Item D3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:FEBRUARY 20, 2013Division:TDC _____________
Bulk Item: Yes XNo Department:_ _________
Staff Contact Person/Phone #:Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval to advertise a Request for Applications for FY 2014 Destination and Turnkey event
funding.
ITEM BACKGROUND:
TDC approved same at their meeting of January 29, 2013
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: N/ABUDGETED:
Yes XNo
COST TO COUNTY: N/ASOURCE OF FUNDS:
TDC
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty XOMB/Purchasing N/ARisk Management N/A
DOCUMENTATION:
Included XNot Required_____
DISPOSITION:AGENDA ITEM #
Revised 11/06
NOTICE OF REQUEST FOR APPLICATIONS(RFA)
NOTICE IS HEREBY GIVEN TO PROSPECTIVE APPLICANTSno later than 5:00
that
P.M.onJune 11, 2013
the Monroe County Purchasing Office will receive sealed
applications for the following:
DESTINATION/TURNKEYEVENT FUNDING
FOR EVENTS TAKING PLACE BETWEEN
JANUARY 1, 2014-DECEMER 31, 2014
must be
Requirements for submission, the applicationand the selection criteria
downloadedwww.demandstar.com
from DemandStar by Onvia at or call toll-free at 1-
800-711-1712.
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.
Monroe County Tourist Development Council –Destinationand TurnkeyEvent Funding Application for FY 2014
DESTINATION/TURNKEY EVENT
FUNDING APPLICATION
REQUEST FOR APPLICATIONS FOR DESTINATION/TURNKEYEVENTS
All respondents must use the current application downloaded fromthewebsite
Use of any other application will result in your application
www.demandstar.com.
being rejected.
APPLICATION DEADLINE:JUNE 11, 2013
All applications should be received no later than 5:00 p.m. (close of business day)
June 11, 2013
All applications submitted in response to this solicitation should be addressed to:
Monroe County Purchasing Department
1100 Simonton Street, 2ndFloor, Room 2-213
Key West, Florida 33040
ATTENTION: DESTINATION/TURNKEYEVENT APPLICATION
Applicants must submit:
A.One (1) disc OR(1) USB flash drive with complete copy of application as a .pdf
ÛÐÐ ÛÈÈÛÙÔÏ×ÎÈÉ ÏÇÉÈ Ú× Ï×ÊÕ×Ø ÓÎÈÍ ÍÎ× ØÍÙÇÏ×ÎÈìÐ×ÛÉ× øí îíè ÓÎÙÐÇØ× ÈÔ×
ÓÎÉÈÊÇÙÈÓÍÎ ÌÛÕ×É ÛÎØ··
B.One (1) signed and marked as ORIGINAL paper copy PLUS…….
C.The correct number of paper copies for the district for which you are applying:
District I requires 5paper copies of application
District II requires 6paper copies of application
District III requires 5paper copies of application
District IV requires 5paper copies of application
District V requires 6paper copies of application
Applicant should submit pages relating to the specific district(s) for which they are
requesting funds from, pluspages 34-40.
All inquiries and correspondence should be made to the Monroe County Tourist
Development Council. Contact Maxine Pacinior Lynda Stuart at (305) 296-1552.All
email correspondence should be addressed to adminasst@fla-keys.com.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
1
EVENT FUNDING PROCESS
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 TDCinvites 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 sponsorto 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 EVENT
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 opento the general public. Historically these events
have included: festivals, concerts, and sporting events. Qualified special events shall
guarantee heads-in-beds (overnightvisitors) and/or entertain visitors andbrand the
destination.
TDC will only consider reimbursement of permissible marketing expendituresthat highlight
the specificspecial event reflected within the contract with the TDC/BOCC versus the
regular programming of a business, organization or thefacility.
DESTINATION EVENTS
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.
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 sponsorshall seek the review and
approval of the event 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 expenditures can be viewed
http://fl-
in Exhibit A of the sample contract on the Monroe County website at:
monroecounty.civicplus.com/documentcenter/home/view/734. No reimbursement will be
considered for items that are not covered under Exhibit A.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
2
Advertising Agency of Record:
For our (Tinsley Advertising), contact Jessica Taylor-
Smith or John Underwood at (305) 856-6060 (Jessica@Tinsley.com) or
Public Relations Agency of Record:
(John@Tinsley.com).For our (Newmanpr), contact
Carol Shaughnessy at (305) 797-0579 (Carol@newmanpr.com) or Andy Newman at (305)
461-3300 (Andy@newmanpr.com).
TURNKEY EVENT
District Advisory Committees (DAC) have assignedtheir top two levels of fundingto
Turnkey events,recognizingthatthose events provide the highest level of economic
impact to their district. Therefore, consideration for the amount of funding allocated to a
Turnkey special event shall be predicated upona showing ofthe economic impact
resulting in room nights generated by the event attendees.
A Turnkey event shall be considered an all-inclusive event where the event contractor has
financialresponsibility 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 withinthe contract has
been completed. 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.
The DAC when considering funding of a Turnkey eventmay also specify within the scope
of services of the contract, specific marketing components that the DAC feels important to
the success of the event.
Please note that the DAC may deny funding of an event applying as Turnkey and consider
funding the application as a Destination event.
APPLICANT RESPONSIBILITIES
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.orgto ensure that your organization is registered to do business in the State
of Florida. Only entities (applicants) that are duly registered will be accepted.
Contact the TDC Administrative Office(305) 296-1552or visit the Monroe County website
at http://fl-monroecounty.civicplus.com/index.aspx?nid=328to ascertain date, time and
venueof the event funding workshop that will be held within the District which you are
applying to. Each DAChas specific marketing goals and it is strongly recommendedthat
all prospective applicants attend the workshop in the District where you plan to apply for
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
3
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 1of 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 cover page(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 page(page 40).The online materials include a sample contractand
sample of scoring system used in determining funding eligibility.
IMPORTANT INFORMATION
Please consult with the TDC Administrative Office prior to starting theapplication process
if you are uncertain about whether your event would be considered.
The applicant shall not lobby, solicitor act to influencethe advisory committee members
and/or the TDC board membersin 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.Such action could lead to an automatic withdrawal of the application from
consideration.
The applicationshall be considered complete uponreceipt 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 DACat the
allocation meeting.
DACrecommendation 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 levelor accepted at level requested.It is important for the
applicant to be aware that scoring the minimum points requiredto be considered,does not
guarantee fundingof the event.
All information furnished or disclosed as part of the application process is considered
public record by the laws of the State of Florida.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
4
CRITERIA FOR EVALUATION OF APPLICATION
The District Advisory Committee will be reviewing your event application and
scoring it during the evaluation meeting.
Scoring will be considered under the following criteria:
1-4poor5-6-average7-8-above average9-10-excellent
Upon evaluation, the total scores will be tabulated and applications not scoring 20
points or above by amajority 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 Commitment to the Off Season will be the determining factor.
Points are listed at each segment for ease of scoringby reviewers.View sample
scoring sheet at
http://fl-monroecounty.civicplus.com/index.aspx?nid=328.
It is important for the applicant to be aware that scoring the minimum points
required to be considered, does not guarantee fundingof the event.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
5
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
6
APPLICATION FOR EVENT FUNDING
Events taking place between January 1, 2014 through December 31, 2014
TITLE OF EVENT:
VENUE (Location/City):
DATE(S) OF EVENT:
(For dates of event refer to 2014 calendar on previous page)
APPLICANT ORGANIZATION:
(Registered business name exactly as it appears on www.sunbiz.org)
For Profit Not for Profit
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 APPLICANTHISTORY
Enter Text
*
HAS THIS EVENT BEEN PRODUCED IN THE PAST? Yes No
*IF YES, WHEN?
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
7
DID THE SAME APPLICANTPRODUCE IT? Yes No
List name of President and other individuals authorized to execute contracts and
otherwise act on behalf of Applicant:
NameTitle
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.
NameQualificationsCapabilities
Are you receiving any other grants for this event (from governmental or nonprofit
organizations, etc.)? If so, enter information below:
Source of FundingAmount RequestedAmount ReceivedYear
0.000.00
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
8
DISTRICT I APPLICANTS ONLY
(Encompasses the City Limits of Key West)
When applying for funding, it is important to understandthe number of lodging
units available within this Districtas it is the maximum number of room nights
which may be sold per day –review table 1below.
Table 1:
District I: Key WestUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn5,399
Vacation Rental714
RV Park & Campground0
Total6,113
Source: Florida Department of Business and Professional Regulation,TDC
When evaluating funding allocations(return on investment), it is important to
understand how the revenue was derived. In other words, how much effort did it
take for thisDistrict to earn the funds being applied for?Table 2below,
demonstrates, given its average lodging rates
Table 2:
for the past two years, how many room nights
District I: Key West
this Districthad to sell to raise enough two-
Funding LevelRoom Nights
penny bed tax revenue for each level of event
$10,0002,390
funding. Please note:It is necessary for an
$17,0004,070
event to project room night sales near the
$25,0005,980
numbers approximated in this chart for the
$35,0008,370
funding levelrequested. The chart isprovided
$50,00011,960
to give a clearer context tothe valueof each
$75,00017,940
funding level.
$100,00023,920
$120,00028,710
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 andput “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 –Destinationand Turnkey Event Funding Application for FY 2014
9
DISTRICT I CONTINUED…
EXHIBIT A-2
EVENT ITINERARY
Specifically outline theactivities/events that will take place during your event. If
your event encompasses several days, breakout each day,including the venue.
Example:Day 1: Opening Party/Registration(include venue and time)
Day 2: Food and WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
10
DISTRICT I EXHIBIT A CONTINUED…
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on ability to attract out-of-town visitors to the district in which
funding is applied.For the event year in which this application refers,provide the room
this district only
nights your event is anticipated to generatefor 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 wouldbeinfluencedby visitors who attendyour event?Next, indicate how
you arrived at that figure.
Room Nights
room nightsto this district
1. Formula to calculate :
a. How many out of town visitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
Room Nights = (a/b) * c
d. Calculate:
Room Nights:
ac
øÓÆÓØ× ÐÓÎ× Úà ÐÓÎ× Ú èÔ×Î ÏÇÐÈÓÌÐ× Úà ÐÓÎ×
Method used to estimate out-of-county visitorsentered above (a):
ùÔ×ÙÑ ÛÐÐ ÈÔÛÈ ÛÌÌÐÃ
Capacity of venue(s)Ticket Salesfrom last event
Registrations from last event Crowd photos from last event
Police crowd estimatefrom last eventSurvey of attendeesfrom last event
Other, please specify
Method usedto estimate number of nights out-of-town visitors will stay (c):
ùÔ×ÙÑ ÍÎ×
Based on length of event
Based on survey from last event
Use annual average length of stay(average 7 nights)
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 –Destinationand Turnkey Event Funding Application for FY 2014
11
DISTRICT I CONTINUED…
FUNDING REQUEST
ìÊÓÍÊ ÈÍ ÙÍÏÌÐ×ÈÓÎÕ ÈÔÓÉÉ×ÙÈÓÍÎ Ê×Ö×Ê ÈÍ ÈÛÚÐ×É ÛÎØ
ÍÎ ÌÛÕ×
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 categorywill be considered with other New Event applications
from a separate resource specifically allocated for New Events.
óÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ
ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖ ÈÔ× ÉÓÈÈÓÎÕ Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ
ÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ× ÛÌÌÐÓÙÛÎÈ ÈÍ Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ
ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ ÕÇÛÊÛÎÈ×× ÖÇÎØÓÎÕÍÖ ÈÔ× ×Æ×ÎÈ
I understand that as a New Event this is a $10,000grant request.
OR
ANew 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 NOTapplying as a New
Event.
ùÔ×ÙÑ ÈÔ× ÛÌÌÊÍÌÊÓÛÈ× ÙÛÈ×ÕÍÊÃø×ÉÈÓÎÛÈÓÍÎ ÍÊ èÇÊÎÑ×ÃÛÎØ ÕÊÛÎÈ Ð×Æ×Ð ÃÍÇ ÛÊ× ÛÌÌÐÃÓÎÕ
ÖÍÊóÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖÈÔ× ÉÓÈÈÓÎÕ
Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕ èÔ× øûù ÏÛà ÛÐÉÍ Ø×ÙÐÓÎ×
ÖÇÎØÓÎÕ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÍÊ ÖÇÎØ ÛÈ Û ÐÍÅ×Ê ÖÇÎØÓÎÕ Ð×Æ×ÐóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ× ÛÌÌÐÓÙÛÎÈ ÈÍ
Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ ÕÇÛÊÛÎÈ××
ÖÇÎØÓÎÕÍÖ ÈÔ× ×Æ×ÎÈ
Destination Funding Level RequestOnly
Level 1:$10,000Level 2: $17,000 Level 3: $25,000
Level 4:$35,000Level 5: $50,000 Level 6: $75,000
TurnkeyFunding Level RequestOnly
Level 7: $100,000 Level 8: $120,000
The primary purpose of my event is economic impact to the District whichresults in
room nights generated(“heads in beds”)by event visitors.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
12
DISTRICT I CONTINUED…
EXHIBIT B
TIMING OF EVENT
÷Æ×ÎÈÉ ÛÊ× ÉÙÍÊ×Ø ÚÛÉ×Ø ÍÎ ÅÔ×Î ÓÎ ÈÔ× ÙÛÐ×ÎØÛÊ Ã×ÛÊ ÈÔ×à ÛÊ× Ô×ÐØ éÔÍÇÐØ×Ê ÛÎØ ÍÖÖ
É×ÛÉÍÎ ×Æ×ÎÈÉÊ×Ù×ÓÆ× ÔÓÕÔ×Ê ÉÙÍÊÓÎÕûØØÓÈÓÍÎÛÐ ÉÙÍÊÓÎÕ ÌÍÓÎÈÉ ÛÊ× ÛÐÉÍ ÕÓÆ×Î ÖÍÊ ÏÓØ
Å××Ñ ×Æ×ÎÈÉ èÔ× ÛÆ×ÊÛÕ× ÍÖ ÈÔ× ÌÛÉÈ ÈÅÍ ÖÓÉÙÛÐ Ã×ÛÊɪ ÍÙÙÇÌÛÎÙà ÛÉ Ê×ÌÍÊÈ×Ø Úà éÏÓÈÔ
èÊÛÆ×Ð ê×É×ÛÊÙÔ ÓÉ ÇÉ×Ø ÈÍ ÙÊ×ÛÈ× ÈÔ× èÓÏÓÎÕ ÍÖ ÷Æ×ÎÈ éÙÍÊÓÎÕ ìÍÓÎÈÉ ÛÊ×ÛÉÉÓÕÎ×ØÈÍ
×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× èÛÚÐ× Ú×ÐÍÅ Ø×ÌÓÙÈÉ ÈÔ× ÌÍÓÎÈÉ ÛÉÉÍÙÓÛÈ×Ø ÅÓÈÔ ×ÛÙÔ
ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× î×ÄÈ ÓÈ ÉÔÍÅÉ ÈÔ× ÈÓÏ×É ÅÔÓÙÔ ÃÍÇÊ øÓÉÈÊÓÙÈ ØÇÊÓÎÕ ÈÔ× ÌÛÉÈ ÈÅÍ
ÖÓÉÙÛÐ Ã×ÛÊÉ Ê×ÛÙÔ×Ø ×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ×
Table 3:
District I –Timing of Event Scoring
Events held District I: Check box
when averageReceiveDates For Each next to your Your Table 3
occupancy is:score of:Occupancy Rangeevent dates:Score Is:
0% to 59%6August 18 –August 29, 6
2014
60% to 69%5August 30 –September 5
30, 2014
70% to 79%4October, December 1-4
24, 2014
80% to 100%3January –July, 3
November,
December 25-31, 2014
1 Enter Score
Table3(if more than one box was checked, add
Enter your score from
all scores together and divide by the number of boxes checked)
2
Sunday –Thursday
Mid Week Days are
+2
2 mid-week days
ðAdd two (2) points if your event falls on at least
or
ÍÊ
1 mid-week day
ðAdd one (1) point if your event falls on only
+1
3 District ITotal ScoreEnter Score
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
13
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 understandthe number of lodging
units available within this Districtas it is the maximum number of room nights
which may be sold per day –review table 1below.
Table 1:
District II: Big Pine Key & The Lower KeysUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn220
Vacation Rental236
RV Park & Campground1,327
Total1,783
Source: Florida Department of Business and Professional Regulation, TDC
When evaluating funding allocations(return on investment), itis important to
understand how the revenue was derived. In other words, how much effort did it
take for thisDistrict to earn the funds being applied for?Table 2below
demonstrates, given its average
Table 2:
lodging rates for the past two
District II: Big Pine Key & The Lower Keys
years, how many room nights this
RV Park/
Districthad to sell to raise enough
Hotel/Motel/B&Campground
two-penny bed tax revenue for
Funding LevelB Room NightsRoom Nights*
each level of event funding. Please
$5,0001,7203,050
note:It is necessary for an event
$7,5002,5904,570
to project room night sales near
$10,0003,4506,100
the numbers approximated in this
$15,0005,1709,150
chart for thefunding level
$17,0005,86010,370
requested. The chart isprovided
$20,0006,90012,200
to give a clearer context tothe
$30,00010,34018,290
valueof each funding level.
*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.
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 –Destinationand Turnkey Event Funding Application for FY 2014
14
DISTRICT II EXHIBIT A CONTINUED…
EXHIBIT A-2
EVENT ITINERARY
Specifically outline the activities/events that will take place during your event. If
your event encompasses several days, breakout each day,including the venue.
Example:Day 1: Opening Party/Registration(include venue and time)
Day 2: Food and WineTasting (venuesand times)
Day 3: Art Festival (include venue/times and possible street closings)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
15
DISTRICT II EXHIBIT A CONTINUED…
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on ability to attract out-of-town visitors to the district in which
funding is applied.For the event year in which this application refers,provide the room
this district only
nights your event is anticipated to generate for 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
room nightsto this district
1. Formula to calculate :
a. How many out of town visitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
Room Nights = (a/b) * c
d. Calculate:
Room Nights:
ac
øÓÆÓØ× ÐÓÎ× Úà ÐÓÎ× Ú èÔ×Î ÏÇÐÈÓÌÐ× Úà ÐÓÎ×
Method used to estimate out-of-county visitorsentered above (a):
ùÔ×ÙÑ ÛÐÐ ÈÔÛÈ ÛÌÌÐÃ
Capacity of venue(s)Ticket Salesfrom last event
Registrations from last event Crowd photos from last event
Police crowd estimatefrom last eventSurvey of attendeesfrom last event
Other, please specify
Method usedto estimate number of nights out-of-town visitors will stay (c):
ùÔ×ÙÑ ÍÎ×
Based on length of event
Based on survey from last event
Use annual average length of stay(average 7 nights)
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 –Destinationand Turnkey Event Funding Application for FY 2014
16
DISTRICT II CONTINUED…
FUNDING REQUEST
ìÊÓÍÊ ÈÍ ÙÍÏÌÐ×ÈÓÎÕ ÈÔÓÉ É×ÙÈÓÍÎ Ê×Ö×Ê ÈÍ ÈÛÚÐ×É ÛÎØ
ÍÎ ÌÛÕ×
ùÔ×ÙÑ ÈÔ× ÛÌÌÊÍÌÊÓÛÈ× ÙÛÈ×ÕÍÊà ø×ÉÈÓÎÛÈÓÍÎ ÍÊ èÇÊÎÑ×à Ú×ÐÍÅ ÛÎØ ÕÊÛÎÈ Ð×Æ×Ð ÃÍÇ ÛÊ×
ÛÌÌÐÃÓÎÕ ÖÍÊ óÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖ ÈÔ×
ÉÓÈÈÓÎÕ Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕ èÔ× øûù ÏÛà ÛÐÉÍ
Ø×ÙÐÓÎ× ÖÇÎØÓÎÕ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÍÊ ÖÇÎØ ÛÈ Û ÐÍÅ×Ê ÖÇÎØÓÎÕ Ð×Æ×ÐóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ×
ÛÌÌÐÓÙÛÎÈ ÈÍ Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ
ÕÇÛÊÛÎÈ×× ÖÇÎØÓÎÕÍÖÈÔ× ×Æ×ÎÈ
Destination Funding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
TurnkeyFunding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
The primary purpose of my event is economic impact to the District which results in
room nights generated(“heads in beds”) by event visitors.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
17
DISTRICT II CONTINUED…
EXHIBIT B
TIMING OF EVENT
÷Æ×ÎÈÉ ÛÊ× ÉÙÍÊ×Ø ÚÛÉ×Ø ÍÎ ÅÔ×Î ÓÎ ÈÔ× ÙÛÐ×ÎØÛÊ Ã×ÛÊ ÈÔ×à ÛÊ× Ô×ÐØ éÔÍÇÐØ×Ê ÛÎØ ÍÖÖ
É×ÛÉÍÎ ×Æ×ÎÈÉ Ê×Ù×ÓÆ× ÔÓÕÔ×Ê ÉÙÍÊÓÎÕûØØÓÈÓÍÎÛÐ ÉÙÍÊÓÎÕ ÌÍÓÎÈÉ ÛÊ× ÛÐÉÍ ÕÓÆ×Î ÖÍÊ ÏÓØ
Å××Ñ ×Æ×ÎÈÉ èÔ× ÛÆ×ÊÛÕ× ÍÖ ÈÔ× ÌÛÉÈ ÈÅÍ ÖÓÉÙÛÐ Ã×ÛÊɪ ÍÙÙÇÌÛÎÙà ÛÉ Ê×ÌÍÊÈ×Ø Úà éÏÓÈÔ
èÊÛÆ×Ð ê×É×ÛÊÙÔ ÓÉ ÇÉ×Ø ÈÍ ÙÊ×ÛÈ× ÈÔ× èÓÏÓÎÕ ÍÖ ÷Æ×ÎÈ éÙÍÊÓÎÕ ìÍÓÎÈÉ ÛÊ× ÛÉÉÓÕÎ×ØÈÍ
×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× èÛÚÐ× Ú×ÐÍÅ Ø×ÌÓÙÈÉ ÈÔ× ÌÍÓÎÈÉ ÛÉÉÍÙÓÛÈ×Ø ÅÓÈÔ ×ÛÙÔ
ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× î×ÄÈ ÓÈ ÉÔÍÅÉ ÈÔ× ÈÓÏ×É ÅÔÓÙÔ ÃÍÇÊ øÓÉÈÊÓÙÈ ØÇÊÓÎÕ ÈÔ× ÌÛÉÈ ÈÅÍ
ÖÓÉÙÛÐ Ã×ÛÊÉ Ê×ÛÙÔ×Ø ×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ×
Table 3:
DistrictII–Timing of Event Scoring
Your
Events held when ReceiveDistrict II: Check box Table 3
averagescore Dates For Each next to your Score
occupancy is:of:Occupancy Rangeevent dates:Is:
0% to 59%6September -January6
60% to 69%5May, August5
70% to 79%4February, April, June, July4
80% to 100%3March 3
1 Enter Score
Table3(if more than one box was checked, add all
Enter your score from
scores together and divide by the number of boxes checked)
2
Sunday –Thursday
Mid Week Days are
+2
2 mid-week days
ðAdd two (2) points if your event falls on at least
or
ÍÊ
1 mid-week day
ðAdd one (1) point if your event falls on only
+1
3 District IITotal ScoreEnter Score
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
18
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 understandthe number of lodging
units available within this Districtas it is the maximum number of room nights
which may be sold per day –review table 1below.
Table 1:
District III: MarathonUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn1,549
Vacation Rental1,112
RV Park & Campground691
Total3,352
Source: Florida Department of Business and Professional Regulation, TDC
When evaluating funding allocations(return on investment), it is important to
understand how the revenue was derived. In other words, how much effort did it
take for thisDistrict to earn the funds being applied for?Table 2below
demonstrates, given its average lodging rates
Table 2:
for the past two years, how many room nights
District III: Marathon
this Districthad to sell to raise enough two-
Funding LevelRoom Nights
penny bed tax revenue for each level of event
$10,0002,600
funding. Please note:It is necessary for an
$20,0005,210
event to project room night sales near the
$30,0007,810
numbers approximated in this chart for the
$40,00010,420
funding levelrequested. The chart isprovided
$50,00013,020
to give a clearer context tothe valueof each
funding level.
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 –Destinationand Turnkey Event Funding Application for FY 2014
19
DISTRICT III EXHIBIT A CONTINUED…
EXHIBIT A-2
EVENT ITINERARY
Specifically outline the activities/events that will take place during your event. If
your event encompasses several days, breakout each day,including the venue.
Example:Day 1: Opening Party/Registration(include venue and time)
Day 2: Food and WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
20
DISTRICT III EXHIBIT A CONTINUED…
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATEDFOR EVENT
Events are scored based on ability to attract out-of-town visitors to the district in which
funding is applied.For the event year in which this application refers,provide the room
this district only
nights your event is anticipated to generate for 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
room nightsto this district
1. Formula to calculate :
a. How many out of town visitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
Room Nights = (a/b) * c
d. Calculate:
Room Nights:
ac
øÓÆÓØ× ÐÓÎ× Úà ÐÓÎ× Ú èÔ×Î ÏÇÐÈÓÌÐ× Úà ÐÓÎ×
Method used to estimate out-of-county visitorsentered above (a):
ùÔ×ÙÑ ÛÐÐ ÈÔÛÈ ÛÌÌÐÃ
Capacity of venue(s)Ticket Salesfrom last event
Registrations from last event Crowd photos from last event
Police crowd estimatefrom last eventSurvey of attendeesfrom last event
Other, please specify
Method usedto estimate number of nights out-of-town visitors will stay (c):
ùÔ×ÙÑ ÍÎ×
Based on length of event
Based on survey from last event
Use annual average length of stay(average 7 nights)
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 –Destinationand Turnkey Event Funding Application for FY 2014
21
DISTRICT III CONTINUED…
FUNDING REQUEST
ìÊÓÍÊ ÈÍ ÙÍÏÌÐ×ÈÓÎÕ ÈÔÓÉ É×ÙÈÓÍÎ Ê×Ö×Ê ÈÍ ÈÛÚÐ×É ÛÎØ
ÍÎ ÌÛÕ×
ùÔ×ÙÑ ÈÔ× ÛÌÌÊÍÌÊÓÛÈ× ÙÛÈ×ÕÍÊÃø×ÉÈÓÎÛÈÓÍÎ ÍÊ èÇÊÎÑ×à Ú×ÐÍÅÛÎØ ÕÊÛÎÈ Ð×Æ×Ð ÃÍÇ ÛÊ×
ÛÌÌÐÃÓÎÕ ÖÍÊ óÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖ ÈÔ×
ÉÓÈÈÓÎÕ Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕ èÔ× øûù ÏÛà ÛÐÉÍ
Ø×ÙÐÓÎ× ÖÇÎØÓÎÕ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÍÊ ÖÇÎØ ÛÈ Û ÐÍÅ×Ê ÖÇÎØÓÎÕ Ð×Æ×ÐóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ×
ÛÌÌÐÓÙÛÎÈ ÈÍ Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ
ÕÇÛÊÛÎÈ×× ÖÇÎØÓÎÕÍÖÈÔ× ×Æ×ÎÈ
Destination Funding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
TurnkeyFunding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
The primary purpose of my event is economic impact to the District which results in
room nights generated (“heads in beds”) by event visitors.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
22
DISTRICT III CONTINUED…
EXHIBIT B
TIMING OF EVENT
÷Æ×ÎÈÉ ÛÊ× ÉÙÍÊ×Ø ÚÛÉ×Ø ÍÎ ÅÔ×Î ÓÎ ÈÔ× ÙÛÐ×ÎØÛÊ Ã×ÛÊ ÈÔ×à ÛÊ× Ô×ÐØ éÔÍÇÐØ×Ê ÛÎØ ÍÖÖ
É×ÛÉÍÎ ×Æ×ÎÈÉ Ê×Ù×ÓÆ× ÔÓÕÔ×Ê ÉÙÍÊÓÎÕûØØÓÈÓÍÎÛÐ ÉÙÍÊÓÎÕ ÌÍÓÎÈÉ ÛÊ× ÛÐÉÍ ÕÓÆ×Î ÖÍÊ ÏÓØ
Å××Ñ ×Æ×ÎÈÉ èÔ× ÛÆ×ÊÛÕ× ÍÖ ÈÔ× ÌÛÉÈ ÈÅÍ ÖÓÉÙÛÐ Ã×ÛÊɪ ÍÙÙÇÌÛÎÙà ÛÉ Ê×ÌÍÊÈ×Ø Úà éÏÓÈÔ
èÊÛÆ×Ð ê×É×ÛÊÙÔ ÓÉ ÇÉ×Ø ÈÍ ÙÊ×ÛÈ× ÈÔ× èÓÏÓÎÕ ÍÖ ÷Æ×ÎÈ éÙÍÊÓÎÕ ìÍÓÎÈÉ ÛÊ× ÛÉÉÓÕÎ×ØÈÍ
×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× èÛÚÐ× Ú×ÐÍÅ Ø×ÌÓÙÈÉ ÈÔ× ÌÍÓÎÈÉ ÛÉÉÍÙÓÛÈ×Ø ÅÓÈÔ ×ÛÙÔ
ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× î×ÄÈ ÓÈ ÉÔÍÅÉ ÈÔ× ÈÓÏ×É ÅÔÓÙÔ ÃÍÇÊ øÓÉÈÊÓÙÈ ØÇÊÓÎÕ ÈÔ× ÌÛÉÈ ÈÅÍ
ÖÓÉÙÛÐ Ã×ÛÊÉ Ê×ÛÙÔ×Ø ×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ×
Table 3:
District III–Timing of Event Scoring
Events held ReceiveDistrict III:Check box next Your
when averagescore Dates For Each to your event Table 3
occupancy is:of:Occupancy Rangedates:Score Is:
0% to 59%6September -January6
60% to 69%5May, August5
70% to 79%4February, April, June, July4
80% to 100%3March 3
1 Table3(if more than one box was checked, add all Enter Score
Enter your score from
scores together and divide by the number of boxes checked)
2 Sunday –Thursday
Mid Week Days are
+2
2 mid-week days
ðAdd two (2) points if your event falls on at least
or
ÍÊ
1 mid-week day
ðAdd one (1) point if your event falls on only
+1
3 District III Total ScoreEnter Score
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
23
DISTRICT IV APPLICANTS ONLY
(Between the Long Key Bridge and mile marker 90.939)
When applying for funding, it is important to understandthe number of lodging
units available within this Districtas it is the maximum number of room nights
which may be sold per day –review table 1below.
Table 1:
Units
District IV: Islamorada(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn1,626
Vacation Rental238
RV Park & Campground331
Total2,195
Source: Florida Department of Business and Professional Regulation, TDC
When evaluating funding allocations(return on investment), it is important to
understand how the revenue was derived. In other words, how much effort did it
take for thisDistrict to earn the funds being applied for?Table 2below
demonstrates, given its average lodging rates
Table 2:
for the past two years, how many room nights
District IV: Islamorada
this Districthad to sell to raise enough two-
Funding LevelRoom Nights
penny bed tax revenue for each level of event
$10,0002,350
funding. Please note:It is necessary for an
$15,0003,520
event to project room night sales near the
$20,0004,690
numbers approximated in this chart for the
$25,0005,870
funding levelrequested. The chart isprovided
$30,0007,040
to give a clearer context tothe valueof each
$35,0008,220
funding level.
$40,0009,390
$50,00011,740
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 –Destinationand Turnkey Event Funding Application for FY 2014
24
DISTRICT IVEXHIBITACONTINUED…
EXHIBIT A-2
EVENT ITINERARY
Specifically outline the activities/events that will take place during your event. If
your event encompasses several days, breakout each day,including the venue.
Example:Day 1: Opening Party/Registration(include venue and time)
Day 2: Food and WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
25
DISTRICT IV EXHIBIT A CONTINUED…
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on ability to attract out-of-town visitors to the district in which
funding is applied.For the event year in which this application refers,provide the room
this district only
nights your event is anticipated to generate for 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
room nightsto this district
1. Formula to calculate :
a. How many out of town visitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
Room Nights = (a/b) * c
d. Calculate:
Room Nights:
ac
øÓÆÓØ× ÐÓÎ× Úà ÐÓÎ× Ú èÔ×Î ÏÇÐÈÓÌÐ× Úà ÐÓÎ×
Method used to estimate out-of-county visitorsentered above (a):
ùÔ×ÙÑ ÛÐÐ ÈÔÛÈ ÛÌÌÐÃ
Capacity of venue(s)Ticket Salesfrom last event
Registrations from last event Crowd photos from last event
Police crowd estimatefrom last eventSurvey of attendeesfrom last event
Other, please specify
Method usedto estimate number of nights out-of-town visitors will stay (c):
ùÔ×ÙÑ ÍÎ×
Based on length of event
Based on survey from last event
Use annual average length of stay(average 7 nights)
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 –Destinationand Turnkey Event Funding Application for FY 2014
26
DISTRICT IV CONTINUED…
FUNDING REQUEST
ìÊÓÍÊ ÈÍ ÙÍÏÌÐ×ÈÓÎÕ ÈÔÓÉ É×ÙÈÓÍÎ Ê×Ö×Ê ÈÍ ÈÛÚÐ×É ÛÎØ
ÍÎ ÌÛÕ×
ùÔ×ÙÑ ÈÔ× ÛÌÌÊÍÌÊÓÛÈ× ÙÛÈ×ÕÍÊÃø×ÉÈÓÎÛÈÓÍÎ ÍÊ èÇÊÎÑ×à Ú×ÐÍÅÛÎØ ÕÊÛÎÈ Ð×Æ×Ð ÃÍÇ ÛÊ×
ÛÌÌÐÃÓÎÕ ÖÍÊ óÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖ ÈÔ×
ÉÓÈÈÓÎÕ Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕ èÔ× øûù ÏÛà ÛÐÉÍ
Ø×ÙÐÓÎ× ÖÇÎØÓÎÕ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÍÊ ÖÇÎØ ÛÈ Û ÐÍÅ×Ê ÖÇÎØÓÎÕ Ð×Æ×ÐóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ×
ÛÌÌÐÓÙÛÎÈ ÈÍ Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ
ÕÇÛÊÛÎÈ×× ÖÇÎØÓÎÕÍÖÈÔ× ×Æ×ÎÈ
Destination Funding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
TurnkeyFunding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
The primary purpose of my event is economic impact to the District which results in
room nights generated(“heads in beds”) by event visitors.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
27
DISTRICT IV CONTINUED…
EXHIBIT B
TIMING OF EVENT
÷Æ×ÎÈÉ ÛÊ× ÉÙÍÊ×Ø ÚÛÉ×Ø ÍÎ ÅÔ×Î ÓÎ ÈÔ× ÙÛÐ×ÎØÛÊ Ã×ÛÊ ÈÔ×à ÛÊ× Ô×ÐØ éÔÍÇÐØ×Ê ÛÎØ ÍÖÖ
É×ÛÉÍÎ ×Æ×ÎÈÉ Ê×Ù×ÓÆ× ÔÓÕÔ×Ê ÉÙÍÊÓÎÕûØØÓÈÓÍÎÛÐ ÉÙÍÊÓÎÕ ÌÍÓÎÈÉ ÛÊ× ÛÐÉÍ ÕÓÆ×Î ÖÍÊ ÏÓØ
Å××Ñ ×Æ×ÎÈÉ èÔ× ÛÆ×ÊÛÕ× ÍÖ ÈÔ× ÌÛÉÈ ÈÅÍ ÖÓÉÙÛÐ Ã×ÛÊɪ ÍÙÙÇÌÛÎÙà ÛÉ Ê×ÌÍÊÈ×Ø Úà éÏÓÈÔ
èÊÛÆ×Ð ê×É×ÛÊÙÔ ÓÉ ÇÉ×Ø ÈÍ ÙÊ×ÛÈ× ÈÔ× èÓÏÓÎÕ ÍÖ ÷Æ×ÎÈ éÙÍÊÓÎÕ ìÍÓÎÈÉ ÛÊ× ÛÉÉÓÕÎ×ØÈÍ
×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× èÛÚÐ× Ú×ÐÍÅ Ø×ÌÓÙÈÉ ÈÔ× ÌÍÓÎÈÉ ÛÉÉÍÙÓÛÈ×Ø ÅÓÈÔ ×ÛÙÔ
ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× î×ÄÈ ÓÈ ÉÔÍÅÉ ÈÔ× ÈÓÏ×É ÅÔÓÙÔ ÃÍÇÊ øÓÉÈÊÓÙÈ ØÇÊÓÎÕ ÈÔ× ÌÛÉÈ ÈÅÍ
ÖÓÉÙÛÐ Ã×ÛÊÉ Ê×ÛÙÔ×Ø ×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ×
Table 3:
District IV–Timing of Event Scoring
Events held when ReceiveDistrict IV: Check box
averagescore Dates For Each next to your Your Table 3
occupancy is:of:Occupancy Rangeevent dates:Score Is:
0% to 59%6August -January6
60% to 69%5May, June5
70% to 79%4February, April, July4
80% to 100%3March 3
1 Table3(if more than one box was checked, add all Enter Score
Enter your score from
scores together and divide by the number of boxes checked)
2 Sunday –Thursday
Mid Week Days are
+2
2 mid-week days
ðAdd two (2) points if your event falls on at least
or
ÍÊ
1 mid-week day
ðAdd one (1) point if your event falls on only
+1
3 District IVTotal ScoreEnter Score
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
28
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 understandthe number of lodging
units available within this Districtas it isthe maximum number of room nights
which may be sold per day –review table 1below.
Table 1:
District V: Key LargoUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn1,582
Vacation Rental471
RV Park & Campground190
Total2,243
Source: Florida Department of Business and Professional Regulation, TDC
Whenevaluating funding allocations(return on investment), it is important to
understand how the revenue was derived. In other words, how much effort did it
take for thisDistrict to earn the funds being applied for?Table 2below
demonstrates, given its average lodging rates
Table 2:
for the past two years, how many room nights
District V: Key Largo
this Districthad to sell to raise enough two-
Funding LevelRoom Nights
penny bed tax revenue for each level of event
$10,0003,070
funding. Please note:It is necessary for an
$15,0004,600
event to project room night sales near the
$20,0006,130
numbers approximated in this chart for the
$25,0007,670
funding levelrequested. The chart isprovided
$30,0009,200
to give a clearer context tothe valueof each
$35,00010,740
funding level.
$40,00012,270
$50,00015,340
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 –Destinationand Turnkey Event Funding Application for FY 2014
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DISTRICT VEXHIBIT A CONTINUED…
EXHIBIT A-2
EVENT ITINERARY
Specifically outline the activities/events that will take place during your event. If
your event encompasses several days, breakout each day,including the venue.
Example:Day 1: Opening Party/Registration(include venue and time)
Day 2: Food and WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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DISTRICT V EXHIBIT A CONTINUED…
EXHIBIT A-3
NUMBER OFROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on ability to attract out-of-town visitors to the district in which
funding is applied.For the event year in which this application refers,provide the room
this district only
nights your event is anticipatedto generate for 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
room nightsto this district
1. Formula to calculate :
a. How many out of town visitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
Room Nights = (a/b) * c
d. Calculate:
Room Nights:
ac
øÓÆÓØ× ÐÓÎ× Úà ÐÓÎ× Ú èÔ×Î ÏÇÐÈÓÌÐ× Úà ÐÓÎ×
Method used to estimate out-of-county visitorsentered above (a):
ùÔ×ÙÑ ÛÐÐ ÈÔÛÈ ÛÌÌÐÃ
Capacity of venue(s)Ticket Salesfrom last event
Registrations from last event Crowd photos from last event
Police crowd estimatefrom last eventSurvey of attendeesfrom last event
Other, please specify
Method usedto estimate number of nights out-of-town visitors will stay (c):
ùÔ×ÙÑ ÍÎ×
Based on length of event
Based on survey from last event
Use annual average length of stay(average 7 nights)
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 –Destinationand Turnkey Event Funding Application for FY 2014
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DISTRICT V CONTINUED…
FUNDING REQUEST
ìÊÓÍÊ ÈÍ ÙÍÏÌÐ×ÈÓÎÕ ÈÔÓÉ É×ÙÈÓÍÎ Ê×Ö×Ê ÈÍ ÈÛÚÐ×É ÛÎØ
ÍÎ ÌÛÕ×
ùÔ×ÙÑ ÈÔ× ÛÌÌÊÍÌÊÓÛÈ× ÙÛÈ×ÕÍÊà ø×ÉÈÓÎÛÈÓÍÎ ÍÊ èÇÊÎÑ×à Ú×ÐÍÅ ÛÎØ ÕÊÛÎÈ Ð×Æ×Ð ÃÍÇ ÛÊ×
ÛÌÌÐÃÓÎÕ ÖÍÊ óÖ ÃÍÇÊ ×Æ×ÎÈ ØÍ×É ÎÍÈ ÉÙÍÊ× ÈÔ× ÏÓÎÓÏÇÏ Ê×ËÇÓÊ×Ø ÉÙÍÊ× Úà ÛÏÛÒÍÊÓÈà ÍÖ ÈÔ×
ÉÓÈÈÓÎÕ Ï×ÏÚ×ÊÉ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÅÓÐÐ ÎÍÈ Ú× ÙÍÎÉÓØ×Ê×Ø ÖÍÊ ÖÇÎØÓÎÕ èÔ× øûù ÏÛà ÛÐÉÍ
Ø×ÙÐÓÎ× ÖÇÎØÓÎÕ ÃÍÇÊ ÛÌÌÐÓÙÛÈÓÍÎ ÍÊ ÖÇÎØ ÛÈ Û ÐÍÅ×Ê ÖÇÎØÓÎÕ Ð×Æ×ÐóÈ ÓÉ ÓÏÌÍÊÈÛÎÈ ÖÍÊ ÈÔ×
ÛÌÌÐÓÙÛÎÈ ÈÍ Ú× ÛÅÛÊ× ÈÔÛÈ ÉÙÍÊÓÎÕ ÈÔ× ÏÓÎÓÏÇÏ ÌÍÓÎÈÉ Ê×ËÇÓÊ×Ø ÈÍ Ú× ÙÍÎÉÓØ×Ê×Ø ØÍ×É ÎÍÈ
ÕÇÛÊÛÎÈ×× ÖÇÎØÓÎÕÍÖ ÈÔ× ×Æ×ÎÈ
Destination Funding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
ð×Æ×Ð
TurnkeyFunding Level RequestOnly
ð×Æ×Ð
ð×Æ×Ð
The primary purpose of my event is economic impact to the District which resultsin
room nights generated (“heads in beds”) by event visitors.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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DISTRICT V CONTINUED…
EXHIBIT B
TIMING OF EVENT
÷Æ×ÎÈÉ ÛÊ× ÉÙÍÊ×Ø ÚÛÉ×Ø ÍÎ ÅÔ×Î ÓÎ ÈÔ× ÙÛÐ×ÎØÛÊ Ã×ÛÊ ÈÔ×à ÛÊ× Ô×ÐØ éÔÍÇÐØ×Ê ÛÎØ ÍÖÖ
É×ÛÉÍÎ ×Æ×ÎÈÉ Ê×Ù×ÓÆ× ÔÓÕÔ×Ê ÉÙÍÊÓÎÕûØØÓÈÓÍÎÛÐ ÉÙÍÊÓÎÕ ÌÍÓÎÈÉ ÛÊ× ÛÐÉÍ ÕÓÆ×Î ÖÍÊ ÏÓØ
Å××Ñ ×Æ×ÎÈÉ èÔ× ÛÆ×ÊÛÕ× ÍÖ ÈÔ× ÌÛÉÈ ÈÅÍ ÖÓÉÙÛÐ Ã×ÛÊɪ ÍÙÙÇÌÛÎÙà ÛÉ Ê×ÌÍÊÈ×Ø Úà éÏÓÈÔ
èÊÛÆ×Ð ê×É×ÛÊÙÔ ÓÉ ÇÉ×Ø ÈÍ ÙÊ×ÛÈ× ÈÔ× èÓÏÓÎÕ ÍÖ ÷Æ×ÎÈ éÙÍÊÓÎÕ ìÍÓÎÈÉ ÛÊ× ÛÉÉÓÕÎ×ØÈÍ
×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× èÛÚÐ× Ú×ÐÍÅ Ø×ÌÓÙÈÉ ÈÔ× ÌÍÓÎÈÉ ÛÉÉÍÙÓÛÈ×Ø ÅÓÈÔ ×ÛÙÔ
ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ× î×ÄÈ ÓÈ ÉÔÍÅÉ ÈÔ× ÈÓÏ×É ÅÔÓÙÔ ÃÍÇÊ øÓÉÈÊÓÙÈ ØÇÊÓÎÕ ÈÔ× ÌÛÉÈ ÈÅÍ
ÖÓÉÙÛÐ Ã×ÛÊÉ Ê×ÛÙÔ×Ø ×ÛÙÔ ÍÙÙÇÌÛÎÙà Ð×Æ×Ð ÊÛÎÕ×
Table 3:
District V–Timing of Event Scoring
Events held District I: Check box next
when averageReceiveDates For Each to your event Your Table 3
occupancy is:score of:Occupancy Rangedates:Score Is:
0% to 59%6September, 6
October, December
60% to 69%5January, May, 5
August, November
70% to 79%4February, April, 4
June, July
80% to 100%3March 3
1 Table3(if more than one box was checked, add all Enter Score
Enter your score from
scores together and divide by the number of boxes checked)
2 Sunday –Thursday
Mid Week Days are
+2
2 mid-week days
ðAdd two (2) points if your event falls on at least
or
ÍÊ
1 mid-week day
ðAdd one (1) point if your event falls on only
+1
3 District VTotal ScoreEnter Score
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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EXHIBIT C
SOUNDNESS OF MARKETING PLAN AND
FINANCIAL COMMITMENT OF APPLICANTTO THE MARKETING OF THIS EVENT
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
Exhibit C
as .
Highest points will be awarded for soundness ofplanand the strength of your
applicants fundingcontribution.
Continue on next page if needed.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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EXHIBIT CCONTINUED…
SOUNDNESS OF MARKETING PLAN AND
FINANCIAL COMMITMENT OF APPLICANTTO THE MARKETING OF THIS EVENT
What is the total amount of your Marketing Plan?$
How much is the applicant contributing to the marketing of this eventin
“Hard Dollars”?$
1 2 3 4 5 6 7 8 9 10
ExhibitC-1
If you are a re-occurring event, attach as your operating budgetdetailing the
income/expense foryour last eventincluding community hard dollar support contributions.
OR
ExhibitC-2
If you are a new event, attach as your projected operating budget detailing
your projected income/expense for the proposed new eventincluding community hard
dollar support contributions.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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EXHIBIT D
ACTION PLAN
Submit a detailed action plan including appropriate permit(s) if applicable,as to how
parking/securityandroad closures will be handled during your event. The plan should
include the following information:
1.Describehow your event plan will handle road closures. If applicable,enclose a copy
of the approval by the appropriate county/municipal entity.
2.Describehow your event plan will accommodate parking and transportation.
3.Describehow your event plan willhandle 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 youplan to reduce waste during yourevent bydoing the following:
a.Encourage recycling message within programs and brochuresto 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 theuse of clearly identified recycling containers.
e.Discourage use of single use plastic bags and other products.
Useful contact numbers
:
Monroe County:(305) 289-6037City of Key West:(305) 809-3902
City of Marathon:(305) 289-6037Islamorada Village of Islands:(305) 853-3433
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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EXHIBIT DCONTINUED…
ACTION PLAN
1 2 3 4
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NON-COLLUSION AFFIDAVIT
and
VERIFICATION
I,, of the City of accordingto
law on my oath, and under penalty of perjury, depose and say that:
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 contractfor 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.
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 TypedPresident's Signature
Sworn to and subscribed before me this dayof , 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 –Destinationand Turnkey Event Funding Application for FY 2014
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DRUG FREE WORKPLACE FORM
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 ofdrug 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, sign below, and include as part of application
_________________________________________
Applicant’s Signature
_________________________________________
Date
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APPLICATION CHECK LIST (submit with application)
I have completed the following items:
Each section of the application has been completed.
Applicant has reviewed the sample Contract at
http://fl-monroecounty.civicplus.com/index.aspx?nid=328.
Applicant has reviewed the scoring sheet at
http://fl-monroecounty.civicplus.com/index.aspx?nid=328,that is utilized by the
20
District Advisory Committees and understands that the application must score
points or above by amajority of the sitting members in order to qualify for funding.
Applicant has submitted the event’sbudget and income/expense report for the last
Exhibit C.1.
event. Re-occurring events should submit and new events should
Exhibit C.2.
submit (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).
Print off this page, sign below, and include as part of application
Signed By: _________________________________
Type Name:
Type Name Here
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2014
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