Item F51 F.51
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District 1
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
October 19, 2022
Agenda Item Number: F.51
Agenda Item Summary #11167
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval of FY 2024 Cultural Umbrella Event Application.
ITEM BACKGROUND: The TDC has an agreement with Florida Keys Council of the Arts
(Cultural Umbrella) to make recommendations to the TDC and BOCC concerning funding for
tourism related cultural activities. Each year the Cultural Umbrella advertises the availability of
funding through an application process. The Cultural Umbrella has revised their FY 2024 application
to increase the maximum funding allocation for events from $25,000 to $35,000 and to base the
funding allocation on the number of days of scheduled activities.
TDC approved same at their meeting of September 20, 2022.
Upon approval by the BOCC this application will be included in the TDC Operations Manual and
will become effective for the FY 2024 funding cycle.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Cultural Umbrella Event Application FY2024
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
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F.51
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Maxine Pacini Completed 09/30/2022 11:31 AM
Christine Limbert Completed 09/30/2022 12:53 PM
Lindsey Ballard Completed 09/30/2022 2:28 PM
Board of County Commissioners Pending 10/19/2022 9:00 AM
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Event#
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MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING
October 1, 2023 through September 30, 2024
2
0.
Upon evaluation of the application, the total scores will be tabulated and applications scoring 60
or more out of 100 will be considered for funding. Events that meet the minimum scoring
requirements will be ranked starting with the highest score.
EVENT NAME:
(used in all advertising)
DATE(S) OF EVENT: U
CN
EVENT WEBSITE: CN
INDICATE THE DISTRICT(S) FROM WHICH YOU ARE REQUESTING FUNDS and
THE DOLLAR AMOUNT. Events must occur in the district. CL
CL
**NEW this Year**
NUMBER OF DAYS based on Schedule of Activities on Page 3. >
Please check the appropriate range:
1 — 14 Days of Events ❑ Maximum grant request$25,000
15— 120 Days of Events H
Maximum grant request$30,000
121 -365 Days of Events Maximum grant request$35,000
District I (encompasses the city limits of Key West) U
District 11 (from city limits of Key West to the west end of the Seven Mile Bridge)
E
District III (from the west end of the Seven Mile Bridge to the Long Key Bridge)
District IV (between the Long Key Bridge and Mile Marker 90.939)
District V (from Mile Marker 90.940 to the Dade/Monroe County line and any mainland
portions of Monroe County)
$ TOTAL AMOUNT REQUESTED (Districts I -V)
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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I. EVENT PRODUCER INFORMATION (The event producer is the organization or individual responsible for the
event. In some cases, the event producer and the event are the same, for example: The Key Players. In other
cases, they are different, for example: the Pigeon Key Arts Festival is the event; the Pigeon Key Foundation, Inc.
is the producer.)
A. NAME OF CONTRACTING
ORGANIZATION:
(Registered business name as it appears on www.suirnbiiz.w(l)
FICTITIOUS NAME IF USED:
ADDRESS:
CL
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TELEPHONE NU (Daytime). . ...........................................................................
.M..BE„R, „...............
CELL NUMBER:
E-MAIL ADDRESS: E
FEDERAL I.D.#/ E.I.N.
FLORIDA DIVISION OF CORPORATIONS DOCUMENT FL
DEPT. OF AGRICULTURE &CONSUMER SVCS REG.#
04
CD
INDICATE ORGANIZATION STATUS: FOR PROFIT NOT FOR PROFIT 04
If a person other than the President will be signing the agreement, documentation in the form of approved o
minutes, resolution or by-laws of the organization identifying said individual as an authorized person to sign
on behalf of the organization must be provided. It is the responsibility of the applicant to notify the TDC
Administrative office of any changes to the contact information provided below. CL
as
PRESIDENT NAME:
as
PRESIDENT EMAIL ADDRESS:
E
Please provide a contact for general correspondence for the event. The person listed below should be
able to accept responsibility for receipt of information, other than the final agreement.
CONTACT PERSON:
EMAIL: E
E
TELEPHONE NUMBER:
ADDRESS:
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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MON ROE COUNTY TOURIST DEVELOPMENT
COUNCIL CULTURAL UMBRELLA
FISCAL YEAR 2024
October 1, 2023—September 30, 2024
SCHEDULE OF ACTIVITIES
EVENT NAME:
List scheduled EVENT activities in Monroe County in date order
2
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Activities Month/Year Activity Occurs Number of Days** CL
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Pre-Promotion: OCT/NOV 2024 xxxxx
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xxxxx
TOTAL DAYS:
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 MUST be spent prior to September 30th of the fiscal year you are funded
in. (For example: If pre-promotion is for a November 7th event, you must place that ad and spend the
money prior to September 30tn )
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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CULTURAL UMBRELLA EVENT BUDGET - FISCAL YEAR 2024
APPLICANT IS ADVISED PRIOR TO COMPLETING THIS BUDGET TO REFER TO THE
ALLOWABLE MARKETING EXPENSES THAT WILL BE CONSIDERED FOR REIMBURSEMENT
(Once your final funding allocation has been determined the TDC administrative office will
reach out to you to formulate a final budget that will become part of your funding agreement)
THERE WILL BE NO AMENDMENTS TO THIS BUDGET
AFTER BOCC APPROVAL OF THE AGREEMENT.
0
EVENT NAME:
CL
CL
1.*MEDIA PLACEMENT & PRODUCTION COST:
(Only 30%of this line item may be spent on in-county advertising)
2. PROMOTIONAL SIGNS:
U
3. PROMOTIONAL ITEMS:
CN
CN
4. DIRECT MAIL PROMOTIONS: >_
0
5. PROGRAMS/PLAY BILLS:
2
6. PUBLIC RELATIONS:
7. **GENERAL NON-ALLOCATED:
(Funds applied to 1.Media Placement&Production Cost
may only be applied to out-of-county advertising)
TOTAL $ 0.00
No more than 30% of 1. Media Placement & Production Costs line item shall be expended on 75
advertising media costs attributable to in-county placement. U
** 7. General Non-Allocated line item may not exceed 15% of the total funding allocation,
and may only be expended for allowable event marketing expenses.
Actual expenditures may deviate no more than 10% from the budgeted line items noted above.
Please note: The TDC will only consider reimbursement of allowable marketing expenditures
that highlight the special event versus the regular programming of a business, organization or
the facility. Reimbursement will be paid ONLY if the correct logo shown in your contract is placed
on the advertisement. II. og s can IIDe dowiNoadedat I�i!112��_//Il��w SIC) a) �orosI�w
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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II. JUSTIFICATION OF REQUESTED TDC RESOURCES
Complete Sections #1 - 7. If no funds are requested in a category, mark it N/A.
Please note: If funds are requested for # 6 - Public Relations: You will be required to contact
NewmanPR Associates, Carol Shaughnessy. caroIQnewmanpr.com 305-797-0579 after you
receive your funding allocation to seek an approval letter for how you plan to spend your public
relation dollars.
1. Media Placement and Production: REQUESTED $ 2
2
Proposed Media Placement with TDC Funds
Name of Out-Of-County Estimated Amount E
Media Publication Circulation/Impressions Allocated
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Sub -Total Out-Of-County: $ 0.00
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Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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Name of In-County Estimated Amount
Media Publication Circulation/impressions Allocated
.2
.2
E
U
N
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N
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Sub -Total In-County: $ 0.00- a
.2
TOTAL Media Spend: $ 0.00 .2
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2. Promotional Signs: REQUESTED
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3. Promotional Items: REQUESTED
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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4. Direct Mail Promotions: REQUESTED
5. Programs/Playbills: REQUESTED
.2
.2
CL
CL
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6. Public Relations: Identify the Agency or PR professional who will prepare this PR.
N
REQUESTED a
N
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7. General/non-allocated funds: REQUESTED E
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TOTAL REQUESTED:
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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PART III: SCORED PORTION OF THE APPLICATION: Proposed Event Info
EVENT NAME:
Based on Schedule of Activities (page 3)
MONTH (S) OF EVENT Activities: Please check the appropriate month. If an event takes
place over a series of months the scores will be added to a maximum of 13 points. 2
CL2
CL
October 4 April 1
November 4 May 5 2
December 4 June 6
January 2 July 6
February 1❑ August 7
March 1❑ September 6
Score: 0 — 13 U
N
N
ATTENDANCE: Number of people anticipated to attend the event, the number attending this _
current year, and actual past attendance:
Total Attendance for Events
CL
Anticipated Current Actual CL
10/1/2023-9/30/2024 10/1/2022-9/30/2023 10/1/2021 -9/30/2022
Monroe County Residents W
Out of County
TOTAL
U
DETERMINATION OF ATTENDANCE FOR EVENTS: PLEASE DESCRIBE YOUR AUDIENCE:
How do you determine your numbers, mention walk-ins, how you count, how you ask county/out of county? E
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Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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STATEMENT OF INCOME & EXPENSE for the EVENT:
The figures for the last completed year (right column) should be actual. The other years should be your
best estimates for the income and expenses of the events that match what is listed in the Schedule of
Activities for the grant year (left column)—and comparable events in the current year (middle column).
These are budget numbers for 12 months in each fiscal year.
EVENT NAME:
0
EVENT INCOME CL
(DO NOT INCLUDE IN-KIND) PROPOSED CURRENT ACTUAL CL
Use October 1 —September 30 FY 2024 FY 2023 FY 2022
as
A. CULTURAL UMBRELLA FUNDS E
ENTRY/ADMISSION/BOX OFFICE
PROMOTIONAL ITEMS
V
FOOD/BEVERAGE 04
CD
04
SPONSORS/CONTRIBUTIONS
MEMBERSHIPS
GRANTS—State & Local CL
CL
OTHER
as
B. TOTAL EVENT INCOME $ 0.00 $ 0.00 $ 0.00
Requested E
As Contracted with the TDC
"'As Reimbursed by the TDC
Cultural Umbrella funds for the proposed FY are % of Total Income. (A divided by B x 100)
Did you receive a Cultural Umbrella Grant in 2020- YES NO
E
2021?
If yes, fill in Cultural Umbrella Grant Report (pg.11) for your 2021/22 grant. If no, disregard that page
Score: 0 - 7
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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EVENT NAME:
EVENT OPERATING EXPENSES —
PROPOSED CURRENT ACTUAL
(use October 1 —September 30) FY 2024 FY 2023 FY 2022
C. CULTURAL UMBRELLA FUNDS
D. MARKETING/ADVERTISING
ADDITIONAL TDC ALLOWABLE
0
E. MARKETING/ADVERTISING
ADDITIONAL TDC NON-ALLOWABLE 2
EVENT OPERATING EXPENSES
76
t3
N
N
F.TOTAL EVENT EXPENSES $ 0.00 $ 0.00 $ 0.00 g
2
NET PROFIT/LOSS(B minus F) $ 0.00 $ 0.00 $ 0.00
i2
Cultural Umbrella Funds %of Total Allowable Advertising % C divided by(C+D) x100
E
Please note: Line A and Line C must match.
U
NARRATIVE (optional)
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Score: 0 — 7
Monroe County Tourist Development Council Cultural Umbrella Application FY 2024
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Cultural Umbrella Final Grant Report FY2021-2022
(note—this is the last completed fiscal year, not current year)
Event Name:
Grant Year 2021-22 ❑ yes ❑ no
Did you receive a Grant in this grant year?
0
CL2
CL
If no, stop here. If yes, complete form
Grant#: E
Grant Award Amount:
U
Executed/Reimbursed Amount:
CN
cN
Difference (unreimbursed balance*) : U_
0
2
NARRATIVE 1: EXPLANATION of the Unreimbursed Balance* (100 WORDS): CL
CL
NARRATIVE 2: PROPOSED IMPROVEMENTS TO THE PROCESS: (100 WORDS)
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Score: 0 — 3
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HOW THE PROPOSED EVENT WILL ENCOURAGE TOURISM
NARRATIVE: Explain why you think your PROPOSED event(s) will help draw people from outside of
Monroe County, or encourage them to extend their stay. Proposed events should be the TDC supported
events/activities listed in Schedule of Activities.
Please do not assume the reader/scorer is familiar with your event. Walk us through your proposed
event(s)for the award period FY2024. (LIMIT 750 WORDS)
2
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Score: 0 - 30
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MARKETING YOUR EVENT OUTSIDE MONROE COUNTY
For the TDC supported events/activities listed in Schedule of Activities (page 3): Narrative: Describe
all plans to market the event(s) to reach visitors outside of Monroe County. Include all marketing
activities out of county(TDC funded and all other). Be specific: how will you EXPAND your plan for
out of county marketing with the requested TDC/Cultural Umbrella funds. (LIMIT 750 WORDS)
2
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Score: 0 - 30 c i
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PLEASE NOTE: The TDC Agencies of Record listed below are available to answer questions and assist
with the marketing of your event. Event coordinators are not obligated to utilize the services of the TDC
Agencies of Record.
Advertising Agency of Record_Tinsley Advertising and Marketing. contact Danielle Salman -
Danielle@Tinsley.com at 305-856-6060 or John Underwood - John@Tinsley.com at 305-856-6060.
Public Relations Agency of Record: NewmanPR contact Carol Shaughnessy - Carol@Newmanpr.com
at 305-797-0579 or Andy Newman -Andy@Newmanpr.com at 305-461-3300.
Internet Agency of Record: Two Oceans Digital. contact Clint Barras - Clint@Twooceansdigital.com
at 305-292-1880.
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PART IV: TRAFFIC/SECURITY ACTION PLAN AND CODE ENFORCEMENT
Submit a detailed action plan including appropriate permit(s) if applicable, as to how parking/security
and road closures will be handled during your event.
Describe how your event plan will handle road closures. If applicable, enclose a copy of the approval
by the appropriate county/municipal entity.
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CL
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1. Describe how your event plan will accommodate parking and transportation.
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2. Describe how your event plan will handle security.
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CODE ENFORCEMENT: Does your organization/property have any outstanding code violations and/or fines/costs
or liens? Yes Nor--] If you have answered yes, please explain below:
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Useful contact numbers:
Monroe County: (305) 289-6037
City of Key West: (305) 809-3902
City of Marathon: (305) 289-6037
Islamorada Village: (305) 853-3433
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PART V: EVENT SUSTAINABILITY ACTION PLAN — Please answer A- E.
Our visitors come to enjoy events, but in the process, a tremendous amount of waste is
generated, much of it recyclable. The most effective tool in reducing waste is planning ahead.
A. Encourage recycling messages within programs/brochures to recycle during the event and at home.
2
B. Encourage"Green" advertising (broadcast and digital). E
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C. Encourage vendors to use biodegradable/compostable products (plates, cups; bags).
2
D. Encourage the use of clearly identified recycling containers. E
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E. Discourage use of single use plastic bags and other products.
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Event Number
Event Name
Total Score
2023-2024 Cultural Umbrella Event
Score Sheet for office use only .
CL
CL
E
(1 — 13 pts) Months of Event
(0 - 17 pts) Statement of Income (7) Expense (7) Report (3) U
N
N
(0 - 30 pts) How the Proposed Event Will Encourage Tourism U-
n
(0 - 30 pts) Marketing Your Event Outside Monroe County
(0 - 10 pts) Overall Assessment
(0 - 3 pts) First Time Applicant in Specified District
i2
E
TOTAL SCORE
U
E
Committee Member Signature
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