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Agenda 03/26/2013 Item #16F33/26/2013 16. F.3. EXECUTIVE SUMMARY Recommendation to approve FY 14 Tourist Development Council (TDC) Grant Applications for Category B and C -2 and authorize the Tourism Director to work with a selection committee to review the grant applications prior to presentation to the TDC. OBJECTIVE: Approve FY 14 TDC grant application forms as recommended by the TDC. CONSIDERATIONS: The grant cycle for FY 14 begins in February 2013 and will run through the budget cycle for the Tourism Department with final approval of funding at the final budget hearing in September 2013. Attached are the application forms that have been revised by staff to reflect date changes for FY 14 and include several changes recommended by the TDC. Below are the areas recommended for change by the TDC and staff: Category B Marketing Grants (Fund 184): • Overall Guidelines. Change in suggested room nights from 250 room nights per day of the event to 100 to more adequately reflect the pattern of the average event. • Deleted on page 6 the terms Board Member salaries, as this is covered on the 990 Form requested. • Revised Sports Event Category with a new category with the following new language: • Sports Event Grants Allowable Expenses 1. Promotion, marketing and programming expenses to include paid advertising, on line advertising and promotions, social media platforms, production expenses. 2. Field rental fees, rental fees, sanctioning or rights fees. Funding Eligibility 1. Provide assistance to events that attract overnight visitors in paid lodging in Collier County, impacting restaurants, retail establishments and other area businesses. 2. Applicants must provide a marketing and promotions plan. 3. Applicants must provide a detailed event budget. Packet Page -979- 3/26/2013 16.F.3. 4. Events scheduled during off season (May - November) will be given funding n priority. 5. Visitor Tracking Forms will be required for all participants in the event. Grantee (promoter or rights holder) will be required to collect these forms from all team managers before participating in the event. Review Process 1. Applications will be reviewed by the Sports Marketing Staff of the Tourism Department, the Collier County Sports Council and the Tourist Development Council 2. Agreements will be prepared by the County Purchasing Department, County Attorney's Office and approved by the Purchasing Department Director. Grant Request Funding Levels 1. Events will be recommended for funding based on: the potential room nights generated from the event. If the review panel believes the room nights are unrealistic, they may adjust the funding level accordingly. 2. The maximum funding per event will be $6,500 and the maximum funding in category is $50,000. n Estimated Room Nights Funding Range 500 and over $4,500 - $6,500 200 -499 .$2,400-$4,499 100 -199 $1,201-$2,399 Less Than 100 $ 0- $1,200 • Revised guidelines for Repeat Funding Requests on page 11 • Year 2 up to 80% of requested funding • Year 3 up to 60% of requested funding • Year 4 and beyond — if TDT revenue from previous grant event meets or exceeds amount of previous year's grant amount- up to 100% of requested funds may be recommended. • Added request for projection of tourist tax revenue from the paid lodging resulting from the event on page 18. • Changed funding guideline on advertising insertions or broadcast buys from outside Collier County to outside Fort Myers DMA (De Soto, Charlotte, Glades, Lee, Hendry and Collier Counties) making media purchasing decisions by grantees clearer. • Applications should be typed and printed two sided in black and white, no color to keep down costs. Packet Page -980- %1 3/26/2013 16. F.3. • Financial statements of applicants should be audited or reviewed by a CPA. Certified audits can be very expensive for non - profits and most do not utilize them. • For the review of grants for funding before the TDC, each prospective grantee should have a principle of the organization applying present at the TDC meeting to answer questions. Category C -2 Grants (Fund 193) - Non County Owned and operated Museums: • All of the above changes for the Category B grants indicated above are recommended for the Category C -2 applications, except the new sports event grant category. FISCAL IMPACT: The amount of funding for FY 14 for both Category B and C has not yet been determined. However, for budgeting purposes, staff suggests using the FY 13 budgets for each category: • Category B Marketing Grants: $75,000 • Category B Sports Grants $50,000 • Category C -2 Non - County Owned Museum Grants: $300,000 ADVISORY BOARD RECOMMENDATION: The Tourist Development Council (TDC) unanimously recommended (8 -0) these changes on February 25, 2013. The Clerk of the Courts Finance Department is currently reviewing these 'changes. Any changes suggested by Finance will be implemented prior to distribution of the applications. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office, requires majority vote, and is legally sufficient for Board action. — CMG RECOMMENDATION: Recommendation to approve FY 14 Tourist Development Council (TDC) Grant Applications for Category B and C -2 and authorize the Tourism Director to work with a selection committee to review the grant applications prior to presentation to the TDC. PREPARED BY: Jack Wert, Tourism Director ATTACHMENTS: Category B & C -2 Applications Packet Page -981- 3/26/2013 16.F.3. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.F.16.F.3. Item Summary: Recommendation to approve FY 14 Tourist Development Council (TDC) Grant Applications for Category B and C -2 and authorize the Tourism Director to work with a selection committee to review the grant applications prior to presentation to the TDC. Meeting Date: 3/26/2013 Prepared By Name: GreenKelly Title: Tourist Development Tax Coordinator,Tourism 3/13/2013 4:18:41 PM Submitted by Title: Director - Tourism,Tourism Name: WertJack 3/13/2013 4:18:42 PM Approved By Name: WertJack Title: Director - Tourism jourism Date: 3/13/2013 5:41:13 PM Name: GreeneColleen Title: Assistant County Attomey,County Attorney Date: 3/18/2013 8:51:18 AM Name: FinnEd Title: Senior Budget Analyst, OMB Date: 3/18/2013 9:55:37 AM Name: StanleyTherese Title: Management/Budget Analyst, Senior,Office of Manage Date: 3/18/2013 10:01:51 AM Packet Page -982- Name: KlatzkowJeff Title: County Attorney Date: 3/18/2013 1:41:49 PM Name: OchsLeo Title: County Manager Date: 3/18/2013 3:45:19 PM Packet Page -983- 3/26/2013 16.F.3. 3/26/2013 16.F.3. CATEGORY 66C -2" NON- COUNTY OWNED MUSEUM GRANT APPLICATION FY Packet Page -984- 3/26/2013 16. F.3. COLLIER COUNTY �-. TOURIST DEVELOPMENT COUNCIL GRANT FUNDING REQUEST CATEGORY "C -2" NON - COUNTY OWNED MUSEUM GRANT APPLICATION FISCAL YEAR 203:14 PART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. Applications will be accepted from organizations that will promote tourism activities at their facilities during FY 2013 -14 within Collier County that will bring substantial numbers of overnight visitors to the County. AUTHORIZATION HISTORY: The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council was also created in 1992 to assist the Collier County Board of County Commissioners (BOCC) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in 2005. The BOCC has the final determination of the allocation of TDC funds within the confines of F.S. 125.0104. ALLOCATION OF THE TOURIST TAX The four - percent (4 %) Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% for County owned or operated museums, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and for non- County owned museums that are owned and operated by not -for- profit organizations and open to the public. 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. 2 Packet Page -985- 3/26/2013 16.F.3. TOURIST TAX ALLOCATION CONT. Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and the Collier County Ordinance 92 -60. TIMETABLE FOR REVIEW: The Tourist Development Council will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2013 -14 during the month of March 2013. Projects must meet the guidelines and criteria outlined in this document and must commence after October 1, 2013 and completed by September 30, 2014. Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on Tuesday, April 30, 2013. Applications shall be delivered to the Tourism Development Department Office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384. 3 Packet Page -986- 3/26/2013 16.F.3. APPLICANT INSTRUCTIONS ELIGIBILITY FOR FUNDING Category "C -2" designated by Collier County Ordinance 92 -60 as amended for Non - County owned Museum funding is available through the Tourist Development Council and Collier County Board of County Commissioners. The use of Category C -2 is designated by the Tourist Development Council (TDC) for out of county marketing and promotion of events, special exhibits or to increase visitation to museum facilities. C -2 grant funds are not to be used for construction of facilities. APPLICATION AND EVALUATION PROCEDURE: The following procedure will be strictly followed. All questions should be channeled through the Tourism Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions at 239- 252 -2384. Incomplete or incorrect applications will be returned. The Tourism Director, serving as a facilitator, and a five (5) person Grant Review Panel made up of one hotel, one attraction, one restaurant, one retail and one cultural representative will review all applications to determine if they meet the established criteria for funding as indicated in the application form. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in May ar June 2013. 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 20]3 -14. Funding recommendations of the Tourist Development Council are final. The TDC recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2013 -14 After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Fund Forms will be reviewed and approved by the Tourism Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. Packet Page -987- 3/26/2013 16.F.3. SPECIAL NOTE: In the event that any funding request is turned down, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be made if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the Request for Funds and supporting documentation. Documenting Economic Impact: If any of the grant funding is to market or promote events at the museum, applicants will be required to distribute and collect questionnaires provided by the Tourism Department staff. These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending these events. The minimum number of required questionnaires must be equal to ten percent (10 %) of the event attendance or one hundred- fifty (150) whichever is greater. (Attached, Exhibit "E" Page 22). Grantees are also requested to tabulate all visitors at their facilities to determine their home residence and the amount of time they are staying in Collier County. Applicants should be aware that the TDC staff will also survey hotels to confirm the data collected by the applicant for event attendance. STATUS REPORTS: ,� Interim Status Report: A detailed interim status report will be required no later than March 30, 2014 or with any interim Requests for Funds reimbursement. The report will document the progress to date of museum attendance and participants in events. Interim Reports will be reviewed by the Grant Review Panel as part of their review of the next year's grant applications. (Form Attached — Exhibit "B" Page 20). Final Status Report: A detailed final status report will be required to accompany the final Request for Reimbursement and is due no later than September 30, 2014. (Form Attached — Exhibit `C" Page 21.) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit "D" Page 22) must be completed on a reimbursement basis only and should be accompanied by proof of paid invoices. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application and County agreement. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. Screen shots of on -line ads will be accepted as proof of performance. 5 Packet Page -988- 3/26/2013 16. F.3. With each request for payment, Grantee is required to submit verification in writing that all ^ subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. No advanced payments of any expense by the County are authorized. If tourist development tax funds become inadequate to fund all of part of a TDC grant, the County reserves the right to reduce funding to a grantee accordingly. Grantees are encouraged to submit Requests for Reimbursement at least quarterly to avoid year -end deadlines. USE OF TOURISM DEVELOPMENT FUNDS Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote and advertise tourism in the State of Florida and nationally and internationally; however, if tax revenues are expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists. NOTICE: All collateral material and advertisements must 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 URL (www.paradisecoast.com) on printed materials and in broadcast ads where possible to qualify for reimbursement. AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. roll Packet Page -989- 3/26/2013 16.F.3. Repeat Funding Requests This Point System will be used to determine the level of funding for repeating events. Scoring must equal at least 75 points. Year of Funding Request Maximum % of Funding Allowed 1St Up to 100% of Request 2nd Year Up to 80% of Requested Funding` 3rd Year Up to 6O% of Requested', Pundin 4th Year 8v B and *up to 100% of Requested Funding` *Up to 100% funding maybe recommended if`TDT revenue generated from previous grant award was met or exceeded: The amount and priority of funding recommended for approval will be based on the final score in the Evaluation process described below. Packet Page -990- 3/26/2013 16.F.3. USES OF TOURIST DEVELOPMENT TAX FUNDS AUTHORIZED USES OF FUNDS: The following are examples of how Tourist Development Funds may be used to promote tourism for Collier County by Museums. Advertising and promotional expenses in out of the Ft. Myers DMAf (De Soto, Charlotte, Glades, Lee, Hendry and Collier) media 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 n extend a stay in Collier County Please be advised that Collier County policy requires the submission of 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 to the Tourism Director or his designee, for review and upon verification by letter from the Grantee 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 Office. No advanced payments are authorized. There are no exceptions. Packet Page -991- 3/26/2013 16. F.3. 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. 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. 9 Packet Page -992- 3/26/2013 1 6. F.3. CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in the following categories with a maximum score of one hundred (100) points per applicant. I. RETURN ON INVESTMENT (ROI) OF TOURIST DEVELOPMENT TAX IN VISITOR SPENDING IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out -of- county visitors generating hotel /motel /campground rentals and tourist development tax; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commitment to develop other funding sources in subsequent years. II OUT -OF- COUNTY PROMOTION- Maximum 25 Points Any proposed out -of- County advertising to support the project is well thought out and detailed to show the potential broad awareness of the event in out -of- market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized; and that will accomplish the stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 10 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of service in and to Collier County. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports. V. QUALITY & UNIQUENESS OF PROPOSED PROJECT - Maximum 10 Points. Extent, to which the activity provides a program for Collier County visitors and its residents, which is of significant merit and that, without such assistance, would not take place in the County. VI. PLAN TO HOLD EVENTS OR SPECIAL EXHIBITS DURING THE SHOULDER OR SLOW SEASONS OF THE YEAR (May- November) - ^ Maximum 10 Points. 10 Packet Page -993- PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS 3/26/2013 16. F.3. 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 eon 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. Be sure to have your Chief Official and Secretary signs the application on the last page. One copy of each of the following items is required and should be attached to your original application: O Charter, Articles of Incorporation, By -Laws, Proof of Current Status (except government entities) () Minutes of meeting authorizing officers to apply for these tourism tax funds () IRS Determination Letter of non - profit status (except government entities) O 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 (except government entities) () Proof of Liability Insurance O Letters of Commitment from co- sponsors and matching funds contributors Name of Preparer: (Please Print) Signature of Preparer 11 Packet Page -994- 3/26/2013 16.F.3. COLLIER COUNTY GOVERNMENT TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION SPECIAL CATEGORY "C -2" MUSEUM GRANTS FY 1J44 I GENERAL INFORMATION To assist us in evaluating the impact your project may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF PROJECT (3) PROJECT INFORMATION: STREET ADDRESS: (4) CONTACT PERSON NAME; Phone #: E -mail Address: Cell Phone # (5) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP PHONE: FAX: (6) ORGANIZATION'S CHIEF OFFICIAL: TITLE: PHONE: Address if different from above: FAX: (7) TYPE OF APPLICANT: O NON - PROFIT ( ) GOVERNMENT AGENCY ( ) FOR - PROFIT ORGANIZATION (8) GRANT AMOUNT REQUESTED: $ 12 Packet Page -995- 3/26/2013 16. F.3. (9) MATCH/LOCAL COST SHARE AMOUNT: $ (10) PROJECT TYPE (CHECK ONE) ( ) MUSEUM EXHIBIT ACQUISITION PROJECT ( ) PROMOTIONAL MATERIALS (Brochures, flyers, website) O MARKETING PROGRAM FOR MUSEUM (Advertising, Public Relations, Social Media) ( ) OTHER (11) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC 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? If so, specify the year, 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 13 Packet Page -996- 3/26/2013 16. F.3. 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 FUNDING SOURCES: List the sources and amounts of confirmed matching funds to support the amount of the grant. TOTAL MATCHING FUNDS: $ 15. Provide a brief explanation of the Direct Economic Impact this project will have on Collier n County. This estimate should be based on the projected number of out of County overnight visitors to the planned event(s). The TDC office has a calculation model that you can use, if needed. 16. What is the current or anticipated annual visitation to your facility? 14 Packet Page -997- 3/26/2013 16. F.3. II DETAILS ON YOUR ORGANIZATION: In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail. (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor the expenditure of tourist tax funds? (4) How will your project bring additional visitors and hotel room nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? (6) What is your organization's current annual operating budget? $ 15 Packet Page -998- 3/26/2013 16.F.3. PROJECT BUDGET RECAP INCOME SOURCES: TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDT funding request) d, TOTAL ADDITIONAL FUNDS $ r-. OTHER INCOME SOURCES TOTAL OTHER INCOME $ TOTAL INCOME - ALL SOURCES $ 16 Packet Page -999- 3/26/2013 16. F.3. PROJECT EXPENSES: Intended Utilization of Tourist Tax Funds Please refer, to authorized and unauthorized uses on pages 8 and 9. Provide an itemized summary indicating the intended use of Tourist Tax (TDT) funds. Please be as explicit as possible, including intended publications, promotional materials, etc. and how much monev will be expended for each category. Use additional sheets if necessary. La Total Tourist Tax Funds Utilized: $ Other Project Expenses Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 17 Packet Page -1000- 3/26/2013 16. F.3. CERTIFICATION I have reviewed this Application for Grant Funds from the Tourist Development Council for FY 2013 -14. 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 Date Seal Document_ Corporation Secretary Date Please attach a copy of the Corporate Minutes authorizing the application for Tourist Tax funds for the purposes stated in this grant application. 18 Packet Page -1001- 3/26/2013 16. F.3. EXHIBIT "B" Collier County Tourist Development Council Interim Status Report ORGANIZATION NAME: REPORT DATES: FROM: PROJECT NAME: CONTACT PERSON: ADDRESS: PHONE: TO: TITLE: FAX: These questions will identify the current status of the project. This report will be reviewed by the Grant Review Panel and if they feel you are behind schedule on the planning stages, they will make recommendations to help get the project stay on schedule. ➢ Has the planning of this event or activity or project started? ➢ At what point are you at with the planning stage for this project? (Percent of completion) ➢ How many hotels/ motels room nights have been utilized or are scheduled to be utilized as a part of this event or activity or project? ➢ If you have submitted advertising and promotion for this project, please supply a sample and indicate the ad schedule. ➢ How has the public interest for this event(s) activity or project been up to this point? 19 Packet Page -1002- 3/26/2013 16. F.3. EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: ➢ Was this a first time project? If not, how many times has this event taken place? ➢ What hotels /motels (names) were used for special rates or packages related to the event or exhibit? ➢ What are the total direct expenditures by visitors to your project, event(s), etc? ➢ List the vendors used in support of the event or exhibit, and state if all of these vendors have been paid. ➢ What is the total number of participants that came to your event? ➢ What is the percentage of the total participants from out of Collier County? ➢ What is the Return on Investment related to the tourist tax used in support of this grant? ➢ What problems occurred if any during the project event? ➢ Attach examples of the out -of- county- advertising, marketing, and /or public relations that was used to support the project. ➢ How could the project been improved or expanded? 20 Packet Page -1003- 3/26/2013 16.F.3. EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT NAME ORGANIZATION 4"1111 "1*i.l CONTACT PERSON_ REQUEST PERIOD REQUEST# ( ) INTERIM REPORT TELEPHONE ( ) FROM TO ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSES TOTALS BUDGET NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application and agreement. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany this request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. For each request for payment, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNATURE TITLE 21 Packet Page -1004- 3/26/2013 16. F.3. EXHIBIT "E" Naples 0 Marcie -o Islan= Everglades '' "' °' VISITOR QUESTIONNAIRE Welcome to the Paradise Coast sm. Thank you for choosing this area for your visit. Please take a few minutes to complete the following questions so that we can better serve the needs of future visitors to Florida's Last Paradise s'u. PLEASE REFER TO OUR PARADISE COAST BROCHURES FOR THE LOCATION OF ALL AREA ATTRACTIONS. NAME: ADDRESS: CITY ST ZIP DATE OF ARRIVAL: DATE OF DEPARTURE: WHERE ARE YOU HOTEL/RESORT FRIENDS/FAMILY CONDOMINIUM STAYING? NAME OF HOTEL AND CITY /AREA: NAME OF CONDOMINIUM/TIMESHARE: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS STAYING IN COLLIER COUNTY = HOW DID YOU SELECT THE HOTEL /CONDOMINIUM? INTERNET( ) YOUR CHOICE ( ) TRAVEL AGENT ( ) OTHER: NUMBER OF MEALS YOU & YOUR GROUP WILL EAT OUT: Number of people in your party = Number of days of your visit = Number of meals eaten out each day = PLANNED AREA ACTIVITIES: (Please circle all that apply) ARTS & CULTURE WATER SPORTS NATURE FAMILY ATTRACTIONS von Liebig Art Center Beaches Everglades Tour Naples Zoo Naples Museum of Art Naples Pier County Parks Naples Botanical Garden Sugden Theatre Shelling National Park Children's Museum Naples Philharmonic Fishing State Parks Fun `n Sun Water Park Art Galleries Boating Corkscrew Swamp Swamp Buggy Race Other Kayaking Conservancy of SW FL Mini Golf Other Lake Trafford King Richard's Fun Park Other Other SHOPPING AND DINING SIGHTSEEING MUSEUMS RELAXATION & Fifth Avenue South Lunch/Dinner Cruise/ County Complex ENTERTAINMENT Third Street South Sunset Cruise Everglades City Golf Waterside Shops City Trolley Tour Marco Island Spa Venetian Bay Everglades Tour Rookery Bay Shelling Bayfront Segway Tour Holocaust Seminole Casino Tin City Dolphin Cruise Naples Depot Lounges & Clubs Prime Outlets Other Palm Cottage Music Other Other Other 22 Packet Page -1005- 3/26/2013 16.F.3. 23 Packet Page -1006- 3/26/2013 16.F.3. CATEGORY "B" GRANT AND EVENT SPONSORSHIP APPLICATION Packet Page -1007- COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL SPECIAL EVENT FUNDING REOUEST CATEGORY "B" FISCAL YEAR 2013 =2014 PART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories Development Taxes. Applications will be accepted from promote tourism activities during FY 2013 -2014 within numbers of visitors to the County. AUTHORIZATION HISTORY: 3/26/2013 16.F.3. for requests for funds from Tourist m organizations that will sponsor and Collier County that bring substantial The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council .was also created in 1992 to assist the Collier County Board of County Commissioners (BCC) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in 2005. The BCC has the final determination of the allocation of TDC funds within the confines of F.S. 125.0104. ALLOCATION OF THE TOURIST TAX The four (4) percent Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% Museums County Owned and Operated, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and Non - County Owned Museums that are owned and operated by not -for- profit organizations and open to the public. 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. 2 Packet Page -1008- 3/26/2013 16. F.3. TOURIST TAX ALLOCATION CONT. Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and in the Collier County Ordinances. TIMETABLE FOR REVIEW: The Tourist Development Council (TDC) office will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2013 714 during the month of March 2013. Projects must meet the guidelines and criteria outlined in this document and must apply to event expenses after October 1, 2013 and finish no later than September 30, 2014. Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on Tuesday,.April 30!1,'2013. Applications shall be delivered to the Tourism Department office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384. Packet Page -1009- 3/26/2013 161.3. APPLICATION AND EVALUATION PROCEDURE: The following procedure will be strictly followed. All contacts should be channeled through the Tourism Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions. Incomplete or incorrect applications will be returned. The Tourism Director serving as a facilitator and a five (5) person Grant Review Panel made up of one hotel, one attraction, one restaurant, one retail and one cultural representative will review all applications to determine if they meet the established criteria indicated in the application for funding. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in May or June 2013. The Tourist Development Council (TDC) will receive the recommendations from the Review Panel and will vote on each qualifying applicant and prepare, in priority order, their recommendations for funding for Fiscal Year 201344. Funding recommendations of the Tourist Development Council are final. The TDC recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2013 -14 After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Funds Forms will be reviewed and approved by the Tourism Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. Packet Page -1010- 3/26/2013 16.F.3. OVERALL GUIDELINES Applications must conform to the guidelines specified by the Tourist Development Council (TDC). Applications that do not conform to these guidelines will not be considered for funding. The funding limits are subject to final approval by the Tourist Development Council and Board of County Commissioners. Funding is available for major events staged in the County year -round that attract large numbers of overnight visitors from outside the County. Examples are national or international amateur sports events and multiple -day festivals. Events must be at least two (2) days in duration. A guideline of 100 hotel room nights per day of the event will be used to evaluate the impact of the event. The maximum allowable amount of any single sponsorship is $25,000. Funding is also available for Collier County based organizations for marketing projects to support visitation to the County. Advertising and promotional campaigns supporting events or marketing projects must be in out of Collier County media such as broadcast, web and regional print and distribution must be out of County. 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) will be acceptable for reimbursement at full value. Priority for grant funding will be given to events held during our destination's shoulder and slow season (May- November). TYPES OF EVENTS: Programs, festivals, sports or special events should have a history of, or the potential for attracting out -of- county visitors, either as participants or spectators, generating hotel/motel/campground room nights. Tourism businesses or organizations may also apply for marketing assistance in printing a brochure that highlights more than one tourism business such as a group of art galleries or a shopping or dining district. Consideration will also be given to events that can generate national, state, or regional media exposure for Collier County and its tourist offerings. ELIGIBLE ORGANIZATIONS: Not - For -Profit Organizations under section 501 of the Internal Revenue Code (a copy of the IRS determination letter provided by the applicant confirms federal tax- exempt status), and For -Profit Organizations are eligible for funding. Organizations must be established primarily to produce cultural programs, festivals, or special or sports events, utilizing private sector community financial support, volunteers and staff to carry out the objectives of the organization. Packet Page -1011- 3/26/2013 16.F.3. PROJECT GUIDELINES: 1. Projects or events must take place within Collier County. 2. Applicants must make the project or event accessible to the public and to disabled persons. 3. Applicants must submit a list of their Board of Directors, with addresses, and occupation or affiliation. 4. Applicants must submit the most recent Final Status Report if they have received a tourist tax grant in the past from Collier County to include hotel room nights generated and direct economic impact as a result of the event, project or activity. 5. Out of cycle grant applications will be considered on a case by case basis only. 6. Application forms must be typed (digital format available thru TDC website) and printed two sided in black and white on 8 '/2 x 11 inch white paper. 7. Multiple events must be separate and distinct applications with separate summaries and budgets. and momotion must be placed or distributed lJ1N1t tLG JWLIJ, L:e11CL11UllG, \.Jlauc�, �.�, ii�.uw y .,.iu +✓vuivn ..,.,.,.��«...�� ....1......���� , ate, �1 reimbursement`.. This is to ensure that funds will be used to attract visitors who reside out of Collier County and who may stay at least one night in Collier County paid lodging. 9. Applicants must provide most recent IRS Form 990. 10. Grant Requests require the most.recent organizati ©n financial statement reviewed by:a CPS. 11. All event or project expenditures are on a reimbursement basis only. No funds will be forwarded in anticipation of the receipt of an invoice or in advance of the project. 12. A complete detailed project budget must be submitted that includes all revenue sources, expenses, media placements and other promotional expenses. 13. When submitting a request for reimbursement, a verification letter indicating that all vendors have been paid to date must accompany the request for funds with complete back up before any reimbursements can be released. 14. A certificate of liability insurance is required with the signed contract and must be current before any reimbursements can be released. 15. Applicants for events that could span two fiscal years due to the close proximity of the start date to the beginning of the fiscal year (October 1, 2013) and require promotion of the event prior to the start of the fiscal year, will need to clearly state this fact in the application and the Packet Page -1012- 3/26/2013 16.F.3. amount requested prior to October 1. Expenses requested for reimbursement will not be 16. Applicants must document the planned return on the investment of tourist development tax funds requested to promote the activity or event. SPECIAL NOTE: In the event that any funding request is not recommended for funding, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the funding request. Funding Manager: Organizations receiving funding shall designate a Funding Manager. That individual shall be responsible for maintaining the official file with application, correspondence, funding, narrative progress reports, request for funds /reimbursements, invoices and sample of promotional materials used. The organization's funding manager will insure that all elements of the funding application are followed, that narrative progress reports are submitted in a timely manner, that requests for funds are accurate and appropriate attachments are included, and that the event funding is closed out efficiently with the necessary reports and audit submitted. It is the Funding Manager's responsibility to see that any applicable Federal, State or County laws and policies are followed. Documenting Economic Impact: For any activity or event, applicants will be required to distribute and collect questionnaires to attendees and participants provided by the Tourism Department staff (Attached, Exhibit "E" Page 26). These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending the event. The minimum number of required questionnaires completed and submitted with the final request for funds must be equal to ten percent (10 %) of the attendance at the event or one hundred -fifty (15 0) whichever is greater. Applicants should be aware that the TDC staff will also survey hotels and event attendees to confirm the data collected by the event organizers. APPLICATION GUIDELINES: 1. If you are applying for more than one event or project, separate applications and distinct separate budgets are required. 2. State the goals and objectives for the event for which you are applying. 3. Describe what benefits will be received from the event or promotion for which you are applying. 7 Packet Page -1013- 3/26/2013 16.F.3. 4. Describe how the event or project increases the number of visitors to Collier County, their length of stay, and expenditures at businesses throughout the County. 5. Describe how the effectiveness of the event will be evaluated. 6. Describe how financial resources will be monitored. 7. Describe, in detail, how the event or project will be implemented. STATUS REPORTS: Interim Status Report: A detailed interim status report will be required with any interim Request for Funds reimbursement or no later than March 30, 2014. This report will identify the progress to date of the project, activity or event. If the event has been completed by this date, then the grantee should submit a Final Status Report. Interim Reports will be reviewed by the Grant Review Panel as part of their review of the next year's applications. (Form Attached. — Exhibit `B" Page 23) Final Status Report: A detailed final status report will be required to accompany the final Request for Reimbursement and is due no later than September 30, 2014. (Form Attached — Exhibit "C" Page 24) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit "D" Page 25) must be completed on a reimbursement basis only and should be accompanied by proof of paid invoices and submitted to the TDC office for interim draws and for final payment. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany each request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. Screen shots of on -line ads are also required. For each request for payment, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. Grantees are encouraged to submit Requests for Reimbursement at least quarterly to avoid year -end deadlines. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. No advanced payment of any expenses by the County is authorized. If tourist development tax funds become inadequate to fund all or part of a TDC grant, the County reserves the right to reduce funding to a grantee accordingly. 8 Packet Page -1014- 3/26/2013 16. F.3. USE OF TOURISM DEVELOPMENT FUNDS Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote and advertise tourism in the State of Florida and nationally and internationally; however, if tax revenues are expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists. NOTICE: All collateral materials and all print and broadcast advertisements must identify the Collier County tourist development tax as a source of funding. All printed and broadcast material must contain the verbiage "A cooperative effort funded by the Collier County Tourist Development Tax" and /or display the CVB logo and website url (www.paradisecoast.com) on all printed materials and in television ads where possible to qualify for reimbursement. AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. FUNDING CATEGORY GUIDELINES I Sponsorships: Minimum two -day events with 100 or more hotel room nights per day of the event. Funds are to be used exclusively for advertising and promotion in out -of- market media outside the Fort Myers DMA (Desoto, Charlotte, Glades, Lee, Hendry and Collier- Counties). The maximum is $25,000 per event with a minimum of three years of result history. 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 Return on Investment (ROI) of tourist taxes utilized. II Cultural Events: Two or more day events that bring significant number of out of area visitors to Collier County. The maximum amount per event is $25,000. III Marketing Assistance: Organizations located in Collier County that request marketing assistance for projects highlighting more than one tourism business that further the mission of the TDC and the CVB and do not meet the guidelines for a Category C -2 Museum grant. Examples n Packet Page -1015- 3/26/2013 16.F.3. would be production of brochures, special package promotions and facility marketing programs. The maximum amount per project is $25,000. 2. Field rental fees, rental fees, sanctioning or rights rfees 2. "Applicants must provide "a marketing and,promotions plan 3. " " "Applicants" must provide a detailed event budget line advertising and Collier "County, impacting 4. Events scheduled during off season (May - November) will be give landing priority 5.. Visitor Tracking Forms mill be required far all participants in the event. Grantee will "13e required to collect these forms.irom "all team managers before participatir 2. "`The maximum funding per event will be $6,500 and "the maximinn funding in category is "$50,000 tstimated`12oom Mghis Funding "Range 500 "and "over $4,500 $6,500 200 -499; .i $2,400-$4,499 100 =199 '' $1,201=$2,399 Less Thy 100" $ 0- 11,200 10 Packet Page -1016- 3/26/2013 16.F.3. CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in six (6) categories with a maximum score of one hundred (100) points per applicant. This scoring will determine the ranking of projects or events for funding. I. RETURN ON INVESTMENT OF TOURIST DEVELOPMENT TAX IN VISITOR SPENDING IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out -of- county visitors generating hotel /motel /campground rentals; will be marketed to the fullest extent possible in an effective an&efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commits to develop other funding sources in subsequent years. II. OUT -OF- COUNTY PROMOTION - Maximum 25 Points. The proposed out -of- County advertising is well thought out and detailed to show the potential broad awareness of the event in out -of- market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. A. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized and that will accomplish the stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 10 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of producing events or activities related to the grant funded purpose. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports. V. QUALITY & UNIQUENESS OF PROPOSED PROJECT- Maximum 10 Points. Extent to which the activity provides a program for Collier County visitors and its residents, that is of significant merit and that, without such assistance, would n 11 Packet Page -1017- 3/26/2013 16.F.3. not take place in the County. VI. PLAN TO HOLD THE EVENT OR ACTIVITY DURING SHOULDER OR SLOW SEASONS OF THE YEAR (May- November) - Maximum 10 Points. Plans clearly outline commitment to assist the Tourism Department in increasing shoulder and slower seasons of the year. Repeat Funding Requests This Point System will be used to determine the level of funding for repeating events. Scoring must equal at least 75 points. Year of Funding Request Maximum % of Funding Allowed 1St Up to 100% of Request 2nd Year Up to 80% of :Requested -Funding 3rd Year Up to 60% of Re uested undin ' 4th Year & Beyond *up to ?100% :of Requested, Funding_] The amount and priority of funding recommended for approval will be based on the final score in the Evaluation process described above. 12 Packet Page -1018- 3/26/2013 16.F.3. USES OF TOURIST DEVELOPMENT FUNDS AUTHORIZED USES OF FUNDS: The following are examples of how Tourist Development Funds may be used to promote tourism for Collier County. 1. Advertising and promotional expenses in (Ve Soto, Charlotte; Glades, Lee, Hendry and Collier Counties) in conjunction with an activity or event to increase participation in the event and bring overnight visitors to Collier County. Examples are: printing and distribution of promotional pieces prior to the event including creative design, printing, copying, ad placement cost and distribution of direct mail. 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. Please be advised that Collier County policy requires the submission of 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 to the Tourism Director or his designee, for review and upon verification by letter from the Grantee 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 Office. No advanced payments are authorized. There are no exceutions. 13 Packet Page -1019- 3/26/2013 16.F.3. TOURISM FUNDS MAY NOT BE USED FOR: 1. Prize money, scholarships, awards, plaques, or certificates. 2. Travel expenses for event participants or officials. 3. Projects restricted to private or exclusive participation. 4. Private entertainment, food, and beverages and lodging. 5. Operating expenditures indirectly related to the project or event. 6. Legal, medical, engineering, accounting, auditing, planning, feasibility studies or other contracted services or fees. 7. Salaries or supplements to salaries for existing or future staff, or employment of personnel directly or indirectly related to the project or event. 8. Real property or capital improvements, new construction, renovation or restoration to facilities. 9. Tangible personal property including but not limited to office furnishings or equipment, permanent collections, or individual pieces of art. 10. Interest or reduction of deficits and loans. 11. Expenses incurred or obligated prior to or after the project or event period. 12. Advertising and promotional materials distributed at the event site or after the event. 13. Payments for services or goods purchased for previous or other events. 14. Payment for expenses that occur or are delivered prior to or after the effective date of the agreement with the grantee. 15. Advance deposits of any kind. 14 Packet Page -1020- PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS 3/26/2013 16.F.3. 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 both sides of.eachpage;and reproduce copies in black and white only. Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT APPLIES TO YOUR EVENT. Please call Jack Wert, Tourism Director at (239) 252 -2402 with any questions. Be sure to have your Chief Official and Secretary signs the application on the last page. One copy of each of the following items is required and should be attached to your original application: () Charter, Articles of Incorporation, By -Laws, Proof of Current Status (except government entities) O Minutes of meeting authorizing officers to apply for these tourism tax funds O IRS Determination Letter of non -profit status (except government entities) O 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 (except government entities) () Proof of Liability Insurance () Letters of Commitment from co- sponsors Name of Preparer: (Please Print) Signature of Preparer 15 Packet Page -1021- 3/26/2013 16. F.3. APPLICATION TOURIST DEVELOPMENT SPONSORSHIP FY 2013 -14 I GENERAL INFORMATION To assist us in evaluating the impact your event may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF EVENT/PROJECT DATE OF EVENT LOCATION OF EVENT (3) CONTACT PERSON: Name: Phone #: ( ) E -mail address: _ (4) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP, PHONE: FAX: (5) ORGANIZATION'S CHIEF OFFICIAL: TITLE: PHONE: Address if different from above: FAX: (6) INTENDED USE OF FUNDS: (Refer to Authorized Uses of Funds and Unauthorized Uses of Funds) (7) AMOUNT REQUESTED $ (8) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC FUNDING? ( ) YES ( ) NO 16 Packet Page -1022- 3/26/2013 16.F.3. II DETAILS ON YOUR ORGANIZATION: In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor expenditure of funds? (4) How will your event bring additional visitors and hotel room nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? III PREVIOUS EVENT EXPERIENCE Please indicate the experience you organization has had with other events or your experience with this event in past years. If you have received TDC funding for a previous event, please include a copy of your Final Status Report. NAME OF EVENT DATE AND LOCATION NUMBER OF PARTICIPANTS /GUESTS ECONOMIC IMPACT HOTEL ROOM NIGHTS Return on Investment (ROI) of tourist tax used to support the event. 17 Packet Page -1023- 3/26/2013 16. F.3. IV EVENT INFORMATION (Use additional sheets where necessary.) (1) EVENT NAME: (2) TYPE OF EVENT: (3) DATE OF EVENT: (4) NUMBER OF DAYS LOCATION: HOURS: FROM: (5) EVENT PROMOTER (IF OTHER THAN YOUR ORGANIZATION) NAME OF PROMOTER COMPANY NAME ADDRESS: PHONE and FAX (6) PROJECTED NUMBER OF LOCAL PARTICIPANTS, GUESTS AND MEDIA (7) PROJECTED NUMBER OF OUT -OF -TOWN PARTICIPANTS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: TO: (8) PROJECTED NUMBER OF OUT -OF -TOWN GUESTS OF PARTICIPANTS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (9) PROJECTED NUMBER OF OUT -OF -TOWN MEDIA PERSONS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (10) TOTAL NUMBER OF HOTEL ROOMS REQUIRED IN COLLIER COUNTY FOR EVENT: 11) PROVIDE THE PROJECTED 4°/o TOURIST. TAX;REVENUE FROM THETAII ,ODGING RESULTING FROM YOUR EVENT. (DO NOT USE MULTIPLIERS): $ (12) HOW DID YOU CALCULATE THIS ESTIMATED IMPACT? PLEASE EXPLAIN. (13) PROVIDE A LIST OF OTHER EVENT SPONSORS AND THE AMOUNT(S) OF THEIR SPONSORSHIPS. (14) PROVIDE THE LOCATION, CONTACT NAME AND PHONE NUMBER FOR THE EVENT FOR THE LAST THREE YEARS. (15) PLEASE PROVIDE DETAILS OF HOW THE EVENT WILL WORK. 18 Packet Page -1024- n 3/26/2013 16.F.3. V SPORTS EVENT (If Applicable) (1) NAME OF SPORTS EVENT: (2) LOCATION OF EVENT: (IF MORE THAN ONE, LIST ON SEPARATE SHEET.) (3) TOTAL NUMBER OF FIELDS NEEDED: (4) TOTAL NUMBER OF FIELDS NEEDED PER DAY: (5) NUMBER OF LIGHTED FIELDS REQUIRED: (6) PROVIDE FIELD USE TIMES BY DAY. (7) SPECIAL FIELD REQUIREMENTS (PLEASE SPECIFY) VI OUTDOOR EVENT: (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: VII CULTURAL ARTS EVENT (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: 19 Packet Page -1025- 3/26/2013 16.F.3. PROJECT BUDGET RECAP INCOME SOURCES: TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request) TOTAL ADDITIONAL FUNDS $ OTHER INCOME SOURCES TOTAL OTHER INCOME $ TOTAL INCOME - ALL SOURCES $ 20 Packet Page -1026- 3/26/2013 16. F.3. PROJECT EXPENSES: Intended Expenditure of Tourist Tax Funds (Please refer to authorized and unauthorized uses on page 13` -14) Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as possible, including publication names, promotional materials, etc and how much money will be expended for each category, Use additional sheets if necessary. Q Total Tourism Funds Utilized: Other Project Expenses Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 21 Packet Page -1027- 3/26/2013 16.F.3. CERTIFICATION I have reviewed this Application for Grant Funds from the Tourist Development Council for FY 2113 -1-4. 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 Date Seal Document Corporation Secretary Date Please attach a copy of the Corporate Minutes authorizing the application for Tourist Tax funds for the purposes stated in this grant application. 22 Packet Page -1028- 3/26/2013 16. F.3. EXHIBIT "B" Collier County Tourist Development Council Interim Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: On an attached sheet. answer the interim requests for funds. TITLE: FAX: These questions will identify the current status of the upcoming event and will be reviewed by the Grant Review Panel. If they feel you are behind schedule on the planning stages, they will make recommendations to help get the event back on schedule. ➢ ➢ Has the planning of this event started? ➢ ➢ At what point are you at with the planning stage for this event? (Percent of completion) ➢ ➢ What hotels /motels have committed to special rates or packages for the event? ➢ ➢ What is the estimated number of booked hotel /motel rooms to this point for this event or activity? ➢ ➢ What is the total dollar amount to date of matching contributions? ➢ ➢ What is the status of the advertising and promotion for this event? ➢ ➢ If you have submitted any advertisements or printed pieces to the TDC staff for approval, please supply a sample and indicate the ad schedule. 23 Packet Page -1029- 3/26/2013 16.F.3. ➢ ➢ How has the public interest for this event been up to this point? EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: FA 0 1 _t PHONE: TITLE: FAX: Is this a first time event? If not, how many times has this event taken place? ➢ What hotels (names) were used for special rates or packages for the event? ➢ What is the number of hotel room nights generated by this event? What are the total direct expenditures by participants and attendees generated by this event? What is the Return on Investment (ROI) on tourist taxes used in support of this event? ➢ List the vendors that have been paid and state if all vendors have been paid. What is the number of participants that came to this event? ➢ What is the percentage of the total participants from out of Collier County? ➢ What problems, if any, occurred if any during the event? ➢ List the out -of- county- advertising, marketing, and /or public relations that were used to promote this activity or event. ➢ How could the event be improved or expanded? 24 Packet Page -1030- 11-1 3/26/2013 16.F.3. EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT NAME ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE ( ) REQUEST PERIOD REQUEST# ( ) INTERIM REPORT FROM TO ( ) FINAL REPORT TOTAL CONTRACT AMOUNT S EXPENSE BUDGET REIMBURSEMENT REQUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application and agreement. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany this request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. With each request for payment, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Event participant questionnaires should be submitted with the Final Reimbursement request. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. 25 Packet Page -1031- SIGNATURE TITLE EXHIBIT "E" Naples M.":. sland Ever VISITOR QUESTIONNAIRE 3/26/2013 16.F.3 Welcome to the Paradise Coast 5m. Thank you for choosing this area for your visit. Please take a few minutes to complete the following questions so that we can better serve the needs of future visitors to Florida's Last Paradise 'm. PLEASE REFER TO OUR PARADISE COAST BROCHURES FOR THE LOCATION OF ALL AREA ATTRACTIONS. NAME: ADDRESS: CITY ST ZIP DATE OF ARRIVAL: DATE OF DEPARTURE: WHERE ARE YOU HOTEL/RESORT FRIENDS/FAMILY CONDOMINIUM STAYING? NAME OF HOTEL AND CITY /AREA: NAME OF CONDOMINIUM/TIMESHARE: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS STAYING IN COLLIER COUNTY = HOW DID YOU SELECT THE HOTEL /CONDOMINIUM? INTERNET( j YOUR CHOICE ( ) TRAVEL AGENT ( ) OTHER: NUMBER OF MEALS YOU & YOUR GROUP WILL EAT OUT: Number of people in your party = Number of days of your visit = Number of meals eaten out each day = PLANNED AREA ACTIVITIES: (Please circle all that apply) ARTS & CULTURE WATER SPORTS NATURE von Liebig Art Center Beaches Everglades Tour Naples Museum of Art Naples Pier County Parks Sugden Theatre Shelling National Park Naples Philharmonic Fishing State Parks Art Galleries Boating Corkscrew Swamp Other Kayaking Conservancy of SW FL Other Lake Trafford Other SHOPPING AND DINING Fifth Avenue South Third Street South Waterside Shops Venetian Bay Bayfront Tin City Prime Outlets Other SIGHTSEEING Lunch/Dinner Cruise/ Sunset Cruise City Trolley Tour Everglades Tour Segway Tour Dolphin Cruise Other MUSEUMS County Complex Everglades City Marco Island Rookery Bay Holocaust Naples Depot Palm Cottage Other 26 Packet Page -1032- FAMILY ATTRACTIONS Naples Zoo Naples Botanical Garden Children's Museum Fun `n Sun Water Park Swamp Buggy Race Mini Golf King Richard's Fun Park Other RELAXATION & ENTERTAINMENT Golf Spa Shelling Seminole Casino Lounges & Clubs Music Other 27 Packet Page -1033- 3/26/201316. F.3.