Agenda 12/15/2009 Item #16G 4
Agenda Item No. 16G4
December 15, 2009
Page 1 of 21
EXECUTIVE SUMMARY
Recommendation that the Community Redevelopment Agency approve an Event Policy
and Procedures Manual to govern all event activites for the Bayshore Gateway Triangle.
OBJECTIVE: To receive Community Redevelopment Agency approval for an Event Policy and
Procedures Manual to govern all event activities for the Bayshore Gateway Triangle.
BACKGROUND: The Bayshore Gateway Triangle CRA Redevelopment Plan details four
strategies to eliminate slum and blight (pages 1-7 and IV-19):
1. Improve Private Investment Climate
2. Move Ahead With Catalyst Projects
3, Promotion. To overcome some aspects of East Naples' image, promotion initiatives
will be required. Components of this strategy include:
a. Chamber, County, and Council co-sponsorship of one or more ethnic festivals
annually in the area.
b. There is a need to host promotional activities both indoors, when en con raged
to do so by the weather, and outdoors.
4. Recommended Phasing
CONSIDERA nONS: Over the last four years, the Bayshore Gateway Triangle CRA has
supported several art related events that were hosted by others. Recently it has received CRA
Board approval to conduct a CRA-hosted event on January 23. 20] 0: the "Cultural Festival of
the Arts 20]0". Attached CRA Event Policy and Procedures Manual is crafted fi'om the Collier
Parks & Recreation Event and Fee Policy (BCC Resolution 2008-283). CRA will be conducting
events in the future, and as such should have a CRA-specific Policy. The Clerk's Finance
Department was concerned that the CRA did not have CRA Board approved fees structure and is
holding collected donations, fees and revenues until a Policy is adopted.
At their regularly scheduled meeting on December 1, 2009, the Bayshore Gateway Triangle
Local CRA Advisory Board approved submission of the Policy to the CRA Board for approval.
FISCAL IMPACT: None. Approval of the Policy and Procedures does not encumber CRA
funds. Individual event budgets will receive CRA Board approval.
LEGAL CONSIDERATIONS: This itcm has been reviewed and approved by the County
Attorney's Office, and is legally sufficient for Board action. ([WAC)
GROWTH MANAGEMENT IMPACT: None.
RECOMMENDATION: That the Community Redevelopment Agency approve an Event
Policy and Procedures Manual to govern all event activites for the Bayshore Gateway Triangle.
.-
Prepared by:
David L. Jackson on November 19,2009
Executive Director, Bayshore/Gateway Triangle Community Rcdevelopment Agency
Agenda Item No. 16G4
December 15, 2009
Page 2 of 21
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16G4
Recommendation that the Community Redevelopment Agency approve an Event Policy and
Procedures Manual to govern all event activltes for the Bayshore Gateway Triangle.
12/15/2009 9:00:00 AM
Meeting Date:
Prepared By
David Jackson
Executive Director, eRA
Date
12/2/20095:29:42 PM
Approved By
David Jackson
Executive Director, eRA
Date
12/3/20099:59 AM
Approved By
OMS Coordinator
Date
County Manager's Office
Office of Management & Budget
12/3/20093:44 PM
Approved By
Heidi F. Ashton
Section Chief/Land Use-Transportation
Date
County Attorney
County Attorney
12/3/20094:06 PM
Approved By
Jeff Klatzkow
County Attorney
Date
12/3/2009 4:42 PM
Approved By
Mark Isackson
Management/Budget Analyst, Senior
Date
Office of Management &
Budget
Office of Management & Budget
12/4/2009 10:00 AM
Agenda Item No. 16G4
December 15, 2009
Page 3 of 21
COLLIER COUNTY COMMUNITY REDEVELOPMENT
AGENCY
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
BAYSHORE GATEWAY TRIANGLE
B3B3D.
'."",.,,,:,,,-,,,,,,...,,,,,,.,, ""''''''''''''
COMMUNITY REDEVELOPMENT AGENCY
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 4 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
TABLE OF CONTENTS
PAGE
POLICY CRA 01 EVENT PURPOSE & STAFFING....................................
2
POLICY CRA 02 EVENT CHECKLISTS........................... .....................
,
,)
POLICY CRA 03 EVENT BUDGET, REVENUE & ACCOUNTING...............
6
POLICY CRA 04 FACILITIES & OUTDOOR AREA FEES..........................
8
POLICY CRA 05 EVENT SPONSORSHiPS.............................................
II
POLICY CRA 06 CO-SPONSORED SPECIAL EVENTS..............................
12
POLICY CRA 07 ACCEPTANCE OF DONATIONS & GIFTS........................
13
POLICY CRA 08 VENDORS & APPLICATIONS......................................
14
POLICY CRA 09 PRIVATE EVENTS UTILIZING CRA PROPERTy..............
17
BAYSHORE GATEWAY TRIANGLE
COMMUNITY REDEVELOPMENT AGENCY
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 5 of 21
BA YSUORE GA TEWA Y TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUBJf:CT: EVf:NT PURPOSE & STAFFING
PlJRPOSf::
In accordance with the Bayshore (,atewa)' Triangle CRA Redevelopment Plan, over the course
of a year, the CRA stafT may plan, organize and execute e\'ents that bring awareness to
redevelopment activities, assist in marketing local businesses and CRA projects. The following
Policies are establisbed to set equitable lees and charges collected /i'om users of CRA-owned
facilities and land, and to ensure the proper planning, ewcut ion and documentation of Event
acti\'ities.
POLICY CRA 01:
The following procedures outline.the conduct CRA sponsored E\'ents. and the extent ofCRA
and/or County pcrsonn~l staning.
PROCEDLJRf:S:
."1. Each CRA [vem will hal e a specilic purpose, mission and marketing ohjecti\'es that will
be re\'iewed by the l.ocal ."Idvisory Board and appnm:d by the CRA Board.
B. In the planning oran E\'enL CRA stail'will create and ha\'e approled by the CRA
E,ecuti\'e Director an e\'ent budget, boolh'\'endor lees. timeline and chccklist. Event
budget. booth/\'endor and admission lees will be appro\'ed by Ihe CRA Board.
C. rel11porary use or rental ofTRA indoor IClcilities, either CRA-owned or leased, will be
appro\'ed by the CRA Executi,e Director.
D. The CRA will prO\ide e\'ent stalT shirts or other readily identiliabk clothing li.)J' each
e\'ent.
E. StalTmembers and ,olunkers are required 1(\ wear the e\'ent slalTshirts I()r idelllilication
by the public.
F. E\'ent stafTshirls!elothing w ill be in good condition. Ira replacement is needed, CRA
stalTor \'olunteers \\ill Cl1l1tactthcir immediate supen islll'.
G. SlalTwill flex Iheir \\t,ekly work schedule. or be allocated compensation lime, to
accommodate the additional \\llrk hours incurrcd at CRA e\'ents.
"
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REOEVELOPMENT AGENCY Page 6 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUBJECT: EVENT CHECKLISTS
POLICY CRA 02:
All event and safety/organization checklists are to be implemented in the planning and running
of the CRA events.
PROCEDURES:
A. A generic event-specilic checklist exists and shall be used for all CRA events; however,
the checklist may be modified to meet the planning and executive needs ofthe event
planner.
B. The checklist includes site designations, sponsors, permitting, marketing, material and
supply lists, vendors, stamng, set up and tear down, and overall general inlormation.
C. The CRA staffwill be responsible lilr implementing and modil'ying the checklist.
D. A safety/organi7.1tional checklist shall also be completed lor each event.
Bayshore Gateway Triangle eRA
Special Event Checklist
Note: Tl1is ct/ecklist should be updated eac/l event and submitted to the control/er.
Checklist -
Activ Ity '.:' ...... .. Activity ..' .. I Activltv Slanoff ' ',. . Statu. .
Su;;;;r;;-Usls
staffing
Site designation- gi\en to
annranriate ememencv services
vendors
Set Un"
Tear Down
General information
Volunteers
Adequate meetings for
coordination
Medical Assistance
Notified and set up
Infonnation/Staff
Eauiome nt
Lc;;;jstics
3
Agenda Item No. 16G4
December 15. 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 7 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES ANI) PROCEI)URES MANUAL
Bayshore Gateway Triangle eRA
Safety/Organizational Special Event Checklist
Note: This check list should be updated each event and submitted to the comrofler.
r -~~ - ,---- --- - -- ~_.. - "_.~- - - - n - ~ ,-. - - --0 H' - ~ -- - - ___v ~_ "_
, Checklist
Activity Activity Activity Signoff Status
Security
Police Contacted
Fire Department Contacted
Parking Security Adequate
Overnight Security Adequate
Restricted Areas Signed, Guarded, Fenced, ete
Evacuation Procedures Adequate(weathec fire,
medical. ete)
Site Survey
Traffic Control/Emergency Access Adequate
Accessible Walkways available
Terrain Inspected? Holes filled? Hazaros Bamcaded?
Power Lines obstructed to fire equipment
Restrooms Adequate? Handicap Accessible?
Tent Stakes covered with slit tennis balls?
Stage/dance floor, Rides Inspected?
Entrance/Exit Access A\Aalable
Medical Assistance
Ambulance Access Adequate?
ACCident Forms Available
Staff CPR/First Aid Tra,ned?
Telephone and Emergency Response numbers
posted
First Aid Supplies Adequate
Information/Staff
-l
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 8 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
Bayshore Gateway Triangle eRA
Safety/Organizational Special Event Checklist
PAGE 2
liability Transfer
Vendors/contractors pro~ded cert of insurance
naming agency as additional insured?
Alcohol sales Iicense/insurance pro~ded
Equipment
In;entoried? Inspected? Plastic rain co;ers available?
Portable seatina/bleachers/arand stands inspected?
Loalstics
E;ent beginning/end system needed? (Check staff
checklist)
Crowd flow considerations?
Entertainment contracts obtained
Publicity/Media prolisions considered?
Sponsor recoanition completed?
Cancellallon pOlicy established
Garbage/Recycle Bins
Waste Mgmt contacted pick up/drop pff?
Recyclinq coordinator contacted? PICk up/drop off?
5
Agenda Item No. 1684
December 15, 2009
COLLIER COUNTY COMMUNITY REI)EVELOPMENT AGENCY Page 9 of 21
HA YSHORE GA TEWA Y TRIANGLE
EVENT POLICIES ANI) I'ROCEI)URES MANUAL
SUBJECT: EVENT HUDGET, REVENUE & ACCOUNTING
POLICY CRA 1l3:
The 1()llowing procedures outline the creation of an Event Budget and collection ofrevcnues at
CRA sponsored Events.
I'ROCEIHJRES:
A. CRA stalTwill prepare a budget lor each hent that will project donations,
sponsorships and event revenues as well as event expenses needed lor the type of
e\,ent.
B.' The CRA stalTin coordination with Clerk ofCoul1 Finance Department will o\'ersee
all collections of monies, counting of monies, and deposit of revenues into the bank.
C. Vendors are required to pay a ke 10 be "on site" during Events. This booth/\'endor ke
may I'ary by event and is determined by CRA staff and apprll\'ed by the CRA Board.
This ke is paid directly to the CRA stall: and deposited \I ith the "'inanee Department.
D. Carnilals that participate in a CRA Lvents are required to pay a percentage of their
gross sales, usually t\lenty-lile (25) percent. This ke is paid directly to the CRA
stall:
E. Alcoholic bel'erage lendors that participale in a CRA [\,eIllS are rcquired 10 pay a
percelllage of their net sales, usually tl\elll) (211) percent. This lee is paid directly to
the CRA stafC
F. Tickets Il)!' CoumY-O\I ned elelll altractil'ns (i.e.. rock \lalL giant slide) are sold lor
$1.00 and collected by Ihe attendant on duty.
G. lfan admission lee is charged, Ihe ke is set by CRA stall' and is delermined by
analysis ofrevcnue \'5. expenditures by the CRA Fxeeutil'e Director. The CRA Board
shall apprlwe the admission ke.
6
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 10 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
Event Budget - SAMPLE
~Total
I
I I I
_____--.-:.____'_--11
-------,----- .r-------r----a
i~~;~~?~~~.~~.2.-.~:":~G~.~?:;~E~S,:,;,,:.~~~77~~~~~~r.r~_."i.:.~i
::Ir:ElJ.1.~~~~~El_~._~~"_~~~_,___~_~"_,L:_~~_,_",,,,
'Other i r i i
:Total
._-L__--.-J_...-J
:.~ARK~~~~~!!!.~_~9~L~~l;,~~,~,i~;;'-j;:T;~'~~;~IQ~~~_en~ .,,[;1
j!!iR~_Pl1IYN~~~~~2_J.'.\:'--":--':;.~__~L~~iL"..,''::';'i:::__,'~_-:.l
'Other I ! ' I
~__.. I _L.___,.___!____.._.____-1
!FO~D ;~ER:"'NG S~~~~~~p!,,~~ct~ c~~.,:W~:~:1 ~~~Dmeren~~'~
!Other::",; ': .'" ,,:" <T-::"'j'>';;':j'i<:~ffi;:-::i:;;:,;;[J.-,:.,. ," ,:,"::"ii/'iTU,:;, ".>t,;;,,:;:,l:rti, ,j, "t:,<.> l:[':'J
r;;-;her-~~-~-T----C~---I ~--- 1------------1
'Total Iii
_"..L.._____,__".I_~__.____"_,__~__,_.....
i'---'-----,----,.-.--":-r.---.'--.i' j;l
:.~~OR Q!~RAT1N~..~~U.,LP,~.E,~f~~~7'~~~E~!._:~\~~.~~L9:~.~.~.~,~,~;~,~.~7'~
'SUDELBOUNCEHOUSE ." ~. ' I, I" / I
:I~~~N~QQ;~lE~~~~_::' =---: .",~ ~~.~~.=-~_ _=~
O~ff I , : -1
.T~"I_..______________L_____J.______.__ ..1
6%
I u_ - . -... --.- .-j'-.-- .-----
IENTERTAINMENT ... l:Jpro ected Cost
~~'I~ Rt;~i:"'j"iI';"'~"';;i,\t,';'J"HP,"Jq" J2ff.ii>'>i( . . f~ '
~ro:Il.'A'}i:!:t;'iX'i:;~~'0~r~ltq~;,~!1;':r;i:!:\-:Gt:, B~' \
:Oancers
t -""f,,,..-.;;,,,,'0 ' """"~' " '>'~
Other\~,,~'ti>t,o', :~:-!.N~,,~?<'!Y',f.,::~S'~ ";\,,
!Total
!"~~~~~~UI~~i~~,, "" .:~~~+;~~,~ ~~7~",~~,~,I~~l:J,~~~"ren(
~"l! Tent ,~.ntal::::tr', ;"LLj' :,!:':'if,:,,~,;:::~:j':":;;,j'7,:/';::\,:,,' ':>itc:~:t",""S:':%t '_
~,~~~~.;r:~2~!?!l~,!L.~-~"-...----L--..,d--.-,..-
~r.~iC?L~~!~J~'.'~'~,:',:;r:: . J.__-'____.o. , .', .;'.,;' iL"" ":~""".'::~.id:._~.;,;'c-..
, I I
j;tf!~~;L~~~~".:~'~-=~t~,~'-' , +,,;, ,';~~0h~'~'~
, ,
Other I
:!~!_,.___"____ ______._____1.__,,___
r- r I i (
OFFICE SUPPLIES w Projected Cost ...., ,Actual Cos,'" ~.Differenc
l~~~;2!.~!~;;".~~:'7'}f2J.?:~--:~-S;;~W:i?:rr~=:~
!Other l i l
.Total______.,_____._____.._--'-__..__.L___
~------~--~I I I t
i'C~P:'~,~"S~,~~~~~~~,"'1""" ~.;~~~!~$~,~~"c:~,..:.i~~~al~~r;.g!,~~!~~.~
~~ler:~~~",.r,.', ;;"C}:',*,:'iY>"\'i::'~r<: ;:"'" '''''',;t,:;~[: ""\ "". "','
Other
l!?.!~!_"_____,.".
I ,
.-1...--.__.l..._
7
Agenda Item No. 16G4
December 15. 2009
COlliER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 11 0121
HA YSHORE GA TEWA Y TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUHJECT: FACILITIES & OUTDOOR AREA FEES
POLICY CRA 0-1:
The purpose of this policy is to ensure appropriate use or indoor and outdoor areas and events
within the CRA houndary and to provide equitable rees and charges to users of such areas or
events.
PI~OCEDllRES:
LIMITATIONS
The CRA Executive Director may waive enll)rcement or application of any or these regulations
or restrictions with respect to any outdoor areas or events provided such waiver does not
interJere with public safety or enjoy menl. The Collier County CRA Board shall set lees, rates
and charges lor all facilities and programs.
Consislent II ith Collier County's and CRA's policy o l' ensuring all citizens equal opportunity to
participate in evenls, any resident or non-prolit organization requesting special consideration
must substantiate to the Exceuli,c Director proofoflinancialneed. ,\11 inllml1alion provided is
not conlidential but I\ill he used only Il)r the purpose of cstablishing reduced or waived event
lees. Rates and charges can be modilied on a case hv case basis if approved by the Executive
Director Il)r special promolional sales and adlwtisements.
Cl.ASSll'IC/\TIONS
Land and Facility Delinition and Use
I. Outdoor Areas: Open space or land owned or leased by the CRA. Such outdoor areas
shall include, but not be limited to all CRA owned parcels. Outdoor areas shall be
used Il)r those purposes designated 01' implicit in their character and any dn'iation
li'om normal appropriate use shall require express prior permission lh)Jl) the
Executive Director.
l,'acilities: Buildings and d\\ellings owned or leased by the CRA. Facilities shall be
used ll)r those purposes designated or implicit in Iheir character. Any deviation li'om
these intended normal uses shall require express prior pel-mission li'om the Executive
Director.
3. l'rot!rams: Special I':vents, public activities or lestivals conducted on CRA land
(owned or leased). Any de\ iation li'om these intended normal uses shall require
express permission Ii-om the Ic.\ecutivc Director.
1
LSFR CAITGORlr:S - Al'l'LlCAlllT TO ALL INDOOR AND OUTDOOR AREAS
Governmental entities are not subiect to lees. rates or chargcs. Cil ic I\ssocialions or homeowner
associations located \\ithin the CRA boundary will not be subjeelto lees, rates or charges lor
their one monthly general membership meetings held inside eRA-owned commercial buildings.
s
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 12 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
All other facility users shall have their fees determined by the category orthe entity. The two
categories are:
CATEGORY I - Federal Income Tax Exeml1t Entities. Registered Charities. Not-For-Profit
GroLlOS.
Federal Income Tax Exempt Entities'.
$5.00 per hour (indoor)
JGroups which are exempt frol11 taxation under any suhsection of
Section 501 (c) or the internal revenue code.
Specified Sales Tax Exempt Entities".
$5.00 per hour (indoor)
"Those entities which are exempt rrom Florida sales taxes pursuant to
Subsection 212.08 (7). Florida Statutes as a home for the aged, nursing
home, hospice, or as an organization whose primary purpose is to
provide special educational, cultural, recreational, or social benefits to
minors, or is a religious, charitable. scientilic, educational, or veteran's
organ i7--'.ll ion.
Local Not-For-Profit Groups3.
$5.00 per hour (indoor)
3Entities, irrespective or tax exempt status, which are not-for-profit
corporations, organizations or other not-fix-profit entities that are or
Collier County origin, have their principal location in Collier County,
at leastlilty percent (50%) or the group's membership are residents or
Collier County with a primary purpose to provide social services to
others or to protect interests outside 0 I' the group, such as the
environment, endangered animals, disadvantaged persons. or some
other similar external interest. The primary focus of these groups is
outward looking and away from the personal intcrcsts of'thc group's
membcrs.
Other Local Not-For-Prolit Groups'.
$5.00 per hour (indoor)
'Those entities, irrespective of'tax exempt status, which are not-Ior-
prolit corporations, organizations or other not for proIit entities that
are or Collier County origin, have their principal location in Collier
County, at least filly per cent (50%) of the group's membership are
residents orCollier County, but the group's primary purpose is not to
provide social services to individuals who are not bona fide members
of the group or is not to protect interests outside or the group. This
category includes propeJ1y owners' associations, political groups, and
all other special interest oriented clubs such as hobbyists' clubs, chess
clubs, radio clubs, hunters and lishermen clubs, stamp, coin, and other
collectors' clubs; garden clubs, car clubs, and all other similar clubs,
9
Agenda Item No. 16G4
December 15. 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 13 of 21
BA YSHORE GA TEW A Y TRIANGLE
EVENT POLICIES AND I'ROCEDURES MANUAL
groups or organizations. The primary liJCus of these groups is inward
toward the group's mem bel'S.
Additional fees:
Fund Raising Activities.
$20.00/hr ADDED TO HOURL Y RATE ABOVE
Each Category I individual, group, organi/ation or entity involved in any fund raising
activity must pay full lees. Fund raising activities include:
I. Charging in advance [e)!' an admission ticket or requiring any tangible thing of
value for admission to. or to panicipate in, any activity at any CRA-owned
building, lacility, or land, or,
2. Requ iring any donation or money or any other tangible thing or monetary
value, or,
3. Selling or bartering any tangible thing or monetary value
Fund raising activities do not include:
I. Season sign up fees lor persons 10 )0111 league as a team member or team
participant
o The sale 01' educational materials !e)r use as study materials le)r students
allending class conducted at a CRA lacilit\'. Such sales must be at or below
the seller-s actual costs.
C'A'ITGORY II - All Others
Each individuaL group. organizalioll or c.'l1tity that is not \\ithin Calegory I.
FIT STRUCTlIRF - (All rees are e~clusive orsales la~cs).
$10.00 per hour (indoor)
Addi[ ional fees:
Fund Raising Activities.
S20.00/hr ADDFD TO IlOURLY RATF /\BOVE
Each Category II individual, group. organization or entity il1\olved in <lny rund raising
aClivity must pay Ilill Iee's. Fund raising activities include:
I. Charging in ad\3nce Ii)!' an admission ticket or requiring any tangible thing or
\alue Ie)!' admission to, or lU panicipate in, any aClivily at any CRA-o\\ned
building. lacility, or land, ()I',
') Requiring an)' donation or money or any other tangible thing or monetary
value. Of.
3. Selling or banering any langibk thing of monetary' value
I.'und raisin!! acti\ities do nol include:
1. Season sign up k~s Jtlr p~rsons to 10m league as a team member or team
panicipant
1 The sale 01- educational materials !e)r use as study materials li)r students
attending class conducted at a CRA lacility. Such sales must be at or belo\\
the seller's actual costs.
10
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 140121
BA YSHORE GA TEWA Y TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUBJECT: EVENT SPONSORSHIPS
POLICY CRA 05:
Sponsorships are obtained to help minimize the direct cost of an event.
PROCEDURES:
A. Sponsorships can be in cash or in-kind (i.e., merchandise, prizes, advertising or an)thing
that he Ips fac il itate the event).
B. A Sponsorship Opportunities package is available to any organization or individual who
is considering the possibility ofsponsoring an event.
C. The Sponsorship Opportunities package includes prospective events for sponsorship,
event demographics, event focus, and equal billings.
D. There are dif'lerent levels of sponsorship are available based on the extent of participation
of the sponsoring organization or individual.
Platinum Sponsorship '\ "I. f 'x: 'l:.'.
$5.000 Minimum or Equlv-lll.ent Goods Oor S.r\lius ((:(cJ~") SOP ON!S:OR5.lHlfrl Jr;ORlMll(<;Yr~('))
product!; (- ." ... .. .... . ..... .... L(_J.~i'.I.! '.., .~..;..;,
Sponsor'!lhip Ineludes ' '-. '" '-c
SpotVIP Adve"i'!lem.nt TMt EyentName
eRA News Letter A dvwtisement (bu$-ines'$ card)
Local Honol"abl. M.ntton
Sponsorship CertIficate of Appreciation EventDale
Gold Sponsorship
$2,500 Minimum or Equivalt-nt Goods or Services.
produets.
eRA News L...tt.rAdvertinment lbus-iness urd) Bu sin es:s./Organization:
Local HqnQnblv- Menti-on
Sponsorship Certiftc;ne of Appreci:o.tian Conl.clNome:
Silver Sponsorship
noo to $1000 Cor Equl.....lent Go-od. or Services Address:
products
eRA Ne-W$ L.m.rAdv.n:lnm.nt lbu$lnu$ card)
Spl)nsofship Cenlfie:.te of A~pr.cl:ation
Shout Out Sponsorship Phone:
$100.00 Minimum or Equiv~l.nt Goods or S.rvk'$
produets Elnail:
lis.ted a~ a Spons(lr in the eRA
New$L.etter. Please send logo for .dverti$el11enlopportunity
Sponsor.hip Certificate of Appreciation
In Kind Donation Thankyou foryour Support
Go-ods or Services
local Honorable Mention - VIP rentfor !>:ale of goods For mote information ,call the CRAoffice at (23.9)-643.-1115 or
..nd $ervice-s Go to VllW'w,(ollli!rcra,(om for moremfo
Li$ted in the eRA New$ Letter
Spon$orshlp Cenlflc..te of Apprecl;ation Pl€lase make ch ecks payable to' COlh€lrCDunryCR.A.
Mi.'lIIID 4069 Bayshore Drivli. N,lplc5, FI 34112
All contribution ~ aro::-tax do:odwctlble- 59-6000558
11
Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 15 of 21
BA YSHORE GATHVAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUB.JECT: CO-SPONSORED SPECIAL EVE"ITS
POLICY CRA 06:
The CRA may co-sponsor community special events provided they meet the mission and
objectil'e of the CRA
PROCEIHJRES:
A. It is at the discretion of the Executive Director to re1ilse co-sponsorship of any el'ent that
does not conlormto the County's or CRA's mission and values.
B. Collier County CRA is an equal oPP0l1unity event co-sponsor.
C. Adherence to all applicable County ordin'ances and CRA policies and procedures is
mandatory.
D. E'ent permits (ifapplicablel are the responsibility oJ'the evenl organizer.
F Permission to utilize Ihe eRA logo must be obtained prior to any event media or
publicity.
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Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 16 of 21
BAYSHORE GATEWAY TlUANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUHJECT: ACCEPTANCE OF DONATIONS & GIFTS
I)OLlCY CRA 07:
The CRA will accept donations and gifts that are determined to be ofbenejjt to CRA Event
activities, programs and operations.
. This policy applies to donations of cash, goods, or in-kind services
as opposed /0 grants. All activities related to solicitation 01' cash,
goods or services !Tom established donor agencies or through
established donor programs will be considered grants and ",ill be
required to follow the County Grants Policy (CMA #5330).
. Under no circumstance is this policy to supersede the County Ethics
Policy (CMA #531]), the County Policy it)r Solicitation and
Acceptance lor Donations for Projects (RLS ADM 030103-03) or
any applicable local, state, or federal law.
PROCEDURES:
A. CRA stal'l'will not solicit donations ol'cash, goods, or in-kind services without the
express Ivrillen consent ol'the Executive Director who will only authorize solicitation
of donations il'the purpose is in keeping with the mission ol'the CRA mission, CRA
Event and appropriate to CRA operations.
fl. Unrestricted cash donations will be accepted. Ifcash donations are made with
restrictions as to how funds are to be spent, the donation will be accepted only after
the Executive Director has determined that expenditure 0 I'such lunds for such
purposes is in keeping with the mission of the CRA and appropriate to the CRA
Event or operations.
a. Budgeted cash donations can be accepted on the authority ol'the Executive
Director.
b. Un budgeted cash donations must be accepted by the CRA Executive floard
via executive summary and budget amendment to recognize the revenue and
appropriate it to the proper expenditure line item.
C. Donations 01' in-kind services, goods or gills will be accepted only aller the Executive
Director or designee has determined that such services are in keeping with the
mission ol'the CRA and appropriate to the CRA Event or operations.
a. StafTwillmailllain a record ol'the value ol'the services received or exchanged.
b. StafTwillnot attest to the value of the donated goods or gills. Ifiorthe CRA's
purposes only staifdetermines the value of the goods to be above the
appropriate thresholds, staffwilllollow the applicable inventory procedures.
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Agenda Item No. 1684
December 15. 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 17 of21
HAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUBJECT: VENDORS & APPLICATIONS
POLICY CRA OS:
All vendors must apply jor and be approved should they wish to conduct business at CRA
sponsored events.
PROCEDURES:
A. All prospective event vendors must complete a vendor application.
B. Associated cost lelr vendors is determined by CRA stai'e
C. The overall event permit is the responsibility oJ'lhe CRA
D. /\pplicable vendor-spccilic permits are lhe sole responsibilit) oi'the vendor.
E. The CRA is not responsible le)r attendance, sales, ,'r closures due to regulatory agencies.
F. No prc1ducts associated with lobacco or drugs will be permitted to be displayed or sold.
G. Vendors must be set up one (I) hour prior to the published elent start time and are not
permitted to break down until the published cvent cnd time unless otherwise instructcd by
event ollicials.
II. The CRA reserves Ihe rightlU dcny, rejccl. or remOle an)' e,hibilOr le)und to be in
violation oi'eslablished CRA guidelines and Cullier Counly'CRA pulicies or ordinances.
I. Retail, educational (non-sales), political andnotlelr profit bc)oths do not require
insurance. Food, alcohol beveragc, rides, carnivals and other vendors that present an)'
activit)' thatma)' pose a risk to Ihc public shall be required to obtain liability insurance.
All insurance certilicates shall list Collier County Board oJ'Count)' Commissioners and
Collier Cuunt)' Community Redevelupment .^-genc)' as 'additional insured'.
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Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 18 of 21
HAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND })ROCEDURES MANUAL
Bayshore Gateway Triangle CRA
VENDOR APPLICATION
ARTS & CRAFTS
EVENT DATE(S): EVENT TIME:
Name (PRINT):
DBA:
Address:
City:
Work Number:
Stme:
Zip:
: Cell:
Fax Number:
; Email:
Amount of 10 x 10 spaces:
Type of set up:
Items to he sold:
All vendors must supply electrical cords and are advised to have generators irneeded,
Special needs mayor may not be accommodated. Please list any that you may have.
Guidelines:
]. Booth Fee is $25 with a refundable $75 deposit to reserve space. No refunds v.:iIJ be given due to inclement
weather. Please make check payable to CRA (Collier County Communit)' Redevelopment Agency). The
alternative rain date is
1. Booths an: available on a first come first serve basis. The Collier County COllllllunity Redevelopment
Agency is not responsible fix attendance, sales. or closure due 10 regulatory or licensing agencies.
3. Collier County eRA reserves the right to deny, reject, or remove any e,xhibilor found to be in violation of the
above guidelines Of eRA/County policies or ordinances.
4. Vendor \-vill be immediately removed fi'om site ~U1d not allowed to return iffound to be displaying or selling
any products connected with the tobacco industry or viev.'ed as drug paraphernalia.
5. Vendor will he immediately removed /1.om site and never allowed to return iffound to be displaying or
selling any products that may appear to look like or be utilized as a \,>-'capon.
6. All vendors must be completely setup by _~__ (time) on (day).
7, No vendor is to break down until the end ofthe event or olherwise COl11tTIUl1 icated by event ofTicials. NO
EXCEPTlOl\S.
8. For information peltaining to the event please call Bayshore Gate\vay eRA 3l 239-643-] 115.
Please mail applicalion and payment to:
Bayshore Gate\vay Triangle eRA
4069 Bayshore Drive Naples. fl 34112
Sigrl:nurc ofR:(;pon'Sihlc Parl)
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Agenda Item No. 16G4
December 15. 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 19 of 21
BA YSHORE GATEWA Y TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
Bayshore Gateway Triangle eRA
VENDOR APPLICATION
FOOD & BEVERAGE
EVENT DATE(S) EVENT TIME:
Name:
DBA:
Address:
City:
\\-'ork Number:
State:
Zip:
:Cel1:
fax Number:
: [mail:
Amount 01']0 x 10 spaces: ~~~
rypt' of set up:_
Items to he sold:
:\]] vendors must supply t'lc-ctricdl cords and '-Ire advised to ha\t' gener..ltors ifneeded.
Special needs IllU) or Illay nol be accollllllodated. Please list <.my thelt YOll may have.
Guidelines:
1. Booth Fee is $25 with a rcrumbble $7::' derosit to reserve space. No n..runds \\ JJJ be gin..n due to
inclement weather. Please make check pJY<.lhle to eRA (Collier County Ct)111111Unity Redevelopment
Agency). The alternative rain date is ____ ".~~____
2. Booths are aV;Jibble (1!l a first comt' iiI'S! StT\t' basis. The Collier Cuunt,y Community Redevelopment
Agency is not responsible ror ~lttellJance, sales. or closure due to regulatory or licensing agencies.
3. Collier County eRA reserves the right to den)'. reject. or n:mo\'e any exhibitor found to be in
viohltioll of the above guidelines or CRA/Coullty pDlicies or ordin~lnces.
4. Vendor \\ill be immediately removed fl'Olll sile and 110t allowed to return iffolllld to be displaying or
selling any products connected with the tob~l(cO industry or vie\\'ed 3.S drug paraphermlia.
5. Vendor \\'il1 he immcdiJtely removed J'n)m site and 1H..'\Tr allowed to return if J(.llllld to be displaying.
or selling allY products th~lt Illay appear to ]Ullk lik\! or be ut ilizcd ~IS a \\eapoll.
6. ,\11 velldors lllLlst be completely sL't lip by' ,__,_,__,____ _ (time) I.,)J) (d:.JY).
7. :':0 vendor is to hre~lk do\\ Il 1I1l1il the end ufthe evelll Of nthel'\vise l'ol11JllUniCaku by event Of1iCi~lls.
:\0 I :XCLI'TIOr\S.
8. Food and alcohol liendms must deliver li~lbility insl11":1nce to the CR/\.
9. for inrorln:ltion pel1aining to tile event plt'as~' call Hay-shore Ciate\\'~l) CRl\ at ~39-64J-1115.
Please Ill~lil ~lp[1lic~ltioll and p~IYlllelll to:
H;J),sl1c\rc C';llL'\\'ay Tri~lngle eRA
4()()() r3ayshnre J )ri\'c' !,\,jples. ['I >+112
Sigll~(Llrl' (11" Rl'~plH1sihk P;ln~
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Agenda Item No. 16G4
December 15, 2009
COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY Page 20 of 21
BAYSHORE GATEWAY TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
SUBJECT: !'RIVATE EVENTS UTILIZING CRA PROPERTY
POLICY CRA 09:
With proper, prior permission, organizations, groups, and individuals may use the CRA property
for private special events, to include any property leased by the CRA.
PROCEDlJRES:
A. Any organization, group, or individual may use the CRA 0\\ ned property lor a private
special event, to include any property leased by the CRA.
B. Applicable fees and charges lor private special events are set forth in the CRA 's adopted
Fee Policy.
C. A Rental Agreement must be utilized lor all private events and iorms will be logged and
tracked by CRA stall
D. Event permits (ifapplicable) are the responsibility of the event organizer. Applicable
vendor specific permits are the sole responsibility of the vendor.
E. It is at the discretion of the Executive Director to refuse any event that does not conlorm
to the CRA mission and values.
F. Service of Alcoholic Beverages in CRA-owned or leased buildings or on CRA properties.
These provisions apply jt)r any private event where alcoholic beverages will he available.
No alcohol may be made available without a valid Certificate of Insurance on !ile at the
Collier County Risk Management listing Collier County and Community Redevelopment
Agency as additional insured.
a. The user must present a General Liability Policy 101' the date of use which
specifically includes contractual liability and host liquor liabil ity in an amount not
less than Jive hundred thousand dollars ($500JlOO) at least lour (4) weeks prior to
the event.
b. As determined by the County Risk Management Director, in the event of:
. Above average exposure Jive hundred thousand ($500,000) liability
coverage shall be required.
. In the event of unusual or hil!h exposure one million dollar ($1,000,000)
liability shall be required.
B. Sale of Alcoholic Beverages
In the event any user intends to sell alcoholic beverages, they will be requ ired to
meet all State requirements regarding the sale of alcohol and obtain all required
permits. Copies ol'said permits shall be filed with the CRA Executive Director or
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Agenda Item No. 16G4
December 15. 2009
COLLIER COUNTY COMMUNITY REOEVELOPM ENT AGENCY Page 21 of 21
BA YSHORE GA TEWA V TRIANGLE
EVENT POLICIES AND PROCEDURES MANUAL
designee. The Executive Director or designee shall contact Collier County
Department or Risk Management lor insurance requirements.
C. Rules and Reuulat ions Illr Users Servin!! Alcoholic Ikvera!!es
I. It is the responsibility orthe user that no alcoholic beverage shall be allowed
outside assigned area(sl.
2. The user is responsible to ascertain that no alcoholic beverage shall be served
\0 any person under the age 01'21.
3. The user shall be responsible f()r the behavior orany parties II' ith the user's
group.
4. The user shall be responsible to assure that no alcoholic beverages are served
during the last thirty (30) minutes or user's scheduled event.
5. The user will be responsible Illr supplying a Ccrtiflcate ol'lnsurance at1east
Il)ur (4) \\eeks prior to scheduled event (see insurance provisions).
6. The user II' ill be responsible to comply \\ith Chapter 562, Florida Statues.
7. The user must abide hy all other operational policies and procedures of the
CRA owned properties. /\n) violatil)!) orany orthese rules can result in
termination orlhe evenl.
X. The user must pay the cost orsecurily provided by the Collier County
Sherin's OJ'iice. The l"ee is payable to Collier County Community
Redewlopmenl /\genc\ at the time Orpa) ment lllr Ibcility use.
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