Agenda 12/12/2017 Item #16F112/12/2017
EXECUTIVE SUMMARY
Recommendation to approve Tourist Development Tax Promotion funding in an amount not to
exceed $65,800 to support the eleven upcoming January and February 2018 Sports Events and
make a finding that these expenditures promote tourism.
_____________________________________________________________________________________
OBJECTIVE: Recommend funding support for managing and promoting eleven upcoming events in
Collier County during FY18.
CONSIDERATIONS: Collier County is scheduled to host the following eleven events in January and
February 2018. The Tourism Division Sports Marketing Team has attracted these prestigious events to
our community. The projected hosting costs to manage these events are based on past experience with
similar events, the event funding applications, and the projected room nights from each event organizer.
Event expenditures are the responsibility of the event organizer to pay. The Tourism Division proposes to
reimburse event organizers for field rental cost, fees for officials and operation support expenses for these
events based on room night visitation delivered to Collier County. These expenditures are authorized to
be reimbursed through the BCC approved Sports Assistance Program.
Staff utilizes the BCC approved event application to determine the appropriate amount of recommended
funding based on an event acquisition cost of fifteen dollars ($15) per room night, which is a sports
tourism industry standard analytic. An example of this funding procedure is attac hed. Funding for these
eleven events is subject to tourism staff review, TDC recommendation and Board approval.
ITF Men’s Pro Circuit will take place January 5-14, 2018. This is a first-year tennis event featuring
doubles and singles competition at Naples Bath & Tennis Club. The event will feature 200 athletes and is
projected to generate 400 room nights in the County and direct spending of $145,551 and TDT revenue of
$1,307. The expenses to be paid for this event include assistance with officiating fees up to $4,000 and
event marketing expenses up to $2,000 for a grand total of up to $6,000.
Nike XPO Prospect Camp will take place January 6-7, 2018. This is a first-year event to be hosted at
North Collier Regional Park. This girl’s lacrosse event will attract college coaches and feature 200
athletes. The event is projected to generate 300 room nights, direct spending of $145,671 and TDT
revenue of $ $1,892. The expenses to be paid for this event include assistance with facility rental up to
$3,200, marketing expenses up to $1,300, and park staff overtime up to $1,500 for a grand total of up to
$6,000.
HITS Triathlon Series will take place January 6-7, 2018. This triathlon event will be hosted in Naples
for the 5th consecutive year. The event will feature 1,000 athletes and is projected to generate 500 room
nights, direct spending of $257,244 and TDT of $3,209. In 2017, the event attracted a similar number of
athletes, and generated 700 room nights, TDT revenue of $4,900, and an economic impact of $877,500
for an investment of $11,500. The expenses to be paid for this event include assistance with Collier
County Sheriff fees for road security up to $7,500.
NSMTA Super Senior Doubles Championship will take place January 10-14, 2018. This is a first-year
tennis event featuring doubles and singles competition at Naples Bath & Tennis Club. The event will
feature 200 athletes and is projected to generate 250 room nights in the County, direct spending of
$126,027 and TDT Revenue of $1,560. The expenses to be paid for this event include assistance with
officiating fees up to $1,500, marketing and production costs up to $2,250 for a total of up to $3,750.
Dimitri Cup - 1st Weekend will take place January 13-15, 2018. This is a boys and girls soccer event
12/12/2017
taking place for the 14th year in Naples. The event will be held at North Collier Regional Park and feature
2,500 athletes and is projected to generate 1,000 room nights, direct spending of $648,528 and TDT
revenue of $6,328. In 2017, the event attracted 2,200 athl etes, 621 room nights, TDT revenue of $4,347,
and an economic impact of $2,129,329 for an investment of $7,450. The expenses to be paid for this event
include assistance with facility rental up to $5,700, sanctioning fees up to $150, event operational
assistance up to $1,000, and park staff overtime up to $2,300 for a grand total of up to $9,150.
Dimitri Cup - 2nd Weekend will take place January 20-21, 2018. This is a boys and girls soccer event
taking place for the 14th year in Naples at North Collier Regional Park, Corkscrew Park, and Veterans
Park. The event will feature 2,000 athletes and is projected to generate 1,000 room nights, direct spending
of $617,040 and TDT revenue of $6,244. In 2017, the event attracted 1,700 athletes, 424 room nights,
TDT revenue of $2,968, and an economic impact of $1,571,205 for an investment of $4,850. The
expenses to be paid for this event include assistance with facility rental up to $6,700, sanctioning fees up
to $150, event operational assistance up $1,000, and park staff overtime up to $3,100 for a grand total of
up to $10,950.
National Junior USTA L3 will take place January 20-22, 2018. This is a first-year tennis event featuring
doubles and singles competition at Naples Bath & Tennis Club. The event will feature 150 athletes and is
projected to generate 250 room nights in the County, direct spending of $156,606 and TDT revenue of
$1,585. The expenses to be paid for this event include assistance with officiating fees up to $1,500, event
marketing and production fees up to $2,250 for a grand total of up to $3,750.
West Coast Super Senior Grand Prix will take place January 22-28, 2018. This is a first-year tennis
event featuring doubles and singles competition at Naples Bath & Tennis Club. The event will feature 350
athletes and is projected to generate 250 room nights in the County, direct spending of $148,248 and TDT
Revenue of $1,390. The expenses to be paid for this event will be assistance with officiating fees up to
$1,500, marketing and production fees up to $2,250 for a grand total of up to $3,750.
Dimitri Cup - 3rd Weekend will take place January 27-28, 2018 at North Collier Reginal Park. This is a
boys and girls soccer event taking place for the 14th year in Naples. The event will feature 2,000 athletes
and is projected to generate 1,000 room nights, direct spending of $617,040 and TDT revenue of $6,244.
In 2017, the event attracted 1,700 athletes, 52 room nights, TDT revenue of $2,968, and an economic
impact of $1,571,205 for an investment of $4,850. The expenses to be paid for this event include
assistance with facility rental up to $3,200, sanctioning fees up to $150, event operational assistance up
$1,000, and park staff overtime up to 1,600 for a grand total of up to $5,950.
Winter Classic - Pickleball Tournament will take place January 27-29, 2018. This is part of the
Southern Tropics Pickleball Series and will take place for the 3rd year at East Naples Community Park.
The event will feature 400 athletes and is projected to generate 250 room nights, direct spending of
$137,821 and TDT of $1,522. In 2017, the event attracted 369 athletes, 311 room nights, TDT revenue of
$2,177, and an economic impact of $314,241 for an investment of $5,500. The expenses to be paid for
this event include assistance with facility rental at East Naples Community Park up to $3,750, and park
staff overtime up to $1,500 for a total of up to $5,250.
Les Grandes Dammes Joanne Russell Cup will take place February 22-28, 2018. This is first year
tennis event featuring doubles and singles competition at Naples Bath & Tennis Club. The event will
feature 150 athletes and is projected to generate 250 room nights in the County, direct spending of
$147,451 and TDT revenue of $1,578. The expenses to be paid for this event include assistance with
officiating fees up to $1,500, event marketing and promotion fees up to $2,250 for a grand total of up to
$3,750.
12/12/2017
FISCAL IMPACT: Funding in an amount not to exceed $65,800 for these eleven sports events is
included in the BCC approved FY 18 Tourism Division budget in Fund 184 for Sports Marketing Event
support.
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 5-2 at the November 27, 2017 meeting.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval. - CMG
RECOMMENDATION: That the Board of County Commissioners approves Tourist Development Tax
Promotion funding in an amount not to exceed $65,800 to support eleven upcoming January and February
2018 sports events and make a finding that these expenditures promote tourism.
Prepared by: Michael Obyc, Senior Sports Marketing Manager
ATTACHMENT(S)
1. [Linked] Sports Event Applications (PDF)
12/12/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.1
Doc ID: 4289
Item Summary: Recommendation to approve Tourist Development Tax Promotion funding in an
amount not to exceed $65,800 to support the eleven upcoming January and February 2018 Sports Events
and make a finding that these expenditures promote tourism.
Meeting Date: 12/12/2017
Prepared by:
Title: Tourist Development Tax Coordinator – Tourism
Name: Kelly Green
11/28/2017 12:40 PM
Submitted by:
Title: Division Director - Tourism – Tourism
Name: Jack Wert
11/28/2017 12:40 PM
Approved By:
Review:
Tourism Ed Caum Deputy Director Review Completed 11/28/2017 12:52 PM
Parks & Recreation Barry Williams Additional Reviewer Completed 11/28/2017 1:30 PM
Tourism Jack Wert Director Review Completed 11/28/2017 2:08 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 11/28/2017 2:10 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/28/2017 3:11 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/28/2017 4:09 PM
County Manager's Office Tim Durham Executive Director- Corp Business Ops Completed 11/29/2017 8:24 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 11/30/2017 10:17 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 12/01/2017 2:43 PM
Board of County Commissioners MaryJo Brock Meeting Pending 12/12/2017 9:00 AM
I ► F MGP,)'S Pic,--C1K 1+Fi- � 4S,0()0-jt,t✓UJ-K7 S -4q, 20
Co ier County
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1] Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer Is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
5. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
(17-TDC-00120/1350609/1) Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
THIS IS WILL BE THE FIRST YEAR OF THE EVENT IN TOWN
What previous locations have hosted this event?
LONG BEACH, CA http://www.itftennis.com/procirculUtournaments/men's-tournamentfinfo.aspx?tournamentid=1100039221
How many participants does this event host historically?
128 in singles qualifying draw - 32 in singles main draw - 16 doubles main draw
How many spectators does this event host historically?
2,500 in total
[17-TDC-00120/1350609/11 Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants 0
Local Youth Participants
182
10
Out -of -Area Adult Participants
Local Adult Participants
250
500
Out -of -Area Youth Spectators
Local Youth Spectators
1,000
750
Out -of -Area Adult Spectators
Local Adult Spectators
10
10
Out -of -Area Staff
Local Staff
_
5
15
Out -of -Area Media
Local Media
Number of projected room nights for this event? *Please, provide a single number NOT a range.
400
How will you be securing Collier County hotel accommodations; host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players: Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application,
Event have their own webpage at www.ase-flodda.com/tournaments. Facebook event will be created for the event. 1000 copies of the official program will be printed
200 posters and 5000 Ayers will be dislnbuted around the stale of Florida tennis clubs. Media partnerships with Naples Dwt t News, Gulfshore Life and specialized tennis site in SWFL ww4.239lenrus.com
Support from UnAod Slates Tonnls As 0&atlon (USTA) and LISTA Flonda providing a mart's person for the Quant as wail as natio al promotion. Active so ul l media actively for 35,000 registered unique visitors
(17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense Amount
Officials USTA Fees $ 4,000
Press Aide Fee $ 1,250
Advertising Expenses $ 2,500
Printed Materials $ 1,000
Total Amount Requested: $ 8,750
Compliance
I 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.
Name: ROGELIO DE HARO
Title: OPERATIONS
Organization: GLOBAL
Signature:
Date: 3 NOVEMBER
ORTS RESORTS LLC
017
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Tracking Cede IGC Permit No.
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ry
a 8 ;
a
P/01 r oimert Il .reover
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: GLOBAL SPORTS RESORTS
Organization Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL Zip: 34105
Organization Phone: (239) 263-1818
Organization Website: www.asc-florida.com
Organization Email: protournaments@sanchez-casal.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 208924912
Event Director Full Name: ROGELIO DE HARO
*Event Director will be the irst 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: rogeliodh@sanchez-casal.com
Event Director Cell Phone: (239) 529-8112
Event Director Home/Business Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL Zip; 34105
Event Name: ITF MEN'S PRO CIRCUIT $15,000
sport(s): TENNIS
Dates requested for event: JANUARY 5-14, 2018
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Will this event be charging for parking? NO
If yes, how much?
"Collier County Parks and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission? NO
If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? NO If yes, how much?
Is there an age limit for youth to be eligible for free admission? NO if yes, what age?
Will you require food concessions? NO
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
(Please, initial to verify your compliance)
Will you require the use of stage? NO If yes, provide detail:
Will you require bleachers? NO
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
YES - UNITED STATES TENNIS ASSOCIATION & INTERNATIONAL TENNIS FEDERATION
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down:
No No load -in days are needed.
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Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
GOO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(include number of fields and type. Example — North Collier Regional Park— (1) multi-purpose field)
Please, list any other logistical needs (i.e. number of tables, 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 CVB.
Estimated # of Athletes: 176
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Estimated 4 of Spectators: 2,500
Estimated 4 of Teams: N/A
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1):
Site Director Cell Phone (1):_
Site Location: —
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3): —
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4): —
Site Director Cell Phone (4)
Site Location:
insurance Policy
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. 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 East Tamiami Trail Suite 303 Naples FL. 34112-5746
Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
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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,
1 (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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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.
Q (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full refund will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
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.
C-0—(Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
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1 (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
U (Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
Cm (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
1� Yr (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 (Le,
hurricane). Any of the above adversities will be communicated to the renter by Collier County staff.
V41 (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
(17-TDC-00120/1350609/1] Page 11 of 14
Treckin, Corse JGC Permit No. —
County Use Only
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
(Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
P (Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
l� " (Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
(17-TDC-00120/1350609/11 Page 12 of 14
Tracking Cele__ JG( Permit X10.
County Use Only
(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 compliance with
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
Parks and Recreation Rules & Regulations form.
(11
(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
ini-daI ba v'LiN volit Con IpI17fSC2 Sylth rc2quirnd IendC rnriificition Illl?'al,')
(17-TDC-00120/1350609/1] Page 13 of 14
Collier County Use Only
Rental Fees and Charges
Approved facility:
Number of fields approved:
Field type:
Venue Rental Cost (including load -in dates):
Additional Rental Cost (i.e. stage, tables, etc.):
Total Cost:
Expenses to be paid by CVB:
Expenses to be paid by Event Organization:
Event Director Collier County/CVB Representative
Ph�N?
ntedName� 0 Printed Name:
Title 0 P6
Padm&Recreation Representative
Printed Name:
Title:
Signature:
Date:
Tide:
Date:
[17-TDC-00120/1350689/11 Page 14of14
Applications must be sent electronically to be
eligible for review.
Please'send application via email to:
Naples, Marco island, Everglades Convention
and Visitors Bureau
239-252-6293
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
5. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, 'on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1] Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
5. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
5. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
Tracking Code IGC _ Permit No. _
County Use Only
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
5. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
This is the inaugural year of the event
What previous locations have hosted this event?
0
How many participants does this event host historically?
NA
How many spectators does this event host historically?
NA
[17-TDC-00120/1350609/1] Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants
180-200
Local Youth Participants
10-20
Out -of -Area Adult Participants
NA
Local Adult Participants
NA
NA
NA
Out -of -Area Youth Spectators
Local Youth Spectators
Out -of -Area Adult Spectators
200
Local Adult Spectators
25
NA
Out -of -Area Staff
Local Staff
—
Out -of -Area Media
NA
Local Media
NA
Number of projected room nights for this event? *Please, provide a single number NOT a range.
300
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
We are using RoomRoster a third party agency to secure local hotels.
Full list of properties will be sent shortly.
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Email Solicitation to 30,000 participant national database
National Advertising through Inside Lacrosse - The #1 media outlet for lacrosse
[17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense
Website / Branding / Online Presence
Field Rental
National Advertising - Inside Lacrosse
National Advertising - TopLaxRecruits
Officials / Referee's
Athletic Trainers
Contracted labor
Total Amount Requested.
Compliance
Amount
$1000
$1500
$500
$1600
$700
$1000
? Depends on Facility Rental
I 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.
Name: Charlie Shoulberg
Title: CEO
Organization:
STEPS Lacrosse LLC, DBA Njke)XPO Prospect Camp
Signature:
Date:
November 7th, 2017
[17-TDC-00120/1350609/1] Page 5 of 14
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: STEPS Lacrosse LLC, DBA Nike XPO Prospect Camp
Organization Address: 11 Red Oak Row
City: Chester state: NJ
Organization Phone: 973.851.5961
Organization Website
www.xpolacrosse.com
Organization Email: cshoulberg@stepslacrosse.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 412266230
Event Director Full Name:
Charles Shoulberg
Zip:
07930
*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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: cshoulberg@stepslacrosse.com
Event Director Cell Phone: 973.851.5961
Event Director Home/Business Address:
11 Red Oak Row
City: Chester state: NJ
Event Name: Nike XPO Prospect Camp
Sport(s): Girls Lacrosse
Dates requested for event:
January 6 & 7 - 2018
[17-TDC-00120/1350609/11 Page 6 of 14
zip: 07930
Will this event be charging for parking? NO
yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission?
NO
If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth?
101K
If yes, how much?
Is there an age limit for youth to be eligible for free admission? NA If yes, what age?
Will you require food concessions? Possibly
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
Tease, initial to verify your compliance)
Will you require the use of stage? NO if yes, provide detail:
Will you require bleachers?
lace
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down:
No No load -in days are needed.
[17-TDC-00120/1350609/1] Page 7 of 14
Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
NO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(Include number of fields and type. Example — North Collier Regional Park — (1) multi-purpose field)
(1) North Collier Regional Park (8) lined Girls lacrosse fields with lacrosse goals
(2)
(3)
(4)
**potentially only 4-6 fields depending on final enrollment
(5)
Please, list any other logistical needs (i.e. number of tables, 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 CVB.
1 table per field at the midfield line / subsitition area
Estimated # of Athletes:
ES
[17-TDC-00120/1350609/1] Page 8 of 14
Estimated # of Spectators: 200
Estimated # of Teams:
0
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1):
Site Director Cell Phone (1):
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3):
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trail Suite 303 Naples FL. 34112-5746
o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1] Page 9 of 14
o Agree that Collier County assumes no liability for the recruitment, selection, background screening of
no�y`counXy,special event management, staff, volunteers, coaches, youth leaders, and others.
BGG (Phase, 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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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.
i
�- '113lease, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full refund will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
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.
,4�---FPlease, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
[17-TDC-00120/1350609/1] Page 10 of 14
(Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
/-.' Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
(%�— (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
�G / (Ptease, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
/ZAPlease, initial to verify your compliance with the Venue Rental Request & Approval Policy)
[17-TDC-00120/1350609/1] Page 11 of 14
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
�Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
�`i'.��(Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
G� ',�L' Wease, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
[17-TDC-00120/1350609/1] Page 12 of 14
-i-((PTease, 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 compliance with
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
Parks and Recreation Rules & Regulations form.
z&4—(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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 languagel
[17-TDC-00120/1350609/1] Page 13 of 14
Event Director
Printed Name: Charlie Shoulberg
CEO, STEPS Lacrosse LLC
Title
Signature: :%4 . .....lN
Nov. 7th - 2018
Date:
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature: —
Date:
[17-TDC-00120/1350609/1] Page 14 of 14
Collier County Sports Tourism Event Funding; Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
5. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1] Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
5. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
5 years
What previous locations have hosted this event?
None
How many participants does this event host historically?
Avg. 1,000
How many spectators does this event host historically?
Avg. 1,500
[17-TDC-00120/1350609/1] Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
60
4U
Out- of- Area Youth Participants
Local Youth Participants
540
360
Out -of -Area Adult Participants
Local Adult Participants
180
120
Out -of -Area Youth Spectators
Local Youth Spectators
720
480
Out -of -Area Adult Spectators
Local Adult Spectators
Out -of -Area Staff
25
Local Staff
_
5
Out -of -Area Media
Local Media
Number of projected room nights for this event? *Please, provide a single number NOT a range.
500
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Contacts with individual hotels to arrange discounts for event participants and their
family and friends; also Sports Council hotel search engine; other hotels include
Inn at Pelican Bay,Ritz Carleton Beach Resort, Hawthorne Suites by Wyndham
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
National and regional digital social media advertising throughActive.com and CoolEvents.com;
Multiple Eblasts to email list of 780,000 names; Local & reg'I poster and rack card
distribution; Multiple postings on event organizer's Facebook, Twitter and Instagram
[17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense
Collier County Sheriffs Office
Special Detail Agreement
Total Amount Requested:
Compliance
$55,000
Amount
I 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.
Name: John A. Eickman
Title:
Vice President
organization: HITS, Inc.
Signature: John A.
r Digitally signed by John A. Fj(*man
Eickman p DN: —John A. Eickman, o=HITS, Inc., ou=HITS Endurance, email=john@hitaendurance.ccm,
_US
,.i
Data: 2017.11.0316x20:34-04'00'
Date: November 3, 2017
[17-TDC-00120/1350609/1] Page 5 of 14
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name. HITS, inc.
Organization Address: 319 Main Street
City: Saugerties State: NY
Organization Phone: 845-247-7275
Organization Website:
www.hitstriathlonseries.com
Organization Email: info@hitsendurance.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 30-0333044
Event Director Full Name: John A. Eickman
Zip:
12477
*Event Director will be the &q 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: John@hitsendurance.com
Event Director Cell Phone: 914-489-7325
Event Director Home/Business Address:
319 Main Street
City. Saugerties State: NY
Event Name: HITS Triathlon Series - Naples
Sport(s): Triathlon races
Dates requested for event: January 6-7, 2018
[17-TDC-00120/1350609/1] Page 6 of 14
Zip: 12477
Will this event be charging for parking? No
yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission?
No
If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? No If yes, how much?
Is there an age limit for youth to be eligible for free admission? No If yes, what age?
Will you require food concessions? NO
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
JAE (please, initial to verify your compliance)
Will you require the use of stage? No
Will you require bleachers? No
If yes, provide detail:
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
Yes, by USA Triathlon
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down: Load in and athlete check in
January 5, 2018; tear down January 7, 2018
No No load -in days are needed.
[17-TDC-00120/1350609/1] Page 7 of 14
Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
C9
NO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(Include number of fields and type. Example — North Collier Regional Park — (1) multi-purpose field)
(1) None
(2)
(3)
(4)
(5)
Please, list any other logistical needs (i.e. number of tables, 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 CVB.
None
Estimated # of Athletes:
[17-TDC-00120/1350609/1] Page 8 of 14
Estimated # of Spectators:
Estimated # of Teams:
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1):
Site Director Cell Phone (1):
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3):
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trail Suite 303 Naples FL. 34112-5746
o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1] Page 9 of 14
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.
JAE (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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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.
JAE (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full refund will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
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.
JAE (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
[17-TDC-00120/1350609/1] Page 10 of 14
JAE (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
JAE (Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
JAE (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
JAE (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
JAE (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
[17-TDC-00120/1350609/1] Page 11 of 14
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
JAE (Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
JAE (Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
JAE (Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
[17-TDC-00120/1350609/1] Page 12 of 14
JAE (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 compliance with
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
Parks and Recreation Rules & Regulations form.
JAE (Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
JAE (Please, initial to verify your compliance with required Indemnification language}
[17-TDC-00120/1350609/1] Page 13 of 14
Event Director
Printed Name: John A. Eickman
Title :Vice President
! oywny 0,— by
J° a eicwwn
John A. Eickman`°"em9hA eM ve° mmHc=US
Signature: I / b.tbl 2017.11.032017.11.0316A 157-0 IX
Date:
November 3, 2017
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature: _
Date:
[17-TDC-00120/1350609/1] Page 14 of 14
i\li�� ! VC' . �? >(/ 1 (�� P � t_I C7 '
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
(17-TDC-00120/1350609/1] Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
THIS IS WILL BE THE FIRST YEAR OF THE EVENT IN TOWN
What previous locations have hosted this event?
NEW SANCTIONED EVENT BY THE USTA
How many participants does this event host historically?
200 PLAYERS ACCORDING TO THE LEVEL ASSIGNED BY USTA
How many spectators does this event host historically?
1,000 in total
[17-TDC-00120/1350609/1] Page 3 of 14
Tracking Code IGC Permit No, _
County Use Only
Please, provide a breakdown of participants, spectators, staff, and media.
0
Out- of- Area Youth Participants
Local Youth Participants
100
100
Out -of -Area Adult Participants
Local Adult Participants
0
0
Out -of -Area Youth Spectators
Local Youth Spectators
500
500
Out -of -Area Adult Spectators
Local Adult Spectators
2
10
Out -of -Area Staff
Local Staff
2
5
Out -of -Area Media
Local Media
Number of projected room nights for this event? *Please, provide a single number NOT a range.
250
How will you be securing Collier County hotel accommodations; host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players; Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Event have their own webpage at www.asGgorids.cornfloumaments. Facebook event will be created for the event. Partnership with the National Men's Senior Tennis Association.
100 posters and 1000 flyers will be distributed around the stale of Florida tennis clubs. Media partnerships with Nep!es Daily News, Gulfshore Life and specialized tennis site in SWFL www.239tenms.com
Support from United States Tennis Association (USTA) and LISTA F'orda providing a media person fertile event as well as national promotion. Active social media activity for 35,000 registered unique visitors
(17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense
Officials USTA Fees
Press Aide Fee
Advertising Expenses
Printed Materials
Total Amount Requested:
Compliance
Amount
$ 1,500
$ 750
$ 1,500
$ 750
$4,500
I 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.
Name: ROGELIO DE HARO
Title:
OPERATIONP MANAGER
Organization: GLOB
Signature:
SPORTS RESORTS LLC
Date: 3 NOVEMBtR 2017
[17-TDC-00120/1350609/11 Page S of 14
Tracking Cade ; IGC Permit No, _
County Use Only
Go�yB9 CorJ�rr
G�Vler %..-eowlty
e 0',
Plaj; CutinDixetwler,
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: GLOBAL SPORTS RESORTS _
Organization Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL
organization Phone: (239) 263-1818
Organization Website;
www.asc-florida.com
0
Organization Email: protournaments@sanchez-casal.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 208924912
Event Director Full Name:• ROGELIO DE HARO
34105
*Event Director will be the Irst 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: rogeliodh@sanchez-casal.com
Event Director Cell Phone
(239) 529-8112
Event Director Nome/Business Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: Fi- —Zip: 34105
Event Name: NSMTA SUPER SENIOR DOUBLES CHAMPIONSHIP
sport(s);TENNIS
Dates requested for event: JANUARY 10-14, 2018
(17-TDC-00120/1350609/1] Page 6 of 14
Tracking Code_ 1GC Permit No.
County Use Only
Will this event be charging for parking? NO If yes, how much?
*Collier County Parlor and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission? NO If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? NO If yes, how much?
Is there an age limit for youth to be eligible for free admission? NO If yes, what age?
Will you require food concessions? NO
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
`Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible far the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
(Please, initial to verify your compliance)
Will you require the use of stage? NO If yes, provide detail:
Will you require bleachers? NO
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
YES - UNITED STATES TENNIS ASSOCIATION
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down:
No load -in days are needed.
(17-TDC-00120/1350609/11 Page 7 of 14
Tracking Code IGC Permit No,
County use Only
Vendors
1, Vendors are required to supply their own power,
Z. 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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below,
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up,
(NO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(Include number of fields and type. Example — North Collier Regional Park — (1) multi-purpose field)
Please, list any other logistical needs (Le, number of tables, 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 CVB.
Estimated 4 of Athletes: 200
[17-TDC-00120/1350609/1) Page 8 of 14
Tracking Code !CC Permit Flo,
County Use Only
Estimated If of Spectators: 1,000
Estimated # of Teams: N/A —
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1): T
Site Director Cell Phone (1):_
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3): —
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4).-
Site
4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trail Suite 303 Naples, FL. 34112-5746
Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1] Page 9 of 14
Tracking Code IGC _ Permit No, _
County Use Only
c, Agree that Collier County assumes no liability for the recruitment, selection, background screening of
non- V7
special event management, staff, volunteers, coaches, youth leaders, and others.
t��j j (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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a ull re and to the entity that paid the deposit, 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.
01 (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
foil re and will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
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.
QA (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
(17-TDC-00120/1350609/1) Page 10 of 14
Tracking, Cade ' IGC _ Permit No,
County Use Only
6A. (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
V (Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
VA (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
WO (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
VA (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
(17-TDC-00120/1350609/11 Page 11 of 14
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County Use only
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
—t=-- Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
U(Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
1 'O (Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
(17-TDC-00120/1350609/1] Page 12 of 14
Tracking Carie IGC Permit No.
County Use Only
(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 compliance with
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
Parks and Recreation Rules & Regulations form.
V.0 (Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
(` 4 (Ple3i,' Ioi6.1) to y`?rl iy your ,•oropI11v i t h regi.ti(-d (nJl (-nniilC,36on I-)nyuI.�d0
[17-TDC-00120/1350609/11 Page 13 of 14
Collier County Use Only
Rental Fees and Charges
Approved facility:
Number of fields approved:
Field type:
Venue Rental Cost (including load -in dates):
Additional Rental Cost (i.e. stage, tables,.ete.):
Total Cost:
Expenses to be paid by CVB:
Expenses to be paid by Event Organization:
Event Director
Printed Name: �()' 7,)
Title : 0 f(T/`-� 110 �J /,.pr��>��✓ �,
Signature: -1
Date: O'V(H( r-fZ y , -
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature: _
Date:
[17-TDC-00120/1350609/1] Page 14 of 14
Applications must be sent electronically to be
eligible for review.
Please send application via email to:
Michael Qbyc
Naples, Marco Island, Everglades Convention
and Visitors Bureau
239-252-6293
MichaelObyc(@colliergoy.net
7
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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,"
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email,
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2, Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/11 Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County,
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof ofroom night pick-up reports,
and an invoice to the CVS for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17 -TOC -00120/1350609/1) Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses,
4. Fundraising cost and/or functions.
5. Prize money or purses,
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
14 Years
What previous locations have hosted this event?
same location
How many participants does this event host historically?
1I
How many spectators does this event host historically?
20000
[17-TDC-00120/1350609/1) Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants
0000
Local Youth Participants
2000
Out -of -Area Adult Participants
na
Local Adult Participants
na
Out -of -Area Youth Spectators
12000
Local Youth Spectators
4000
Out -of -Area Adult Spectators
12000
Local Adult Spectators
4000
Out -of -Area Staff
200
Local Staff
10
Out -of -Area Media
na
Local Media
na
Number of projected room nights for this event? *Please, provide a single number Nora range.
3000
How will you be securing Collier County hotel accommodations; host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Third Party Hotel Agency
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
nA
[17-TDC-00120/1350609/11 Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense Amount
Field Rental
1 st weekend 5200
2nd weekend 3200
3rd weekend 3200
staff 3 weekends 1000 per 3000
sanctlonnig 3 weekends $150.00 per 450
Total Amount Requested:
15050.00
Compliance
I 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.
Name: Jeff Pinteralli
Title: President
Organizath
Signature:
Date: 11-i
Meqa Sport Events
[17-TDC-00120/1350609/1) Page 5 of 14
R C0
Cofl�r County
P/ny, Conal d°Dheaver
Event & Athletic Tournament Application
*Application must be received via emall 90 days prior to the first day of the event.
Organization Name: Mega Sport Events
Organization Address: 12653 Torbay Dr
City: soca Raton State: FI
Organization Phone: 7272518459
Organization Website: soccerskillsunlimited.org
Organization Email: soccerskillsunlimited@gmail.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 45-5126977
Event Director Full Name: Jeff Pinteralli
Zip: 33428
`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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: soccerskillsunlimited@gmail.com
Event Director Cell Phone: 7272518459
Event Director Home/Business Address: 12653 Torbay Dr'
City. soca Raton state: FI Zip: 33428
Event Name: The Dimitri Cup
Sport(s): Soccer
Dates requested for event: Jan. 13-15 20181 Jan.20-21 20181 Jan. 27-28 2018
[17-TDC-00120/1350609/1] Page 6 of 14
Will this event be charging for parking? No If yes, how much? na
*Collier County Parks and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission? na If yes, how much? na
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? na If yes, how much? na
Is there an age limit for youth to be eligible for free admission? na If yes, what age? na
Will you require food concessions? yes
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please nate, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
JP Please, initial to verify your compliance)
Will you require the use of stage? yes If yes, provide detail: for awards presentation
Will you require bleachers? no
If yes, provide detail: no
*Please note, an additional cast may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
yes/ FYSA/USCLUB
Will you require load -In dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded in/tarn down; 1 day before each weekend
No No load -in days are needed.
[17-TDC-00120/1350609/1] Page 7 of 14
Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of Insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
na
NO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(include number of fields and type. Example — North Collier Regional Park— (1) multi-purpose field)
(1) 1st weekend all multipupose fields and softball at North Collier
(2) 2nd weekend all 8 fields and Vineyards park
(3) 3rd weekend all 8 fields at North Collier
(4)
(5)
Please, list any other logistical needs (i.e. number of tables, 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 CVB.
na
Estimated # of Athletes: 8000
[17-TDC-00120/1350609/1) Page 8 of 14
Estimated # of Spectators; 25000
Estimated # of Teams:
450
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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,
Site Director Full Name (1);
Jeff Pinteralli
Site Director Cell Phone (1): 7272518459
Site Location: North Collier
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location;
Site Director Full Name (3):
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site location:
Insurance Policy
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. 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 East Tomiami Trail, Suite 303 Naples, FL. 34112-5746
o Agree to provide certificates) of insurance 15 business days prior to event starting as additional
Insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1] Page 9 of 14
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.
Ip (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 no to Collier
County Parks and Recreation no later than 90 business days prior or at the time of scheduling, whichever
Is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a uU re and to the entity that paid the deposit, 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.
Jp (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Pollcy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full re and will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to Inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
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.
1p (Please, Initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
[17-TDC-00120/1350609/1] Page 10 of 14
JP (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policv
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.
JP (Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policv
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
JP (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Reauest Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
JP (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Reauest & Approval Polic
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
JP (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
[17-TDC-00120/1350609/1) Page 11 of 14
Collier County Resident Polic�r
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
jp (Please, initial to verify your compliance with the Collier County Resident Policy)
Hotel & Room Night Guldellnes 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 featured on official hotel
documentation (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.
3p (Please, initial to verify your compliance with the Motel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
ip (Please, Initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
[17-TDC-00120/1950609/1] Page 12 of 14
1P (Please, Initial to verify your compliance with the Weather Policy)
Event Approval Policti
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 compliance with
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
Parks and Recreation Rules & Regulations form.
1P (Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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 arisingfrom 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 Ian ua el
[17-TDC-00120/1850609/1] Page 13 of 14
Event Director
Jeff Pinteralli
Printed Name:
Title President
Signature:
11-70/1,
-
pate:
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature: _
Date:
[17-TDC-00120/1350609/11 Page 14 of 14
Co ger County
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1] Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment..
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to'Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
&L
What previous locations have hosted this event?
MULTIPLE - PART OF THE USTA NATIONAL JUNIOR CIRCUIT
How many participants does this event host historically?
150
How many spectators does this event host historically?
1,500 in total
(17-TDC-00120/1350609/1] Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants 125 Local Youth Participants 25
Out -of -Area Adult Participants 0 Local Adult Participants 0
Out -of -Area Youth Spectators 125 Local Youth Spectators 250
Out -of -Area Adult Spectators 125 Local Adult Spectators 1 000
Out -of -Area Staff 2 Local Staff 10
Out -of -Area Media 2 Local Media 5
Number of projected room nights for this event? *Please, provide a single number NOT a range.
250
How will you be securing Collier County hotel accommodations; host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players: Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Event have their own webpage al www.asc-0orida.comltoumaments. Facebook event will be created for the event. Part of the USTA Junior National Circuit.
100 posters and 1000 flyers will be distnbmed around the state of Florida tennis clubs. Media partnerships with Naples Daily News, 009hore Life and specialized tennis site in SWFL N".239tennls.com
Support from United Slates Tennis Associalion (LISTA) and USTA Florida proving a meds person for the event as wall as national promotion. Active social media actNily for 35,000 registered unique visitors
[17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense
Officials USTA Fees
Press Aide Fee
Advertising Expenses
Printed Materials
Total Amount Requested.
Compliance
Amount
$ 1,500
$ 750
$ 1,500
$ 750
$ 4,500
I 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.
Name: ROGELIO DE HARO
Title: _OPERATIONS )MANAGER
Organization: GLOBAL
Signature:
Date: 3 NOVEMBEi
PORTS RESORTS LLC
2017
[17-TDC-00120/1350609/11 Page 5 of 14
Traeltina Code IGC _ Permit No. _
county Use Only
�oyuE9 cot)yr�
c,co, County
n 0 0.,_ ... ,a
Play, fnimeet 3"Ilfteaver
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: GLOBAL SPORTS RESORTS
Organization Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL _ Zip: 34105
Organization Phone: (239) 263-1818
Organization Website: www.asc-florida.com
Organization Email: protournaments@sanchez-casal.com
Non -Profit Tax ID No.:
Federal Tax ID No.; 208924912 _
Event Director Full Name: RO'GELIO DE HARO
*Event Director will be the flLst 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: rogeliodh@sanchez-casal.com
Event Director Cell Phone: (239) 529-8112
Event Director Home/Business Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL Zip: 34105
Event Name: NATIONAL JUNIOR USTA L3
sport(s): TENNI S
Dates requested for event: JANUARY 20-22, 2018
(17-TDC-00120/1350609/11 Page 6 of 14
Tracking Code_ IGC Permit No.
County Use Only
Will this event be charging for parking? NO
f yes, how much?
"Collier County Parks and Recreation requires retention of 10% of the parking revenue.
Will this event be charging admission?
Mo
If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? NO If yes, how much?
Is there an age limit for youth to be eligible for free admission? NO If yes, what age?
Will you require food concessions? NO _
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event.
(Please, initial to verify your compliance)
Will you require the use of stage? NO
Will you require bleachers? NO
If yes, provide detail;
If yes, provide detail;
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? if yes, by which organization?
YES - UNITED STATES TENNIS ASSOCIATION
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down:
No No load -in days are needed.
[17-TDC-00120/1350609/11 Page 7 of 14
Tracking Code_, IGC Permit No.
County Use Only u
Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
VES Please list the name of the vendor(s), dates, times, and dimensions of setup.
(__N
NVendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(include number of fields and type. Example — North Collier Regional Park — (1) multi-purpose field)
Please, list any other logistical needs (i.e. number of tables, 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 CVB.
Estimated # of Athletes:
150
(17-TDC-00120/1350609/11 Page 8 of 14
Tracking Code IGC Permit No.
County Use Only —
Estimated 4 of Spectators: '500
Estimated U of Teams: N/A
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply part -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1): T
Site Director Cell Phone (1):
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3):
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trail Suite 303 Naples, FL. 34112-5746
Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1) Page 9 of 14
Trackin Code IGC' Permitllo,
County Use Only
Agree that Collier County assumes no liability for the recruitment, selection, background screening of
non -my special event management, staff, volunteers, coaches, youth leaders, and others.
MA (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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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.
,T (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
ull re and will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 1S% deposit will be refunded
by Collier County Parks and Recreation.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. 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 waived.
Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event
Organ,�er. Deposit will be refunded in full. No other refunds will be made.
IN i (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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 (Le. teams, coaches, spectators, vendors etc.) prior to the first
event day via email.
[17-TDC-00120/1350609/1) Page 10 of 14
Tracking Corp IGC — Permit No.
County Use Only
N'1_(Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
(Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
(Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
Ire (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
(Please, initial to verify your compliance with the Venue Rental Request &Approval Policy)
(17-TDC-00120/1350609/11 Page 11 of 14
TraGki>�g Code TCC Permit Pao,
County Use Only77--77-77
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
0 (Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
[Mi (Please, Initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB,
(Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management,
(17-TDC-00120/1350609/1] Page 12 of 14
County Use Oncrig Code --____ IGC
11
—r`� (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 compliance with
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 Co
Parks and Recreation Rules & Regulations form. County
(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
(17 -TD C-007.20/1350609/11
Page 13 of 14
Collier County Use Only
Rental Fees and Charges
Approved facility:
Number of fields approved:
Field type: _
Venue Rental Cost (including load -in dates):
Additional Rental Cost (i.e. stage, tables, etc.):
Total Cost:
Expenses to be paid by CVB-
Eipetises to be paid by Event Organization:
Event Director Collier County/CVB Representative
Printed Name: rZOO—LI11) w �V'Pl Printed Name:
Title:—
Signature:
Date:
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Title:
Signature:
Date:
[17-TDC-00120/1350609/1] Page 14 of 14
Applications must be sent electronically to be
eligible for review.
Please send application via email to:
Michael Obyc
Naples, Marco lslancl, Everglades Convention
and Visitors Bureau'
239-252-6293
Michael0by ffikolllergov.net
./'
IJ��% 4 t}1 i '51 f )�C; �Yl h✓1 � fS Fyl Fall y '1` f 1�� %� a c Y� f %� (j `f b
Co ger County
Collier County Sports Tourism Event Funding; Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1) Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
Invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
FIVE
What previous locations have hosted this event?
NAPLES - STERLING OAKS
How many participants does this event host historically?
350
How many spectators does this event host historically?
3,000 in total
[17-TDC-00120/1350609/1] Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants Local Youth Participants
Out -of -Area Adult Participants 0 Local Adult Participants 0
Out -of -Area Youth Spectators 0 Local Youth Spectators 0
Out -of -Area Adult Spectators 2000 Local Adult Spectators 1 000
Out -of -Area Staff 2 Local Staff 10
Out -of -Area Media 2 Local Media 5
Number of projected room nights for this event? *Please, provide a single number NOT a range.
250
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players: Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Event have their own webpage at www.asc•gorida.comttournaments, Facebook event will be created for the event. Part of the West Coast Super Senior Florida Grand Prix.
100 posters and 1009 flyers will be dstntruted around the state of Fonda tennis clubs. Media partnerships with Naples Daily News, Gulfshore Life and spetiallzed tennis Main SWFL www.219tdnnis.com
Support from United States Tennis Association (USTA) and USTA Florida providing a media person (a the event as was as national promotion. Active social media aclmty for 35.000 registered unique visitors
(17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense Amount
Officials USTA Fees $ 1,500
Press Aide Fee $ 750
Advertising Expenses $ 1,500
Printed Materials $ 750
Total Amount Requested: $4,500
Compliance
I 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.
Name: ROGELIO DE HARO
Title: OPERATIONS MANAGER
Organization: GLOBAL SPORTS RESORTS LLC
Signature:
Date: 3 NOVEMBER 2017
(17-TDC-00120/1350609/11 Page 5 of 14
Tracking Cade_ IGC Permit Na.
County Use Only
Colhle�_r County
Alvy, Ca neer d Dirrover
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: GLOBAL SPORTS RESORTS
Organization Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES State: FL
Organization Phone: (239) 263-1818
Organization Website; www.asc-florida.com
Zip: 34105
Organization Email: protournaments@sanchez-casal.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 208924912
Event Director Full Name: ROGELIO DE HARO
*Event Director will be the first point of contact in the event of any issues during the event (Le. 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: rogeliodh@sanchez-casal.eom
Event Director Cell Phone: (239) 529-8112
Event Director Home/Business Address: 2035 SANCHEZ-CASAL WAY
City,
NAPLES State: FL zip: 34105
Event Name: WEST COAST SUPER SENIOR GRAND PRIX
Sport(s):TENNIS
Dates requested for event: 22-28 JANUARY, 2018
(17-TDC-00120/1350609/1) Page 6 of 14
Tracking Cade IGC Permit illa.�___
County Use Only
Will this event be charging for parking? NO if yes, how much?
"Collier County Parks and Recreation requires retention of 10% of the parking revenue,
Will this event be charging admission?
Ii\i7/
If yes, how much?
.'Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? NO If yes, how much?
Is there an age limit for youth to be eligible for free admission? NO If yes, what age? T^
Will you require food concessions? NO _
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost or stolen items or monies associated with the event,
(Please, initial to verify your compliance)
Will you require the use of stage? NO If yes, provide detail:
Will you require bleachers? NO
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
YES - UNITED STATES TENNIS ASSOCIATION
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down:
CN )o No load -in days are needed.
(17-TDC-00120/1350609/11 Page 7 of 14
Tracking Code - IGC _ Permit No, _
County Use Only
Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4, All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below,
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
DNO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(Include number of fields and type. Example — North Collier Regional Park — (1) multi-purpose field)
Please, list any other logistical needs (Le, number of tables, 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 CVB.
Estimated 9 of Athletes: 350
(17-TDC-00120/1350609/11 Page 8 of 14
Tracking Code IGC Permit No.
County Use only
Estimated # of Spectators: 3,000
Estimated # of Teams: N/A
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams.
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.
Site Director Full Name (1): _
Site Director Cell Phone (1):
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):_
Site Location: _
Site Director Full Name (3): _
Site Director Cell Phone (3):
Site Location:
Site Director Ful) Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trail, Suite 303 Naples, FL. 34112-5746
Agree to pi ovide certificate(s) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
_ 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,'employers liability (minimum $100,000)
(17-TDC-00120/1350609/1] Page 9 of 14
Trackina Code: IGC Permit No.
County Use Only
o Agree that Collier County assumes no liability for the recruitment, selection, background screening of
onl
non•c y special event management, anageent, staff, volunteers, coaches, youth leaders, and others.
1�� (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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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.
P (Please, initial to verify your compliance with the Facility Rental Deposit Policy)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full re and will be issued to the entity that paid the deposit.
in the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15°% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day, 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 waived.
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.
U (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy.
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
(17-TDC-00120/1350609/11 Page 10 of 14
Tracking Coro IGC Permit No.
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fb (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
R(Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 reserves the right to cancel future requested
and/or approved dates.
at
4 (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
(Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
F, YI (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
(17-TDC-00120/13S0609/11 Page 11 of 14
Tracking Code iGC Permit N0,
County Use Only
Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
(Please, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
i.0 (Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
IL� (Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
(17-TDC-00120/1350609/1) Page 12 of 14
Tracking Code IGC Permit No.
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P(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 compliance with
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
Parks and Recreation Rules & Regulations form.
(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
p(P!z. ),;e, initDI t2 /-ri 1 Iour comnIidince bkiCII r.?: uir'dJ gyri Ji nnntY .: itignlin-.;`13,x,."
[17-TDC-00120/1350609/11 Page 13 of 14
Collier County Use Only
Rental Fees and Cliarges
Approved facility:.
Number of fields approved:
Field type:
Venue Rental Cost (including load -in dates):
Additional Rental Cost (i.e. stage, tables, etc.):
Total Cost:
Expenses to be paid by CVB;
Expenses to be paid by Event Organization:
Event Director
Printed Name: ro ('al G, V - 6
Title:—
Signature:
Date:
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature:
Date:
[17-TDC-00120/1350609/1] Page 14 of 14
Applications must be sent electronically to be
eligible for review.
Please send application via email to:
Michael Obyc
Naples, Marco Island, Everglades Convention
and Visitors Bureau
239-252-6293
MiLhael0byc(@colliergov.net
Tracking Code IGC Permit No.
County Use Only
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging In the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the event fully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
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4. Must provide a list of marketing and/or promotional medium for the event. This Includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadlse.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
consldered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
Invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an Invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
S. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (Le. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1) Page 2 of 14
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expenses. The Naples, Marco Island, Everglades Convention and visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this Is if
the CVB agrees in writing to pay an Internal Collier County entity directly (I.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
lcJ�
What previous locations have hosted this event?
How many participants does this event host historically?
How many spectators does this event host historically?
[17-TDC-00120/1350609/1] Page 3 of 14
u
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Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants
Out -of -Area Adult Participants
Out -of -Area Youth Spectators
Out -of -Area Adult Spectators
Out -of -Area Staff
Out -of -Area Media
Local Youth Participants
Local Adult Participants
Local Youth Spectators
Local Adult Spectators
Local Staff
Local Media
Number of projected room nights for this event? "Please, provide a single number NOT a range.
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain In detail and list any hotels with the negotiated rate for the event.
-7`�.�,i�u-fit' �i.�./ ,�e.�, o�;►�.ho
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 kits must be submitted no later than
90 delays prion to the first day of the event with the application.
add, J,.d K�J
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Please refer to the allowable and non -allowable expenses on page 2 of this document to indicate
the intended use of Tourist Development Tax (MT) Funds below. Please, provide (1) Item per line.
If an item is not outlined below, It will not be considered for funding reimbursement.
Expense / Amount
Total Amount Requested: ez Lrov
Compliance
I 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
conditionof
receiving funds from Collier County.
Name: `!/ —,e S Ztt 2 C�j
/
Title:
organization:
Signature:
Date:
[17-TDC-00120/1350609/1] Page 5 of 14
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CollieRco
Parks County
t�ecreatr 0
Event & Athletic Tournament Appl[cation
*Application must be received via email 90 days
prior to the first day of the event.
Organization Name:
Organization Address: P/IP-7 t 47�- 2,
City: _� � State: AZ Zip:. __F �11 D Y
Organization Phone:
Organization Website: ?icK(S -PdP-AlL,a2g + 40J -MIC -1- f2�nics �,c(c1e�Al(, (tiCT
Organization Email: gin^ Qtiick(6irilX_A It, 4T
Non -Profit Tax ID No.: 117 _ a 5 3 3 0 13
Federal Tax ID No.:
Event Director Full Name:
"Event Director will be the apotnt,
of contact In the event of y lssues during the event (i.e. medical,
safety, altercations etc). Collier County Parks and Recreation site -lead representative will consult an
appropriate facility protocols, but it Is the responsiblllty of the Event Director to regulate the situation. Once
the situation has been mediated, the Colder 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: Ji;rtenr cK�€til//�Pa /� o/L �g
Event Director Cell Phone: _c239 2�EV ;� .yZ
Event Director Home/Business Address: P100-7�-
City: A iWlllrS State: /' L Zip: 32/6 y
Event Name: G(/� v, rill ly�/i� •r U�{,C�L^CSN( �-rr itc��/Ti"
Sport(s):�/o
Dates requested for event: C "970aw k_! / n? �f i�9 cid/ x
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Will this event be charging for parking? /(/ y If yes, how much?
*Collier County Parks and Recreation requites retention of 10% of the parking revenue.
N� i -j-vvk- s eCVT� P_ A 15
Will this event be charging admission? If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the admission revenue.
Will there be a different cost for youth? ti s �_ If yes, how much?5�5 /
�— ,, // lddv/r" v� s-jeYS"
Is there an age limit for youth to be eligible for free admission? Nl� if yes, what age?
Will you require food concessions? 14
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff Is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff Is also NOT
responsible far any lost or stolen Items or monies associated with the event.
(Piease, initial to verify your compliance)
Will you require the use of stage? A,l% If yes, provide detail:
Will you require bleachers? i%i: S If yes, provide detail: 5,4 'n -/-
_L — 10011�
L
*Please
/-
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.��
Will this event be sanctioned? If yes, by which organization?
Ah i
Will you require load -in dates in addition to the above requested dates? Please, circle one below
(Please note, load -in days may require additional facility rental fees.)
Please list schedule of load -in and tear down (Date, Start,
—& End Time) and details
on what will be loaded-In/tom down: �/ L / Ga ,as+ �e�.v��V�-1� CAf 01l G u_t'
No No load -in days are needed.
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Vendors
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 North Collier Regional Park
as there Is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of Insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
.� r
e r d K/ at Vl,;v
NO Vendors will NOT be on-site for the event.
*Please note, a fee may be required for vendors to utilize venue space during the event.
Facility(ies) Requesting:
(include number of fields and type. Example — North Collier Regional Park— (1) multi-purpose field)
Please, list any other logistical needs (i.e. number of tables, chairs, stage etc.). Please note, a cost may
beIassoclated with these requests at the expense of the event organizer, unless agreed upon in
Estimated It of Athletes: Y" — Se 6� O
[17-TDC-00120/1350609/1) Page 9 of 14
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Estimated If of Spectators: .2
Estimated # of Teams: k (R -
*Please note after200 teams, multiple facilitles must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events In excess of 200 teams.
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.
Site Director Full Name (1): `meq M 2S LJ gi J; c'r
Site Director Cell Phone (1): 2:3 2— 7LL r2 21/ 2— ((��
Site Location: �t It S r 0a tM M u'tir,' ( t" C- dL (<
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3):
Site Director Cell Phone (3)
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 fast Tom Trail. Suite 303 Naales KI 34112 5746
o Agree to provide certificates) of insurance 15 business days prior to event starting as additional
Insured for the entirety of the event Including the following language:
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, employers liability (minimum $100,000)
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o Agree that Collier County assumes no liability for the recruitment, selection, background screening of
n -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 Polity
A deposit of 15% of the total rental fees and charges associated with the event must be said to Collier
County Parks and Recreation no later than 90 business days prioror at the time of scheduling, whichever
Is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a ull re and to the entity that paid the deposit, 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)
Event Cancellatlan Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
ull re and will be issued to the entity that paid the deposit.
In the event the reservation Is cancelled less than 90 days prior to the first requested date of
reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
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.
In regards to Inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day. If the rented areas are deemed unplayabie 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 waived.
Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event
Orga izer. Deposit will be refunded in full. No other refunds will be made.
L% (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parklna Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
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(Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
(Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
lQx V, (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Reauest Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
I/N
(Please, initial to verify your compliance with the Futuro Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 Ads of God (i.e.
hurricane). Any of the above adversities will be communicated to the renter by Collier County staff.
PIXY (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
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Collier County Resident Polio
In the event a Collier County funded event does not fulfill the impact assured to the county in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
`Please, initial to verify your compliance with the Collier County Resident Policy)
Hotel & Room Night Guidelines Pollcv
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 featured on official hotel
documentation (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)
Rental Fees & Payment Policv
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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
(Please, initial to verify your compliance with the Rental Fees Policy)
Weather Pollcv
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
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(Please, Initial to verify your compliance with the Weather Policy)
EventAnarovol Policv
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 compliance with
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
Parks and Recreation Rules & Regulations form.
(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier County, Its officers and employees from any and all liabilities,
damages, losses and costs, including, but not United to, reasonable attorneys' fees and
paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally
wrongful conduct of the EVENT SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
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Collier County Use Only
Rental Tees and Cliarges
Approved facility:
Number of fields approved:
Field type:
Venue Rental Cost (including load -in dates): _
Additional Rental Cost (i.e. stage, tables, etc.):
Total Cost:
Expenses to be paid by CVB:
Expenses to be paid by Event Organization:
Event Director
Printed Name:
Title :
Signature:
Date:
Parks & Recreation Representative
Printed Name:
Title: _
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title:
Signature:
Date:
[17-TDC-00120/1350609/11 Page 14 of 14
Applications must be sent electronically to be
eligible for review.
Please send application via email to:
Michael Obyc
Naples, Marco Island, Everglades Convention
and Visitors Bureau
239-252-6293
MichaelObvE@coliiereov.net
FIA
_1q) Z01167
20-2
Collier County Sports Tourism Event Funding Application
Policies and Procedures
Funding Eligibility
Sports Tourism events -should promote future overnight visitors to the designation or have a history of
attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days
throughout the duration of the event.
Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which
states:
"To promote and advertise tourism in this state and nationally, and internationally, however, if tax
revenues area 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."
The following criteria are required for funding support:
Funding Eligibility
1. Applications must be received 90 days prior to the first day of the eventfully completed.
2. All applications must be submitted online via email.
3. Event must be more than (1) day in duration.
4. Event must generate (250) or more room nights within Collier County.
S. Events with national television exposure will be considered for funding reimbursement.
6. Event must have a history of attracting significant out -of -county visitors and/or the potential to
attract out -of -county visitors. Collier County reserves the right to request proof of room nights,
host, and/or hotel references from previous events.
7. Must comply with all Collier County guidelines, rules, protocols, and laws always.
Pre -Event Requirements
1. Applicant must provide proof of insurance coverage as required by Collier County.
2. Must promote Collier County hotels and lodging as the primary event accommodations.
3. Collier County hotel or other Collier County paid lodging accommodations must be advertised
prior to the event, on the event website and/or via email blast to participants.
[17-TDC-00120/1350609/1) Page 1 of 14
4. Must provide a list of marketing and/or promotional medium for the event. This includes
advertising via promotions, public relations, press conferences, digital media, social media,
newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors
and spectators to Collier County.
5. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website
(sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to
the event. Please note, only marketing that is promoted to outlets outside of Collier County is
eligible for application and reimbursement of funds.
Post -Event Requirements
1. Events that exceed the estimated room nights will receive the maximum amount of
funding Collier County previously approved. The high production of room nights will be
considered during the funding application process for the following year.
2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event
organizer is responsible for all expenses associated with the event, and must provide an
invoice from all entities that charged the event organizer for said expenses. Event
organizers are subject to audit prior to payment.
3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of
production, proof of advertisement etc.) must be accompanied by an invoice from the
entity charging the event organizer for each expense, proof of room night pick-up reports,
and an invoice to the CVB for the amount the event qualified for via room night
production. Only the items approved by the Collier County Board of Commissioners on the
event application are eligible to be reimbursed.
4. Room night pick-up must be tracked and reported with the submission of a post -event
report to Collier County within (10) calendar days after the last day of the event to remain
eligible for funding reimbursement.
5. The event must achieve at least 80% of the applicant's estimated room nights within
Collier County, to receive the full amount of the proposed funding reimbursement. If the
room nights generated from the event within Collier County are less than 80% of the
amount proposed in the funding application, funding will be prorated per each room night
picked -up within Collier County hotels.
Allowable Expenses
1. Promotional, marketing, and advertising expenses in target markets outside of Collier County.
2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown,
operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note,
any facility rental, equipment or third party rental and/or vendor will need to be procured and
rented by the event organizer. Event organizers may apply for reimbursement for such
[17-TDC-00120/1350609/1] Page 2 of 14
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expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay
any rental or vendor directly on behalf of the event organizer. The only exception to this is if
the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County
Police Department, Collier County EMS, Collier County Parks and Recreation etc.).
3. Sanctioning and/or bid fees directly related to the event.
Non -Allowable Expenses
1. Food, Beverages, Refreshments.
2. Administrative or general expenses. (i.e. office supplies, copies etc.)
3. Building projects or permanent equipment expenses.
4. Fundraising cost and/or functions.
S. Prize money or purses.
6. Expenses and debts not related to event.
Review Process
1. Applications will be reviewed to evaluate the impact of the event in Collier County.
2. All proposed funding must be approved by the Collier County Tourism Development Council
and the Collier County Board of Commissioners. Funding 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?
TWO
What previous locations have hosted this event?
DAYTONA BEACH
How many participants does this event host historically?
150
How many spectators does this event host historically?
1,000 in total
[17-TDC-00120/1350609/1] Page 3 of 14
Please, provide a breakdown of participants, spectators, staff, and media.
Out- of- Area Youth Participants
Out -of -Area Adult Participants
Out -of -Area Youth Spectators
Out -of -Area Adult Spectators
Out -of -Area Staff
Out -of -Area Media
0
0
500
2
2
Local Youth Participants
Local Media 5
Number of projected room nights for this event? *Please, provide a single number NOT a range.
250
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players: Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Event have their own webpago at www.asedloddo.com/toumaments. Facebook event will be created for the event. Part of the Les Grandes Dammes USTA Cat 11 Circuit.
toe posters and 7000 flyers wll be distributed around the stale of Florida tennis dubs. Media partnwships with Nep!os Doily News. Gulfshore Life and spedalized tennis site in SWFL "v.299lenna.wm
Support from United States Tennis Assodallon (USTAt and USTA Fbfida providing a madui person for the event" well as national prorrotlon. Active so6al media adNdy for 95.000 registered unique Visitors
[17-TDC-00120/1350609/1] Page 4 of 14
0
Local Adult Participants
0
Local Youth Spectators
500
Local Adult Spectators
10
Local Staff
Local Media 5
Number of projected room nights for this event? *Please, provide a single number NOT a range.
250
How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP,
third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event.
Through preferred parter hotels with direct bookings from
players: Hawthorn Suites - Fairfield Inn - Springhill Suites -
Residence Inn
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 kits must be submitted no later than
90 days prior to the first day of the event with the application.
Event have their own webpago at www.asedloddo.com/toumaments. Facebook event will be created for the event. Part of the Les Grandes Dammes USTA Cat 11 Circuit.
toe posters and 7000 flyers wll be distributed around the stale of Florida tennis dubs. Media partnwships with Nep!os Doily News. Gulfshore Life and spedalized tennis site in SWFL "v.299lenna.wm
Support from United States Tennis Assodallon (USTAt and USTA Fbfida providing a madui person for the event" well as national prorrotlon. Active so6al media adNdy for 95.000 registered unique Visitors
[17-TDC-00120/1350609/1] Page 4 of 14
Please refer to the allowable and non -allowable expenses on page 2 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.
Expense
Officials USTA Fees
Press Aide Fee
Advertising Expenses
Printed Materials
Total Amount Requested:
Compliance
Amount
$ 1,500
$ 750
$ 1,500
$ 750
$4,500
I 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.
Name: ROGELIO DE HARD
Title: OPERATI O
organization: GLOB,
Signature:
Date: 3 NOVEM
MANAGER
L SPORTS RESORTS LLC
ER 2017
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Tracking Code IGC Permit No. _
County Use Only
ao
Play Cann rt 3 nis<n�er
Event & Athletic Tournament Application
*Application must be received via email 90 days prior to the first day of the event.
Organization Name: GLOBAL SPORTS RESORTS
Organization Address: 2035 SANCHEZ-CASAL WAY
City: NAPLES state: FL Zip: 34105
Organization Phone: (239) 263-1818 _
Organization Website: www.asc-florida.com
Organization Email: protournaments@sanchez-casal.com
Non -Profit Tax ID No.:
Federal Tax ID No.: 208924912 __
Event Director Full Name: ROGELIO DE HARO
*Event Director will be the &q 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.)
The below contact information will be used to contact the Event Director during the event.
Event Director Email: rogeliodh@sanchez-casal.com
Event Director Cell Phone:
(239) 529-8112
Event Director Home/Business Address;
2035 SANCHEZ-CASAL WAY
City: NAPLES state: — Zip: 34105
Event Name: LES GRANDES DAMMES JOANNE RUSSELL CUP
sport(s):TENNIS
Dates requested for event: 20-24 FEBRUARY, 2018
[17-TDC-00120/1350609/11 Page 6 of 14
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Will this event be charging for parking? NO
If yes, how much?
*Collier County Parks and Recreation requires retention of 10% of the parking revenue,
Will this event be charging admission? NO _ If yes, how much?
"Collier County Parks and Recreation requires retention of 10% of the admission revenue,
Will there be a different cost for youth? NO If yes, how much?
Is there an age limit for youth to be eligible for free admission? NO If yes, what age?
Will you require food concessions? NO
*If yes, please ensure an accurate event schedule is provided to Collier County Parks and
Recreation upon request to ensure ample preparation time.
*Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise
any parking and/or admission transactions and regulation of said activities. Collier County staff is
NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or
any other revenue source or vendor associated with the event. Collier County Staff is also NOT
responsible for any lost orstolen items or monies associated with the event.
(Please, initial to verify your compliance)
Will you require the use of stage? NO If yes, provide detail:
Will you require bleachers? NO
If yes, provide detail:
*Please note, an additional cost may be associated with the rental of the stage and/or bleachers.
Will this event be sanctioned? If yes, by which organization?
YES - UNITED STATES TENNIS ASSOCIATION
Will you require load -in dates in addition to the above requested dates? Please, circle one below.
(Please note, load -in days may require additional facility rental fees.)
Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details
on what will be loaded-in/torn down;
(No No load -in days are needed.
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Vendors
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 North Collier Regional Park
as there is an exclusive concessionaire on-site.
4. All vendors must provide a current business license and proof of insurance of at least
$1,000,000 in coverage.
Will you be securing any vendors at this event? Please, circle one below.
YES Please list the name of the vendor(s), dates, times, and dimensions of set-up.
rl� NO Vendors will NOT be on-site for the event.
*Please note, a fee maybe required for vendors to utilize venue space during the event.
Facility(les) Requesting;
(include number of fields and type. Example— North Collier Regional Park— (1) multi-purpose field)
Please, list any other logistical needs (Le, number of tables, 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 CVB.
Estimated ll of Athletes; 150
(17-TDC-00120/13S0609/11 Page 8 of 14
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Estimated 4 of Spectators: 1 ,000
Estimated # of Teams:
N/A
*Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to
supply port -o -lets at their expense for events in excess of 200 teams,
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.
Site Director Full Name (1):
Site Director Cell Phone (1):
Site Location:
Site Director Full Name (2):
Site Director Cell Phone (2):
Site Location:
Site Director Full Name (3):
Site Director Cell Phone (3):
Site Location:
Site Director Full Name (4):
Site Director Cell Phone (4):
Site Location:
Insurance Policy
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. 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 East Tamiami Trall Suite 303 Naples, FL, 34112-5746
Agree to provide certificates) of insurance 15 business days prior to event starting as additional
insured for the entirety of the event including the following language:
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, employers liability (minimum $100,000)
[17-TDC-00120/1350609/1) Page 9 of 14
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o Agree that Collier County assumes no liability for the recruitment, selection, background screening of
nopunty 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 no later than 90 business days prior or at the time of scheduling, whichever
is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County
Parks and Recreation will issue a full re and to the entity that paid the deposit, 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 (Le, 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)
Event Cancellation Policy
Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a
full refund will be issued to the entity that paid the deposit.
In the event the reservation is cancelled less than 90 days prior to the first requested date of
reservation, the 15°% deposit will be retained by Collier County Parks and Recreation and no refund will
be issued to the entity that paid the deposit.
If the event is not able to be hosted due to Acts of God (Le, hurricane), the 15% deposit will be refunded
by Collier County Parks and Recreation.
in regards to inclement weather, if competition begins on any day, rental fees and event expenses are
to be paid in full for said day, 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 waived.
Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event
Organize . Deposit will be refunded in full. No other refunds will be made.
— ='" ' (Please, initial to verify your compliance with the Event Cancellation Policy)
Facility Parking Policy
Please note, all cars parking on Collier County Park property must park within the designated parking
spot 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.
(17-TDC-00120/1350609/1] Page 10 of 14
Tockin� Code 1GC Pormit No.
County Use Only
P.At (Please, initial to verify your compliance with the Facility Parking Policy)
Post -Event Material Deadline Policy
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.
` fl (Please, initial to verify your compliance with the Post -Event Material Deadline Policy)
Evaluation of Event for Future Dates Policy
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 (i.e. altercations,
law enforcement/security detail required, violation of park regulations, county laws, etc.) that are
deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested
and/or approved dates.
C�0 (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy)
Future Date Request Policy
Upon submission of post -event materials, event organizers may request dates for future events. The
ability of the event to deliver the proposed room nights and impact in Collier County provided in the
funding application, will be factored in to the potential for future event funding and date request.
Collier County staff reserves the right to deny a request for rental of the desired dates and times.
i1 -r 0 (Please, initial to verify your compliance with the Future Date Request Policy)
Venue Rental Request & Approval Policy
Venue rental request and/or approved venue request, are subject to being relocated 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 County staff.
V to Please, initial to verify your compliance with the Venue Rental Request & Approval Policy)
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Collier County Resident Policy
In the event a Collier County funded event does not fulfill the impact assured to the County in the event
application, the event is subject to cancellation of future requested and/or approved dates. If the event
organizer is still interested in hosting an event over the same or different date patterns without Collier
County funding, the event organizer must be a Collier County resident and show proof of Collier County
residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for
rental of the desired dates and times.
QPlease, initial to verify your compliance with the Collier County Resident 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 featured on official hotel
documentation (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.
P (Please, initial to verify your compliance with the Hotel & Room Night Guidelines 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 has been submitted
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 to be paid within 30 calendar
days after the last day of the event. This does not include any expense that is agreed upon in writing as
an excused expense with the CVB.
�O (Please, initial to verify your compliance with the Rental Fees Policy)
Weather Policy
Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation
Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by
Collier County Risk Management.
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Tracking Code IGC - Permit X10,
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V(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 compliance with
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
Parks and Recreation Rules & Regulations form.
r(Please, initial to verify your compliance with Event Approval Policy)
INDEMNIFICATION
To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify
and hold harmless Collier 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 SPONSOR or anyone employed or utilized by the EVENT
SPONSOR 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.
:(1:Ih f''�-i1•�r8d ifldi .n C},f'�:3':10(1
[17-TDC-00120/1350609/11 Page 13 of 14
Collier County Use Only
Rental Fees and Charges
Approved facility:
Number of fields approved:
Field type:
Venue Rental Cost (including load -in dates): _
Additional Rental Cost (i.e. stage, tables, etc.):
Total Cost:
Expenses to be paid by CVB
Expenses to be paid by Event Organization:
Event Director
Printed Name:
Title
Signature:
Date:M�
r -a
Parks & Recreation Representative
Printed Name:
Title:
Signature:
Date:
Collier County/CVB Representative
Printed Name:
Title -
Signature:
Date:
[17-TDC-00120/1350609/11 Page 14 of 14
Applications must be sent electronically to be
eligible for, review.
Please send application via email to:
Michael Obyc
Naples; Marco Island, Everglades Convention
and Visitors Bureau
239-252-6293
Michaelobyc@colliergov.net