TDC Subcommittee Backup 02/17/2012 Tourist Development
Council
Subcommittee
Meeting
Backup
February 17 , 2012
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MEETING AGENDA & NOTICE
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
Growth Management Division/Planning & Regulation Building
2800 N. Horseshoe Drive, Naples, Florida 34104
FEBRUARY 17, 2012 9:30 am - 12:00 pm
Growth Management Building, Conference Room 609/610
* Requires TDC Action
(PLEASE RESPECT DESIGNATED TIME LIMITS)
1. Call to Order - Chairman Hiller
2. Pledge of Allegiance
3. Roll Call
4. Changes and Approval of Agenda
5. Presentations / Public Comment - (10 min)
6. New Business - (90 min)
a. *FY 13 TDC Category B and C-2 Grant Application and Guideline Review
7. Council Member Discussion
8. Next Scheduled Meeting Date/Location - February 27, 2012 - 9:00 a.m.
Collier County Government Center, Administration Bldg. F, 3rd Floor, 3299 East Tamiami
Trail, Naples, Florida 34112
9. Adjournment
All interested parties are invited to attend, and to register to speak and to submit their
objections, if any, in writing, to the board prior to the meeting if applicable.
For more information, please contact Jack Wert at (239) 252-2402.
If you are a person with a disability who needs any accommodation in order to participate
in this proceeding, you are entitled, at no cost to you, to the provision of certain
assistance. Please contact the Collier County Facilities Management Department located
at 3335 Tamiami Trail East, Suite 101, Naples, FL 34112-5356, (239) 252-8380.
Public comments will be limited to 3 minutes unless the Chairman grants permission for
additional time.
Collier County Ordinance No. 99-22 requires that all lobbyists shall, before engaging in
any lobbying activities (including, but not limited to, addressing the Board of County
Commissioners) before the Board of County Commissioners and its advisory boards,
register with the Clerk to the Board at the Board Minutes and Records Department.
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EXECUTIVE SUMMARY
Review Tourist Development Council Grant Applications for Category B
and C-2 for FY 13 (October 1 2012 - September 30, 2013) and recommend
changes in guidelines and requirements
OBJECTIVE: Review FY 12 applications for possible changes to guidelines and
requirements for FY 13.
CONSIDERATIONS: The grant cycle for FY 13 begins in February 2012 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 were used for the FY 12 grant cycle. Staff
requests suggestions from the TDC members on possible changes to these
applications for FY 13. It should be noted that there are 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 some suggested areas for review in addition to staff comments and
suggestions for possible changes:
Category B Marketing Grants (Fund 184):
• Review all yellow highlighted areas of the application.
• All dates will be changed to FY 13. Deadlines will be adjusted to coincide
with County budget cycle
• Review Grant Review Committee makeup on page 4
o Staff believes the committee is a fair representation of the tourism
industry
o Consider changing "committee" to "panel" to clarify non-advisory
board role
• Review all guidelines on pages 5-6 as highlighted
o Consider if special language is needed to cover events that might
bridge two fiscal years due to the proximity of the event dates to the
October 1 start of the fiscal year.
o Consider organizing this page as a checklist for applicant to choose
• Review "SPECIAL NOTE" on page 7 concerning non-recommended
applications
• Review Questionnaire requirements on page 7
• Review Status Report requirements on page 8 for relevance. Specifically,
do we need the Preliminary and Interim Status Reports?These are
normally not reviewed by the TDC, so are they relevant. The Final Status
Report is needed to document economic impact, number of hotel room
nights, etc.
• Review Drawing of Funds section on page 8.
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o The language is very specific to the Finance Department's
requirements for reimbursement. Are these too stringent? Could we
soften these requirements and still document the use of the tourist
tax funds?
• Review "NOTICE" on page 9
o Is this notice and CVB logo use a necessary requirement for
funding?
• Review Funding Categories on page 9
o Staff suggests eliminating the words: "Event Bid Fees" because we
are currently only funding marketing expenditures to promote the
events covered under the grant.
o Should we consider adding a new category for new sports events
that we are able to attract to our area with marketing funding
assistance?
o Is the $25,000 limit per funding category correct?
• Review Repeat Funding Request Guidelines on page 11
o These are now consistent with C-2 guidelines
o Staff believes the current guidelines after year 4 need discussion.
• Review Authorized and Non —Authorized use of funds on page 12 & 13.
o Staff believes the detail in this section is adequate.
Category C-2 Grants (Fund 193) - Non County Owned and operated
Museums:
• Review all yellow highlighted areas of the application.
• All dates will be changed to FY 13. Deadlines will be adjusted to coincide
with County budget cycle
• Review Eligibility for Funding language on page 4
o Carefully review the use of the Florida Statute language on uses.
Staff feels this language should indicate that grant funding is limited
to marketing expenditures only.
• Review Grant Review Committee makeup on page 4
o Staff believes this arrangement is very representative of the tourism
industry
o Consider changing "committee" to "panel" to clarify non-advisory
board role
• Review "SPECIAL NOTE" on page 5 concerning non-recommended
applications
• Review Drawing of Funds section on page 5
o The language is very specific to the Finance Department's
requirements for reimbursement. Are these too stringent? Could we
soften these requirements and still document the use of the tourist
tax funds?
• Review Status Report requirements on page 5 for relevance
o Specifically, do we need the Preliminary and Interim Status
Reports? These are normally not reviewed by the TDC, so are they
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relevant. The Final Status Report is needed to document economic
impact, number of hotel room nights, etc.
• Review "NOTICE" on Page 6.
o Is this notice and CVB logo use a necessary requirement for
funding?
• Review Repeat Funding Request Guidelines on page 7
o These are now consistent with "B" guidelines
o Staff believes the current guidelines after year 4 need discussion.
• Review all Authorized and Non-Authorized uses of tourist tax funds on
pages 8-9 as highlighted.
FISCAL IMPACT: The amount of funding for both Category B and C has not yet
been determined. However, for budgeting purposes, staff suggests using the FY
12 budgets for each category:
• Category B Marketing Grants: $100,000
• Category C-2 Non-County Owned Museum Grants: $300,000
RECOMMENDATION: Review and recommend changes to both Category B &
C-2 grant applications.
PREPARED BY: Jack Wert, Tourism Director
ATTACHMENTS: Category B & C-2 Applications with highlights for TDC review
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Naples
Marco Island
Everglades
PARADISE COAST
CATEGORY "B"
GRANT AND EVENT SPONSORSHIP
APPLICATION
FY 2011-12
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COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL
SPECIAL EVENT FUNDING REQUEST
CATEGORY "B"
FISCAL YEAR 2011-2012
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 2011-2012 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.
TOURIST TAX ALLOCATION CONT.
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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 2011-12 during the month of January 2011.
Projects must meet the guidelines and criteria outlined in this document and must apply to event
expenses after October 1, 2011 and finish no later than September 30, 2012.
Completed applications must be received by the Tourism Department Office no later than 5:00
P.M. on Friday, April 15, 2011. 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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OVERALL GUIDELINES
Applications must conform to the guidelines specified by the Tourist Development Council.
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 100 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. No in-County expenditures will be reimbursed.
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 have significant county ties,
established primarily to produce cultural programs, festivals, or special events, utilizing private
sector community financial support and volunteers and staff to carry out the objectives of the
organization.
PROJECT GUIDELINES:
1. Projects must take place within Collier County.
2. Applicants must make the project accessible to the public and to disabled persons.
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APPLICATION AND EVALUATION PROCEDURE:
The following procedure will be strictly followed. All contacts should be channeled through the
TDC 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 Tourist Development Council Director and a five (5)person Review Committee 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. 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.
The Tourist Development Council will vote on each qualifying applicant and prepare, in priority
order, their recommendations for funding for Fiscal Year 2011-12. Funding recommendations of
the Tourist Development Council are final. The recommendations will be presented to the Board
of County Commissioners as part of the County's budget process for FY 2011-12.
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 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.
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3. Applicants must submit a list of their Board of Directors, with addresses, board salaries and
occupation or affiliation.
PROJECT GUIDELINES CONT:
4. Applicants must submit most recent final status report if they have received a tourist tax
grant in the past from Collier County.
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
8 '/2 x 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 in out-of Collier County media. 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 expenses, media
placements and other promotional expenses.
13. The complete detailed project budget must include all revenues anticipated.
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.
15. A certificate of liability insurance is required with the signed contract and must be current
before any reimbursements can be released.
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SPECIAL NOTE:
In the event that any funding request is not recommended, 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 funds/reimbursements, invoices and sample of
promotional materials used. The organization's funding manager will insure that all elements of
the funding application are followed, that narrative progress reports are submitted in a timely
manner, that requests for funds are accurate and appropriate attachments are included, and that
the event funding is closed out efficiently with the necessary reports and audit submitted. It is
the Funding Manager's responsibility to see that any applicable Federal, State or County laws
and policies are followed.
Documenting Economic Impact: For an event, applicants will be required to distribute and
collect questionnaires 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 must be equal to ten percent(10%) of the projected 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 awareness of the County as a visitor destination,
increases the number of visitors, their length of stay, and promotes inter-county travel by
visitors.
5. Describe how the effectiveness of the event will be evaluated.
6. Describe how financial resources will be monitored.
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7. Describe, in detail, how the event or project will be implemented.
STATUS REPORTS:
Preliminary Status Report: A preliminary status report is due at the time of submission of
application indicating an overall status of the event and revenue generated to Collier County to
date. (Form Attached—Exhibit"A"Page 22)
Interim Status Report: A detailed interim status report will be required quarterly during the
project. This report will identify at what point you are with the planning of the event.
(Form Attached.—Exhibit"B"Page 23)
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, 2012. (Form Attached —
Exhibit"C"Page 24)
PROCEDURES FOR DRAW OF FUNDS
A Request for Funds Form (Attached - Exhibit "D" Page 25) 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. A proof of an ad will not be accepted. Screen shots of on-line ads are
also required.
For each request for payment, Grantee is required to submit verification in writing that all
subcontractors and vendors have been paid for work and materials previously performed or
received prior to receipt of any further payments. Grantees are encouraged to submit Requests
for Reimbursement at least quarterly to avoid year-end deadlines.
If project budget has specific categories with set dollar limits, the Grantee is required to include a
spreadsheet to show which category each invoice is being paid from and total of category before
payment can be made to Grantee. Organizations receiving funding should take into consideration
that it will take a maximum of 45 days for the County to process a check. No advanced payment
of 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
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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". Also the CVB logo and website url must be visible on all
printed materials and in television ads where possible.
AUDITS AND RECORDS
The organization receiving funds shall maintain such records and accounts, including property,
personnel, and financial records as are deemed necessary by the County to ensure a proper
accounting for all TDC funds. The aforesaid records will be made available for audit or
inspection purposes at any time during normal business hours and as often as the TDC deems
necessary. They shall be made available to the TDC for examination, all such records with
respect to any matters covered by this funding application. The organization receiving funding
will permit the same to be examined and excerpts or transcriptions made from such records and
audits of all contracts, invoices, materials, records of personnel and of employment, and data
relating to all matters covered by this application. The TDC's right of inspection and audit shall
also apply to any audits made by any other agency whether local, state, or federal.
FUNDING CATEGORY GUIDELINES
I Sponsorships and Event Bid Fees: Minimum two-day events with 100 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. Event bid fees are only eligible if held in a County or publicly owned facility.
First Time Events: These include newly created events, or ones that have little history.
These events may be funded up to $25,000 per event. Subsequent year funding will be
determined by results of the first or second year.
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 Museum grant. Examples
would be production of brochures, special package promotions and facility marketing programs.
The maximum amount per project is $25,000.
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CRITERIA FOR EVALUATION
OF APPLICATIONS
Applications will be scored in five (5) categories with a maximum score of one hundred (100)
points per applicant.
COMMITMENT TO THE EXPANSION OF YEAR-ROUND TOURISM 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.
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; will accomplish its stated objectives.
IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 15 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 to the Tourist Development Council.
V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT -Maximum 15
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.
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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
1st Up to 100%
2nd Up to 80%
3rd Up to 60%
4th Up to 40%
The amount of funding recommended for approval will be based on the final score.
Requests for funding must be linked to a specific activity or event. After the
fourth year of requesting Tourist Tax funding, the requestor should have enough
sponsors to fund the activity without using the Tourist Tax. If a request for
funding is submitted after the fourth year, the request must be for a different
activity or event than previously funded. The Special Grant Review Committee
will take a fifth year or beyond request under consideration and forward a
recommendation to the Tourist Development Council. A detailed explanation
letter of why the funding request is needed will be required by the applicant before
any review of the application takes place.
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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 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.
3. Bid fees to attract major sports or other special events to Collier County Public
Facilities to generate overnight visitors and economic impact to the community.
Please be advised that Collier County policy requires the submission of copies of invoices
and canceled checks with all requests for promotional expense reimbursement.
Reimbursement will only be made if copies of invoices and copies of canceled checks are
provided. No advanced payments are authorized. There are no exceptions.
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TOURISM FUNDS MAY NOT BE USED FOR:
1. Prize money, scholarships, awards,plaques, or certificates.
2. Travel expenses.
3. Projects restricted to private or exclusive participation.
4. Private entertainment, food, and beverages and lodging.
5. Operating expenditures directly or indirectly related to the project or event such as
equipment, field or facility rental.
6. Legal, medical, engineering, accounting, auditing, planning, feasibility
studies or other contracted services or fees.
7. Salaries or supplements to salaries for existing or future staff, or employment of
personnel directly or indirectly related to the project or event.
8. Real property or capital improvements,new construction, renovation or restoration to
facilities.
9. Tangible personal property including but not limited to office furnishings or
equipment,permanent collections, or individual pieces of art.
10. Interest or reduction of deficits and loans.
11. Expenses incurred or obligated prior to or after the project or event period.
12. Advertising and promotional materials distributed at the event site or after
the event.
13. Payments for services or goods purchased for previous or other events.
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PART II
APPLICATION FOR FUNDS
GENERAL INSTRUCTIONS
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, TDC 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 the following items is required and should be attached to your original
application:
( ) Charter,Articles of Incorporation, By-Laws, Proof of Current Status
(except government entities)
( ) Minutes of meeting authorizing officers to apply for these tourism tax funds
( ) IRS Determination Letter of non-profit status (except government entities)
( ) List of current Officers and Board members with terms and salaries, or mayor, City
Council
( ) Organizational Chart
( ) Copy of financial statement of your most recent fiscal year(except government entities)
( ) Proof of Liability Insurance
( ) Letters of Commitment from co-sponsors and matching funds contributors
Name of Preparer: (Please Print)
Signature of Preparer
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APPLICATION
TOURIST DEVELOPMENT SPONSORSHIP
FY 2011-12
I GENERAL INFORMATION
To assist us in evaluating the impact your event may have on Collier County and to better
understand what support you are requesting,the following questions must be answered in full.
(1) NAME OF ORGANIZATION
(2) NAME OF EVENT/PROJECT
DATE OF EVENT LOCATION OF EVENT
(3) CONTACT PERSON: Name:
Phone# :
E-mail address:
(4) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY ST ZIP
PHONE: FAX:
(5) ORGANIZATION'S CHIEF OFFICIAL:
TITLE: Address if different from above:
PHONE: 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 ONO
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II DETAILS ON YOUR ORGANIZATION:
In narrative form please describe your organization in the following areas. Use a separate sheet
to complete these questions in detail.
(1) What are your organization's goals and objectives?
(2) What services does your organization provide?
(3) How will your organization monitor expenditure of funds?
(4) How will your event bring additional visitors and hotel room
nights to Collier County?
(5) What is your organization's experience in managing sponsorships and grants?
III PREVIOUS EVENT EXPERIENCE
Please indicate the experience you organization has had with other events or your experience
with this event in past years. If you have received TDC funding for a previous event, please
include a copy of your Final Status Report.
NAME OF EVENT
DATE AND LOCATION
NUMBER OF PARTICIPANTS/GUESTS
ECONOMIC IMPACT
HOTEL ROOM NIGHTS
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IV EVENT INFORMATION (Use additional sheets where necessary.)
(1) EVENT NAME:
(2) TYPE OF EVENT:
(3) DATE OF EVENT: LOCATION:
(4) NUMBER OF DAYS: HOURS: FROM: TO:
(5) EVENT PROMOTER(IF OTHER THAN YOUR ORGANIZATION)
NAME OF PROMOTER
COMPANY NAME
ADDRESS:
PHONE and FAX
(6) PROJECTED NUMBER OF LOCAL PARTICIPANTS,
GUESTS AND MEDIA
(7) PROJECTED NUMBER OF OUT-OF-TOWN PARTICIPANTS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(8) PROJECTED NUMBER OF OUT-OF-TOWN GUESTS OF PARTICIPANTS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(9) PROJECTED NUMBER OF OUT-OF-TOWN MEDIA PERSONS:
AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY:
(10) TOTAL NUMBER OF HOTEL ROOMS REQUIRED IN COLLIER
COUNTY FOR EVENT:
(11)PROVIDE THE ESTIMATED DIRECT ECONOMIC IMPACT ON COLLIER
COUNTY FROM YOUR EVENT. (DO NOT USE MULTIPLIERS): $
(12)HOW DID YOU CALCULATE THIS ESTIMATED IMPACT?PLEASE EXPLAIN.
(13)PROVIDE A LIST OF OTHER EVENT SPONSORS AND THE AMOUNT(S)
OF THEIR SPONSORSHIPS.
(14)PROVIDE THE LOCATION, CONTACT NAME AND PHONE NUMBER FOR THE
EVENT FOR THE LAST THREE YEARS.
(15)PLEASE PROVIDE DETAILS OF HOW THE EVENT WILL WORK.
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V SPORTS EVENT (If Applicable)
(1) NAME OF SPORTS EVENT:
(2) LOCATION OF EVENT: (IF MORE THAN ONE,LIST ON SEPARATE SHEET.)
(3) TOTAL NUMBER OF FIELDS NEEDED:
(4) TOTAL NUMBER OF FIELDS NEEDED PER DAY:
(5) NUMBER OF LIGHTED FIELDS REQUIRED:
(6) PROVIDE FIELD USE TIMES BY DAY.
(7) SPECIAL FIELD REQUIREMENTS (PLEASE SPECIFY)
VI OUTDOOR EVENT:
(1) LOCATION AND SIZE OF LOCATION:
(2) SPECIAL SITE REQUIREMENTS:
VII CULTURAL ARTS EVENT
(1) LOCATION AND SIZE OF LOCATION:
(2) SPECIAL SITE REQUIREMENTS:
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PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX REQUEST $
ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request)
TOTAL ADDITIONAL FUNDS $
OTHER INCOME SOURCES
TOTAL OTHER INCOME $
TOTAL INCOME -ALL SOURCES $
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PROJECT EXPENSES:
Intended Expenditure of Tourist Tax Funds
(Please refer to authorized and unauthorized uses on page 13-14)
Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit
as possible, including publication names, promotional materials, etc. and how much 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) $
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CERTIFICATION
I have reviewed this Application for Funds from the Tourist Development Council for FY
2011-12. I am in full agreement with the information contained herein. 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
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EXHIBIT "A"
Collier County Tourist Development Council
Preliminary Status Report
Submit With Application
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: FAX:
On an attached sheet, answer the following questions and attach it to your
application.
PRELIMINARY INFORMATION:
➢ ➢ Is this a first time event? If not, how many times has this event taken
place?
D. D. What hotels have committed to special rates or packages for the event to
date?
➢
D. What are the estimated hotel room nights generated by this event?
D. D. 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?
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EXHIBIT "B"
Collier County Tourist Development Council
Interim Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: FAX:
On an attached sheet, answer the following questions to identify the status
of the event. Submit this report at least quarterly.
INTERIM -These questions will identify the current status of the upcoming event.
After the TDC staff reviews this Interim Status Report, if they feel you are behind
schedule on the planning stages, they will make recommendations to help get the
event back on schedule.
➢ ➢ Has the planning of this event started?
➢ ➢ At what point are you at with the planning stage for this event?
(Percent of completion)
➢ ➢ What hotels/motels have committed to special rates or packages for the
event?
➢ ➢ What is the number of booked hotel/motel rooms to this point for this
event?
➢ ➢ What is the total dollar amount to date of matching contributions?
➢ ➢ What is the status of the advertising and promotion for this event?
➢ ➢ Have your submitted any advertisements or printed pieces to the TDC staff
for approval? Please supply a sample and indicate the ad schedule.
➢ ➢ How has the public interest for this event been up to this point?
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EXHIBIT "C"
Collier County Tourist Development Council
Final Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: 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 have committed to special rates or packages for the event to
date?
➢ What is the number of hotel room nights generated by this event?
➢ What is the name and address of Hotels/Motels and contact person?
➢ What is the total revenue generated for this event?
Total expenses. (Have all vendors been paid)
➢ List the vendors that have been paid, if not, what invoices are still
outstanding and why?
➢ 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 occurred if any during the event?
➢ List the out-of-county- advertising, marketing, and/or public relations
that have been contracted or placed to date?
➢ How can the event be improved or expanded?
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EXHIBIT "D"
REQUEST FOR FUNDS
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
EVENT NAME
ORGANIZATION
ADDRESS
CONTACT PERSON TELEPHONE( )
REQUEST PERIOD FROM TO
REQUEST#
( )INTERIM REPORT ( )FINAL REPORT
TOTAL CONTRACT AMOUNT$
EXPENSE BUDGET REIMBURSEMENT REQUESTED
TOTALS
NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your
application. 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 day or month of publication. A proof of
an ad will not be accepted.
Each additional request for payment subsequent to the first request, 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.
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
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EXHIBIT "E"
Naples 6
Marco Island
F° VISITOR QUESTIONNAIRE
Welcome to the Paradise Coast SM.Thank you for choosing this area for your visit.Please take a few minutes
to complete the following questions so that we can better serve the needs of future visitors to Florida's Last
Paradise SM.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 FAMILY ATTRACTIONS
von Liebig Art Center Beaches Everglades Tour Naples Zoo
Naples Museum of Art Naples Pier County Parks Naples Botanical Garden
Sugden Theatre Shelling National Park Children's Museum
Naples Philharmonic Fishing State Parks Fun`n Sun Water Park
Art Galleries Boating Corkscrew Swamp Swamp Buggy Race
Other Kayaking Conservancy of SW FL Mini Golf
Other Lake Trafford King Richard's Fun Park
Other Other
SHOPPING AND DINING SIGHTSEEING MUSEUMS RELAXATION&
Fifth Avenue South Lunch/Dinner Cruise/ County Complex ENTERTAINMENT
Third Street South Sunset Cruise Everglades City Golf
Waterside Shops City Trolley Tour Marco Island Spa
Venetian Bay Everglades Tour Rookery Bay Shelling
Bayfront Segway Tour Holocaust Seminole Casino
Tin City Dolphin Cruise Naples Depot Lounges&Clubs
Prime Outlets Other Palm Cottage Music
Other Other Other
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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.)
0 Charter, Articles of Incorporation, By-Laws, Proof of Current Status, i.e.
Annual Report on file with the Secretary of State - Except Government
entities.
ElMinutes of meeting authorizing officers to apply for these tourist development funds.
0 IRS Determination Letter- Except Government entities.
DList of current officers and board members, indicating terms, or mayor,
City Council, etc.
ElOrganization Chart
0 Copy of financial statement for the most recently completed fiscal year-
Except Government entities.
❑ Letters of commitment from co-sponsors;
❑ Income and expense details
ElSigned by Chief Officer and Secretary.
Name of Preparer: (Print)
Signature of Preparer: G/11-12 Category B
Grants App
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Naples
Marco Island
Everglades
PARADISE COAST
CATEGORY "C"
MUSEUM GRANT
APPLICATION
FY 2011-12
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COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL
GRANT FUNDING REQUEST
CATEGORY "C" MUSEUM GRANT APPLICATION
FISCAL YEAR 2011-12
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 2011-12 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.
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TOURIST TAX ALLOCATION CONT.
Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the
Florida State Statute 125.0104, and 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 2011-12 during the month of January 2011. Projects
must meet the guidelines and criteria outlined in this document and must commence after October
1, 2011 and completed by September 30, 2012.
Completed applications must be received by the Tourism Department Office no later than 5:00
P.M. on Friday, April 15, 2011. Applications shall be delivered to the Tourism Development
Department Office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information,
telephone (239)252-2384.
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APPLICANT INSTRUCTIONS
ELIGIBILITY FOR FUNDING
Category "C"Museum funding is available through the Tourist Development Council and Collier
County Board of County Commissioners. Per F.S. 125.0104, museum funding is to acquire,
construct, extend, enlarge,remodel,repair, improve,maintain, operate or promote one or more
County owned or operated museums or museums that are owned and operated by municipalities or
not for profit organizations that are open to the public. However,the use of the portion of Category
C funds for non-County owned and operated museums, or Category C-2 funds, is designated by the
Tourist Development Council for out of county marketing and promotion of events or 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
TDC 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 Tourist Development Council Director and a five (5) person Grant Review Committee 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. 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.
The Tourist Development Council will vote on each qualifying applicant and prepare, in priority
order, their recommendations for funding for Fiscal Year 2011-12. Funding recommendations of
the Tourist Development Council are final. The recommendations will be presented to the Board of
County Commissioners as part of the County's budget process for FY 2011-12.
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.
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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 20 copies.)
1:1 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.
❑
El List of current officers and board members, indicating terms, or mayor,
City Council, etc.
Organization Chart
❑
1:1 Copy of financial statement for the most recently completed fiscal year-
Except Government entities.
Letters of commitment from co-sponsors;
❑
Income and expense details
El
Signed by Chief Officer and Secretary.
❑
Name of Preparer: (Print)
Signature of Preparer:
G/Grant App/FY 11-12 Cat C Grant App
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EXHIBIT "E"
Naples 6
Island
slland
Everglades
VISITOR QUESTIONNAIRE
Welcome to the Paradise Coast sm.Thank you for choosing this area for your visit.Please take a few minutes to
complete the following questions so that we can better serve the needs of future visitors to Florida's Last
Paradise sm.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 FAMILY ATTRACTIONS
von Liebig Art Center Beaches Everglades Tour Naples Zoo
Naples Museum of Art Naples Pier County Parks Naples Botanical Garden
Sugden Theatre Shelling National Park Children's Museum
Naples Philharmonic Fishing State Parks Fun`n Sun Water Park
Art Galleries Boating Corkscrew Swamp Swamp Buggy Race
Other Kayaking Conservancy of SW FL Mini Golf
Other Lake Trafford King Richard's Fun Park
Other Other
SHOPPING AND DINING SIGHTSEEING MUSEUMS RELAXATION&
Fifth Avenue South Lunch/Dinner Cruise/ County Complex ENTERTAINMENT
Third Street South Sunset Cruise Everglades City Golf
Waterside Shops City Trolley Tour Marco Island Spa
Venetian Bay Everglades Tour Rookery Bay Shelling
Bayfront Segway Tour Holocaust Seminole Casino
Tin City Dolphin Cruise Naples Depot Lounges&Clubs
Prime Outlets Other Palm Cottage Music
Other Other Other
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EXHIBIT "D"
REQUEST FOR FUNDS
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
EVENT NAME
ORGANIZATION
ADDRESS
CONTACT PERSON TELEPHONE( )
REQUEST PERIOD FROM TO
REQUEST#
( )INTERIM REPORT ( )FINAL REPORT
TOTAL CONTRACT AMOUNT$
EXPENSE BUDGET REIMBURSEMENT REQUESTED
TOTALS
NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your
application. 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 day or month of publication. A proof of an ad will not be
accepted.
Each additional request for payment subsequent to the first request, 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.
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
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EXHIBIT "C"
Collier County Tourist Development Council
Final Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: 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 were utilized to support the project and how many?
➢ What is the total revenue generated for this event? Total expenses. (Have all
vendors been paid)
➢ List the vendors that have been paid, if not, what invoices are still
outstanding and why?
➢ What is the number of participants that visited the project?
➢ What is the percentage of the total participants from out of Collier
County?
➢ What problems occurred if any during the project event?
➢ List any out-of-county- advertising, marketing, and/or public relations
that was used to support the project and attach samples.
➢ How could the project been improved or expanded?
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EXHIBIT "B"
Collier County Tourist Development Council
Interim Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: FAX:
On an attached sheet, answer the followin_q questions to identify the status
of the project. Submit this report at least quarterlq.
INTERIM - These questions will identify the current status of the project. After the
TDC staff reviews this Interim Status Report, 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 project started?
➢ ➢ At what point are you at with the planning stage for this project?
(Percent of completion)
➢ ➢ Will any hotels/motels be utilized to support this project?
➢ ➢ If so, how many hotel room nights will be utilized?
➢ ➢ What is the total dollar amount to date of matching contributions?
➢ ➢ What is the status of the advertising and promotion for this project?
➢ ➢ Have your 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 project been up to this point?
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EXHIBIT "A"
Collier County Tourist Development Council
Preliminary Status Report
EVENT NAME:
REPORT DATE:
ORGANIZATION:
CONTACT PERSON: TITLE:
ADDRESS:
PHONE: 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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CERTIFICATION
I have reviewed this Application for Funds from the Tourist Development Council for FY
2011-12. I am in full agreement with the information contained herein. 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
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PROJECT EXPENSES:
Intended Utilization of Tourist Tax Funds
Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as
possible, including intended publications, 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) $
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PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX REQUEST $
ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request)
TOTAL ADDITIONAL FUNDS $
OTHER INCOME SOURCES
TOTAL OTHER INCOME $
TOTAL INCOME -ALL SOURCES $
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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 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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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 and the
amount of the grant awarded.
YEAR PROJECT NAME
PREVIOUS GRANT AMOUNT $
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.
16. How long will it take you to complete this project?
17. MATCHING FUNDING SOURCES: List the sources and amounts of confirmed matching
funds.
TOTAL MATCHING FUNDS: $
18. Provide a brief explanation of the Direct Economic Impact this project will have on the
surrounding community. This estimate should be based on the projected number of out of County
visitors to the project that could potentially stay overnight. The TDC office has a calculation model
that you can use, if needed.
19. What is the current or anticipated annual visitation to your project/facility?
II DETAILS ON YOUR ORGANIZATION:
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(10) PROJECT TYPE (CHECK ONE)
( )MUSEUM EXHIBIT ACQUISITION & DEVELOPMENT PROJECT
( )
( )COMMUNITY EDUCATION PROGRAM
(
( )EDUCATIONAL MATERIALS
( ) (
()MARKETING PROGRAM FOR MUSEUM
( ) OTHER
(11) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE
RESTRUCTURED WITH LESS TDC FUNDING? () YES ONO
12. PROJECT DESCRIPTION: describe in detail the project for which funding is requested
13. VISUAL PLAN FOR PROJECT:
Provide a 3x5 photograph, drawing, or conceptual view of the project or exhibit.
14. ANNUAL MAINTENANCE: If applicable, what is the anticipated cost of annual
maintenance of the historic property, site, marker, exhibit or program upon completion of the
project? Who will be responsible for annual maintenance and what is the source of on-going
funding?
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COLLIER COUNTY GOVERNMENT
TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION
SPECIAL CATEGORY"C" MUSEUM GRANT FY 11-12
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:
(5) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY ST ZIP
PHONE: FAX:
(6) ORGANIZATION'S CHIEF OFFICIAL:
TITLE: Address if different from above:
PHONE: FAX:
(7) TYPE OF APPLICANT: ( )NON-PROFIT ( ) GOVERNMENT AGENCY
( )FOR-PROFIT ORGANIZATION
(8) GRANT AMOUNT REQUESTED: $
(9) MATCH/LOCAL COST SHARE AMOUNT: $
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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 EVENT.
Please call the TDC Director 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 the following items is required and should be attached to your original
application:
( ) Charter, Articles of Incorporation,By-Laws, Proof of Current Status
(except government entities)
( ) Minutes of meeting authorizing officers to apply for these tourism tax funds
( ) IRS Determination Letter of non-profit status (except government entities)
( ) List of current Officers and Board members with terms and salaries, or mayor, City
Council
( ) Organizational Chart
( ) Copy of financial statement of your most recent fiscal year(except government entities)
( ) Proof of Liability Insurance
( ) Letters of Commitment from co-sponsors and matching funds contributors
Name of Preparer: (Please Print)
Signature of Preparer
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CRITERIA FOR EVALUATION
OF APPLICATIONS
Applications will be scored in five (5) categories with a maximum score of one hundred (100)
points per applicant.
COMMITMENT TO THE EXPANSION OF YEAR-ROUND TOURISM 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; 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.
III. 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; will accomplish its stated
objectives.
IV. STABILITY AND MANAGEMENT CAPACITY -Maximum 15 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 to the Tourist Development Council.
V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT-Maximum 15 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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TOURISM FUNDS MAY NOT BE USED FOR:
1. Prize money, scholarships, awards,plaques, or certificates.
2. Travel expenses.
3. Projects restricted to private or exclusive participation.
4. Private entertainment, food, and beverages and lodging.
5. Operating expenditures directly or indirectly related to the project or event such as
equipment, field or facility rental.
6. Legal, medical, engineering, accounting, auditing,planning, feasibility
studies or other 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 event site or after
the event.
12. Payments for services or goods purchased for previous or other events.
13. Capital or infrastructure projects.
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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 by Museums.
1. Advertising and promotional expenses in out of Collier County media in conjunction
with an 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.
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.
3. Costs to bring in a major traveling exhibit to create a new reason to visit or extend a
stay in Collier County
Please be advised that Collier County policy requires the submission of copies of invoices and
canceled checks with all requests for promotional expense reimbursement. Reimbursement
will only be made if copies of invoices and copies of canceled checks are provided. No
advanced payments are authorized. There are no exceptions.
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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
1st Up to 100%
2nd Up to 80%
3rd Up to 60%
4th Up to 40%
The amount of funding recommended for approval will be based on the final score.
Requests for funding must be linked to a specific activity or event. After the fourth
year of requesting Tourist Tax funding, the requestor should have enough sponsors
to fund the activity without using the Tourist Tax. If a request for funding is
submitted after the fourth year, the request must be for a different activity or event
than previously funded. The Special Grant Review Committee will take a fifth year
or beyond request under consideration and forward a recommendation to the
Tourist Development Council. A detailed explanation letter of why the funding
request will be required by the applicant before any review of the application takes
place.
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With each additional 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.
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 list 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". Also the CVB logo and website url must be visible on printed materials and in
broadcast ads where possible.
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.
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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: Applicants will be required to periodically distribute and collect
questionnaires provided by the Tourism Department staff. 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 must be equal to ten percent (10%) of annual
attendance or one hundred-fifty(150)whichever is greater. (Attached, Exhibit"E"Page 23).
Applicants should be aware that the TDC staff will also survey hotels to confirm the data collected
by the applicant.
STATUS REPORTS:
Preliminary Status Report: A preliminary status report is due at the time of submission of the
application indicating an overall status of the project to the date of the application. (Form Attached
—Exhibit"A"Page 19)
Interim Status Report: A detailed interim status report will be required quarterly during the project
or with any interim Requests for Funds reimbursement. (Form Attached—Exhibit`B"Page 20).
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, 2012. (Form Attached — Exhibit `C"
Page 21.)
PROCEDURES FOR DRAW OF FUNDS
A Request for Funds Form (Attached - Exhibit "D" Page 22) must be completed on a
reimbursement basis only and made only after proof of paid invoices are presented.
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 day or month of publication. A proof of an ad will not be accepted.
Screen shots of on-line ads will be accepted as proof of performance.
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