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Item E6 �s E.6 r`, County of Monroe �y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS County �a� Mayor Michelle Coldiron,District 2 �1 `ll Mayor Pro Tem David Rice,District 4 -re Florida.Keys �� Craig Cates,District 1 Eddie Martinez,District 3 w Mike Forster,District 5 County Commission Meeting February 17, 2021 Agenda Item Number: E.6 Agenda Item Summary #7323 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 2022 Destination and Turnkey Event Funding ITEM BACKGROUND: A copy of the application and list of revisions is attached. TDC approved same at their meeting of February 9, 2021 PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: FY 2022 Destination Turnkey 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: Estimated Ongoing Costs Not Included in above dollar amounts: Packet Pg.894 E.6 Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: Additional Details: REVIEWED BY: Maxine Pacini Completed 02/01/2021 1:15 PM Christine Limbert Completed 02/01/2021 6:17 PM Liz Yongue Completed 02/02/2021 9:32 AM Board of County Commissioners Pending 02/17/2021 9:00 AM Packet Pg.895 E.6.ai DATE: February 2, 2021 To: Monroe County Board of County Commissioners RE: Permission to Advertise FY 2022 Event Funding Application Each year the TDC Administrative office advertises a Request for Applications (RFA) for Event Funding. c Attached you will find the following documents: • FY 2022 Event Funding Schedule • List of revisions to application— FYI • Revised/proposed FY 2022 Event Funding Application Approval is requested to advertise the FY 2022 Event Funding Application. '✓ c cv cv cv Packet Pg.896 E.6.ai DESTINATION/TURNKEY EVENT SCHEDULE _ 7 2022 TDC APPROVAL TO ADVERTISE: February 9, 2021 BOCC APPROVAL TO ADVERTISE: February 17, 2021 NOTICES SENT TO INTERESTED PERSONS March 2, 2021 ADVERTISE RFP: April 1, 2021 c DAC WORKSHOPS: April 61h and 71h 2021 � .N 62 DAYS DE L1: m Jena 1. 2021 DAC DEADLINE: July 23, 2021 DAC APPROVAL: August 3,a and 4"' 2021 TDC APPROVAL: September 14, 2021 BOCC APPROVAL AFTER OCTOBER 2021 N N CD U Packet Pg.897 E.6.ai Revisions to FY 2022 Destination/Turnkey Event Funding Application • Updated dates throughout the application • Pg. 4 and Pg. 48 — added language and check box stating that events that require a permit from a municipality submit a letter of intent from the municipality to issue that permit(s) • Pg. 9-33 — updated tables 1,2,3 and occupancy tables • Pg. 11,16,21,26, 31 removed "Police crowd estimates" from methods used to calculate out-of-county visitors • Each DAC was provided the opportunity to review and revise their event funding levels: o DAC I removed Destination Funding Level of $75,000 and Turnkey Funding Level of $150,000 (Pg. 13) o DAC's II, III, IV and V did not make any changes to their funding levels for FY 2022 -- N N N Packet Pg.898 E.6.aDES I INA I ION/ I URNKEY EVEN I ; r FUNDING APPLICA ION REQUEST FOR APPUCAT�ONS (RFA) FOR DESTMT�ON/TURNKEY EVENTS I ; All respondents must use the current application downloaded from the website www.demandstar.com. Use of any other, application will result in your, application being rejected.ected. All directions within the application rust be followed or, it will not be accepted. Application deadline: All applications should be received June 1, 2021 no later than 5:00 p.m. (close of business day) In response to Covid-19, the Monroe County Purchasing Department has implemented a new electronic process for reviewing and opening sealed bids. Monroe County is committed to continuing to receive and > process competitive solicitations while maintaining the health and safety of our employees and those who j; attend bid openings. Please do not mail or attempt to deliver in person any sealed bids. Mailed/physically delivered bids/proposal/responses WILL NOT be accepted. The Monroe County Purchasing Department hereby directs that bids be submitted via email to: OMB- > IDS(ernor�roecour�t�r- i,cov, no later than 5:00 P.M. on June 1, 2021. Please submit your confidential financial information in a SEPARATE EMAIL from your bid and required documents. Your subject line on j, both emails must read as follows: j FY 2022 Destination and Turnkey Event Funding 06/01/2021 Files that do not contain this subject line WILL BE REJECTED. Please note that the maximum file j size that will be accepted by email is 25MB. Please plan accordingly to ensure that your bid is a not rejected due to the file size. Should your bid documents exceed 25MB or otherwise be rejected or undeliverable to M - IDS r onroecouu ty-fU. ov, in advance of the bid opening, please email: or b�chasu g er onroecounty-& ov so accommodations for delivery of your bid can be made prior to the bid opening. Please be advised that it is the bidder's sole responsibility to ensure delivery of their bid and waiting until the bid opening to address or confirm your bid submission delivery will result in your bid being rejected. E The bid opening for this solicitation will be held virtually, via the internet, at 5:00 P.M., on June 1, 2021. You may call in by phone or internet using the following: i Join Zoom Meeting https://mcbocc.zoom.us/i/ 356 Meeting ID 4509326156 Additional ways to access this Zoom meeting can be found in the legal noticed posted on Demandstar.com All inquiries and correspondence, other than submission of application, should be made to the Monroe County Tourist Development Council. Contact Maxine Pacini or Ammie Machan at (305) 296-1552. Email correspondence should be address to Ammie Fl -Ke -- i Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.899 1 E.6.ai EVENT FUNDING PROCESS The Monroe County Tourist Devolvement 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 Committee (DAC), who shall make recommendations on funding the events to the TDC. Upon approval of the recommended funding allocation by the TDC, the administrative office will work with the event coordinator to establish a contract for the event and will present the 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 open to the general public. Historically these events have included: festivals, concerts, and sporting events. Qualified special events shall guarantee heads-in-beds (overnight visitors) and/or entertain visitors and brand the destination. TDC will only consider reimbursement of permissible marketing expenditures that highlight the specific event reflected with in the contract with the TDC/BOCC versus the regular programming of a business, organization, or facility. 0 DESTINATION EVENTS N N N For the purpose 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 W purposes only (advertising; promotions; public relations, etc.) The event sponsor, for purposes of this RFA and any resulting contract, shall be the production agent primarily responsible for the production of the event and the entity soliciting funding under this process. The event sponsor shall seek the review and approval of the event marketing budget by the professional agencies of record listed below. No more than 10% of the total allocated funds shall be expended on advertising media attributable to in-county placement. A list of TDC permissible marketing expenditures can be viewed in Exhibit A of the sample contract at: htt s://www.monroecount ®fl. ov/ ocumentCenter/View/1 418/S m le® estin tion®Event® Agreement. No reimbursement will be considered for items that are not covered by Exhibit A. For our Advertising Agency of Record: (Tinsley Advertising) contact Danielle Salman ( nlelle�sley.com) or John Underwood ( ors Tinsley.com) at 305-856-6060. For our Public Relations Agency of Record: NewmanPR contact Carol Shaughnessy Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.900 2 E.6.ai (Crol I�ewmnr.com) at 305-797-0579 or Andy Newman (And Newmnr.com) at 305- 461-3300. For our Internet Agency of Record: (Two Oceans Digital) contact Clint Barras (Clint Twoocensdigitl.com) or Shirley Wilson (Shine Twoocensdigitl.com) at 305-292- 1880. rURNKEY E ' District Advisory Committees (DAC) have assigned their top levels of funding to Turnkey Events, recognizing that those events provide the highest level of economic impact to their district and serve to brand the destination. The event shall be one that creates a compelling reason to visit that doesn't already exist without the event. Therefore, consideration for the amount of funding allocated to a Turnkey special event shall be predicated upon showing of the economic impact resulting in room night stays generated by the event attendees. 2 A Turnkey event shall be considered an all-inclusive event where the event contractor has financial responsibility for every aspect 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 LU success of the event. If a Turnkey event is delayed or cancelled for any reason, no payment shall be forthcoming, i even if the event contractor has out-of-pocket expenses leading up to the actual event. The TDC, therefore, strongly recommends that the event contractor purchase insurance that covers the cancellation or delay of an event due to "force majeure" or unforeseen circumstances. Please note that the DAC may deny funding of an event applying as Turnkey and consider funding the application as a Destination event. APPLICAN"rRESPONSIBILrrIES E 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.orq to ensure that your organization is registered to do business in the State of Florida. Only entities (applicants) that are duly registered will be accepted. Contact the TDC Administrative Office 305-296-1552 to ascertain date, time and venue of the event funding workshop that will be held within the District in which you are applying to. Each DAC has specific marketing goals and it is strongly recommended that all prospective applicants attend the workshop in the District where you plan to apply for funding to ascertain the marketing direction and expectations of that District as it pertains to event applications. Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.901 3 E.6.ai 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 the date, time and method as noted on page 1 of the application. Applications that are received after the specified deadline as determined within the RFA will not be accepted. This policy mirrors that of the Board of County Commissioners. Applicant shall complete, copy, sign (by an authorized officer) and submit the application to the Monroe County Purchasing Department. Should an attachment be required for your application, note the Exhibit number on the top right hand corner of each sheet. Applicant shall familiarize him/herself with referenced online materials noted on the application check list on page 46. The online materials include sample contracts and samples of the scoring system used in determining funding eligibility. Applicant shall be responsible for securing all federal, state and local permits and approval necessary for the event. Award of funds under this application does not indicate any approval by the County and applicant shall be required to comply with all County laws, rules and requirements. Events that require or have an Agreement with a municipality must have a valid Agreement with the municipality at the time the event will take place. If the event requires a permit from a municipality, a letter of intent to approve the permit subject to any unforeseen circumstance must be provided to TDC administrative office prior to signing of final Agreement. ILMID00arYt inforrnation Please consult with the TDC Administrative Office prior to starting the application process if you are uncertain about whether your event would be considered. N The applicant shall not lobby, solicit or act to influence the Advisory Committee members and/or the TDC board members in any way that may have an effect on the outcome of the competition, discussion or negotiations leading to the allocation of funding, or an award of contract as reviewed and approved by the County Attorney's office. Such action may lead to withdrawal of the application from consideration. The application shall be considered complete upon receipt and should stand alone with no other information being provided after-the-fact other than any additional information that may be requested by the TDC Administrative Office, or questions from the DAC at the allocation meeting. DAC recommendation on funding allocations shall be limited to recommending allocations which do not exceed the amount requested by the applicant. Funding requests may be denied, reduced to a lower level or accepted at the level requested. It is important for the applicant to be aware that scoring the minimum points required to be considered does not guarantee funding for the event. Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.902 4 E.6.ai All Information furnished or disclosed as part of the application process is considered public record by the laws of the State of Florida. Workshops will be held in each of the districts via zoom at the following times for those applicants that are interested in applying for funding. Attendance is strongly recommended. (Please note that all times and venues are subject to change and can be confirmed by calling the TDC Administrative Office at 305-296-1552). District I: April 7, 2021 3:00 p.m. Zoom Meeting ID: 895 6108 1835 District II: April 6, 2021 6:00 p.m. Zoom Meeting ID: 816 3574 5852 District III: April 7, 2021 9:30 a.m. Zoom Meeting ID: 872 7403 2408 District IV: April 6, 2021 2:00 p.m. Zoom Meeting ID: 839 7509 8772 District V: April 6, 2021 10:00 a.m. Zoom Meeting ID: 823 0533 1633 CRITERIA FOR SCORING OF APPLICA nON The District Advisor Committee will be reviewing your event application and scoring it during the > allocation meeting. Scoring will be using a scale with 1 being the lowest. Upon evaluation, the total scores will be tabulated and applications not scoring 17 points or higher by the majority of the sitting members, will not be considered for funding. Those events that meet the minimum scoring requirements noted above will be ranked starting with the highest average score. In the case of a tie, the highest score in the Timing of Event will be the determining factor. Points are listed at the end of each Exhibit for ease of scoring by the reviewers. View Sample scoring sheet here: htt s://www.monroecount fl. ov/ ocumentCenter/View/7072/Destination®and®Turne Sample®Score®Sheet � The minimum points threshold required to be considered, 17, has been set such that events that are considered very good to excellent in their "Purpose, Itinerary & Room Nights", "Soundness of Marketing Plan & Financial Commitment" and "Action Plan" should meet the minimum for consideration regardless of the "Timing of Event". Events that are considered somewhat good in those categories will need to thoughtfully utilize "Timing of Event" points in order to meet the minimum points threshold to be considered. In other words, timing events to be held in slower months and/or to produce room night stays during mid-week days will be important for achieving sufficient minimum scoring. Events that are poor in their "Purpose, Itinerary & Room Nights", "Soundness of Marketing Plan & Financial Commitment" and "Action Plan" will not meet the minimum to be considered. It is important for the applicant to be aware that scoring the minimum points required to be considered, does not guarantee funding of the event. Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.903 5 E.6.ai 2022 January 2022 February 2022 March 2022 Su MOTu WeTh FirSa Su MOTu WeTh Fr Sa Su MoTu WeTh Fr Sa 1 1 2 3 4 5 1 2 3 4 5 2 3 4 5 6 7 8 6 7 8 9 1011 12 6 7 8 9101112 9 10 11 12 1314 15 13 14 15 16 1718 19 13 1415 16 1718 19 16 17 18 19 20 2122 20 2122 23 24 25 26 20 2122 23 24 25 26 23 24 25 26 27 28 29 27 28 27 2829 3031 30 31 April 2022 May 2022 June 2022 Su MOTu WeTh Fir Sa Su MoTu WeTh Fr Sa Su MoTu WeTh FrSa 1 2 1 2 3 4 5 6 7 1 2 3 4 3 4 5 6 7 8 9 8 91011121314 5 6 7 8 91011 10 11 12 13 1415 16 151617 18192021 12 13 14 15161718 17 18 19 20 2122 23 22 2324 25 26 27 28 19 2021 22 23 24 25 24 25 26 27 2829 30 29 :30 31 26 2728 2930 July 2022 August 2022 September'2022 W Su MOTu WeTh Fr Sa Su MoTu WeTh Fr Sa Su Mo Tu We Th Fr Sa' 1 2 1 2 . 3 4 5 6 1 2 3' 3 4 5 6 7 8 9 7 8 9 10 111213 45 6 7 8 910 � 10 11 12 13 1415 16 14 1516 17 1819 20 11 12 13 14 15 16 17' 17 1819 20 2122 23 21 2223 24 25 26 27 18 19 20 21 22 23 24 24 25 26 27 28 29 30 28 2930 31 25 26 27 28 29 30 31 October 2022 November 2022 December 2022' Su MOTu WeTh Fr Sa Su MoTu WeTh Fr Sa Su MoTu WeTh Fr Sa 1 1 2 3 4 5 1 2 3 2 3 4 5 6 7 8 6 7 8 9101112 4 5 6 7 8 910 9 10 11 12 1314 15 13 1415 16 1718 19 11 12 13 14 1516 17 04 16 1718 19 20 2122 20 2122 23 24 25 26 18 19 20 21 22 23 24 CD N 23 24 25 26 27 28 29 27 2829 30 25 26 27 28 29 30 31 N 30 :31 U- E USA Holidays and Observances Jan 01 New Year's Day Jan 17 M L Kina Day Feb 14 Valentine's Day Feb 21 Presidents' Day Apr 15 Good Friday Apr 17 Easter Sunday May 08 Mother's Day May 30 Memorial Day Jun 19 Father's Day Jul 04 Independence Day Sep 05 Labor Day Oct 10 Columbus Day Oct 31 Halloween Nov 11 Veterans Day Nov 24 Thanksgiving Day Dec 25 Christmas Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.904 6 E.6.ai EVENTAPPLICATION FOR Events taking place between January 1, 2022 through December 31, 2022 TITLE OF EVENT EVENT WEBSITE ADDRESS VENUE DATE(S) OF EVENT (For, date of event refer to calendar, on previous page) APPLICANT ORGANIZATION Registered business name exactly as it appears on www.sunbiz.or For Profit ❑ Not for Profit ❑ Please provide a contact for general correspondence for the event. The person listed below should be able to accept responsibility for receipt of information. CONTACT PERSON > EMAIL (for correspondence) TELEPHONE NUMBER (daytime/mobile) ADDRESS SUMMARIZE APPLICATION HISTORY: N N N 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 compliant 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 yes, please explain below: Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.905 7 E.6.ai HAS THIS EVENT BEEN PRODUCED IN THE PAST? Yes ❑* No ❑ *IF YES, WHEN? DID THE SAME APPLICANT PRODUCE IT? Yes ❑ No ❑ List the name of President and other individuals authorized to execute contracts and otherwise act on behalf Applicant: Name Title DOES THIS EVENT REQUIRE PERMITS FROM A MUNICIPALITY? Yes ❑* No❑ *If Yes, please list permits needed below. A letter of intent from the municipality to approve the permit, subject to any unforeseen circumstance, must be provided to TDC administrative office prior to signing of final Agreement. !i. 0 N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.906 8 E.6.ai DISTRICT I APPLICANTS ONLY (Encompasses the City Limits of Key West) When applying for funding, it is important to understand the number of lodging units available within the Districts as it is the maximum number of room nights which may be sold per day — review Table 1 below. The number of lodging units provided in Table 1 is subject to fluctuation. Table 1: District f: Key West Units Max. daily room nights) Hotel/Motel/B&B/Guest House/Inn 6301 � Vacation Rentals 907 RV Park & Campground 10 Total: 17208 Source: Florida Department of Business and Professional Regulation,TDC > LLi When evaluating funding allocations (return on investment), it is important to understand how the revenue was derived. Table 2 demonstrates, given its average lodging rates for > LU the past two years, how many room nights this District had to sell to raise enough two- penny bed tax revenue for each level of event Table 2: funding. The chart is provided to give a clearer District I: Key West context to the value of the bed tax dollar that Funding Level Room Nights funds each level. 10,004 1,060 $17,000 3,330 The District Advisory Committee may use their $25,000 4,900 discretion when evaluating funding $35 000 6,860 allocations. However, it is important to $50 00© 9 800 understand how the income is derived. $75,000 14,710 >- $100,000 10,610 $120,000 23,530 EXHIBIT Check box below that best describes the primary purpose of your event: ❑ To draw out — of— county visitors to the destination and put "Heads in Beds" ❑ To provide something to do for the visitor who is already here and enhance their experience while visiting the destination Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.907 9 E.6.ai DISTRICT I CONTINUED... EXHIBIT EVENT ITINERARY Specifically outline the activities/events that will take place during your event. If your event encompasses several days, break out each day, including the venue. Only include activities that are directly related to the event for which you are seeking funding, and for which your organization is responsible for producing. Example: Day 1: Opening Party/Registration (venue and time) Day 2:Food and Wine tasting (venues and time) Da 3:Art Festival include venue and times and possible street closings) N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.908 10 DISTRICT I EXHIBIT A CONTINUED... EXHIBIT A-3 Events are scored based on ability to attract out-of-Count visitors to the district in which funding is applied. For the event year in which this application refers, provide the room nights your event is anticipated to generate for this district only according to your selection in A-1. In other words, if you indicated your event's primary purpose is to "draw out-of-county visitors", how many room nights do you anticipate you will draw? If you indicated your event is "to enhance the experience for visitors already here", how many room nights will be influenced by visitors who attend your event? Next, indicate how you arrived at that figure. Room Nights Formula to calculate Room Nights for to this district. *total room nights will calculate automatically upon pressing he tab key on your keyboard or answering the next uestion. a. How many out of County Visitors to this district a. b. How many visitors to a room (Note: avg. is 3) b. c. How many nights will visitors stay? C. d. Calculate- Room nights = (a/b) x c Room Nights- I Divide line a by line b. Then multiple by line c I I u- Method used to estimate out-of-County visitors entered above (a): Check all that apply: F-1 Capacity of venue(s) F-1 Ticket Sales from last event F-1 Survey of attendees from last event F-1 Registration from last event (Attach survey results) Q F-1 Social Media Analytics from last event F-1 Other, please specify: N Method used to estimate number of nights of out-of-County visitors will stay (c): Check one: E F-1 Bookings through TDC's zero commission booking engine F-1 Based on length of event F-1 Based on survey from last event (attach results of survey) F-1 Other, please specify: Attach, as Exhibit A-4, a narrative/plan on how the actual number 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— Destination and Turnkey Event Funding for FY 2022 1 Packet Pg. 909 11 E.6.ai DISTRICT I CONTINUED... FUND'NG 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 sperate resource specifically allocated for New Events. If your event does not score the minimum required score by a maiority of the sittinq members, your application will not be considered for funding. It is important for the applicant to be aware that scorinq the minimum points required to be considered does not guarantee fundinq of the event. ❑ I understand that as a New Event this is a $10,000 grant request O A New Event may choose to apply under the regular event funding process wherein the new > event will complete with previously funded events '✓ Regular Event Funding: Complete this section if your event is NOT applying as a New Event. > Check the appropriate category (Destination or Turnkey) and grant level you are applying for. If your event does not score the minimum required score by a maiority of the sitting members, your application 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 funding of the event. ❑ Destination Funding Level Request Only CD ❑ Level 1: $10,000 ❑ Level 2: $17 000 ❑ Level 3: $25 000 ❑ Level 4: $35,000 ❑ Level 5: $50,000 E ❑ rurFnk y Funding Level Request Only ❑ Level 6: $75,000 ❑ Level 7: $100,000 ❑ Level 8: $120,000 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.910 12 E.6.ai DISTRICT l�CONTINUED... EXHIBIT Tirnir g 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 assigned to each occupancy level range. Table 3 below depicts the points associated with each occupancy level range. Next, it shows the times which your District, during the past two fiscal years, reached each occupancy level. *Due to Covid March-September utilize 2019 data only Table 3: District I Timmg of Event Scoring . ,,,,_!t( ,.,�.r\ \sl S, \ t!r 1 s,-\ rr� )�. )r 1, ,t � ..,.,. )t,.=, ,�,\c } 1 ;, �_ •"' ,I t�\:, > _;�y�f}A�rs ��s, t �t�y +, �+ {il(il�(tf tl�,{,•:(rt,1\s +clr,,?c } I)�,iJ,..ys\\! }�,�.,}ltpi{, ' )„1},1s,\�Sr �,>c) 1 ^.(\.,,,�i+tt ' �,,,ssn ,;•,1\f 59°% to 79% 3 August 15 - October 22 ❑ 3 January, May-August 14, October 80% to 89% 2 1 23 — December 24 ❑ 2 90% to 100% 0 February Aril, December 25-31 ❑ 0 *Martin Luther King Jr., Memorial Day & Independence Day Weekends as well as Lobster Mini Season week will receive 0 points. c District Two Year Average Occupancy Trends By Month 100% f............................................................................................................................................................................................................................................................................................................................................................................. CD 90% i......- a I cy 80% ...................................................................................................................................................................................................................... �- U 700/ v O60% ......................................................................................................................................................................................................................................................... m 50% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec —; ..... f ... ...............� �_.. Seriesl; 89% 95% 95% 90% I 87% 879. 88% 78% 1 58% I 75% ; 96% 81% ....... ......... ........ ........ ............................................... . ........... .............. ............. ............. ............. .............. .............. ............. 1 Enter your score from Table 3 (if more than one box was checked, Enter Score add all scores together and divide by the number of boxes checked 2 Mid-Week Days are Sunday — Thursday +4 • Add four (4) points if your event falls on at least 2 mid-week days or or • Add two (2) points if your event falls on only 1 mid-week day +2 3 District I Total Score Enter Score Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.911 13 E.6.ai I ,\\ ::.n 1, }S}„1»1 s,.,. ,, ...., 4. i Ir When applying for funding, it is important to understand the number of lodging units available within the District as it is the maximum number of room nights which may be sold per day — review table 1 below. The number of lodging units provided in Table 1 is subject to fluctuation. Table 1: t \\ t s t\ 2 ,l t s 1S s r .:trr�,l tts,al a t t „ 1 3sU-.r „ t t \ a ,a\1}\ 1111\C4lt.ilir S`vv st„ }4,�,�1,,��h}1 \1}{.�\ � rtI t `•`;�'},}t,I`flirl 11`t t2{z„ �,,, �.' �+ �,}� �e Ittl 1,1i},S Source: Florida Department of Business and Professional Regulation, TDC When evaluating funding allocations (return on investment), it is important to understand how the revenue was derived. Table 2 demonstrates, given its average lodging rates for the past two years, how many j' ty 1\, LU room nights this District had to District IL Bi Pine Key & The Lower Keys 0) sell to raise enough two-penny r , bed tax revenue for eave level of event funding. The chart is provided to give a clearer context to the value of the bed r¢ 4 ;♦ht l li t,�� {,fVr';+ (r?+lI,14 1 'Jy tax dollar that funds each level. The District Advisory Committee = 'r ( ,t;`' , 1i -; i}v� , s" i4 �1s,,vl ## ,)� � A�, h;,11 � {�� ,t{'��„�t \��l� > theirmay use evaluating funding g discretion allocations. s. However, it is important to E understand how the income is derived. s I Check the box below that best describes the primary purpose of your event: ❑ To draw out-of-county visitors to the destination and put "Heads in Beds" ❑ To provide something to do for the visitor who is already here and enhance their experience while visiting the destination Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.912 14 E.6.ai )tt, {p 'i�� 4118 IV t�q Specifically outline the activities/events that will take place during your event. If your event encompasses several days, break out each day, including the venue. Only include activities that are directly related to the event for which you are seeking funding, and for which your organization is responsible for producing. Example: Day 1: Opening Party/Registration (include venue and time) Day 2: Food and Wine Tasting (venues and times) Da 3:Art Festival include venue/times and possible street closings) N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.913 15 E.6.ai ) ,r \ ( \\ ,l�s,I (��, r 1v t,.,,�,., rt. .# )) t \... .S,e� 1, {-.tn��3t�, S IV Events are scored based on ability to attract out-of-Count visitors to the district in which funding is applied. For the event year in which this application refers, provide the room nights your event is anticipated to generate for this district only according to your selection in A-1. In other words, if you indicated your event's primary purpose is to "draw out-of-county visitors", how many room nights do you anticipate you will draw? If you indicated your event is "to enhance the experience for visitors already here", how many room nights will be influenced by visitors who attend your event? Next, indicate how you arrived at that figure. Room Nights 1. Formula to calculate room nights to this district: (*total room nights will calculate automatically upon pressing the tab key on your keyboard or answering the next question): 2 a. How many out of County Visitors to this district a. b. How many visitors to a room Note: avg. is 3 b. c. How many nights will visitors stay? C. d. Calculate: Room nights = (a/b) x c * Room Nights: Divide line a by line b. Then multiple by line c Method used to estimate out-of-county visitors entered above (a): Check all that apply. ❑ Capacity of venue(s) ❑ Ticket Sales from last event ❑ Survey of attendees from last event ❑ Registration from last event (Attach survey results) ❑ Social Media Analytics from last event N N ❑ Other, please specify Method used to estimate number of nights out-of-county visitors will stay (c): Check one. ❑ Bookings through TDC's zero commission booking engine ❑ 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 the actual number of out-of-county visitors and number of room nights will be determined for this event. Applicant shall be scored on f1F combination f Exhibits A-°1 (Primary Purpose f Event); A- r�(Event Itinerary); A- (Number,r, f RoomNights) 1 A-4 (Plea) ,,1 4 ,,1 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.914 16 E.6.ai 1)i J �l�vskitvIt kv�ttl t�}} r i Please note: District 11 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 maiority of the sitting members, your application will not be considered for funding. The DAC may also decline fundinq your application, or fund at a lower fundinq level. It is important for the applicant to be aware that scoring the minimum points required to be considered does not-guarantee funding of the event. ❑ Destination Funding Level Request Only ❑ Level 1: $10,000 ❑ Level 2: $7 500 ❑ Level 3. $10,000 ❑ Level 4: $15,000 ❑ Level 5: $20,000 N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.915 17 E.6.ai DISTRICT II CONTINUED.... EXHIBIT B TI ET 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 Scorning. Points are assigned to each occupancy level range. Table 3 below depicts the points associated with each occupancy level range. Next, it shows the times which your District, during the past two years reach each occupancy level range. *Due to Covid March-September utilize 2019 data only Table 3 District II — Timingof Event Scoring Events held when Receive District II: Check box Your Table 3 Score average Score of: Dates for each next to your is: > occupancy is: occu" anc " ran a event elates 0% to 59% 5 September, October ❑ 5 0 0 60/o to 69/0 4 January, May, ❑ 4 August, November, > December 70% to 79% 1 3 1 June I ❑ 1 3 80% to 100% 2 July 1 ❑ 2 *February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini Season week will receive 0 points. e District II Two Year Average Occupancy Trends By Month N CD 100% c44 v CL 500/ ................. p Jan Feb Mar Apr May Jun Jul Aug Sep m Oct Nov Dec ......... ............ . Seriesl 64% 79% 85% 1 76% 1 68% 1 76% 1 79% 1 63% 1 41% 55% 3, 67% b 64% 1 Enter your score from Table 3 (if more than one box was checked, Enter Score add all scores together and divide by the number of boxes checked 2 Mid-Week Days are Sunday — Thursday +2 • Add two (2) points if your event falls on at least 2 mid-week days or or • Add one (1) point if your event falls on only 1 mid-week day +1 3 District II Total Score Enter Score Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.916 18 E.6.ai District III Applicants Only (From the west end of the Seven Mile Bridge to the Long Key Bridge) When applying for funding, it is important to understand the number of lodging units available within the District as it is the maximum number of room nights which may be sold per day — review table 1 below. The number of lodging units provided in Table 1 is subject to fluctuation. Table 1: District III: Marathon Units Max daily room nights) Hotel/Motel/B&B/Guest House/Inn 2300 Vacation Rental 1242 RV Park & Campground 725 Total 4267 Source: Florida Department of Business and Professional Regulation, TDC W > When evaluating funding allocations (return on investment), it is important to understand how the revenue was derived. Table 2 demonstrates, given its average lodging rates for the past two years, how many room nights this Table 2: > District had to sell to raise enough two-penny District III: Marathon bed tax revenue for eave level of event funding. Funding Reuel Room Nights The chart is provided to give a clearer context to $10000 2,070 the value of the bed tax dollar that funds each $20000 4,130 level. 30000 6,200 The District Advisory Committee may use their $40 000 8 .33 0 discretion when evaluating funding allocations. $50000 1 0,33 N However, it is important to understand how the income is derived. Exhibit Check the box below that best describes the primary purpose of your event: ❑ To draw out-of-county visitors to the destination and put "Heads in Beds" ❑ To provide something to do for the visitor who is already here and enhance their experience while visiting the destination Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.917 19 E.6.ai 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, break out each day, including the venue. Only include activities that are directly related to the event for which you are seeking funding, and for which your organization is responsible for producing. Example: Day 1: Opening Party/Registration (include venue and time) Day 2: Food and Wine Tasting (venues and times) Da 3:Art Festival include venue/times and possible street closings) N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.918 20 E.6.ai DISTRICT III EXHIBIT A CONTINUED.. EXHIBIT A-3 M B E R 0 F R 0 0 M N 10 H T S A N T 1Ci(F A."T ED F 0 R E V E N Events are scored based on ability to attract out-of-Count visitors to the district in which funding is applied. For the event year in which this application refers, provide the room nights your event is anticipated to generate for this district only according to your selection in A-1. In other words, if you indicated your event's primary purpose is to "draw out-of-county visitors", how many room nights do you anticipate you will draw? If you indicated your event is "to enhance the experience for visitors already here", how many room nights will be influenced by visitors who attend your event? Next, indicate how you arrived at that figure. Room Nights 1. Formula to calculate room nights to this district: (*total room nights will calculate automatically upon pressing the tab key on your keyboard or answering the next question): 2 a. How many out of County Visitors to this district a. b. How many visitors to a room Note: avg. is 3 b. c. How many nights will visitors stay? C. d. Calculate: Room nights = (a/b) x c * Room Nights: Divide line a by line b. Then multiple by line c Method used to estimate out-of-county visitors entered above (a): Check all that apply. ❑ Capacity of venue(s) ❑ Ticket Sales from last event ❑ Survey of attendees from last event ❑ Registration from last event (Attach survey results) ❑ Social Media Analytics from last event N N ❑ Other, please specify Method used to estimate number of nights out-of-county visitors will stay (c): Check one. u- ❑ Bookings through TDC's zero commission booking engine E ❑ 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 the actual number of out-of-county visitors and number of room nights will be determined for this event. Applicant shall be scored on the combination f Exhibits A-1 (Primary Purpose f Event); A- (Event Itinerary); A- (Number, of RoomNights) 1 A-4 (Elea) ,,1 4 ,,1 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.919 21 E.6.ai DISTRICT III CONTINUED... FUNDING R-11MUEST Please note: District 111 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 maiority of the sitting members, your application will not be considered for funding. The DAC may also decline fundinq your application, or fund at a lower fundinq level. It is important for the applicant to be aware that scoring the minimum points required to be considered does not guarantee fundinq of the event. ❑ Destination Funding Level Request Only ❑ Level 1: $5,000 ❑ Level 2: $10 000 ❑ Level 3: $20 000 ❑ Level 4: $30,000 ❑ Level 5: $40,000 N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.920 22 E.6.ai DISTRICT III CONTINUED... EXHIBIT B TI ET 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 Scorning. Points are assigned to each occupancy level range. Table 3 below depicts the points associated with each occupancy level range. Next, it shows the times which your District, during the past two years reach each occupancy level range. *Due to Covid March-September utilize 2019 data only Table 3 District III — Timing of Event Scoring .2 Events held when Receive District III: Check box Your Table 3 Score average Score of: Dates for each next to your is: occupancy is: occu ancran e event dates > 0%° to 59% 5 September, October ❑ 5 60% to 69% 4 January, May, August, ❑ 4 ut November, December 70%° to 79% 3 June ❑ 3 > 80%° to 1 00% 2 1 July1 2 *February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini Season week will receive 0 points. c District III Two Year Average Occupancy Trends By Month N CD U 90% �- Q 70% ... ..__.....__. v v 0 50% i..............................m _, Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Seriesl' 68% 81% 86% I 76% 65% 79% 81% 65%....b 1 Enter your score from Table 3 (if more than one box was checked, Enter Score add all scores together and divide by the number of boxes checked 2 Mid-Week Days are Sunday — Thursday +2 • Add two (2) points if your event falls on at least 2 mid-week days or or • Add one (1) point if your event falls on only 1 mid-week day +1 3 District III Total Score Enter Score Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.921 23 E.6.ai DISTRICT IV APPLICANTS ONLY (Between Long Key Bridge and mile marker 90.939) When applying for funding, it is important to understand the number of lodging units available within the District as it is the maximum number of room nights which may be sold per day — review table 1 below. The number of lodging units provided in Table 1 is subject to fluctuation. Table 1: District IV: Islamorada Units Max daily room nights) Hotel/Motel/B&B/Guest House/Inn 1595 Vacation Rental 550 RV Park & Campground 109 Total 2254 Source: Florida Department of Business and Professional Regulation, TDC When evaluating funding allocations (return on investment), it is important to understand how the revenue was derived. Table 2 demonstrates, given its average lodging rates for the past two years, how many room nights this District had to sell to raise enough two-penny Table 2: District IV: Islamorada bed tax revenue for eave level of event funding. Funding Level Room Nights The chart is provided to give a clearer context to $10 000 2,060 the value of the bed tax dollar that funds each $15,000 3,090 y level. $20,000 4,120 The District Advisory Committee may use their $25 000 5 150 discretion when evaluating funding allocations. $30 000 6 190 >_ However, it is important to understand how the $40 000 8.250 income is derived. Check the box below that best describes the primary purpose of your event: ❑ To draw out-of-county visitors to the destination and put "Heads in Beds" ❑ To provide something to do for the visitor who is already here and enhance their experience while visiting the destination Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.922 24 E.6.ai DISTRICT IV EXHIBIT A CONTINUED.... EXHIBIT A-2 EVEN,,, nNERARY A Specifically outline the activities/events that will take place during your event. If your event encompasses several days, break out each day, including the venue. Only include activities that are directly related to the event for which you are seeking funding, and for which your organization is responsible for producing. Example: Day 1: Opening Party/Registration (include venue and time) Day 2: Food and Wine Tasting (venues and times) Da 3:Art Festival include venue/times and possible street closings) N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.923 25 E.6.ai DISTRICT IV EXHIBIT A CONTINUED... EXHIBIT A-3 NUMBER OF ROOM NIGHrS AN,,,i` cwA rED FOR EVEN Events are scored based on ability to attract out-of-Count visitors to the district in which funding is applied. For the event year in which this application refers, provide the room nights your event is anticipated to generate for this district only according to your selection in A-1. In other words, if you indicated your event's primary purpose is to "draw out-of-county visitors", how many room nights do you anticipate you will draw? If you indicated your event is "to enhance the experience for visitors already here", how many room nights will be influenced by visitors who attend your event? Next, indicate how you arrived at that figure. Room Nights 1. Formula to calculate room nights to this district: (*total room nights will calculate automatically upon pressing the tab key on your keyboard or answering the next question): 2 a. How many out of County Visitors to this district a. b. How many visitors to a room Note: avg. is 3 b. c. How many nights will visitors stay? C. d. Calculate: Room nights = (a/b) x c * Room Nights: Divide line a by line b. Then multiple by line c Method used to estimate out-of-county visitors entered above (a): Check all that apply. ❑ Capacity of venue(s) ❑ Ticket Sales from last event ❑ Survey of attendees from last event ❑ Registration from last event (Attach survey results) ❑ Social Media Analytics from last event N N ❑ Other, please specify Method used to estimate number of nights out-of-county visitors will stay (c): Check one. ❑ Bookings through TDC's zero commission booking engine ❑ 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 the actual number of out-of-county visitors and number of room nights will be determined for this event. Applicant shall be scored on the combination f Exhibits A-1 (Primary urFp f Event); A- (Event Itinerary); A- (Number, of RoomNights) 1 A-4 (Plea) ,,1 4 ,,1 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.924 26 E.6.ai DISTRICT IV CONTINUED... Check the grant level you are applying for. If your event does not score the minimum required score by a maiority of the sittinq 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 fundinq of the event. ❑ Destination Funding Level Request Only ❑ Level 1: $10,000 ❑ Level 2: $15 000 ❑ Level 3: $20 000 ❑ Level 4: $25,000 ❑ U- rurnkey Funding q Level Only ❑ Level 5: $20,000 ❑ Level 6: $30 000 ❑ Level 7: $40 000 N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.925 27 E.6.ai DISTRICT IV CONTINUED.... EXHIBIT B TWING OF EVEN"'r 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 Scorning. Points are assigned to each occupancy level range. Table 3 below depicts the points associated with each occupancy level range. Next, it shows the times which your District, during the past two years reach each occupancy level range. *Due to Covid March-September utilize 2019 data only Table 3 District IV—Timing of Event Scorin Events held when Receive District IV: Check box+ Your Table 3 Score � average Score of: Dates for each next to your is: occupancy is: occu anc ran a event dates > 0% to 59% 5 September, October ❑ 5 60% to 65% 4 January, August, ❑ 4 November, December 66% to 75% 3 May ❑ 3 76% to 100% 2 June, Jul ❑ 2 *February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini Season week will receive 0 points. c District IV Two Year Average Occupancy Trends By Month 100% ;-._________________________________________________________________________________________________________________________________________________________________________________________ N CD v CV c i fl. C 50% ............... p Jun Jul Auge Oct Nov Dec Jan Feb Mar I Apr May g p ..................... ..................... .....................� a� Seriesl' 60% 76% 75% 74% 68% 75% ' 78% 63% S7% I 58% 60% 60% .... . ....... .......... ......... ......... ......... ...... ..... ............................................................. 1 Enter your score from Table 3 (if more than one box was checked, Enter Score add all scores together and divide by the number of boxes checked 2 Mid-Week Days are Sunday — Thursday +2 • Add two (2) points if your event falls on at least 2 mid-week days or or • Add one (1) point if your event falls on only 1 mid-week day +1 3 District IV Total Score Enter Score Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.926 28 E.6.ai ti When applying for funding, it is important to understand the number of lodging units available within the District as it is the maximum number of room nights which may be sold per day — review table 1 below. The number of lodging units provided in Table 1 is subject to fluctuation. Table 1- F U Source: Florida Department of Business and Professional Regulation, TDC When evaluating funding allocations (return on investment), it is important to understand how the revenue was derived. Table 2 demonstrates, given its average lodging rates for > LU the past two years, how many room nights this Table 2: District had to sell to raise enough two-penny bed tax revenue for eave level of event funding. Funding Level Room Nights The chart is provided to give a clearer context to i ill : the value of the bed tax dollar that funds each level. F The District Advisory Committee may use their discretion when evaluating funding allocations. = -- However, it is important to understand how the - income is derived. a Check the box below that best describes the primary purpose of your event: ❑ To draw out-of-county visitors to the destination and put "Heads in Beds" ❑ To provide something to do for the visitor who is already here and enhance their experience while visiting the destination Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.927 29 E.6.ai t Specifically outline the activities/events that will take place during your event. If your event encompasses several days, break out each day, including the venue. Only include activities that are directly related to the event for which you are seeking funding, and for which your organization is responsible for producing. Example- Day 1- Opening Party/Registration (include venue and time) Day 2- Food and Wine Tasting (venues and times) Da 3:Art Festival include venue/times and possible street closings) N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.928 30 E.6.ai Events are scored based on ability to attract out-of-Count visitors to the district in which funding is applied. For the event year in which this application refers, provide the room nights your event is anticipated to generate for this district only according to your selection in A-1. In other words, if you indicated your event's primary purpose is to "draw out-of-county visitors", how many room nights do you anticipate you will draw? If you indicated your event is "to enhance the experience for visitors already here", how many room nights will be influenced by visitors who attend your event? Next, indicate how you arrived at that figure. Room Nights 1. Formula to calculate room nights to this district- (*total room nights will calculate automatically upon pressing the tab key on your keyboard or answering the next question): 2 a. How many out of County Visitors to this district a. b. How many visitors to a room Note: avg. is 3 b. c. How many nights will visitors stay? C. d. Calculate- Room nights = (a/b) x c * Room Nights- Divide line a by line b. Then multiple by line c Method used to estimate out-of-county visitors entered above (a): Check all that apply. ❑ Capacity of venue(s) ❑ Ticket Sales from last event ❑ Survey of attendees from last event ❑ Registration from last event (Attach survey results) ❑ Social Media Analytics from last event N N ❑ Other, please specify Method used to estimate number of nights out-of-county visitors will stay (c): Check one. ❑ Bookings through TDC's zero commission booking engine ❑ 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 the actual number of out-of-county visitors and number of room nights will be determined for this event. Applicant shall be scored on the combination f Exhibits A-1 (Primary urFp f Event); A- (Event Itinerary); A- (Number, of RoomNights) 1 A-4 (Plea) ,,1 4 ,,1 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.929 31 E.6.ai } t Check the grant level you are applyinq for. If your event does not score the minimum required score by a maiority 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 funding of the event. ❑ Destination Funding Level Request Only ❑ Level 1- $10,000 ❑ Level 2- $15,000 ❑ Level 3: $20,000 ❑ Level 4- $25,000 ❑ Level 5- $30,000 ❑ Level 6- $35,000 ❑ Level 7- $40,000 ❑ U- rurnkey Funding q Level Only ❑ Level 8- $10,000 ❑ Level 9: $20 000 ❑ Level 10: $30 000 ❑ Level 11- $40,000 N CD Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.930 32 E.6.ai 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 Scorning. Points are assigned to each occupancy level range. Table 3 below depicts the points associated with each occupancy level range. Next, it shows the times which your District, during the past two years reach each occupancy level range. *Due to Covid March-September utilize 2019 data only Table 3 t a U L K- Events held when Receive District IV: Check box Your Table 3 Score � average Score of: Dates for each next to your is: occupancy is occu anc ran e event dates > LU ---- ___--_} ___ r r=-� 111 1mi I M1 t- _ LU *February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini Season week will receive 0 points. c District V Two Year Average Occupancy Trends By Month y N N 90% N 3 70% o50% ,u Jan Feb Mar Apr May Jun Jul Aug Sep I Oct I Nov Dec --- i........ ........ .l i Seriesl 73% I 82% ....83°/ 75°/ ....5 71% 74% 77% 60% 53% 63% 67% 63% 1 Enter your score from Table 3 (if more than one box was checked, Enter Score add all scores together and divide by the number of boxes checked 2 Mid-Week Days are Sunday — Thursday +2 • Add two (2) points if your event falls on at least 2 mid-week days or or • Add one (1) point if your event falls on only 1 mid-week day +1 3 District V Total Score Enter Score Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.931 33 E.6.ai EXHIBIT C SOUNDNESS OF MARKING PLAN AND FINANCIAL COMMITMENT i LLC T THE MARKETING OF THE 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 that what is provided, please attach as Exhibit C. Highest points will be awarded for soundness of plan and the strength of your organization's funding contribution. N N N Continue on next page if needed... Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.932 34 E.6.ai EXHIBIT C SOUNDNESS E OF MARKING PLAN AND FINANCIAL COMMITMENT E1 PPLIC 1 T THE MARKETING OF THE EVENT N What is the total amount of your Marketing Plan: $ How much is the applicant contributing to the marketing of �- this event in "Hard Dollars"? Please do not include funds requested from TDC or other grants —funds listed on this line should only include what the applicant organization itself if providing towards the marketing of the event. $ °'1 2 3 4 5 6 7 8 9 ,,1 If you are a re-occurring event, attach as Exhibit C-1 your operational budget detailing the income/expenses for your last event including community hard dollar support contributions. Or, If you are a new event, attach as Exhibit C-2 your projected operating budget detailing your projected income/expenses for the proposed new event including community hard dollar contributions. Sample Budgets can be found at: htt, s://www.monroecountt- fl. ov/ ocumentCenter/i/iew/ /S m le®destination- nd®Turn e ud ets? idld= Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.933 35 E.6.ai EXHIBIT D ACTION PLAN Submit a detailed action plan including appropriate permit(s) for the event if applicable, and how parking/security and road closures will be handled during your event. The plan should include the following information: 1. Describe how your event plan will handle road closures. If applicable, enclose a copy of the approval by the appropriate county/municipal entity. 2. Describe how your event plan will accommodate parking and trans ortation- 3. Describe how your event plan will handle securit 4. Event Sustainability Our visitors come to enjoy events, but in the process, a tremendous amount of waste is generated, much of it recyclable. The single most effective tool in reducing waste at special events is planning ahead. On the next page (page 37), complete a narrative on how you plan to reduce waste during your event by doing the following: a. Encourage recycling message within programs and brochures to recycle during the event and also at home. b. Encourage "Green" advertising (broadcast and digital) c. Encourage vendors to use biodegradable and compostable products (utensils; plates and cups; paper or canvas bags) d. Encourage the use of clearly identified recycling containers e. Discourage use of single use plastic bags and other products 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 u b rs: i tyf �� r t1� : 205, - islamora, da Village of island 205, 853-3433 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.934 36 E.6.ai EXHIBIT D CONTINUED... ACTION PLAN N CD 1234 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.935 37 E.6.ai NONuCOLLUSION AFFIDAVIT AND VERIFICATION Pflnt cuff ,page 33 - 41, root dz , and McWde as ,part of appficaflon I, , of the City of according to 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 contract for the purpose of restricting competition, as to any matter relating to such prices with any other applicant or with any competitor; 3) Unless otherwise required by law, the prices which have been quoted in this application 0. 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 LU knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. E (Signature) Date: STATE OF: cv cv COUNTY OF: Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online notarization, on (date) by (name E of affiant). He/She is personally known to me or has produced (type of identification) as identification. NOTARY PUBLIC Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.936 38 E.6.ai DRUG FREE WORKPLACE FORM The undersigned applicant in accordance with Section 287.087 Florida Statutes hereby certifies that: (Name of Business) 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business' 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. Give each employee engaged in providing the commodities or contractual services that are under 2 bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, 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. Impose 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 LU so convicted. a 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. 0 As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. N N N (Signature) >_ Date: STATE OF: COUNTY OF: Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online notarization, on (date) by (name of affiant). He/She is personally known to me or has produced (type of identification) as identification. NOTARY PUBLIC Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.937 39 E.6.ai Ethics Statement SWORN STATEMENT UNDER ORDINANCE NO. 010-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE (Company) "...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this provision .2 the County may, in its discretion, terminate this Agreement without liability and may also, in its discretion, 2 deduct from the Agreement or purchase price, or otherwise recover, the full amount of any fee, 0. commission, percentage, gift, or consideration paid to the former County officer or employee." (Signature) Date: a LU STATE OF: COUNTY OF: 0 Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online notarization, on (date) by (name of affiant). He/She is personally known to me or has produced (type of identification) as identification. cv cv NOTARY PUBLIC E My Commission Expires: Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.938 40 E.6.ai Public Crime Entitv Statement PUBLIC ENTITY CRIME STATEMENT "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 CONTRACTOR 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." I have read the above and state that neither (Respondent's name) nor any Affiliate has been placed on the convicted vendor list within the last 36 months. > (Signature) LU Date: 0 STATE OF: COUNTY OF: cv cv Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online notarization, on (date) by (name of affiant). He/She is personally known to me or has produced (type of identification) as identification. NOTARY PUBLIC My Commission Expires: Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.939 41 E.6.ai Print cuff this gage; complete d include s part of application krn• - Request for Taxpayer Give Form t D the Ik n,,N cm emba rZnV;I [dentffi,cation Number r and Certification requester.Dry inert 'I Inn Iraasurr Send to the IRS- lnsaxr�Y-��ti• �"' ram mm 11�G,b tG .:'r&Wjv,?FurM i'vair iia-II�!#Ha3d ar➢M�:Fm9�rltiuri;:. 1.. 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Can.No..10':j 3lx -r-sm•P Ar".°'9 s*'Vd.°1,,'E•;di e'!. Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.940 42 E.6.ai INSURANCECHECK LIST Q FOR TURNKEY r-UNDII ) INSURANCE CHECKLIST FOR VENDORS SUBMITTING PROPOSALS OR BIDS FOR WORK To assist in the development of your proposal,the insurance coverages marked with an "X"will be required in the event an award is made to your firm. Please review this form with your insurance agent and have him/her sign it in the place provided. It is also required that the bidder sign requisite form reflecting coverage and submit it with the proposal. WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY o Workers' Statutory Limits Compensation Bodily Injury by Accident/Bodily Injury by Disease, Policy Limits/Bodily Injury by Disease each employee > WC1 Employers Liability $100,000/$500,OOO/$100,000 W WC2 Employers Liability $500,000/$500,OOO/$500,000 WC3 Employers Liability $1,000,000/$1,000,000/ 1,000,000 US Longshoremen & WCUSLH Harbor Workers Act $1,000,000 0 WCJA Federal Jones Act $1,000,000 cv cv CD cv Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.941 43 E.6.ai GENERAL LIABILITY As a minimum, the required general liability coverages will include: • Premise Operation • Products and Completed Operations • Blanket Contractual • Personal Injury Required Limits: GL1 $300,000Combined Single Limit GL2 $500,000Combined Single Limit GI-3 X $1,000,000 Combined Single Limit > GI-4 $2,000,000 Combined Single Limit GI-5 $3,000,000 Combined Single Limit GI-6 $4,000,000 Combined Single Limit GI-7 $5,000,000 Combined Single Limit 0 Required Endorsements: GLLIQ Liquor Liability CD GLS Security Services U- All endorsements are required to have the same limits as the basic policy. m Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.942 44 E.6.ai BUSINESS AUTOMOBILE LIABILITY As a minimum, coverage should extend to liability for: o Owned; Non-Owned and Hired Vehicles Required Limits: $50,000 per Person:$100,000 per Occurrence $25,000 Property Damage Or $100,000 Combined Single Limit (The use of VLI should be limited to special projects that involve other governmental entities or "Not for Profit"organizations. Risk Management VL1 must approve the use of this form). 0 $200,000 per Person; $300,000 per Occurrence $200,000 Property Damage — or VL2 $300,000 Combined Single Limit $500,000 per Person; $1,000,000 per Occurrence W $100,000 Property Damage or VL3 $1,000,000 Combined Single Limit VL4 $5,000,000 Combined Single Limit Miscellaneous Coverages Limits equal to the Full Replacement Value of the completed BR1 Builders Risk project. CLI Cyber Liability $1,000,000 cv Limits equal to the maximum value of any one MVC Motor Truck Cargo shipment PRO Professional Liability $300,000 per Occurrence;$500,000 Agg. PR02 $500,000 per Occurrence/$1,000,000 Agg. PR03 $1,000,000 per Occurrence$2,000,000 Agg. POL1 Pollution Liability $ 500,000 per Occurrence;$(,000,000 Agg. POL2 $1,000,000 per Occurrencej$2,000,000 Agg. POL3 $3,000,000 per Occurrence;'$6,000,000Agg. POL4 $5,000,000 per Occurrencej$10,000,000 Agg. EDt Employee Dishonesty $ 10,000 ED2 $100,000 Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.943 45 E.6.ai GK1 Garage Keepers $300,000 ($ 25,000 per Vehicle) GK2 $ 500,000 ($100,000 per Vehicle) GK3 $1,000,000 ($250,000 per Vehicle) MED1 Medial Professional $300,000/$750,000 Agg. MED2 $500,000/$1,000,000 Agg. MED3 $1,000,000/$3,000,000 Agg. MED4 $5,000,000/$10,000,000 Agg. IF Installation Floater Maximus value of Equipment Installed VLP1 Hazardous Cargo Transporter $300,000 (Requires MCS-90) VLP2 $500,000 (Requires MCS-90) 2 VLP3 $1,000,000 (Requires MCS-90) Maximum Value of County Property that will be BILL Bailee Liab. in the Bailee's possession HKL1 Hanger Keepers Liability $300,000 W H KL2 $500,000 H KL3 $1,000,000 H KL4 $5,000,000 > AIR1 Aircraft Liability $1,000,000 AI R2 $5,000,000 AlR3 $50,000,000 AEO1 Architects Errors &Omissions $250,000 per Occurrence.'$500,000 Agg AE02 $500,000 per Occurrence/$1,000,000 Agg AE03 $1,000,000 per Occurrence/$3,000,000 Agg. cv cv AE04 $300,000,000 per Occurrence/$5,000,000 Agg. ARP All Risk Property Full Replacement Value of Structure EOJ Engineers Errors &Omissions $250,000 per Occurrence '$500,000 Agg. E02 $500,000 per Occurrence'$1,000,000 Agg. E03 $ 1,000,000 per Occurrence'$2,000,000 Agg. E04 $ 5,000,000 per Occurrence$10,000,000 Agg. WL1 Water Craft Liability $500,000 per Occurrence WI-2 $1,000,000 per Occurrence INSURANCE AGENT'S STATEMENT I have reviewed the above requirements with the bidder named below. The following deductibles apply to the corresponding policy. Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.944 46 E.6.ai Policy Deductibles Liability policies are ❑ occurrence ❑Claims Made Insurance Agency Signature 0 BIDDERS STATEMENT I understand the insurance that will be mandatory if awarded the contract and will comply in full with all the requirements. Bidder's Name and Title Signature Company Name: N N N Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.945 47 E.6.ai APPLICATION CHECK UST faubrrflt vAthlication I have completed the following items: ❑ Each section of the application has been completed ❑ Application has reviewed the sample Contracts below: • Destination Event: https://www.monroecount ®fl. ov/DocumentCenter/View/13418/Sam le® Destination®Event®Agreement • Turnkey Event: https://www.monroecount ®fl. ov/DocumentCenter/View/16220/Sam le- Turnke ®A reement ❑ Applicant has reviewed the sample Reimbursement Packets below: • Destination Event: ps://www.monroecounty®fl.gov/DocumentCenter/View/10895/Samgle- Destination®Event-Reimbursement®Packet • Turnkey Event: https://www.monroecount ®fl. ov/DocumentCenter/View/10896/Sam le® Turnkey®Event-Reimbursement®Packet ❑ Applicant has reviewed the scoring sheet: httpL//www.monroecounty- fl.gov/DocumentCenter/View/7072/Destination®and®Turnkey®Samgle®Score®Sheet that is utilized by the District Advisory Committees and understands that the application must score 17 points or > above by the majority of the sitting members in order to qualify for funding. ~� ❑ Applicant has attached a copy of survey results (Applicable only if 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's budget and income/expense report for the last event. Re- occurring events should submit Exhibit C-1 and new events should submit Exhibit C-2 (page 35) ❑ Applicant has completed and signed the Non-Collusion Affidavit and Verification form included within the application (page 38) ❑ Applicant has completed and signed the Drug Free Workplace form included within the application (page 39) ❑ Applicant has completed and signed the Ethics Form included within the application (page 40) ❑ Applicant has completed and signed Public Crime Entity Statement within the application (page 41) ❑ Applicant has printed and completed the W- 9 form included within the application (page 42) ❑ (if applicable) This event requires an Agreement with a municipality and will have a valid Agreement at the time the event takes place (see page 4) ❑ (if applicable) This event requires a permit from a municipality and has attached a letter of intent to issue the permit from the municipality as Exhibit D (see page 4) ❑ (for Turnkey funding requests only) Applicant has printed and completed the Insurance Check List (pages 43-47) Print off this page, sign below and include as part of your application Signed by: Print Name: Monroe County Tourist Development Council— Destination and Turnkey Event Funding for FY 2022 packet Pg.946 48