Item D12BOARD OF COUNTY COMMISSIONERS
County of Monroe A
Mayor Heather Carruthers, District 3
( T$ne Florida Keys (, Mayor Pro Tem George Neugent, District 2
t� ) ��` ��
�' Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
October 19, 2016
Agenda Item Number: D.12
Agenda Item Summary #1994
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval of Cultural Umbrella Event Agreements for FY 2017 as
per attached spreadsheet totaling $733,943.
ITEM BACKGROUND: In order to reduce the vast quantity of paperwork we request your
approval of the cultural events outlined on the attached spreadsheet wherein the contract ID number,
organization, event name, event dates, funding allocated, district, line item number, expiration and
effective dates are provided. A boilerplate cultural agreement is provided for your information.
TDC approved same at their meeting of June 14, 2016
PREVIOUS RELEVANT BOCC ACTION: At the meeting of April 19, 1995 the BOCC approved
the TDC's reduction of repetitive paperwork wherein the TDC would provide a summary of event(s)
funding information.
CONTRACT/AGREEMENT CHANGES:
New Agreements
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Cultural Event Allocation Summary Sheet and Boilerplate Agreement
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract: $733,943
Total Cost to County: No Cost to County
Current Year Portion: $733,943
Budgeted: Yes
Source of Funds: TDC
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
County Match:
Insurance Required: No
Additional Details: Effective and Expiration dates for individual agreements are provided on
attached spreadsheet
See attached list of line itme numbers
REVIEWED BY:
Maxine Pacini
Completed
09/01/2016 2:41 PM
Christine Limbert
Completed
09/01/2016 3:33 PM
Budget and Finance
Completed
09/01/2016 4:01 PM
Maria Slavik
Completed
09/02/2016 7:16 AM
Kathy Peters
Completed
09/02/2016 3:39 PM
Board of County Commissioners
Pending
10/19/2016 9:00 AM
Organization
Event name
Event Dates
Funds allocated
District
Line Item Number
Expiration Date
Effec�
Lower Keys Chamber of
Big Pine & Lower Keys
November 2017
$7,254.00
II
1717 115 75011 530340 TC75 652 X 530480
Commerce, Inc.
Island Art Festival
November 29, 2017
October 19, 201
Christopher Peterson's
Christopher Peterson's
October 2016 -July
$20,270.00
I
1719 115 75011 530340 TC75 899 X 530480
Eyecons
EYECONS
2017
September 29, 2017
October 1, 201E
St. Columba's Episcopal
Florida Keys Celtic Festival
January -August 2017
$21,500.00
III
1722 115 75011 530340 TC75 808 X 530480
Church
October 30, 2017
October 19, 201
Classical Guitar Productions
Florida Keys GuitarFestival
June 2017
$15,656.00
I, III, IV
1724 115 75011 530340 TC75 876 X 530480
°7
August 29, 2017
October 19, 201
Friends and Volunteers of,
Florida Keys National
15
Wildlife Refuges Outdoor
March 2017
$18,850.00
II, V
1726 115 75011 530340 TC75 877 X 530480
Refuges - Florida Keys, Inc.
Fest
May 30, 2017
October 19, 201
Fringe Theater of Key West,
Fringe Theater Key West
December 2016-July
$22,000.00
1
1729 115 75011 530340 TC75 772 X 530480
Inc.
2017
September 29, 2017
October 1, 201E Q
The Florida Keys History of
History of Diving Museum
December 2016-
$21,650.00
IV, V
1731 115 75011 530340 TC75 498 X 530480
a
Diving Museum, Inc.
September 2017
November 29, 2017
October 1, 201E03
I Love Stock Island, Inc.
I Love Stock Island
November 2016
$13,052.00
11
1732 115 75011 530340 TC75 900 X 530480
0
January 29, 2017
October 1, 201E _
Islamorada Community
ICE Cool Entertainment
November 2016-March
$21,900.00
IV
1735 115 75011 530340 TC75 875 X 530480
r
Entertainment, Inc.
2017
May 30, 2017
October 1, 201E Mw
Key West Council on the
Impromptu Classical
January -March 2017
$21,300.00
1
1736 115 75011 530340 TC75 041 X 530480
cn
Arts, Inc.
Concerts 2017 Season
May 30, 2017
October 19, 201 E
Sand -Isle LLC
International Sand Art
Competition
November 2016
$19,550.00
1
1737 115 75011 530340 TC75 841 X 530480
January 29, 2017
October 1, 201E
Mixdeity
Jazz -Age Retrospectacular
December 2016-May
$21,850.00
I
1739 115 75011 530340 TC75 901 X 530480
o
2017
July 30, 2017
October 1, 201E
Key Largo Downtown
Key Largo Songfest
October 2016 October
$20,500.00
V
1741 115 75011 530340 TC75 873 X 530480
0
Q
Association Inc.
2017
November 29, 2017
October 1, 201E _
Key West Burlesque
Key West Burlesque
October 2016-
$21,950.00
I, IV
1733 115 75011 530340 TC75 770 X 530480
>
September 2017
November 29, 2017
October 1, 201E
Key West Garden Club, Inc.
Key West Garden Club
October 2016-April
2017
$17,589.00
1
1734 115 75011 530340 TC75 365 X 530480
June 29, 2017
Y
October 1, 201E v
Old Island Restoration
Key West House Tours &
December 2016-March
Conch Shell Blowing
$21,700.00
1
1727 115 75011 530340 TC75 018 X 530480
Foundation, Inc.
Contest
2017
May 30, 2017
October 1, 201E Ij-_
Key West Literary Seminar,
Key West Literary Seminar
January 2017
$20,550.00
1
1738 115 75011 530340 TC75 027 X 530480
w
N
Inc.
April 1, 2017
October 19, 201
Key West Theater and
Key West Theater
October 2016-August
$21,350.00
1
1740 115 75011 530340 TC75 844 X 530480
Community Stage, Inc.
2017
October 30, 2017
Packet Pg. 190
Organization
Event name
Event Dates
Funds allocated
District
Line Item Number
Expiration Date
Effec�
Key West Botanical Garden
Key West Tropical Forest
October 2016
$21,300.00
I
1742 115 75011 530340 TC75 637 X 530480
Society, Inc.
&Botanical Garden
September 2017
November 29, 2017
October 1, 201E
Key West Art and
7
Key West Art and Historical
Historical Society Cultural
October 2016-
$17,250.00
1
1743 115 75011 530340 TC75 335 X 530480
Society. Inc.
September 2017
Heritage Series
November 29, 2017
October 1, 201E
The Marathon Community
Marathon Community
October 2016-July
$22,250.00
III
1745 115 75011 530340 TC75 040 X 530480
r'
Theatre, Inc.
Theatre
2017
September 29, 2017
October 1, 201E
Monroe Association for
Master Chefs Classic
January -February 2017
$11,834.00
1
1746 115 75011 530340 TC75 711 X 530480
Retarded Citizens, Inc.
April 29, 2017
October 19, 201
The Mel Fisher Maritime
Mel Fisher Maritime
November 2016-
$23,200.00
I
1748 115 75011 530340 TC75 710 X 530480
on
Heritage Society, Inc.
Museum
September 2017
November 29, 2017
October 1, 201E
Morada Way Arts & Cultural
Morada Way Arts &
October 2016
$22,625.00
IV
1750 115 75011 530340 TC75 744 X 530480
a
District, Inc.
Cultural District
September 2017
November 29, 2017
October 1, 201E
Mystery Fest Writers Forum,
Mystery Writers Key West
June 2017
$10,680.00
1
1728 115 75011 530340 TC75 896 X 530480
0
03
Inc.
Fest
August 29, 2017
October 19, 201 =
Paradise Ballet Theatre
Nutcracker Key West
December 2016
$20,800.00
1
1730 115 75011 530340 TC75 610 X 530480
Presenters, Inc.
2016
March 1, 2017
October 1, 201E Mw
Florida Keys Children's
Paradise Paint Out
January 2017
$20,106.00
I, II, III, IV, V
1723 115 75011 530340 TC75 897 X 530480
cn
Shelter, Inc.
April 1, 2017
October 19, 201
E
Pigeon Key Foundation, Inc.
Pigeon Key Art Festival
February 2017
$19,250.00
111
1725 115 75011 530340 TC75 029 X 530480
April 29, 2017
October 19, 201
Florida Keys Community
Pops in the Park
November 2016-April
$20,050.00
IV, V
1744 115 75011 530340 TC75 449 X 530480
o
Concert Band, Inc.
2017
June 29, 2017
October 1, 201E as
Jumping Joe Productions,
Randy Roberts LIVE!
October 2016 June
$20,100.00
1
1747 115 75011 530340 TC75 898 X 530480
0
Q
Inc.
2017
August 29, 2017
October 1, 201E _
Red Barn Actors' Studio, Inc.
Red Barn Theatre
October 2016- July
$21,950.00
1
1749 115 75011 530340 TC75 020 X 530480
>
2017
September 29, 2017
October 1, 201E
South Florida Symphony
South Florida Symphony
November 2016-July
$22,443.00
I
1751 115 75011 530340 TC75 812 X 530480
Y
Orchestra, Inc.
Orchestra
2017
September 29, 2017
October 1, 201E v
Tennessee Williams Key
Tennessee Williams
February -April 2017
$13,140.00
1
1752 115 75011 530340 TC75 740 X 530480
West Exhibit, Inc.
Birthday Celebration
June 29, 2017
October 19, 201
Performing Arts Centers of
Tennessee Williams
November 2016-April
$21,500.00
1
1718 115 75011 530340 TC75 021 X 530480
s
M
Key West, Inc.
Theatre 2016 17 Season
2017
June 29, 2017
October 1, 201E
The Key West Harry S.
The Little White House
October 2016-April
$16,416.00
I
1715 115 75011 530340 TC75 516 X 530480
Truman Foundation, Inc.
Presents
2017
June 29, 2017
Packet Pg. 1907
Organization
Event name
Event Dates
Funds allocated
District
Line Item Number
Expiration Date
Effec�
The Studios of Key West, Inc.
The Studios of Key West
December 2016-June
$21,350.00
I
1720 115 75011 530340 TC75 611 X 530480
2017
August 29, 2017
October 1, 201E
THEATREXP INC.
Theatre XP
October 2016-July
$16,040.00
I
1721 115 75011 530340 TC75 842 X 530480
2017
September 29, 2017
October 19, 201
November 2016-May
Key West Players, Inc.
Waterfront Playhouse
$23,188.00
I
11716 115 75011 530340 TC75 023 X 530480
2017
July 30, 2017
October 1, 201E
Total
Allocations:
$733,943.00
BOILERPLATE CULTURAL EVENT FUNDING AGREEMENT
THIS Agreement is made and entered into by and between Monroe County, Florida, a political
subdivision of the State of Florida (County), and Organization (Event Contractor) on this day of
, 2016.
WHEREAS, Florida Keys Council of the Arts, the Umbrella organization under contract to the
County has recommended to the Monroe County Tourist Development Council (TDC), which has
endorsed the recommendation, that certain monies be allocated for promotion of an event by Event
Contractor; and
WHEREAS, the Umbrella organization recommends allocation of funds for the Event Name
(Event) on Event Date.
NOW THEREFORE, in consideration of the mutual promises contained herein, the parties
agree as follows:
1. Amount: County shall pay a sum not to exceed Funds Allocated (Dollars — TDC
District (District) Funding Allocation) effective Effective date for promotion and related expenditures,
as described in the event budget, attached hereto as Exhibit D, for production of the Event. Of this
amount, no more than 30% or $ shall be expended on advertising media placement and
production costs line item attributable to in -county placement. No amendments shall be made to
the Budget as set forth in Exhibit D after approval of agreement. Payment will be made only
after Event Contractor submits invoices and support documentation acceptable to the County's
Finance Department. The advertising and promotion budget using county funding may be altered as
to the individual line items, or components, within 10% of the amount stated for that item or
component, without increasing the total dollar amount and without requiring a written amendment to
this agreement. The general non -allocated section of an Umbrella event budget shall not exceed 15%
of the total budget and may be utilized for unforeseen permissible expenditures and for those budget
lines that may require additional funds. Monroe County's performance and obligation to pay under
this agreement is contingent upon an annual appropriation by the Board of County Commissioners.
2. Duties of Event Contractor: Event Contractor shall provide promotion and related
services as described in the Schedule of Events, Exhibit C, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the TDC and County.
3. Invoicing: Event Contractor agrees to submit all invoices and support documentation as
required by the County's Finance Department rules and policies no later than Expiration Date unless
the date of the event is amended upon written approval of the Cultural Umbrella and TDC Director.
Event Contractor shall not be reimbursed nor will Event Contractor's vendors be paid directly for any
invoices received by the County after Expiration Date unless the date of the event is amended upon
written approval of the Cultural Umbrella and TDC Director, and the County shall not be obligated to
pay for any services provided by Event Contractor under this agreement if documentation as noted
above is not received on or before this reimbursement deadline date. To be eligible for
reimbursement, the request for reimbursement and supporting documents (checks, invoices, credit
card statements, bank statements, etc.) must show that the items were paid for directly by the same
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
1
entity named on the agreement with the County. For clarification on reimbursements, please refer to
the reimbursement packet provided to you upon execution of your funding agreement.
4. Expiration of Agreement: This agreement expires on Expiration Date and the County
shall not be obligated to pay for any services provided by Event Contractor under this agreement if
documentation as noted above is not received on or before this reimbursement deadline date, unless
the date of the event is amended upon written approval of the Cultural Umbrella and TDC Director.
5. Reimbursement to County: Event Contractor shall reimburse County for any amount of
funds expended by County in connection with an event which does not occur as a result of any act or
omission by Event Contractor.
6. Media Rights: The TDC shall have the right under this agreement to broadcast or
rebroadcast, for any purpose whatsoever, radio, television, sound, video or film production, and still
photographs, paid by the TDC and County, and produced by the TDC agencies of record.
7. Indemnification and Hold Harmless: The Event Contractor covenants and agrees to
indemnify and hold harmless and defend Monroe County, its officers, employees and agents
including the TDC and Visit Florida Keys from any and all claims for bodily injury (including death),
personal injury, and property damage (including property owned by Monroe County) and any other
losses, damages, and expenses (including attorney's fees) which arise out of, in connection with, or
by reason of the services provided by Event Contractor, or other activities and funding associated
with this agreement, except those losses or damages caused by the negligent or wrongful act or
omission of County or its agents.
8. Non -Waiver of Immunity: Notwithstanding the provisions of Sec. 768.28, Florida
Statutes, the participation of the Event Contractor and the County in this Agreement and the
acquisition of any commercial liability insurance coverage, self-insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the extent
of liability coverage, nor shall any contract entered into by the County be required to contain any
provision for waiver.
9. Ethics Clause: The Event Contractor warrants that it has not employed, retained or
otherwise had act on its behalf, any former County officer or employee in violation of Section 2 of
Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No.
10-1990. For breach or violation of the provision the County may, at its discretion, terminate this
agreement without liability and may also, at its discretion, deduct from the agreement or purchase
price, or otherwise recover, the full amount of any fee, commission, percentage, gift or consideration
paid to the former or present County officer or employee.
10. Claims and Venue: Event Contractor agrees to notify County immediately of any claims
suits or action made against the Event Contractor that is related to the activity under this agreement
and will cooperate with County in the investigation arising as a result of any action, suit or claim
related to this agreement. Any legal proceedings arising out of this agreement shall be in accordance
with the laws of the State of Florida in the 16t" Judicial Circuit for Monroe County; venue shall be in
Monroe County, Florida.
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
11. Severability: If any provision of this agreement shall be held by a court of competent
jurisdiction to be invalid or unenforceable, the remaining provisions shall not be affected thereby; and
each provision of this agreement shall be valid and enforceable to the fullest extent permitted by law.
12. Governing Law/Venue: This agreement shall be governed by and construed in
accordance with the laws of the State of Florida applicable to contracts made and to be performed
entirely in the State. In the event that any cause of action or administrative proceeding is instituted for -�
the enforcement or interpretation of the agreement, the County and Event Contractor agree that E
venue shall lie in the appropriate court or before the appropriate administrative body in Monroe
County, Florida. This agreement shall not be subject to arbitration.
13. Accounting and Records: Event Contractor shall maintain records pursuant to
generally accepted accounting principles for four (4) years after the event and shall permit County
and its agents and employees access to said records at reasonable times.
14. Termination of Agreement: County may terminate this agreement without cause by
providing written notice to Event Contractor, through its officer, agent or representative, no less than
sixty (60) days prior to the event and may terminate for breach upon providing to Event Contractor,
through its officer, agent or representative, written notice at least seven (7) days prior to the effective
date of the termination. Notice is deemed received by Event Contractor when hand delivered,
delivered by national courier with proof of delivery, or by U.S. mail upon verified receipt or upon the
date of refusal or non -acceptance of delivery.
15. Public Entities Crimes: A person or affiliate who has been placed on the convicted
vendor list following a conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor
or consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287.017, for category two for a period of
36 months from the date of being placed on the convicted vendor list.
16. Logo: Logo Usage guidelines are attached to this agreement as Exhibit "B". All
promotional literature and display advertising must display the "Florida Keys & Key West Come As
You Are" logo/trademark (as per attached logo sample — Exhibit B). This logo/trademark was
adopted by the TDC and County in April, 2010.
In -County Logo: The logo that includes the "Monroe County Tourist Development Council"
designation is to be utilized on in -county print newspaper and magazine ads, brochures, postcards,
pamphlets, programs, posters, banners (hanging and displayed outdoors) and digital advertising on
websites, website links, pre roll video, banners, mobile and email blasts. Radio commercials should
include "Brought to you by The Monroe County Tourist Development Council". To seek approval,
clarification and/or logo in electronic format (eps or jpg file), contact Ashley Miller or John Underwood
with Tinsley Advertising at 305-856-6060.
Out -of -County Logo: The logo that does NOT include the "Monroe County Tourist Development
Council" designation is to be utilized in out -of -county newspapers and magazines, brochures,
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
3
postcards, pamphlets, programs, posters and digital advertising on websites, website links, pre roll
video, banners, mobile and email blasts. Radio commercials should include "Brought to you by The
Monroe County Tourist Development Council". To seek approval, clarification and/or logo in electronic
format (eps or jpg file), contact Ashley Miller or John Underwood at Tinsley Advertising at 305-856-
6060.
17. Permits: The Event Contractor will secure all required permits, licenses and shall pay
all appropriate business taxes.
18. Assignment: The Event Contractor shall not assign, transfer, convey, sublet or
otherwise dispose of this agreement, or of any or all of its right, title or interest therein, or his or its
power to execute such agreement to any person, company or corporation without prior consent of the
County.
19. Modification: The event name, time & date of the event and Schedule of Activities may
be amended upon written approval of the Advisory Committee and TDC Director. Any changes to
said contract other than stated above require approval by the Advisory Committee, TDC and the
County.
20. Non Occurrence of Event: The Event Contractor shall give written notice to the TDC if it
is found necessary to cancel an event. The notice shall contain the reason for the cancellation. If the
event does not take place for any reason under control of Event Contractor, then Event Contractor
agrees to refund to the County any amounts already paid to them under this agreement and relieve
the County from any further payments.
21. Laws and Regulations: Any and all services, materials and equipment shall comply fully
with all Local, State and Federal laws and regulations.
22. Taxes: The County and TDC are exempt from Federal Excise and State of Florida Sales
Tax, but this in no way exempts the Event Contractor from applicable Federal and State taxes.
23. Finance Charges: The County and TDC will not be responsible for any finance charges.
24. Relation of County/TDC: It is the intent of the parties hereto that the Event Contractor
shall be legally considered as an independent contractor and that neither it nor its employees shall,
under any circumstances, be considered servants or agents of the County and TDC, and the County
and TDC shall at no time be legally responsible for any negligence on the part of said Event
Contractor, its employees or agents, resulting in either bodily or personal injury or property damage to
any individual, firm or corporation.
25. Disclosure: The Event Contractor shall be required to list any or all potential conflicts
of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code. The Event
Contractor shall disclose to the County and TDC all actual or proposed conflicts of interest, financial
or otherwise, direct or indirect, involving any client's interest which may conflict with the interest of the
County and TDC.
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
il
26. Compliance with Laws - Nondiscrimination: The Event Contractor, shall comply with all
Local, State and Federal laws, regulations and ordinances applicable to the work or payment for work
thereof, and shall not discriminate on the grounds of race, color, religion, sex, age or national origin in
the performance of work under this agreement. This agreement shall be subject to all Local, State
and Federal laws, regulations and ordinances.
27. Security Protection: The Event Contractor agrees to provide adequate security for the
event. No TDC funds will be used for this purpose.
28. Authority: Each of the signatories for the Event Contractor below certifies and warrants
that: a) the Event Contractor's name in the agreement is the full name as designated in its corporate
charter, and b) they are empowered to act and execute the agreement for the Event Contractor and
c) this agreement has been approved by the Event Contractor's governing board.
29. Miscellaneous: As used herein, the terms "contract" and "agreement" shall be read
interchangeably.
30. Breach and Penalties: The parties agree to full performance of the covenants contained
in this agreement, and the County reserves the right at its discretion, provided such breach is
material, to terminate this agreement for any misfeasance, malfeasance or nonperformance of the
agreement terms or negligent performance of the agreement terms by the Event Contractor.
31. Notice: Any notice required or permitted under this agreement shall be in writing and
hand delivered, emailed or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Grantee:
For Grantor: Maxine Pacini
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
Christine Limbert-Barrows, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
32. Force Maieure: The Event Contractor shall not be liable for delay in performance or
failure to perform in whole or in part, the services due to the occurrence of any contingency beyond
its control or the control of any of its subcontractors or suppliers, including labor dispute, strike, labor
shortage, war or act of war whether an actual declaration thereof if made or not, insurrection,
sabotage, riot or civil commotion, act of public enemy, epidemic, quarantine restriction, accident, fire,
explosion, storm, flood, drought or other act of God, act of any governmental authority, jurisdictional
action, or insufficient supply of fuel, electricity, or materials or supplies, or technical failure where the
Event Contractor has exercised reasonable care in the prevention or mitigation of damages and
delay, any such delay or failure shall not constitute a breach of the agreement. Upon demand of TDC
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
or County, the Event Contractor must furnish evidence of the causes of such delay or failure. County
shall not pay for any services or activities, promotional or otherwise, connected with an event
produced after the date(s) described in paragraph 1.
33. Entire Agreement: The parties agree that the agreement above constitutes the entire
agreement between the County and Event Contractor.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year first
above written.
(SEAL)
Attest: Amy Heavilin, Clerk
Deputy Clerk
Organization Name
By
President
Print Name
Date:
AND TWO WITNESSES
(1)
Print Name:
Date:
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
Board of County Commissioners
of Monroe County
Mayor/Chairman
(2)
Print Name:
Date:
no
EXHIBIT A
Acceptable Event Marketing Expenses for Cultural Events
Within the Cultural Umbrella events funding category, the allocation received by the Event Contractor
is to be spent on the list of items that have been approved. Only the TDC expenses listed below may
be included in the proposed budget. The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be
considered), radio and TV. The TDC will pay for the following digital advertising on websites, website
links, pre roll video, banners, mobile and email blasts. Digital advertising links may go to the event
website. The TDC Logo must be placed on all print, TV, websites, pre roll video, banners and email
blasts. Radio advertising does not require the logo but all radio announcements must say "Brought to
you by the Monroe County Tourist Development Council". No payment will be made for development
or operations (hosting) of websites. No more than 30% of the Media Placement and Production
Costs line item shall be expended on advertising media costs attributable to in -county placement.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts and hats*.
*Sales/Resale of TDC funded items: Items funded, including creative and resulting work product,
by the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC
and as such may not be sold.
Direct Mail Promotions: Brochures/postcards and pamphlets including postage and shipping. This
is a direct mail promotional brochure, postcard or pamphlet utilized for pre -event advertising.
Programs/Play Bills: TDC will pay up to fifty percent (50%) of the cost of production and printing of
an event program/play bills showing scheduled activities and information on the event as outlined in
contract budget.
Public Relations (PR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography
as approved by the public relations agency of record. Only permissible PR material produced by the
TDC agency of record and/or a professional public relations agency shall be acceptable.
In -House Production:
reimbursement.
In-house production of any permissible expenditure will not be considered for
Event Marketing Reimbursement: TDC will only consider reimbursement of permissible marketing
expenditures that highlight the special event versus the regular programming of a business,
organization or the facility.
Amendments to Contract Budgets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
7
EXHIBIT B
Logo/Acknowledgement Usage Guidelines For Cultural Events
Color ads four (4) color processing printing
Black & white ads shall include the Florida Keys and Key West logo in high resolution
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats and t-shirts: must carry the "The Florida Keys & Key West" Out -of -County logo
Radio Advertising: No logo is required. All radio announcements must say "Brought to you by the
Monroe County Tourist Development Council"
In -County Logo
The logo below indicating the "Monroe County Tourist Development Council" designation is to be
utilized on in -county print newspaper and magazine ads, brochures, postcards, pamphlets, programs,
posters, banners (hanging and displayed outdoors) and digital advertising on websites, website links,
pre roll video, banners, mobile and email blasts. Radio commercials should include "Brought to you
by The Monroe County Tourist Development Council". To seek approval, clarification and/or logo in
electronic format (eps or jpg file), contact Ashley Miller or John Underwood with Tinsley Advertising
at 305-856-6060.
The
FloriddKevrq
come &Key e S
s you area
MONROE COUNTY TOURIST 6EVEtOPI BEN] CO NC1?;
Out -of -County Logo
The logo below that does NOT include the "Monroe County Tourist Development Council" designation
is to be utilized in out -of -county newspapers and magazines, brochures, postcards, pamphlets,
programs, posters and digital advertising on websites, website links, pre roll video, banners, mobile
and email blasts. Radio commercials should include "Brought to you by The Monroe County Tourist
Development Council". To seek approval, clarification and/or logo in electronic format (eps or jpg file),
contact Ashley Miller or John Underwood at Tinsley Advertising at 305-856-6060.
Tke
FloriddKevrqi
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
(SCHEDULE TO BE INSERTED)
EXHIBIT C
I
EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2017
APPLICANT IS ADVISED IIO R TO COMPLETING THIS BUDGET TO REFER O THE FUNDING
APPLICATION SHOWING THE ALLOWABLE MARKETING EXPENSES THAT TILL BE
CONSIDERED FOR REIMBURSEMENT
THERE ILL BE NO AMENDMENTS TO THIS BUDGET (EXHIBIT ) AFTER BOCC APPROVAL
OF AGREEMENT
EVENT NAME
'MEDIA PLACEMENT & PRODUCTION COST:
(Only 30% of this line item may be spent on in -county advertisin
$
PROMOTIONAL SIGNS:
$
PROMOTIONAL ITEMS:
$
DIRECT MAIL PROMOTIONS:
$
PROGRAMS/PLAY BILLS:
$
PUBLIC RELATIONS:
$
"GENERAL NON -ALLOCATED:
(Funds applied to Media Placement & Production Cost may only
be applies:; to out -of -county advertlsin
$
TOTAL
$
*No more than 3 % of the Media Placement and Production Costs line item shall be expended on
advertising media costs attributable to in -county placement (see Exhibit A of Application).
"The General Non -Allocated line item should not exceed '15%c of the total funding allocation, and may
only be utilized for acceptable event marketing expenses (see Exhibit A of application).
Actual expenditures may deviate no more than 10% from the budgeted line items noted above
TDC will only consider reimbursement of permissible marketing expenditures that highlight the special
event versus the regular programming of a business, organization or the facility.
Event Name: Event Name
Cultural Umbrella Funding FY 2017
Contract ID#: ID #
10