Item E07C oun t y of Monr
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
The Florida Ke s lv ',
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Mayor Pro Tern Sylvia J. Murphy, District 5
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Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
December 13, 2017
Agenda Item Number: E.7
Agenda Item Summary #3606
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296 -1552
N/A
AGENDA ITEM WORDING: Approval of an Amendment to Agreement with Marathon
Community Theatre, Inc. for the Marathon Community Theatre Cultural Event Agreement to amend
Exhibit C and D of agreement outlining schedule of events and budget for event
ITEM BACKGROUND: Event had requested to amend Exhibit C of agreement to reduce the
number of events produced due to damages to the Theatre from hurricane Irma. Due to the reduction
in the number of events, the funding allocation has been reduced, and Exhibit D outlining the budget
requires amendment.
TDC approved same at their meeting of November 11, 2017
PREVIOUS RELEVANT BOCC ACTION: BOCC approved original agreement at their meeting
of October 18, 2017
CONTRACT /AGREEMENT CHANGES:
Amendment to Agreement
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Marathon Community Theatre Amendment and Original Agreement
FINANCIAL IMPACT:
Effective Date: October 1, 2017
Expiration Date: November 29, 2018
Total Dollar Value of Contract: $16,850
Total Cost to County: No Cost to County
Current Year Portion: $16,850
Budgeted: Yes
Source of Funds: TDC
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No
Grant:
County Match:
Insurance Required: No
Additional Details:
If yes, amount:
12/13/17 115 -75011 • CULTURAL UMBRELLA -115
$16,850.00
REVIEWED BY:
Maxine Pacini
Completed
11/20/2017 10:25 AM
Christine Limbert
Completed
11/27/2017 3:17 PM
Budget and Finance
Completed
11/27/2017 3:17 PM
Maria Slavik
Completed
11/28/2017 8:44 AM
Kathy Peters
Completed
11/28/2017 8:50 AM
Board of County Commissioners
Pending
12/13/2017 9:00 AM
E.7.a
AMENDMENT I1 AMENDMENT TO AGREEMENT
THIS AMENDMENT to Agreement dated the day of 2017, is
entered into by and between the Board of County Commissioners of Monroe County, a
political subdivision of the state of Florida (County), on behalf of the Tourist
Development Council, and The Marathon Community Theatre, Inc. (Event Contractor)
WHEREAS, there was an agreement entered into on October 18, 2017 between
the parties, awarding $21,563 to Marathon Community Theatre, Inc. for the Marathon
Community Theater (Event) in October 2017- November 2018
WHEREAS, it has become necessary to revise Exhibit C outlining schedule for
the Event due to the location of the event sustaining damages due to Hurricane Irma;
and
WHEREAS, due to the reduction of the number of event days, the amount of
funding has been reduced to $15,850; and
WHEREAS, due to the reduction in the amount of funding, it has become
necessary to revise Exhibit D, outlining Event budget; and
NOW, THEREFORE, in consideration of the mutual convents contained herein
the parties agree to the amended Agreement as follows:
1. Exhibit C of the Agreement shall be revised and attached hereto.
2. Exhibit D of the Agreement shall be revised and attached hereto.
3. Paragraph 1 of this Agreement shall be revised to read as follows: Amount
County shall pay a sum not to exceed $16,850 (Sixteen Eight
Hundred and Fifty Dollars — TDC District III funding Allocation) effective
October 1, 2017 for promotion and related expenditures, as described in the
event budget, attached hereto as Exhibit D for production of the Event. All
promotion and related expenditures for October - November 2018 events
MUST be spend prior to September 30, 2018 Of this amount, no more than
30% or $1,800 shall be expended on advertising media placement and
production costs line item attributable to in- county placement. No amendments
shall be made to the Budget as set forth in Exhibit D after approval of
agreement. Payment will be made only after Event Contractor 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
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E.7.a
and obligation to pay under this agreement is contingent upon an annual
appropriation by the Board of County Commissioners.
4. The remaining provisions of the Agreement dated October 18, 2017 remain in full
force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year
first above written.
(SEAL)
Attest: Kevin Madok, Clerk
Date: 0A0 I ;�
Deputy Clerk
heatre, Inc.
AND TWO WITNESSES
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Print Name
Date: g M0 - 4! l
Board of County Commissioners
of Monroe County
Mayor /Chairman
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Print Name
Date: -- W $1? 017
MONROECOUNTyATTORN Lry
AP RQV AS TO F
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CHRISTTNE UMBERT- BARROW
ASSISTANT OUNTY A ?TOR y
DATE: :
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Print Name
E.7.a
EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
FISCAL YEAR 2018
October 1, 2017 — September 30, 2018
EVENT NAME: Marathon Community Theatre
List scheduled EVENT activities in Monroe Coun in date order'' must match ogge 10
Activities MonthNear Activily Occurs Numb of Days"
Show #1
November - January
3
Show #2
December - Februa
2
Show #3
Janua — March
2
Show #4
February — April
2
Show #5
March — May
2
Shaw #6
June - August
2
Pre - Promotion
OcVNov 2018
x
TOTAL DAYS: 13
*if part of your funding request for this fiscal year is to promote event activities taking place in the next
fiscal year (pre- promotion), then the following rules will apply-
Pre-promotion is only allowed for an event taking place during the months of October and
November. if your event takes place after that, you must apply for funding in the next fiscal
year.
2. All pre - promotion funding MUST be spent prior to September 30th of the fiscal year you are
funded in. [For example: If pre - promotion is for a November 7 1 J 1 event, you must place that ad
and spend the money prior to September 30t'.y
** Multiple activities within a calendar day (24 hourperiod) equals only f (one) day.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2016 page: 5
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E.7.a
REVISED EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2018
APPLICANT IS ADVISED PRIOR TO COMPLETING THIS BUDGET TO REFER TO THE FUNDING APPLICATION
SHOWING THE ALLOWABLE MARKETING EXPENSES THAT WILL BE CONSIDERED FOR REIMBURSEMENT
THERE WILL BE NO AMENDMENTS TO THIS BUDGET (EXHIBIT D) AFTER BOCC APPROVAL OF AGREEMENT
Marathon Community Theatre
EVENT NAME
*MEDIA PLACEMENT & PRODUCTION COST:
( Only 30% of this line item may be spent on in-county advertisin
$6,000
PROMOTIONAL SIGNS:
$500
PROMOTIONAL ITEMS:
$2,040
DIRECT MAIL PROMOTIONS:
$2,000
PROGRAMS/PLAY BILLS:
$750
PUBLIC RELATIONS:
$5,600
* *GENERAL NON - ALLOCATED:
(Funds applied to Media Placement & Production Cost may only
be applied to out•of-coun advertisin
$
TOTAL
$16,850
*No more than 30% of the Media Placement and Production Casts line item shall be expended on
advertising media costs attributable to in- county placement (see Exhibit A of Application).
* *The General Non - Allocated line item should not exceed 15% of the total funding allocation, and may
only be utilized for acceptable event marketing expenses (see Exhibit A of application).
Actual expenditures may deviate no more than 10% from the budgeted line items noted above.
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.
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E.T.a
CULTURAL EVENT FUNDING AGREEMENT
THIS Agreement is made and entered into by and between Monroe County, Florida, a political
subdivision of the State of Florida (County), and The Marathon Community Theatre, Inc. (Event
Contractor) on this W day of , 2017.
WHEREAS, Florida Keys Council of the Arts, the Umbrella organization under contract with 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
Contractor; and
WHEREAS, the Umbrella organization recommends allocation of funds for the Marathon
Community Theatre (Event) in October 2017 - October 20118
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 $21,503 ( Twenty One Thousand Five
Hundred and Sixty Three Dollars -- TDC District III funding Allocation) effective October 1, 2017 for
promotion and related expenditures, as described in the event budget, attached hereto as Exhibit D,
for production of the Event_ All promotion and related expenditures for October 2018 and
November 2018 event MUST be spend prior to September 30, 2018 Of this amount, no more than
30% or $1,800 shall be expended on advertising media placement and production costs line item
attributable to in- county placement. No amendments shall be made to the Budget as set forth in
Exhibit D after approval of agreement. Payment will be made only after Event Contractor 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 Board of County Commissioners.
2. Duties of Event Contractor Event Contractor 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 Event Contractor agrees to submit all invoices and support documentation as
required by the County's Finance Department rules and policies no later than November 29,_ 2018
unless the date of the event is amended upon written approval of the Cultural Umbrella and TDC
Director. Event Contractor shall not be reimbursed nor will Event Contractor's vendors be paid
directly for any invoices received by the County after November 29, 2018 unless the date of the
event is amended upon written approval of the Cultural Umbrella and TDC Director, and the County
shall not be obligated to pay for any services provided by Event Contractor under this agreement if
documentation as noted above is not received on or before this reimbursement deadline date. To be
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract I D #: 1915
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E.7.a
invoices, credit card statements, bank statements, etc.) must show that the items were paid for
directly by the same entity named on the agreement with the County. For clarification on
reimbursements, please refer to the reimbursement packet provided to you upon execution of your
funding agreement.
4. Expiration of Agreement This agreement expires on November 29, 2018 and the
County shall not be obligated to pay for any services provided by Event Contractor under this
agreement if documentation as noted above is not received on or before this reimbursement deadline
date, unless the date of the event is amended upon written approval of the Cultural Umbrella and TDC
Director.
5. Reimbursement to County Event Contractor 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 Contractor.
6. Media Ri hts: The TDC shall have the right under this agreement to broadcast or
rebroadcast, for any purpose whatsoever, radio, television, sound, video or film production, and still
photographs, paid by the TDC and County, and produced by the TDC agencies of record.
7. Indemnification and Hold Harmless The Event Contractor covenants and agrees to
indemnify and hold harmless and defend Monroe County, its officers, employees and agents
including the TDC and Visit Florida Keys 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 by Event Contractor, or other activities and funding associated
with this agreement, except those losses or damages caused by the negligent or wrongful act or
omission of County or its agents.
8. Non - Waiver of Immunity Notwithstanding the provisions of Sec. 768.28, Florida
Statutes, the participation of the Event Contractor and the County in this Agreement and the
acquisition of any commercial liability insurance coverage, self - insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the extent
of liability coverage, nor shall any contract entered into by the County be required to contain any
provision for waiver.
9. Ethics Clause The Event Contractor warrants that it has not employed, retained or
otherwise had act on 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
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.
10. Claims and Venue Event Contractor agrees to notify County immediately of any claims
suits or action made against the Event Contractor 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
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract I D#: 1915
2 Racket Pg. 1817
E.T.a
with the laws of the State of Florida in the 16 Judicial Circuit for Monroe County; venue shall be in
Monroe County, Florida.
11. Severability If any provision of this agreement shall be meld 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.
12. Governinq 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 Event Contractor 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.
13. Accountinq and Records: Event Contractor 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.
14. Termination of Agreement County may terminate this agreement without cause by
providing written notice to Event Contractor, 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 Contractor,
through its officer, agent or representative, written notice at least seven (7) days prior to the effective
date of the termination. Notice is deemed received by Event Contractor 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.
15. 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.
16. Logo Logo Usage guidelines are attached to this agreement as Exhibit "B ". All
promotional literature and display advertising must display the "Florida Keys & Key West Come As
You Are" logoltrademark (as per attached logo sample — Exhibit B), This Iogottrademark 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 on in- county print newspaper and magazine ads, brochures, postcards,
pamphlets, programs, posters, banners (hanging and displayed outdoors) and digital advertising on
websites, website links, pre roll video, banners, mobile and email blasts. 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 Karen Piedra or John Underwood
with Tinsley Advertising at 305 - 856 -6060.
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract ]D# 1915
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E.T.a
Out- o&County Lono The logo that does NOT include the "Monroe County Tourist Development
Council" designation is to be utilized in out -of- county newspapers and magazines, brochures,
postcards, pamphlets, programs, posters and digital advertising on websites, website links, pre roll
video, banners, mobile and email blasts. 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 of jpg file), contact Karen Piedra or John Underwood at Tinsley Advertising at 305-856-
6060.
17. Permits The Event Contractor will secure all required permits, licenses and shall pay
all appropriate business taxes.
18. Assignment The Event Contractor 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.
19. Modification The event name, time & date of the event and Schedule of Activities may
be amended upon written approval of the Advisory Committee and TDC Director. Any changes to
said contract other than stated above require approval by the Advisory Committee, TDC and the
County.
29. Non Occurrence of Event The Event Contractor shall give written notice to the TDC if it
is found necessary to cancel an event. The notice shall contain the reason for the cancellation. If the
event does not take place for any reason under control of Event Contractor, then Event Contractor
agrees to refund to the County any amounts already paid to them under this agreement and relieve
the County from any further payments.
21. Laws and Regulations Any and all services, materials and equipment shall comply fully
with all Local, State and Federal laws and regulations.
22. Taxes The County and TDC are exempt from Federal Excise and State of Florida Sales
Tax, but this in no way exempts the Event Contractor from applicable Federal and State taxes.
23. Finance Charges The County and TDC will not be responsible for any finance charges
24. Relation of County/TDC It is the intent of the parties hereto that the Event Contractor
shall be legally considered as an independent contractor and that neither it nor its employees shall,
under any circumstances, be considered 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 Event
Contractor, its employees or agents, resulting in either bodily or personal injury or property damage to
any individual, firm or corporation.
25. Disclosure The Event Contractor shall be required to list any or all potential conflicts
of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code. The Event
Contractor shall disclose to the County and TDC all actual or proposed conflicts of interest, financial
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2918
Contract I D #: 1915
4 Racket Pg. 1819
E.T.a
or otherwise, direct or indirect, involving any client's interest which may conflict with the interest of the
County and TDC.
26. Compliance with Laws - Nondiscrimination The Event Contractor, shall comply with all
Local, State and Federal laws, regulations 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 national origin in
the performance of work under this agreement. This agreement shall be subject to all Local, State
and Federal laws, regulations and ordinances.
27. Security Protection The Event Contractor agrees to provide adequate security for the
event. No TDC funds will be used for this purpose.
28. Authority: Each of the signatories for the Event Contractor below certifies and warrants
that: a] the Event Contractor'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 Event Contractor and
c) this agreement has been approved by the Event Contractor's governing board.
29. Miscellaneous As used herein, the terms "contract" and "agreement" shall be read
interchangeably.
30. 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 misfeasance, malfeasance or nonperformance of the
agreement terms or negligent performance of the agreement terms by the Event Contractor.
31. Notice Any notice required or permitted under this agreement shall be in writing and
hand delivered, emailed or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Grantee: Loretta Geotis
The Marathon Community Theatre, Inc.
Cultural: 299B Anglers Drive North
Marathon, FL 33050
For Grantor: Maxine Pacini
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
And
Christine Limbert- Barrows, Asst. County Attorney
P.Q. Box 1026
Key West, FL 3304 1 -1 026
32. Force Majeure The Event Contractor 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
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2016
Contract I D#: 1915
5 Racket Pg. 1820
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its control or the control of any of its subcontractors or suppliers, including labor dispute, strike, 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, epidemic, 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 Contractor 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 TDC
or County, the Event Contractor must famish 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.
33. Entir�Agrreement The parties agree that the agreement above constitutes the entire
agreement between the County and Event Contractor.
iN,_ W.ITNESS VV! IEREOF, the parties hereto have executed this ag: aer.:snt the day and year firs:
above written.
(SEAL)
Rttest: Kepin Madok, Clerk
Deputy Clerk
The Marathon Community Theatre, Inc.
Board of County Commissioners
of Monroe County
A M�C-'e- �uc-'65 e6�N
Mayor /Chairman
By
P (dent
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Print Name
Date: G
AND TWO WITIM80$
Print Name N0 r/%U, ls-, Uo \ kA
Date: 6 12 3 /A d !
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract ID#: 1945
R
MONROE COUNTY ATTORNEY
2 10 D AS I:OR.M:
CHRISTINE LIMSERT- BARROWS
ASSISTANT COUNTY ATTORNEY
DATE:
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AcceptableEvent Marketing_ Expenses for Cultural Events
EXHIBIT A
Within the Cultural Umbrella events funding category, the allocation received by the Event Contractor
is to be spent on 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 Newspapers and magazines (inserts will also be
considered), radio and TV. The TDC will pay for the following digital advertising on websites, website
links, pre roll video, banners, mobile and email blasts. 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". No payment will be made for development
or operations (hosting) of websites. No more than 30% of the Media Placement and Production
Costs 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.
Direct Mail Promotions Brochures /postcards and pamphlets including postage and shipping. This
is a direct mail promotional brochure, postcard or pamphlet utilized for pre -event advertising.
ProgramslPlay Bills TDC will pay up to fifty percent (50 %) of the cost of production and printing of
an event program /play bills showing scheduled activities and information on the event as outlined in
contract budget.
Public Relations MR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography
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.
In-House Production: In -house production of any permissible expenditure will not be considered for
reimbursement.
Event Marketing Reimbursement: 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.
Amendments to Contract Budaets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract I D#: 1915
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Logo/Acknowledgement Usa a Guidelines For Cultural Events
EXHIBIT B
Color ads four (4) color processing printing
Black & white ads shall include the Florida Keys and Key West logo in high resolution
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
N: logo must appear at the conclusion of commercial
Hats and t- shirts: must carry the "The Florida Keys & Key West" Out -of- County 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 logo below indicating the "Monroe County Tourist Development Council' designation is to be
utilized on in- county print newspaper and magazine ads, brochures, postcards, pamphlets, programs,
posters, banners (hanging and displayed outdoors) and digital advertising on websites, website links,
pre roll video, banners, mobile and email blasts. 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 Karen Piedra or John Underwood with Tinsley Advertising
at 305-856 -6060.
The
Florida Keys
&KeyY
s YOU ae
idDNROE COUHfY TW][IST DEVELOPIAENTCOIfNCIL
OuVo&County Logo
The logo below that does NOT include the "Monroe County Tourist Development Council' designation
is to be utilized in out -of- county newspapers and magazines, brochures, postcards, pamphlets,
programs, posters and digital advertising on websites, website links, pre roll video, banners, mobile
and email blasts. 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 Karen Piedra or John Underwood at Tinsley Advertising at 305 - 856 -6060.
The
FloriddKeys
&KeyVUest
Event Name: Marathon Community Theatre
Cultural Umbrella Funding FY 2018
Contract I D #: 1915
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EXHIBIT C
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF ACTIVITIES
FISCAL YEAR 2018
October 1, 2017 — September 30, 2018
EVENT NAME: Marathon Communitv Theatre
List scheduled EVENT activities in Monroe County in date order * (must match page 10)
Activities Mo nth /Year Activity Occurs Numb of Days*
Variety Show October 2
Mainstage Show #1 NovemberlDecemb 12
Christmas Concert December 1
Mainstage Show #2 Janua IFebruar 13
Winter Reading February 2
Mainstage Show #3 March 16
Mainstage Show 44 Ma 10
Gallery Production June 1
Summer Children's Theater Show July 2
Pre- Promotion: OCT 2018 Variety Show October 2
TOTAL DAYS: 61
*If part of your funding request for this fiscal year is to promote event activities taking place in the next fiscal year
(pre- promotion), then the fallowing rules will apply:
1. Pre - promotion is only allowed for an event taking place during the months of October and November.
If your event takes place after that, you must apply for funding in the next fiscal year.
2. All pre- promotion funding MIDST be spent prior to September 30th of the fiscal year you are funded in.
(For example: If pre - promotion is for a November Th event, you must place that ad and spend the money
prior to September 30 111 )
Multiple activities within a calendar day (24 hour period) equals only 1 (one) day.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2018 Page: 5
Packet Pg. 1824
E.T.a
EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 21018
APPLICANT IS ADVISED PRIOR TO COMPLETING THIS BUDGET TO REFER TO THE FUNDING APPLICATION
SHOWING THE ALLOWABLE MARKETING EXPENSES THAT WILL BE CONSIDERED FOR REIMBURSEMENT
THERE WILL BE NO AMENDMENTS TO THIS BUDGET (EXHIBIT D) AFTER BOCC APPROVAL OF AGREEMENT
Marathon Communitv Theatre
EVENT NAME
*MEDIA PLACEMENT & PRODUCTION COST:
( Only 30% of this line item may be spent on in-county advertisin
$6,000
PROMOTIONAL SIGNS:
$1,000
PROMOTIONAL ITEMS:
$2,000
DIRECT MAIL PROMOTIONS:
$2,000
PROGRAMS /PLAY BILLS:
$5,000
PUBLIC RELATIONS:
$5,563
"GENERAL NON-ALLOCATED:
(Funds applied to Media Placement & Production Cost may only
be applied to out -of -noun advertisin
TOTAL
$21,563
*No more than 30% of the Media Placement and Production Costs line item shall be expended on
advertising media costs attributable to in- county placement (see Exhibit A of Application).
* *The General Non - Allocated line item should not exceed 15% of the total funding allocation, and may
only be utilized for acceptable event marketing expenses (see Exhibit A of application).
Actual expenditures may deviate no more than 10% from the budgeted line items noted above.
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.
Packet Pg. 1825