HomeMy WebLinkAboutItem D6 D6
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Board of County Commissioners Meeting
January 15, 2025
Agenda Item Number: D6
2023-3475
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan
AGENDA ITEM WORDING: Approval to update Section II of the TDC Operations Manual to add
reusable totes and reusable drawstring bags to the permissible promotional items for TDC funded
events.
ITEM BACKGROUND:
The TDC Operations Manual currently allows for reimbursement of Hats and T-shirts as promotional
items for Destination, Fishing and Cultural Events.
Attached you will find a proposal to revise Section II pages 15-18 of the TDC Operations Manual to
add the reimbursement of reusable tote bags and drawstring bags as permissible promotional items. The
revisions are shown in n"d U 111dC r U n cd text.
Upon approval by the BOCC, the TDC Operations Manual will be updated and will become effective
for events funded in FY 2026.
PREVIOUS RELEVANT BOCC ACTION:
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
885
Section 11 TDC Operational Manual Updates.pdf
FINANCIAL IMPACT:
886
ACCEPTABLE EVENT MARKETING EXPENSES
(Turnkey/Destination/Cultural/Fishing Events)
BOCC 1/21/22
Only the items listed under the event category for which the event contractor is funded will be
considered for reimbursement. After final funding and contract approval by the Monroe County Board
of County Commissioners, the TDC Administrative office shall email the event contractor a
reimbursement/direct payment packet that includes an executed copy of the funding contract, and
guidelines required for reimbursement/direct payment of Acceptable Event Marketing Expenses.
All advertising and promotional items shall follow the logo/guidelines found in Section II of the
Operations Manual for the Monroe County Tourist Development Council, which are also provided as
part of the event funding contract.
TURNKEY EVENTS
Application for Turnkey events funding can be found in the Monroe County TDC Operations Manual in
Section IV-A.
A Turnkey event shall be considered an all-inclusive event where the event contractor has financial
responsibility for every facet 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. If a Turnkey event is delayed
or canceled 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 circumstance.
DESTINATION EVENTS
A Destination event as defined under Section IV-A of the Operations Manual will be paid as per the
scope of services within the contract and the list of items that have been approved. Only the TDC
expenses listed below may be included in the proposed budget. A general non-allocated line item is
not to exceed 15% of the total budget and can only be utilized for acceptable TDC marketing items
listed in this section. There cannot be more than a 10% deviation from the approved line item budget.
The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be considered);
radio; and TV. The TDC will pay for the following digital advertising on websites, website links, pre roll
video, banners, mobile, social media promoted posts and email blasts. Digital advertising links may go
to the event website. The TDC Logo must be placed on all print, TV, websites, social media promoted
posts, pre roll video, banners and email blasts. Radio advertising does not require the logo but all radio
announcements must say "Brought to you by the Monroe County Tourist Development Council". No
payment will be made for development or operations (hosting) of websites. No more than 10% of the
total allocated funds shall be expended on advertising media costs attributable to in-county placement.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts,.... .i44 hats,ireusa el totes and resua lle dirawstiring
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*Sales/Resale of TDC funded items: Items funded, including creative and resulting work product, by
the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and as
such may not be sold.
Direct Mail Promotions: Brochures, postcards and pamphlets including postage/shipping. This is a
direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
Programs: TDC will pay up to fifty percent (50%) of the cost of production and printing of an event
program showing scheduled activities and information on the event, as outlined in contract budget.
Digital Programs: TDC will pay up to fifty percent (50%) of the production only (no click through cost)
for digital programs showing scheduled activities and information as outlined in the contract and
contract budget. TDC will pay for print or digital programs, but not both.
Public Relations (PR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography as
approved by the public relations agency of record. Only permissible PR material produced by the TDC
agency of record and/or a professional public relations agency shall be acceptable.
In-House Production: In-house production of any permissible expenditures will not be considered for
reimbursement.
Event Marketing Reimbursement: TDC will only consider reimbursement of permissible marketing
expenditures that highlight the special event versus the regular programming of a business,
organization or the facility.
Amendments to Contract Budgets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
CULTURAL EVENTS
Application for cultural events funding can be found in the Monroe County TDC Operations Manual in
Section IV-B. Within the Cultural Umbrella events funding category, the allocation received by the
event contractor is to be spent on the list of items that have been approved. Only the TDC expenses
listed below may be included in the proposed budget. The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be considered);
radio; and TV. The TDC will pay for the following digital advertising on websites, website links, pre roll
video, banners, mobile, social media promoted posts and email blasts. Digital advertising links may go
to the event website. The TDC Logo must be placed on all print, TV, websites, social media promoted
posts, pre roll video, banners and email blasts. Radio advertising does not require the logo but all radio
announcements must say "Brought to you by the Monroe County Tourist Development Council". No
payment will be made for development or operations (hosting) of websites. No more than 30% of the
Media Placement and Production Costs line item shall be expended on advertising media costs
attributable to in-county placement.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts.... .i 4d hats it:sn gl lle t i 'll air° it:sn :l lle it : ii[liir],( I :� *.
*Sales/Resale of TDC funded items: Items funded, including creative and resulting work product, by
the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and as
such may not be sold.
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Direct Mail Promotions: Brochures/postcards and pamphlets including postage/shipping. This is a
direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
Programs/Play Bills: TDC will pay up to fifty percent (50%) of the cost of production and printing of
an event program/play bills showing scheduled activities and information on the event, as outlined in
contract budget. Digital Programs: TDC will pay up to fifty percent (50%) of the production only (no click
through cost) for digital programs showing scheduled activities and information as outlined in the
contract and contract budget. TDC will pay for print or digital programs, but not both.
Public Relations (PR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography as
approved by the public relations agency of record. Only permissible PR material produced by the TDC
agency of record and/or a professional public relations agency shall be acceptable.
In-House Production: In-house production of any permissible expenditures will not be considered for
reimbursement.
Event Marketing Reimbursement: TDC will only consider reimbursement of permissible marketing
expenditures that highlight the special event versus the regular programming of a business,
organization or the facility.
Amendments to Contract Budgets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
FISHING EVENTS
Application for fishing events funding can be found in the Monroe County TDC Operations Manual in
Section IV-C. Within the Fishing events funding category, the allocation received by the event
contractor must be spent on the list of items that have been approved. Only the TDC expenses listed
below may be included in the proposed budget. At least 30% of total funding allocation must be placed
in the Media Placement and Production Cost line time and be utilized for out of County advertising.
The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be considered);
radio; and TV. The TDC will pay for the following digital advertising on websites, website links, pre roll
video, banners, mobile, social media promoted posts and email blasts Digital advertising links may go
to the event website. The TDC Logo must be placed on all print, TV, websites, social media promoted
posts, pre roll video, banners and email blasts. Radio advertising does not require the logo but all radio
announcements must say "Brought to you by the Monroe County Tourist Development Council". No
payment will be made for development or operations (hosting) of websites.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts aii)d hats ir:sn gl lle .i i ll' air° ir:sn gl lle ir : tirliir°g trophies (Fishing
Tournaments Only).
*Sales/Resale of TDC funded items: Items funded by the BOCC/TDC, including creative and
resulting work product, in accordance with Florida Public Records Law, are owned by the BOCC/TDC
and as such may not be sold.
Direct Mail Promotions: Brochures/postcards and pamphlets including postage/shipping. This is a
direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
889
Programs: TDC will pay up to fifty percent (50%) for the cost of production or printing of an event
program showing scheduled activities and information on the event, as outlined in contract budget.
Digital Programs: TDC will pay up to fifty percent (50%) of the production only (no click through cost)
for digital programs showing scheduled activities and information as outlined in the contract and
contract budget. TDC will pay for print or digital programs, but not both.
Public Relations (PR): Print and electronic public relations materials for distribution to media, such
as, but not limited to, press releases, public service announcements, photography and videography as
approved by the public relations agency of record. Only permissible PR material produced by the TDC
agency of record and/or a professional public relations agency shall be acceptable.
In-House Production: In-house production of any permissible expenditures will not be considered for
reimbursement.
Trophies: Framed art work, framed photography, engraved crystal and glass, plaques, trophies,
sculptures (fiberglass, metal, glass & wood) and framed certificates shall constitute a trophy. All such
trophies must include the appropriate information as outlined in the policies (tournament name, date
(year), and location). 9/14/94 For trophy reimbursement, Tournament Directors must present the original
invoice of the trophies, a notarized list of winners of the event, and a notarized list of the plates and/or
glass etching from the engraving company.
Amendments to Contract Budgets: No amendments to the line item budget will be permitted after
the contract has been reviewed and approved.
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