Item E2E.2
BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe
Mayor Sylvia Murphy, District 5
Mayor Pro Tem Danny Kolhage, District 1
TheFloridaKeys
Michelle Coldiron, District 2
Heather Carruthers, District 3
David Rice, District 5
County Commission Meeting
February 20, 2019
Agenda Item Number: E.2
Agenda Item Summary #5150
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 2020
Destination and Turnkey Event Funding
ITEM BACKGROUND: A copy of the application and a list of revisions is attached.
TDC approved same at their meeting of February 5, 2019
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
TDC Event RFA
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
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Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 01/15/2019 9:34 AM
Christine Limbert Completed 01/28/2019 4:51 PM
Kathy Peters Completed 01/28/2019 5:03 PM
Board of County Commissioners Pending 02/20/2019 9:00 AM
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DATE: February 5, 2019
To: Monroe County Board of County Commissioners
FROM: Monroe County TDC
RE: Permission to Advertise FY 2019 Destination and Turnkey Event Application
Each year the TDC Administrative Office advertises a Request for Application (RFA) for
Destination and Turnkey Event Funding.
Attached is a copy of the proposed Request for Application which has been reviewed and
approved by Assistant County Attorney Christine Limbert. Also attached is a copy of the RFA
schedule and a list of the revisions made to the application.
The TDC approved same at their meeting of February 5, 2019
Attachment: TDC Event RFA (TDC Event Application)
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DESTINATION/TURNKEY EVENT SCHEDULE
FY 2020
TDC APPROVAL TO ADVERTISE:February 5, 2019
BOCC APPROVAL TO ADVERTISE:February 20, 2019
NOTICES SENT TO INTERESTED PERSONSMarch 4, 2019
ADVERTISE RFP:April 1, 2019
thth
DAC WORKSHOPS:April9and 10, 2019
67DAYS
DEADLINE:June5, 2019
DAC DEADLINE:July 26, 2019
thth
DAC APPROVAL:August 6and 7, 2019
TDC APPROVAL:September 17, 2019
BOCC APPROVAL AFTER OCTOBER 2019
Attachment: TDC Event RFA (TDC Event Application)
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Revisions to FY 2020 Event Application
Page 7: Added section requesting contact information for President of organization
The District Advisory Committees were provided the opportunity to revise their levels of
funding. The following changes were made:
o Page 22: Revised DAC III Funding Levels:
Added Destination Funding Level of $5,000
Removed Destination Funding Level of $50,000
o Page 27: Revised DAC IV Funding Levels:
Removed Destination Funding Level of $30,000
Added Turnkey Funding Level of $20,000
Removed Turnkey Funding Level of $50,000
o Page 32: Revised DAC V Funding Levels:
Added Turnkey Funding Levels of $10,000 and $20,000
Removed Turnkey Funding Level of $35,000
Pages 11,16,21,26 and 31: Added Exhibit A-4, narrative/plan on how the number of out-
of-County visitors and room nights will be determined.
Page 36: Added question 4.f. regarding impacts that the event has on the environment
Attachment: TDC Event RFA (TDC Event Application)
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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 fromthe 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, 2019
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, 2ndFloor, Room 2-213
Key West, Florida 33040
ATTENTION: DESTINATION/TURNKEYEVENT APPLICATION
Any applications not submittedin a sealed envelope or boxwill be rejected:
A.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) and……..
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:
Attachment: TDC Event RFA (TDC Event Application)
District I requires 5paper copies of application
District II requires 5paper copies of application
District III requires 4paper copies of application
District IV requires 6paper copies of application
District V requires 4paper copies of application
Applicant should submit pages relating to the specific district(s) for which they are
requesting funds from, pluspages 34-41.
All inquiries and correspondence should be made to the Monroe County Tourist
Development Council. Contact Maxine Pacinior Ammie Machanat (305) 296-1552.
All email correspondence should be addressed to Ammie@fla-keys.com.
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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 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 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
Attachment: TDC Event RFA (TDC Event Application)
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 sponsorshall seek the review and
approval of the event marketingbudget 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 permissiblemarketing
expenditures can be viewed in Exhibit A of the sample contract on the Monroe County
.No
websiteat:http://www.monroecounty-fl.gov/DocumentCenter/View/13418
reimbursement will be considered for items that are not covered under Exhibit A.
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For our Advertising Agency of Record:(Tinsley Advertising), contact Danielle Salman
(Danielle@Tinsley.com)or John Underwood(John@Tinsley.com)at (305) 856-6060.For
our Public Relations Agency of Record:(NewmanPR), contact Carol Shaughnessy
(Carol@newmanpr.com)at (305) 797-0579or Andy Newman(Andy@newmanpr.com)at
(305) 461-3300. For our Internet Agency of Record: (Floridakeys.com) Contact Clinton
Barras(Clint@twooceansdigital.com)or Shirley Wilson (Shirley@twooceansdigital.com)at
(305) 292-1880.
TURNKEY EVENT
District Advisory Committees (DAC) have assignedtheir top levels of fundingto Turnkey
events,recognizingthatthose events provide the highest level of economic impact to their
districtand serve to brand the destination.The event shall be one that creates a
compelling reason to visitthat doesn’t otherwise exist without the event.Therefore,
consideration forthe amount of funding allocated to a Turnkey special event shall be
predicated upona showing ofthe economic impact resulting in room nightstaysgenerated
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 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.
Attachment: TDC Event RFA (TDC Event Application)
Please note that the DAC may deny funding of an event applying as Turnkeyand 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) 296-1552to ascertain date, time and venue
of the event funding workshop that will be held within the District which you are applying
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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
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 RFAwill 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 onpage41.The online materials include a sample contractand
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 doesnot indicate any
approval by the County and applicant shall be required to comply with all County laws,
rules and requirements.
IMPORTANT INFORMATION
Please consult with the TDC Administrative Office prior to starting the application process
if you are uncertain about whether your event would be considered.
Attachment: TDC Event RFA (TDC Event Application)
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 contractas reviewed and approved by the County Attorney’s office.Such actionmay
lead to withdrawal of the application from consideration.
The applicationshall 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 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.
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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 10, 2019Margaritaville Resort3:00 p.m.
District II:April 9, 2019Mote Marine Facility6:00 p.m.
District III:April 10, 2019Hyatt Place9:30 a.m.
District IV:April 9, 2019Islander Resort2:00 p.m.
District V:April 9, 2019Murray Nelson Gov’t Center10:00 a.m.
CRITERIA FOR SCORINGOF APPLICATION
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 applicationsnot scoring 17points
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 Timing of
Event will be the determining factor. Points are listed at the end of eachExhibit for ease
of scoring by reviewers. View sample scoring sheet athttp://www.monroecounty-
fl.gov/DocumentCenter/Home/View/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
Attachment: TDC Event RFA (TDC Event Application)
Nights”, “Soundness of Marketing Plan & Financial Commitment” and “Action Plan” should
meet the minimum for considerationregardless of the “Timing of Event”. Events that are
considered somewhat good in those categories will need to thoughtfully utilize “Timing of
Event” pointsin 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 nightstays
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 fundingof the event.
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Attachment: TDC Event RFA (TDC Event Application)
USA Holidays and Observances
Jan 01New Year'sDayJan 20M L King DayFeb 14Valentine's Day
Feb 17Presidents' DayApr 10Good FridayApr 12Easter Sunday
May 10Mother's DayMay 25Memorial DayJun 21Father's Day
Independence Day
Jul 03Jul 04IndependenceDaySep 07Labor Day
Holiday
Oct 12Columbus DayOct 31HalloweenNov 11Veterans Day
Nov 26Thanksgiving DayDec 25Christmas
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APPLICATION FOR EVENT FUNDING
Events taking place between January 1, 2020through December 31, 2020
TITLE OF EVENT:
EVENT WEBSITE ADDRESS:
VENUE (Location/City):
DATE(S) OF EVENT:
(For dates of event refer to 2020calendar on previous page)
APPLICANT ORGANIZATION:
(Registered business name exactly as it appears on www.sunbiz.org)
For Profit Not for Profit
NEW FOR THIS YEAR
The Monroe County Clerk of the Court now accepts electronic signatures on agreements. If funding
is awarded, the final agreement will need to be sent directly to the President of the applicant
organization (as listed above) for electronic signature. The email cannot be forwarded to another
email address. Ifa person other than the President will be signing the agreement, documentation in
the form of approved minutes, resolution or by-laws of the organization identifying said individual as
an authorized person to sign on behalf of the organization must be provided. It is the responsibility
of the applicant to notify the TDC Administrative office of any changes to the contact
information provided below.
PRESIDENT NAME:
PRESIDENT EMAIL ADDRESS:
Please provide a contact for general correspondence for the event. The person listed below should
be able to accept responsibility for receipt of information, other than the final agreement.
CONTACT PERSON:
Attachment: TDC Event RFA (TDC Event Application)
EMAIL(for correspondence):
TELEPHONE NUMBER (Daytime/mobile):
ADDRESS:
SUMMARIZE APPLICANTHISTORY
Enter Text
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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
HAS THIS EVENT BEEN PRODUCED IN THE PAST? Yes *No
*IF YES, WHEN?
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
Attachment: TDC Event RFA (TDC Event Application)
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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.The number of lodging units
provided in Table 1 subject to fluctuation.
Table 1:
District I: Key WestUnits
(Max. daily room nights)
Hotel/Motel/B&B/GuestHouse/Inn6,271
Vacation Rental993
RV Park & Campground0
Total7,264
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 2demonstrates, given its average
lodging rates for thepast two years, how
Table 2:
many room nights this Districthad to sell to
District I: Key West
raise enough two-penny bed tax revenue for
Funding LevelRoom Nights
each level of event funding. The chart is
$10,000
1,960
provided to give a clearer context tothe value
$17,000
3,330
of the bed tax dollar that funds each level.
$25,000
4,900
$35,000
6,860
The District Advisory Committee may use
$50,000
9,800
their discretion whenevaluating funding
$75,000
14,710
allocations. However, it is important to
$100,000
19,610
understand how the income is derived.
$120,000
23,530
Attachment: TDC Event RFA (TDC Event Application)
$150,000
29,410
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.
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DISTRICT I 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.
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 WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Attachment: TDC Event RFA (TDC Event Application)
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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-Countyvisitors 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 onlyaccording 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 Nightsto this district*Total Room nights will calculate
:
automatically upon pressing the tab key on your key boardor answering the next question)
a. How many out of Countyvisitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
d. Calculate: Room Nights = (a/b) xc
*Room Nights: 0
Divide line a by line b. Then multiple by line c
Method used to estimate out-of-county visitorsentered above (a):Check all that
apply.
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
(Attach results of survey)
Attachment: TDC Event RFA (TDC Event Application)
Other, please specify
Method used to estimate number of nights out-of-Countyvisitors will stay (c):Check
one.
Based on length of event
Based on survey from last event (Attach results of survey)
Other, please specify
Attach, as Exhibit A-4,a narrative/plan on how theactualnumber of out-of-County visitors
and number of room nights will be determined for this event.
Applicant shall be scored on the combination of Exhibits A-1 (Primary Purpose of
event); A-2 (Event Itinerary),A-3 (Number of Room Nights), and A-4 (Plan)
1 23 4 5 6 7 8 9 10
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DISTRICT I CONTINUED
FUNDING REQUEST
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 amajority of the sitting members, your application
will not be considered for funding.It is important for the applicant to be aware that scoring
the minimum points required to be considered does not guarantee fundingof the event.
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 previouslyfunded events.
------------------------------------------------------------------------------------------------------------------------
Regular Event Funding:Complete this section if your event is NOTapplying 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 amajority of the sitting
members, your application will not be considered for funding. The DAC may also decline
funding your application, or fund at a lower funding level.It is important for the applicant to
be aware that scoring the minimum points required to be considered does not guarantee
fundingof the event.
Destination Funding Level RequestOnly
Attachment: TDC Event RFA (TDC Event Application)
Level 1:$10,000Level 2: $17,000 Level3: $25,000
Level 4:$35,000Level 5: $50,000 Level 6: $75,000
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TurnkeyFunding Level RequestOnly
Level 7: $75,000Level 8: $100,000 Level 9: $120,000
Level10: $150,000
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DISTRICT I CONTINUED
EXHIBIT B
TIMING OF EVENT
Events are scored based on when in the calendar year they are held. Shoulder and off
season eventsreceive 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 areassignedto
each occupancy level range. Table 3below 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 District I: Check box
when averageReceiveDates For Each next to your Your Table 3
occupancy is:score of:Occupancy Rangeevent dates:Score Is:
70% to 79%3September, December 3
1-24
80% to 89% 2October, November, 2
January, May, June,
August
90% to 100%0February-April, July 0
December 25-31
Enter Score
Enter your score from Table3(if more than one box was checked, add all
1
scores together and divide by the number of boxes checked)
Mid Week Days are Sunday Thursday
2
+4
Add four(4) points if your event falls on at least 2 mid-week days
or
or
Add two(2) pointsif your event falls on only 1 mid-week day
+2
District ITotal ScoreEnter Score
3
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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 & TheLower KeysUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn312
Vacation Rental200
RV Park & Campground1,202
Total1,714
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 2demonstrates, given its average
lodging rates for the past two
Table 2:
years, how many room nights this
District II: Big Pine Key & The Lower Keys
Districthad to sell to raise enough
RV Park/
two-penny bed tax revenue for
Hotel/Motel/B&Campground
each level of event funding. The
Funding LevelB Room NightsRoom Nights*
chart isprovided to give a clearer
$5,0001,3002,660
context tothe valueof the bed tax
$7,5001,9503,990
dollar that funds each level.
$10,0002,6005,320
$15,0003,9107,990
The District Advisory Committee
*As DAC II does not have participants in the Smith Travel Research
program, published rates were used to determine room nights. Room
may use their discretion when
nights is further broken down for this DAC by lodging type as a super
evaluating funding allocations.
majority of DAC IIlodging units are RV Park & Campground sites. Little
Palm Island is excluded from calculations.
However, it is important to
understand how the income is derived.
Attachment: TDC Event RFA (TDC Event Application)
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 2020
Packet Pg. 1181
14
E.2.a
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.
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 WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1182
15
E.2.a
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-Countyvisitors 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 onlyaccording to your selection
inA-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 nightsto 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 Countyvisitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
d. Calculate: Room Nights = (a/b) xc
*Room Nights: 0
Divide line a by line b. Then multiple by line c
Method used to estimate out-of-county visitorsentered above (a):Check all that
apply.
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
(Attach results of survey)
Attachment: TDC Event RFA (TDC Event Application)
Other, please specify
Method used to estimate number of nights out-of-Countyvisitors will stay (c):Check
one.
Based on length of event
Based on survey from last event(Attach results of survey)
Other, please specify
Attach, as Exhibit A-4,a narrative/plan on how theactualnumber of out-of-County visitors
and number of room nights will be determined for this event.
Applicant shall be scored on the combination of Exhibits A-1 (Primary Purpose of
event); A-2 (Event Itinerary), A-3 (Number of Room Nights)and A-4 (Plan)
12 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1183
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E.2.a
DISTRICT II CONTINUED
FUNDING REQUEST
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 sitting members, your application will not be considered
for funding. The DAC may also decline funding your application, or fund at a lower
funding level. It is important for theapplicant to be aware that scoring the minimum points
required to be considered does not guarantee fundingof the event.
Destination Funding Level RequestOnly
Level 1: $5,000Level 2: $7,500Level 3:$10,000
Level 4: $15,000
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1184
17
E.2.a
DISTRICT II CONTINUED
EXHIBIT B
TIMING OF 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 assignedto
each occupancy level range. Table 3below 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 ReceiveDistrict II: Check box
averagescore Dates For Each next to your Your Table
occupancy is:of:Occupancy Rangeevent dates:3 Score Is:
0% to 59%5September5
60% to 69%4October, November, 4
December, May, August
70% to 79%3January, February, April, 3
June, July
80% to 100%2March 2
Enter Score
Enter your score from Table3(if more than one box was checked, add
all scores together and divide by the number of boxes checked)
1
Mid Week Days are Sunday Thursday
2
+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
District IITotal ScoreEnter Score
3
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1185
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E.2.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 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/Inn2,122
Vacation Rental1,227
RV Park & Campground725
Total4,074
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 2demonstrates, given its average
lodging rates for the past two years, how many room nights this Districthad 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 tothe value
Funding LevelRoom Nights
of the bed tax dollar that funds each level.
$10,0002,070
$20,0004,130
The District Advisory Committee may use
$30,0006,200
their discretion when evaluating funding
$40,0008,260
allocations. However, it is important to
understand how the income is derived.
Attachment: TDC Event RFA (TDC Event Application)
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 2020
Packet Pg. 1186
19
E.2.a
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.
Only include activities that are directly related to the event for which you are
seekingfunding, and for which your organization is responsible for producing.
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)
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1187
20
E.2.a
DISTRICT III EXHIBIT A CONTINUED
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on ability to attract out-of-Countyvisitors 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 inA-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 nightsto 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 Countyvisitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
d. Calculate: Room Nights = (a/b) xc
*Room Nights: 0
Divide line a by line b. Then multiple by line c
Method used to estimate out-of-county visitorsentered above (a):Check all that
apply.
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
(Attach results of survey)
Attachment: TDC Event RFA (TDC Event Application)
Other, please specify
Method used to estimate number of nights out-of-Countyvisitors will stay (c):Check
one.
Based on length of event
Based on survey from last event(Attach results of survey)
Other, please specify
Attach, as Exhibit A-4,a narrative/plan on how theactualnumber of out-of-County visitors
and number of room nights will be determined for this event.
Applicant shall be scored on the combination of Exhibits A-1 (Primary Purpose of
event); A-2 (Event Itinerary), A-3 (Number of Room Nights)and A-4 (Plan)
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1188
21
E.2.a
DISTRICT III CONTINUED
FUNDING REQUEST
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 amajority of the sitting members, your application will not be considered
for funding. The DAC may also decline funding your application, or fund at alower
funding level.It is important for the applicant to be aware that scoring the minimum points
required to be considered does not guarantee fundingof the event.
Destination Funding Level RequestOnly
Level 1: $5,000Level 2: $10,000Level 3: $20,000
Level 4:$30,000Level 5: $40,000
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1189
22
E.2.a
DISTRICT III CONTINUED
EXHIBIT B
TIMING OF 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 assignedto
each occupancy level range. Table 3below 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 IIITiming 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%5September5
60% to 69%4October, November, 4
December, May, August
70% to 79%3January, February, April, 3
June
80% to 100%2March, July 2
Enter Score
Enter your score from Table3(if more than one box was checked, add all
1
scores together and divide by the number of boxes checked)
Mid Week Days are Sunday Thursday
2
+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
District III Total ScoreEnter Score
3
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1190
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E.2.a
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
(Max.daily room nights)
District IV: Islamorada
Hotel/Motel/B&B/Guest House/Inn1,603
Vacation Rental531
RV Park & Campground109
Total2,243
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 2demonstrates, given its average
lodging rates for the past two years, how many room nights this Districthad to sell
to raise enough two-penny bed tax revenue
Table 2:
for each level of event funding. The chart is
District IV: Islamorada
provided to give a clearer context tothe value
Funding LevelRoom Nights
of the bed tax dollar that funds each level.
$10,0002,060
$15,0003,090
The District Advisory Committee may use
$20,0004,120
their discretion when evaluating funding
$25,0005,150
allocations. However, it is important to
$30,0006,190
understand how the income is derived.
$40,0008,250
Attachment: TDC Event RFA (TDC Event Application)
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 2020
Packet Pg. 1191
24
E.2.a
DISTRICT IVEXHIBIT 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.
Only include activities that are directly related to the event for which you are
seekingfunding, and for which your organization is responsible for producing.
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)
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1192
25
E.2.a
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-Countyvisitors 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 nightsto 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 Countyvisitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
d. Calculate: Room Nights = (a/b) xc
*Room Nights: 0
Divide line a by line b. Then multiple by line c
Method used to estimate out-of-county visitorsentered above (a):Check all that
apply.
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
(Attach results of survey)
Attachment: TDC Event RFA (TDC Event Application)
Other, please specify
Method used to estimate number of nights out-of-Countyvisitors will stay (c):Check
one.
Based on length of event
Based on survey from last event(Attach results of survey)
Other, please specify
Attach, as Exhibit A-4,a narrative/plan on how theactualnumber of out-of-County visitors
and number of room nights will be determined for this event.
Applicant shall be scored on the combination of Exhibits A-1 (Primary Purpose of
event); A-2 (Event Itinerary),A-3 (Number of Room Nights)and A-4 (Plan)
12 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1193
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E.2.a
DISTRICT IV CONTINUED
FUNDING REQUEST
Check the appropriate category(Destination or Turnkey) belowand grant level you are
applying for. If your event does not score the minimum required score by amajority of the
sitting members, your application will not be considered for funding. The DAC may also
decline funding your application, or fund at a lower funding level.It is important for the
applicant to be aware that scoring the minimum points required to be considered does not
guarantee fundingof the event.
Destination Funding Level RequestOnly
Level 1: $10,000 Level 2: $15,000Level 3: $20,000
Level 4: $25,000
-------------------------------------------------------------------------------------------------------------------------
TurnkeyFunding Level RequestOnly
Level 5: $20,000Level 6: $30,000Level7:$40,000
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1194
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E.2.a
DISTRICT IV CONTINUED
EXHIBIT B
TIMING OF 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 assignedto
each occupancy level range. Table 3below 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 IVTiming 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%5September5
60% to 69%4October, November, 4
December, August
70% to 79%3January, April, May, 3
June
80% to 100%2February, March, July 2
Enter Score
Enter your score from Table3(if more than one box was checked, add all
1
scores together and divide by the number of boxes checked)
Mid Week Days are Sunday Thursday
2
+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
District IVTotal ScoreEnter Score
3
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1195
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E.2.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 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 V: Key LargoUnits
(Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn2,182
Vacation Rental588
RV Park & Campground379
Total3,149
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 2demonstrates, given its average
lodging rates for the past two years, how many room nights this Districthad to sell
to raise enough two-penny bed tax revenue
Table 2:
for each level of event funding. The chart is
District V: Key Largo
provided to give a clearer context tothevalue
Funding LevelRoom Nights
of the bed tax dollar that funds each level.
$10,0002,150
$15,0003,220
The District Advisory Committee may use
$20,0004,290
their discretion when evaluating funding
$25,0005,360
allocations. However, it is important to
$30,0006,440
understand how the income is derived.
$35,0008,580
$40,00010,730
Attachment: TDC Event RFA (TDC Event Application)
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 2020
Packet Pg. 1196
29
E.2.a
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.
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 WineTasting (venues and times)
Day 3: Art Festival (include venue/times and possible street closings)
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1197
30
E.2.a
DISTRICT V EXHIBIT A CONTINUED
EXHIBIT A-3
NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT
Events are scored based on abilityto attract out-of-Countyvisitors 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 nightsto 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 Countyvisitorsto this district?a.
b. How many visitorsto a room? (Note: avg. is 3)b.
c. How many nights willthe visitorsstay?c.
d. Calculate: Room Nights = (a/b) xc
*Room Nights: 0
Divide line a by line b. Then multiple by line c
Method used to estimate out-of-county visitorsentered above (a):Check all that
apply.
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
(Attach results of survey)
Attachment: TDC Event RFA (TDC Event Application)
Other, please specify
Method used to estimate number of nights out-of-Countyvisitors will stay (c):
Check one.
Based on length of event
Based on survey from last event(Attach results of survey)
Other, please specify
Attach, as Exhibit A-4,a narrative/plan on how theactualnumber of out-of-County visitors
and number of room nights will be determined for this event.
Applicant shall be scored on the combination of Exhibits A-1 (Primary Purpose of
event); A-2 (Event Itinerary), A-3 (Number of Room Nights)and A-4 (Plan)
1 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
Packet Pg. 1198
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E.2.a
DISTRICT V CONTINUED
FUNDING 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 amajority of the
sitting members, your application will not be considered for funding. The DAC may also
decline funding your application, or fund at a lower funding level.It is important for the
applicant to be aware that scoring the minimum points required to be considered does not
guarantee fundingof the event.
Destination Funding Level RequestOnly
Level 1: $10,000 Level 2: $15,000Level 3: $20,000
Level 4: $25,000 Level 5: $30,000 Level 6: $35,000
Level 7: $40,000
------------------------------------------------------------------------------------------------------------------------
TurnkeyFunding Level RequestOnly
Level 8: $10,000Level 9:$20,000Level 10: $30,000
Level11:$40,000
Attachment: TDC Event RFA (TDC Event Application)
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
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E.2.a
DISTRICT V CONTINUED
EXHIBIT B
TIMING OF 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 assignedto
each occupancy level range. Table 3below 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 VTiming of Event Scoring
Events held District V: Check box next
when averageReceiveDates For Each to your event Your Table 3
occupancy is:score of:Occupancy Rangedates:Score Is:
0% to 59%5September5
60% to 69%4October, 4
November,
December, August
70% to 79%3January, April, May, 3
June, July
80% to 100%2February, March 2
Enter Score
Enter your score from Table3(if more than one box was checked, add all
scores together and divide by the number of boxes checked)
1
Mid Week Days are Sunday Thursday
2
+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
District VTotal ScoreEnter Score
3
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
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E.2.a
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
as Exhibit C.
Highest points will be awarded for soundness ofplanand the strength of your
organizationsfundingcontribution.
Attachment: TDC Event RFA (TDC Event Application)
Continue on next page if needed.
Monroe County Tourist Development Council –Destinationand Turnkey Event Funding Application for FY 2020
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E.2.a
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”?Please do not include funds requested from TDC or
Attachment: TDC Event RFA (TDC Event Application)
other grants–funds listed on this line should only include what the
application organization itself is providing towards the marketing of the
event.
$
1 2 3 4 5 6 7 8 9 10
If you are a re-occurring event, attach as ExhibitC-1 your operating budgetdetailing the
income/expense foryour last eventincluding community hard dollar support contributions.
OR
If you are a new event, attach as ExhibitC-2 your projected operating budget detailing
your projected income/expense for the proposed new eventincluding community hard
dollar support contributions.
View sample budget formats at: http://www.monroecounty-
fl.gov/DocumentCenter/Home/View/9893
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E.2.a
EXHIBIT D
ACTION PLAN
Submit a detailed action plan including appropriate permit(s) for the eventif applicable,
andhow 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 by doing the following:
a.Encourage recycling message within programs and brochuresto recycle
during the event and also at home.
Attachment: TDC Event RFA (TDC Event Application)
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.
f.Please list any positive or negative effects on the environment that your
event may have and how you plan to mitigate these effects.
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
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E.2.a
EXHIBIT DCONTINUED
ACTION PLAN
Attachment: TDC Event RFA (TDC Event Application)
1 2 3 4
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E.2.a
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.
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
Attachment: TDC Event RFA (TDC Event Application)
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 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
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E.2.a
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 useof 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.
Attachment: TDC Event RFA (TDC Event Application)
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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E.2.a
Print off this page, complte and include as part of applcation
Attachment: TDC Event RFA (TDC Event Application)
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E.2.a
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 Contracts below:
Destination Event: http://www.monroecounty-fl.gov/DocumentCenter/View/13418
and
Turnkey Event: http://www.monroecounty-fl.gov/DocumentCenter/Home/View/7674
Applicant has reviewed the sample Reimbursement Packets below:
Destination Event:http://www.monroecounty-fl.gov/DocumentCenter/Home/View/10895
and
TurnkeyEvent:http://www.monroecounty-fl.gov/DocumentCenter/View/10896
Applicant has reviewed the scoring sheet at
http://www.monroecounty-fl.gov/DocumentCenter/Home/View/7072,that is utilized
by the District Advisory Committees and understands that the application must
score 17 points or above by amajority 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 attached Exhibit A-4, plan outlining how number of out-of-County
visitors and number of room nights will be determined
Applicant has submitted the event’sbudget 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
Attachment: TDC Event RFA (TDC Event 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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