FY2022 10/20/2021 CKevin Madok, CPA
Clerk of the Circuit Court& Comptroller— Monroe County, Florida
DATE: November 29, 2021
TO: Arumie Machan, Adtuiiiistrative Assistant
Tourist Development Cotuicil
FROM: Pamela G. Hancock, D.C.
SUBJECT: October 20'BOCC Meeting
Attached are electronic copies of the following items for _your handling:
F1 Cultural Umbrella Event Agreements for Fiscal Year 2022,totaling$354,712.00,as
follows:
Organization Event Date Amount
Community Arts and Culture, 24th Afro Roots Fest April-May 2022 $10,817.00
Inc.
Christopher Peterson's Christopher Peterson's October 2021- $11,271.00
EYECONS EYECONS September 2022
Comedy Key West,LLC Comedy Key West October 2021- $11,430.00
September 2022
St. Columbas Episcopal Florida Keys Celtic Festival January-August $22,750.00
Church 2022
Fringe Theater of Key West, Fringe Tlieater Key West November 2021- $11,027.00
Inc. July 2022
The Florida Keys History of History of Dixqug Museuun January-September $12,028.00
Diving Musetun, Inc. 2022
I Love Stock Island, Inc. I Love Stock Island Festival June 2022 $21,875.00
Islamorada Community Islamorada Community November 2021- $13,170.00
Entertainment, Inc. Entertainment April 2022
Key West Art Center, Inc. Key West Art Center January-March $10,625.00
2022
Key West Burlesque Key West Burlesque October 2021- $11,390.00
October 2022
Key West Garden Club, Inc. Key West Garden Club November 2021- $10,646.00
April 2022
The Key West--Harry S. Key West Harry S.Truman January 2022- $11,492.00
Truman Foundation, Inc. Foundation Presents October 2022
Key West Business Guild, Inc. Key West Headdress Ball October 2021 $4,052.00
Key West Impromptu Classical Key West Impromptu January-March $10,377.00
Concerts, Inc. Classical Concerts 2022
Key West Literary Seminar, Key West Literary Seminar- January 2022 $10,811.00
Inc.
Key West Botanical Garden Key West Tropical Forest R September 2021- $11,058.00
Society, Inc. Botanical Gardens November 2022
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 305-289-6027 305-852-7145 305-852-7145
Organization Event Date Amount
Classical Guitar Productions Keys Guitar Concerts October 2021- $8,008.00
September 2022
Key West Alt mud Historical KWAHS Cultural Heritage October 2021- $11,399.00
Society, Inc. Series September 2022
Lower Keys Chamber of Lower Keys Chamber of November 2022 $7,500.00
Commerce, Inc. Commerce Island Art Festival
The Marathon Communnity Marathon Community October 2021- $24,083.00
Theatre, Inc. Theatre September 2022
Monroe Association for Master Chefs Classic January 2022 $6,571.00
Retarded Citizens, Inc.
The Mel Fisher Maritime Mel Fisher Maritime Museum October 2021- $11,399.00
Heritage Society, Inc. September 2022
Morada Way Arts R Cultural Morada Way Arts R Cultural October 2021- $11,259.00
District, Inc. District Art Walk September 2022
Florida Keys Commtmity Pops in the Park November 2021- $12,396.00
Concert Baird, Inc. April 2022
Jtunping Joe Productions, Inc. Randy Roberts LIVE! October 2021- $11,027.00
September 2022
Red Barn Actors' Studio, Inc. Red Barn Theatre November 2021- $11,368.00
May 2022
South Florida Symphony South Florida Symphony November 2021- $11,244.00
Orchestra, Inc. Orchestra March 2022
Perfoumiung Arts Centers of Tennessee Williams Theatre November 2021- $11,120.00
Key West, Inc. May 2022
The Studios of Key West, Inc. The Studios of Key West January Jtuie 2022 $11,337.00
Key West Players, Inc. Waterfront Playhouse 2021- October 2021- $11,182.00
2022 Season August 2022
F2 Fishing Umbrella Event AgTeements for Fiscal Year 2022, totaling$345,300.00, as follows:
Organization Event Date Amount
Herman Lucerne Memorial Herman Lucerne Memorial April 2022 $3,000.00
Foundation, Inc. Tarpon Cup
Kellie Trotta Islamorada All Tackle October 2021 $5,000.00
Bonefish and Permit
Championship
Islamorada Charterboat Islamorada Sailfish December 2021 $20,000.00
Association, Inc. Tournament
Key West Fishing Key West Fishing December 2021 - $50,000.00
Tournament, Inc. Tournament September 2022
Meat Mayhem, Inc. Key West Kingfush Mayhem January 2022 $45,000.00
Key West Marlin Tou rnainent, Key West Marline July 2022 $55,000.00
Inc. Tournament
Metromedia Marketing, Inc. LLGF Fishing Fever AKA October 2021 $4,700.00
Ladies, Let's Go Fishing Fever
Organization Event Date Amount
Metromedia Marketing, Inc. LLGF Screaruin' Reels AKA June 2022 $5,000.00
Ladies, Let's Go Fishing
Screaruiii Reels
Lower Keys Chamber of 29th Annual Lower Keys June 2022 $20,000.00
Commerce, Inc. Chamber of Commerce
Dolphin Tournament
Marathon Offshore Bull R Marathon Offshore Bull R May 2022 $58,000.00
Cow Dolphin Tournament, Cow Dolphiu Tournament
Inc.
Nick Sheahan Scholarship Nick Sheahan Dolphn7 Rodeo May 2022 $18,500.00
Fund, Inc.
Skipper's Dolphin LLC Skipper's Dolphin June 2022 $20,000.00
Tournament
Key West and Lower Keys Sugarloaf Showdo«n November 2021 $7,000.00
Fishing Guides Association,
Inc.
Rotary Club of Key Largo Take Stock in Children Back September 2022 $17,000.00
Charitable Events, Inc. Country Challenge
Southernmost Post No. 3911 VFW Fishing Tournament June 2022 $10,100.00
Veterans of Foreign Wars of
the United States, Inc.
Should_you have any questions please feel free to contact me at(305) 292-3550.
cc: Cotuitv Attorney
Finance
File
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 Key West Botanical Garden Society, Inc. (Event
Contractor) on this 20th day of October ., 2021.
WHEREAS, Florida Keys Council of the Arts, the Umbrella organization under contract with 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, which has
as one of its main purposes the attraction of tourists, by Event Contractor; and
WHEREAS, the Umbrella organization recommends allocation of funds for the Key West
Tropical Forest & Botanical Gardens (Event) on September 2021 - November 2022.
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 $11,058 (Eleven Thousand and Fifty
Eight Dollars — TDC District I funding Allocation) effective October 1, 2021 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$2,919 shall be expended on advertising media placement
and production costs line item attributable to in-county placement. All promotion and related
expenditures MUST be spent prior to September 30, 2022. 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 supporting documentation, in accordance with generally
accepted accounting principles, acceptable to the County Clerk. 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 supporting documentation
as required by the County Clerk's rules and policies no later than November 29, 2022 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 November 29,2022 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 by the TDC administrative office. To be
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
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 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 Agreemen : This agreement expires on November 29, 2022 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 by the
TDC administrative office, 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 3406 North Roosevelt Boulevard Corporation d/b/a 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. The Event Contractors warrant that, in respect to
itself, it has neither employed nor retained any company or person, other than a bona fide employee
working solely for it, to solicit or secure this agreement and that it has not paid or agreed to pay any
person, company, corporation, individual, or firm, other than a bona fide employee working solely for it,
any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the
award or making of this agreement. For the breach or violation of the provision, the Event Contractor
agrees that the County shall have the right to terminate this agreement without liability and, at its
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
2
discretion, to offset from monies owed, or otherwise recover, the full amount of such fee, commission,
percentage, gift, or consideration.
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 16th Judicial Circuit for Monroe County; venue shall be in Monroe
County, Florida.
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 LawNenue: 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 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: This agreement shall terminate on November 29, 2022.
Termination prior thereto shall occur whenever funds cannot be obtained or cannot be continued at a
level sufficient to allow for the continuation of this agreement pursuant to the terms herein. In the event
that funds cannot be continued at a level sufficient to allow the continuation of this agreement pursuant
to the terms specified herein, this agreement may then be terminated immediately by the TDC
administrative office providing written notice of termination delivered in person or by mail to Event
Contractor. The Grantor may terminate this agreement without cause upon giving written notice of
termination to Event Contractor. The Grantor shall not be obligated to pay for any services or goods
provided by Event Contractor after Event Contractor has received written notice of termination.
County may terminate this agreement without cause by providing written notice via the TDC
administrative office 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
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
3
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" logottrademark (as per attached logo sample — Exhibit 13). This logo/trademark was adopted
by the TDC and County in April, 2010.
In-County Log
o: 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 Danielle Salm;§n-Villasuso 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,
postcards, pamphlets, programs, posters and digital advertising on websites, website links, pre-roll
video, social media promoted posts, 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 Danielle Saimin-Villasuso 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 written 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.
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
4
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 reimburse, pay or 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.
26. Compliance with Laws - Nondiscrimination: County and Event Contractor agree that
there will be no discrimination against any person, and it is expressly understood that upon a
determination by a court of competent jurisdiction that discrimination has occurred, this Agreement
automatically terminates without any further action on the part of any party, effective the date of the
court order. County or Event Contractor agree to comply with all Federal and Florida statutes, and all
local ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1)
Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of race,
color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC ss.
1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the
Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of
handicaps; 4) The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107)which prohibits
discrimination on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL 92-255),
as amended, relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol
Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended,
relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service
Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality
of alcohol and drug abuse patient records; 8) Title Vill of the Civil Rights Act of 1968 (42 USC s. et
seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The
Americans with Disabilities Act of 1990 (42 USC s. 12101 Note), as maybe amended from time to time,
relating to nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14, Article 11,
which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual
orientation, gender identity or expression, familial status or age; 11) any other nondiscrimination
provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of,
this Agreement.
27. Security Protection: The Event Contractor agrees to provide adequate security for the
event. No TDC funds will be used for this purpose.
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
5
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 (if a corporation), 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 or
other appropriate authority.
29. Miscellaneous: As used herein, the terms "contract" and "agreement" shall be read
interchangeably.
30. Attestations: Event Contractor agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug-Free
Workplace Statement,
31. 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.
32. 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 Event Contractor: Misha McRae
Key West Botanical Garden Society, Inc.
5210 College Road
Key West, FL 33040
For Grantor: Maxine Pacini
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
And
Christine Limbert-Barrows, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
33. Force..Majeure: 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 or County, the Event
Contractor must furnish evidence of the causes of such delay or failure. County shall not pay for any
Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
6
services or activities, promotional or otherwise, connected with an event produced after the date(s)
described in paragraph 1.
34. n#ire °-rim : The parties agree that the agreement above constitutes the entire
a re + - t 4en the County and Event Contractor.
4
hi ,ik V
ll
1 f')F the parties hereto have executed this agreement the day and year first above
ra,-="` ''yr° Board of County Commissioners
Madok, Clerk of Monroe Cod.
r4
k z
As Deputy (,lerk Mayor/Chairman
MONROE COUNTY ATTORNEY
�� PPPA9V.t�AS TO FORA:
�,f9.s.. nd SS VI,E 1-- _7s¢7'Tli]
CHRIMNE LIMBERT•BARRO W S
ASSISTANT COUNTY ATTORNEY
GATE!,-jJjBL2
West Botanical'04(den Society, Inc.
By,
President
f
d n i h e- President
, v ..._..
Print Name
Date:
AND TWO WITNESSES
(2) )1V
Print Name: Misha MoRAE-lEx. Dir Print Name: Nlealla L -EDU Mqr
Date.
... , fit :
Event Name: Key West Tropical Forest&Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract I : 2691
7
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, social media promoted posts, and email blasts. Digital advertising links may go
to the event website. The TDC Logo must be placed on all print, TV, websites, social media promoted
posts, 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 BOCCITDC 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: In-house production of any permissible expenditure will not be considered for
reimbursement.
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: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#: 2691
8
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-Count► 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 Danielle Salman-Villasuso or John Underwood with Tinsley
Advertising at 305-856-6060.
The
FloriddKeys
Key est
COMC dS YOU
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, social media
promoted posts, 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 Danielle Salm6n-Villasuso or John Underwood at Tinsley
Advertising at 305-856-6060.
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Event Name: Key West Tropical Forest & Botanical Gardens
Cultural Umbrella Funding FY 2022
Contract ID#., 2691
9
EXHIBIT
K8ONROE COUNTY TOURIST DEVELOPMENT
COUNCIL CULTURAL UMBRELLA
FISCAL YEAR 2O22
October 1. 2O21 September 3O. 2O22
SCHEDULE OF ACTIVITIES
EVENT NAME: Key West Tropical Forest&Botanical Garden
List scheduled EVENT activities in Monroe County in date order *
Scarecrow in the Tropical Forrest Sept I Oct I Nov 2022 91
Screaming Green Halloween October 2021
GardenFest Key West & Green Market March 2022 2
Migration Mania & Great Easter Egg
Hunt
Art in the Garden April - July 2022 90
Lower Keys Birding& Wildlife Migration September 2022 1
Pre- Promotion:OCT/NOV 2021 xxxxx
Scarecrows in the Tropical Forest Fall Sept I Oct I Nov 2021
xxxxx
TOTAL DAYS: |93
TOTAL DAYS CANNOT EXCEED 365.
~Multiple activities within a calendar day(24 hour period)equals only 1 (one)day.
*If part of your funding request for this fiscal year is to promote event activities taking place in the next fiscal year
(pre-promotion),then the following rules will apply:
1 Pre-promotion is only allowed for an event taking place during the months of October and
November. If your event takes place after that,you must apply for funding in the next fiscal year.
2. All pre-promotion funding be spent prior to September 5Omof the fiscal year you are funded
in (Forexample: |fpe+pmmotionisforallovember7mevemt. youmustp|acethatadandspemdthe
money prior to September 50'h_)
Monroe County Tourist Development Council Cultural Umbrella Application Fv2022 Pageo
EXHIBIT D
CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2022
APPLICANI' llS ADVISED PRIOR TO COMPLETING THIS BUDGE .... REFER TO rHE FUNDING APPLICATION
SHOWING THE, ALLOWABLE MARKETING EXPENSES THAT WIR-L BE CONSIDERED FOR REIMBURSEMENT
THERE WILL BE NO AMENDMENTS 1*0 T'L`IIS BUDGET(EXHIBIT D) AFTER BOCC APPROVAL OF AGREEM T
.......Key
West Tropical Forest & Botanical Gardens
EVENT NAME
*MEDIA PLACEMENT & PRODUCTION COST: $9,731
_..�Only 30% of this line item may be spent on in-county advertising)
PROMOTIONAL SIGNS: $442
PROMOTIONAL ITEMS:
DIRECT MAIL PROMOTIONS:
PROGRAMS/PLAY BILLS:
PUBLIC RELATIONS:
"GENERAL NON-ALLOCATED: $885
(Funds applied to Media Placement& Production Cost may only
be applied to out-of-counly advertising)
TOTAL $11,058
*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 (see Exhibit A of Application).
"The General Non-Allocated line item should not exceed 15% 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.