Item E2 E.2
County f � .�� ��� BOARD OF COUNTY COMMISSIONERS
Mayor David Rice,District 4
Mayor Pro Tem Craig Cates,District 1
The Florida Keys '
Y ��' Michelle Coldiron,District 2
Vacant,District 3
--' Holly Merrill Raschein,District 5
County Commission Meeting
February 16, 2022
Agenda Item Number: E.2
Agenda Item Summary #10172
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 2023
Destination and Turnkey Event Funding.
ITEM BACKGROUND: A copy of the application and a list of revisions are attached.
Pending TDC approval at their meeting of February 8, 2022
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FY 2023 TDC Event Application
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
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E.2
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 02/01/2022 9:39 AM
Christine Limbert Completed 02/01/2022 11:48 AM
Liz Yongue Completed 02/01/2022 1:35 PM
Board of County Commissioners Pending 02/16/2022 9:00 AM
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SCHEDULE
DESTINATION/TURNKEY EVENT
F. r 2023
TDC APPROVAL TO ADVERTISE: February 8, 2022
BOCC APPROVAL TO ADVERTISE: February 16, 2022
NOTICES SENT TO INTERESTED PERSONS March 1, 2022
ADVERTISE RFP: April 1, 2022
DAC WORKSHOPS: April 121h and 131h 2022 �
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68 DAYS
DEADLINE- Jena 7. 2022
DAC DEADLINE: July 22, 2022
DAC APPROVAL: August 2n1 and 3"', 2022 C44
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TDC APPROVAL: September 20, 2022
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BOCC APPROVAL AFTER OCTOBER 2022
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Revisions to FY 2023 Destination/Turnkey Event Funding Application:
• Updated dates throughout the application
• Page 5 — added information on how applicants can confirm receipt of their
application with Purchasing Department
• Page 9-33 — updated tables 1,2,3, and occupancy tables
• Page 12-27 — Requested supporting documentation (as Exhibit A-3a and A-
3b) for all methods used to determine room nights and length of stay
(previously documentation was only requested for survey results)
• Each DAC was provided the opportunity to review and revise their event
funding levels:
o DAC I added New Event Funding Level of $17,000; added Destination >
Event Funding Level of $75,000; and added Turnkey Event Funding
level of $150,000
o DAC's II, III, Wand V did not make any changes for FY 2023
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E.2.aDESTINATION/TURNKEY EVENT
FUNDING
REQUEST FOR U C T� III.Il,_ FOR
IDESTM T T U KE EVENTS
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 f ll v ed or, it will not be accepted.
APPLICATON DEADLINE: Tuesday June 7, 2022
All applications should be received 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
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-
no
j IDCcrr�or�roecour�ty- i,cov, later than 5:00 P.M. on June 7,2022. Your subject line on both emails must
read as follows:
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FY 2023 Destination/Turnkey Event Applications
Files that do not contain this subject line WILL BE REJECTED. Please note that the maximum file
size that will be accepted by email is 25MB. Please plan accordingly to ensure that your bid is
not rejected due to the file size. Should your bid documents exceed 25MB or otherwise be
rejected or undeliverable to M - ID r onroecouu ter-fU. ov, in advance of the bid opening,
please email: onnb-3urchasun Bnnonroecounty-fl.qov 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 >
E confirm your bid submission delivery will result in your bid being rejected.
The bid opening for this solicitation will be held virtually, via the internet, at 9:00 a.m., on
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Join Zoom Meeting
occ.zoo .us/j/ 156
Meeting ID: 4509326156
Additional ways to access this Zoom meeting can be found in the legal noticed posted on
Demandstar.com
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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 ArnmiI ®I�et�s.com
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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 2
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. �-
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DESTINATION EVENTS
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
purposes only (advertising; promotions; public relations, etc.)
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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
( nielle�sley.com) or John Underwood at 305-856-6060. For our
Public Relations Agency of Record: NewmanPR contact Carol Shaughnessy
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(Crol I�ewmnr.com) at 305-797-0579 or Andy Newman at 305-
461-3300. For our Internet Agency of Record: (Two Oceans Digital) contact Clint Barras
(Clint Twoocensdigitl.com) or Shirley Wilson (Shirley Twoocensdigitl.com) at 305-292-
1880.
TURNKEY EVENT
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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.
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.
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The DAC when considering funding of a Turnkey event may also specify within the scope of
services of the contract, specific marketing components that the DAC feels important to the
success of the event.
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If a Turnkey event is delayed or cancelled for any reason, no payment shall be forthcoming,
even if the event contractor has out-of-pocket expenses leading up to the actual event. The TDC, --
therefore, strongly recommends that the event contractor purchase insurance that covers the
cancellation or delay of an event due to "force majeure" or unforeseen circumstances.
Please note that the DAC may deny funding of an event applying as Turnkey and consider
funding the application as a Destination event.
APPLICANT RESPONSIBILITIES
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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.org 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.
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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 49. 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.
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hmporfamf information
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Please consult with the TDC Administrative Office prior to starting the application process if you
are uncertain about whether your event would be considered.
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 ca
reviewed and approved by the County Attorney's office. Such action may lead to withdrawal of
the application from consideration.
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The application shall be considered complete upon receipt and should stand alone with no other U_
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. E
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.
All Information furnished or disclosed as part of the application process is considered public
record by the laws of the State of Florida.
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AiDWIcation Submission
Applications must be submitted by the deadline date and in the manor listed on the first page of
this application. It is applicants' sole responsibility to ensure that the application is successfully
received prior to the application deadline. Below is the response that you will receive if your
submission is successfully received. Please note if you submit more than one email you are only
going to receive one autoresponder message. If you do not receive confirmation of your
submission, it is the applicant's responsibility to follow up prior to the application deadline.
Email Auto Responder:
Your bid/proposal/response was successfully received by the Monroe County Purchasing
Department. The bid opening will occur at the date and time set forth in the Notice of Competitive
Solicitation. Thank you.
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District Adyis2ry C
Lornrrffttee_Wor1(shoDs for Apjgllicarrts
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).
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District I: Wednesday April 13, 2022 3:00 p.m. Zoom Meeting ID: 898 3493 6053
District II: Tuesday April 12, 2022 6:00 p.m. Zoom Meeting ID: 827 1471 4507
District III: Wednesday April 13, 2022 9:30 a.m. Zoom Meeting ID: 847 8441 2413
District IV: Tuesday April 12, 2022 2:00 p.m. Zoom Meeting ID: 897 4689 5580
District V: Tuesday April 12, 2022 10:00 a.m. Zoom Meeting ID: 843 5973 6515 2
CRITERIA IA FOR SCORING OF APPLICATION >
The District Advisory 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:
hops://www.monroecountfl.gov/ ocumentCenter/View/7072/Destination®and®Turnkey®
Sample®Score®Sheet
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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.
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2023
January February March
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa'
1 2 3 4 5 6 7 1 2 3 4 1 2 3 4
8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11'
15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18
22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25
29 30 31 26 27 28 26 27 28 29 30 31
April May June
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa'
1 1 2 3 4 5 6 1 2 3
2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10
9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 >
16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24'
23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30
30
July August September
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa' E
1 1' 2 3 4 5 1 2
2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9
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9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 N
16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23
23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30
30 31
October November December
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa'
1 2 3 4 5 6 7 1 2 3 4 1 2'
8 9 10 11 12 13 14 5 6 7 , 8 9 1011 3 4 5 6 7 8 9
15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16
22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23'
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29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 N
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USA Holidays and Observances
Jan 01 New Year's Day Jan 02 New Year's Day Holiday Jan 16 M L King Day
Feb 14 Valentine's Day Feb 20 Presidents' Day Apr 07 Good Friday
Apr 09 Easter Sunday May 14 Mother's Day May 29 Memorial Day
Jun 18 Father's Day Jun 19 Juneteenth Jul 04 Independence Day
Sep 04 Labor Day Oct 09 Columbus Day
Nov 11 Veterans Day Nov 23 Thanksgiving Day Dec 25 Christmas
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APPLICATION FOR EVENT FUNDING
Events taking place between January 1, 2023 through December 31, 2023
TITLE OF EVENT
EVENT WEBSITE ADDRESS
VENUE
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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.sgpbiz.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 APPLICANT HISTORY:
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CODE ENFORCEMENT: Does your organization/property have any outstanding code violations
and/or fines/costs or liens? (please note that pursuant to section 2-25(e), Monroe County Code, organizations
with outstanding code compliant fines are not eligible to receive grants or contracts from the County until such time
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as the fines are resolved through payment or settlement). Yes ❑ No ❑ If yes, please explain `V
below:
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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
List staff members, including volunteers, responsible for administrating and organizing this
event, with evidence of their qualifications and capabilities to accommodate the demands of the
event.
Name Qualifications Capabilities
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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. >
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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 I: Key West Units
Max. daily room nights)
Hotel/Motel/B&B/Guest House/Inn 6418
Vacation Rentals 1061
RV Park & Campground 10
Total: 17479
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 bed tax revenue for each level of event Table 2:
funding. The chart is provided to give a clearer District I: Key West N
context to the value of the bed tax dollar that Funding Level Room Nights
funds each level. $10,000 1,960 '✓
$17,000 3,330
The District Advisory Committee may use their $25,00 4,900
discretion when evaluating funding
allocations. However, it is important to $35,000 6,860
understand how the income is derived. $50,000 9,800
$75,000 14,710
$100,000 19610
$120,000 23530
$150,000 29410
CD
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
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DISTRICT I CONTINUED...
EXHIBIT A-2
EVENT ITINERARY
Specifically outline the activities/events that will take place during your event. If your
event encompasses several days, 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)
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DISTRICT I EXHIBIT A CONTINUED...
EXHIBIT A-3
Events are scored based on ability to attract out-of-County 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
0
nights do you anticipate you will draw? If you indicated your event is "to enhance the experience
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for visitors already here", how many room nights will be influenced by visitors who attend your .2
event? Next, indicate how you arrived at that figure.
Room Nights
Formula to calculate Room Nights for this district. *total room nights will calculate automatically upon
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pressing the tab key on your keyboard or answering the next questi n.
a. How many out of County Visitors to this district a.
b. How many visitors to a room b.
c. How many nights will visitors stay? C.
d. Calculate- Room nights = (a/b) x c Room Nights-
1 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
and attach supporting documentation as Exhibit A-3a:
F-1 Capacity of venue(s) F-1 Ticket Sales from last event N
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F-1 Survey of attendees from last event F-1 Registration from last event
F-1 Social Media Analytics from last event
F-1 Other, please specify:
Method used to estimate number of nights of out-of-County visitors will stay (c): Check >
one and attach supporting documentation as Exhibit A-3b:
F-1 Bookings through TDC's zero commission booking engine
F-1 Based on host hotel group pickup
F-1 Other, please specify:
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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 ft'-e combination of Exhibits A-1 (Pri mary Purpose of event);
A-2 (Event Itinerary); A-3 (Number, o-F Room Nights); and A-4 (Plan)
1 2 3 4 5 6 7 8 9 10
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DISTRICT I CONTINUED_._
FUNDING REQUEST
❑ Check this box if your event meets the definition of a New Event.
Definition of New Event: An event that has not taken place in this District previously. A New
Event choosing this category will be considered with other New Event applications from a
separate resource specifically allocated for New Events. If your event does not score the
minimum required score by 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 quarantee fundinq of the event.
❑ Level 1: $10 000 ❑ Level 2: $17 000
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A New Event may choose to apply under the regular event funding process wherein the new
event will compete with previously funded events
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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 N
application will not be considered for funding. The DAC may also decline funding your U-
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: $17 000 ❑ Level 3: $25 000
❑ Level 4: $35,000 ❑ Level 5: $50,000 ❑ Level 6: $75,000
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❑ rurFnk y Funding Level Request Only
❑ Level 7: $75,000 ❑ Level 8: $100 000 ❑ Level 9: $120 000
❑ Level 10: $150,000
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DISTRICT I CONTINUED...
EXHIBIT B
Timinq 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 2019 data was also utilized.
Table 3:
District I —Timing of went Scoring
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59/o to 79/0 3..". —
August 14 October 21 ' 3
January, May-August 14, October
80% to 89% 2 22 December 24 ❑ 2
February—April, December 25-31
Martin Luther King Jr., Memorial Day
& Independence Day Weekends and
90% to 100% 1 0 Lobster Mini Season Week ❑ 0
*Martin Luther King Jr., Memorial Day & Independence Day Weekends as well as Lobster Mini Season week will
receive 0 points.
District
Two Year Average Occupancy Trends By Month
100% .............................................................
900/
i C
M 80%
CL
U 70% ......................................................................................................................
tJ
v
O60% _ ___________________________________________________________________________________________________________________________.
r9
50% ______________.A
Jan Feb Mar Apr I May Jun Jul Aug Sep q Oct Nov Dec CCD
y
i
Seriesl 89% 95% 95% 90% 87% 87% 88% 78%  58%  75%  86% .....81%..... u_
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 2023
14 Packet Pg. 1382
E.2.ai
. ,1t4
, ,, ,\,
„}I�,\,\,,_i..}. rt.r
Y �\„
t
,
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,
S�.t
r
, ....k ,
I
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
r, &
'�t
U_
..1) v.AAl{+, „A A,,A„ lr, Vic. r yA r..
\ts t lift � nft, t}»�V-)+t;c.its r.,r.�,AA�.I,.t,.t,.t t, t, r") A ,,v t , ,1?�tt j=�l'i1\vlls ,s Is}5-;,1? 1?
t i, ,1r, r k ' ' „a �( £ tt�t:,t?,trJ,l)"jt,is,�s,ls„jt„js,js,js,Jt l �,,1)t,,IA,A{1tv� , F+
u ,s 't��inl [�i��t � v r �\;A� )���)1,t1�y,�,,t,'I,\fl�lAI��1AI(111AI(�1AI(�1AI(1�1AI(11AI(ItIAI(1�1AI(1�1AI(111, 1sl,t),AV�1?)vAA�13\rs�1,�},wVlilil�tlll}tt1111tt111}it111}itt111tt1111tt111}it111}tt1111ti1
A }t 4iv &')';?�r si sfr+rug„v t s,,,v,t t
P' i ruin l „:r}11yv t i
Vt
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 "ITkrl ',
room nights this District had to
District II BigPine Key & The Lower Keys
sell to raise enough two-penny
}1 1\l11, SrS t y�,ifpl�}\ sti�
bed tax revenue for eave level of ,r,£„}
St l,1\t,,
event funding. The chart is
provided to give a clearer r\i li,>rY} ,`'` I
,}t, i;<.} 31
t t 1\i 2 fHEMt
context to the value of the bed
tax dollar that funds each level. jv
r —
The District Advisory Committee �, tt
may use their discretion when �,` }r� vfira� ,�2tit1 + v,v vYtl � 2s�� ! �� I,t�� '`, vjlty\ felt �t}xhh
evaluating funding allocations.
However, it is important to
understand how the income is derived.
N
�-
„! St\ }l'stif;s4 ii\t}112t11}l`t\kitctl\l�}\\i()\2s}t�\� rt{(\S tr)s+i)
>l`,
sS1
1 P
E
U
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 2023
15 Packet Pg. 1383
E.2.ai
;{`$ Is, 'i",,�, � 11 � H1�17'�► OI�ITII ,, ��, f r ,, ,i�,t�,t ts{,,rlt�,�t\1�,, ,ao, �+', s ,,I1,,,,,,:
a
rSl isJ}�'l
VAJBd,A , ,t(,� UZ
I
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)
c
N
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
16 Packet Pg. 1384
E.2.ai
} ,t, r
S-
�r
Sl.\, ),
1
,,,,
+,.. L, t!�\{�\,� r 1,�)}� „fu,,., th,1,� ,,�1, ?),,, � ,, �, \. 1,\\•�,,\ k SUtk.: s7S �,\t, !� �t ! r,,1, \�,.,
,.,,()�1 ,�. \ t.,� 1,\,_gn,l,t i)tt,Sr, ��-\�•,1,�3 ,s�,l„�, .){}`,f\ ,\l(��,,, ()tl t 0�\.�1)s!1{,�r,� Z\(' \�11�,t)
I
Events are scored based on ability to attract out-of-County 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 for this district: (*total room nights will calculate automatically
upon pressing the tab key on your keyboard or answering the next question):
a. How many out of County Visitors to this district a.
b. How many visitors to a room 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
and attach supporting documentation as Exhibit A-3a.
N
❑ Capacity of venue(s) ❑ Ticket Sales from last event N
❑ Survey of attendees from last event ❑ Registration from last event
❑ Social Media Analytics from last event
❑ Other, please specify
Method used to estimate number of nights out-of-county visitors will stay (c): Check one
and attach supporting documentation as Exhibit A-3b.
N
❑ Bookings through TDC's zero commission booking engine
❑ Based on host hotel group pickup
❑ 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 (Pr i mar Purpose f Event);
A- (Event Itinerary); A- (Number, f Room Nights) 1 A-4 (Plea)
°1 2 3 4 ,,1
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
17 Packet Pg. 1385
E.2.ai
,,
t, 1 1 , ,._�. „ _.\ ?}. , ,4 1 r n ,,, r ,r
r � , t t k
f „ _) r ,c r l\
.,. ,.,5 �,� _. t. ti.
11 ar1lnl �..i4 „>J
J t #t...-,t�s 1�t1 b,,,.r\ ,.a
r,1, ,A} Y� ,)),1 \�,
f�()y'`\ '1;4,, �4lSt}\y1} +Y���(,�,_„\y
"'P !
f�y�{!),, UN,
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: $5,000 ❑ Level 2: $7 500 ❑ Level 1 $10 000
❑ Level 4: $15,000 ❑ Level 5: $20,000
CD
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
18 Packet Pg. 1386
DISTRICT 11 CONTINUED....
EXHIBIT B
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
.2
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 2019 data was also utilized.
Table 3
District 11 - Timi g of Event Scoring
u_
Events held Receive District II: Check box Your
when average Score Dates for each occupancy range next to your Table 3 >
LU
occupancy is: of: event dates Score is:
0% to 59% 5 September, October El 5
60% to 69% 4 January, May, August, November, El 4
December
.2
70% to 79% 3 June El 3
80% to 100% 2 July ❑ 2
0 February-April, Martin Luther King Jr., ❑ 0
Memorial Day & Independence Day
Weekends and Lobster Mini Season
C44
Week >_
*February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini
Season week will receive 0 points.
.2
District 11
Two Year Average Occupancy Trends By Month
100% >
U
CL
v50% ----
�_o ��av -—----- A�u
0 Jan Feb Mar Apr �Ma y Jun Jul 9 Sep Oct Nov Dec C44
r................................................................... CD
:7t7Seriesl 64% 79% 85% 76% 68% 76% 79% i 63% 41% 55% 67% 64%
u_
1 Enter your score from Table 3 (if more than one box was checked, Enter Score
E
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 11 Total Score Enter Score
Monroe County Tourist Development Council-Destination and Turnkey Event Funding for FY 2023
19 1 Packet Pg. 1387
E.2.ai
District III Applicants Only
(From the west end of the Seven Mile Bridge to the Lang 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 2302
Vacation Rental 1520
RV Park & Campground 725 >
Total 4547
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 Table 2:
District had to sell to raise enough two-penny District III: Marathon
bed tax revenue for eave level of event funding. Funding Level Room Nights N
The chart is provided to give a clearer context to $10,000 2,070 >-
the value of the bed tax dollar that funds each $20,000 4,130 `-
level. $30,000 6,200
The District Advisory Committee may use their $40 000 8,260
discretion when evaluating funding allocations. $50000 10,330
However, it is important to understand how the income is derived.
Exhibit A-1
Check the box below that best describes the primary purpose of your event:
❑ To draw out-of-county visitors to the destination and put "Heads in Beds" E
❑ 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 2023
20 Packet Pg. 1388
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DISTRICT III EXHIBIT A CONTINUED...
EXHIBIT A-2
EVENT IT'NERARY
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)
c
N
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
21 Packet Pg. 1389
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DISTRICT III EXHIBIT A CONTINUED...
EXHIBIT A-3
NUMBER OF ROOM N'GHTS AI T-CIPATED FOR EVEN
Events are scored based on ability to attract out-of-County 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 for this district: (*total room nights will calculate automatically
upon pressing the tab key on your keyboard or answering the next question):
a. How many out of County Visitors to this district a.
b. How many visitors to a room 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
and attach supporting documentation as Exhibit A-3a.
N
❑ Capacity of venue(s) ❑ Ticket Sales from last event N
❑ Survey of attendees from last event ❑ Registration from last event
❑ Social Media Analytics from last event
❑ Other, please specify
Method used to estimate number of nights out-of-county visitors will stay (c): Check one >
and attach supporting documentation as Exhibit A-3b.
❑ Bookings through TDC's zero commission booking engine
N
❑ Based on host hotel group pickup
❑ 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, f Room Nights) 1 A-4 (Plea)
°1 2 3 4 ,,1
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
22 Packet Pg. 1390
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DISTRICT III CONTINUED...
FUNDING REQUEST
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
c
N
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
23 Packet Pg. 1391
DISTRICT III CONTINUED...
EXHIBIT B
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.
.2
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. L)
*Due to Covid 2019 data was also utilized.
Table 3
District III - Ti ing of Event Scoring
Events held Receive District III: Check box Your
u_
when Score Dates for each occupancy range next to your Table 3
average of: event dates Score is: >
Lu
occupancy is:
0% to 59% 5 September, October El 5
60% to 69% 4 January, May, August, November, El 4
December
70% to 79% 3 June El 3
.2
80% to 100% 2 July El 2
0 February - April, Martin Luther King Jr., ❑ 0
Memorial Day & Independence Day
C44
Weekends and Lobster Mini Season Week
*February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini >_
Season week will receive 0 points.
District III
Two Year Average Occupancy Trends By Month
U 90%
>
70%
X
CJ
0 50% ---------------------Jan Feb Mar Apr I May Jul Aug SepNov Dec
I........................................................................... ------ .............................
................................ -------------- I...............
:7t7Seriesl 68% 81% 86% 7 00 65% 81% 1 65% 9�Yo 63% cv
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) E
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 2023
24 1 Packet Pg. 1392
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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 1561
Vacation Rental 394
RV Park & Campground 109 >
Total 2064
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 Table 2:
District had to sell to raise enough two-penny District IV: Islamorada
bed tax revenue for eave level of event funding. Funding Level Room Nights N
The chart is provided to give a clearer context to N$10 000 2,060
the value of the bed tax dollar that funds each $15,000 3,090
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. >
Exhibit
CD
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 2023
25 Packet Pg. 1393
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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)
c
N
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
26 Packet Pg. 1394
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DISTRICT IV EXHIBIT A CONTINUED...
EXHIBIT A-3
NUMBER F ROOM NIGH°'rS AN,,,i` cwA rED FOR EVEN
Events are scored based on ability to attract out-of-County 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 for this district: (*total room nights will calculate automatically
upon pressing the tab key on your keyboard or answering the next question):
a. How many out of County Visitors to this district a.
b. How many visitors to a room b.
c. How many nights will visitors stay? C.
d. Calculate: Room nights = (a/b) x c * Room Nights: 0.00
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
and attach supporting documentation as Exhibit A-3a.
N
❑ Capacity of venue(s) ❑ Ticket Sales from last event N
❑ Survey of attendees from last event ❑ Registration from last event
❑ Social Media Analytics from last event
❑ Other, please specify
Method used to estimate number of nights out-of-county visitors will stay (c): Check one
and attach supporting documentation as Exhibit A-3b.
N
❑ Bookings through TDC's zero commission booking engine
❑ Based on host hotel group pickup
❑ 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- (Event Itinerary); A- (Number, f Room Nights) 1 A-4 (Plea)
°1 2 3 4 ,,1
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
27 Packet Pg. 1395
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DISTRICT IV CONTINUED...
Check the grant level you are applying for. If your event does not score the minimum required
score by a majority of the sitting members, your application will not be considered for funding.
The DAC may also decline funding your application, or fund at a lower funding level. It is
important for 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
❑ rurnkey Funding q Level Only
❑ Level 5: $20,000 ❑ Level 6: $30,000 ❑ Level 7: $40,000
CD
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
28 Packet Pg. 1396
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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 2019 data was also utilized.
Table 3
District IV —Ti min of Event Scoring
Events held Receive District IV: Check Your Table
when Score Dates for each occupancy range box next 3 Score is:
average of: to your >
LU
occupancy is: event
dates
0% to 59% 5 September, October ❑ 5
60% to 65% 4 January, August, November, December ❑ 4
66% to 75% 3 May ❑ 3
76% to 100% 2 June, July 2
0 February — April, Martin Luther King Jr., 0
Memorial Day & Independence Day
Weekends and Lobster Mini Season Week >_
*February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini
Season week will receive...0..points.
.....................................................................................................................................................................................................................................................................................................................
District IV
Two Year Average Occupancy Trends By Month
100%
v LLi
c�v fJ
fl.
50% ............. . .........
Apr May Jun Jul Aug Sep Oct Nov Jan Feb Mar  I Dec
Q ...............r ............,
Seriesl' 60% 76% 75% 74% 68% ...3 75% 78/ I 63/ 57/ 58/ 61  60/  Cy
0 0 0 0 0 0
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 2023
29 Packet Pg. 1397
E.2.ai
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 � E
UJ
SO IN
4
a
- -- - .
------------------------ -
Source: Florida Department of Business and Professional Regulation, TDC
0
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
bed tax revenue for eave level of event funding. N
The chart is provided to give a clearer context to Funding Level Room Nights
the value of the bed tax dollar that funds each
level. -
f
2
The District Advisory Committee may use their
discretion when evaluating funding allocations.
However, it is important to understand how the - >
income is derived. LU
j
M
}
Check the box below that best describes the primary purpose of your event: E
❑ 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 2023
30 Packet Pg. 1398
E.2.ai
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)
c
N
N
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
31 Packet Pg. 1399
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Events are scored based on ability to attract out-of-County 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 for this district: (*total room nights will calculate automatically
upon pressing the tab key on your keyboard or answering the next question):
a. How many out of County Visitors to this district a.
b. How many visitors to a room 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
and attach supporting documentation as Exhibit A-3a.
N
❑ Capacity of venue(s) ❑ Ticket Sales from last event N
❑ Survey of attendees from last event ❑ Registration from last event
❑ Social Media Analytics from last event
❑ Other, please specify
Method used to estimate number of nights out-of-county visitors will stay (c): Check one
and attach supporting documentation as Exhibit A-3b.
N
❑ Bookings through TDC's zero commission booking engine
❑ Based on host hotel group pickup
❑ 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- (Event Itinerary); A- (Number, f Room Nights) 1 A-4 (Plea)
°1 2 3 4 ,,1
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
32 Packet Pg. 1400
Check the grant level you are applyinq for. If your event does not score the minimum required
score by a majority of the sitting members, your application will not be considered for funding.
The DAC may also decline funding your application, or fund at a lower funding level. It is
important for 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
c
❑ rurnkey Funding q Level Only
❑ Level 8- $10,000 ❑ Level 9- $20,000 ❑ Level 10- $30,000
CD
❑ Level 11- $40,000
c
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
33 Packet Pg. 1401
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j
' � 4
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 2019 data was also utilized.
Table 3
- E
Events held Receive District IV- Check box Your Table
when average Score of: Dates for each occupancy next to your 3 Score is:
occu' anc is: range event dates >
LU
_- - - - - 1 -
il
1y
}
r
*February through April, Martin Luther King Jr., Memorial Day & Independence Day Weekends and Lobster Mini N
Season week will receive 0 points. W
District V
Two Year Average Occupancy Trends By Month
>
CL
50°% ______________._............
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov  Dec y
......................
Seriesl CD
73%  82% 83% 75°/ ....5 71% 74% 77% 60% 53% 63% 67% 63% N
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) W
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 2023
34 Packet Pg. 1402
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EXHIBIT C
SOUNDNESS MARKETING PLAN AND FINANCIAL COMMITMENT OF At LLC
TO ME MARKETING oi: E 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.
LU
LU
N
N
c
N
N
Continue on next page if needed...
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
35 Packet Pg. 1403
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EXHIBIT C
SOUNDNESS MARKETING PLAN AND'FINANCIAL COMMITMENT OF APPLIC 1
TO t'HE MARKETING oi: HE EVENT
c
c
N
N
c
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 is providing towards the marketing of the event. $ CD
N
,'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: L22L.,//www.monroecounty-
fl in Lion- nd®Turn ey® udgets? idld=
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
36 Packet Pg. 1404
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EXHIBIT Q
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 transportation:
3. Describe how your event plan will handle security.
N
N
4. Event Sustainability .�
c
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 38), 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 numbers:
rs:
i tyf �� r t1� : 205, 289- islamora, da Village of island 205, 853-3433
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
37 Packet Pg. 1405
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EXHIBIT D CONTINUED...
ACTION _ _
c
c
N
CD
c
N
CD
1234
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
38 Packet Pg. 1406
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Psi nt cuff ,page 39 - 42, root dz , and McWde as ,part of appficaflon
NON-COLLUSION IDS
AND
EIICLO
I, of the City of according to law
on my oath, and under penalty of perjury, depose and say that:
1) 1 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
have not been knowingly disclosed by the applicant and will not knowingly be disclosed by the applicant LU
prior to application opening, directly or indirectly, to any other applicant or to any competitor;
4) No attempt has been made or will be made by the applicant to induce any other person,
partnership or corporation to submit, or not to submit, a application for the purpose of restricting
competition; and
5) The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in
awarding contracts for said project.
cv
(Signature)
Date:
STATE OF:
COUNTY OF:
LU
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 2023
39 Packet Pg. 1407
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DRUG FREEL R
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
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 LU
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
so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of
this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
(Signature)
Date: LU
STATE OF: c,
COUNTY OF:
cv
cv
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 2023
40 Packet Pg. 1408
E.2.ai
Ethics Statement
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
0
(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
the County may, in its discretion, terminate this Agreement without liability and may also, in 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 County officer or employee." LU
(Signature)
c
Date:
STATE OF:
cv
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by c
(name of affiant). He/She is personally known to me or has produced
(type of identification) as identification.
LU
NOTARY PUBLIC
cv
My Commission Expires:
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
41 Packet Pg. 1409
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Public Cries 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."
LU
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.
0
(Signature)
Date:
cv
STATE OF: o
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by LU
>
(name of affiant). He/She is personally known to me or U
has produced (type of identification) as identification.
cv
cv
NOTARY PUBLIC
My Commission Expires:
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
42 Packet Pg. 1410
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Print cuff this gage; complete d include s part of application
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Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
43 Packet Pg. 1411
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INSURANCE CHECK LIST
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 o
the proposal.
WORKERS' COMPENSATION
AND
EMPLOYERS' LIABILITY
Workers' Statutory Limits
X 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
0
WC2 Employers Liability $500,000/$500,OOO/$500,000
WC3 Employers Liability $1,000,000/$1,000,000;$1,000,000
M
US Longshoremen &
cv
WCUSLH Harbor Workers Act $1,000,000 �-
WCJA Federal Jones Act $1,000,000
CJ
M
cv
CD
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Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
44 Packet Pg. 1412
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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
0
GI-2 $500,000Combined Single Limit
GI-3 X $1,000,000 Combined Single Limit
GI-4 $2,000,000Combined Single Limit
GI-5 $3,000,000Combined Single Limit
GI-6 $4,000,000Combined Single Limit
GI-7 $5,000,000Combined Single Limit
0
Required Endorsements:
GLLIQ Liquor Liability
CD
GLS Security Services
All endorsements are required to have the same limits as the basic policy.
r9
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
45 Packet Pg. 1413
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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).
$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
$100,000 Property Damage
or
V L3
$1,000,000 Combined Single Limit
VL4 $5,000,000 Combined Single Limit
0
Miscellaneous Coverages E
Limits equal to the
Full Replacement Value of the completed
r9
BR1 Builders Risk project.
cv
CLI Cyber Liability $1,000,000
0
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. c,
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
GK1 Garage Keepers $ 300,000 ($25,000 per Vehicle)
GK2 $ 500,000 ($100,000 per Vehicle)
GK3 $1,000,000 ($250,000 per Vehicle)
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
46 Packet Pg. 1414
E.2.ai
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
0
VLP1 Hazardous Cargo Transporter $300,000 (Requires MCS-90)
VLP2 $500,000 (Requires MCS-90)
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
H KL2 $500,000
H KL3 $1,000,000
H KL4 $5,000,000
AIR1 Aircraft Liability $1,000,000 0
AIR2 $5,000,000
AIR3 $50,000,000
AEO1 Architects Errors &Omissions $250,000 per Occurrence.'$500,000 Agg N
AE02 $500,000 per Occurrence/$1,000,000 Agg
AE03 $1,000,000 per Occurrence/$3,000,000 Agg.
AE04 $300,000,000 per Occurrence/$5,000,000 Agg.
0
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.
M
cv
WL1 Water Craft Liability $500,000 per Occurrence N
WI-2 $1,000,000 per Occurrence
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
47 Packet Pg. 1415
E.2.ai
INSURANCE AGENT'S STATEMENT
I have reviewed the above requirements with the bidder named below. The following deductibles apply to the
corresponding policy.
Policy Deductibles
Liability policies are ❑ occurrence ❑Claims Made =E
Insurance Agency Signature
0
APPLICANTS STATEMENT
N
I understand the insurance that will be mandatory if awarded the contract and will >-
comply in full with all the requirements.
Applicants Name and Title Signature
�t
Company Name:
N
N
Monroe County Tourist Development Council—Destination and Turnkey Event Funding for FY 2023
48 Packet Pg. 1416
E.2.ai
APPLICATION CHECK LIST
l It H ati
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.monroecoun ®fl.gov/DocumentCenter/View/13418/Sample-
Detiatio ®Event®Agreement
• Turnkey Event: htt s:// w.monroecount ®fl. ov/DocumentCenter/View/16220/Sam le-
Turnkey®Agreement
❑ Applicant has reviewed the sample Reimbursement Packets below:
• Destination Event: htt s://www.monroecount ®fl. ov/DocumentCenter/View/10895/Sam le®
Destination®Event®Reimbursement®Packet
• Turnkey Event: htt s:// w.monroecount ®fl. ov/DocumentCenter/View/10896/Sam le®
Turnkey®Event®Reimbursement®Packet
❑ Applicant has reviewed the scoring sheet: �tps://www.monroecount L >
l,_gov/DocumentCenter/View/7072/Destination®and®Turnkey®Sample®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 Exhibit A-3a, supporting documentation on how out of county visitors
were estimated and Exhibit A-3b, supporting documentation of how length of stay was estimated
❑ Applicant has attached Exhibit A-4, plan outlining how number of out-of-county visitors and
number of room nights will be determined after completion of event
❑ 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 36) cV
❑ Applicant has completed and signed the Non-Collusion Affidavit and Verification form included
within the application (page 39)
❑ Applicant has completed and signed the Drug Free Workplace form included within the application
(page 40)
❑ Applicant has completed and signed the Ethics Form included within the application (page 41)
❑ Applicant has completed and signed Public Crime Entity Statement within the application (page
42) >
❑ Applicant has printed and completed the W- 9 form included within the application (page 43)
❑ (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 44-48)
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 2023
49 Packet Pg. 1417