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
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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)
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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
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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 :
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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;
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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
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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
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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
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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
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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
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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
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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 �
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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
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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
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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
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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
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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
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Destinations International Event Irnpact Calculator 719/0Wi.1 n.tn.no nKA