Agenda 03/13/2012 Item #11I3/13/2012 Item 11. 1.
EXECUTIVE SUMMARY
Recommendation to approve Tourist Development Council (TDC) FY 13
(October 1, 2012 - September 30, 2013) Grant Application Changes for
Category B and C -2 as recommended by the TDC.
OBJECTIVE: Approve TDC Grant application forms for distribution to
prospective applicants for the FY 13 grant cycle.
CONSIDERATIONS: The grant cycle for FY 13 begins in March 2012 upon BCC
approval of the suggested changes to the application forms, and will run through
the budget cycle for the Tourism Department with final approval of funding at the
final budget hearing in September 2012.
Attached are the application forms that with tracked changes suggested by the
TDC at their Special Meeting on February 17, 2012. These changes are based
on past history of these TDC grants and incorporate changes suggested by The
Clerk of the Courts Finance Department for the FY 12 grant cycle. It should be
noted that there are some differences between the two application forms due to
the type of activities each category covers. As a result, there will be differences in
categories, authorized uses, etc.
Below are highlights of the changes to the FY 12 application forms to be
incorporated into the FY 13 application forms:
Category B Marketing Grants (Fund 184):
• All dates are changed to coincide with the FY 13 County budget cycle
• Grant Review Committee makeup on page 4
o Change the title of the "Committee" to "Panel' to clarify its non -
advisory board role and defining the role of the Tourism Director as
facilitator to the Panel.
• Overall Guidelines changes on pages 5 -6
• Change guideline of room nights for events from 100 to 250 to
reflect the type of events we wish to attract.
• Priority will be given to events held during the destinations slow and
shoulder seasons (May- November).
• Add language for events that span two fiscal years due to the
proximity of the event dates to the October 1 start of the fiscal year.
• Add requirement to document Return on Investment of Tourist Tax dollars
used to promote the event or activity.
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3/13/2012 Item 11.1.
Status Reports requirements on page 8.
o The Preliminary Status Report is not a necessary item for the Grant
Review process and should be eliminated.
o The Interim Status Report on a quarterly basis is not a necessary
process for the TDC or staff to review. Instead, the Interim Status
Report would now be due by March 30, 2013 (six months into the
grant cycle) and would be reviewed by the Grant Review Panel as
part of their review of the new grant applications.
Funding Categories Guidelines on page 10
• The term "Sponsorships" better defines the intended purpose of
these grant funds as recommended by the TDC and supported in
past years by the County Commission.
• Eliminate "Event Bid Fees" because the TDC recommends only
using these grant funds for marketing expenditures to promote the
events covered under the grant.
• Clarification made to First Time Events to indicate importance of
ROI measurement for future grant funding.
• New Category IV for New Sports Events to attract events that have
never been in Collier County before with a cap of $25,000 for this
category.
Criteria for Evaluation of Applications on pages 10 -11
• First category is changed to reflect the importance of Return on
Investment (ROI) on the tourist tax dollars invested.
• The points for IV and V are reduced from 15 to 10 to allow for a
new category for up to 10 points awarded for events that are
scheduled in our slow or shoulder seasons (May- November).
Repeat Funding Requests - Page 11
o Grant funding for subsequent year applicants will be based on the
reported ROI from the tourist tax dollars invested in promoting the
previous year(s) events. This will assist the TDC in recommending
funding levels for grants that more closely matches the return on
visitor spending used to promote the events funded under the
grant.
The balance of the changes in the application is tracked for review and
reflects the changes necessary to implement the recommended revisions
discussed above.
Category C -2 Grants (Fund 193) - Non County Owned and operated
Museums:
• All dates have been changed to coincide with the FY 13 County budget
cycle
• Eligibility for Funding on Page 4
o Language changed to reflect the guidelines suggested by the TDC
and supported by the BCC to fund only marketing expenses for all
Category C -2 grant funding.
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3/13/2012 Item 11.1.
• Evaluation Procedures on page 4
o Change the Grant Review Committee to "Panel" and clarify the role
of the Tourism Director as recommend in the Category "B"
application.
• "SPECIAL NOTE" on page 5
o Clarify the use of questionnaires for visitors attending special
events and an annual tabulation of the origin of visitors to the
museum.
• Status Reports on page 5
o Eliminate Preliminary Report and modify the Interim Status Report
requirement to be due by March 30, 2013 for review by the Grant
Review Panel.
• Repeat Funding Request Guidelines on page 7
o Funding for a grant will be based on the ROI of the tourist tax
invested in promoting museum events during the previous year.
These changes are consistent with the recommended Category "B"
guideline revisions
• Criteria for Evaluation of Applications on page 11
• Rewording of first criteria to indicate the importance of projecting
the Return on Investment (ROI) of the tourist tax funds used for
promoting an event or the museum.
• Addition of a new criterion to score the willingness to schedule the
event or promotion of the museum in the slow or shoulder seasons
(May- November).
• The balance of the recommended changes support the revisions
recommended above in the application form and the status reports and
are consistent with the recommended changes in the Category "B"
application.
FISCAL IMPACT: The amount of funding for FY 13 for both Category B and C -2
grants has not yet been determined and there will be no impact to current
Ordinance allocations. However, for budgeting purposes, staff suggests using the
FY 12 budgets for each category as a guideline and adding $25,000 to Category
"B" to support the New Sports Events initiative:
Category B Marketing Grants: $125,000
Category C -2 Non - County Owned Museum Grants: $300,000
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth
Management Plan from this action.
LEGAL CONSIDERATION: This item has been reviewed by the County
Attorney's Office, requires majority vote, and is legally sufficient for Board action.
— CMG
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3/13/2012 Item 11.1.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council
(TDC) met on February 17, 2012 in a special meeting to review the Category "B"
and "C -2" grant applications and unanimously (5 -0) recommended the changes
indicated above and on the attached application forms.
RECOMMENDATION: Recommendation to approve Tourist Development
Council (TDC) FY 13 Grant Application Changes for Category B and C -2 as
recommended by the TDC.
PREPARED BY: Jack Wert, Tourism Director
ATTACHMENTS: Category B & C -2 Applications with changes suggested by
TDC.
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3/13/2012 Item 11.1.
COLLIER COUNTY
Board of County Commissioners
Item Number: 11.1.
Item Summary: Recommendation to approve Tourist Development Council (TDC) FY13
(October 1, 2012 - September 30, 2013) Grant Application changes for Category B and C -2 as
recommended by the TDC.
Meeting Date: 3/13/2012
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator,Tourism
3/1/2012 1:51:03 PM
Submitted by
Title: Director - Tourism,Tourism
Name: WertJack
3/1/2012 1:51:04 PM
Approved By
Name: WertJack
Title: Director - Tourism,Tourism
Date: 3/1/2012 2:05:45 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 3/1/2012 2:09:50 PM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 3/3/2012 4:18:24 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 3/5/2012 4:32:35 PM
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Name: OchsLeo
Title: County Manager
Date: 3/5/2012 5:36:31 PM
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3/13/2012 Item 11.1.
3/13/2012 Item 11.1.
CATEGORY "B"
GRANT AND EVENT SPONSORSHIP
APPLICATION
FY 2012 -13
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3/13/2012 Item 11.1.
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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3/13/2012 Item 11. 1.
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.
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3/13/2012 Item 11. 1.
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.
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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.
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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.
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14. When submitting a request for reimbursement, a verification letter indicating that all vendors
have been paid to date, and must accompany the request for funds with complete back up
before any reimbursements can be released.
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3/13/2012 Item 11.1.
15. A certificate of liability insurance is required with the signed contract and must be current
before any reimbursements can be released.
16. 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.
17. 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, requests for finds /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 26). 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
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3/13/2012 Item 11. 1.
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.
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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
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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 second 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; These would include events that have not previously been held in Collier
County that can be attracted with some 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 five (5) 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.
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3/13/2012 Item 11.1.
III. 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 AND UNIQUENESS OF PROPOSED PROJECT - Maximum 10
Points.
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 THE
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 Funding Request
Maximum % of Funding Allowed
1 St
Up to 100%
2nd Year 8s 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.
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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.
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.
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.
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.
H. 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
3/13/2012 Item 11.1.
Please submit an original and fifteen (15) copies of your completed application (Pages 15 -20)
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)
O Minutes of meeting authorizing officers to apply for these tourism tax funds
() IRS Determination Letter of non - profit status (except government entities)
O 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
14
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3/13/2012 Item 11.1.
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.
(l) NAME OF ORGANIZATION
(2) NAME OF EVENT/PROJECT
DATE OF EVENT
(3) CONTACT PERSON
Phone #: ( )
E -mail address:
Name:
LOCATION OF EVENT
(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
15
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3/13/2012 Item 11.1.
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.
16
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3/13/2012 Item 11.1.
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.
MA
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3/13/2012 Item 11.1.
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:
18
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3/13/2012 Item 11.1.
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 $
19
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3/13/2012 Item 11. 1.
PROJECT EXPENSES:
Intended Expenditure of Tourist Tax Funds
(Please refer to authorized and unauthorized uses on page 13 -14)
Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit
as possible, includinff publication names, promotional materials etc and how much money
will be expended for each category, Use additional sheets if necessary.
Total Tourism Funds Utilized: $
Other Project Expenses
Total Other Project Expenses $
TOTAL PROJECT EXPENSES $
Profit (Loss) $
0
20
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3/13/2012 Item 11.1.
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. .
21
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3/13/2012 Item 11. 1.
EXHIBIT "A" DELETE THIS FORM
Collier County Tourist Development Council
Preliminary Status Report
Submit With Application
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON:
ADDRESS:
PHONE:
TITLE:
FAX:
On an attached sheet, answer the following Questions and attach it to your
app iication.
PRELIMINARY INFORMATION:
➢ ➢ Is this a first time event? If not, how many times has this event taken
place?
➢ ➢ What hotels have committed to special rates or packages for the event to
date?
➢ ➢ What are the estimated hotel room nights generated by this event?
➢ ➢ What is the estimated revenue generated by this event?
➢ ➢ What is the estimated number of participants expected at this event?
➢ ➢ If event planning is in progress, what has been done, what remains to be
done, and are there any problems?
➢ ➢ If the event planning has not been started, why?
➢ ➢ List the out -of- county advertising, marketing, and /or public relations that
have been contracted or placed to date?
22
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3/13/2012 Item 11.1.
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 following questions to identif_u the status
of the event Submit this report at least quarterly.
INTERIM - These questions will identify the current status of the upcoming event.
And will be reviewed by the Grant Review Panel. and if they feel you are behind
schedule on the planning stages, they will make recommendations to help get the
event back on schedule.
➢ y- 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?
23
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3/13/2012 Item 11.1.
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 following questions for each element in
your scope of work.
Final - These questions should be answered for your final status report.
➢ 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?
EXHIBIT "D"
REQUEST FOR FUNDS
24
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3/13/2012 Item 11.1.
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
EVENT NAME
ORGANIZATION
ADDRESS
CONTACT PERSON TELEPHONE ( )
REQUEST PERIOD FROM TO
REQUEST#
( ) INTERIM REPORT O 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
EXHIBIT "E"
25
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3/13/2012 Item 11.1.
Naples I&
MazccoI:.d
Everglades VISITOR QUESTIONNAIRE
Welcome to the Paradise Coast S"'. 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 "I. 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 FRIENDS/FAMILY 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
von Liebig Art Center
Beaches
Everglades Tour
Naples Museum of Art
Naples Pier
County Parks
Sugden Theatre
Shelling
National Park
Naples Philharmonic
Fishing
State Parks
Art Galleries
Boating
Corkscrew Swamp
Other
Kayaking
Conservancy of SW FL
Other
Lake Trafford
Other
SHOPPING AND DINING
Fifth Avenue South
Third Street South
Waterside Shops
Venetian Bay
Bayfront
Tin City
Prime Outlets
Other
SIGHTSEEING
Lunch/Dinner Cruise/
Sunset Cruise
City Trolley Tour
Everglades Tour
Segway Tour
Dolphin Cruise
Other
MUSEUMS
County Complex
Everglades City
Marco Island
Rookery Bay
Holocaust
Naples Depot
Palm Cottage
Other
26
Packet Page -1036-
FAMILY ATTRACTIONS
Naples Zoo
Naples Botanical Garden
Children's Museum
Fun 'n Sun Water Park
Swamp Buggy Race
Mini Golf
King Richard's Fun Park
Other
RELAXATION &
ENTERTAINMENT
Golf
Spa
Shelling
Seminole Casino
Lounges & Clubs
Music
Other
3/13/2012 Item 11.1.
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.
0 IRS Determination Letter - Except Government entities.
❑ List of current officers and board members, indicating terms, or mayor,
City Council, etc.
Organization Chart
0 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 Preparer:
Grants App
27
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G/ 11 -12 Category B
3/13/2012 Item 11.1.
CATEGORY 66C -2"
NON- COUNTY OWNED MUSEUM GRANT
APPLICATION
FY 2012 -13
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3/13/2012 Item 11.1.
COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL
GRANT FUNDING REQUEST
CATEGORY "C -2" NON - COUNTY OWNED MUSEUM GRANT
APPLICATION
FISCAL YEAR 2012 -13
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 promote tourism
activities at their facilities during FY 2012 -13 within Collier County that will bring substantial
numbers of overnight 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 (BOCC) 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
BOCC 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 - percent (4 %) 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% for County owned or operated museums, to acquire, construct, extend, enlarge, remodel,
repair, improve, maintain, operate or promote one or more county owned museums and for 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.
2
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3/13/2012 Item 11.1
TOURIST TAX ALLOCATION CONT.
AW
Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the
Florida State Statute 125.0104, and the Collier County Ordinance 92 -60.
TIMETABLE FOR REVIEW:
The Tourist Development Council 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 commence after October 1,
2012 and completed by 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 Development
Department Office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information,
telephone (239) 252 -2384.
3
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3/13/2012 Item 11.1.
APPLICANT INSTRUCTIONS
ELIGIBILITY FOR FUNDING
Category "C -2" designated by Collier County Ordinance 92 -60 as amended for Non - County owned
Museum funding is available through the Tourist Development Council and Collier County Board
of County Commissioners. The use of Category C -2 is designated by the Tourist Development
Council (TDC) for out of county marketing and promotion of events, special exhibits or to increase
visitation to these museum facilities. C -2 grants are not to be used for construction of facilities.
APPLICATION AND EVALUATION PROCEDURE:
The following procedure will be strictly followed. All questions should be channeled through the
Tourism Director's office.
Please read the following instructions carefully and call the Tourism Department Office with any
questions at 239 - 252 -2384. 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 for funding as indicated in the
application form. 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 Grant 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 Fund Forms will be reviewed and
approved by the Tourist Development Council 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.
4
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3/13/2012 Item 11. 1.
SPECIAL NOTE:
In the event that any funding request is turned down, 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 made 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 Request for Funds and supporting documentation.
Documenting Economic Impact: If any of the grant funding is to market or promote events at
the museum, applicants will be required to distribute and collect questionnaires provided by the
Tourism Department staff. These fonns will assist in the tracking of participants' accommodations
and spending patterns in Collier County while attending these events. The minimum number of
required questionnaires must be equal to ten percent (10 %) of the event attendance or one hundred -
fifty (150) whichever is greater. (Attached, Exhibit "E" Page 23). Grantees are also requested to
tabulate all visitors at their facilities to determine their home residence and the amount of time they
are staying in Collier County.
Applicants should be aware that the TDC staff will also survey hotels to confirm the data collected
by the applicant for event attendance.
STATUS REPORTS:
Interim Status Report: A detailed interim status report will be required no later than March 30,
2013 or with any interim Requests for Funds reimbursement. The report will document the progress
to date of museum attendance and participants in events. Interim Reports will be reviewed by the
Grant Review Panel as part of their review of the next year's grant applications. (Form Attached —
Exhibit "B" Page 19).
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 20.)
PROCEDURES FOR DRAW OF FUNDS
A Request for Funds Form (Attached - Exhibit "D" Page 21) must be completed on a
reimbursement basis only and should be accompanied by proof of paid invoices. Reimbursement
of funds must stay within the confines of the Project Expenses outlined in your application and
County agreement. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other
backup information to substantiate payment must accompany 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
Packet Page -1042-
3/13/2012 Item 11.1.
day or month of publication. Screen shots of on -line ads will be accepted as proof of
performance.
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. No advanced payments of any expense by the County are authorized.
If tourist development tax funds become inadequate to fund all of part of a TDC grant, the County
reserves the right to reduce funding to a grantee accordingly.
Grantees are encouraged to submit Requests for Reimbursement at least quarterly to avoid year -end
deadlines.
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 material and advertisements must identify the Collier County tourist
development tax as a funding source. All printed material and all print and broadcast ads 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 printed
materials and in broadcast 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.
0
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3/13/2012 Item 11.1.
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 Funding Request
Maximum % of FundinLF Allowed
1 St
Up to 100%
2nd Year and Beyond
Up to Percenta e of TDT ROI
The amount and priority of funding recommended for approval will be based on the final score
in the Evaluation process described below.
USES OF TOURIST DEVELOPMENT TAX FUNDS
AUTHORIZED USES OF FUNDS:
The following are examples of how Tourist Development Funds may be used to promote tourism
for Collier County by Museums.
Advertising and promotional expenses in out of Collier County media in conjunction
with an activity or event or promotion to increase the number of overnight visitors to
Collier County. Examples are: printing and distribution of promotional pieces prior
to the event or exhibit including creative design, printing, copying, ad placement
cost and distribution of direct mail.
7
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3/13/2012 Item 11.1.
2. Creating an internet web site promoting the event or exhibit linked to the County's
Tourism website to increase participation, attendance and awareness of the event
and to generate hotel room nights and spending throughout the County.
Promotional costs for a major traveling exhibit to create new reasons to visit or
extend a stay in Collier County
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.
TOURISM FUNDS MAY NOT BE USED FOR:
l . Prize money, scholarships, awards, plaques, or certificates.
2. Travel expenses related to any traveling exhibit, contest judges or staff travel.
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3/13/2012 Item 11.1.
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 or facility rental.
6. Legal, medical, engineering, accounting, auditing, planning, feasibility
Studies, consulting 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. Tangible personal property including but not limited to office furnishings or
equipment, permanent collections, or individual pieces of art.
9. Interest or reduction of deficits and loans.
10. Expenses incurred or obligated prior to or after the project period.
11. Advertising and promotional materials distributed at the museum as part of an event, or
after the event.
12. Payments for services or goods purchased for previous or other events.
13. Capital or infrastructure projects.
14. Payment for expenses that occur or are delivered prior to or after the effective date of the
agreement with the grantee.
15. Deposits on exhibits.
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3/13/2012 Item 11.1.
CRITERIA FOR EVALUATION
OF APPLICATIONS
Applications will be scored in the following categories with a maximum score of one hundred
(100) points per applicant.
I. RETURN ON INVESTMENT (ROI) 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 and tourist development tax; 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; commitment to
develop other funding sources in subsequent years.
II OUT -OF- COUNTY PROMOTION- Maximum 25 Points
Any proposed out -of- County advertising to support the project 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.
IIl. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points.
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 service in and to Collier County.
C. Ability of the organization to administer public grants and to prepare and
deliver the necessary progress reports..
V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT - Maximum 10 Points.
Extent, to which the activity provides a program for Collier County visitors and its
residents, which is of significant merit and that, without such assistance, would not
take place in the County.
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3/13/2012 Item 11.1.
VI. PLAN TO HOLD EVENTS OR SPECIAL EXHIBITS DURING THE SHOULDER
OR SLOW SEASONS OF THE YEAR (May- November) - Maximum 10
Points
PART II
APPLICATION FOR FUNDS
GENERAL INSTRUCTIONS
Please submit an original and fifteen (15) copies of your completed application (Pages 8 -14) 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 ORGANIZATION.
Please call the Tourism Office at (239) 252 -2384 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)
O Minutes of meeting authorizing officers to apply for these tourism tax funds
O IRS Determination Letter of non -profit status (except government entities)
O List of current Officers and Board members with terms and salaries, or mayor, City
Council
() Organizational Chart
O Copy of financial statement of your most recent fiscal year (except government entities)
() Proof of Liability Insurance
O Letters of Commitment from co- sponsors and matching funds contributors
Name of Preparer: (Please Print)
Signature of Preparer
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3/13/2012 Item 11. 1.
COLLIER COUNTY GOVERNMENT
TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION
SPECIAL CATEGORY "C -2" MUSEUM GRANTS FY 12 -13
I GENERAL INFORMATION
To assist us in evaluating the impact your project 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 PROJECT
(3) PROJECT INFORMATION:
STREET ADDRESS:
(4) CONTACT PERSON NAME:
Phone #:
E -mail Address:
Cell Phone #
(5) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY_
PHONE:
ST ZIP
FAX:
(6) ORGANIZATION'S CHIEF OFFICIAL:
TITLE:
PHONE:
Address if different from above:
FAX:
(7) TYPE OF APPLICANT: O NON- PROFIT ( ) GOVERNMENT AGENCY
( ) FOR- PROFIT ORGANIZATION
(8) GRANT AMOUNT REQUESTED: $
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3/13/2012 Item 11.1.
(9) MATCH/LOCAL COST SHARE AMOUNT: $
(10) PROJECT TYPE (CHECK ONE)
( ) MUSEUM EXHIBIT ACQUISITION PROJECT
(
( ) PROMOTIONAL MATERIALS (Brochures, flyers, website)
O(
O MARKETING PROGRAM FOR MUSEUM (advertising, Public Relations, Social
Media)
( ) OTHER
(11) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE
RESTRUCTURED WITH LESS TDC FUNDING? ( ) YES ( ) NO
12. PROJECT DESCRIPTION: describe in detail the project for which funding is requested
15. APPLICANT'S GRANT HISTORY: Have you received previous grant assistance from the
Collier County Tourist Development Council? If so, specify the year, the project name, the
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3/13/2012 Item 11.1.
amount of the grant awarded and the number of visitors and hotel room nights generated by the
grant activity.
YEAR PROJECT NAME
PREVIOUS GRANT AMOUNT $
# VISITORS ATTRACTED:
GENERATED
# HOTEL ROOM NIGHTS
If you have previously received funding from the TDC, please attach a copy of your FINAL
STATUS REPORT including attendance, economic impact and other information that will enable
the TDC staff and review committee to evaluate your prior experience.
17. MATCHING FUNDING SOURCES: List the sources and amounts of confirmed matching
funds to support the amount of the grant.
TOTAL MATCHING FUNDS: $
18. Provide a brief explanation of the Direct Economic Impact this project will have on Collier
County. This estimate should be based on the projected number of out of County overnight visitors
to the planned event (s)t The TDC office has a calculation model that you can use, if needed.
19. What is the current or anticipated annual visitation to your facility?
II DETAILS ON YOUR ORGANIZATION:
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3/13/2012 Item 11.1.
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 the expenditure of tourist tax funds?
(4) How will your project bring additional visitors and hotel room nights to Collier County?
(5) What is your organization's experience in managing sponsorships and grants?
(6) What is your organization's current annual operating budget? $
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3/13/2012 Item 11.1.
PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX REQUEST $
ADDITIONAL FUNDING SOURCES (Must equal or exceed TDT funding request)
TOTAL ADDITIONAL FUNDS $
OTHER INCOME SOURCES
TOTAL OTHER INCOME $
TOTAL INCOME - ALL SOURCES $
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3/13/2012 Item 11. 1.
PROJECT EXPENSES:
Intended Utilization of Tourist Tax Funds
Provide an itemized summary indicating the intended use of Tourist Tax (TDT) funds. Please be
as explicit as possible, including intended publications, promotional materials, etc. and how
much money will be expended for each cateeorv. Use additional sheets if necessary.
m
$
$
$
$
$
Total Tourist Tax Funds Utilized: $
Other Project Expenses
Total Other Project Expenses $
TOTAL PROJECT EXPENSES $
Profit (Loss) $
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so
3/13/2012 Item 11. 1.
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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3/13/2012 Item 11.1.
EXHIBIT "A" DELETE THIS FORM
Collier County Tourist Development Council
Preliminary Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON:
ADDRESS:
PHONE:
TITLE:
FAX:
On an attached sheet, answer the following questions and attach it to your
application.
PRELIMINARY INFORMATION:
➢ ➢ Is this a first time project? If not, please give details of past projects.
➢ ➢ Do you anticipate using area hotels in support of your project?
➢ ➢ If so, what are the estimated hotel rooms nights generated by project?
➢ ➢ What is the estimated revenue generated by this project?
➢ ➢ What is the estimated number of participants expected to visit the project?
➢ ➢ If project planning is in progress, what has been done, what remains to be
done, and are there any problems?
➢ ➢ If the project planning has not been started, why?
➢ ➢ List any planned out -of- county advertising, marketing, and /or public
relations that will be used in support of the project.
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3/13/2012 Item 11.1.
EXHIBIT "B"
Collier County Tourist Development Council
Interim Status Report
ORGANIZATION NAME:
REPORT DATES: FROM:
PROJECT NAME:
CONTACT PERSON:
ADDRESS:
PHONE:
TO:
TITLE:
FAX:
On an attached sheet, answer the following questions to identify the status
of the project Submit this report at least quarteriy.
INTERIM - These questions will identify the current status of the project. This
report will be reviewed by the Grant Review Panel and if they feel you are behind
schedule on the planning stages, they will make recommendations to help get the
project stay on schedule.
➢ ➢ Has the planning of this event or activity or project started?
➢ ➢ At what point are you at with the planning stage for this project?
(Percent of completion)
➢ ➢ How many hotels/ motels room nights have been utilized or are scheduled to be
utilized as a part of this event or activity or project?
➢ ➢ ➢
➢ ➢ if you have submitted advertising and promotion for this project, please
➢ supply a sample and indicate the ad schedule.
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3/13/2012 Item 11.1.
➢ ➢ How has the public interest for this event(s) activity or project been up to this
point?
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 following questions for each element in
_your scope of work.
Final - These questions should be answered for your final status report.
➢ Was this a first time project? If not, how many times has this event taken place?
➢ What hotels /motels (names) were used for special rates or packages related to
the event or exhibit?
➢ What are the total direct expenditures by visitors to your project, events (s), etc?
➢ List the vendors used in support of the event or exhibit , and state if all of these
vendors have been paid.
➢ What is the total number of participants that came to your events ?
➢ What is the percentage of the total participants from out of Collier
County?
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3/13/2012 Item 11.1.
What is the Return on Investment related to the tourist tax used in support of
this grant?
➢ What problems occurred if any during the project event?
➢ Attach examples of the out -of- county- advertising, marketing, and /or public
➢ relations that was used to support the project .
➢ How could the project been improved or expanded?
EXHIBIT "D"
REQUEST FOR FUNDS
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
ORGANIZATION
ADDRESS
CONTACT PERSON TELEPHONE ( )
REQUEST PERIOD FROM
REQUEST#
( ) INTERIM REPORT ( ) FINAL REPORT
TOTAL CONTRACT AMOUNT $
TO
EXPENSES BUDGET REIMBURSEMENT REOUESTED
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.
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.
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
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3/13/2012 Item 11.1.
Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days
for the County to process a check.
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
EXHIBIT "E"
Naples 1§
Marcd
Everglades
VISITOR QUESTIONNAIRE
Welcome to the Paradise Coast s"1. 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 FRIENDS/FAMILY 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)
23
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ARTS & CULTURE
von Liebig Art Center
Naples Museum of Art
Sugden Theatre
Naples Philharmonic
Art Galleries
Other
SHOPPING AND DINING
Fifth Avenue South
Third Street South
Waterside Shops
Venetian Bay
Bayfront
Tin City
Prime Outlets
Other
WATER SPORTS
Beaches
Naples Pier
Shelling
Fishing
Boating
Kayaking
Other
SIGHTSEEING
Lunch/Dinner Cruise/
Sunset Cruise
City Trolley Tour
Everglades Tour
Segway Tour
Dolphin Cruise
Other
Collier
NATURE
Everglades Tour
County Parks
National Park
State Parks
Corkscrew Swamp
Conservancy of SW FL
Lake Trafford
Other
MUSEUMS
County Complex
Everglades City
Marco Island
Rookery Bay
Holocaust
Naples Depot
Palm Cottage
Other
County,
3/13/2012 Item 11.1.
FAMILY ATTRACTIONS
Naples Zoo
Naples Botanical Garden
Children's Museum
Fun `n Sun Rater Park
Swamp Buggy Race
Mini Golf
King Richard's Fun Park
Other
RELAXATION &
ENTERTAINMENT
Golf
Spa
Shelling
Seminole Casino
Lounges & Clubs
Music
Other
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 20 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 tourism funds.
❑ IRS Determination Letter - Except Government entities.
❑ List of current officers and board members, indicating terms, or mayor,
City Council, etc.
0 Organization Chart
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3/13/2012 Item 11.1.
Copy of financial statement for the most recently completed fiscal year -
Except Government entities.
❑ Letters of commitment from co- sponsors or other sources of matching
funds;
❑ Income and expense details
D Signed by Chief Officer and Secretary with copy of Board Minutes
cating approval to apply for these grant funds
Name of Preparer: (Print)
Signature of Preparer:
G /Grant App /FY 11 -12 Cat C Grant App
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