc.)
CONTRACT RE -VIEW
Changes
Da 1 0
�e� In Needed v
Division Director 7//� Yeso No ,,.
N. ..........
V,
X
Risk Management 1% rg"`-_Yes[] No
Ej/
O.M.B./Purchasing 5 YesEl No2
LJ
7, k'z- Yes NoDe County Attorney Hall
I Comments:
OMB Fonn Revised 2/27/01 MCP#,2
Date Out
'Z-
Destination Events Agreement
THIS AGREEMENT (Agreement) is entered into this day of
2013 by and between MONROE COUNTY, a political subdivision of the state of Florida
(county) and Petronia St. Neighborhood Association, Inc. not for profit corporation
organized and operating under the laves of the state of Florida (Event sponsor).
WITNESS NTH:
In consideration of the mutual covenants contained herein, the parties agree as follows:
1. The County agrees to pay up to $25,000 (Twenty Five Thousand Dollars —
TDC district I Funding Allocation) for Goombay in October 2013 from tourist development
tax funds (see Exhibit "C"). Of this amount, no more than 10% or $2,500 of the total
allocated funds shall be expended on advertising media casts attributable to in -county
placement. The general non -allocated section of an 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. No amendments shall
be made to Exhibit "C" after approval of contract. A list of Acceptable Event
Marketing Expenses is attached to the agreement as Exhibit "A",
2. Sca a of Services: The event sponsor agrees to provide the county with an
event as specified below:
a). A two 2 day street festival with live music, craft and food vendors.
3. 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 COUNTY. The agencies of record shall receive payment
for cork in progress upon submission of documented invoices associated with the event..
4. Payment: Any payments directly to the event sponsor or vendors associated
with said event shall be as follows,, -
Payment upon presentation of an invoice shall indicate the task completed
for which payment is sought, with proper documentation attached.
Monroe County's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the COUNTY. Only acceptable expenses
listed in the Monroe County Tourist Development council Operations Manual shall be paid.
5. Accounting,: Financial records of the event Sponsor pertaining to this project
shall be kept according to generally recognized accounting principles and shall be
available to the COUNTY or to an authorized representative for audit.
6. Modification: Line item changes to the advertising and promotion budget
may be made up to but not exceeding 10% of the larger line item amount without requiring
COUNTY approval of the particular change.
7. Breach and Penalties: The parties agree to full performance of the
covenants contained in this agreement, and the COUNTY reserves the right at its
discretion, provided such breach is material, to terminate this agreement for any
Goorrbay
Destination Event: FY 2013
Contract ID#: 114
misfeasance, malfeasance, or nonperformance of the agreement terms or negligent
performance of the agreement terms by the event sponsor.
8. Termination: This Agreement will be terminated on January 31, 2014. A11
invoices rust be submitted prig to January 31, 2014.
g. Ikon Occurrence of Event: If the event does not take place for any reason
under control of Event sponsor except for those reasons in paragraph 13, then Event
Sponsor agrees to refund to the COUNTY any amounts already paid to them under this
agreement, and relieve the COUNTY from any further payments.
The event sponsor shall give written notice to the Monroe County Tourist
Development council if it is found necessary to cancel an event. The notice shall contain
the following specifics: 1) reason for cancellation, 2} documentation of the reason for
cancellation and 3) person authorized to cancel including title and stated affiliation.
10. Indemnification and Hold Harmless: The event sponsor covenants and
agrees to indemnify and hold harmless and defend Monroe county, its officers, employees
and agents including the Tourist Development council and 'visit Florida Keys from any and
all claims for bodily injury (including death), personal injury, and property damage
(including property owned by Conroe 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, except those losses or damages caused by COUNTY or its agents.
11. Permits: The event sponsor will secure all required permits, licenses and
shall pay all appropriate business taxes.
12. Takes: The COUNTY and TDC are exempt from Federal Excise and state
of Florida sales Tax.
13. Finance char es: The COUNTY and TDC shall not be responsible for any
finance charges.
14. Relation of COUNTY/TDC: It is the intent of the parties hereto that the event
sponsor shall be legally considered as an independent went sponsor and that neither it
nor its employees shall, under any circumstances, be considered employees, servants or
agents of the COUNTY and TDC and the COUNTY and TDC shall at no time be legally
responsible for any negligence on the part of said went sponsor, its employees or agents,
resulting in either bodily or personal injury or property damage to any individual, firm, or
corporation.
15. Disclosure: The event sponsor shall be required to list any or all potential
conflicts or interest, as defined by Florida Statutes chapter 112 and Monroe county code.
The event sponsor shall disclose to the COUNTY and TDC all actual or proposed conflicts
of interest, financial or otherwise, direct or indirect, involving any clients interest which
may conflict with the interest of the COUNTY and TDC.
16. Assignment: The event sponsor shall not assign, transfer, convey, sublet or
otherwise dispose of this agreement, or of any or all of its right, title or interest therein, or
his or its power to execute such agreement to any person, company or corporation without
prior consent of the COUNTY.
17. corn fiance with lags - Nondiscrimination. The event sponsor, shall comply
with all federal, state and local laws and ordinances applicable to the work or payment for
work thereof, and shall not discriminate on the grounds of race, color, religion, sex, age, or
Goombay
Destination went: FY 2013
Contract ID* 1146
national origin in the performance of work under this Agreement. This Agreement shall be
subject to all federal, state, and local laws and ordinances.
18. Force Maieure: The event sponsor shall not be liable for delay in
performance or failure to perform in whole or in part, the services due to the occurrence of
any contingency beyond its control or the control of any of its subcontractors or suppliers,
including labor dispute, strife, labor shortage, war or act of war whether an actual
declaration thereof if made or not, insurrection, sabotage, riot or civil commotion, act of
public enemy, epidermic, quarantine restriction, accident, fire, explosion, storm, flood,
drought or other act of God, act of any governmental authority, jurisdictional action, or
insufficient supply of fuel, electricity, or materials or supplies, or technical failure where the
event sponsor has exercised reasonable care in the prevention or mitigation of damages
and delay, any such delay or failure shall not constitute a breach of the Agreement. Upon
demand of Tic or COUNTY, the event sponsor must furnish evidence of the causes of
such delay or failure. COUNTY shall not pay for any services or activities, promotional or
otherwise, connected with an event produced after the date(s) described in paragraph 1
and Scope of Services,
19. Governing LawNenue: This Agreement shall be governed by and construed
in accordance with the laws of the state of Florida applicable to contracts made and to be
performed entirely in the State. In the event that any cause of action or administrative
proceeding is instituted for the enforcement or interpretation of the agreement, the county
and Sponsor agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe county, Florida. This Agreement shall not be subject to
arbitration.
20. Securitt Protection: The event sponsor agrees to provide adequate security
for the event. No TDC funds will be used for this purpose.
21. ownershi : All advertising and promotion work performed under the
agreement and paid for by the COUNTY and TDC shall be the property of the COUNTY
and TDC, for whatever use and/or disposition the COUNTY and TDC may deem
appropriate.
22. Media rim: The TDC shall have the right to broadcast, rebroadcast, use,
reproduce or transmit for any purpose whatsoever, radio, television, pictures, sound, film
and tape motion pictures and still photographs paid by the COUNTY and TDC under this
agreement.
23. Lo o: Logo Usage guidelines are attached to this contract as
Exhibit "B". For all promotional literature and display advertising with the exception of
generic advertising roust display the "Key West — close to Perfect -Far from Normal'
logo/trade mark as per attached logo sample). This logo/trade mark was adopted by
the TDC and county in April, 2010.
24. Severability: If any provision of this Agreement shall be held by a court of
competent jurisdiction to be invalid or unenforceable, the remaining provisions shall not be
affected thereby; and each provision of this Agreement shall be valid and enforceable to
the fullest extent permitted by law.
25. Authorit,�: Each of the signatories for the sponsor below certifies and
warrants that:
Goornbay
Destination Event: FY 2013
Contract I D#.* 1146
3
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.
26. Ethics Clause: The event sponsor warrants that it has not employed, retained
. =X or otherwise had act on its behalf, any farmer county office or employee in violation of
Section 2 or Ordinance No. 1 g-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 1 g-1990. For breach or violation of the provision the County
may, at its discretion terminate this agreement without liability and may also, at its
discretion, deduct from the agreement 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.
27. Public Enti 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
proposal on a contract to provide any goods or services to a public entity, may not submit
a proposal on a contract with a public entity for the construction or repair of a public
building or public work, may not submit proposals 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 Florida
Statutes, for CATEGORY TWO for period of 36 months from the date of being placed on
the convicted vendor list."
28. Notice: Any notice required or permitted under this agreement shall be in
writing and had delivered or railed, postage prepaid, to the other party by certified mail,
returned receipt requested to the following:
For Grantee: Joseph Schroeder
728 Duval street
Key West, FL 33040
For Grantor: Lynda Stuart
Monroe county Tourist Development council
1201 White street, Suite 102
Key West, FL. 33040
And
Cynthia ball, Asst. county Attorney
P.O. sox 102
Key West, FL. 33041-1026
29. Entire Agreement: The parties agree that the Agreement above constitutes
the entire agreement between the COUNTY and event sponsor. Except as provided in
paragraph 6 of this Agreement, this Agreement can never be amended or modified except
in a writing signed by the parties hereto.
Goornbay
Destination Event: FY 2013
Contract l #,* 1146
An
W&A
IN WITNESS WHEREOF, the was hereto have executed this Agreement ft day and
year first above written.
{SEAL.}
Attest Amy Heavilin, Clerk
Deputy Clerk
(CORPORATE SEAL)
Attest
Pyint Name
Goombay
Destnadon#
C;onbW IDC
Board of County Commkmioners
ot Monroe County
Mayor/Chairman
pi;i
;�i
w
Pdfvt
—jew—
Daft: I 9
Print Name:
■
Acceptable Event Marketing ExRenses for Destination 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 councils policies and
procedures pertaining to event funding. 01/22/92
When DAD 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 9/8/93
EVENT FUNDING: The TDC has established several categories of events that may
10
receive funding. There are four categories of events that may receive funding from the
TDC; Destination Events; Tumkey Events; Cultural Events and Fishing Events.
All advertising and promotional items shall follow the logo/guidelines found in Section II 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). 7/26/95
Marketing expenses for events held outside Monroe County shall not be reimbursed/direct
paid. 5/19/io
DESTINATION EVENTS: Destination events as defined under Section IV -A of the
Operations Manual will be paid as per the scope of services within the contract and those
acceptable items/expenses listed below. Destination events may utilize up to 10% of their
approved line item budgets for in -county hard media and public relations. A general non -
allocated line item is not to exceed 15% of the total budget and can only be utilized for
Doom bay
Destination Event: FY 2013
Contract ID#: 1146
no
acceptable TDC items as listed in this section. There cannot be more than a 10%
deviation on the approved line item budget.
Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet
advertising onl
Promotional : 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 irect 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.
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 orfaCility. 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
2 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 5/1&o6
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
Goombay
Destination Event: FY 2013
Contract ID* 1146
7
LogolAcknowledqement Usage Guidelines For District I Destination
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. 06/12/91
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 Advertis r : 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 ipg file), contact Jessica
Taylor -Smith or John Underwood with Tinsley Advertising at 305-856-6060.
T6 f orldd Keys
Clow TO N+ct - Fdr From Norm<21
MONRM COUNTY TOUKIST DEVELONENT COUNCIL
out -of-Coin L2.q-o
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 Jessica Taylor -Smith or John Underwood at Tinsley Advertising at 305-
856-6060.
The Florida Keys
Close To Perfect - Fer From Normal
Goombay
Destination Event: FY 2013
Contract ID#: 1146
�1
*3 sla t rml
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
DESTINATION 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 C) after BOCC approval of Agreement
FISCAL YEAR 2013
EVENT NAME: Goornba
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, website/internet advertising only $18,000
PROMOTIONAL SIGNS-
. .... 2o ters/banners $2,000
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cup! $3,000
DIRECT MAIL PROMOTIONS: broch ures/pam ph lets/
postage & she pping_ $2,000
PROGRAMS:
PUBLIC RELATIONS
*GENERAL NON -ALLOCATED
TOTAL:
....... .... .
*GENERAL NON ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET.
AND CAN ONLY BE UTILIZED FOR ACCEPTABLE TDC ITEMS.
$25.,.00.0
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE.
MARKETING EXPENSES FOR EVENTS HELD OUTSIDE MONROE COUNTY SHALL NOT BE REIMBURSED/DIRECT PAID
REVISED FOR COMMISSIONER KOLHAGE
DATE: December 17, 2012
TO: Monroe County Board of County Commissioners
FROM: Harold Wheeler, TDC Director
RE: Consideration and Action re: TDC Event Funding Policies
The TDC administrative office has revised section II of the TDC Operations Manual that addresses
the TDC Event Funding Policies and Acceptable Event Marketing Expenses.
The Event Funding Policies were rearranged to different positions to achieve a better flow, and
changes were made to update, and enhance the clarity of our policies.
Under the Acceptable Event Marketing Expenses, items have been addressed and clarification given
to areas where there have been previous misunderstandings; areas have been updated and
modernized to incorporate language and items that are now utilized in the advertising and promotion
of events; some additions and deletions to allowable expenditures have been made.
Attached is the proposed revised TDC Event Funding Policies and Acceptable Event marketing
Expenses. Additions are noted in blue and deletions are in .
The TDC at their meeting of December 11, 2012 voted unanimously to approve the revisions. Upon
BOCC approval, this item will be incorporated into the TDC Operations Manual.
The following language has been highlighted in yellow in the attached document
and will be deleted from this request for approval:
The only Monroe Cuu,.Ly uoot;u vvukjoau-unsidered out -of -county shall be the
official Monroe County Tourist Development Council site at www.fla-keys.com.
This language will be deleted from each area that references Media Placement &
Production Costs:
• Section II, page 4
• Section II, page 5
• Section II, page 6
=-E e , ' L-'� . L{-
TDC EVENT FUNDING POLICIES
EVENT FUNDING: The TDC has established four (•.. sevefal categories of events that may receive
funding: funding fFem the , Turnkey
Events; Destination Events; Cultural Events and Fishing Events. Any event FeGeiving funrlinn i nrl +
the el a. ergaRiza t well not be eligible for add-itieRal funding undeFanother TzG event
sateger-y. runding of an event shall only be considered under one category during that
uinciing year.
A CU T"R' EAfENTS EVENT FUNDING d. -- _ - __. -- - Applications for the
v.py�-p�� p rn ro r: � i ro c
categories of evL. ; funding can be found GUItuical eveRtS GaR be fOuRd in the Monroe County TDC
Operations Manual in Section IV. Within the Guttural Umbrella events fURdiegPresess, The mvTricv
Any ppiications suum ted in response to Request for Applications (RFA) fespeese-received after
the specified deadline, as determined within the RFA, will not be accepted. TDC 7121193. This policy
mirrors that of the - Ronroe CoU; ,.y Board of I.iJUi i;y , ,I I; i tiJJI S BOCC). BOCC 9/s193
my Oiltural_ Fishing and (live Pvent!z will be
considered for tunainc, out of the _-,eneric Two Penny Event fund. other than +ho I ImhnWips /ram„I+ir+I
ADVISORY COMMITTEES(U BRGI I AS D!STRICT ADVISORY COMMITTEES) AND EVENT
v�Tr-rrc�oZ'vty STRICT ADVISORY y v AND �
' : It is the responsibility of the Advisory Committees
(Umbrella /District Advisory Committees) {OAS), the event applicants and the event
contrnctnrs (cnntrartPr to keep apprised of all Monroe County Tourist Development Council's
policies and procedures pertaining to event funding. BOCC 01122192
When DAG event pfepesals applications (uestinationi i urnkey/Cultural/Fishin are received, they
will be distributed to the appropriate advisory committee OAQ; for review and imittee s
recommendations for undin vill be p' , before the TDC ,� oval. to the TOG —Upon
approval of the TDC of any eveRt fundiRg FeGGmmendatien6, a contract will be submitted to the
BOCC for approval. Once approved, the contract will be entered into by the appl+saat-event
contract and the BOCC The BOCC has final approval of all contracts.
i tJL will only consider reimbursement of permissible
,,;0iNi�;Oiiy t;Apt.;IiUJLUiUj L+Ia; IIIy„siyrlt Me special event versus the regular programming of a
business, organization or the facility. BOCC 7121110
Only events he!d within Monroe County shall be con gyred for event fun
TDC fURded items aFe NOT to be w44�94
Monroe County Tourist Development Council Operations Manual Section ll, Page 1
ALL0(-AT1r)k! r CULTURAL/FISHING UMBRELLA EVENT FUNDING:
All funds collected in a specific district are allocated according to their market share pecentage and
shall be utilized by the Umbrellas for the marketing of that specific district.
€aG# `ie Cultural and Fishing Umbrella shall appropriate a minimum of 30% of the funds of the
U a -for generic out -of -county advertising and public relations. uv(--ray percem 70%) or the
remainder that has not been allocated to the advertising/public relations agencies of
the Umbrellas —,shall be allocated by the Umbrella to the appliGaRtS for JmbreN event funding.
If the Cultural or Ficnin( Umbrella does not allocate all the funds earmarked for direct event
funding within a district ( 0% noted abovc- , the remaining funds shall be allocated and utilized to
.,dose arke: that specific district as recommended by the Umbrella semmittee.
Prior to submission of a Cultural or Fishing Umuiuiia uvui„ )plicatior ie even )plicant's
proposed bud -t may witt be reviewed by the UmbFella, the appliGant and the advertising/public
relations agencies of record. Thereafter, there cannot be more than a 10% deviation on the
approved line item budget. 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. No amendments to 'ie line it
budgets will be permitted after the contract has been reviewed and approved. BOCC 9114194
Monroe County Tourist Development Council Operations Manual Section Il, Page 2
ACCEPTABLE EVENT MARKETING EXPENSES
(Turnkey/Destination/Cultural/Fishing Events)
BOCC 4i2g ! 1 (new approval date)
Only the items listed under the event category for which the event contractor is funded will be
considered for reimbursement. After final funding and contract approval by the Monroe County
Board of County Commissioners, the TDC Administrative office shall email the event contractor a
reimbursement/direct payment packet that includes an executed copy of the funding contract, and
guidelines required for reimbursement/direct payment of Acceptable Event Marketing Expenses.
All advertising and promotional items shall follow the logo/guidelines found in Section II of the
Operations Manual for the Monroe County Tourist Development Council,
part of the event funding contract.
TURNKEY EVENTS
Application for Turnkey events funding can be tound in the Monroe County TDC Operations Manual
in Section IV -A.
r+ i Ulf)Key evens snail de considered an aii-inciusive event wnere the event contractor has financial
responsibility for every facet of the production, promotion and management of the event. Payment
under a contract for a Turnkey event will be made only after completion of the event and proof that
the scope of services as described within the contract has been completed. If a Turnkey event is
delayed or canceled for any reason, no payment shall be forthcoming, even if the event
rnntractr>r has niit-nf-nnrkt-t-Yr)PncPc IrNpHinry 110 to the actual event. The TDC, therefore, strongly
Monroe County Tourist Development Council Operations Manual Section 11, Page 3
recommends that the event contractor purchase insurance that covers the cancellation or delay of
an event due to "force majeure" or unforeseen circumstance.
DESTINATION EVENTS
A Destination event as defined under Section IV -A of the Operations Manual will be paid as per the
scope of services within the contract and the list of items that have been approved. Only the TDC
expenses listed below r �y be included in the propo- .a budget
to ° A general
non -allocated line item is not to exceed 15% of the total budget and can only be utilized for
acceptable TDC marketing items listed in this section. There cannot be more than a 10% deviation
on the approved line item budget. The following are the only acceptable expenses
Media Placement & Production Costs: Newspapers and magazines -isert� H dibU i,c
-,ji tot-C.'C._ j, radio; , fu 1 V ; Website iAternet advertising only. Arlve r-tisinq Though The In+AlnAt-
The TDC will pay for the following digital advertising on website�_,, !;I-.,, j _ .oll video,
banners, bU#ees, mobile and email blasts. fie# Digital advertising links may go to the event
website. The TDC Logo must be placed on all print, TV, websites, pre roll video, banners and email
blasts. Radio advertising does not require the logo but all radio announcements must say "Brought
to you by the Monroe County Tourist Development Council". The only Monroe County based
website considered out -of -county shall be the official Monroe County Tourist Development Council
site at www.fla-keys.com. No payment will be made for development or operations (hosting) of
websites. -Qer-r--New approval date No more than 10% of the total allocated funds shall be
expended on advertising media costs attributable to in -county placement.
Promotional Signs: Posters and banners hanging and displayed outdoors).
Promotional Items: T-shirts; hats*
*Sales/Resale of TDC funded items:
by the BOCC/TDC, in accordance with
ionleets; keeZie nW me
Items funded, including creative and resulting work product,
Florida Public Records Law, are owned by the BOCC/TDC
and as such may not be sold. BOCC 09114194
Direct Mail Promotions: Brochures, postcards and pamphlets including postage/shipping. This is
a direct mail promotional brochure/ _ 6tcard/pamphlet utilized for pre -event advertising.
Programs: TDC will pay up to fifty percent (50%) of the cost of production and printing of an event
program showing scheduled activities and information on the event, as outlined in contract budget.
Public Relations (PR): Print and bFeadsast iectrum, public relations materials for distribution to
media, such as, but not limited to, press releases, public service announcements, photography
v,aeoyj u,, to he utilized in PR releases and videe news releases as approved by the public
relations agency of record. Only permissible PR material produced by the TDC agency of record
and/or a professional public relations agency shall be acceptable.BeoQ_7;� New approval date
In -House Production: In-house production of any permissible expenditures will not be considered
for reimbursement. BOCC 7t21/10
Monroe County Tourist Development Council Operations Manual Section ll, Page 4
Event
TDC will only consider
reimbursement of permissible marketing expenditures that highlight the special event versus the
regular programming of a business, organization or the facility. BOCC 7121110
Amendments to Contract Budgets: No amendments to )e line item budgets will be permitted
after the contract has been reviewed and approved. aocC 9114194
CULTURAL EVENTS
umbTelfa erga ization--Application for cultural events funding can be found in the Monroe County
TDC Operations Manual in Section IV-C. Within the Cultural Umbrella events funding category, ;-ie
diloGallull ieGelveu Uy [i"lo even( GUTAlaGlUi i5 iU Uc aN@ili oil ir1U list Ui liCiins wai nave oeen
approved. Only the TDC expenses listed below may be included in the proposed budget. The
following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers f:inrl magazines (incprtc �,n.�ill al"n hp
radio; ;RtWnetadvei4i6ffing only. Advertising Throuc h The Internet•
i ne i DC will pay for the tollowing digital advertising on websites, website links, pre roll video,
banners, h-ttam, mobile and email blasts. WeFRet Digital advertising links may go to the event
website. The TDC Logo must be placed on all print, TV, websites, pre roll video, banners and email
blasts. Radio advertising does not require the logo but all radio announcements must say "Brought
to you by the Monroe County Tourist Development Council". The only Monroe County based
website considered out -of -county shall be the official Monroe County Tourist Development Council
site at tom. No payment will be made for development or operations (hosting) of
website: aoaa 546 6 .'ew approval date No more than 30% of the Media Placement and Production
Cost line item shall be expended on advertising media costs attributable to in -county placement.
Promotional Signs: Posters and banners 'hanging and displayed outdoors).
Promotional Items: T-shirts and, hats* ; ' ;
*Sales/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. eocC 0911419.
Direct Mail Promotions: Brochures/;jostcarc: and pamphlets including postage/shipping. This is
a direct mail promotional brochure/..ustcard%pamphlet utilized for pre -event advertising.
Programs/ -:_.. " TDC will pay up to fifty percent (50%) of the cost of production and printing
of an event program/ showing scheduled activities and information on the event, as
outlined in contract budget.
Public Relations (PR): Print and bfeadsast lectroni. public relations materials for distribution to
media, such as, but not limited to, press releases, public service announcements, photography
viuuuu jiapi. to he utilized in RR releases and ,mien news releases as approved by the public
relations agency of record. Only permissible PR material produced by the TDC agency of record
and/or a professional public relations agency shall be acceptable. New approval date
Monroe County Tourist Development Council Operations Manual Section Il, Page 5
In -House Production: In-house production of any permissible expenditures will not be considered
for reimbursement. eOCC 7121110
Event arketinq__Re mbursement: TDC fundin is iRtended for pmmetien of events as Opposed
-91
u(� will only conslaer
iiiciilNULHIy �/� Ulll+il J uldi ihi 41iilCgliL uie special event versus the
regular programming of a business, organization or the facility. eocc 7121110
Amendments to Contract Budgets: No amendments to "-- line iten- budgets will be permitted
after the contract has been reviewed and approved. eocc 9114194
FISHING EVENTS
Application for fishing events funding can be found in the Monroe County TDC Operations Manual
in Section IV-B. Within the Fishing Umbrella events funding category, the allocation received by the
event contractor must be spent on the approved the list of items that have been approved. Only the
TDC expenses listed below may be included in the proposed budget. There is no restriction as to
out -of -county advertising. Tho fnfirwfinn arc- thn nnhr nrrnr?table
Media Placement & Production Costs: Newspapers and magazines tingartc will alco nn
considerea radio; nd T ; websote in4erno� orlyor+iain9 only. Advertising Through The Internet-
li RTV i{.r
The TDC will pay for the loiiowing oigltai advertising on websltes, wegslte links, pre roil video,
banners, ems, mobile and email blasts intemet Digital advertising links may go to the event
website. The TDC Logo must be placed on u,, r FV, websites, pre roll video, banners and email
blasts. Radio advertising does not require the logo but all radio announcements must say "Brought
to you by the Monroe County Tourist Development Council". The only Monroe County based
website considered out -of -county shall be the official Monroe County Tourist Development Council
site at www fla-kevs com. No payment will be made for development or operations (hosting) of
website` GQP-S 5116496 w approval date
Promotional Signs: Posters and banners hanging and displayed outdoors).
Promotional Items: T-shirts and
Tournaments only).
hats*,; jQeket-6;--ke4-xie P.-Ups; trophies/awafd-s (Fishing
*Sales/Resale of TDC funded items: Items funded by the BOCC/TDC, including creative and
resulting work product, in accordance with Florida Public Records Law, are owned by the
BOCC/TDC and as such may not be sold. eocc 09114194
Direct Mail Promotions: Bochures/ ustc: and pamphlets including postage/shipping . This is
a direct mail promotional brochure/ . stcard/pamphlet utilized for pre -event advertising.
Programs: TDC will pay up to fifty percent (50%) for the cost of production or printing of an event
program showing scheduled activities and information on the event, as outlined in contract budget.
Public Relations (PR): Print and broadcast- iectronr public relations materials for distribution to
media, such as, but not limited to, press releases, public service announcements, photography
Monroe County Tourist Development Council Operations Manual Section ll, Page 6
•
videography to be utilized- i.^ p" releases andyidee ln.&N6 Feleases as approved by the public
relations agency of record. Only permissible PR material produced by the TDC agency of record
and/or a professional public relations agency shall be acceptable. BOGC712111New approval date
In -House Production: In-house production of any permissible expenditures will not be considered
for reimbursement. BOCC 7121110
Trophies: Framed art work, framed photography, engraved crystal and glass, plaques, trophies,
sculptures (fiberglass, metal, glass & wood) and framed certificates shall constitute a trophy. All
such trophies must include the appropriate information as outlined in the policies (tournament
name, date and location). 9/14/94 For trophy reimbursement, Tournament Directors must
present the original invoice of the trophies, a notarized list of winners of the event, and a notarized
list of the plates and/or glass etching from the engraving company 8120103
Amendments to Contract Budgets: No amendments to e line ;tee t budgets will be permitted
after the contract has been reviewed and approved. BOCC 9114194
Monroe County Tourist Development Council Operations Manual Section ll, Page 7