Item D1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:APRIL 20, 2011 Division:TDC _____________
Bulk Item: Yes XNoDepartment:_ _________
Staff Contact Person/Phone #:Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of Monroe County TDC Operations Manual Update to reflect the Cultural Umbrella
Acceptable Event Marketing Expenses.
ITEM BACKGROUND:
TDC approved same at their meeting of March 15, 2011
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: No Cost
BUDGETED:
Yes No
COST TO COUNTY: No Cost
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes XNo
APPROVED BY:
County Atty OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included XNot Required_____
DISPOSITION:AGENDA ITEM #
Revised 11/06
DATE:April 5, 2011
TO:Monroe County Board of County Commissioners
FROM:Harold Wheeler, TDC Director
RE:Consideration and Action re: Cultural UmbrellaAcceptable
Event Marketing Expenses
During the January 25, 2011 TDC meeting, the TDC approved the revised Cultural Umbrella
event funding application which included a change in policy to require that the Cultural
Umbrella event coordinators spend 70% of their funding allocation for out-of-county advertising.
The Monroe County Board of County Commissioners at their meeting of February 16, 2011
approved the revised applicationreflecting these changes.
Attached is the Acceptable Event Marketing Expenses that reflect the changes madeby the
Cultural Umbrella, as well as clarification for the event coordinators for how the money may be
spent.
Deletions are shown in red strike through, and additions are in red underlined.
After BOCC approval, all references within the TDC Operations Manual to the Acceptable
Event Marketing Expenses will be updated.
Acceptable Event Marketing Expenses
(Destination/TurnKey/Cultural/FishingEvents)
ADVISORY COMMITTEES (UMBRELLAS/DISTRICT ADVISORY COMMITTEES) AND EVENT
COORDINATORS’ RESPONSIBILITY:
It is the responsibility of the Advisory Committees
(Umbrella/District Advisory Committees (DAC) and Event Coordinators to keep apprised of all Monroe
County Tourist Development Council's policies and procedures pertaining to event funding.
01/22/92
When DAC event proposals are received,they will be distributed to DACs forreview and
recommendations to the TDC. Upon approval of the TDC of any event funding recommendations, a
contract will be entered into by the applicant and BOCC. The BOCC has final approval of all contracts.
Any Request for Proposal (RFP) response received after the specified deadline, as determined within the
RFP, will not be accepted. This policy mirrors that of the Board of County Commissioners.
TDC 7/21/93BOCC
9/8/93
EVENT FUNDING:
The TDC has established several categories of events that may receive funding.
There are four categories of events that may receive funding from the TDC; Destination Events; Turnkey
Events; Cultural Events and Fishing Events.
All advertising and promotional items shall follow the logo/guidelines found in Section II, page 16for the
Monroe County Tourist Development Council.
NOT
TDC funded items are to be sold.
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Only the items listed will be reimbursed for the described events.All event coordinators will receive a
reimbursement/direct payment packet that includes an executed copy of the funding agreement. The
packet provides guidelines required for reimbursement/direct payment of Acceptable Event Marketing
Expenses.
No individual applications for Event funding will be considered out of the Two Penny Event Fund other
than the Umbrellas (Cultural, Fishing & Diving).
7/26/95
Marketing expenses for events held outside Monroe County shall not be reimbursed/direct paid.
5/19/10
DESTINATION EVENTS:
Destination events as defined under Section IV-A, page 4will be paid as per
the scope of services within the contract and those acceptable items/expenses listed below.Destination
events may utilize up to 10% of their approved line item budgets for in-county hard media and public
relations. A general non-allocated line item is not to exceed 15% of the total budget and can only be
utilized for acceptable TDC items as listed in this section. There cannot be more than a 10% deviation on
the approved line item budget.
2
:
Media Placement & Production Costsnewspaper;magazines, radio;TV; website/internet advertising only
:
Promotional Signsposters and banners
:
Promotional ItemsT-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement in Section II,
Page 16.
1
:
Direct Mail Promotionsbrochures and pamphlets including postage/shipping. This is a direct mail
promotional brochure/pamphlet utilized for pre-event advertising.
:
ProgramsTDC willpay for anevent program of listed or schedule of activities and information on the
event, an amount not to exceed 50%of cost, including production and printing,of program as outlined in
contract budget.
:
Public Relations(PR)Print and broadcast public relations materials for distribution to media, such as but
not limited to press releases, public service announcements, photography to be utilized in PR releases and
as approved
video news releases by the public relations agency of record. Only permissible PR material
produced by the agency of record and/or a professional public relations agency shall be acceptable.
BOCC
7/21/10
In-House Production:In-house production of any permissible expenditures will not be considered for
reimbursement.
BOCC 7/21/10
Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoing programs
of an organization or promotion of the facility. TDC will only consider reimbursement of advertising and
promotional materials that highlight the event versus the regular programming of an organization or facility.
BOCC 7/21/10
Items that have not been approvedby the appropriate agency of record prior to
production/placement shall not be considered for reimbursement/direct payment.
BOCC 7/21/10
TURNKEY EVENTS:
TurnKey events as defined under Section IV-A, page 5will be paid based upon the
scope of services within the contract.
CULTURAL/FISHING UMBRELLA EVENT FUNDING:
Any event of a fishing or artistic/special/dramatic
nature shall apply for funding under the appropriate umbrella organization.
Within the Cultural and Fishing Umbrella events funding process, the monies received by the event
coordinator is to be used within the approved acceptable list of TDC expenses listed belowwithout any
restriction as to out-of-county advertising. Each Umbrella shall appropriate a minimum of 30% of the funds
of theUmbrella forgenericout-of-county advertising and public relations. 70% or the remainder that has
not been allocated to the advertising/public relations agencies of record within the Umbrellas, shall be
allocated by the Umbrella to the applicants for event funding. The budget, which is included with the
application, will be individually reviewed by the Umbrella, the applicant and the advertising/public relations
agencies of record. There cannot be more than a 10% deviation on the approved line item budget. No
amendments to budgets will be permitted after this approval process. General non allocated line
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item is not to exceed 15% of the total budget and can only be utilized for acceptable TDC items listed
below.
If an Umbrella does not allocate all the funds earmarked for direct event funding within a district, the
remaining funds shall be allocated and utilized to advertise that specific district as recommended by the
Umbrella committee.
Any event receiving funding under the Umbrella organization will not be eligible for additional funding
under another TDC event category.
08/14/91
CULTURAL EVENTS:
Procedures for cultural events can be found in the Monroe County TDC
Operations Manual in Section IV-C.Within the Cultural Umbrella events funding process, the monies
2
received by the event coordinator is to be used within the approved acceptable list of TDC expenses listed
below.
2
:
Media Placement & Production Costsnewspaper; magazines, radio; TV; website/internetadvertising only
Event producers/coordinatorsare required to spend no more than 30% of funds on advertising in Monroe
County. This includes in-county newspaper, radio, magazines, TV and local (in-county) website/internet
advertising.
If event producer/coordinatorwishes to augment their marketing program with additional in-county
placement they may do so utilizing their own resources.
The remaining 70% out-of-county advertising budget shall be placed with newspaper, radio, magazines,
TV and websites outside of Monroe County. i.e. nytimes.com; chicagotribune.com, etc. The only local (in-
county) website/ internet advertising expenditure considered out of the 70% line item to be approved by
the advertising agency of record (Tinsley Advertising) shall be the official Monroe County Tourist
Development website.
(TDC –1/25/11 and BOCC 2/16/11)
:
Promotional Signsposters and banners
:
Promotional ItemsT-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement in Section II,
Page 16.
:
Direct Mail Promotionsbrochures and pamphlets including postage/shipping. This is a direct mail
promotional brochure/pamphlet utilized for pre-event advertising.
:
ProgramsTDC will payfor an event program of listed or schedule of activities and information on the
event, an amount not to exceed 50% of cost, including production and printing,of program as outlined in
contract budget.
:
Public Relations(PR)Print and broadcast public relations materials for distribution to media, such as but
not limited to press releases, publicservice announcements, photography to be utilized in PR releases and
as approved
video news releases by the public relations agency of record. Only permissible PR material
produced by the agency of record and/or a professional public relations agency shall be acceptable.
BOCC
7/21/10
In-House Production:In-house production of any permissible expenditures will not be considered for
reimbursement.
BOCC 7/21/10
Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoingprograms
of an organization or promotion of the facility. TDC will only consider reimbursement of advertising and
promotional materials that highlight the event versus the regular programming of an organization or facility.
BOCC 7/21/10
Items that have not been approved by the appropriate agency of record prior to
production/placement shall not be considered for reimbursement/direct payment.
BOCC 7/21/10
FISHING EVENTS
:Procedures for fishing events can be found in the Monroe County TDC Operations
Manual in Section IV-B.Within the Fishing Umbrella events funding process, the monies received by the
event coordinator is to be used within the approved acceptable list of TDC expenses listed belowwithout
any restriction as to out-of-county advertising.
3
2
:
Media Placement & Production Costsnewspaper; magazines, radio; TV; website/internetadvertising only
:
Promotional Signsposters and banners
1
:
Promotional ItemsT-shirts; hats; jackets; koozie cups; trophies/awards (Fishing Tournaments only).
Refer to Sales/Resale statement in Section II, Page 16.
:
Direct Mail Promotionsbrochures and pamphlets includingpostage/shipping . This is a direct mail
promotional brochure/pamphlet utilized for pre-event advertising.
:
ProgramsTDC will payfor an event program of listed or schedule of activities and information on the
event, an amount not to exceed 50% of cost, including production and printing,of program as outlined in
contract budget.
:
Public Relations(PR)Print and broadcast public relations materials for distribution to media, such as but
not limited to press releases, public service announcements, photography to be utilized in PR releases and
as approved
video news releases by the public relations agency of record. Only permissible PR material
produced by the agency of record and/or a professional public relations agency shall be acceptable.
BOCC
7/21/10
In-House Production:In-house production of any permissible expenditures will not be considered for
reimbursement.
BOCC 7/21/10
Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoing programs
of an organization or promotion of the facility. TDC will only consider reimbursement of advertising and
promotional materials that highlight the event versusthe regular programming of an organization or facility.
BOCC 7/21/10
Items that have not been approved by the appropriate agency of record prior to
production/placement shall not be considered for reimbursement/direct payment.
BOCC 7/21/10
1
TROPHIES
:framed art work, framed photography, engraved crystal and glass, plaques, trophies,
sculptures (fiberglass, metal, glass & wood) and framed certificates shall constitute a trophy. All such
trophies must include the appropriate information as outlined in the policies (tournament name, date, and
location). For TROPHY reimbursement, Tournament Directors must present the original invoice of
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the trophies, a notarized list of winners of the event, and a notarized list of the plates and/or glass etching
from the engraving company.
8/20/03.
2
ADVERTISING THROUGH THE INTERNET
:The TDC will pay for Internet advertising on web sites
(banners, buttons, website links), and E-mail blasts. Internet advertising links may go to the event website.
Logo is required on banners andE-blasts. No payment will be made for development or operation
(hosting)of website.
BOCC 5/16/06
SALE/RESALE OF TDC FUNDED ITEMS:
Items funded, including creative and resulting work product, by
the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and as
such may not be sold.
09/14/94
4