Item D4BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:JANUARY 16, 2013Division:TDC _____________
Bulk Item: Yes XNo Department:_ _________
Staff Contact Person/Phone #:Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of revisions to the TDC Event Funding Policies and Acceptable Event Marketing
Expenses to be incorporated into the Monroe County TDC Operations Manual.
ITEM BACKGROUND:
TDC approved same at their meeting of December 11, 2012. See attached memo for
explanation of revisions.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
Revisions to Monroe County TDC Operations Manual relating to Event Funding
Policies.
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: N/ABUDGETED:
Yes No
COST TOCOUNTY: N/ASOURCE OF FUNDS:
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty XOMB/Purchasing Risk Management ____
DOCUMENTATION:
Included XNot Required_____
DISPOSITION:AGENDA ITEM #
Revised 11/06
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 hasrevised 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 Policiesand Acceptable Event marketing
Expenses. Additions are noted in blueand deletions are inblack strikethrough.
The TDC at their meeting of December 11, 2012 voted unanimously to approve the revisions.
Upon BOCCapproval, this item will be incorporated into the TDC Operations Manual.
TDC EVENT FUNDING POLICIES
EVENT FUNDING:
The TDC has established four (4) several categoriesof events that may receive
funding:There are four categories of events that may receive funding from the TDC;Turnkey
Events; Destination Events;Cultural Events andFishingEvents.Any event receiving funding under
the Umbrellasorganizationwill not be eligible for additional funding under another TDC event
categoryFunding of an event shall only be considered under onecategoryduring that
. BOCC 08/14/91
funding year.
CULTURAL EVENTSEVENT FUNDING APPLICATIONS:
Applications Procedures for the four
categories of event funding can be foundcultural events can be found in the Monroe County TDC
Operations Manual in Section IV.Within the Cultural Umbrella events funding process, The monies
received by the event contractor is to be used within the approved acceptable list of TDC expenses
outlined under the specific event funding category and listed below.
Any applications submitted in response toRequest forApplications(RFA)response received after
the specified deadline, as determined within the RFA, will not be accepted.This policy
TDC 7/21/93.
mirrors that of the Monroe County Board of County Commission (BOCC).
BOCC 9/8/93
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
No individual applications for Event fundingOnly Cultural, Fishing and Dive eventswill be
considered for fundingout of the Generic Two rellas (Cultural,
Penny Event fund.other than the Umb
Fishing & Diving).
7/26/95
ADVISORY COMMITTEES (UMBRELLAS/DISTRICT ADVISORY COMMITTEES) AND EVENT
COORDINATORS’ RESPONSIBILITY
:It is the responsibility of the Advisory Committees
(Umbrellas/District Advisory Committees)(DAC),the event coordinators applicantsand the event
contractors(contracted entity)to keep apprised of all Monroe County Tourist Development Council's
policies and procedures pertaining to event funding.
BOCC01/22/92
When DACevent proposalsapplications (Destination/Turnkey/Cultural/Fishing)are received,they
will be distributed to theappropriate advisory committeeDACsfor review and thecommittee’s
recommendationsfor funding will be placed before the TDC for approval.to the TDC. Upon
approval of the TDC of any event funding recommendations,a contract will be submitted to the
BOCC for approval. Once approved, the contract will be entered into by the applicant event
contractorandthe BOCC.The BOCC has final approval of all contracts.
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 permissible
marketing expenditures that highlight the special event versus the regular programming of a
business, organization or the facility.
BOCC 7/21/10
Marketing expenses for events held outside Monroe County shall not be reimbursed/direct paid
Only events held within Monroe County shall be considered for event funding.
BOCC 5/19/10.
NOT
TDCfunded items areto be sold.
9/14/94
Monroe County Tourist Development Council Operations Manual Section II, Page 1
ALLOCATION OFCULTURAL/FISHINGUMBRELLA EVENT FUNDING:
Any event of a fishing or
artistic/special/dramatic nature shall apply for funding under the appropriate umbrella organization.
All funds collected in a specific district are allocated according to their market share pecentage and
shall be utilizedby the Umbrellasfor the marketing of that specific district.
Each The Cultural and FishingUmbrella shall appropriate a minimum of 30% of theirfunds of the
Umbrellaforgenericout-of-county advertising and public relations. Seventy percent (70%)or the
remainder that has not been allocated to the advertising/public relations agencies ofrecord within
theUmbrellas, shall be allocatedby the Umbrella to the applicants for Umbrella event funding.
If the Cultural or FishingUmbrellasdoesnot allocate all the funds earmarked for direct event
funding within a district(70% noted above), the remaining funds shall be allocated and utilized to
advertisemarket that specific district as recommended by the Umbrella committee.
Prior to submission of a CulturalorFishingUmbrella event application, the event applicant’s
proposed budget maywillbereviewed by the Umbrella, the applicant andthe 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 listedbelow. No amendments to the lineitem
budgetswill be permitted after the contract has been reviewed and approved.
BOCC 9/14/94
Monroe County Tourist Development Council Operations Manual Section II, Page 2
ACCEPTABLE EVENT MARKETING EXPENSES
(Turnkey/Destination/Cultural/FishingEvents)
BOCC 4/20/11(new approval date)
Only the items listed under the event category for which the event contractoris funded will be
considered forreimbursement. After final funding and contract approval by the Monroe County
Board of County Commissioners, the TDC Administrative office shall emailthe event contractora
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 IIof the
Operations Manualfor the Monroe County Tourist Development Council,which are also provided as
part of the event funding contract.
TURNKEY EVENTS
Application for Turnkeyevents funding can be found in the Monroe County TDC Operations Manual
in Section IV-A.
Turnkey Events
-(national marketing exposure)
(BOCC 2/16/05)
For purposes of this solicitation, a Turnkey Event is designed and produced to entertain the public,
and promotes tourism in the Florida Keys and Key West by drawing out-of-county tourists into the
Keys. Turnkey operations shall include one of the following: national TV show; national
sponsorship nationwide promotion; or national or international unpaid marketing exposure
excluding
websites, blogs and social media sites.
(BOCC 2/16/11 –effective FY 2012)
Such event shall be considered an all-inclusive event where the promoter has financial
responsibility for every facet of the management and production of the event. For purposes of this
RFA and all contracts awarded pursuant to it, the event coordinator shall be the production agent
primarily responsible for the production of the event and is the entity with whom Monroe County
shall contract. Involvement by the TDC agencies of record would only be provided at the request of
the TDC and/or the District Advisory Committee and not as a requirement by the event coordinator
or any sponsor to insure the success of the event.
Payment under a contract for a Turnkey Event will be made upon the completion of the event and
upon proof of national and/or international marketing. If the scope of services within the contract
guarantees a national television show, the airing of the show shall be within ninety (90) days of
completion of the event in order to be paid.
If an event is canceled for any reason, no payment shall be forthcoming.
A Turnkey event shall be considered an all-inclusive event where 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 madeonly after completion of the event and proof that
the scope of services as described within the contract has beencompleted. If aTurnkeyevent is
no payment shall beforthcoming
delayed or canceled for any reason, , even if the event
contractor has out-of-pocket expenses leading up to the actual event.The TDC,therefore,strongly
Monroe County Tourist Development Council Operations Manual Section II, Page 3
recommends that the event contractorpurchase 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 may be included in the proposed budget.Destination events may tuilize 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
acceptable TDCmarketingitems listed in this section.There cannot be more than a 10% deviation
fromonthe approved line item budget. The following are the only acceptable expenses:
Media Placement & Production Costs:
Newspapersandmagazines(inserts will also be
Advertising Through The Internet:
considered);radio;andTV;websiteinternetadvertising only.
The TDC will payfor the following digital advertisingonwebsites, website links, pre roll video,
banners, buttons,mobileandemail blasts.InternetDigital advertising links may go to the event
website. The TDC Logo must be placed onall 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
websiteconsidered 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.No more than 10% of the total allocated funds shall be
BOCC 5/16/06New approval date
expended on advertising media costs attributable to in-county placement.
Promotional Signs:
Posters and banners(hanging and displayed outdoors).
Promotional Items:
T-shirts;andhats*; jackets; koozie cups.
*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.
BOCC 09/14/94
Direct Mail Promotions:
Brochures,postcardsand pamphlets including postage/shipping. This is
a direct mail promotional brochure/postcard/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
programshowing scheduledactivities and information on the event, as outlined in contract budget.
Public Relations (PR):
Print and broadcast electronic public relations materials for distribution to
media, such as,but not limited to,press releases, public service announcements, photographyand
as approved
videographyto be utilized in PRreleases and video news releases 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.
BOCC 7/21/10)New approval date
In-House Production:
In-house production of any permissible expenditures will not be considered
for reimbursement.
BOCC 7/21/10
Monroe County Tourist Development Council Operations Manual Section II, Page 4
Event Marketing Reimbursement:
TDC funding is intended forpromotion of events as opposed
to the ongoing programs of an organization or promotion of the facility.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 7/21/10
Amendments to Contract Budgets:
No amendments to the line item budgetswill be permitted
after the contract has been reviewed and approved.
BOCC 9/14/94
CULTURAL EVENTS
Any event of a fishing or artistic/special/dramatic nature shall apply for funding under the apprpriate
umbrella organization. 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,the
allocationreceived by the event contractor is to be spenton the list of items that have been
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:
Newspapersandmagazines(inserts will also be
Advertising Through The Internet:
considered);radio; andTV;websiteinternetadvertising only.
The TDC will pay for the following digital advertisingonwebsites, website links, preroll video,
banners, buttons, mobile and email blasts.InternetDigital 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. No more than 30% of the Media Placement andProduction
BOCC 5/16/06New approval date
Costs line itemshall be expended on advertising media costs attributable to in-county placement.
Promotional Signs:
Posters and banners(hanging and displayed outdoors).
Promotional Items:
T-shirtsand;hats*; jackets; koozie cups.
*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.
BOCC 09/14/9.
Direct Mail Promotions:
Brochures/postcardsand pamphlets including postage/shipping. This is
a direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
Programs/Play Bills:
TDC will payup to fifty percent (50%) of the cost of production and printing
of an event program/play billsshowing scheduledactivities and information on the event, as
outlined in contract budget.
Public Relations (PR):
Print and broadcast electronic public relations materials for distribution to
media, such as, but not limited to, press releases, public service announcements, photographyand
as approved
videographyto be utilized in PRreleases and video news releases 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.
BOCC 7/21/10New approval date
Monroe County Tourist Development Council Operations Manual Section II, Page 5
In-House Production:
In-house production of any permissible expenditures will not be considered
for reimbursement.
BOCC 7/21/10
Event Marketing Reimbursement:
TDC funding is intended for promotion of events asopposed
to the ongoing programs of an organization or promotion of the facility.TDC will only consider
reimbursement of permissible marketing expenditures that highlight the special event versus the
regular programming of a business, organization or thefacility.
BOCC 7/21/10
Amendments to Contract Budgets
:No amendments to the line item budgetswill be permitted
after the contract has been reviewed and approved.
BOCC 9/14/94
FISHING EVENTS
Application for fishing events funding can be found inthe Monroe County TDC Operations Manual
in Section IV-B.Within the Fishing Umbrella events funding category, the allocationreceived by the
event contractor must bespentonthe approved the list of items that have been approved. Only the
TDC expenses listed below may be included in the proposed budget. There is norestriction as to
out-of-county advertising.The following are the only acceptable expenses:
Media Placement & Production Costs:
Newspapersandmagazines(inserts will also be
Advertising Through The Internet:
considered);radio; andTV;websiteinternetadvertising only.
The TDC will pay for the following digital advertisingonwebsites, website links, pre roll video,
banners, buttons, mobile and email blasts.InternetDigital 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.
BOCC 5/16/06New approval date
Promotional Signs:
Posters and banners(hanging and displayed outdoors).
Promotional Items:
T-shirts andhats*,; jackets; koozie cups; trophies/awards(Fishing
Tournaments only).
*Sales/Resale of TDC funded items:
Items fundedby 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.
BOCC 09/14/94
Direct Mail Promotions:
Bochures/postcardsand pamphlets includingpostage/shipping . This is
a direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
Programs:
TDC will payup to fifty percent (50%) for the cost of production or printing ofan event
program showing scheduledactivities and information on the event, as outlined in contract budget.
Public Relations (PR):
Print and broadcast electronic public relations materials for distribution to
media, such as, but not limited to, press releases, public service announcements, photographyand
Monroe County Tourist Development Council Operations Manual Section II, Page 6
as approved
videographyto be utilized in PRreleases and video news releases 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.
BOCC 7/21/10New approval date
In-House Production:
In-house production of any permissible expenditures will not be considered
for reimbursement.
BOCC 7/21/10
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(year),and location). For trophy reimbursement, Tournament Directors must
9/14/94
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
8/20/03
Amendments to Contract Budgets
:No amendments to the line item budgetswill be permitted
after the contract has been reviewed and approved.
BOCC 9/14/94
Monroe County Tourist Development Council Operations Manual Section II, Page 7