Item E3E3
County o� Monroe BOARD OF COUNTY COMMISSIONERS
lrl Mayor David Rice, District 4
T he Florida Keys Mayor Pro Tem Sylvia J. Murphy, District 5
P_ i ,: Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
February 21, 2018
Agenda Item Number: E.3
Agenda Item Summary #3836
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296 -1552
N/A
AGENDA ITEM WORDING: Approval to advertise a Request for Applications for FY 2019
Destination and Turnkey Event Funding
ITEM BACKGROUND: A copy of the application is attached. Changes to Event Application for
FY 2019 are as follows: 1) Tables 1, 2 and 3 (pg. 9 -33) were updated with the most current data for
each district and the Average Occupancy Trends graphs were updated for each district. 2) DAC II
Funding Levels (pg. 17) — removed option of Turnkey Funding Levels. DAC 11 approved at their
meeting of December 5, 2017 3) DAC V Funding Levels (pg. 32) — revised Turnkey Funding Levels
as follows: Level 8: $30,000, Level 9: $35,000, Level 10: $40,000. DAC V approved at their
meeting of December 5, 2017
TDC approved same at their meeting of January 30, 2018
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Destination and Turnkey Event RFA
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
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E.3
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
REVIEWED BY:
Maxine Pacini Completed
Christine Limbert Completed
Kathy Peters Completed
Board of County Commissioners Pending
02/01/2018 4:12 PM
02/03/2018 12:12 PM
02/05/2018 8:54 AM
02/21/2018 9:00 AM
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E.3.a
DATE: February 6, 2018
To: Monroe County Board of County Commissioners
FROM: Tourist Development Council
RE: Permission to Advertise FY 2019 Destination and Turnkey Event Funding
Application
Each year the TDC Administrative Office advertises a Request for Application (RFA) for
Destination /Turnkey Event Funding.
Attached is a copy of the proposed Request for Application that has been reviewed and
approved by our Assistant County Attorney Christine Limbert. I have attached a copy of the
RFA schedule and a list of the revisions to the application.
The TDC unanimously approved same at their meeting of January 30, 2018
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E.3.a
DESTINATION /TURNKEY EVENT SCHEDULE
FY 2019
TDC APPROVAL TO ADVERTISE:
BOCC APPROVAL TO ADVERTISE:
ADVERTISE RFP:
DAC WORKSHOPS:
65 DAYS
DEADLINE:
DAC DEADLINE:
DAC APPROVAL:
TDC APPROVAL:
BOCC APPROVAL AFTER OCTOBER 2018
January 30, 2018
February 21, 2018
April 2, 2018
April 3 rd and 4 2018
June 5, 2018
July 27, 2018
August 7 th and 8 2018
September 11, 2018
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E.3.a
Changes to Event Application for FY 2019
1. Tables 1, 2 and 3 (pg. 9 -33) were updated with the most current data for
each district and the Average Occupancy Trends graphs were updated for
each district.
2. DAC II Funding Levels (pg. 17) — removed option of Turnkey Funding Levels.
DAC II approved at their meeting of December 5, 2017
3. DAC V Funding Levels (pg. 32) — revised Turnkey Funding Levels as follows
Level 8: $30,000, Level 9: $35,000, Level 10: $40,000. DAC V approved at
their meeting of December 5, 2017
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DESTINATION /TURNKEY EVENT
FUNDING APPLICATION
REQUEST FOR APPLICATIONS (RFA) FOR DESTINATION /TURNKEY
EVENTS
All respondents must use the current application downloaded from the website
www.demandstar.com Use of any other application will result in your application
being rejected. All directions within the application must be followed or it will not
be accepted.
APPLICATION DEADLINE: JUNE 5, 2018
All applications should be received no later than 5:00 p.m. (close of business day)
All applications submitted in response to this solicitation should be addressed to
Monroe County Purchasing Department
1100 Simonton Street, 2nd Floor, Room 2 -213
Key West, Florida 33040
ATTENTION: DESTINATION /TURNKEY EVENT APPLICATION
Any applications not submitted in a sealed envelope or box will be rejected:
. One (1) USB flash drive with complete copy of application as a .pdf (all
attachments must be merged into one document: Please DO NOT include the
instruction pages)
One (1) signed and marked as ORIGINAL paper copy
The correct number of paper copies for the district for which you are applying:
District I requires
5
paper copies of application
District II requires
5
paper copies of application
District III requires
4
paper copies of application
District IV requires
6
paper copies of application
District V requires
4
paper copies of application
Applicant should submit pages relating to the specific district(s) for which they are
requesting funds from, pages 34 -41.
All inquiries and correspondence should be made to the Monroe County Tourist
Development Council. Contact Maxine Pacini or Ammie Machan at (305) 296 -1552.
All email correspondence should be addressed to AmmieP- fla- keys.com
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2019
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The Monroe County Tourist Development Council (TDC) administers the four (4) cent bed
tax collected for the purpose of promoting the Florida Keys as a tourist destination. Each
year the TDC invites applicants who are registered to do business in Florida, to apply for
funding for events in the Florida Keys. All applications will be reviewed by the appropriate
District Advisory Committees (DAC), who shall make recommendations on funding the
event to the TDC. Upon approval of recommended funding allocation by the TDC, the
administrative office will work with the event sponsor to establish a contract for the event,
and will present proposed contract to the Monroe County Board of County Commissioners
for final approval.
DEFINITION OF AN E
The special event funding program is intended for an organized special annual event that
generates overnight visitors for multiple Monroe County lodging properties, as well as out -
of -area marketing exposure, and is open to the general public. Historically these events
have included: festivals, concerts, and sporting events. Qualified special events shall
guarantee heads -in -beds (overnight visitors) and /or entertain visitors and brand the
destination.
TDC will only consider reimbursement of permissible marketing expenditures that highlight
the specific special event reflected within the contract with the TDC /BOCC versus the
regular programming of a business, organization or the facility.
For the purposes of this solicitation, a Destination event is developed and produced to
entertain the public and promote tourism in the Florida Keys and Key West by drawing
out -of- county visitors, as well as entertain visitors and brand the destination. Funding is
for event marketing purposes only (advertising; promotions; public relations), etc.
The event sponsor, for purposes of this RFA and any resulting contract, shall be the
production agent primarily responsible for the production of the event and the entity
soliciting funding under this process. The event sponsor shall seek the review and
approval of the event marketing budget by the professional agencies of record listed
below. No more than 10% of the total allocated funds shall be expended on advertising
media costs attributable to in- county placement. A list of TDC permissible marketing
expenditures can be viewed in Exhibit A of the sample contract on the Monroe County
website at: http / /www.monroecounty- fl.gov /DocumentCenter /Home/View /5163. No
reimbursement will be considered for items that are not covered under Exhibit A.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
For our Advertising Agency of Record: (Tinsley Advertising), contact Danielle Salman
( Danielle(a - )-Tinsley.com ) or John Underwood ( John(d)-Tinsley.com ) at (305) 856 -6060. For
our Public Relations Agency of Record: (NewmanPR), contact Carol Shaughnessy
( Carol .newmanpr.com at (305) 797 -0579 or Andy Newman ( Andy(a)-newmanpr.com ) at
(305) 461 -3300. For our Internet Agency of Record (Floridakeys.com) Contact Clinton
Barras ( Clint(d)-twooceansdigital.com ) or Shirley Wilson ( Shirley(d)-twooceansdigital.com at
(305) 292 -1880.
TURNKEY EVENT
District Advisory Committees (DAC) have assigned their top levels of funding to Turnkey
events, recognizing that those events provide the highest level of economic impact to their
district and serve to brand the destination. The event shall be one that creates a
compelling reason to visit that doesn't otherwise exist without the event. Therefore,
consideration for the amount of funding allocated to a Turnkey special event shall be
predicated upon a showing of the economic impact resulting in room night stays generated
by the event attendees.
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 made only after completion
of the event and proof that the scope of services as described within the contract has
been completed.
The DAC when considering funding of a Turnkey event may also specify within the scope
of services of the contract, specific marketing components that the DAC feels important to
the success of the event.
If a Turnkey event is delayed or canceled for any reason, no payment shall be
forthcoming, even if the event contractor has out -of- pocket expenses leading up to the
actual event. The TDC, therefore, strongly recommends that the event contractor
purchase insurance that covers the cancellation or delay of an event due to "force
majeure" or unforeseen circumstances.
Please note that the DAC may deny funding of an event applying as Turnkey and consider
funding the application as a Destination event.
Applications can only be accepted from a public entity governed by a county or
municipality; or a profit or not - for - profit; or a private business in good standing with the
Division of Florida Corporations. Prior to completing an event application, please go to
www.sunbiz.org to ensure that your organization is registered to do business in the State
of Florida. Only entities (applicants) that are duly registered will be accepted.
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Contact the TDC Administrative Office (305) 296 -1552 to ascertain date, time and venue
of the event funding workshop that will be held within the District which you are applying
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
3 Packet Pg. 3321
E.3.a
to. Each DAC has specific marketing goals and it is strongly recommended that all
prospective applicants attend the workshop in the District where you plan to apply for
funding to ascertain the marketing direction and expectations of that District as it pertains
to event applications.
The cost of preparation and submission of the application is the responsibility of the
applicant.
Applicants must ensure that their application is submitted to the Monroe County
Purchasing Department by date and time noted on page 1 of the application. Applications
that are received after the specified deadline as determined within the RFA will not be
accepted. This policy mirrors that of the Board of County Commissioners.
Applicant shall complete, copy, sign (by an authorized officer) and submit the correct
number of copies of the application to the Monroe County Purchasing Department (see
address on page 1). Please do not use any binders or tab inserts. Should an attachment
be required for your application, note the Exhibit number on the top right hand corner of
each sheet.
Applicant shall familiarize him /herself with referenced online materials noted on the
application check list on page 41. The online materials include a sample contract and
sample of scoring system used in determining funding eligibility.
Applicant shall be responsible for securing all federal, state and local permits and approval
necessary for the event. Award of funds under this application does not indicate any
approval by the County and applicant shall be required to comply with all County laws,
rules and requirements.
Please consult with the TDC Administrative Office prior to starting the application process
if you are uncertain about whether your event would be considered.
The applicant shall not lobby, solicit or act to influence the advisory committee members
and /or the TDC board members in any way that may have an effect on the outcome of the
competition, discussion or negotiations leading to the allocation of funding, or an award of
a contract as reviewed and approved by the County Attorney's office. Such action may
lead to withdrawal of the application from consideration.
The application shall be considered complete upon receipt and should stand alone with no
other information being provided after - the -fact other than any additional information that
may be requested by the TDC administrative office, or questions from the DAC at the
allocation meeting.
DAC recommendation on funding allocations shall be limited to recommending allocations
which do not exceed the amount requested by the applicant. Funding requests may be
denied, reduced to a lower level or accepted at level requested. It is important for the
applicant to be aware that scoring the minimum points required to be considered, does not
guarantee funding of the event.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
All information furnished or disclosed as part of the application process is considered
public record by the laws of the State of Florida.
DISTRICT ADVISORY COMMITTEE WORKSHOPS FOR APPLICANTS
Workshops will be held in each of the districts at the following venues and times for those
applicants that are interested in applying for funding. Attendance is strongly
recommended. (Please note that all venues and times are subject to change and can be
confirmed by calling the TDC administrative office at (305) 296- 1552):
District I:
April 4, 2018
Margaritaville Resort, Key West
3:00 p.m.
District II:
April 3, 2018
Mote Marine Facility, Summerland Key
6:00 p.m.
District III:
April 4, 2018
Marathon Government Center
9:30 a.m.
District IV:
April 3, 2018
Islander Resort
2:00 p.m.
District V:
April 3, 2018
Murray Nelson Gov't Center, Key Largo
10:00 a.m
The District Advisory Committee will be reviewing your event application and scoring it
during the evaluation meeting.
Scoring will be considered using a scale, with 1 being the lowest.
Upon evaluation, the total scores will be tabulated and applications not scoring 17 points
or above by a majority of the sitting members, will not be considered for funding. Those
events that meet the minimum scoring requirements noted above will be ranked starting
with the highest average score. In the case of a tie, the highest score in the Timing of
Event will be the determining factor. Points are listed at the end of each Exhibit for ease
of scoring by reviewers. View sample scoring sheet at http://www.monroecounty-
fl.gov /DocumentCenter /HomeNiew /7072
The minimum points threshold required to be considered, 17, has been set such that
events that are considered very good to excellent in their "Purpose, Itinerary & Room
Nights ", "Soundness of Marketing Plan & Financial Commitment" and "Action Plan" should
meet the minimum for consideration regardless of the "Timing of Event ". Events that are
considered somewhat good in those categories will need to thoughtfully utilize "Timing of
Event" points in order to meet the minimum points threshold to be considered. In other
words, timing events to be held in slower months and /or to produce room night stays
during mid -week days will be important for achieving sufficient minimum scoring. Events
that are poor in their "Purpose, Itinerary & Room Nights ", "Soundness of Marketing Plan &
Financial Commitment" and "Action Plan" will not meet the minimum to be considered.
It is important for the applicant to be aware that scoring the minimum points required to be
considered, does not guarantee funding of the event.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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2019
January 2019
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27 2829 3031
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April 2019
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22 23 24 25 26 27
F July 2019
28 2930 26 28 29 30 31
Y 1 I I I N N
01 Jan, 19
18 Feb, 19
12 May, 19
04 Jul, 19
31 Oct, 19
25 Dec, 19
Su Mo Tu We Th Fr Sa
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February 2019
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June 2019
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October 2019 November 2019
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October 2019 November 2019
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United States Holidays and Observances
New Year's Day 21 Jan, 19
M L King Day
14 Feb 19 Valentine's Day
Presidents' Day 19 Apr, 19
Good Friday
21 Apr, 19 Easter Sunday
Mother's Day 27
Memorial Day
16 Jun, 19 Father's Day
Independence Day 02 Sep, 19
Labor Day
14 Oct, 19 Columbus Day
Halloween 11 Nov, 19
Veterans Day
28 Nov, 19 Thanksgiving Day
Christmas 01 Jan, 20 New Year's Day
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
Events taking place between January 1, 2019 through December 31, 2019
TITLE OF EVENT:
EVENT WEBSITE ADDRESS:
VENUE (Location /City):
DATE(S) OF EVENT:
(nor gates of event refer to 2019 calendar on previous page)
APPLICANT ORGANIZATION:
(Registered business name exactly as it appears on www.sunbiz.org )
For Profit F Not for Profit F
Please note that the TDC Administrative Office conducts most of its correspondence, including
contract and reimbursement material by email, so the person listed below should be able to accept
responsibility for receipt of this information.
CONTACT PERSON:
EMAIL (for correspondence):
TELEPHONE NUMBER (Daytime /mobile):
ADDRESS:
SUMMARIZE APPLICANT HISTORY
Enter Text
CODE ENFORCEMENT: Does your organization /property have any outstanding code violations
and /or fines /costs Or liens? (Please note that pursuant to Section 2- 25(e), Monroe County Code, organizations with
outstanding code compliance fines are not eligible to receive grants or contracts from the county until such time as the fines are
resolved through payment or settlement.) Yes ❑ NO ❑ If you have answered yes, please explain
below:
Enter Text
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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HAS THIS EVENT BEEN PRODUCED IN THE PAST? Yes ❑* No ❑
*IF YES, WHEN?
DID THE SAME APPLICANT PRODUCE IT? Yes ❑ No ❑
List name of President and other individuals authorized to execute contracts and
otherwise act on behalf of Applicant:
Name Title
List staff members, including volunteers, responsible for administering and organizing this
event, with evidence of their qualifications and capabilities to accommodate the demands
of the event.
Name Qualifications Capabilities
Are you receiving any other grants for this event (from governmental or nonprofit
organizations, etc.)? If so, enter information below:
Source of Funding Amount Requested
Amount Received Year
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
DISTRICT I APPLICANTS ONLY
(Encompasses the City Limits of Key West)
When applying for funding, it is important to understand the number of lodging
units available within this District as it is the maximum number of room nights
which may be sold per day — review table 1 below. The number of lodging units
provided in Table 1 subject to fluctuation.
III F1 71
District I: Key West
Units
Max. daily room nights
Hotel /Motel /B &B /Guest House /Inn
6,282
Vacation Rental
1,040
RV Park & Campground
0
Total
7,322
Source: Florida Department of Business and Professional Regulation, TDC
The number of lodging units provided in Table 1 subject to fluctuation
When evaluating funding allocations (return on investment), it is important to
understand how the revenue was derived. Table 2 demonstrates, given its average
lodging rates for the past two years, how Table 2:
many room nights this District had to sell to
raise enough two -penny bed tax revenue for
each level of event funding. The chart is
provided to give a clearer context to the value
of the bed tax dollar that funds each level.
The District Advisory Committee may use
their discretion when evaluating funding
allocations. However, it is important to
understand how the income is derived.
District I: Key West
Funding Level
Room Nights
$10,000
1,720
$17,000
2,930
$25,000
4,310
$35,000
6,030
$50,000
8,620
$75,000
12,930
$100,000
17,240
$120,00
20,690
$150,0001
25,860
EXHUM'l A-1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
DISTRICT I CONTINUED...
EXHIBIT A -2
Specifically outline the activities /events that will take place during your event. If
your event encompasses several days, break out each day, including the venue.
Only include activities that are directly related to the event for which you are
seeking funding, and for which your organization is responsible for producing.
Example Day 1: Opening Party /Registration (include venue and time)
Day 2: Food and Wine Tasting (venues and times)
Day 3: Art Festival (include venue /times and possible street closings)
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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DISTRICT I EXHIBIT A CONTINUED...
Events are scored based on ability to attract out -of- County visitors to the district in which
funding is applied. For the event year in which this application refers, provide the room
nights your event is anticipated to generate for this district only according to your selection
in A -1. In other words, if you indicated your event's primary purpose is to "draw out -of-
county visitors ", how many room nights do you anticipate you will draw? If you indicated
your event is "to enhance the experience for visitors already here ", how many room nights
would be influenced by visitors who attend your event? Next, indicate how you arrived at
that figure.
Room Nights
1. Formula to calculate Room Nights to this district *Total Room nights willcalcut:
automatically upon pressing the tab key on your key hoard or answering the next question):
a. How many out of County visitors to this district? a.
b. How many visitors to a room? (Note: avg. is 3) b.
c. How many nights will the visitors stay? C.
d. Calculate: Room NigL' (alb) x c
Divide line a by line b. Then multiple by line c Room Nights- o
Method used to estimate out -of- county visitors entered above (a):
Check all that apply.
❑ Capacity of venue(s) ❑
❑ Registrations from last event ❑
❑ Police crowd estimate from last event ❑
Ticket Sales from last event
Crowd photos from last event
Survey of attendees from last event
(Attach results of survey)
❑ Other, please specify
Method used to estimate number of nights out -of- County visitors will stay (c):
Check one.
❑ Based on length of event
❑ Based on survey from last event (Attach results of survey)
❑ Other, please specify
Applicant shall be scored on the combination of Exhibits A -1 (Primary Purpose of
event); A -2 (Event Itinerary), and A -3 (Number of Room Nights).
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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DISTRICT I CONTINUED...
Check this box if your event meets the definition of a New Event.
Definition of New Event An event that has not taken place in this District previously. A
New Event choosing this category will be considered with other New Event applications
from a separate resource specifically allocated for New Events. If your event does not
score the minimum required score by a majority of the sittinq members, your application
will not be considered for funding. It is important for the applicant to be aware that scorinq
the minimum points required to be considered does not quarantee fundinq of the event.
F-1 I understand that as a New Event this is a $10,000 grant request.
A New Event may choose to apply under the regular event funding process wherein the
new event will compete with previously funded events.
Regular Event Funding: Complete this section if your event is NOT applying as a New
Event.
Check the appropriate category (Destination or Turnkey) and grant level you are applying
for. If your event does not score the minimum required score by a majority of the sittinq
members, your application will not be considered for funding. The DAC may also decline
fundinq your application, or fund at a lower fundinq level. It is important for the applicant to
be aware that scoring the minimum points required to be considered does not guarantee
fundinq of the event.
F-1 uestiination Funding Levell request Only
F]Level 1 $10,000 F]Level 2 $17,000
F]Level 4 $35,000 F]Level 5 $50,000
F -1 Turnkey Funding Level Request Only
FI Level 7: $75,000
FILevel 8 $100,000
Level 10: $150,000
F]Level 3 $25,000
F]Level 6 $75,000
F]Level 9 $120,000
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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E.3.a
DISTRICT I CONTINUED...
Events are scored based on when in the calendar year they are held. Shoulder and off
season events receive higher scoring. Additional scoring points are also given for mid-
week events. The average of the past two fiscal years' occupancy, as reported by Smith
Travel Research, is used to create the Timing of Event Scoring. Points are assigned to
each occupancy level range. Table 3 below depicts the points associated with each
occupancy level range. Next, it shows the times which your District, during the past two
fiscal years, reached each occupancy level range.
Table 3:
District I — Timing of Event Scoring
Events held
90%
District I:
Check box
when average
Receive
Dates For Each
next to your
Your Table 3
occupancy is:
score of:
Occupancy Range
event dates:
Score Is:
70% to 79%
3
September, December
❑
3
3
District I Total Score
1 -24
80% to 89%
2
October, November,
❑
2
January, May, June,
August
90% to 100%
0
February- April, July
❑
0
December 25 -31
Key West Two Year Average Occupancy Trends By
Month
100%
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked
90%
2
80%
70%
+4
Q 60%
50%
Jan Feb Mar Apr May Jun Jul A ug Sep Oct Nov Dec
�Seriesl 86% 94% 93% 1 90% 85% 8395 91% 80% 70% 75% 83% 829'5
1
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked
Enter Score
2
Mid Week Days are Sunday —Thursday
+4
• Add four (4) points if your event falls on at least 2 mid -week days
or
or
• Add two (2) points if your event falls on only 1 mid -week day
+2
3
District I Total Score
Enter Score
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
13 Packet Pg. 3331
E.3.a
DISTRICT II APPLICANTS ONLY
(From City Limits of Key West to the west end of the Seven Mile Bridge)
When applying for funding, it is important to understand the number of lodging
units available within this District as it is the maximum number of room nights
which may be sold per day — review table 1 below.
Table 1:
District II: Big Pine Key & The Lower Keys
Units
Max. daily room nights
Hotel /Motel /B &B /Guest House /Inn
358
Vacation Rental
196
RV Park & Campground
1,202
Total
1,756
Source: Florida Department of Business and Professional Regulation TDC
The number of lodging units provided in Table 1 subject to fluctuation
When evaluating funding allocations (return on investment), it is important to
understand how the revenue was derived. Table 2 demonstrates, given its average
lodging rates for the past two Table 2:
years, now many room nights this
District had to sell to raise enough
two -penny bed tax revenue for
each level of event funding. The
chart is provided to give a clearer
context to the value of the bed tax
dollar that funds each level.
The District Advisory Committee
may use their discretion when
evaluating funding allocations.
However, it is important to
District II: Big Pine Key & The Lower Keys
RV Park/
Hotel /Motel /B&
Campground
Funding Level
B Room Nights
Room Nights*
$5,000
2,660
1,300
$7,500
3,990
1,950
$10,000
5,320
2,600
$15,000
7,990
3,910
*As DAC II does not have participants in the Smith Travel Research
program, published rates were used to determine room nights. Room
nights is further broken down for this DAC by lodging type as a super
majority of DAC II lodging units are RV Park & Campground sites. Little
Palm Island is excluded from calculations.
understand how the income is derived.
EXHIBIT A -1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
14 Packet Pg. 3332
E.3.a
DISTRICT II EXHIBIT A CONTINUED...
EXHIBIT A -2
Specifically outline the activities /events that will take place during your event. If
your event encompasses several days, break out each day, including the venue.
Only include activities that are directly related to the event for which you are
seeking funding, and for which your organization is responsible for producing.
Example Day 1: Opening Party /Registration (include venue and time)
Day 2: Food and Wine Tasting (venues and times)
Day 3: Art Festival (include venue /times and possible street closings)
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
15 Packet Pg. 3333
E.3.a
DISTRICT II EXHIBIT A CONTINUED...
Events are scored based on ability to attract out -of- County visitors to the district in which
funding is applied. For the event year in which this application refers, provide the room
nights your event is anticipated to generate for this district only according to your selection
in A -1. In other words, if you indicated your event's primary purpose is to "draw out -of-
county visitors ", how many room nights do you anticipate you will draw? If you indicated
your event is "to enhance the experience for visitors already here ", how many room nights
would be influenced by visitors who attend your event? Next, indicate how you arrived at
that figure.
Room Nights
1. Formula to calculate room nights to this district ( * Total Room Nights will calculate
automatically upon pressing the tab key on your key board or answering the next question):
a. How many out of County visitors to this district? a.
b. How many visitors to a room? (Note avg. is 3) b.
c. How many nights will the visitors stay? C.
d. Calculate Room Nights = (alb) x c
Divide line a by line b. Then multiple by line c *Room Nights o
Method used to estimate out -of- county visitors entered above (a):
Check all that apply.
❑ Capacity of venue(s) ❑ Ticket Sales from last event
❑ Registrations from last event ❑ Crowd photos from last event
❑ Police crowd estimate from last event ❑ Survey of attendees from last event
(Attach results of survey)
❑ Other, please specify
Method used to estimate number of nights out -of- County visitors will stay (c):
Check one.
❑ Based on length of event
❑ Based on survey from last event (Attach results of survey)
❑ Other, please specify
Applicant shall be scored on the combination of Exhibits A -1 (Primary Purpose of
event); A -2 (Event Itinerary), and A -3 (Number of Room Nights).
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
16 Packet Pg. 3334
E.3.a
DISTRICT II CONTINUED...
Please note: District II does not have a Turnkey Funding option
Check the grant level you are applying for. If your event does not score the minimum
required score by a majority of the sittinq members, your application will not be considered
for funding. The DAC may also decline fundinq your application, or fund at a lower
fundinq level. It is important for the applicant to be aware that scoring the minimum points
required to be considered does not guarantee fundinq of the event.
a
u_
F
Destination Funding Level Request Only
F-1 c
Level 1 : $5,000 F] Leve/ 2 : $7,500 F] Leve/ 3 : $10,000
0
r
m
F Level 4 : $15,000 y
a�
0
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
17 Packet Pg. 3335
E.3.a
DISTRICT II CONTINUED...
EXH UT
Events are scored based on when in the calendar year they are held. Shoulder and off
season events receive higher scoring. Additional scoring points are also given for mid-
week events. The average of the past two fiscal years' occupancy, as reported by Smith
Travel Research, is used to create the Timing of Event Scoring. Points are assigned to
each occupancy level range. Table 3 below depicts the points associated with each
occupancy level range. Next, it shows the times which your District, during the past two
fiscal years, reached each occupancy level range.
Table 3:
District II — Timing of Event Scoring
Events held when
Receive
District II:
Check box
average
score
Dates For Each
next to your
Your Table
occu anc is:
of:
Occupancy Range
event dates:
3 Score Is:
0% to 59%
5
September
❑
5
60% to 69%
4
October, November,
❑
4
December, May, August
70% to 79%
3
January, February, April,
❑
3
June, July
80% to 100%
2
March
❑
2
1
Enter your score from Table 3 (if more than one box was checked, add
all scores together and divide by the number of boxes checked)
Enter Score
2
Mid Week Days are Sunday — Thursday
+2
• Add two (2) points if your event falls on at least 2 mid -week days
or
or
• Add one (1) point if your event falls on only 1 mid -week day
+1
3
District II Total Score
Enter Score
Keys Two Year Average Occupancy Trends By
Month
100.0%
90.0%
m 80.0%
a
70.0%
O 60.0%
50.0%
Jan Feb Mar Apr May Jun Jul Aug Sep C7ct Nov Dec
—0—Seriesl 67.5% 76.1% 82.4% 177.3% 171.2% 175.4% 80.4% 65.4% 50.4% 51.8% 165.5% 61.2%
'a
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c
c
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m
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Monroe County Tourist Development Council – Destination and Turnkey Event Funding Application for FY 2
1 Packet Pg. 3336
E.3.a
DISTRICT III APPLICANTS ONLY
(From the west end of the Seven Mile Bridge to the Long Key Bridge)
When applying for funding, it is important to understand the number of lodging
units available within this District as it is the maximum number of room nights
which may be sold per day — review table 1 below.
Table 1:
District III: Marathon
Units
Max. daily room nights
Hotel /Motel /B &B /Guest House /Inn
2,309
Vacation Rental
1,240
RV Park & Campground
526
Total
3,876
Source: Florida Department of Business and Professional Regulation, TDC
The number of lodging units provided in Table 1 subject to fluctuation
When evaluating funding allocations (return on investment), it is important to
understand how the revenue was derived. Table 2 demonstrates, given its average
lodging rates for the past two years, how many room nights this District had to sell
to raise enough two -penny bed tax revenue Table 2:
for each level of event funding. The chart is
District III: Marathon
provided to give a clearer context to the value Funding Level Room Nights
of the bed tax dollar that funds each level.
The District Advisory Committee may use
their discretion when evaluating funding
allocations. However, it is important to
understand how the income is derived.
EXHIBIT A -1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
19 Packet Pg. 3337
$10,000
2,020
$20,000
4,030
$30,000
6,050
$40,0001
8,060
$50,0001
10,080
EXHIBIT A -1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
19 Packet Pg. 3337
E.3.a
DISTRICT III EXHIBIT A CONTINUED...
EXHIBIT A -2
Specifically outline the activities /events that will take place during your event. If
your event encompasses several days, break out each day, including the venue.
Only include activities that are directly related to the event for which you are
seeking funding, and for which your organization is responsible for producing.
Example Day 1: Opening Party /Registration (include venue and time)
Day 2: Food and Wine Tasting (venues and times)
Day 3: Art Festival (include venue /times and possible street closings)
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
20 Packet Pg. 3338
E.3.a
DISTRICT III EXHIBIT A CONTINUED...
EXHIBIT A -3
Events are scored based on ability to attract out -of- County visitors to the district in which
funding is applied. For the event year in which this application refers, provide the room
nights your event is anticipated to generate for this district only according to your
selection in A -1. In other words, if you indicated your event's primary purpose is to "draw
out -of- county visitors ", how many room nights do you anticipate you will draw? If you
indicated your event is "to enhance the experience for visitors already here ", how many
room nights would be influenced by visitors who attend your event? Next, indicate how
you arrived at that figure.
Room Nights
1. Formula to calculate room nights to this district ( * Total Room Nights will calculate
automatically upon pressing the tab key on your key board or answering the next question):
a. How many out of County visitors to this district? a.
b. How many visitors to a room? (Note: avg. is 3) b.
c. How many nights will the visitors stay? C.
d. Calculate: Room Nights = (alb) x c
Divide line a by line b. Then multiple by line c *Room Nights: o
Method used to estimate out -of- county visitors entered above (a):
Check all that apply.
❑ Capacity of venue(s) ❑
❑ Registrations from last event ❑
❑ Police crowd estimate from last event ❑
❑ Other, please specify
Ticket Sales from last event
Crowd photos from last event
Survey of attendees from last event
(Attach results of survey)
Method used to estimate number of nights out -of- County visitors will stay (c):
Check one.
❑ Based on length of event
❑ Based on survey from last event (Attach results of survey)
❑ Other, please specify
Applicant shall be scored on the combination of Exhibits A -1 (Primary Purpose of
event); A -2 (Event Itinerary), and A -3 (Number of Room Nights).
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
21 Packet Pg. 3339
E.3.a
DISTRICT III CONTINUED...
Please note: District III does not have a Turnkey Funding option
Check the grant level you are applying for. If your event does not score the minimum
required score by a majority of the sitting members, your application will not be considered
for fundina. The DAC may also decline fundina your application. or fund at a lower
funding level. It is important for the applicant to be aware that scoring the minimum points a
required to be considered does not quarantee funding of the event. U-
a�
i
FI Destination Funding Level Request Only
c
0
r
m
c
F] Leve/ 1 : $10,000 F Level 2 : $20,000 F-1 Level 3 : $30,000 0
F] Leve/ 4 : $40,000 F Level 5 : $50,000
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
22 Packet Pg. 3340
E.3.a
DISTRICT III CONTINUED...
EXHIBIT B
Events are scored based on when in the calendar year they are held. Shoulder and off
season events receive higher scoring. Additional scoring points are also given for mid-
week events. The average of the past two fiscal years' occupancy, as reported by Smith
Travel Research, is used to create the Timing of Event Scoring. Points are assigned to
each occupancy level range. Table 3 below depicts the points associated with each
occupancy level range. Next, it shows the times which your District, during the past two
fiscal years, reached each occupancy level range.
Table 3:
District III — Timing of Event Scoring
Events held
Receive
District III:
Check box next
Your
when average
score
Dates For Each
to your event
Table 3
occu anc is:
of:
Occupancy Range
dates:
Score Is:
0% to 59%
5
September
❑
5
60% to 69%
4
October, November,
❑
4
December, May, August
70% to 79%
3
January, February, April,
❑
3
June
80% to 100%
2
March, July
❑
2
Marathon Two Year Average Occupancy Trends
By Month
100%
90%
m 80%
a
V
70%
Q 60%
501
Jan Feb Mar Apr May Jun Jul Aug Sep act Nov Dec
-4—Seriesl 68% 759`. 839'. 7896 719`. 78°! 8496 1 709. 52% 5796 1 66% 62%
1
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked
Enter Score
2
Mid Week Days are Sunday — Thursday
+2
• Add two (2) points if your event falls on at least 2 mid -week days
or
or
• Add one (1) point if your event falls on only 1 mid -week day
+1
3
District III Total Score
Enter Score
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
23 Packet Pg. 3341
E.3.a
DISTRICT IV APPLICANTS ONLY
(Between the Long Key Bridge and mile marker 90.939)
When applying for funding, it is important to understand the number of lodging
units available within this District as it is the maximum number of room nights
which may be sold per day — review table 1 below.
Table 1:
District IV: Islamorada
Units
(Max. daily room nights)
Hotel /Motel /B &B /Guest House /Inn
1,810
Vacation Rental
528
RV Park & Campground
109
Total
2,447
Source: Florida Department of Business and Professional Regulation, TDC
The number of lodging units provided in Table 1 subject to fluctuation
When evaluating funding allocations (return on investment), it is important to
understand how the revenue was derived. Table 2 demonstrates, given its average
lodging rates for the past two years, how many room nights this District had to sell
to raise enough two -penny bed tax revenue Table 2:
for each level of event funding. The chart is
provided to give a clearer context to the value
of the bed tax dollar that funds each level.
The District Advisory Committee may use
their discretion when evaluating funding
allocations. However, it is important to
understand how the income is derived.
District IV: Islamorada
Funding Level
Room Nights
$10,000
2,070
$15,000
3,100
$20,000
4,130
$25,000
5,170
$30,000
6,200
$40,000
8,260
$50,000
10,330
EXHIBIT A -1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
24 Packet Pg. 3342
E.3.a
DISTRICT IV EXHIBIT A CONTINUED...
EXHIBIT
Specifically outline the activities /events that will take place during your event. If
your event encompasses several days, break out each day, including the venue.
Only include activities that are directly related to the event for which you are
seeking funding, and for which your organization is responsible for producing.
Example Day 1: Opening Party /Registration (include venue and time)
Day 2: Food and Wine Tasting (venues and times)
Day 3: Art Festival (include venue /times and possible street closings)
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
25 Packet Pg. 3343
E.3.a
DISTRICT IV EXHIBIT A CONTINUED...
EXHIBIT A -3
NUMBER OF ROOM NIGHTS ANTICIP FOR E VI`
Events are scored based on ability to attract out -of- County visitors to the district in which
funding is applied. For the event year in which this application refers, provide the room
nights your event is anticipated to generate for this district only according to your
selection in A -1. In other words, if you indicated your event's primary purpose is to "draw
out -of- county visitors ", how many room nights do you anticipate you will draw? If you
indicated your event is "to enhance the experience for visitors already here ", how many
room nights would be influenced by visitors who attend your event? Next, indicate how
you arrived at that figure.
Room Nights
1. Formula to calculate room nights to this district ( * Total Room Nights will calculate
automatically upon pressing the tab key on your key board or answering the next question):
a. How many out of County visitors to this district? a.
b. How many visitors to a room? (Note: avg. is 3) b.
c. How many nights will the visitors stay? C.
d. Calculate: Room Nights = (alb) x c
Divide line a by line b. Then multiple by line c *Room Nights: o
Method used to estimate out -of- county visitors entered above (a):
Check all that apply.
❑ Capacity of venue(s) ❑ Ticket Sales from last event
❑ Registrations from last event ❑ Crowd photos from last event
❑ Police crowd estimate from last event ❑ Survey of attendees from last event
(Attach results of survey)
❑ Other, please specify
Method used to estimate number of nights out -of- County visitors will stay (c):
Check one.
❑ Based on length of event
❑ Based on survey from last event (Attach results of survey)
❑ Other, please specify
Applicant shall be scored on the combination of Exhibit A -1 (Primary Purpose of
event); A -2 (Event Itinerary), and A -3 (Number of Room Nights).
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
26 Packet Pg. 3344
E.3.a
DISTRICT IV CONTINUED...
FUN )ndG REQUEST
Check the appropriate category (Destination or Turnkey) below and grant level you are
applying for. If your event does not score the minimum required score by a majority of the
sitting members, your application will not be considered for funding. The DAC may also
decline fundinq your application, or fund at a lower fundinq level. It is important for the
applicant to be aware that scorinq the minimum points required to be considered does not
guarantee fundinq of the event.
F -1 Destination Funding Level Request Only
F] Leve/ 1 : $10,000
Level 4 : $25,000
Level 2 : $15,000
F] Leve/ 5 : $30,000
F -1 Turnkey Funding Level Request 0
F] Leve/ 6 : $30,000 F] Leve/ 7 : $40,000
F] Leve/ 3 : $20,000
F-1 Level 8: $50,000
'a
u_
a�
0
a�
0
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
27 Packet Pg. 3345
E.3.a
DISTRICT IV CONTINUED...
EXHIBIT B
IF EVENT
Events are scored based on when in the calendar year they are held. Shoulder and off
season events receive higher scoring. Additional scoring points are also given for mid-
week events. The average of the past two fiscal years' occupancy, as reported by Smith
Travel Research, is used to create the Timing of Event Scoring. Points are assigned to
each occupancy level range. Table 3 below depicts the points associated with each
occupancy level range. Next, it shows the times which your District, during the past two
fiscal years, reached each occupancy level range.
Table 3:
District IV— Timing of Event Scoring
Events held when
Receive
District IV:
Check box
average
score
Dates For Each
next to your
Your Table 3
occu anc is:
of:
Occupancy Range
event dates:
Score Is:
0% to 59%
5
September
❑
5
60% to 69%
4
October, November,
❑
4
December, August
70% to 79%
3
January, April, May,
❑
3
June
80% to 100%
2
February, March, July
❑
2
Islamorada Two Year Average Occupancy Trends
By Month
100%
90%
80%
70%
Q 60%
50%
Jan Feb Mar Apr May J un Jul Aug Sep Oct Nov Dec
—0—Seriesl 70`Y 81% 879'. 79% 729'0 78% 83% 70% 52% 5'99'® 69% 63%
1
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked
Enter Score
2
Mid Week Days are Sunday — Thursday
+2
• Add two (2) points if your event falls on at least 2 mid -week days
or
or
• Add one (1) point if your event falls on only 1 mid -week day
+1
3
District IV Total Score
Enter Score
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
28 Packet Pg. 3346
E.3.a
DISTRICT V APPLICANTS ONLY
(From mile marker 90.940 to the Dade /Monroe County line & any mainland
portions of Monroe County)
When applying for funding, it is important to understand the number of lodging
units available within this District as it is the maximum number of room nights
which may be sold per day — review table 1 below.
Table 1:
District V: Key Largo
Units
Max. daily room nights
Hotel /Motel /B &B /Guest House /Inn
2,025
Vacation Rental
449
RV Park & Campground
340
Total
2,814
Source: Florida Department of Business and Professional Regulation, TDC
The number of lodging units provided in Table 1 subject to fluctuation
When evaluating funding allocations (return on investment), it is important to
understand how the revenue was derived. Table 2 demonstrates, given its average
lodging rates for the past two years, how many room nights this District had to sell
to raise enough two -penny bed tax revenue Table 2:
for each level of event funding. The chart is
provided to give a clearer context to the value
of the bed tax dollar that funds each level.
The District Advisory Committee may use
their discretion when evaluating funding
allocations. However, it is important to
understand how the income is derived.
District V: Key
Lar o
Funding Level
Room Nights
$10,000
2,430
$15,000
3,640
$20,000
4,850
$25,000
6,070
$30,000
7,280
$35,000
8,490
$40,000
9,700
EXHIBIT A -1
Check the box below that best describes the primary purpose of your event:
❑ To draw out -of- county visitors to the destination and put "Heads in Beds ".
❑ To provide something to do for the visitor who is already here and enhance
their experience while visiting the destination.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
29 Packet Pg. 3347
E.3.a
DISTRICT V EXHIBIT A CONTINUED...
x:
Specifically outline the activities /events that will take place during your event. If
your event encompasses several days, break out each day, including the venue.
Only include activities that are directly related to the event for which you are
seeking funding, and for which your organization is responsible for producing.
Example Day 1: Opening Party /Registration (include venue and time)
Day 2: Food and Wine Tasting (venues and times)
Day 3: Art Festival (include venue /times and possible street closings)
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
30 Packet Pg. 3348
E.3.a
DISTRICT V EXHIBIT A CONTINUED...
EXHIBIT A -3
Events are scored based on ability to attract out -of- County visitors to the district in which
funding is applied. For the event year in which this application refers, provide the room
nights your event is anticipated to generate for this district only according to your
selection in A -1. In other words, if you indicated your event's primary purpose is to "draw
out -of- county visitors ", how many room nights do you anticipate you will draw? If you
indicated your event is "to enhance the experience for visitors already here ", how many
room nights would be influenced by visitors who attend your event? Next, indicate how
you arrived at that figure.
Room Nights
1. Formula to calculate room nights to this district ( * Total Room Nights will calculate
automatically upon pressing the tab key on your key board or answering the next question):
a. How many out of County visitors to this district? a.
b. How many visitors to a room? (Note: avg. is 3) b.
c. How many nights will the visitors stay? C.
d. Calculate: Room Nights = (a /b) x c
Divide line a by line b. Then multiple by line c *Room Nights: o
Method used to estimate out -of- county visitors entered above (a):
Check all that apply.
❑ Capacity of venue(s) ❑
❑ Registrations from last event ❑
❑ Police crowd estimate from last event ❑
❑ Other, please specify
Ticket Sales from last event
Crowd photos from last event
Survey of attendees from last event
(Attach results of survey)
Method used to estimate number of nights out -of- County visitors will stay (c):
Check one.
❑ Based on length of event
❑ Based on survey from last event (Attach results of survey)
❑ Other, please specify
Applicant shall be scored on the combination of Exhibits A -1 (Primary Purpose oil:'
event); A -2 (Event Itinerary), and A -3 (Number of Room Nights).
1 2 3 4 5 6 7 8 9
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
31 Packet Pg. 3349
E.3.a
DISTRICT V CONTINUED...
Check the appropriate category (Destination or Turnkey) below and grant level you are
applyinq for. If your event does not score the minimum required score by a majority of the
sittinq members, your application will not be considered for funding. The DAC may also
decline fundinq your application, or fund at a lower fundinq level. It is important for the
applicant to be aware that scoring the minimum points required to be considered does not
guarantee fundinq of the event.
FI Destination Funding Level Request Only
F] Leve/ 1 : $10,000
Level 4 : $25,000
Level 2 : $15,000
F-1 Level 5 : $30,000
F-1 Level 7 : $40,000
F -1 - rurnkey Funding Level Request Only
F] Leve/ 8 : $30,000 F Level 9: $35,000
F] Leve/ 3 : $20,000
F] Leve/ 6 : $35,000
F] Leve/ 10 : $40,000
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DISTRICT V CONTINUED...
Events are scored based on when in the calendar year they are held. Shoulder and off
season events receive higher scoring. Additional scoring points are also given for mid-
week events. The average of the past two fiscal years' occupancy, as reported by Smith
Travel Research, is used to create the Timing of Event Scoring. Points are assigned to
each occupancy level range. Table 3 below depicts the points associated with each
occupancy level range. Next, it shows the times which your District, during the past two
fiscal years, reached each occupancy level range.
Table 3:
District V— Timin g of Event Scorin
Events held
Enter Score
District V:
Check box next
when average
Receive
Dates For Each
to your event
Your Table 3
occu anc is:
score of:
Occupancy Range
dates:
Score Is:
0% to 59%
5
September
❑
3
5
60% to 69%
4
October,
❑
4
November,
December, August
70% to 79%
3
January, April, May,
❑
3
June, July
Feb
Mar
80% to 100%
2
February, March
❑
2
IKey La rgo Two Yea r Average 0ccupa ncl
By Month
100%
90%
m 80%
a
V
70%
Q 60%
50%
Seriesl
1
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked)
Enter Score
2
Mid Week Days are Sunday — Thursday
+2
• Add two (2) points if your event falls on at least 2 mid -week days
or
or
• Add one (1) point if your event falls on only 1 mid -week day
+1
3
District V Total Score
Enter Score
Jan
Feb
Mar
Apr
75%
May
Jun
74%
Jul
Aug
Sel
73%
82%
83%
71%
77%
60%
53 1 ,
1
Enter your score from Table 3 (if more than one box was checked, add all
scores together and divide by the number of boxes checked)
Enter Score
2
Mid Week Days are Sunday — Thursday
+2
• Add two (2) points if your event falls on at least 2 mid -week days
or
or
• Add one (1) point if your event falls on only 1 mid -week day
+1
3
District V Total Score
Enter Score
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
33 Packet Pg. 3351
E.3.a
EXHIBIT C
SOUNDNESS OF MARKETING PLAN AND
FINANCIAL COMMITMENT OF APPLICANT TO THE MARKETING OF THIS E':
If you receive the money you are requesting from the TDC, describe in detail, how your
organization plans to market your event to appeal to your target market. Please be specific
about your media placement /cost. If you require more space than provided, please attach
as Exhibit C.
Highest points will be awarded for soundness of plan and the strength of your
organization's funding contribution.
Continue on next page if needed.
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
34 Packet Pg. 3352
EXHIBIT C CONTINUED...
SOUNDNESS OF MARKETING PLAN AND
. -i yANOAL La. Aii ITMENT OF APPLICANT TO THE MARKETING OF THIS L� `
What is the total amount of your Marketing Plan? $
How much is the applicant contributing to the marketing of this event in
"Hard Dollars "? $
1 2 3 4 5 6 7 8 9 10
If you are a re- occurring event, attach as Exhibit C -1 your operating budget detailing the
income /expense for your last event including community hard dollar support contributions.
If you are a new event, attach as Exhibit C -2 your projected operating budget detailing
your projected income /expense for the proposed new event including community hard
dollar support contributions.
View sample budget formats at: http://www.monroecounty-
fl.gov /DocumentCenter /HomeNiew /9893
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
35 Packet Pg. 3353
E.3.a
X
Submit a detailed action plan including appropriate permit(s) for the event if applicable,
and how parking /security and road closures will be handled during your event. The plan
should include the following information:
Describe how your event plan will handle road closures. If applicable, enclose a copy
of the approval by the appropriate county /municipal entity.
2. Describe how your event plan will accommodate parking and transportation.
3. Describe how your event plan will handle security.
4. Event Sustainability.
Our visitors come to enjoy events, but in the process, a tremendous amount of waste is
generated, much of it recyclable. The single most effective tool in reducing waste at
special events is planning ahead. On the next page (page 37), complete a narrative on
how you plan to reduce waste during your event by doing the following:
a. Encourage recycling message within programs and brochures to recycle
during the event and also at home.
b. Encourage "Green" advertising (broadcast and digital).
C. Encourage vendors to use biodegradable and compostable products
(utensils; plates and cups; paper or canvas bags).
d. Encourage the use of clearly identified recycling containers.
e. Discourage use of single use plastic bags and other products.
Useful contact numbers
Monroe County (305) 289 -6037
City of Marathon (305) 289 -6037
City of Key West (305) 809 -3902
Islamorada Village of Islands (305) 853 -34`
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
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EXHIBIT D CONTINUED...
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
37 Packet Pg. 3355
E.3.a
I, , of the City of
law on my oath, and under penalty of perjury, depose and say that:
according to
1) I am the applicant making the
application for the event.
2) The prices in this application have been arrived at independently without
collusion, consultation, communication or contract for the purpose of restricting
competition, as to any matter relating to such prices with any other applicant or with any
competitor;
3) Unless otherwise required by law, the prices which have been quoted in this
application have not been knowingly disclosed by the applicant and will not knowingly be
disclosed by the applicant prior to application opening, directly or indirectly, to any other
applicant or to any competitor;
4) No attempt has been made or will be made by the applicant to induce any
other person, partnership or corporation to submit, or not to submit, a application for the
purpose of restricting competition; and
5) The statements contained in this affidavit are true and correct, and made
with full knowledge that Monroe County relies upon the truth of the statements contained
in this affidavit in awarding contracts for said project.
Print off this page, notarize below, and include as part of application
VERIFICATION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated
herein are true and correct to the best of my knowledge and belief.
President's Name Typed President's Signature
Sworn to and subscribed before me this day of , 20_
personally appeared , , and_
known to be the persons named in and who executed the foregoing
document.
My commission expires:
Notary Public
State of
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
38 Packet Pg. 3356
The undersigned applicant in accordance with Section 287.087 Florida Statutes hereby
certifies that:
Enter Business Name
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited
in the workplace and specifying the actions that will be taken against employees for
violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the
business's policy of maintaining a drug -free workplace, any available drug
counseling, rehabilitation, and employee assistance programs, and the penalties
that may be imposed upon employees for drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services
that are under application a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a
condition of working on the commodities or contractual services that are under
proposal, the employee will abide by the terms of the statement and will notify the
employer of any conviction of, or plea of guilty or nolo contendere to, any violation
of Chapter 893 (Florida Statutes) or of any controlled substance law of the United
States or any state, for a violation occurring in the workplace no later than five (5)
days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse
assistance or rehabilitation program if such is available in the employee's
community, or any employee who is so convicted.
6. Makes a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with
the above requirements.
(Print off this page, Sian helo ,, pnd incItide as cart of application
Applicant's Signature
Date
Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
39 Packet Pg. 3357
E.3.a
Print off this page, complete, and include as part of application
FraITI
YY - 9
Request for Taxpayer
Give Foy to the
(Rev. Decernber 2014)
'Identification Number and Certification
requester. Do not
I kpatrmntal
the rroasory
send to the IRS.
IMernrJ
Revenue Service
1 Name (as shown m yo fir Income tax return). Name is required on this line; do not leave this line blank.
tv
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2 Flusinoss, Flam EJdi ,myardcd entity name, If ihttemill from above
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3 Check appropriate box for federal lax classification; deeds. Only one of tine Idiomng seven boxes:
—
4 Exemptions {codes apply only to
C
0
U IndiveduaVsde Pr9PrietOr or Q C Corporation U 5 Corporation U Pardnershp ❑ Tnrstlestate
certain entities, net mldwtduals; see
instructions on page:
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single m ember l L C
® Limned li ability corn pany. Enter the tax Ua5mlication (C -C corporation, S -S corporation, P -par tnersh p) ►
Exempt payee code (it any)
`0 2
Nate. Fora single- nierrlber LLC that is disregarded, do not deeds LLC; check the appropriate box in the line above for
Exemption bent FprGA reporting
w
flee tax classification of the single- member owner.
code of any)
CL C
U
❑ other (see irfstrudiorq ►
PA1w+a 0 e'm Us)
U
tr Address (number, stroat, and apt. or suite no
Re4uestar s name and address (optional)
m
a Gary, state, axed 211 P code
r�
7 List account number(s) here (optional)
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
Social security number
~ 1:11 ff
backup with ns l For individuals, this is generally your social security number ( page Flowerer, fora
resident alien, sole e proprietor, or disregarded entity, see the Pan l instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to aef a
77N on page 3. or
Note. If the account is in more than one name, seethe instructions for line land the chart on page 4 for L
guidelines on whose number to enter. f
Under penalties of perjury, I certify that
1. The number shown on this form is my correct taxpayer identification number (or 1 am waiting for a number to be issued tome); and
2. 1 am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that l am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. 1 am a U.S. citizen or other U.S. person (defined below}; and
4. The FATCA code(s) entered on this form (f any) indicating that I am exempt from FATCA reporting is correct.
Cart fiGation instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
in structio ns on page 3.
� signatrae of
Here U.S. person■ Date a
General Instructions
SaYiore re
tareances are to the Internal Ilevenue Code unless otherwise noted-
Future developments. InformatiOn about developments affecting Forrn W -9 (such
as legislation f mistral atter we rolaaso it) is of evrwv.ris,gov7w9.
Purpose of Form
M individual or entity (F arm W H requester) who is required to file an intormation
return with the M mist obtain your correct taxpayer identificahm number (11N)
which may be your social security number (SSN), individual taxpayer identification
number (ITIN), adoption taxpayer hdentifteation rnmbar (ATIN), or employer
identilimfion number (EIN), to report On an intomnation return the amount paid to
you, or other amount mutable.. cn an information return. Examples of Information
returns include, but are not limited to, the following:
• farm 1099 INT pntorest earned or paid)
• Form 1099-DN (dividends, including those from stocks Or mutual funds)
• Form 1099 -MISC (various types al income, pries, awards, or [dross pra;taeda)
• farm 1099 �B (-stock or mutual fund sales and remain other transactions by
brokers)
• Form 1099 -S (proceeds from real eslale trarisactims)
• Form 1099 -K (medwnt card and Thud Party network hansaOtiwrs)
• Farrn 10911 (drorane mortgage interest), 1098 -E (student ksue intetiz% 1098 -T
(tnifipn)
• I um 1009 C (canceled debt)
• Form 104TH -A (anlumhon or abandonment of $60Ured property)
Use Form W -9 Only if you we a U.S. person (including a resident alien), to
pirmide you correct TIN.
If You do not ratuum Form 1 -9 to the regves fw IVA a W, you rmght 06 Submit
to backup w9hhoidng. See What is backup withholdirgr? on page 2.
By signing the Filled -our. learn, you:
1. certify that the TIN you are giving is correct (or you are wafting for a nunbet
to be issued),
2. t:crtity that yarn are not sul fa backup witNnaFding, OF
3. Claim exemption from backup withkdding if you are a U.S. exempt payee. If
applicable., you are also cnnifying that as a U.S.. person, your allocable share of
any ortinership income from a U.S. trade Or business is not scibje7t to the
withholding tax on foreign partners' share Of effectively connected income, and
4. Certify that FA[CA. c9de(s) entered an this term (d any) Indicating That you are
exempt from tlw FATCA reporting, is correct. Sec Whatis WC;A reporting? on
Par,, '7, for turiller Information.
Cal. No. 10231X Form W-9 (Rev- 12 2014)
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
40 Packet Pg. 3358
E.3.a
I have completed the following items:
❑ Each section of the application has been completed.
❑ Applicant has reviewed the sample Contracts below:
• Destination Event: http: / /www. monroecounty- fl.gov /DocumentCenter /HomeNiew /7673
and
• Turnkey Event: http: / /www. monroecounty- fl.gov /DocumentCenter /HomeNiew /7674
❑ Applicant has reviewed the sample Reimbursement Packets below:
• Destination Event: http: / /www.monroecounty fl.gov /DocumentCenter /Home /View /10895
and
• Turnkey Event: http: / /www. monroecounty- fl.gov /DocumentCenter /HomeNiew /10896
❑ Applicant has reviewed the scoring sheet at
http: / /www. monroecounty- fl.gov /DocumentCenter /HomeNiew /7072 that is utilized
by the District Advisory Committees and understands that the application must
score 17 points or above by a majority of the sitting members in order to qualify for
funding.
❑ Applicant has attached a copy of survey results (Applicable only if the applicant has
checked the survey option in Exhibit A -3)
❑ Applicant has submitted the event's budget and income /expense report for the last
event. Re- occurring events should submit Exhibit C.1. and new events should
submit Exhibit C.2. (page 35).
❑ Applicant has completed and signed the Non - Collusion Affidavit and Verification
form included within the application (page 38).
❑ Applicant has reviewed and signed the Drug Free Workplace form included within
the application (page 39).
❑ Applicant has printed and completed the W -9 form included within the application
(page 40).
Print off this page, sign below, and include as part of application
Signed By:
Type Name: Type Name Here
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Monroe County Tourist Development Council — Destination and Turnkey Event Funding Application for FY 2
41 Packet Pg. 3359