Agenda 03/11/2014 Item #16F33/11/2014 16. F.3.
EXECUTIVE SUMMARY
Recommendation to approve Tourist Development Council (TDC) Grant
Application Forms for Category B and C -2 Grant Funding for FY .15
(October 1, 2014 - September 30, 2015), authorize the Tourism Director to
work with a selection review panel to review the grant applications prior to
presentation to the TDC, and make a finding that this item promotes
tourism.
OBJECTIVE: Approve FY 15 TDC grant application forms as recommended by
the TDC.
CONSIDERATIONS: The grant cycle for FY 15 begins in March 2014 and will
run through the budget cycle for the Tourism Department with final approval of
funding at the final budget hearing in September 2014. The Tourism Director will
first review the applications with a selection* review panel and then present to the
Tourist Development Council for a recommendation to forward to the Board of
County Commissioners.
Attached are the application forms that have been revised by staff to reflect date
changes for FY 15 and include the following changes recommended by the TDC
and staff:
n
Category B Marketing Grants (Fund 184):
• All dates changed to FY 15. Deadlines adjusted to coincide with County
budget cycle.
• Eliminated the preamble pages and reduced the application from 22
pages to eight pages.
• Moved Sports Event Category to a separate application form with a total
funding amount of $100,000 for that category.
Category C -2 Grants (Fund 193) - Non County Owned and /or operated
Museums:
• All dates changed to FY 15. Deadlines adjusted to coincide with County
budget cycle.
• Eliminated the preamble pages and reduced the application to eight
pages.
FISCAL IMPACT: The FY 15 budget for both Category B and C -2 has not yet
been determined. However, as a point of reference, the current budgets for each
category are as follows:
• Category B Marketing Grants: $75,000
• Category B Sports Grants: $100,000
n • Category C -2 Non - County Owned Museum Grants: $624,400
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3/11/2014 16. F.3.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council
unanimously recommended approval (9-0) at the January 27, 2014 meeting.
LEGAL CONSIDERATIONS: This item has been approved as to form and
legality and requires majority vote for approval. - CMG
RECOMMENDATION: Recommend approval of Tourist Development Council
(TDC) Grant Applications for Category B and C -2 Grant Funding for FY 15
(October 1, 2014 - September 30, 2015), authorize the Tourism Director to work
with a selection committee to review the grant applications prior to presentation
to the TDC and make a finding that this item promotes tourism.
PREPARED BY: Jack Wert; Tourism Director
ATTACHMENTS: Category B & C -2 revised short form applications, Category B
Sports Event application
W
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3/11/2014 16. F.3.
'*N COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.F.16.F.3.
Item Summary: Recommendation to approve Tourist Development Council (TDC) Grant
Application Forms for Category B and C -2 Grant Funding for FY 15 (October 1, 2014 - September
30, 2015), authorize the Tourism Director to work with a selection committee to review the
grant applications prior to presentation to the TDC and make a finding that this item promotes
tourism.
Meeting Date: 3/11/2014
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator, Tourism
2/26/2014 5:15:04 PM
Submitted by
Title: Director - Tourism, Tourism
Name: Wertlack
2/26/2014 5:15:05 PM
Approved By
Name: WertJack
Title: Director - Tourism, Tourism
Date: 2/26/2014 10:10:53 PM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 2/27/2014 1:47:57 PM
Name: K1atzkowJeff
Title: County Attorney,
Date: 2/27/2014 3:19:25 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior, Grants Management Office
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Date: 3/3/2014 9:51:24 AM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering & Construction Management
Date: 3/4/2014 5:03:45 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 3/5/2014 9:10:44 AM
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3/11/2014 16. F.3.
n COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL (TDC)
GRANT FUNDING APPLICATION REQUEST
CATEGORY "B" MARKETING AND EVENTS GRANTS
FISCAL YEAR 2014 -15
TIMETABLE FOR REVIEW:
Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on
Friday, April 18, 2014. Applications shall be delivered to the Tourism Development Department Office:
2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384.
The Tourist Development Council (TDC) will receive the recommendations from the Grant Review
Panel, and will vote on each qualifying applicant and prepare, in priority order, their recommendations for
funding for Fiscal Year 2014 -15. Funding recommendations of the TDC will be presented to the Board of
County Commissioners as part of the County's budget process for FY 2014 -15. After budget approval,
contracts will be negotiated with the selected applicants, with assistance from the County Purchasing
Department and the County Attorney's Office, and then presented to the BCC for final approval. Once
executed, these contracts will be monitored and Requests for Fund Forms and Status Reports will be
reviewed by the Tourism Director before submission to County Finance for reimbursement. No projects
n are approved and no funds may be expended until the contract is approved by the Chairman of the Board
of County Commissioners. All materials submitted with applications will become a matter of public
record, pursuant to Ch. 119, Fla. Stat.
REQUIREMENTS:
1. All collateral material and advertisements must identify the Collier County tourist
development tax as a funding source. All printed material and all print and broadcast ads
must contain the verbiage:
"A cooperative effort funded by the Collier County Tourist Development Tax"
and /or display the CVB logo and website (www.paradisecoast.com).
2. Collier County policy requires submission to the Tourism Director or his designee the following:
vendor invoices, copies of credit card receipts and statements and two -sided copies of cancelled
checks, on -line bill pay transaction registers or other acceptable evidence of payment, original
tear sheets of print ads showing publication name and date, affidavit of broadcast dates and times,
screenshots of on -line ads showing date of capture, or samples of printed materials. The Grantee
must verify in writing that the services or work performed as described in the invoice have been
completed or that the goods have been received and that all vendors have been paid. Should these
documents be unavailable, the Grantee may submit other legally viable evidence of payment
subject to review and approval by the Clerk's Finance Department. No advanced payments are
authorized. There are no exceptions.
REPEAT FUNDING REQUESTS
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3/11/2014 16.F.3.
The Point System below will be used to determine the recommended level of funding for repeating
applicants.
Year of Funding Request
Maximum % of Funding Allowed
1 S
Up to 100% of Request
2" Year
Up to 80% of Requested Funding
P Year
Up to 60% of Requested Funding
4th Year & Beyond
*Up to 50% of Requested Funding
*Up to 50% funding may be recommended if room night projections from the last grant award was
met. The amount and priority of funding recommended for approval will be based on the final score
in the Evaluation process by the Grant Review Panel and the TDC. That total must be at least 75.
AUTHORIZED USES OF TOURIST TAX FUNDS:
Category "B" Tourist Tax Grant funding is available for the following types of uses.
1. Advertising and promotional campaigns supporting events or marketing projects in media such as
broadcast, web and regional print and distribution and must be placed in media outside the Fort Myers
DMA (De Soto, Charlotte, Glades, Lee, Hendry and Collier). Expenditures with these publications,
broadcast and brochure distribution outside of the Ft. Myers DMA will be acceptable for
reimbursement at full value. Coverage percentages in those outlets within Collier County will reduce
the amount of reimbursement value available.
2. Printing and distribution of promotional pieces, creative design, printing, copying, ad placement cost
and out of the Ft. Myers DMA (De Soto, Charlotte, Glades, Lee, Hendry and Collier) distribution of
direct mail.
3. Creating an internet web site promoting the event linked to the County's Tourism website to
increase participation, attendance and awareness of the event and to generate hotel room nights and
spending throughout the County.
TOURISM FUNDS MAY NOT BE USED FOR:
1. Prize money, scholarships, awards, plaques, or certificates.
2. Travel expenses related to any traveling exhibit, contest judges or staff travel.
3. Projects restricted to private or exclusive participation.
4. Private entertainment, food, and beverages and lodging.
5. Operating expenditures directly or indirectly related to the project or event such as
equipment or facility rental.
2
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TOURISM FUNDS MAY NOT BE USED FOR: (Cont)
6. Legal, medical, engineering, accounting, auditing, planning, feasibility
studies, consulting services or fees.
7. Salaries or supplements to salaries for existing or future staff, or employment of personnel
directly or indirectly related to the project or event.
8. Tangible personal property including but not limited to office furnishings or equipment,
permanent collections, or individual pieces of art.
9. Interest or reduction of deficits and loans.
10. Expenses incurred or obligated prior to or after the project period.
11. Advertising and promotional materials distributed at the museum as part of an event, or
after the event.
12. Payments for services or goods purchased for previous or other events.
13. Capital or infrastructure projects.
14. Payment for expenses that occur or are delivered prior to or after the effective date of the
agreement with the grantee.
15. Deposits on exhibits.
MARKETING GRANT CATEGORIES /GUIDELINES
1. The recommended maximum grant amount of any single event is $25,000.
2. Priority for grant funding will be given to events held during our destination's shoulder and slow
season (May- November).
3. Events must be at least two (2) days in duration.
4. Events must generate at least 100 hotel room nights per day of the event.
I Major Events: Staged in the County that will attract large numbers of overnight visitors from outside
the County. Examples are multiple -day art, food and entertainment festivals.
II Sponsorships: Minimum two -day events with 100 or more hotel room nights per day of the
event. Funds are to be used exclusively for advertising and promotion in media with coverage
outside the Fort Myers DMA (DeSoto, Charlotte, Glades, Lee, Hendry and Collier Counties).
III First Time Events: These include newly created events, or ones that have little history.
Events in this category may be funded up to a maximum of $25,000 per event. Subsequent year
funding will be determined by results of the first or subsequent year room night production
resulting from the event.
IV Cultural Events: Two or more day events that bring significant number of out of area
visitors to Collier County using the same guidelines as events listed above.
3
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V Marketing Assistance: Organizations located in Collier County that request marketing
assistance for projects highlighting more than one tourism business that further the mission of the
TDC and the CVB and do not meet the guidelines for a Category C -2 Museum grant. Examples
would be production of brochures, maps, special package promotions and facility marketing
programs.
APPLICATION FOR GRANT FUNDING
GENERAL INSTRUCTIONS
1. Please submit an original and fifteen (15) copies of your completed application and all
supporting documents for consideration by the Collier County Tourist Development Council.
Please print on both sides of each page and reproduce copies in black and white only.
2. Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT
APPLIES TO YOUR ORGANIZATION. Please call the Tourism Office at (239) 252 -2384 with
any questions.
3. Be sure to have your Chief Official and Secretary sign the application on the last page.
4. One copy of each of the following items is required and attached to original application:
( ) Charter, Articles of Incorporation, By -Laws, Proof of Current State of Florida Status (except
government entities)
() Minutes of meeting authorizing officers to apply for these tourism tax funds
O IRS Determination Letter of non -profit status
() Form 990 (except government entities)
() List of current Officers and Board members with terms, or mayor, City Council
O Organizational Chart
() Copy of financial statement of your most recent fiscal year reviewed or audited by a CPA
(except government entities)
() Proof of Liability Insurance naming Collier County as an additional insured.
() Letters of Commitment from co- sponsors and matching funds contributors
Name of Grant Preparer: (Please Print)
Signature of Grant Preparer
4
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Date
3/11/2014 16. F.3.
COLLIER COUNTY GOVERNMENT
TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION
CATEGORY "B" MARKETING OR EVENT GRANTS FY 14 -15
I GENERAL INFORMATION
To assist us in evaluating the impact your project may have on Collier County and to better understand
what support you are requesting, the following questions must be answered in full.
(1) NAME OF ORGANIZATION
(2) NAME OF PROJECT OR EVENT
(3) MUSEUM INFORMATION:
Contact Person's Name:
Phone #: Cell Phone #
E -mail Address:
(5) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY ST ZIP
PHONE: FAX:
(6) ORGANIZATION'S CHIEF OFFICIAL'S NAME:
TITLE: Address if different from above:
PHONE:
E -Mail:
FAX:
(7) ORGANIZATIONAL STRUCTURE: ( ) NON - PROFIT O GOVERNMENT AGENCY
( ) FOR - PROFIT ORGANIZATION
(8) GRANT AMOUNT REQUESTED: $
(9) MATCH/LOCAL COST SHARE AMOUNT: $
5
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(10) PROJECT TYPE (Check all that apply)
( ) PROMOTIONAL MATERIALS (Brochures, flyers, website)
O MARKETING PROGRAM (Advertising, Public Relations, Digital or Social Media)
( ) OTHER (Describe)
(11) If the entire Tourist Tax funding request cannot be funded, may the project be restructured with
less funding? ( ) YES ( ) NO
(12). PROJECT DESCRIPTION: describe in detail the project for which funding is requested
(13). APPLICANT'S GRANT HISTORY: Have you received previous grant assistance from the
Collier County Tourist Development Council?
( ) YES ( ) NO. If "Yes ", specify the year (s), the project name, the amount of the grant awarded
and the number of visitors and hotel room nights generated by the grant activity.
YEAR PROJECT/EVENT NAME
PREVIOUS GRANT AMOUNT $
# VISITORS ATTRACTED: # HOTEL ROOM NIGHTS GENERATED 1--N
If you have previously received funding from the TDC, please attach a copy of your FINAL STATUS
REPORT including attendance, economic impact and other information that will enable the TDC staff
and review panel to evaluate your prior experience.
(14). MATCHING & OTHER FUNDING SOURCES: List the sources and amounts of confirmed
matching funds and planned revenue sources to support the amount of the grant. Tourist Tax grant funds
cannot be the sole source of funding.
TOTAL MATCH/OTHER FUNDS: $
2
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(15) Provide projections of the Direct Economic Impact this project will have on Collier County. The
TDC office has a calculation model that you can use, if needed.
Projected # of Overnight Visitors
Tourist Tax Revenue $
Hotel Room Nights
Visitor Spending $
Economic Impact: $
PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX GRANT REQUEST $
TOTAL ADDITIONAL FUNDING SOURCES (From previous page) $
OTHER INCOME SOURCES $
TOTAL INCOME - ALL SOURCES $
PROJECT EXPENSES:
Intended Uses of Tourist Tax Grant Funds:
Please refer to authorized and unauthorized uses on pages 2 and 3. Provide an itemized summary
indicating the intended use of Tourist Tax (TDT) funds. Please be as explicit as possible, including
planned cities where advertising or promotional materials will be placed. Indicate the total amount
you plan to spend for each category or promotion. Use additional sheets if necessary.
Total Tourist Tax Funds Utilized: $
Other Project Expenses not using Tourist tax grant funds:
Total Other Project Expenses: $
TOTAL PROJECT EXPENSES $
Profit (Loss) $
7
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CERTIFICATION
Please attach a copy of the Corporate Minutes authorizing this application for Tourist Tax Grant funds for
the purposes stated in this application
I have reviewed this Application for Grant Funds from the Tourist Development Council for FY
2014 -15. I am in full agreement with the information contained herein and have the authority to
request this funding on behalf of the organization. To the best of my knowledge, the information
contained in this Application and its attachments is accurate and complete.
Chief Corporate Officer:
Corporation Secretary
. Signature
Printed Name and Title
Date
Signature
Printed Name and Title
Date
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COLLIER COUNTY
TOURIST DEVELOPMENT COUNCIL (TDC)
GRANT FUNDING APPLICATION REQUEST
CATEGORY "C -2" NON - COUNTY OWNED MUSEUM GRANT
FISCAL YEAR 2014 -15
TIMETABLE FOR REVIEW:
Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on
Friday, April 18, 2014. Applications shall be delivered to the Tourism Development Department Office:
2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384.
The Tourist Development Council (TDC) will receive the recommendations from the Grant Review
Panel, and will vote on each qualifying applicant and prepare, in priority order, their recommendations for
funding for Fiscal Year 2014 -15. Funding recommendations of the TDC will be presented to the Board of
County Commissioners as part of the County's budget process for FY 2014 -15. After budget approval,
contracts will be negotiated with the selected applicants, with assistance from the County Purchasing
Department and the County Attorney's Office, and then presented to the BCC for final approval. Once
executed, these contracts will be monitored and Requests for Fund Forms and Status Reports will be
reviewed by the Tourism Director before submission to County Finance for reimbursement. No projects
are approved and no funds may be expended until the contract is approved by the Chairman of the Board
of County Commissioners. All materials submitted with applications will become a matter of public
record, pursuant to Ch. 119, Fla. Stat.
REOUIREMENTS:
1. All collateral material and advertisements must identify the Collier County tourist
development tax as a funding source. All printed material and all print and broadcast ads
must contain the verbiage "A cooperative effort funded by the Collier County Tourist
Development Tag" and /or display the CVB logo and website URL
www.paradisecoast.com).
2. Collier County policy requires submission to the Tourism Director or his designee the following:
vendor invoices, copies of credit card receipts and statements and two -sided copies of cancelled
checks, on -line bill pay transaction registers or other acceptable evidence of payment, original
tear sheets of print ads showing publication name and date, affidavit of broadcast dates and times,
screenshots of on -line ads showing date of capture, or samples of printed materials. The Grantee
must verify in writing that the services or work performed as described in the invoice have been
completed or that the goods have been received and that all vendors have been paid. Should these
documents be unavailable, the Grantee may submit other legally viable evidence of payment
subject to review and approval by the Clerk's Finance Department. No advanced payments are
authorized. There are no exceptions.
1___N REPEAT FUNDING RHOMSFf
1
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The Point System below will be used to determine the recommended level of funding for repeating
applicants.
Year of Fundine Request
Maximum % of Fundine Allowed
1 S
U to 100% of Request
2 na Year
Up to 80% of Re uested Funding
3r Year
Up to 60% of Requested Funding
4 Year & Beyond
*Up to 50% of Requested Fundin
*Up to 50% funding may be recommended if projected hotel room nights generated from previous
grant award was met. The amount and priority of funding recommended for approval will be based
on the final score in the Evaluation process by the Grant Review Panel and the TDC. That total must
be at least 75.
AUTHORIZED USES OF TOURIST TAX FUNDS:
The following are examples of how Tourist Development Funds may be used by non - County owned or
operated museums to promote tourism to Collier County.
1. Advertising and promotional expenses in media out of the Ft. Myers DMA (De Soto,
Charlotte, Glades, Lee, Hendry and Collier) in conjunction with an activity or event or
promotion to increase the number of overnight visitors to Collier County. Examples are:
printing and distribution of promotional pieces prior to the event or exhibit including
creative design, printing, copying, ad placement cost and distribution of direct mail.
2. Creating an internet web site promoting the event or exhibit linked to the County's
Tourism website to increase participation, attendance and awareness of the event and
to generate hotel room nights and spending throughout the County.
3. Promotional costs for a major traveling exhibit to create new reasons to visit or extend a
stay in Collier County.
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/N, TOURISM FUNDS MAY NOT BE USED FOR:
1. Prize money, scholarships, awards, plaques, or certificates.
2. Travel expenses related to any traveling exhibit, contest judges or staff travel.
3. Projects restricted to private or exclusive participation.
4. Private entertainment, food, and beverages and lodging.
5. Operating expenditures directly or indirectly related to the project or event such as
equipment or facility rental.
6. Legal, medical, engineering, accounting, auditing, planning, feasibility
studies, consulting services or fees.
7. Salaries or supplements to salaries for existing or future staff, or employment of personnel
directly or indirectly related to the project or event.
8. Tangible personal property including but not limited to office furnishings or equipment,
permanent collections, or individual pieces of art.
9. Interest or reduction of deficits and loans.
10. Expenses incurred or obligated prior to or after the project period.
n
11. Advertising and promotional materials distributed at the museum as part of an event, or
after the event.
12. Payments for services or goods purchased for previous or other events.
13. Capital or infrastructure projects.
14. Payment for expenses that occur or are delivered prior to or after the effective date of the
agreement with the grantee.
15. Deposits on exhibits.
3
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3/11/2014 16. F.3.
APPLICATION FOR FUNDS
GENERAL INSTRUCTIONS
1. Please submit an original and fifteen (15) copies of your completed application and all
supporting documents for consideration by the Collier County Tourist Development Council.
Please print on both sides of each page and reproduce copies in black and white only.
2. Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT
APPLIES TO YOUR ORGANIZATION. Please call the Tourism Office at (239) 252 -2384 with
any questions.
3. Be sure to have your Chief Official and Secretary sign the application on the last page.
4. One copy of each of the following items is required and attached to original application:
( ) Charter, Articles of Incorporation, By -Laws, Proof of Current State of Florida Status (except
government entities)
() Minutes of meeting authorizing officers to apply for these tourism tax funds
() IRS Determination Letter of non - profit status
() Form 990 (except government entities)
() List of current Officers and Board members with terms, or mayor, City Council
O Organizational Chart
() Copy of financial statement of your most recent fiscal year reviewed or audited by a CPA
(except government entities)
O Proof of Liability Insurance naming Collier County as an additional insured.
() Letters of Commitment from co- sponsors and matching funds contributors
Name of Grant Preparer: (Please Print)
Signature of Grant Preparer
4
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Date
3/11/2014 161.3.
n COLLIER COUNTY GOVERNMENT
TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION
CATEGORY "C -2" NON - COUNTY OWNED MUSEUM GRANTS FY 13 -14
I GENERAL INFORMATION
To assist us in evaluating the impact your project may have on Collier County and to better understand
what support you are requesting, the following questions must be answered in full.
(1) NAME OF ORGANIZATION
(2) NAME OF PROJECT
(3) MUSEUM INFORMATION:
Contact Person's Name:
Phone #: Cell Phone #
E -mail Address:
(5) COMPLETE ADDRESS OF ORGANIZATION:
STREET
CITY ST ZIP
PHONE: FAX:
(6) ORGANIZATION'S CHIEF OFFICIAL'S NAME:
TITLE: Address if different from above:
PHONE: FAX:
E -Mail:
(7) ORGANIZATIONAL STRUCTURE: O NON - PROFIT O GOVERNMENT AGENCY
( ) FOR - PROFIT ORGANIZATION
(8) GRANT AMOUNT REQUESTED: $
(9) MATCH/LOCAL COST SHARE AMOUNT: $
5
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3/11/2014 16.F.3.
(10) PROJECT TYPE (Check all that apply)
( ) MUSEUM EXHIBIT ACQUISITION PROJECT
( ) PROMOTIONAL MATERIALS (Brochures, flyers, website)
() MARKETING PROGRAM FOR MUSEUM (Advertising, Public Relations, Digital or
Social Media)
( ) OTHER (Describe)
(11) If the entire Tourist Tax funding request cannot be funded, may the project be restructured with
less funding? ( ) YES ( ) NO
(12). PROJECT DESCRIPTION: describe in detail the project for which funding is requested
(13). APPLICANT'S GRANT HISTORY: Have you received previous grant assistance from the
Collier County Tourist Development Council? ( ) YES ( ) NO.
If "Yes ", specify the year (s), the project name, the amount of the grant awarded and the number of
visitors and hotel room nights generated by the grant activity.
YEAR PROJECT NAME
PREVIOUS GRANT AMOUNT $
# VISITORS ATTRACTED: # HOTEL ROOM NIGHTS GENERATED
If you have previously received funding from the TDC, please attach a copy of your FINAL STATUS
REPORT including attendance, economic impact and other information that will enable the TDC staff
and review panel to evaluate your prior experience.
(14). MATCHING & OTHER FUNDING SOURCES: List the sources and amounts of confirmed
matching funds and planned revenue sources to support the amount of the grant. Tourist Tax grant funds
cannot be the sole source of funding.
TOTAL MATCH/OTHER FUNDS: $
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n,
3/11/2014 16.F.3.
(15) Provide projections of the Direct Economic Impact this project will have on Collier County. The
TDC office has a calculation model that you can use, if needed.
Projected # of Overnight Visitors Hotel Room Nights
Tourist Tax Revenue $ Visitor Spending $
Economic Impact: $
(16) What is the current or anticipated annual visitation to your facility?
PROJECT BUDGET RECAP
INCOME SOURCES:
TOURIST DEVELOPMENT TAX GRANT REQUEST $
TOTAL ADDITIONAL FUNDING SOURCES (From previous page) $
OTHER INCOME SOURCES $
TOTAL INCOME - ALL SOURCES
PROJECT EXPENSES:
Intended Utilization of Tourist Tax Funds
Please refer to authorized and unauthorized uses on pages 2 and 3. Provide an itemized summary
indicating the intended use of Tourist Tax (TDT) funds. Please be as explicit as possible, including
planned cities where advertising or promotional materials will be placed. Indicate the total amount
you plan to spend for each category or promotion. Use additional sheets if necessary.
T
Total Tourist Tax Funds Utilized:
7
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Other Project Expenses not using Tourist tax grant funds:
Total Other Project Expenses: $
TOTAL PROJECT EXPENSES $
Profit (Loss)
3/11/2014 16.F.3.
CERTIFICATION
Please attach a copy of the Corporate Minutes authorizing this application for Tourist Tax Grant funds for
the purposes stated in this application
I have reviewed this Application for Grant Funds from the Tourist Development Council for FY
2014 -15. I am in full agreement with the information contained herein and have the authority to
request this funding on behalf of the organization. To the best of my knowledge, the information
contained in this Application and its attachments is accurate and complete.
Chief Corporate Officer:
Signature
Printed Name and Title
Date
Corporation Secretary
Signature
Printed Name and Title
Date
8
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n
Collier County Tourism
Sports Event Assistance Application
PURPOSE:
3/11/2014 16. F.3.
This document sets forth the guidelines and categories for requests for funds to support
Sporting /Sports Events using Tourist Development Taxes. Applications will be accepted
from organizations that plan to sponsor and promote sports tourism events within Collier
County that will bring substantial numbers of visitors to the County.
FUNDING ELIGIBILITY
The intent of this Sports Events Assistance Program is to provide funding assistance for
events that will attract overnight visitors to Collier County and impact the commercial
lodging industry, hotels /motels, campgrounds, condominiums as well as restaurants,
retail establishments and other businesses. To be considered for funding, the following
criteria have been established:
1. The sports / sporting event must have the potential to bring or have had past
history of attracting out -of -town visitors.
2. Applicants must agree to provide a marketing /promotions plan that promotes
Collier County through advertising, promotion, PR, digital media and websites,
and to utilize Collier tourism logos in those promotional efforts.
.-N 3. Applicant must provide projected visitor impact and track visitor hotel usage.
4. Applicant must provide a detailed event budget.
5. The event participants must use commercial lodging establishments within Collier
County.
6. The event organizers must provide the necessary Liability, Medical, Workers
Comp Insurance Coverage as required by Collier County.
7. Each applicant must sign the Certification and Compliance page of the
application.
Applications will be evaluated using the following criteria:
• Projected room nights generated by overnight event visitors.
• Proposal indicates the potential or shows previous evidence to generate future
leisure or group meeting visitation to Collier County for overnight stays in Collier
County commercial lodging.
• Proposal contributes to the overall appeal of Collier County as a preferred visitor
destination through its sports event offerings.
• Proposal fits into overall marketing plan of the Tourism Department.
• The event marketing /promotions plan is well - defined and thorough and reaches
the Tourism Department target markets outside Southwest Florida.
• Preference for funding assistance will be given to multiple day events occurring
in non -peak occupancy time periods of May- November.
• The intended use of tourist tax funds must fall within the scope of the sports
events program eligibility listed above.
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3/11/2014 16. F.3.
TYPES OF EVENTS:
Sports events should have a history of, or the potential to, attract out -of- county visitors,
either as participants or spectators, generating room nights. Sports Events are defined
as organized tournaments or events that provide athletic competition or training to
participants, and entertainment to competitors, spectators and media.
GUIDELINES:
1. Priority for funding will be given to events held during shoulder season. (May —
November)
2. Applicants must make the project or event accessible to the public and comply
with State and Federal regulations.
3. Advertising and promotional campaigns supporting events must target markets
outside of Southwest Florida /Collier County media such as broadcast, web and
regional print and distribution. Expenditures with publications, broadcast and
brochure distribution with circulation or reach outside of the Ft. Myers DMA (De
Soto, Charlotte, Glades, Lee, Hendry and Collier) are required.
4. To be considered for reimbursement collateral materials and print and broadcast
advertisements must identify the Collier County tourist development tax as a
source of funding. All promotional materials should contain the verbiage "A A001N
cooperative effort funded by the Collier County Tourist Development Tax" and /or
display the CVB logo and website (www.paradisecoast.com ) and the sports
specific website (www.athletesinparadise.com) including all printed materials,
television ads or digital and website promotion.
5. Use of Funds - Florida State Statutes 125.0104 section 5(A) 2 states that
Tourism funds must be used to promote and advertise tourism in the State of
Florida and nationally and internationally; however, if tax revenues are expended
for an activity, service, venue, or event, the activity, service, venue, or event shall
have as one of its main purposes the attraction of tourists as evidenced by the
promotion of the activity, service, venue, or event to tourists.
6. Failure to track room nights and visitor information will affect both the current and
future funding requests.
7. In order for funds to be considered for reimbursement, the grantee must
complete and submit the post event report including documentation of the
number of hotel nights generated by the event. The grantee must provide proof
of the eligible expenditures with payment records such as credit card, bank
processed check records, or bank statements. Rights fees to host an event and
some eligible expenses may be paid directly to vendors through the County
Purchase Order system.
2
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3/11/2014 16. F.3.
8. Allowable Promotional Expenses:
a. Promotions, marketing and programming expenses to include paid
advertising, print advertising, on- line advertising and promotions, social
media platforms, production expenses and must target markets outside of
Southwest Florida.
b. Field rental fees, rental fees, permit fees, site fees (rentals, contracted
help, insurance) sanctioning fees, rights fees directly related to the
funded event.
9. Non - allowable Expenses
1. Administrative or general expenses.
2. Building projects or permanent equipment expenses.
3. Hospitality and or social events, fundraising costs / functions.
4. Expenses and debts not related to event.
Tracking Visitors and Event Impact
Event organizers receiving tourist tax funding assistance must track visitors using a
special tracking forms or surveys and complete and provide Collier County with a post
event report on those results. Event promoter or rights holder will be required to collect
these forms from all participants and teams participating in the event.
Review Process
1. Applications will be reviewed by the Sports Marketing Staff of the Collier County
Tourism Department, and a committee with representation from Collier County
Sports Council and the TDC Grant Review Panel.
2. Deadlines will be set by staff and applications must be submitted and received 60
days prior to event in order to be considered for funding assistance.
3. All funding will be based on the availability of sufficient tourist tax revenue to fund
the event assistance.
Grant Request Funding Levels
Events will be considered for funding assistance based on the potential hotel room
nights generated from the event. If the Review Panel feels the projected room nights
are unrealistic, they may adjust the funding level accordingly. The following chart
serves as a guideline for funding. Funding consideration will be based on submitted
budget and eligible expenses.
Packet Page -1044-
Estimated Room Nights
500 and over
200 -499
100 -199
Less Than 100
3/11/2014 16. F.3.
Fundina Ranae
$4,500-$6,500
$2,400 - $4,499
$1,201- $2,399
$0-$1,200
Collier County Tourism Sports Event Assistance Application
1. Organization Making Request
2. Non -Profit Tax ID No.
or Federal Tax ID No.
3. Contact Person /Responsible Party,
4. Address
5. City:
6. Cell #:
7. Email:
8. Name of Event:
9. Website:
10. Venue:
11. Sanctioning Organization:
12. Event Date(s)
State Zip
Alternate phone #.
13. Description of Event (Format, participants, sanctioning body, etc)
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3/11/2014 16.F.3.
14. History of Event (Past cities event has been held in, past participants, past
number of participants and visitors, etc)
15. Proposed Use of Funds (Please support request with attached budget page)
Eligible eXnense(sl to he rnncir1tmnmd fnr fi inrlinn fcaa nano 71
Expense Description
$ Amount
Eligible Category
Total $
How will this funding increase number of visitors and impact the success of your
event?
What is your plan to track the impact of this funding?
Summarize your marketing Ian for the event including all media.
Economic Impact / participant projections
1. Total expected Participants (competitors, coaches, trainers, officials, etc.)
ADULT Out -of- State: In- State:
YOUTH Out -of- State: In- State:
2. Total expected Spectators (fans, family, friends, etc.)
ADULT Out -of- State: In- State:
YOUTH Out -of- State: In- State:
3. Total expected Media
Out -of- State: In- State:
Haamonai information to support visitor and participant projections
5
Packet Page -1046-
EVENT BUDGET
INCOME SOURCES:
TOURIST TAX FUNDING REQUEST
ADDITIONAL FUNDING SOURCES
TOTAL ADDITIONAL FUNDING SOURCES
3/11/2014 16.F.3.
TOTAL INCOME- ALL SOURCES $
EVENT EXPENSES:
Intended Uses of Tourist Tax Grant Funds:
Please refer to authorized and unauthorized uses on pages 2 and 3. Provide an itemized summary
indicating the intended use of Tourist Tax (TDT) funds. Please be as explicit as possible,
including planned cities where advertising or promotional materials will be placed.
Indicate the total amount you plan to spend for each category or promotion. Use additional
sheets if necessary.
Total Tourist Tax Funds Utilized: $
Other Project Expenses not using Tourist tax grant funds:
Total Other Project Expenses: $
TOTAL PROJECT EXPENSES $
Profit (Loss) $
6
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3/11/2014 16.F.3.
Certification and 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 of the
Collier County Special Event Assistance Program and will abide by all legal, financial,
and reporting requirements as a condition of receiving grant funds from the Collier
County Tourist Development Council. Signatures must be original in blue ink. Please
attach written authorization from organizing entity showing authority to apply for.
Name:
Please Print or Type
Organization:
Please Print or Type
(Signature)
Please return the original plus four (3) copies of the Application and
the Certification & Compliance Page to:
Chris O'Brien
2800 Horseshoe Drive
Naples, FL 34104
239 - 252 -4267
chrisobrien(a)-colliergov.net
Packet Page -1048-
(Date)