The URL can be used to link to this page

Home My WebLink AboutItem D09 COUNTY of MONROE BOARD OF COUNTY COMMISSIONERS Mayor Michelle Lincoln,District 2 The Florida Keys Mayor Pro Tern David Rice,District 4 y Craig Cates,District 1 James K. Scholl,District 3 � « Holly Merrill Raschein,District 5 Regular Meeting July 15, 2026 Agenda Item Number: D9 26-32317 BULK ITEM: Yes DEPARTMENT: Tourist Development Council TIME APPROXIMATE: N/A STAFF CONTACT: Ammie Machan AGENDA ITEM WORDING: Approval of a Resolution to authorize the payment of expenses and invoices related to trade shows as set forth in the 2026-2027 Marketing Plan and approval to provide advance registration, booth related expenses and travel related expenses for trade shows for fiscal year 2027 to be paid from TDC funds in fiscal year 2026. ITEM BACKGROUND: The Monroe County Board of County Commissioners approves the Monroe County Tourist Development Council (TDC) Marketing Plan each year, which list various Trade Shows that are attended during the current fiscal year by the TDC Sales Team as part of their sales, promotional and marketing efforts. The TDC Sales Team also identifies trade shows that will occur in the next fiscal year and seeks approval each year from the Board to pay for advance registration, booth related expenses and travel for those trade shows which are paid from the current fiscal year. The TDC often needs to quickly register and pay for registration and booth related cost, which are often not known in advance whereby preauthorization for the request to purchase cannot be obtained. The Resolution authorizes the payment of trade show related expenses, waives the purchasing policy requirement for preauthorization when there is insufficient time, and authorizes the payment of expenses for trade shows occurring in fiscal year 2027 to be paid from fiscal year 2026 TDC funds. The 2026-2027 Marketing Plan will be submitted to the BOCC for approval at its September BOCC meeting. PREVIOUS RELEVANT BOCC ACTION: INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION: Approval DOCUMENTATION: FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match: Approval si t authorize expenses invoices related to trade shows as set forth in the 2026-2027 Marl..-,eting Plan and approvalprovide advance registration, t related expenses and travel related expenses for trade shows for fiscal year 2027 to be paidfrom s in fiscal year 2026. RESOLUTION NO. -2026 A RESOLUTION BY THE MON ROE COUNTY BOARD OF COUNTY COMMISSIONERS TO AUTHORIZE THE PAYMENT OF EXPENSES AND INVOICES RELATED TO TRADE SHOWS AS SET FORTH IN THE APPROVED MONROE COUNTY TOURIST DEVELOPMENT 2026-2027 MARKETING PLAN INCLUDING BUT NOT LIMITED TO REGISTRATION, BOOTH RELATED EXPENSES, AND PROMOTIONAL ITEMS AND TO ALSO AUTHORIZE THE PAYMENT OF EXPENSES AND INVOICES FOR ADVANCE REGISTRATION, BOOTH RELATED EXPENSES AND TRAVEL RELATED EXPENSES FOR TRADE SHOWS THAT ARE TO BE HELD DURING FISCAL YEAR 2027 AND ARE TO BE PAID FROM TOURIST DEVELOPMENT COUNCIL FUNDS IN FISCAL YEAR 2026 WHEREAS, the Monroe County Board of County Commissioners approves the Monroe County Tourist Development Council (TDC) Marketing Plan each year, which list various Trade Shows that are attended during the current fiscal year by the TDC Sales Team as part of their sales, promotional and marketing efforts; and WHEREAS, the TDC Sales Team also identifies trade shows that will occurred in the next fiscal year and seeks approval each year from the Board to pay for advance registration, booth related expenses and travel for those trade shows which are paid from the current fiscal year; and WHEREAS, the TDC often needs to quickly register and pay for registration and booth related cost, which are often not known in advance whereby preauthorization for the request to purchase cannot be obtained; and WHEREAS, the TDC Sales Team participates in various trade shows to promote tourism which is an integral part of their sales, promotional and marketing efforts; and WHEREAS, it is also necessary to secure registration, booth related expenses, promotional items, and advance travel expenses for these tourists related trade shows and sometimes it is necessary to pay for said expenses up to one year in advance of the trade shows and in an expedited manner, in order to secure a desirable space as some shows are filled quickly, or have an early registration deadline; and WHEREAS, it is also necessary to pay the registration fees, booth related expenses, promotional items, and travel expenses during the current fiscal year for trade shows which occur in the next fiscal year: NOW THEREFORE, BE IT RESOLVED by the Monroe County Board of County Commissioners as follows: Section 1.The Board authorizes the payment of expenses, including registration, booth related expenses, promotional items and travel relating to trade shows as set forth in the approved Monroe County Tourist Development 2026-2027 Marketing Plan. Section 2. The Board waives the purchasing policy requirement to seek preauthorization or a Request to Purchase when there is not sufficient time to obtain preauthorization for Trade Show related expenses. Section 3. The Board also authorizes payment of expenses for the following cost of additional advance registrations, booth related expenses and travel expenses for trade shows as set forth below which will occur in fiscal year 2027 and will be paid in the fiscal year 2026 out of Tourist Development Council funds. 1 Latam Sales Mission October, 2026 $15,000.00 Brand USA Canada Connect October, 2026 $6,000.00 Pleasant Holidays Road Shows October-November, 2026 $8,000.00 M EX October, 2026 $50,000.00 Tour America Red Cow event October, 2026 $1,240.00 Visit USA UK Roadshow October, 2026 $2,270.00 Travel Counsellors Takeover Day October, 2026 $2,000.00 Visit Florida Huddle October, 2026 $6,000.00 TTG Italy tradeshow October, 2026 $5,000.00 Team America TTG agent event October, 2026 $2,300.00 Travel Agency Owners Forum - Show Marketing Group October, 2026 $7,000.00 Meetings Today Live Incentive/Corporate October, 2026 $5,000.00 Smart Meetings Small and Boutique meetings event October, 2026 $10,000.00 Going Italian tour operator event October, 2026 $2,300.00 Destinations Florida Annual Meeting October 2026 $445.00 DI Advocacy Summit October, 2026 $1,200.00 Austin Film Festival (Film Commission) October, 2026 $1,000 Visit Florida training Diversa Turismo on Tour October, 2026 $10,000 DEMA November, 2026 $15,000.00 Signature November, 2026 $10,000.00 World Travel Market, London November, 2026 $38,000.00 Visit USA Austria November, 2026 $2,500.00 AAA Threads November, 2026 $7,000.00 Visit USA Ireland Thanksgiving event November, 2026 $745.00 Retreat Resources Classic South Roadshow November, 2026 $7,650.00 2 American Film Market (Film Commission) November, 2026 $2,000.00 ITB Americas, Mexico November, 2026 $11,000 Virtuoso On Tour& Connect events Dec-Jan-Feb, 2026/2027 $30,000.00 Content London (Film Commission) December 2026 $5,000.00 FOCUS (Film Commission) December 2026 $12,000.00 Smart Meetings Incentive Experience December 2026 $9,000.00 12 Days of Florida—ASTA Chattanooga Chapter event December 2026 $2,000.00 Fitur, Madrid, Spain January, 2027 $16,000.00 Total Request: $302,650.00 PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida at a regular meeting of said Board held on the day of , A.D. 2026 Mayor Michelle Lincoln Mayor Pro Tern David Rice Commissioner Craig Cates Commissioner Holly Merrill Raschein Commissioner James Scholl BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FL (SEAL) Attest: Kevin Madok, Clerk BY MAYOR/CHAIRMAN AS DEPUTY CLERK MONROE COUNTY ATTORNEY APPROVED C. . SR.ASSISTANT COUNTY ATTORNEY 3