TDT Category "B"CATEGORY "B"
GRANT AND EVENT SPONSORSHIP
APPLICATION
FY 2012 -13
COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL
SPECIAL EVENT FUNDING REQUEST
CATEGORY "B"
FISCAL YEAR 2012 -2013
PART I - INSTRUCTIONS AND DEFINITIONS
PURPOSE:
This document sets forth the guidelines and categories for requests for funds from Tourist
Development Taxes. Applications will be accepted from organizations that will sponsor and
promote tourism activities during FY 2012 -2013 within Collier County that bring substantial
numbers of visitors to the County.
AUTHORIZATION HISTORY:
The Florida State Legislature enacted the Local Option Tourist Development Act (Section
125.0104, Florida Statutes) in response to the growing need of Florida counties to provide
additional revenue sources for Tourist Development in an effort to stimulate the local economy.
In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist
Development Tax on transient rental accommodations. A Tourist Development Council was
also created in 1992 to assist the Collier County Board of County Commissioners (BCC) in
planning ways in which to use the revenues received through the Tourist Development Tax,
based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in
2005. The BCC has the final determination of the allocation of TDC funds within the confines of
F.S. 125.0104.
ALLOCATION OF THE TOURIST TAX
The four (4) percent Tourist Development Tax revenue is allocated by the Tourist Development
Plan approved by the Board of County Commissioners as follows:
50% for beach park facilities or beach improvement, maintenance, renourishment, restoration
and erosion control, including pass and inlet maintenance shoreline protection, enhancement,
cleanup or restoration of inland lakes and rivers to which there is public access as these uses
relate to the physical preservation of the beach, shoreline or inland lake or river.
13.4% Museums County Owned and Operated, to acquire, construct, extend, enlarge, remodel,
repair, improve, maintain, operate or promote one or more county owned museums and Non -
County Owned Museums that are owned and operated by not -for- profit organizations and open
to the public.
36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County.
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TOURIST TAX ALLOCATION CONT.
Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in
the Florida State Statute 125.0104, and in the Collier County Ordinances.
TIMETABLE FOR REVIEW:
The Tourist Development Council (TDC) office will distribute applications to organizations that
express an interest in receiving funds for Fiscal Year 2012 -13 during the month of March 2012.
Projects must meet the guidelines and criteria outlined in this document and must apply to event
expenses after October 1, 2012 and finish no later than September 30, 2013.
Completed applications must be received by the Tourism Department Office no later than 5:00
P.M. on Monday, April 30, 2012. Applications shall be delivered to the Tourism Department
office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239)
252 -2384.
APPLICATION AND EVALUATION PROCEDURE:
The following procedure will be strictly followed. All contacts should be channeled through the
Tourism Director's office.
Please read the following instructions carefully and call the Tourism Department Office with any
questions. Incomplete or incorrect applications will be returned.
The Tourism Director serving as a facilitator and a five (5) person Grant Review Panel made up
of one hotel, one attraction, one restaurant, one retail and one cultural representative will review
all applications to determine if they meet the established criteria indicated in the application for
funding. Only those requests that will have a substantial economic impact on the County from
visitors will be considered further. The Tourism Department office staff will notify qualifying
applicants who are finalists. All finalists will then be invited to present their applications to the
TDC in May or June 2012.
The Tourist Development Council (TDC) will receive the recommendations from the Review
Panel and will vote on each qualifying applicant and prepare, in priority order, their
recommendations for funding for Fiscal Year 2012 -13. Funding recommendations of the Tourist
Development Council are final. The TDC recommendations will be presented to the Board of
County Commissioners as part of the County's budget process for FY 2012 -13.
After budget approval, contracts will be negotiated with the selected applicants, with assistance
from the County Attorney's office, and then presented to the BCC for final approval. Once
executed, these contracts will be monitored and Requests for Funds Forms will be reviewed and
approved by the Tourism Director. No projects are approved and no funds may be expended until
the contract is approved and signed by the Chairman of the Board of County Commissioners.
All materials submitted with applications will become a matter of public record, open to
inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes.
OVERALL GUIDELINES
Applications must conform to the guidelines specified by the Tourist Development Council
(TDC). Applications that do not conform to these guidelines will not be considered for funding.
The funding limits are subject to final approval by the Tourist Development Council and Board
of County Commissioners.
Funding is available for major events staged in the County year -round that attract large numbers
of overnight visitors from outside the County. Examples are national or international amateur
sports events and multiple -day festivals.
Events must be at least two (2) days in duration. A guideline of 250 hotel room nights per
day of the event will be used to evaluate the impact of the event. The maximum allowable
amount of any single sponsorship is $25,000.
Funding is also available for Collier County based organizations for marketing projects to
support visitation to the County.
Advertising and promotional campaigns supporting events or marketing projects must be in out
of Collier County media such as broadcast, web and regional print and distribution must be out
of County. Expenditures with publications, broadcast and brochure distribution with circulation
or reach outside Collier County over fifty percent (50 %) of the total will be acceptable for
reimbursement at full value based on a statement from the publisher, broadcaster or distributor
attesting to that circulation percentage.
Priority for grant funding will be given to events held during our destination's shoulder and slow
season (May- November).
TYPES OF EVENTS:
Programs, festivals, or special events should have a history of, or the potential for attracting out -
of- county visitors, either as participants or spectators, generating hotel /motel /campground room
nights. Tourism businesses or organizations may also apply for marketing assistance in printing
a brochure that highlights more than one tourism business such as a group of art galleries or a
shopping or dining district. Consideration will also be given to events that can generate national,
state, or regional media exposure for Collier County and its tourist offerings.
ELIGIBLE ORGANIZATIONS:
Not - For - Profit Organizations under section 501 of the Internal Revenue Code (a copy of the IRS
determination letter provided by the applicant confirms federal tax - exempt status), and For - Profit
Organizations are eligible for funding. Organizations must be established primarily to produce
cultural programs, festivals, or special or sports events, utilizing private sector community
financial support, volunteers and staff to carry out the objectives of the organization.
PROJECT GUIDELINES:
1. Projects or events must take place within Collier County.
2. Applicants must make the project or event accessible to the public and to disabled persons.
3. Applicants must submit a list of their Board of Directors, with addresses, board salaries and
occupation or affiliation.
4. Applicants must submit the most recent Final Status Report if they have received a tourist tax
grant in the past from Collier County to include hotel room nights generated and direct
economic impact as a result of the event, project or activity.
5. Out of cycle grant applications will be considered on a case by case basis only.
6. Application form must be typed (digital format available thru TDC website) and submitted on
81/2x 11 inch white paper.
7. Multiple events must be separate and distinct applications with separate summaries and
budgets.
8. Advertising and promotion must be placed or distributed in out -of Collier County media with
circulation or reach outside Collier County over fifty percent of the total. This is to ensure
that funds will be used to attract visitors who reside out of Collier County and who may stay
at least one night in Collier County paid lodging.
9. Applicants must provide most recent IRS Form 990.
10. Grant Requests require an Attestation Financial Statement in accordance with GAAP.
11. All event or project expenditures are on a reimbursement basis only. No funds will be
forwarded in anticipation of the receipt of an invoice or in advance of the project.
12. A complete detailed project budget must be submitted that includes all revenue sources,
expenses, media placements and other promotional expenses.
13. When submitting a request for reimbursement, a verification letter indicating that all vendors
have been paid to date must accompany the request for funds with complete back up before
any reimbursements can be released.
14. A certificate of liability insurance is required with the signed contract and must be current
before any reimbursements can be released.
15. Applicants for events that could span two fiscal years due to the close proximity of the start
date to the beginning of the fiscal year (October 1, 2012) and require promotion of the event
prior to the start of the fiscal year, will need to clearly state this fact in the application and the
amount requested prior to October 1. Expenses requested for reimbursement will not be
eligible if delivered prior to July 1 2012.
16. Applicants must document the planned return on the investment of tourist development tax
funds requested to promote the activity or event.
SPECIAL NOTE:
In the event that any funding request is not recommended for funding, the organization will not
be permitted to come back to the TDC or Board of County Commissioners for the same event
until the next fiscal year. An exception would be if new information not previously presented
might alter the TDC's decision. In this case, the applicant must bring the request back to the
TDC for further review before approaching the County Commission.
Funding Administration: No funding may be reimbursed until the Collier County Clerk of
Courts Finance Department approves the funding request.
Funding Manager: Organizations receiving funding shall designate a Funding Manager. That
individual shall be responsible for maintaining the official file with application, correspondence,
funding, narrative progress reports, request for funds /reimbursements, invoices and sample of
promotional materials used. The organization's funding manager will insure that all elements of
the funding application are followed, that narrative progress reports are submitted in a timely
manner, that requests for funds are accurate and appropriate attachments are included, and that
the event funding is closed out efficiently with the necessary reports and audit submitted. It is
the Funding Manager's responsibility to see that any applicable Federal, State or County laws
and policies are followed.
Documenting Economic Impact: For any activity or event, applicants will be required to
distribute and collect questionnaires to attendees and participants provided by the Tourism
Department staff (Attached, Exhibit "E" Page 25). These forms will assist in the tracking of
participants' accommodations and spending patterns in Collier County while attending the event.
The minimum number of required questionnaires completed and submitted with the final request
for funds must be equal to ten percent (10 %) of the attendance at the event or one hundred -fifty
(150) whichever is greater.
Applicants should be aware that the TDC staff will also survey hotels and event attendees to
confirm the data collected by the event organizers.
APPLICATION GUIDELINES:
1. If you are applying for more than one event or project, separate applications and distinct
separate budgets are required.
2. State the goals and objectives for the event for which you are applying.
3. Describe what benefits will be received from the event or promotion for which you are
applying.
4. Describe how the event or project increases the number of visitors to Collier County, their
length of stay, and expenditures at businesses throughout the County.
5. Describe how the effectiveness of the event will be evaluated.
6. Describe how financial resources will be monitored.
7. Describe, in detail, how the event or project will be implemented.
STATUS REPORTS:
Interim Status Report: A detailed interim status report will be required no later than March 30,
2013. This report will identify the progress to date of the project, activity or event. If the event
has been completed by this date, then the grantee should submit a Final Status Report. Interim
Reports will be reviewed by the Grant Review Panel as part of their review of the next year's
applications.
(Form Attached. — Exhibit "B" Page 22)
Final Status Report: A detailed final status report will be required to accompany the final
Request for Reimbursement and is due no later than September 30, 2013. (Form Attached —
Exhibit "C" Page 23)
PROCEDURES FOR DRAW OF FUNDS
A Request for Funds Form (Attached - Exhibit "D" Page 24) must be completed on a
reimbursement basis only and should be accompanied by proof of paid invoices and submitted to
the TDC office for interim draws and for final payment. Reimbursement of funds must stay
within the confines of the Project Expenses outlined in your application. Copies of paid
invoices, cancelled checks, tear sheets, printed samples or other backup information to
substantiate payment must accompany each request for funds. The following will not be
accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets
without date, company or organizations name. A tear sheet is required for each ad for each day
or month of publication. Screen shots of on -line ads are also required.
For each request for payment, Grantee is required to submit verification in writing that all
subcontractors and vendors have been paid for work and materials previously performed or
received prior to receipt of any further payments. Grantees are encouraged to submit Requests
for Reimbursement at least quarterly to avoid year -end deadlines.
If project budget has specific categories with set dollar limits, the Grantee is required to include a
spreadsheet to show which category each invoice is being paid from and total of category before
payment can be made to Grantee. Organizations receiving funding should take into consideration
that it will take a maximum of 45 days for the County to process a check. No advanced payment
of any expenses by the County is authorized.
If tourist development tax funds become inadequate to fund all or part of a TDC grant, the
County reserves the right to reduce funding to a grantee accordingly.
USE OF TOURISM DEVELOPMENT FUNDS
Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote
and advertise tourism in the State of Florida and nationally and internationally; however, if tax
revenues are expended for an activity, service, venue, or event, the activity, service, venue, or
event shall have as one of its main purposes the attraction of tourists as evidenced by the
promotion of the activity, service, venue, or event to tourists.
NOTICE: All collateral materials and all print and broadcast advertisements must identify the
Collier County tourist development tax as a source of funding. All printed and broadcast
material must contain the verbiage "A cooperative effort funded by the Collier County
Tourist Development Tax" and /or display the CVB logo and website url
(www.paradisecoast.com) on all printed materials and in television ads where possible to
qualify for reimbursement.
AUDITS AND RECORDS
The organization receiving funds shall maintain such records and accounts, including property,
personnel, and financial records as are deemed necessary by the County to ensure a proper
accounting for all TDC funds. The aforesaid records will be made available for audit or
inspection purposes at any time during normal business hours and as often as the TDC deems
necessary. They shall be made available to the TDC for examination, all such records with
respect to any matters covered by this funding application. The organization receiving funding
will permit the same to be examined and excerpts or transcriptions made from such records and
audits of all contracts, invoices, materials, records of personnel and of employment, and data
relating to all matters covered by this application. The TDC's right of inspection and audit shall
also apply to any audits made by any other agency whether local, state, or federal.
FUNDING CATEGORY GUIDELINES
I Sponsorships: Minimum two -day events with 250 or more hotel room nights per day of the
event. Funds are to be used exclusively for advertising and promotion in out -of- market media.
The maximum is $25,000 per event with a minimum of three years of result history.
First Time Events: These include newly created events, or ones that have little history.
Events in this category may be funded up to a maximum of $25,000 per event.
Subsequent year funding will be determined by results of the first or subsequent year
Return on Investment (ROI) of tourist taxes utilized.
II Cultural Events: Two or more day events that bring significant number of out of area visitors
to Collier County. The maximum amount per event is $25,000.
III Marketing Assistance: Organizations located in Collier County that request marketing
assistance for projects highlighting more than one tourism business that further the mission of the
TDC and the CVB and do not meet the guidelines for a Category C -2 Museum grant. Examples
would be production of brochures, special package promotions and facility marketing programs.
The maximum amount per project is $25,000.
IV New Sports Events: To attract or support events that have not previously been held in Collier
County that can be enticed with assistance in marketing and promotion of the event to increase
participation and hotel room nights. The maximum amount available for this category is $25,000.
CRITERIA FOR EVALUATION
OF APPLICATIONS
Applications will be scored in six (6) categories with a maximum score of one hundred (100)
points per applicant. This scoring will determine the ranking of projects or events for funding.
I. RETURN ON INVESTMENT OF TOURIST DEVELOPMENT TAX IN
VISITOR SPENDING IN COLLIER COUNTY - Maximum 25 Points.
Evidence that the project: serves to attract out -of- county visitors generating
hotel /motel /campground rentals; will be marketed to the fullest extent possible in
an effective and efficient manner; demonstrates a willingness of the organizers to
work with the tourism industry; commits to develop other funding sources in
subsequent years.
II. OUT -OF- COUNTY PROMOTION - Maximum 25 Points.
The proposed out -of- County advertising is well thought out and detailed to show
the potential broad awareness of the event in out -of- market media. Packaging of
hotels, attractions and shopping through tour operators or travel agents will also
be evaluated.
1II. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points.
A. The extent to which the project has clearly identified objectives; has
assigned responsibilities and accountability; has a realistic timetable for
implementation; has additional funding sources available that will be
utilized and that will accomplish the stated objectives.
IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 10 Points.
A. A proven record or demonstrated capacities of the organization to develop
resources, effectively plan, organize and implement the proposed project.
B. The organization has a successful history of producing events or activities
related to the grant funded purpose.
C. Ability of the organization to administer public grants and to prepare and
deliver the necessary progress reports.
V. QUALITY & UNIQUENESS OF PROPOSED PROJECT- Maximum 10
Points.
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Extent to which the activity provides a program for Collier County visitors and its
residents, that is of significant merit and that, without such assistance, would
not take place in the County.
VI. PLAN TO HOLD THE EVENT OR ACTIVITY DURING SHOULDER OR
SLOW SEASONS OF THE YEAR (May- November) - Maximum 10 Points.
Plans clearly outline commitment to assist the Tourism Department in increasing
shoulder and slower seasons of the year.
Repeat Funding Requests
This Point System will be used to determine the level of funding for repeating
events. Scoring must equal at least 75 points.
Year of Fundine Request
Maximum % of Funding Allowed
1St
Up to 100% of Request
2nd Year & Beyond
Up to Percentage of TDT ROI
The amount and priority of funding recommended for approval will be based on the final
score in the Evaluation process described above.
USES OF TOURIST DEVELOPMENT FUNDS
AUTHORIZED USES OF FUNDS:
The following are examples of how Tourist Development Funds may be used to promote tourism
for Collier County.
1. Advertising and promotional expenses in out of Collier County based media in
conjunction with an activity or event to increase participation in the event and
bring overnight visitors to Collier County. Examples are: printing and
distribution of promotional pieces prior to the event including creative design,
printing, copying, ad placement cost and distribution of direct mail.
2. Creating an internet web site promoting the event linked to the County's Tourism
website to increase participation, attendance and awareness of the event
and to generate hotel room nights.
Please be advised that Collier County policy requires the submission of vendor invoices,
copies of credit card receipts and statements and two -sided copies of cancelled checks, on-
line bill pay transaction registers or other acceptable evidence of payment, original tear
sheets of print ads showing publication name and date, affidavit of broadcast dates and
times, screenshots of on -line ads showing date of capture, or samples of printed materials to
the Tourism Director or his designee, for review and upon verification by letter from the
Grantee that the services or work performed as described in the invoice have been
completed or that the goods have been received and that all vendors have been paid.
Should these documents be unavailable, the Grantee may submit other legally viable
evidence of payment subject to review and approval by the Clerk's Office. No advanced
payments are authorized. There are no exceptions.
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TOURISM FUNDS MAY NOT BE USED FOR:
Prize money, scholarships, awards, plaques, or certificates.
2. Travel expenses for event participants or officials.
3. Projects restricted to private or exclusive participation.
4. Private entertainment, food, and beverages and lodging.
5. Operating expenditures directly or indirectly related to the project or event such as
equipment, field or facility rental.
6. Legal, medical, engineering, accounting, auditing, planning, feasibility
studies or other contracted services or fees.
7. Salaries or supplements to salaries for existing or future staff, or employment of
personnel directly or indirectly related to the project or event.
8. Real property or capital improvements, new construction, renovation or restoration to
facilities.
9. Tangible personal property including but not limited to office furnishings or
equipment, permanent collections, or individual pieces of art.
10. Interest or reduction of deficits and loans.
11. Expenses incurred or obligated prior to or after the project or event period.
12. Advertising and promotional materials distributed at the event site or after
the event.
13. Payments for services or goods purchased for previous or other events.
14. Payment for expenses that occur or are delivered prior to or after the effective date of
the agreement with the grantee.
15. Advance deposits of any kind.
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PART II
APPLICATION FOR FUNDS
GENERAL INSTRUCTIONS
Please submit an original and fifteen (15) copies of your completed application and all
supporting documents for consideration by the Collier County Tourist Development Council.
Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT
APPLIES TO YOUR EVENT.
Please call Jack Wert, Tourism Director at (239) 252 -2402 with any questions.
Be sure to have your Chief Official and Secretary signs the application on the last page.
One copy of each of the following items is required and should be attached to your original
application:
O Charter, Articles of Incorporation, By -Laws, Proof of Current Status
(except government entities)
() Minutes of meeting authorizing officers to apply for these tourism tax funds
() IRS Determination Letter of non - profit status (except government entities)
() List of current Officers and Board members with terms and salaries, or mayor, City
Council
() Organizational Chart
() Copy of financial statement of your most recent fiscal year (except government entities)
() Proof of Liability Insurance
() Letters of Commitment from co- sponsors and matching funds contributors
Name of Preparer: (Please Print)
Signature of Preparer
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APPLICATION
TOURIST DEVELOPMENT SPONSORSHIP
FY 2012 -13
I GENERAL INFORMATION
To assist us in evaluating the impact your event may have on Collier County and to better
understand what support you are requesting, the following questions must be answered in full.
(1) NAME OF ORGANIZATION
(2) NAME OF EVENT /PROJECT
DATE OF EVENT LOCATION OF EVENT
(3) CONTACT PERSON: Name:
Phone #: ( ) E -mail address: _
(4) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY ST ZIP
PHONE: FAX:
(5) ORGANIZATION'S CHIEF OFFICIAL:
TITLE:
PHONE:
Address if different from above:
FAX:
(6) INTENDED USE OF FUNDS: (Refer to Authorized Uses of Funds and
Unauthorized Uses of Funds)
(7) AMOUNT REQUESTED $
(8) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE
RESTRUCTURED WITH LESS TDC FUNDING? ( ) YES ( ) NO
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II DETAILS ON YOUR ORGANIZATION:
In narrative form please describe your organization in the following areas. Use a separate sheet
to complete these questions in detail.
(1) What are your organization's goals and objectives?
(2) What services does your organization provide?
(3) How will your organization monitor expenditure of funds?
(4) How will your event bring additional visitors and hotel room
nights to Collier County?
(5) What is your organization's experience in managing sponsorships and grants?
III PREVIOUS EVENT EXPERIENCE
Please indicate the experience you organization has had with other events or your experience
with this event in past years. If you have received TDC funding for a previous event, please
include a copy of your Final Status Report.
NAME OF EVENT
DATE AND LOCATION
NUMBER OF PARTICIPANTS /GUESTS
ECONOMIC IMPACT
HOTEL ROOM NIGHTS
Return on Investment (ROI) of tourist tax used to support the event.
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IV EVENT INFORMATION (Use additional sheets where necessary.)
(1) EVENT NAME:
(2) TYPE OF EVENT:
(3) DATE OF EVENT:
LOCATION:
(4) NUMBER OF DAYS: HOURS: FROM: TO:
(5) EVENT PROMOTER (IF OTHER THAN YOUR ORGANIZATION)
NAME OF PROMOTER
COMPANY NAME
ADDRESS:
PHONE and FAX
(6) PROJECTED NUMBER OF LOCAL PARTICIPANTS,
GUESTS AND MEDIA
(7) PROJECTED NUMBER OF OUT -OF -TOWN PARTICIPANTS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(8) PROJECTED NUMBER OF OUT -OF -TOWN GUESTS OF PARTICIPANTS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(9) PROJECTED NUMBER OF OUT -OF -TOWN MEDIA PERSONS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(10) TOTAL NUMBER OF HOTEL ROOMS REQUIRED IN COLLIER
COUNTY FOR EVENT:
(11) PROVIDE THE ESTIMATED DIRECT ECONOMIC IMPACT ON COLLIER
COUNTY FROM YOUR EVENT. (DO NOT USE MULTIPLIERS): $
(12) HOW DID YOU CALCULATE THIS ESTIMATED IMPACT? PLEASE EXPLAIN.
(13) PROVIDE A LIST OF OTHER EVENT SPONSORS AND THE AMOUNT(S)
OF THEIR SPONSORSHIPS.
(14) PROVIDE THE LOCATION, CONTACT NAME AND PHONE NUMBER FOR THE
EVENT FOR THE LAST THREE YEARS.
(15) PLEASE PROVIDE DETAILS OF HOW THE EVENT WILL WORK.
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V SPORTS EVENT (If Applicable)
(1) NAME OF SPORTS EVENT:
(2) LOCATION OF EVENT: (IF MORE THAN ONE, LIST ON SEPARATE SHEET.)
(3) TOTAL NUMBER OF FIELDS NEEDED:
(4) TOTAL NUMBER OF FIELDS NEEDED PER DAY:
(5) NUMBER OF LIGHTED FIELDS REQUIRED:
(6) PROVIDE FIELD USE TIMES BY DAY.
(7) SPECIAL FIELD REQUIREMENTS (PLEASE SPECIFY)
VI OUTDOOR EVENT:
(1) LOCATION AND SIZE OF LOCATION:
(2) SPECIAL SITE REQUIREMENTS:
VII CULTURAL ARTS EVENT
(1) LOCATION AND SIZE OF LOCATION:
(2) SPECIAL SITE REQUIREMENTS:
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PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX REQUEST $
ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request)
TOTAL ADDITIONAL FUNDS $
OTHER INCOME SOURCES
TOTAL OTHER INCOME $
TOTAL INCOME - ALL SOURCES $
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PROJECT EXPENSES:
Intended Expenditure of Tourist Tax Funds
(Please refer to authorized and unauthorized uses on page 12 -13)
Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit
as possible, including publication names, promotional materials, etc. and how much monev
will be expended for each cateeory. Use additional sheets if necessary.
Total Tourism Funds Utilized: $
Other Project Expenses
Total Other Project Expenses $
TOTAL PROJECT EXPENSES $
Profit (Loss) $.
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CERTIFICATION
I have reviewed this Application for Grant Funds from the Tourist Development Council
for FY 2012 -13. I am in full agreement with the information contained herein and have the
authority to request this funding on behalf of the organization.
To the best of my knowledge, the information contained in this Application and its
attachments is accurate and complete.
Chief Corporate Officer
Date
Seal
Document
Corporation Secretary
Date
Please attach a copy of the Corporate Minutes authorizing the application for Tourist Tax
funds for the purposes stated in this grant application. .
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EXHIBIT "B"
Collier County Tourist Development Council
Interim Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON:
ADDRESS:
TITLE:
PHONE: FAX:
On an attached sheet, answer the_followimg questions to identif_u the status
of the event. This report is due no later than March 30, 2013
These questions will identify the current status of the upcoming event and will be
reviewed by the Grant Review Panel. If they feel you are behind schedule on the
planning stages, they will make recommendations to help get the event back on
schedule.
➢ ➢ Has the planning of this event started?
➢ ➢ At what point are you at with the planning stage for this event?
(Percent of completion)
➢ ➢ What hotels /motels have committed to special rates or packages for the
event?
➢ ➢ What is the estimated number of booked hotel /motel rooms to this point for
this event or activity?
➢ ➢ What is the total dollar amount to date of matching contributions?
➢ ➢ What is the status of the advertising and promotion for this event?
➢ ➢ If you have submitted any advertisements or printed pieces to the TDC staff
for approval, please supply a sample and indicate the ad schedule.
➢ ➢ How has the public interest for this event been up to this point?
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EXHIBIT "C"
Collier County Tourist Development Council
Final Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON:
ADDRESS:
PHONE:
TITLE:
FAX:
On an attached sheet, answer the followirkq questions for each element in
your scope of work.
Is this a first time event? If not, how many times has this event taken
place?
➢ What hotels (names) were used for special rates or packages for the event?
➢ What is the number of hotel room nights generated by this event?
What are the total direct expenditures by participants and attendees generated by this
event?
What is the Return on Investment (ROI) on tourist taxes used in support of this event?
➢ List the vendors that have been paid and state if all vendors have been paid. What is
the number of participants that came to this event?
➢ What is the percentage of the total participants from out of Collier
County?
➢ What problems, if any, occurred if any during the event?
➢ List the out -of- county- advertising, marketing, and /or public relations
that were used to promote this activity or event.
➢ How could the event be improved or expanded?
23
EXHIBIT "D"
REQUEST FOR FUNDS
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
EVENT NAME
ORGANIZATION_
ADDRESS
CONTACT PERSON
TELEPHONE(
REQUEST PERIOD FROM TO
REQUEST#
( ) INTERIM REPORT ( ) FINAL REPORT
TOTAL CONTRACT AMOUNT $
EXPENSE BUDGET REIMBURSEMENT REQUESTED
TOTALS
NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your
application and agreement. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other
backup information to substantiate payment must accompany this request for funds. The following will not
be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without
date, company or organizations name. A tear sheet is required for each ad for each day or month of
publication.
With each request for payment, Grantee is required to submit verification in writing that all subcontractors
and vendors have been paid for work and materials previously performed or received prior to receipt of any
further payments.
If project budget has specific categories with set dollar limits, the Grantee is required to include a
spreadsheet to show which category each invoice is being paid from and total of category before payment can
be made to Grantee. Organizations receiving funding should take into consideration that it will take a
maximum of 45 days for the County to process a check.
Event participant questionnaires should be submitted with the Final Reimbursement request.
Furnishing false information may constitute a violation of applicable State and Federal laws.
CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our
official accounting system and records, consistently applied and maintained and that the cost shown have
been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for
reimbursement of actual cost made during this time period.
SIGNATURE TITLE
24
EXHIBIT "E"
Naples
March island
` Evcrgladcs VISITOR QUESTIONNAIRE
Welcome to the Paradise Coast sm. Thank you for choosing this area for your visit. Please take a few minutes
to complete the following questions so that we can better serve the needs of future visitors to Florida's Last
Paradise s`". PLEASE REFER TO OUR PARADISE COAST BROCHURES FOR THE LOCATION OF
ALL AREA ATTRACTIONS.
NAME:
ADDRESS:
CITY ST ZIP
DATE OF ARRIVAL:
DATE OF DEPARTURE:
WHERE ARE YOU HOTEL/RESORT
FRIENDSIFAMILY
CONDOMINIUM
STAYING?
NAME OF HOTEL AND CITY /AREA:
NAME OF CONDOMINIUM/TIMESHARE:
# OF ROOMS OCCUPIED x NUMBER OF NIGHTS STAYING IN COLLIER COUNTY =
HOW DID YOU SELECT THE HOTEL /CONDOMINIUM?
INTERNET( ) YOUR CHOICE
( ) TRAVEL AGENT ( )
OTHER:
NUMBER OF MEALS YOU & YOUR GROUP WILL EAT OUT:
Number of people in your party =
Number of days of your visit =
Number of meals eaten out each day =
PLANNED AREA ACTIVITIES: (Please circle all that apply)
ARTS & CULTURE WATER SPORTS
NATURE
FAMILY ATTRACTIONS
von Liebig Art Center Beaches
Everglades Tour
Naples Zoo
Naples Museum of Art Naples Pier
County Parks
Naples Botanical Garden
Sugden Theatre Shelling
National Park
Children's Museum
Naples Philharmonic Fishing
State Parks
Fun 'n Sun Water Park
Art Galleries Boating
Corkscrew Swamp
Swamp Buggy Race
Other Kayaking
Conservancy of SW FL
Mini Golf
Other
Lake Trafford
King Richard's Fun Park
Other
Other
SHOPPING AND DINING SIGHTSEEING
MUSEUMS
RELAXATION &
Fifth Avenue South Lunch/Dinner Cruise/
County Complex
ENTERTAINMENT
Third Street South Sunset Cruise
Everglades City
Golf
Waterside Shops City Trolley Tour
Marco Island
Spa
Venetian Bay Everglades Tour
Rookery Bay
Shelling
Bayfront Segway Tour
Holocaust
Seminole Casino
Tin City Dolphin Cruise
Naples Depot
Lounges & Clubs
Prime Outlets Other
Palm Cottage
Music
Other
Other
Other
25
Collier County
Tourist Development Council
PLEASE INCLUDE THIS CHECKLIST WITH YOUR FINAL SUBMISSION TO
INSURE THAT ALL REQUESTED DOCUMENTS ARE INCLUDED.
PLEASE ATTACH ONE COPY OF EACH OF THE FOLLOWING
ITEMS TO YOUR ORIGINAL APPLICATION FOR OUR FILES: (It is
not necessary to provide a copy of these items with the 15 copies.)
❑Charter, Articles of Incorporation, By -Laws, Proof of Current Status, i.e.
Annual Report on file with the Secretary of State - Except Government
entities.
❑ Minutes of meeting authorizing officers to apply for these tourist development funds.
❑ IRS Determination Letter - Except Government entities.
❑ List of current officers and board members, indicating terms, or mayor,
City Council, etc.
❑ Organization Chart
❑ Copy of financial statement for the most recently completed fiscal year -
Except Government entities.
Letters of commitment from co- sponsors;
Board Minutes indicating approval to apply for these grant funds.
Income and expense details
❑ Signed by Chief Officer and Secretary.
Name of Preparer: (Print)
Signature of Preparers
26