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Agenda 08/24/2021 Item #16F 316.F.3 08/24/2021 EXECUTIVE SUMMARY Recommendation to approve the use of Tourist Development Tax Promotion Funds to support the two upcoming October 2021 Sports Tourism Events up to $10,500 and make a finding that this expenditure promote tourism. OBJECTIVE: To support the hosting costs for two sporting events in October 2021 with a goal to attract participants and spectators to Collier County through Sports Tourism. CONSIDERATIONS: Collier County is scheduled to host the following two Sports Tourism Events in October 2021. The Tourism Division Sports Marketing Team has attracted these events to our community. The projected hosting costs are based on experience with these same or similar events, the event funding application request, and the projected room nights from the event organizer. Event expenditures are the responsibility of the event organizer to pay in advance. The Tourism Division proposes to reimburse the event organizer for facility rental costs and operating expenses based on the proposed rental cost from the facility and room night visitation delivered to Collier County from the event participants and fans. These expenditures are authorized to be reimbursed through the BCC approved Sports Assistance Program. Staff utilizes the BCC approved Event Application form (attached) to determine the appropriate amount of recommended funding based on a sports tourism industry standard maximum acquisition cost of fifteen dollars ($15) per room night. Funding for these sports events is subject to TDC recommendation and Board approval. Every contract or agreement so approved by the County Manager shall be deemed to include the following provision: "Approval of this Agreement by the County Manager is subject to formal ratification by the Board of County Commissioners. If the decision by the County Manager is not ratified by that Board, this Agreement shall be enforceable against Collier County only to the extent authorized by law in the absence of such ratification by that Board." Alligator Alley Baseball Invitation is scheduled for October 2-3, 2021, at North Collier Regional Park, Veterans Park and Golden Gate Community Park. This is a youth male baseball tournament. The event organizer has projected the event will attract 350 athletes. Staff is projecting the event to generate 350 room nights in the County based on the pre -event Destination International Event Impact Calculator, direct visitor spending of $226,540 and TDT revenue of $2,625. The expenses to be paid for the event will be assistance with facility rental and operational costs up to a maximum amount of $5,250. Parks and Recreation overtime will be billed directly to the event promoter. Year Projected 2021 Actual 2020 Actual 2019 Direct Spending $226,540 Cancelled COVID-19 $122,553 TDT Revenue $2,625 $1,047 Room Nights 350 176 Acquisition Cost $15 $15 Alligator Alley Baseball Classic is scheduled for October 23-24, 2021, a new event at North Collier Regional Park, Veterans Park and Golden Gate Community Park. This is a youth male baseball tournament. The event is projected to attract 350 athletes and staff is projecting the event to generate 350 room nights in the County based on the pre -event Destination International Event Impact Calculator, direct visitor spending of $226,540 and TDT revenue of $2,625. The expenses to be paid for the event Packet Pg. 92 08/24/2021 16.F.3 will be assistance with facility rental and operational costs up to a maximum amount of $5,250. Parks and Recreation overtime will be billed directly to the event promoter. FISCAL IMPACT: Funding of up to $10,500 for the two October 2021 events are included in the BCC proposed FY 22 Tourism Division budget in Fund 184 for Sports Marketing Small Event support. Leaving a balance of $51,800 in TDC Tourism Promotions Fund 184. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this Executive Summary. ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended approval of this item (8-0) at the July 26, 2021 meeting. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. - CMG RECOMMENDATION: To approve the use of Tourist Development Tax Promotion Funds to support the two upcoming October 2021 Sports Tourism Event up to $10,500 and make a finding that this expenditure promotes tourism. Prepared by Nikki King, Sports Marketing Manager ATTACHMENT(S) 1. July Sports Oct events applic.agreement (PDF) Packet Pg. 93 16.F.3 08/24/2021 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.3 Doe ID: 17659 Item Summary: Recommendation to approve the use of Tourist Development Tax Promotion Funds to support the two upcoming October 2021 Sports Tourism Events up to $10,500 and make a finding that this expenditure promote tourism. Meeting Date: 08/24/2021 Prepared by: Title: Administrative Assistant — Tourism Name: Jennifer Leslie 08/04/2021 10:01 AM Submitted by: Title: Division Director — Tourism Name: Jack Wert 08/04/2021 10:01 AM Approved By: Review: Corporate Business Operations Tourism Tourism Tourism County Attorney's Office Office of Management and Budget County Attorney's Office Office of Management and Budget County Manager's Office Board of County Commissioners Jennifer Reynolds Stage 1 Review Kelly Green Stage 1 Review Jack Wert Additional Reviewer Paul Beirnes Director Completed Colleen Greene Level 2 Attorney Review Debra Windsor Level 3 OMB Gatekeeper Review Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Susan Usher Additional Reviewer Sean Callahan Level 4 County Manager Review Geoffrey Willig Meeting Pending Completed 08/04/2021 10:06 AM Completed 08/04/2021 1:52 PM Completed 08/04/2021 2:26 PM 08/04/2021 9:06 PM Completed 08/06/2021 10:38 AM Completed 08/06/2021 11:09 AM Completed 08/06/2021 11:16 AM Completed 08/19/2021 8:37 AM Completed 08/24/2021 11:42 AM 08/24/2021 9:00 AM Packet Pg. 94 1 6.F.3.a 4�4V-1a GOjJ�ry 4� 4. cof7er County Plag f,'onuerl a Dirracer Athletic Event & Tournament Application *Application must be /received via email 90 days prior to the first day of the event. Organization Name: / Q {"i tY , m 3 {)-5 r,�a / � Organization Address: A) 1 3 % 'Te f r i�Yc. City: ZCyV1 1-� e...-d- „Stater. -_Zip: Organization Phone: 1/ c j �- 7 1 Organization Website: Organization Email: Non -Profit Tax ID No.: N Federal Tax ID No.: 0 Z)% () j 3 i Event Director Full Name: £" D.O.B. I r1 �3 I / -� %� *Event Director will be the first point of contact in the event of any Issues during the event (i.e. medical, safety, altercations etc.). Collier County parks and Recreation site -lead representative will consult on appropriate facility protocols, but it Is the responsibility of the Event Director to regulate the situation. Once the situation has been mediated, the Collier County Parks and Recreation site -lead representative will discuss the appropriate recourse with the Event Director. (Altercations or violations may result in ejecting teams and/or individuals from facility etc. j The below contact information will be used to contact the Event Director during the event. Event Director Email: Event Director Cell Phone: v 9 ., Y ^' , % 4 — 3 3 . Event Director Home/Business Address: JA) 7 Te Cr A- r e_ City: �!C- %�+��1 C State: Zip: _3 -3 a Event Name: Sport(s)... LJr Dates requested for event: -.. - /1 ----5.5 a' Will you require load -in dates in addition to the above requested dates? Please list schedule of load -in and tear down (Date, Start, & End Time) and details on what will be loaded In/torn d wn: (Please note, load -in days may require additional facility rental fees.) Yes No : Page 1 of 1.2 Packet Pg. 95 1 6.F.3.a Vendors Will you be securing any vendors at this event? YES NO f1 Please list the name of the vendor(s), dates, times, and dimensions of set-up. 1-1�M *Please note, a fee may be required for vendors to utilize venue space during the event. 1. Vendors are required to supply their own power. 2. Vendors are required to be fully set-up at least (1) hour prior to competition. 3. No outside food and/or beverage vendors are allowed at Collier County Parks & Recreation as there is an exclusive concessionaire on -site. 4. All vendors must provide a current business license and proof of insurance of atleast $1,000,000 in coverage. Facility(s) Type Requesting: (include number of fields, courts, lake, beach, etc. and type Example — North Collier Regional Park — (1) 9 v 9 Soccer Field) (1)— N6 C a EA e'_n //"e-�' '. IA-vr2 (2) (3) �` e ;�! ACT x ►,1�- (4) Please, list any other logistical needs (i.e. number of tables, bleachers, chairs, stage, etc.). Please note, a cost may be associated with these requests at the expense of the event organizer, unless agreed upon in writing and excused as an expense by the C116. ,U-z ,\� Will you require food any orrsiteconcessions? . *If yes, please ensure an accurate event schedule is provided to Collier county Parks and Recreation upon request to ensure ample preparation time. Estimated # of Spectators per day of event: Estimated # of Teams; Page 2 of 12 Packet Pg. 96 1 6.F.3.a If using multiple facilities, please provide the information below. *Site Directors must be at least 21 years of age and remain on premises for the duration of the event. r Site Director Name & Cell Phone (1): t' ,1 Y --r , ins Iyn PZ li l--f ~- / q " 32-6 Site location: A Site Director Name & Cell Phone (z):._tJ L� Ch � r Site Location: Q_ e { U it SP 6-✓ . Site Director Name & Cell Phone (3): D Li,3 Y\td ob, V c4, e Site Location: �- l_*_I_do- )Q Insurance Policv Please provide the appropriate Certificate of Insurance per the guidelines below. Documentation of coverage must be supplied to Collier County Parks and Recreation Staff (15) business days prior to event. The event organizer is subject to a late fee if this documentation is received after (15) business days. Reservation will not be honored without appropriate insurance on file. Please refer to the below for additionally insurance and coverage requirements. Collier County Board of County Commissioners 3299 Cast Tomiaml Trail, Suite„ 303. Naples, FL. 34112-5745 o Agree to provide certificate(s) of insurance 15 business days prior to event start date "Collier County Board of County Commissioners is an additional insured". This coverage must remain in effect for the entirety of the event including the following coverages: o General liability requirements as follows: Provide Collier County with proof of a comprehensive General Liability Policy. Limits: $1,000,000.00 Bodily Injury and property damage. $1,000,000.00 Auto, bodily injury, property damage, workers comp, employer's liability (minimum $100,000) o Agree that Collier County assumes no liability for the recruitment, selection, background screening of non -county special event management, staff, volunteers, coaches, youth leaders, and others. (Please, initial to verify your compliance with the above Insurance Policy) Facility Rental Deposit Policy A deposit of 15% of the total rental fees and charges associated with the event must be paid to Collier County Parks and Recreation within 7 business days of Collier County Parks & Recreation approval. Any event that has not paid the deposit is not considered approved until paid. Collier County Parks and Recreation will apply the deposit towards the event balance, provided the facilities utilized for the event are returned in the same condition as prior to the event. Should any damages or monetary obligations be incurred by the facility (i.e. excessive damage, vandalism etc.), the 15% deposit shall be retained by Collier County Parks and Recreation. (Please, initial to verify your compliance with the Facility Rental Deposit Policy) Page 3 of 12 Packet Pg. 97 1 6.F.3.a Event Cancellation Polic Please note, if the event is canceled 90 or more days prior to the first requested date of reservation, a full refund will be issued. All event cancellations must be in writing and sent to Casey Doyle at casey.doyie@colliercountyfl.gov In the event the reservation is canceled less than 90 da s prior to the first requested date of reservation, a 20% cancellation fee will be retained by Collier County Parks and Recreation and no refund of the deposit will be issued. In the event the reservation is canceled less than 45 days prior to the first requested date of reservation, a 30% cancellation fee will be retained by Collier County Parks and Recreation and no refund of the deposit will be issued. In the event the reservation is canceled less than 15 clays prior to the first requested date of reservation, a 50% cancellation fee will be retained by Collier County Parks and Recreation and no refund of the deposit will be issued. If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 15% deposit will be refunded by Collier County Parks and Recreation. Regarding inclement weather, if competition begins on any day, rental fees and event expenses will not be refundable. If the rented areas are deemed unplayable by Parks and Recreation Lead Supervisor and/or weather does not allow for the event to begin, rental fees and expenses associated with the date of cancellation will be refunded. Collier County reserves the right to terminate this Event for any reason with 30 days' notice to the Event Organizer. Deposit will be refunded in full. No other refunds will be made. 7 (Please, initial to verify your compliance with the Event Cancellation Policy) FacA_ity Parking Policy Please note, all cars parking on Collier County Park property must park within the designated parking areas. This DOES NOT include any grass area, berm, median, or area not conducive with the safety of park users. In addition, destruction of landscaping and/or signs prohibiting parking in certain areas is strictly prohibited. Failure to comply with the above policy and/or failing to comply with the proper parking guidelines as set forth by Collier County Parks and Recreation may result in parking violations being issued to the party in violation and/or towing of vehicles. Please, communicate this policy to Individuals associated with the event (i.e. teams, coaches, spectators, vendors etc.) prior to the first event day via email. (Please, initial to verify your compliance with the Facility ParkingPoiicy) Page 4 of 12 Packet Pg. 98 1 6.F.3.a Venue Rental Request & Approval Polley Venue rental request and/or approved venue requests are subject to relocation to another County facility or cancelled in the event of maintenance, safety issues, scheduling, facility capacity, non-compliance with Collier County guidelines, rules, and laws. This also includes any Acts of God (i.e. hurricane). Any of the above adversities will be communicated to the renter by Collier Countystaff. Please note after capacity limits are reached on any County venues, multiple facilities must be reserved, paid for and used, Event organizers may also be asked to supply port-o-lets and additional dumpsters at their expense for large events. Please, initial to verify your compliance with the Venue Mental Request & Approval Policy Rental Fees & Payment Policy All fees and expenses related with the event are the responsibility of the event organizer to pay. In addition, any field, equipment, and/or facility usage In excess of the approved number of fields, venues, and/or equipment is subject to additional charges at the expense of the event organizer. In the event, it Is determined that the event will require more event fields/space after funding assistance has been approved for the event, the additional cost will be the responsibility of the event organizer to remit. Payment of all rental fees and expenses associated with the event are due 7 days prior to the first day of the event. if all fees are not paid then the event will not be honored and will be cancelled. ,, (Please, initial to verify your compliance with the Rental Fees Policy) Weather Pollcy Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation Event Supervisor in accordance with the protocol approved by Collier County. G" (Please, initial to verify your compliance with the Weather Policy) Event Approval Policy I understand that submitting an application is NOT a guarantee of availability or approval. Approval will be indicated once all signatures below are completed and the County confirms the requested facilities are available in compliance with Parks and Recreation requirements. However, Collier County reserves the right to deny or cancel rental request if the required documentation is not provided and/or if guidelines are not followed as requested by Collier County. This also includes those guidelines set forth in the above application and the Collier County harks and Recreation Rules & Regulations form. (Please, initial to verify your compliance with Event Approval Policy) Page 5of12 Packet Pg. 99 1 6.F.3.a INDEMNIFICATION To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify and hold harmless Colder County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the EVENT ORGANIZER or anyone employed or utilized by the EVENT ORGANIZER in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any Incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in section 768.28, Florida Statutes. (Please, initial to verify your compliance with required Indemnification language) Page 6 of 12 Packet Pg. 100 1 6.F.3.a Review Process by Tourism Division, Tourist Development Council (TDC) and Board of County Commissioners (BCC) 1. Applications will be reviewed to evaluate the impact of the event to Collier County. 2. All proposed funding must be recommended by the Collier County Tourist Development Council and the Collier County Board of Commissioners. Expenses will not be reimbursed unless all elements of the Event Application are strictly adhered to. Event Summary How many years has this event been held? r� %U eet What previous locations have hosted this event? , eA) 6-4-Te- "?4vvc- How many participants does this event host historically? _ How many room nights has this event attracted historically? 13S 0 a-<" M 0 --C P How many spectators has this event attracted historically? Please, provide a breakdown of the projected number of participants, team, staff, and media and related hotel room nights for each category. Out- of- Area Youth Participants local Youth Participants Out -of -Area Adult Participants L4 v L Local Adult Participants Out -of -Area Staff & Media : '' 0 " Local Staff & Media Gender of Participants .0 0 Number of Teams j Age Ranges of Participants —1/V Total Projected Room Nights; All events seeking CVB funding must be sanctioned in advance by a governing body in Florida or by a National governing body. Documentation of sanctioning must accompany the application. (Ex: C01 through governing body for documentation.) Which organization will be sanctioning this event? How will you be securing Collier County hotel accommodations? if you are contracting with a housing company, please list below. Page 9 of 12 Packet Pg. 101 1 6.F.3.a Marketing Plan Please, describe in detail the marketing outlets that will be used to promote this event to participants, visitors, and entities outside of Collier County. Please note, Media Plans must be submitted at the time of application and can be emended up to 60 days prior to the first day of the event with the application. IIAJ ~ �Q ate' �tC (: �'ia 6 i' tal "'It�Cc VVI r 11-04111 ' 44( V kJ PROJECTED EVENT EXPENSES: Please refer to the allowable and non -allowable expenses on page S of this document to indicate the intended use of Tourist Development Tax (TDT) Funds below. Please, provide (1) item per line. If an item is not outlined below, it will not be considered for funding reimbursement. Allowable expenses will be reimbursed up to the amount approved by the BCC if room night projection is met or exceeded. Allowable Expense, 0 ;iC i CIA 3C MCA Total Amount Requested: OTHER EVENT EXPENSES NOT REIMBURSABLE: G"meA r ',' e IV � Q- (L -, C Qa y' L pi \"k S , C`1 i e 5 t l� sz;f c�� Post -Event Material Deadline Policv Amount o f4 . 700 , A) 00 � t Post -event forms and proof of room nights in Collier County must be submitted within (10) calendar days from the last day of the event. Failure to submit the proper documentation provided by Collier County, may result in forfeiture of County approved funding reimbursement and/or future event dates. 0 (Please, initial to verify your compliance with the Post -Event Material Deadline Policy) Page 10 of 12 c w 2 •L 0 L 0 a N O N m 0 0 LO Packet Pg. 102 1 6.F.3.a Evaluation of Event for Future Dates Polic Upon submission of the post -event and room night materials, Collier County will evaluate the Impact of the event in Collier County based on the deliverables outlined by the event organizer in the funding application. Collier County will determine based on said evaluation, the extent of which Collier County will be involved with the event in future years, in terms of event dates and funding. If an event fails to meet the assured Impact to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. In addition, if there are any activities, violations, or infractions (Le. altercations, law enforcement/security detail required, violation of park regulations, county laws, etc.) that are deemed unfavorable to Collier County, Collier County reservesthe rightto cancel future requested and/or approved dates. _&�_(Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy) Hotel & Room_ Night Guidelines Policy Event organizers are required to provide actual room night pick-up reports from hotels, which housed event patrons in Collier County to Collier County staff within (10) calendar days of the last day of the event. These reports must come from hotel representatives and be printed on official hotel stationery Written emails, excel sheets etc., will not be accepted as valid proof of room nights). in the event a third - party booking agency is used; the same procedure as above applies. Third -party booking agencies must also verify in writing, the accuracy of the reports. Room nights that are not accounted for on pick-up reports as outlined above, will not be considered for inclusion into the room night total for the event. {Please, initial to verify your compliance with the hotel & Room Night Guidelines Policy) l hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the Policies and Procedures outlined in the Collier County Sports Tourism Event Funding Application. I will abide by all legal, financial, and reporting requirements as a condition of receiving funds from Collier County. (Please, initial to verify your compliance) Page 11 of 12 Packet Pg. 103 1 16.F.3.a Event director Collier CountyAVi3 Re resen#a#ive Printed Name: �c! rY') Printed Name: �I/,'lr, / r. r_. Title: e s , I /� Title - Signature: G` Grp Signature: f Date: _.,.,_.. Date: Parks & Recreation Representative Printed Name: Title: Signature: Date: Applications must be sent electronicaliy to be eligible for review. Please send application via email to: Nicole. King Naples, Marco Island, Everglades Convention and Visitors Bureau 239-252-4267 Nicole. Kin colliercount Fl, ov Page 12 of 12 Packet Pg. 104 16.F.3.a Event Impact Summary Destination: Naples, Marco Island, Everglades Convention & Visitors Bureau Evert Raramefers Key �Resulfs l/ Event IVarr�e: Pre Alliga#or Alley Baseball Classic Business Sales (D 2 Irect): $226,540 Organization: Business Sales (Total): $320,483 Event Type: Youth Amateur Jobs Supported (Direct): 137 Start Date: 10/23/2021 Jobs Supported (Total): 152 End Date: 10/24/2021 Local Taxes (Total): $7,848 Overnight Attendees: 350 Net Direct Tax ROI: $6,747 Day Attendees: 420 Estimated Room Demand: 350 � ' � M"'' Dllt'eC'� BU51I1eSS ,. ,... Sales by Source Sales by Sector $250,000 [ l Trans. $200,000 S ace Rent l I' $150,000 Retail Recreation I $100,000 I I Lo ging $50,000 ... 3 Business Services 1 $o j Attendees Organizer [Media E $80:000 $0 $20,000 $40,000 $60,000 Industry Attendees Organizer Media/Sponsors Total Lodging $52,500 $0 $0 $52,500 Transportation $21,167 $249 $25 $21,441 Food & Beverage $70,705 $6,822 $0 $77,527 Retail $45,809 $0 $0 $45,809 Recreation $21,741 $0 $0 $21,741 Space Rental $0 $3,214 $0 $3,214 Business Services $0 $4,294 $14 $4,308 TOTAL $211,922 $14,578 $40 $226,540 Packet Pg. 105 1 Destinations International Event Impact Calculator 71RrOml )-rin•nq ona 16.F.3.a Event Impact Details Destination: Naples, Marco Island, Everglades Convention & Visitors Bureau Event Name: Pre Alligator Alley Baseball Classic 2021 Organization: EconQlm�c Impact De>kalls y� Direct Indirectlfnduced Total Business Sales $226,540 $93,943 $320,483 Personal Income $84,308 $26,341 $110,650 .lobs Supported Persons 137 15 152 Annual FTEs 2 0 3 Taxes and Assessments Federal Total $Z1,459 $7,916 $29,375 State Total 16 005 $2,987 $18,993 sales $12,199 $1,409 $13,608 income $0 $0 $0 bed $0 _ $0 other $3,806 $1,578 $5,384 Local Total (excl...,propertyj $6,747 $1,101 $7,848 sales $2,033 $235 $2,268 income $0 $0 $D bed $2,625 _ $2,625 per room charge $0 _ $0 tourism district $0 _ $0 restaurant $0 $D $D other $2,089 $866 $2, 955 property tax $4,11 Q $1,058 $5,168 Direct local tax ROE (net property taxes) .......... Direct Tax Receipts $6,747 DMO Hosting Costs $0 I i Direct ROl $6,747 Local Taxes Net Present Value $6,747 Direct ROI (%) Costs Total local tax ROI (net property taxes) Total Local Tax Receipts $7,848 Total ROl $7,848 i Net Present Value $7,848 $o $4,000 $8,000 Total ROl $2,000 $s,000 r' , � ��l ' Estlmafied�Roam De n 7 �" Room Nights (total) 350 Room Pickup (block only) 350 Peak Rooms 130 Total Visitor Days 1,260 Packet Pg. 106 Destinations International Event Irnpact Calculator 719/0Wi.1 n.tn.no nKA