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Agenda 07/14/2020 Item #16F 6 (Tourist Development Tax Promotion Funds for 2020 Sept & Oct Sports Events)07/14/2020 EXECUTIVE SUMMARY Recommendation to approve Tourist Development Tax Promotion Funds to support the upcoming September and October 2020 Sports Tourism Events up to $29,450 and make a finding that these expenditures promote tourism. OBJECTIVE: To support the hosting cost for sporting events in September and October 2020 with a goal to attract participants and spectators to Collier County through Sports Tourism. CONSIDERATIONS: Collier County is scheduled to host the following Sports Tourism Events in September and October 2020. The Tourism Division Sports Marketing Team has attracted these events to our community. The projected hosting costs are based on experience with these same or similar events, the event funding application request, and the projected room nights from the event organizer. Event expenditures are the responsibility of the event organizer to pay. The Tourism Division proposes to reimburse the event organizers for field rental costs, and operation support expenses based on room night visitation delivered to Collier County from the event participants and fans. These expenditures are authorized to be reimbursed through the BCC approved Sports Assistance Program. Staff utilizes the BCC approved Event Application form (attached) to determine the appropriate amount of recommended funding based on a sports tourism industry standard acquisition cost of fifteen dollars per room night. Funding for these sports events are subject to TDC recommendation and Board approval. Approval of these events will allow for planning to move forward, with staff monitoring the ongoing COVID-19 health considerations and making the determination on hosting at a future date. Publix Labor Day Soccer Cup (Soccer Skills Fl Inc) is scheduled for September 5-7, 2020 for the eighth year at North Collier Regional Park. This is a boys and girls youth soccer event ages 7-16 years old. The event is projected to attract 1,500 athletes and to generate 1,500 room nights in the County. The amount requested by the event organizer is $19,000. Based on the past three history of the event, the amount requested for reimbursement has been reduced based on the three-year average of 340 room nights actually produced in Collier County, direct visitor spending of $295,686 and TDT revenue of $2,703. So, based on the three-year average of 340 room nights, the expenses to be reimbursed for the 2020 event for assistance with facility rental, and operating expenses will be up to $5,100 plus parks staff overtime up to $1,500 for a total of $6,600. Year Projected Sept 2020 Actual Sept 2019 Actual Sept 2018 Direct Spending $295,686 $122,553 $272,615 TDT Revenue $2,703 $1,047 $2,610 Room Nights 1500 (340 is recommended) 176 348 Acquisition Cost $15 (for $5,100) $15 (for $2,640) $15 (for $5,220) Naples Kick off Soccer (Azzuri Storm managed by Kick Off Soccer) is scheduled for September 19- 20, 2020 for the third year at North Collier Regional Park. This is a youth girls and boys soccer event ages 7-16 years old. The event is projected to attract 1,350 athletes and to generate 400 room nights in the County, direct visitor spending of $255,499 and TDT revenue of $2,550. The requested reimbursement amount provided by the event organizer is $4,600 based on the estimated 400 room nights. The acquisition cost is therefore lower than the maximum industry standard of $15.00 for this event to $11.50. 16.F.6 Packet Pg. 2688 07/14/2020 The expenses to be paid for the event will be assistance with facility rental, and operating expenses up to $4,600 based on the requested amount from the event organizer and parks staff overtime up to $1,500, for a total of $6,100. Year Projected Sept 2020 Actual Sept 2019 Direct Spending $282,880 $229,000 TDT Revenue $3,000 $2,333 Room Nights 400 311 Acquisition Cost $11.50 (for $4,600) $15(for $4,665) Alligator Alley Fall Baseball Classic (Florida Premier Baseball League, Inc) is scheduled for October 2-4, 2020 for the third year at North Collier Regional Park, Veteran Community Park and Golden Gate Community Park. This is a boy’s youth baseball event ages 7-16 years old. The event is projected to attract 500 participants and to generate 350 room nights in the County, direct visitor spending of $202,538 and TDT revenue of $2,625. The expenses to be paid for the event will be assistance with facility rental, and operating expenses up to $5,250. The event organizer is responsible for payment of park staff overtime. Year Projected Oct 2020 Actual Oct 2019 Did not request CVB funding Direct Spending $202,538 $189,123 TDT Revenue $2,625 $2,508 Room Nights 350 334 Acquisition Cost $15(for $5,250) $15(for $5,010) International Soccer Qualifier (Soccer Skills Fl Inc) is scheduled for October 24-25, 2020 for the second year at North Collier Regional Park. This is a girls and boys youth soccer event ages 7-16 years old. The event is projected to attract 1,500 athletes and to generate 750 room nights in the County, direct visitor spending of $480,611 and TDT revenue of $5,625. The requested reimbursement amount provided by the event organizer is $10,000 based on the estimated 750 room nights. The acquisition cost is therefore lower than the maximum industry standard of $15.00 for this event to $13.33. Reimbursement will be for assistance with facility rental and operating expenses up to $10,000 an d parks staff overtime up to $1,500, for a total of $11,500. Year Projected Oct 2020 Actual Oct 2019 Direct Spending $480,611 $389,356 TDT Revenue $5,625 $4,532 Room Nights 750 570 Actual Acquisition Cost $13.33 (for $10,000) $15 (for $8,550) FISCAL IMPACT: Funding of up to $29,450 for the September 2020 events is included in the FY 20 Tourism Division budget in Fund 184 for Sports Marketing Event support. This will leave a balance of 16.F.6 Packet Pg. 2689 07/14/2020 $417,685 for the remaining events in FY 20 ($447,135-$29,450). GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this Executive Summary. ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended approval of this item 8-0 at the June 22, 2020 TDC meeting. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. - CMG RECOMMENDATION: To approve the use of Tourist Development Tax Promotion Funds to support the upcoming September and October 2020 Sports Tourism Events up to $29,450 and make a finding that these expenditures promote tourism. Prepared by Nikki King, Sports Marketing Manager ATTACHMENT(S) 1. PUBLIX LABOR DAY APP. 2020 (PDF) 2. naples kick off Sept application request 2020 (PDF) 3. LinkedX] Alligator Alley Naples-Oct REV (PDF) 4. INTERNATIONAL APP. 2020 (PDF) 16.F.6 Packet Pg. 2690 07/14/2020 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.6 Doc ID: 12748 Item Summary: Recommendation to approve Tourist Development Tax Promotion Funds to support the upcoming September and October 2020 Sports Tourism Events up to $29,450 and make a finding that these expenditures promote tourism. Meeting Date: 07/14/2020 Prepared by: Title: Tourist Development Tax Coordinator – Tourism Name: Kelly Green 06/24/2020 8:59 AM Submitted by: Title: Division Director – Tourism Name: Jack Wert 06/24/2020 8:59 AM Approved By: Review: Tourism Kelly Green Stage 1 Review Completed 06/24/2020 8:59 AM Public Services Department Jennifer Reynolds Stage 1 Review Completed 06/25/2020 10:25 AM Tourism Jack Wert Director Review Completed 06/25/2020 10:35 AM Corporate Business Operations Sean Callahan Executive Director- Corp Business Ops Completed 06/29/2020 4:49 PM County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 06/30/2020 11:10 AM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 06/30/2020 11:17 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/30/2020 2:04 PM Budget and Management Office Ed Finn Additional Reviewer Completed 06/30/2020 2:56 PM County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 07/07/2020 11:45 AM Board of County Commissioners MaryJo Brock Meeting Pending 07/14/2020 9:00 AM 16.F.6 Packet Pg. 2691 [17-TDC-00120/1350609/1] Page 1 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Sports Tourism Event Funding Application Policies and Procedures Funding Eligibility Sports Tourism events should promote future overnight visitors to the designation or have a history of attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days throughout the duration of the event. Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which states: “To promote and advertise tourism in this state and nationally, and internationally, however, if tax revenues area expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists.” The following criteria are required for funding support: Funding Eligibility 1.Applications must be received 90 days prior to the first day of the event fully completed. 2.All applications must be submitted online via email. 3.Event must be more than (1) day in duration. 4.Event must generate (250) or more room nights within Collier County. 5.Events with national television exposure will be considered for funding reimbursement. 6.Event must have a history of attracting significant out-of-county visitors and/or the potential to attract out-of-county visitors. Collier County reserves the right to request proof of room nights, host, and/or hotel references from previous events. 7.Must comply with all Collier County guidelines, rules, protocols, and laws always. Pre-Event Requirements 1.Applicant must provide proof of insurance coverage as required by Collier County. 2.Must promote Collier County hotels and lodging as the primary event accommodations. 3.Collier County hotel or other Collier County paid lodging accommodations must be advertised prior to the event, on the event website and/or via email blast to participants. 16.F.6.a Packet Pg. 2692 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 2 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only 4.Must provide a list of marketing and/or promotional medium for the event. This includes advertising via promotions, public relations, press conferences, digital media, social media, newspaper, on-air, television, magazine, and websites etc., that will attract overnight visitors and spectators to Collier County. 5.Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website (sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to the event. Please note, only marketing that is promoted to outlets outside of Collier County is eligible for application and reimbursement of funds. Post-Event Requirements 1.Events that exceed the estimated room nights will receive the maximum amount of funding Collier County previously approved. The high production of room nights will be considered during the funding application process for the following year. 2.All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event organizer is responsible for all expenses associated with the event, and must provide an invoice from all entities that charged the event organizer for said expenses. Event organizers are subject to audit prior to payment. 3.Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of production, proof of advertisement etc.) must be accompanied by an invoice from the entity charging the event organizer for each expense, proof of room night pick-up reports, and an invoice to the CVB for the amount the event qualified for via room night production. Only the items approved by the Collier County Board of Commissioners on the event application are eligible to be reimbursed. 4.Room night pick-up must be tracked and reported with the submission of a post-event report to Collier County within (10) calendar days after the last day of the event to remain eligible for funding reimbursement. 5.The event must achieve at least 80% of the applicant’s estimated room nights within Collier County, to receive the full amount of the proposed funding reimbursement. If the room nights generated from the event within Collier County are less than 80% of the amount proposed in the funding application, funding will be prorated per each room night picked-up within Collier County hotels. Allowable Expenses 1.Promotional, marketing, and advertising expenses in target markets outside of Collier County. 2.Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown, operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note, any facility rental, equipment or third party rental and/or vendor will need to be procured and rented by the event organizer. Event organizers may apply for reimbursement for such 16.F.6.a Packet Pg. 2693 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 3 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay any rental or vendor directly on behalf of the event organizer. The only exception to this is if the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County Police Department, Collier County EMS, Collier County Parks and Recreation etc.). 3.Sanctioning and/or bid fees directly related to the event. Non-Allowable Expenses 1.Food, Beverages, Refreshments. 2.Administrative or general expenses. (i.e. office supplies, copies etc.) 3.Building projects or permanent equipment expenses. 4.Fundraising cost and/or functions. 5.Prize money or purses. 6.Expenses and debts not related to event. Review Process 1.Applications will be reviewed to evaluate the impact of the event in Collier County. 2.All proposed funding must be approved by the Collier County Tourism Development Council and the Collier County Board of Commissioners. Funding will not be reimbursed unless all elements of the Event Application are strictly adhered to. Event Summary How many years has this event been held? _____________________________________________________________________________________ What previous locations have hosted this event? _____________________________________________________________________________________ How many participants does this event host historically? _____________________________________________________________________________________ How many spectators does this event host historically? _____________________________________________________________________________________ 5 Years NA 1500-2000 3000 16.F.6.a Packet Pg. 2694 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 4 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please, provide a breakdown of participants, spectators, staff, and media. Out- of- Area Youth Participants __________________ Local Youth Participants _______________ Out-of-Area Adult Participants __________________ Local Adult Participants _______________ Out-of-Area Youth Spectators __________________ Local Youth Spectators _______________ Out-of-Area Adult Spectators __________________ Local Adult Spectators _______________ Out-of-Area Staff __________________ Local Staff _______________ Out-of-Area Media __________________ Local Media _______________ Number of projected room nights for this event? *Please, provide a single number NOT a range. ____________________________________________________________________________________ How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP, third-party agency? Please, explain in detail and list any hotels with the negotiated rate for the event. ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Marketing Plan Please, describe in detail the marketing outlets that will be used to promote this event to participants, visitors, and entities outside of Collier County. Please note, media kits must be submitted no later than 90 days prior to the first day of the event with the application. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ 750 750 75 75 1500 1500 1000 50 na 1000 15 na 1500 HBC Email, Twitter,Facebook 16.F.6.a Packet Pg. 2695 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 5 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please refer to the allowable and non-allowable expenses on page 2 of this document to indicate the intended use of Tourist Development Tax (TDT) Funds below. Please, provide (1) item per line. If an item is not outlined below, it will not be considered for funding reimbursement. Expense Amount ___________________________________________ ___________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ Total Amount Requested: _________________________________ Compliance I hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the Policies and Procedures outlined in the Collier County Sports Tourism Event Funding Application. I will abide by all legal, financial, and reporting requirements as a condition of receiving funds from Collier County. Name: _______________________________________________________________________________ Title: ________________________________________________________________________________ Organization: _________________________________________________________________________ Signature: ____________________________________________________________________________ Date: ________________________________________________________________________________ Field rental Staff/Awards 5700 13,300 19,000 Jeff Pinteralli President Soccer Skills Fl INC Jeff Pinteralli 4/02/2020 16.F.6.a Packet Pg. 2696 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 6 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event & Athletic Tournament Application *Application must be received via email 90 days prior to the first day of the event. Organization Name: ________________________________________________________________ Organization Address: ______________________________________________________________ City: ____________________________State: _______________________ Zip: _________________ Organization Phone: ________________________________________________________________ Organization Website: ______________________________________________________________ Organization Email: _________________________________________________________________ Non-Profit Tax ID No.: _______________________________________________________________ Federal Tax ID No.: _________________________________________________________________ Event Director Full Name: ____________________________________________________________ *Event Director will be the first point of contact in the event of any issues during the event (i.e. medical, safety, altercations etc.). Collier County Parks and Recreation site-lead representative will consult on appropriate facility protocols, but it is the responsibility of the Event Director to regulate the situation. Once the situation has been mediated, the Collier County Parks and Recreation site-lead representative will discuss the appropriate recourse with the Event Director. (Altercations or violations may result in ejecting teams and/or individuals from facility etc.) The below contact information will be used to contact the Event Director during the event. Event Director Email: _______________________________________________________________ Event Director Cell Phone: ___________________________________________________________ Event Director Home/Business Address: ________________________________________________ City: _________________________State: _________________________ Zip: _________________ Event Name: ______________________________________________________________________ Sport(s):__________________________________________________________________________ Dates requested for event: __________________________________________________________ Soccer Skills Fl inc 12653 Torbay Dr Boca Raton Fl 33428 7272518459 www.soccerskillsunlimited.com soccerskillsunlimited@gmail.com 84-4266553 Jeff Pinteralli soccerskillsunlimited@gmail.com 7272518459 12653 Torbay Dr Boca Raton Fl 33428 The Publix Labor Day Cup Soccer September 5-7 2020 16.F.6.a Packet Pg. 2697 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 7 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Will this event be charging for parking? ____________________If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the parking revenue. Will this event be charging admission? ___________________ If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the admission revenue. Will there be a different cost for youth? ___________________ If yes, how much? _____________ Is there an age limit for youth to be eligible for free admission? _____ If yes, what age? ________ Will you require food concessions? _____________ *If yes, please ensure an accurate event schedule is provided to Collier County Parks and Recreation upon request to ensure ample preparation time. *Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise any parking and/or admission transactions and regulation of said activities. Collier County staff is NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or any other revenue source or vendor associated with the event. Collier County Staff is also NOT responsible for any lost or stolen items or monies associated with the event. ________ (Please, initial to verify your compliance) Will you require the use of stage? ______________ If yes, provide detail: _____________________ __________________________________________________________________________________ Will you require bleachers? ___________________ If yes, provide detail: _____________________ __________________________________________________________________________________ *Please note, an additional cost may be associated with the rental of the stage and/or bleachers. Will this event be sanctioned? If yes, by which organization? _________________________________________________________________________________ Will you require load-in dates in addition to the above requested dates? Please, circle one below. (Please note, load-in days may require additional facility rental fees.) Yes Please list schedule of load-in and tear down (Date, Start, & End Time) and details on what will be loaded-in/torn down: ___________________________________ __________________________________________________________________ No No load-in days are needed. No No No No Yes Yes Awards presentation no yes/ FYSA no 16.F.6.a Packet Pg. 2698 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 8 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Vendors 1.Vendors are required to supply their own power. 2.Vendors are required to be fully set-up at least (1) hour prior to competition. 3.No outside food and/or beverage vendors are allowed at North Collier Regional Park as there is an exclusive concessionaire on-site. 4.All vendors must provide a current business license and proof of insurance of at least $1,000,000 in coverage. Will you be securing any vendors at this event? Please, circle one below. YES Please list the name of the vendor(s), dates, times, and dimensions of set-up. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ NO Vendors will NOT be on-site for the event. *Please note, a fee may be required for vendors to utilize venue space during the event. Facility(ies) Requesting: (Include number of fields and type. Example – North Collier Regional Park – (1) multi-purpose field) (1) _______________________________________________________________________________ (2) _______________________________________________________________________________ (3) _______________________________________________________________________________ (4)_______________________________________________________________________________ (5) _______________________________________________________________________________ Please, list any other logistical needs (i.e. number of tables, chairs, stage etc.). Please note, a cost may be associated with these requests at the expense of the event organizer, unless agreed upon in writing and excused as an expense by the CVB. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Estimated # of Athletes: ________________________________________________________________ NoFields 1-8 and softball fields Fields 1-8 and softball fields NA 3500 16.F.6.a Packet Pg. 2699 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 9 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Estimated # of Spectators: ______________________________________________________________ Estimated # of Teams: __________________________________________________________________ *Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to supply port-o-lets at their expense for events in excess of 200 teams. If using multiple facilities, please provide the information below. *Site Directors must be at least 21 years of age and remain on premises for the duration of the event. Site Director Full Name (1): ____________________________________________________________ Site Director Cell Phone (1):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (2): ____________________________________________________________ Site Director Cell Phone (2):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (3): ____________________________________________________________ Site Director Cell Phone (3):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (4): ____________________________________________________________ Site Director Cell Phone (4):____________________________________________________________ Site Location: ____________________________________________________________ Insurance Policy Please provide the appropriate Certificate of Insurance per the guidelines below. Documentation of coverage must be supplied to Collier County Parks and Recreation Staff (15) business days prior to event. Reservation will not be honored without appropriate insurance on file. Please refer to the below for additionally insurance and coverage requirements. Collier County Board of County Commissioners 3299 East Tamiami Trail, Suite 303 Naples, FL. 34112-5746 o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional insured for the entirety of the event including the following language: o General liability requirements as follows: Provide Collier County with proof of a comprehensive General Liability Policy. Limits: $1,000,000.00 Bodily Injury and property damage. $1,000,000.00 Auto, bodily injury, property damage, workers comp, employers liability (minimum $100,000) 4000 175 Jeff Pinteralli 7272518459 NCRP 16.F.6.a Packet Pg. 2700 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 10 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only o Agree that Collier County assumes no liability for the recruitment, selection, background screening of non-county special event management, staff, volunteers, coaches, youth leaders, and others. ________ (Please, initial to verify your compliance with the above Insurance Policy) Facility Rental Deposit Policy A deposit of 15% of the total rental fees and charges associated with the event must be paid to Collier County Parks and Recreation no later than 90 business days prior or at the time of scheduling, whichever is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County Parks and Recreation will issue a full refund to the entity that paid the deposit, provided the facilities utilized for the event are returned in the same condition as prior to the event. Should any damages or monetary obligations be incurred by the facility (i.e. excessive damage, vandalism etc.), the 15% deposit shall be retained by Collier County Parks and Recreation. ________ (Please, initial to verify your compliance with the Facility Rental Deposit Policy) Event Cancellation Policy Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a full refund will be issued to the entity that paid the deposit. In the event the reservation is cancelled less than 90 days prior to the first requested date of reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will be issued to the entity that paid the deposit. If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 15% deposit will be refunded by Collier County Parks and Recreation. In regards to inclement weather, if competition begins on any day, rental fees and event expenses are to be paid in full for said day. If the rented areas are deemed unplayable by Parks and Recreation Lead Supervisor and/or weather does not allow for the event to begin, rental fees and expenses associated with the date of cancellation will be waived. Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event Organizer. Deposit will be refunded in full. No other refunds will be made. ________ (Please, initial to verify your compliance with the Event Cancellation Policy) Facility Parking Policy Please note, all cars parking on Collier County Park property must park within the designated parking spot areas. This DOES NOT include any grass area, berm, median, or area not conducive with the safety of park users. In addition, destruction of landscaping and/or signs prohibiting parking in certain areas is strictly prohibited. Failure to comply with the above policy and/or failing to comply with the proper parking guidelines as set forth by Collier County Parks and Recreation may result in parking viola tions being issued to the party in violation and/or towing of vehicles. Please, communicate this policy to individuals associated with the event (i.e. teams, coaches, spectators, vendors etc.) prior to the first event day via email. JP JP JP 16.F.6.a Packet Pg. 2701 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 11 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Facility Parking Policy) Post-Event Material Deadline Policy Post-event forms and proof of room nights in Collier County must be submitted within (10) calendar days from the last day of the event. Failure to submit the proper documentation provided by Collier County, may result in forfeiture of County approved funding reimbursement and/or future event dates. ________ (Please, initial to verify your compliance with the Post-Event Material Deadline Policy) Evaluation of Event for Future Dates Policy Upon submission of the post-event and room night materials, Collier County will evaluate the impact of the event in Collier County based on the deliverables outlined by the event organizer in the funding application. Collier County will determine based on said evaluation, the extent of which Collier County will be involved with the event in future years, in terms of event dates and funding. If an event fails to meet the assured impact to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. In addition, if there are any activities, violations, or infractions (i.e. altercations, law enforcement/security detail required, violation of park regulations, county laws, etc.) that are deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. ________ (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy) Future Date Request Policy Upon submission of post-event materials, event organizers may request dates for future events. The ability of the event to deliver the proposed room nights and impact in Collier County provided in the funding application, will be factored in to the potential for future event funding and date request. Collier County staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Future Date Request Policy) Venue Rental Request & Approval Policy Venue rental request and/or approved venue request, are subject to being relocated to another County facility or cancelled in the event of maintenance, safety issues, scheduling, facility capacity, non- compliance with Collier County guidelines, rules, and laws. This also includes any Acts of God (i.e. hurricane). Any of the above adversities will be communicated to the renter by Collier County staff. ________ (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy) JP JP JP JP JP 16.F.6.a Packet Pg. 2702 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 12 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Resident Policy In the event a Collier County funded event does not fulfill the impact assured to the County in the event application, the event is subject to cancellation of future requested and/or approved dates. If the event organizer is still interested in hosting an event over the same or different date patterns without Collier County funding, the event organizer must be a Collier County resident and show proof of Collier County residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Collier County Resident Policy) Hotel & Room Night Guidelines Policy Event organizers are required to provide actual room night pick-up reports from hotels, which housed event patrons in Collier County to Collier County staff within (10) calendar days of the last day of the event. These reports must come from hotel representatives and be featured on official hotel documentation (Written emails, excel sheets etc., will not be accepted as valid proof of room nights). In the event a third-party booking agency is used; the same procedure as above applies. Third-party booking agencies must also verify in writing, the accuracy of the reports. Room nights that are not accounted for on pick-up reports as outlined above, will not be considered for inclusion into the room night total for the event. ________ (Please, initial to verify your compliance with the Hotel & Room Night Guidelines Policy) Rental Fees & Payment Policy All fees and expenses related with the event are the responsibility of the event organizer to pay. In addition, any field, equipment, and/or facility usage in excess of the approved number of fields, venues, and/or equipment is subject to additional charges at the expense of the event organizer. In the event, it is determined that the event will require more event fields/space after funding has been submitted for the event, the additional cost will be the responsibility of the event organizer to remit. Payment of all rental fees and expenses associated with the event are to be paid within 30 calendar days after the last day of the event. This does not include any expense that is agreed upon in writing as an excused expense with the CVB. ________ (Please, initial to verify your compliance with the Rental Fees Policy) Weather Policy Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by Collier County Risk Management. JP JP JP 16.F.6.a Packet Pg. 2703 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 13 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Weather Policy) Event Approval Policy I understand that submitting an application is NOT a guarantee of availability or approval. Approval will be indicated once all signatures below are completed and the County confirms compliance with requirements. However, Collier County reserves the right to deny or cancel rental request if the required documentation is not provided and/or if guidelines are not followed as requested by Collier County. This also includes those guidelines set forth in the above application and the Collier County Parks and Recreation Rules & Regulations form. ________ (Please, initial to verify your compliance with Event Approval Policy) INDEMNIFICATION To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the EVENT SPONSOR or anyone employed or utilized by the EVENT SPONSOR in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in section 768.28, Florida Statutes. ________ (Please, initial to verify your compliance with required Indemnification language) JP JP JP 16.F.6.a Packet Pg. 2704 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 14 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event Director Collier County/CVB Representative Printed Name: ______________________________ Printed Name: __________________________ Title :______________________________________ Title: _________________________________ Signature: __________________________________ Signature: _____________________________ Date: ______________________________________ Date: ________________________________ Parks & Recreation Representative Printed Name: _______________________________ Title: ______________________________________ Signature: __________________________________ Date: ______________________________________ Collier County Use Only Rental Fees and Charges Approved facility: ______________________________________________________________ Number of fields approved: ______________________________________________________ Field type: _____________________________________________________________________ Venue Rental Cost (including load-in dates): ____________________________________________ Additional Rental Cost (i.e. stage, tables, etc.): __________________________________________ ______________________________________________________________________________________ Total Cost: _________________________________________________________________________ Expenses to be paid by CVB: ___________________________________________________ Expenses to be paid by Event Organization: ______________________________________ Applications must be sent electronically to be eligible for review. Please send application via email to: Nicole King Naples, Marco Island, Everglades Convention and Visitors Bureau 239-252-4267 Nicole.King@colliercountyfl.gov JEFF PINTERALLI PRESIDENT JEFF PINTERALLI 4/2/2020 16.F.6.a Packet Pg. 2705 Attachment: PUBLIX LABOR DAY APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 1 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Sports Tourism Event Funding Application Policies and Procedures Funding Eligibility Sports Tourism events should promote future overnight visitors to the designation or have a history of attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days throughout the duration of the event. Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which states: “To promote and advertise tourism in this state and nationally, and internationally, however, if tax revenues area expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists.” The following criteria are required for funding support: Funding Eligibility 1.Applications must be received 90 days prior to the first day of the event fully completed. 2.All applications must be submitted online via email. 3.Event must be more than (1) day in duration. 4.Event must generate (250) or more room nights within Collier County. 5.Events with national television exposure will be considered for funding reimbursement. 6.Event must have a history of attracting significant out-of-county visitors and/or the potential to attract out-of-county visitors. Collier County reserves the right to request proof of room nights, host, and/or hotel references from previous events. 7.Must comply with all Collier County guidelines, rules, protocols, and laws always. Pre-Event Requirements 1.Applicant must provide proof of insurance coverage as required by Collier County. 2.Must promote Collier County hotels and lodging as the primary event accommodations. 3.Collier County hotel or other Collier County paid lodging accommodations must be advertised prior to the event, on the event website and/or via email blast to participants. 16.F.6.b Packet Pg. 2706 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 2 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only 4. Must provide a list of marketing and/or promotional medium for the event. This includes advertising via promotions, public relations, press conferences, digital media, social media, newspaper, on-air, television, magazine, and websites etc., that will attract overnight visitors and spectators to Collier County. 5. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website (sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to the event. Please note, only marketing that is promoted to outlets outside of Collier County is eligible for application and reimbursement of funds. Post-Event Requirements 1. Events that exceed the estimated room nights will receive the maximum amount of funding Collier County previously approved. The high production of room nights will be considered during the funding application process for the following year. 2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event organizer is responsible for all expenses associated with the event, and must provide an invoice from all entities that charged the event organizer for said expenses. Event organizers are subject to audit prior to payment. 3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of production, proof of advertisement etc.) must be accompanied by an invoice from the entity charging the event organizer for each expense, proof of room night pick-up reports, and an invoice to the CVB for the amount the event qualified for via room night production. Only the items approved by the Collier County Board of Commissioners on the event application are eligible to be reimbursed. 4. Room night pick-up must be tracked and reported with the submission of a post-event report to Collier County within (10) calendar days after the last day of the event to remain eligible for funding reimbursement. 5. The event must achieve at least 80% of the applicant’s estimated room nights within Collier County, to receive the full amount of the proposed funding reimbursement. If the room nights generated from the event within Collier County are less than 80% of the amount proposed in the funding application, funding will be prorated per each room night picked-up within Collier County hotels. Allowable Expenses 1. Promotional, marketing, and advertising expenses in target markets outside of Collier County. 2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown, operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note, any facility rental, equipment or third party rental and/or vendor will need to be procured and rented by the event organizer. Event organizers may apply for reimbursement for such 16.F.6.b Packet Pg. 2707 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 3 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay any rental or vendor directly on behalf of the event organizer. The only exception to this is if the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County Police Department, Collier County EMS, Collier County Parks and Recreation etc.). 3.Sanctioning and/or bid fees directly related to the event. Non-Allowable Expenses 1.Food, Beverages, Refreshments. 2.Administrative or general expenses. (i.e. office supplies, copies etc.) 3.Building projects or permanent equipment expenses. 4.Fundraising cost and/or functions. 5.Prize money or purses. 6.Expenses and debts not related to event. Review Process 1.Applications will be reviewed to evaluate the impact of the event in Collier County. 2.All proposed funding must be approved by the Collier County Tourism Development Council and the Collier County Board of Commissioners. Funding will not be reimbursed unless all elements of the Event Application are strictly adhered to. Event Summary How many years has this event been held? _____________________________________________________________________________________ What previous locations have hosted this event? _____________________________________________________________________________________ How many participants does this event host historically? _____________________________________________________________________________________ How many spectators does this event host historically? _____________________________________________________________________________________ 16.F.6.b Packet Pg. 2708 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 4 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please, provide a breakdown of participants, spectators, staff, and media. Out- of- Area Youth Participants __________________ Local Youth Participants _______________ Out-of-Area Adult Participants __________________ Local Adult Participants _______________ Out-of-Area Youth Spectators __________________ Local Youth Spectators _______________ Out-of-Area Adult Spectators __________________ Local Adult Spectators _______________ Out-of-Area Staff __________________ Local Staff _______________ Out-of-Area Media __________________ Local Media _______________ Number of projected room nights for this event? *Please, provide a single number NOT a range. ____________________________________________________________________________________ How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP, third-party agency? Please, explain in detail and list any hotels with the negotiated rate for the event. ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Marketing Plan Please, describe in detail the marketing outlets that will be used to promote this event to participants, visitors, and entities outside of Collier County. Please note, media kits must be submitted no later than 90 days prior to the first day of the event with the application. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ 16.F.6.b Packet Pg. 2709 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 5 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please refer to the allowable and non-allowable expenses on page 2 of this document to indicate the intended use of Tourist Development Tax (TDT) Funds below. Please, provide (1) item per line. If an item is not outlined below, it will not be considered for funding reimbursement. Expense Amount ___________________________________________ ___________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ Total Amount Requested: _________________________________ Compliance I hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the Policies and Procedures outlined in the Collier County Sports Tourism Event Funding Application. I will abide by all legal, financial, and reporting requirements as a condition of receiving funds from Collier County. Name: _______________________________________________________________________________ Title: ________________________________________________________________________________ Organization: _________________________________________________________________________ Signature: ____________________________________________________________________________ Date: ________________________________________________________________________________ 16.F.6.b Packet Pg. 2710 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 6 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event & Athletic Tournament Application *Application must be received via email 90 days prior to the first day of the event. Organization Name: ________________________________________________________________ Organization Address: ______________________________________________________________ City: ____________________________State: _______________________ Zip: _________________ Organization Phone: ________________________________________________________________ Organization Website: ______________________________________________________________ Organization Email: _________________________________________________________________ Non-Profit Tax ID No.: _______________________________________________________________ Federal Tax ID No.: _________________________________________________________________ Event Director Full Name: ____________________________________________________________ *Event Director will be the first point of contact in the event of any issues during the event (i.e. medical, safety, altercations etc.). Collier County Parks and Recreation site-lead representative will consult on appropriate facility protocols, but it is the responsibility of the Event Director to regulate the situation. Once the situation has been mediated, the Collier County Parks and Recreation site-lead representative will discuss the appropriate recourse with the Event Director. (Altercations or violations may result in ejecting teams and/or individuals from facility etc.) The below contact information will be used to contact the Event Director during the event. Event Director Email: _______________________________________________________________ Event Director Cell Phone: ___________________________________________________________ Event Director Home/Business Address: ________________________________________________ City: _________________________State: _________________________ Zip: _________________ Event Name: ______________________________________________________________________ Sport(s):__________________________________________________________________________ Dates requested for event: __________________________________________________________ 16.F.6.b Packet Pg. 2711 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 7 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Will this event be charging for parking? ____________________If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the parking revenue. Will this event be charging admission? ___________________ If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the admission revenue. Will there be a different cost for youth? ___________________ If yes, how much? _____________ Is there an age limit for youth to be eligible for free admission? _____ If yes, what age? ________ Will you require food concessions? _____________ *If yes, please ensure an accurate event schedule is provided to Collier County Parks and Recreation upon request to ensure ample preparation time. *Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise any parking and/or admission transactions and regulation of said activities. Collier County staff is NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or any other revenue source or vendor associated with the event. Collier County Staff is also NOT responsible for any lost or stolen items or monies associated with the event. ________ (Please, initial to verify your compliance) Will you require the use of stage? ______________ If yes, provide detail: _____________________ __________________________________________________________________________________ Will you require bleachers? ___________________ If yes, provide detail: _____________________ __________________________________________________________________________________ *Please note, an additional cost may be associated with the rental of the stage and/or bleachers. Will this event be sanctioned? If yes, by which organization? _________________________________________________________________________________ Will you require load-in dates in addition to the above requested dates? Please, circle one below. (Please note, load-in days may require additional facility rental fees.) Yes Please list schedule of load-in and tear down (Date, Start, & End Time) and details on what will be loaded-in/torn down: ___________________________________ __________________________________________________________________ No No load-in days are needed. 16.F.6.b Packet Pg. 2712 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 8 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Vendors 1.Vendors are required to supply their own power. 2.Vendors are required to be fully set-up at least (1) hour prior to competition. 3.No outside food and/or beverage vendors are allowed at North Collier Regional Park as there is an exclusive concessionaire on-site. 4.All vendors must provide a current business license and proof of insurance of at least $1,000,000 in coverage. Will you be securing any vendors at this event? Please, circle one below. YES Please list the name of the vendor(s), dates, times, and dimensions of set-up. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ NO Vendors will NOT be on-site for the event. *Please note, a fee may be required for vendors to utilize venue space during the event. Facility(ies) Requesting: (Include number of fields and type. Example – North Collier Regional Park – (1) multi-purpose field) (1) _______________________________________________________________________________ (2) _______________________________________________________________________________ (3) _______________________________________________________________________________ (4)_______________________________________________________________________________ (5) _______________________________________________________________________________ Please, list any other logistical needs (i.e. number of tables, chairs, stage etc.). Please note, a cost may be associated with these requests at the expense of the event organizer, unless agreed upon in writing and excused as an expense by the CVB. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Estimated # of Athletes: ________________________________________________________________ 16.F.6.b Packet Pg. 2713 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 9 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Estimated # of Spectators: ______________________________________________________________ Estimated # of Teams: __________________________________________________________________ *Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to supply port-o-lets at their expense for events in excess of 200 teams. If using multiple facilities, please provide the information below. *Site Directors must be at least 21 years of age and remain on premises for the duration of the event. Site Director Full Name (1): ____________________________________________________________ Site Director Cell Phone (1):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (2): ____________________________________________________________ Site Director Cell Phone (2):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (3): ____________________________________________________________ Site Director Cell Phone (3):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (4): ____________________________________________________________ Site Director Cell Phone (4):____________________________________________________________ Site Location: ____________________________________________________________ Insurance Policy Please provide the appropriate Certificate of Insurance per the guidelines below. Documentation of coverage must be supplied to Collier County Parks and Recreation Staff (15) business days prior to event. Reservation will not be honored without appropriate insurance on file. Please refer to the below for additionally insurance and coverage requirements. Collier County Board of County Commissioners 3299 East Tamiami Trail, Suite 303 Naples, FL. 34112-5746 o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional insured for the entirety of the event including the following language: o General liability requirements as follows: Provide Collier County with proof of a comprehensive General Liability Policy. Limits: $1,000,000.00 Bodily Injury and property damage. $1,000,000.00 Auto, bodily injury, property damage, workers comp, employers liability (minimum $100,000) 16.F.6.b Packet Pg. 2714 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 10 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only o Agree that Collier County assumes no liability for the recruitment, selection, background screening of non-county special event management, staff, volunteers, coaches, youth leaders, and others. ________ (Please, initial to verify your compliance with the above Insurance Policy) Facility Rental Deposit Policy A deposit of 15% of the total rental fees and charges associated with the event must be paid to Collier County Parks and Recreation no later than 90 business days prior or at the time of scheduling, whichever is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County Parks and Recreation will issue a full refund to the entity that paid the deposit, provided the facilities utilized for the event are returned in the same condition as prior to the event. Should any damages or monetary obligations be incurred by the facility (i.e. excessive damage, vandalism etc.), the 15% deposit shall be retained by Collier County Parks and Recreation. ________ (Please, initial to verify your compliance with the Facility Rental Deposit Policy) Event Cancellation Policy Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a full refund will be issued to the entity that paid the deposit. In the event the reservation is cancelled less than 90 days prior to the first requested date of reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will be issued to the entity that paid the deposit. If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 15% deposit will be refunded by Collier County Parks and Recreation. In regards to inclement weather, if competition begins on any day, rental fees and event expenses are to be paid in full for said day. If the rented areas are deemed unplayable by Parks and Recreation Lead Supervisor and/or weather does not allow for the event to begin, rental fees and expenses associated with the date of cancellation will be waived. Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event Organizer. Deposit will be refunded in full. No other refunds will be made. ________ (Please, initial to verify your compliance with the Event Cancellation Policy) Facility Parking Policy Please note, all cars parking on Collier County Park property must park within the designated parking spot areas. This DOES NOT include any grass area, berm, median, or area not conducive with the safety of park users. In addition, destruction of landscaping and/or signs prohibiting parking in certain areas is strictly prohibited. Failure to comply with the above policy and/or failing to comply with the proper parking guidelines as set forth by Collier County Parks and Recreation may result in parking viola tions being issued to the party in violation and/or towing of vehicles. Please, communicate this policy to individuals associated with the event (i.e. teams, coaches, spectators, vendors etc.) prior to the first event day via email. 16.F.6.b Packet Pg. 2715 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 11 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Facility Parking Policy) Post-Event Material Deadline Policy Post-event forms and proof of room nights in Collier County must be submitted within (10) calendar days from the last day of the event. Failure to submit the proper documentation provided by Collier County, may result in forfeiture of County approved funding reimbursement and/or future event dates. ________ (Please, initial to verify your compliance with the Post-Event Material Deadline Policy) Evaluation of Event for Future Dates Policy Upon submission of the post-event and room night materials, Collier County will evaluate the impact of the event in Collier County based on the deliverables outlined by the event organizer in the funding application. Collier County will determine based on said evaluation, the extent of which Collier County will be involved with the event in future years, in terms of event dates and funding. If an event fails to meet the assured impact to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. In addition, if there are any activities, violations, or infractions (i.e. altercations, law enforcement/security detail required, violation of park regulations, county laws, etc.) that are deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. ________ (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy) Future Date Request Policy Upon submission of post-event materials, event organizers may request dates for future events. The ability of the event to deliver the proposed room nights and impact in Collier County provided in the funding application, will be factored in to the potential for future event funding and date request. Collier County staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Future Date Request Policy) Venue Rental Request & Approval Policy Venue rental request and/or approved venue request, are subject to being relocated to another County facility or cancelled in the event of maintenance, safety issues, scheduling, facility capacity, non- compliance with Collier County guidelines, rules, and laws. This also includes any Acts of God (i.e. hurricane). Any of the above adversities will be communicated to the renter by Collier County staff. ________ (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy) 16.F.6.b Packet Pg. 2716 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 12 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Resident Policy In the event a Collier County funded event does not fulfill the impact assured to the County in the event application, the event is subject to cancellation of future requested and/or approved dates. If the event organizer is still interested in hosting an event over the same or different date patterns without Collier County funding, the event organizer must be a Collier County resident and show proof of Collier County residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Collier County Resident Policy) Hotel & Room Night Guidelines Policy Event organizers are required to provide actual room night pick-up reports from hotels, which housed event patrons in Collier County to Collier County staff within (10) calendar days of the last day of the event. These reports must come from hotel representatives and be featured on official hotel documentation (Written emails, excel sheets etc., will not be accepted as valid proof of room nights). In the event a third-party booking agency is used; the same procedure as above applies. Third-party booking agencies must also verify in writing, the accuracy of the reports. Room nights that are not accounted for on pick-up reports as outlined above, will not be considered for inclusion into the room night total for the event. ________ (Please, initial to verify your compliance with the Hotel & Room Night Guidelines Policy) Rental Fees & Payment Policy All fees and expenses related with the event are the responsibility of the event organizer to pay. In addition, any field, equipment, and/or facility usage in excess of the approved number of fields, venues, and/or equipment is subject to additional charges at the expense of the event organizer. In the event, it is determined that the event will require more event fields/space after funding has been submitted for the event, the additional cost will be the responsibility of the event organizer to remit. Payment of all rental fees and expenses associated with the event are to be paid within 30 calendar days after the last day of the event. This does not include any expense that is agreed upon in writing as an excused expense with the CVB. ________ (Please, initial to verify your compliance with the Rental Fees Policy) Weather Policy Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by Collier County Risk Management. 16.F.6.b Packet Pg. 2717 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 13 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Weather Policy) Event Approval Policy I understand that submitting an application is NOT a guarantee of availability or approval. Approval will be indicated once all signatures below are completed and the County confirms compliance with requirements. However, Collier County reserves the right to deny or cancel rental request if the required documentation is not provided and/or if guidelines are not followed as requested by Collier County. This also includes those guidelines set forth in the above application and the Collier County Parks and Recreation Rules & Regulations form. ________ (Please, initial to verify your compliance with Event Approval Policy) INDEMNIFICATION To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the EVENT SPONSOR or anyone employed or utilized by the EVENT SPONSOR in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in section 768.28, Florida Statutes. ________ (Please, initial to verify your compliance with required Indemnification language) 16.F.6.b Packet Pg. 2718 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 14 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event Director Collier County/CVB Representative Printed Name: ______________________________ Printed Name: __________________________ Title :______________________________________ Title: _________________________________ Signature: __________________________________ Signature: _____________________________ Date: ______________________________________ Date: ________________________________ Parks & Recreation Representative Printed Name: _______________________________ Title: ______________________________________ Signature: __________________________________ Date: ______________________________________ Collier County Use Only Rental Fees and Charges Approved facility: ______________________________________________________________ Number of fields approved: ______________________________________________________ Field type: _____________________________________________________________________ Venue Rental Cost (including load-in dates): ____________________________________________ Additional Rental Cost (i.e. stage, tables, etc.): __________________________________________ ______________________________________________________________________________________ Total Cost: _________________________________________________________________________ Expenses to be paid by CVB: ___________________________________________________ Expenses to be paid by Event Organization: ______________________________________ Applications must be sent electronically to be eligible for review. Please send application via email to: Nicole King Naples, Marco Island, Everglades Convention and Visitors Bureau 239-252-4267 Nicole.King@colliercountyfl.gov 16.F.6.b Packet Pg. 2719 Attachment: naples kick off Sept application request 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 1 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Sports Tourism Event Funding Application Policies and Procedures Funding Eligibility Sports Tourism events should promote future overnight visitors to the designation or have a history of attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days throughout the duration of the event. Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which states: “To promote and advertise tourism in this state and nationally, and internationally, however, if tax revenues area expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists.” The following criteria are required for funding support: Funding Eligibility 1.Applications must be received 90 days prior to the first day of the event fully completed. 2.All applications must be submitted online via email. 3.Event must be more than (1) day in duration. 4.Event must generate (250) or more room nights within Collier County. 5.Events with national television exposure will be considered for funding reimbursement. 6.Event must have a history of attracting significant out-of-county visitors and/or the potential to attract out-of-county visitors. Collier County reserves the right to request proof of room nights, host, and/or hotel references from previous events. 7.Must comply with all Collier County guidelines, rules, protocols, and laws always. Pre-Event Requirements 1.Applicant must provide proof of insurance coverage as required by Collier County. 2.Must promote Collier County hotels and lodging as the primary event accommodations. 3.Collier County hotel or other Collier County paid lodging accommodations must be advertised prior to the event, on the event website and/or via email blast to participants. 16.F.6.d Packet Pg. 2720 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 2 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only 4.Must provide a list of marketing and/or promotional medium for the event. This includes advertising via promotions, public relations, press conferences, digital media, social media, newspaper, on-air, television, magazine, and websites etc., that will attract overnight visitors and spectators to Collier County. 5.Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website (sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to the event. Please note, only marketing that is promoted to outlets outside of Collier County is eligible for application and reimbursement of funds. Post-Event Requirements 1.Events that exceed the estimated room nights will receive the maximum amount of funding Collier County previously approved. The high production of room nights will be considered during the funding application process for the following year. 2.All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event organizer is responsible for all expenses associated with the event, and must provide an invoice from all entities that charged the event organizer for said expenses. Event organizers are subject to audit prior to payment. 3.Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of production, proof of advertisement etc.) must be accompanied by an invoice from the entity charging the event organizer for each expense, proof of room night pick-up reports, and an invoice to the CVB for the amount the event qualified for via room night production. Only the items approved by the Collier County Board of Commissioners on the event application are eligible to be reimbursed. 4.Room night pick-up must be tracked and reported with the submission of a post-event report to Collier County within (10) calendar days after the last day of the event to remain eligible for funding reimbursement. 5.The event must achieve at least 80% of the applicant’s estimated room nights within Collier County, to receive the full amount of the proposed funding reimbursement. If the room nights generated from the event within Collier County are less than 80% of the amount proposed in the funding application, funding will be prorated per each room night picked-up within Collier County hotels. Allowable Expenses 1.Promotional, marketing, and advertising expenses in target markets outside of Collier County. 2.Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown, operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note, any facility rental, equipment or third party rental and/or vendor will need to be procured and rented by the event organizer. Event organizers may apply for reimbursement for such 16.F.6.d Packet Pg. 2721 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 3 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay any rental or vendor directly on behalf of the event organizer. The only exception to this is if the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County Police Department, Collier County EMS, Collier County Parks and Recreation etc.). 3.Sanctioning and/or bid fees directly related to the event. Non-Allowable Expenses 1.Food, Beverages, Refreshments. 2.Administrative or general expenses. (i.e. office supplies, copies etc.) 3.Building projects or permanent equipment expenses. 4.Fundraising cost and/or functions. 5.Prize money or purses. 6.Expenses and debts not related to event. Review Process 1.Applications will be reviewed to evaluate the impact of the event in Collier County. 2.All proposed funding must be approved by the Collier County Tourism Development Council and the Collier County Board of Commissioners. Funding will not be reimbursed unless all elements of the Event Application are strictly adhered to. Event Summary How many years has this event been held? _____________________________________________________________________________________ What previous locations have hosted this event? _____________________________________________________________________________________ How many participants does this event host historically? _____________________________________________________________________________________ How many spectators does this event host historically? _____________________________________________________________________________________ 2 years na 1500 3000 16.F.6.d Packet Pg. 2722 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 4 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please, provide a breakdown of participants, spectators, staff, and media. Out- of- Area Youth Participants __________________ Local Youth Participants _______________ Out-of-Area Adult Participants __________________ Local Adult Participants _______________ Out-of-Area Youth Spectators __________________ Local Youth Spectators _______________ Out-of-Area Adult Spectators __________________ Local Adult Spectators _______________ Out-of-Area Staff __________________ Local Staff _______________ Out-of-Area Media __________________ Local Media _______________ Number of projected room nights for this event? *Please, provide a single number NOT a range. ____________________________________________________________________________________ How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP, third-party agency? Please, explain in detail and list any hotels with the negotiated rate for the event. ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Marketing Plan Please, describe in detail the marketing outlets that will be used to promote this event to participants, visitors, and entities outside of Collier County. Please note, media kits must be submitted no later than 90 days prior to the first day of the event with the application. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ 1000 500 50 25 75 50 25 na 75 15 na 750 HBC Email, Twitter Facebook 16.F.6.d Packet Pg. 2723 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 5 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Please refer to the allowable and non-allowable expenses on page 2 of this document to indicate the intended use of Tourist Development Tax (TDT) Funds below. Please, provide (1) item per line. If an item is not outlined below, it will not be considered for funding reimbursement. Expense Amount ___________________________________________ ___________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ __________________________________ ___________________________________________ ___________________________________ ___________________________________________ __________________________________ Total Amount Requested: _________________________________ Compliance I hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the Policies and Procedures outlined in the Collier County Sports Tourism Event Funding Application. I will abide by all legal, financial, and reporting requirements as a condition of receiving funds from Collier County. Name: _______________________________________________________________________________ Title: ________________________________________________________________________________ Organization: _________________________________________________________________________ Signature: ____________________________________________________________________________ Date: ________________________________________________________________________________ Field Rental Staff/awards 3200 6800 10000 Jeff Pinteralli President Soccer Skills Fl Inc Jeff Pinteralli 4/02/2020 16.F.6.d Packet Pg. 2724 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 6 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event & Athletic Tournament Application *Application must be received via email 90 days prior to the first day of the event. Organization Name: ________________________________________________________________ Organization Address: ______________________________________________________________ City: ____________________________State: _______________________ Zip: _________________ Organization Phone: ________________________________________________________________ Organization Website: ______________________________________________________________ Organization Email: _________________________________________________________________ Non-Profit Tax ID No.: _______________________________________________________________ Federal Tax ID No.: _________________________________________________________________ Event Director Full Name: ____________________________________________________________ *Event Director will be the first point of contact in the event of any issues during the event (i.e. medical, safety, altercations etc.). Collier County Parks and Recreation site-lead representative will consult on appropriate facility protocols, but it is the responsibility of the Event Director to regulate the situation. Once the situation has been mediated, the Collier County Parks and Recreation site-lead representative will discuss the appropriate recourse with the Event Director. (Altercations or violations may result in ejecting teams and/or individuals from facility etc.) The below contact information will be used to contact the Event Director during the event. Event Director Email: _______________________________________________________________ Event Director Cell Phone: ___________________________________________________________ Event Director Home/Business Address: ________________________________________________ City: _________________________State: _________________________ Zip: _________________ Event Name: ______________________________________________________________________ Sport(s):__________________________________________________________________________ Dates requested for event: __________________________________________________________ Soccer Skills Fl inc 12653 Torbay Dr Boca Raton Fl 33428 7272518459 www,soccerskillsunlimited.com soccerskillsunlimited@gmail.com 84-4266553 Jeff Pinteralli soccerskillsunlimited@gmail.com 7272518459 12653 Torbay Dr Boca Raton Fl 33248 The international Qualifier Soccer October 24-25 2020 16.F.6.d Packet Pg. 2725 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 7 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Will this event be charging for parking? ____________________If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the parking revenue. Will this event be charging admission? ___________________ If yes, how much? _____________ *Collier County Parks and Recreation requires retention of 10% of the admission revenue. Will there be a different cost for youth? ___________________ If yes, how much? _____________ Is there an age limit for youth to be eligible for free admission? _____ If yes, what age? ________ Will you require food concessions? _____________ *If yes, please ensure an accurate event schedule is provided to Collier County Parks and Recreation upon request to ensure ample preparation time. *Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise any parking and/or admission transactions and regulation of said activities. Collier County staff is NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or any other revenue source or vendor associated with the event. Collier County Staff is also NOT responsible for any lost or stolen items or monies associated with the event. ________ (Please, initial to verify your compliance) Will you require the use of stage? ______________ If yes, provide detail: _____________________ __________________________________________________________________________________ Will you require bleachers? ___________________ If yes, provide detail: _____________________ __________________________________________________________________________________ *Please note, an additional cost may be associated with the rental of the stage and/or bleachers. Will this event be sanctioned? If yes, by which organization? _________________________________________________________________________________ Will you require load-in dates in addition to the above requested dates? Please, circle one below. (Please note, load-in days may require additional facility rental fees.) Yes Please list schedule of load-in and tear down (Date, Start, & End Time) and details on what will be loaded-in/torn down: ___________________________________ __________________________________________________________________ No No load-in days are needed. No No No No yes Yes No Yes, FYSA No 16.F.6.d Packet Pg. 2726 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 8 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Vendors 1.Vendors are required to supply their own power. 2.Vendors are required to be fully set-up at least (1) hour prior to competition. 3.No outside food and/or beverage vendors are allowed at North Collier Regional Park as there is an exclusive concessionaire on-site. 4.All vendors must provide a current business license and proof of insurance of at least $1,000,000 in coverage. Will you be securing any vendors at this event? Please, circle one below. YES Please list the name of the vendor(s), dates, times, and dimensions of set-up. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ NO Vendors will NOT be on-site for the event. *Please note, a fee may be required for vendors to utilize venue space during the event. Facility(ies) Requesting: (Include number of fields and type. Example – North Collier Regional Park – (1) multi-purpose field) (1) _______________________________________________________________________________ (2) _______________________________________________________________________________ (3) _______________________________________________________________________________ (4)_______________________________________________________________________________ (5) _______________________________________________________________________________ Please, list any other logistical needs (i.e. number of tables, chairs, stage etc.). Please note, a cost may be associated with these requests at the expense of the event organizer, unless agreed upon in writing and excused as an expense by the CVB. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Estimated # of Athletes: ________________________________________________________________ No Fields- 1-8 1500 16.F.6.d Packet Pg. 2727 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 9 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Estimated # of Spectators: ______________________________________________________________ Estimated # of Teams: __________________________________________________________________ *Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to supply port-o-lets at their expense for events in excess of 200 teams. If using multiple facilities, please provide the information below. *Site Directors must be at least 21 years of age and remain on premises for the duration of the event. Site Director Full Name (1): ____________________________________________________________ Site Director Cell Phone (1):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (2): ____________________________________________________________ Site Director Cell Phone (2):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (3): ____________________________________________________________ Site Director Cell Phone (3):____________________________________________________________ Site Location: _____________________________________________________________ Site Director Full Name (4): ____________________________________________________________ Site Director Cell Phone (4):____________________________________________________________ Site Location: ____________________________________________________________ Insurance Policy Please provide the appropriate Certificate of Insurance per the guidelines below. Documentation of coverage must be supplied to Collier County Parks and Recreation Staff (15) business days prior to event. Reservation will not be honored without appropriate insurance on file. Please refer to the below for additionally insurance and coverage requirements. Collier County Board of County Commissioners 3299 East Tamiami Trail, Suite 303 Naples, FL. 34112-5746 o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional insured for the entirety of the event including the following language: o General liability requirements as follows: Provide Collier County with proof of a comprehensive General Liability Policy. Limits: $1,000,000.00 Bodily Injury and property damage. $1,000,000.00 Auto, bodily injury, property damage, workers comp, employers liability (minimum $100,000) 3000 100 Jeff Pinteralli 7272518459 NCRP 16.F.6.d Packet Pg. 2728 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 10 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only o Agree that Collier County assumes no liability for the recruitment, selection, background screening of non-county special event management, staff, volunteers, coaches, youth leaders, and others. ________ (Please, initial to verify your compliance with the above Insurance Policy) Facility Rental Deposit Policy A deposit of 15% of the total rental fees and charges associated with the event must be paid to Collier County Parks and Recreation no later than 90 business days prior or at the time of scheduling, whichever is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County Parks and Recreation will issue a full refund to the entity that paid the deposit, provided the facilities utilized for the event are returned in the same condition as prior to the event. Should any damages or monetary obligations be incurred by the facility (i.e. excessive damage, vandalism etc.), the 15% deposit shall be retained by Collier County Parks and Recreation. ________ (Please, initial to verify your compliance with the Facility Rental Deposit Policy) Event Cancellation Policy Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a full refund will be issued to the entity that paid the deposit. In the event the reservation is cancelled less than 90 days prior to the first requested date of reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will be issued to the entity that paid the deposit. If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 15% deposit will be refunded by Collier County Parks and Recreation. In regards to inclement weather, if competition begins on any day, rental fees and event expenses are to be paid in full for said day. If the rented areas are deemed unplayable by Parks and Recreation Lead Supervisor and/or weather does not allow for the event to begin, rental fees and expenses associated with the date of cancellation will be waived. Collier County reserves the right to terminate this Event for any reason with 30 days notice to the Event Organizer. Deposit will be refunded in full. No other refunds will be made. ________ (Please, initial to verify your compliance with the Event Cancellation Policy) Facility Parking Policy Please note, all cars parking on Collier County Park property must park within the designated parking spot areas. This DOES NOT include any grass area, berm, median, or area not conducive with the safety of park users. In addition, destruction of landscaping and/or signs prohibiting parking in certain areas is strictly prohibited. Failure to comply with the above policy and/or failing to comply with the proper parking guidelines as set forth by Collier County Parks and Recreation may result in parking viola tions being issued to the party in violation and/or towing of vehicles. Please, communicate this policy to individuals associated with the event (i.e. teams, coaches, spectators, vendors etc.) prior to the first event day via email. JP JP JP 16.F.6.d Packet Pg. 2729 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 11 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Facility Parking Policy) Post-Event Material Deadline Policy Post-event forms and proof of room nights in Collier County must be submitted within (10) calendar days from the last day of the event. Failure to submit the proper documentation provided by Collier County, may result in forfeiture of County approved funding reimbursement and/or future event dates. ________ (Please, initial to verify your compliance with the Post-Event Material Deadline Policy) Evaluation of Event for Future Dates Policy Upon submission of the post-event and room night materials, Collier County will evaluate the impact of the event in Collier County based on the deliverables outlined by the event organizer in the funding application. Collier County will determine based on said evaluation, the extent of which Collier County will be involved with the event in future years, in terms of event dates and funding. If an event fails to meet the assured impact to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. In addition, if there are any activities, violations, or infractions (i.e. altercations, law enforcement/security detail required, violation of park regulations, county laws, etc.) that are deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. ________ (Please, initial to verify your compliance with the Evaluation of Event for Future Dates Policy) Future Date Request Policy Upon submission of post-event materials, event organizers may request dates for future events. The ability of the event to deliver the proposed room nights and impact in Collier County provided in the funding application, will be factored in to the potential for future event funding and date request. Collier County staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Future Date Request Policy) Venue Rental Request & Approval Policy Venue rental request and/or approved venue request, are subject to being relocated to another County facility or cancelled in the event of maintenance, safety issues, scheduling, facility capacity, non- compliance with Collier County guidelines, rules, and laws. This also includes any Acts of God (i.e. hurricane). Any of the above adversities will be communicated to the renter by Collier County staff. ________ (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy) JP JP JP JP JP 16.F.6.d Packet Pg. 2730 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 12 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Collier County Resident Policy In the event a Collier County funded event does not fulfill the impact assured to the County in the event application, the event is subject to cancellation of future requested and/or approved dates. If the event organizer is still interested in hosting an event over the same or different date patterns without Collier County funding, the event organizer must be a Collier County resident and show proof of Collier County residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for rental of the desired dates and times. ________ (Please, initial to verify your compliance with the Collier County Resident Policy) Hotel & Room Night Guidelines Policy Event organizers are required to provide actual room night pick-up reports from hotels, which housed event patrons in Collier County to Collier County staff within (10) calendar days of the last day of the event. These reports must come from hotel representatives and be featured on official hotel documentation (Written emails, excel sheets etc., will not be accepted as valid proof of room nights). In the event a third-party booking agency is used; the same procedure as above applies. Third-party booking agencies must also verify in writing, the accuracy of the reports. Room nights that are not accounted for on pick-up reports as outlined above, will not be considered for inclusion into the room night total for the event. ________ (Please, initial to verify your compliance with the Hotel & Room Night Guidelines Policy) Rental Fees & Payment Policy All fees and expenses related with the event are the responsibility of the event organizer to pay. In addition, any field, equipment, and/or facility usage in excess of the approved number of fields, venues, and/or equipment is subject to additional charges at the expense of the event organizer. In the event, it is determined that the event will require more event fields/space after funding has been submitted for the event, the additional cost will be the responsibility of the event organizer to remit. Payment of all rental fees and expenses associated with the event are to be paid within 30 calendar days after the last day of the event. This does not include any expense that is agreed upon in writing as an excused expense with the CVB. ________ (Please, initial to verify your compliance with the Rental Fees Policy) Weather Policy Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by Collier County Risk Management. JP JP JP 16.F.6.d Packet Pg. 2731 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 13 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only ________ (Please, initial to verify your compliance with the Weather Policy) Event Approval Policy I understand that submitting an application is NOT a guarantee of availability or approval. Approval will be indicated once all signatures below are completed and the County confirms compliance with requirements. However, Collier County reserves the right to deny or cancel rental request if the required documentation is not provided and/or if guidelines are not followed as requested by Collier County. This also includes those guidelines set forth in the above application and the Collier County Parks and Recreation Rules & Regulations form. ________ (Please, initial to verify your compliance with Event Approval Policy) INDEMNIFICATION To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the EVENT SPONSOR or anyone employed or utilized by the EVENT SPONSOR in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in section 768.28, Florida Statutes. ________ (Please, initial to verify your compliance with required Indemnification language) JP JP JP 16.F.6.d Packet Pg. 2732 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) [17-TDC-00120/1350609/1] Page 14 of 14 Tracking Code___________ IGC ___________ Permit No._____________ County Use Only Event Director Collier County/CVB Representative Printed Name: ______________________________ Printed Name: __________________________ Title :______________________________________ Title: _________________________________ Signature: __________________________________ Signature: _____________________________ Date: ______________________________________ Date: ________________________________ Parks & Recreation Representative Printed Name: _______________________________ Title: ______________________________________ Signature: __________________________________ Date: ______________________________________ Collier County Use Only Rental Fees and Charges Approved facility: ______________________________________________________________ Number of fields approved: ______________________________________________________ Field type: _____________________________________________________________________ Venue Rental Cost (including load-in dates): ____________________________________________ Additional Rental Cost (i.e. stage, tables, etc.): __________________________________________ ______________________________________________________________________________________ Total Cost: _________________________________________________________________________ Expenses to be paid by CVB: ___________________________________________________ Expenses to be paid by Event Organization: ______________________________________ Applications must be sent electronically to be eligible for review. Please send application via email to: Nicole King Naples, Marco Island, Everglades Convention and Visitors Bureau 239-252-4267 Nicole.King@colliercountyfl.gov JEFF PINTERALLI PRESIDENT JEFF PINTERALLI 4/2/2020 16.F.6.d Packet Pg. 2733 Attachment: INTERNATIONAL APP. 2020 (12748 : Sept - Oct Sports Event Funding Requests) Tracking Code IGC Permit No. County Use Only Collier County Collier County Sports Tourism Event Funding Application Policies and Procedures Funding Eligibility Sports Tourism events -should promote future overnight visitors to the designation or have a history of attracting overnight visitors who utilize hotels and lodging in the hosting County over multiple days throughout the duration of the event. Funding for Sports Tourism events are required to comply with Section 125.0104, Fla. Stat., which states: "To promote and advertise tourism in this state and nationally, and internationally, however, if tax revenues area expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists." The following criteria are required for funding support: Funding Eligibility 1. Applications must be received 90 days prior to the first day of the event fully completed. 2. All applications must be submitted online via email. 3. Event must be more than (1) day in duration. 4. Event must generate (250) or more room nights within Collier County. S. Events with national television exposure will be considered for funding reimbursement. 6. Event must have a history of attracting significant out -of -county visitors and/or the potential to attract out -of -county visitors. Collier County reserves the right to request proof of room nights, host, and/or hotel references from previous events. 7. Must comply with all Collier County guidelines, rules, protocols, and laws always. Pre -Event Requirements 1. Applicant must provide proof of insurance coverage as required by Collier County. 2. Must promote Collier County hotels and lodging as the primary event accommodations. 3. Collier County hotel or other Collier County paid lodging accommodations must be advertised prior to the event, on the event website and/or via email blast to participants. [17-TDC-00120/1350609/1] Page 1 of 14 Tracking Cade 1GC Permit No. County Use only 4. Must provide a list of marketing and/or promotional medium for the event. This includes advertising via promotions, public relations, press conferences, digital media, social media, newspaper, on -air, television, magazine, and websites etc., that will attract overnight visitors and spectators to Collier County. S. Naples, Marco Island, Everglades Convention and Visitors Bureau logo and/or website (sportsinparadise.com) must be used in all marketing and/or promotional items as it relates to the event. Please note, only marketing that is promoted to outlets outside of Collier County is eligible for application and reimbursement of funds. Post -Event Requirements 1. Events that exceed the estimated room nights will receive the maximum amount of funding Collier County previously approved. The high production of room nights will be considered during the funding application process for the following year. 2. All expenses (i.e. facility rental) will be paid on a reimbursement basis. The event organizer is responsible for all expenses associated with the event, and must provide an invoice from all entities that charged the event organizer for said expenses. Event organizers are subject to audit prior to payment. 3. Proof of payment (i.e. wire transfer receipt, front and back of cleared check, proof of production, proof of advertisement etc.) must be accompanied by an invoice from the entity charging the event organizer for each expense, proof of room night pick-up reports, and an invoice to the CVB for the amount the event qualified for via room night production. Only the items approved by the Collier County Board of Commissioners on the event application are eligible to be reimbursed. 4. Room night pick-up must be tracked and reported with the submission of a post -event report to Collier County within (10) calendar days after the last day of the event to remain eligible for funding reimbursement. S. The event must achieve at least 80% of the applicant's estimated room nights within Collier County, to receive the full amount of the proposed funding reimbursement. If the room nights generated from the event within Collier County are less than 80% of the amount proposed in the funding application, funding will be prorated per each room night picked -up within Collier County hotels. Allowable Expenses 1. Promotional, marketing, and advertising expenses in target markets outside of Collier County. 2. Field rental fees, site rental fees, contracted labor to assist with event (i.e. set-up, breakdown, operational assistance), official/referee fees, equipment rental (i.e. golf carts). Please note, any facility rental, equipment or third party rental and/or vendor will need to be procured and rented by the event organizer. Event organizers may apply for reimbursement for such [17-TDC-00120/1350609/11 Page 2 of 14 Tracking Code IGC Permit No. County Use Only expenses. The Naples, Marco Island, Everglades Convention and Visitors Bureau will not pay any rental or vendor directly on behalf of the event organizer. The only exception to this is if the CVB agrees in writing to pay an internal Collier County entity directly (i.e. Collier County Police Department, Collier County EMS, Collier County Parks and Recreation etc.). 3. Sanctioning and/or bid fees directly related to the event. Non -Allowable Expenses 1. Food, Beverages, Refreshments. 2. Administrative or general expenses. (i.e. office supplies, copies etc.) 3. Building projects or permanent equipment expenses. 4. Fundraising cost and/or functions. S. Prize money or purses. 6. Expenses and debts not related to event. Review Process 1. Applications will be reviewed to evaluate the impact of the event in Collier County. 2. All proposed funding must be approved by the Collier County Tourism Development Council and the Collier County Board of Commissioners. Funding will not be reimbursed unless all elements of the Event Application are strictly adhered to. Event Summary How many years has this event been held? QS What previous locations have hosted this event? A-$ How many participants does this event host historically? How many spectators does this event host historically? [17-TDC-00120/1350609/1] Page 3 of 14 Tracking Code IGC Permit No. County Use Only Please, provide a breakdown of participants, spectators, staff, and media. Out- of- Area Youth Participants IU Out -of -Area Adult Participants Li © ® 6, 1 Out -of -Area Youth Spectators % y— — 'Si Out -of -Area Adult Spectators J.i (� Out -of -Area Staff I Out -of -Area Media Local Youth Participants 7 ` Local Adult Participants �) Local Youth Spectators % Ci 13 Local Adult Spectators "' 1 Local Staff 30 4 CD Local Media Number of projected room nights for this event? *Please, provide a single number NOT a range. How will you be securing Collier County hotel accommodations: host hotel, room blocks, general RFP, third -party agency? Please, explain in detail and list any hotels with the negotiated rate for the event. Marketing Plan Please, describe in detail the marketing outlets that will be used to promote this event to participants, visitors, and entities outside of Collier County. Please note, media kits must be submitted no later than 90 days prior to the first day of the event with the application. j LA,"�, i c� �yV�ei� �. J�c,`ica� i���ad:��c.', r'�L )'C: thS�G�,�ca'%1r _ q r p _ �} �37 Gt � `1 S s l'i� S i ii� G i% � c%� S � l s v�Jc� f Y14 7 [17-TDC-00120/1350609/11 Page 4 of 14 Tracking Code IGC Permit No. County Use Only Please refer to the allowable and non -allowable expenses on page 2 of this document to indicate the intended use of Tourist Development Tax (TDT) Funds below. Please, provide (1) item per line. If an item is not outlined below, it will not be considered for funding reimbursement. Expense Total Amount Requested: Compliance Amount fq'i✓ <j e ,.. 1 I hereby certify that the information contained in this application is true and correct to the best of my knowledge and that I have read the Policies and Procedures outlined in the Collier County Sports Tourism Event Funding Application. I will abide by all legal, financial, and reporting requirements as a condition of receiving funds from Collier County. Name: 61� A Al &K— V Title:. c 5.1 p►tire Organ Signal Date: [17-TDC-00120/1350609/1] Page 5 of 14 r ckin C de IGC _,�, ... _ .. Pe nk Na: Conty use trt Goy�x cony CD leer County tr 0 0 Flax Covwcti'Mscover Event & Athletic Tournament Application *Application must be received via email 90 days prior to the first day of the event. Organization Name: %! b f � CV4-\ __- If(0✓0t Organization Address: 1 1 i a A) 2; -( * City: n 4 e �' N -e State: , zip: 3 C Organization Phone: Organization Website: 0 f i 5 _ e,L� rt/1 Organization Email: Non -Profit Tax ID No.: Federal Tax ID No.: -2 G to f) %[" ( Srs Event Director Full Name: 6L ft I M-c ? �r l *Event Director will be the first point of contact in the event of any issues during the event (i.e. medical, safety, altercations etc.). Collier County Parks and Recreation site -lead representative will consult on appropriate facility protocols, but it is the responsibility of the Event Director to regulate the situation. Once the situation has been mediated, the Collier County Parks and Recreation site -lead representative will discuss the appropriate recourse with the Event Director. (Altercations or violations may result in ejecting teams and/or individuals from facility etc.) The below contact information will be used to contact the Event Director during the event. Event Director Email: �✓ °_ :1, �!r� �✓y1 % < Event Director Cell Phone: Event Director Home/Business Address: l / fli' vL� l 32 T e r n -, e City: Ic Vh s f ; ,NN6 State: Zip: 3 3 (24;Y Event Name: ,n`� 1 L 6 / i I ( C/�4 S, c Snort(sl: `✓ o z l I )7) r, 1 .Z) L_A C/ Dates requested for event: {,) C T'Z) � k- a C_ [17-TDC-00120/1350609/11 Page 6 of 14 Tracking Code IGC Permit No. County Use Only Will this event be charging for parking? ID If yes, how much? *Collier County Parks and Recreation requires retention of 10% of the parking revenue. Will this event be charging admission? r' If yes, how much? d *Collier County Parks and Recreation requires retention of 10% of the admission revenue. Will there be a different cost for youth? NJID If yes, how much? P � e- e is there an age limit for youth to be eligible for free admission? -'1?If yes, what age? Will you require food concessions? Y 'c 5 *If yes, please ensure an accurate event schedule is provided to Collier County Parks and Recreation upon request to ensure ample preparation time. *Please note, event organizers MUST provide their own staff to coordinate, operate, and supervise any parking and/or admission transactions and regulation of said activities. Collier County staff is NOT responsible for the storing of any monetary profits or tills gained from admission, parking, or any other revenue source or vendor associated with the event Collier County Staff is also NOT responsible for any lost or stolen items or monies associated with the event. Please, initial to verify your compliance) Will you require the use of stage? k) n If yes, provide detail: Will you require bleachers? If yes, provide detail: *Please note, an additional cost may be associated with the rental of the stage and/or bleachers. Will this event be sanctioned? `If�yes, by which organization? �1 SS 5 6 1�"'S_Ie' Will you require load -in dates in addition to the above requested dates? Please, circle one below. (Please note, load -in days may require additional facility rental fees.) Yes Please list schedule of load -in and tear down (Date, Start, & End Time) and details on what will be loaded-in/torn down; No No load -in days are needed. (17-TDC-00120%1350509%1] Page 7 of 14 Tracking Code IGC Permit No. County Use Only Vendors 1. Vendors are required to supply their own power. 2. Vendors are required to be fully set-up at least (1) hour prior to competition. I No outside food and/or beverage vendors are allowed at North Collier Regional Park as there is an exclusive concessionaire on -site. 4. All vendors must provide a current business license and proof of insurance of at least $1,OOO,000 in coverage. Will you be securing any vendors at this event? Please, circle one below. YES Please list the name of the vendor(s), dates, times, and dimensions of set-up. e Vendors will NOT be on site for the event. *Please note, a fee may be required for vendors to utilize venue space during the event. FacHity(ies) Requesting: (include number of fields and type. Example - North Collier Regional Park - (1) multi purpose field) (2) V e- t)Q tcnn,Z (4) (5) Please, list any other logistical needs (i.e. number of tables, chairs, stage etc.). Please note, a cost may be associated with these requests at the expense of the event organizer, unless agreed upon in writing and excused as an expense by the CVB. &)) V� e-- Estimated # of Athletes: !t D O [17-TDC-00120/1350609/1) Page 8 of 14 Tracking Code IGC Permit No. County Use Only Estimated # of Spectators: Estimated # of Teams: *Please note after 200 teams, multiple facilities must be used. Event organizers may also be asked to supply port-o-lets at their expense for events in excess of 200 teams. If using multiple facilities, please provide the information below. *Site Directors must be at least 21 years of age and remain on premises for the duration of the event. Site Director Full Name (1): C V� 41 fib— 3-4 l Site Director Cell Phone (1): CUI-Y / 9 .1,i& -% Site Location: t� Cv 1 I i e'r u Site Director Full Name (2); Site Director Cell Phone (2): '� j - Z ;;;'--1 Site Location: Site Director Full Name (3): 1, ii ii,_ci 1 tYl .c Site Director Cell Phone r1 t� p t « 7 Site Location: 9 Z� o� C C j It, -.` X7 I `<- Site Director Full Name (4): _ C�1 5 "\ "� (� t Site Director Cell Phone (4):___ Site Location: 0--& (-p- ;Ll Insurance Policy Please provide the appropriate Certificate of Insurance per the guidelines below. Documentation of coverage must be supplied to Collier County Parks and Recreation Staff (15) business days prior to event. Reservation will not be honored without appropriate insurance on file. Please refer to the below for additionally insurance and coverage requirements. Collier County Board of County Commissioners 3299 East Tamiami Trail, Suite 303 Naples FL 34112-5746 o Agree to provide certificate(s) of insurance 15 business days prior to event starting as additional insured for the entirety of the event including the following language: o General liability requirements as follows: Provide Collier County with proof of a comprehensive General Liability Policy. Limits: $1,000,000.00 Bodily Injury and property damage. $1,000,000.00 Auto, bodily injury, property damage, workers comp, employers liability (minimum $100,000) [17-TDC-00120/1350609/1] Page 9 of 14 Tracking Code !GC Permit No. County Use Only o Agree th Collier County assumes no liability for the recruitment, selection, background screening of non- nt special event management, staff, volunteers, coaches, youth leaders, and others. r (Please, initial to verify your compliance with the above Insurance Policy) Facility Rental Deposit Policy A deposit of 15% of the total rental fees and charges associated with the event must be paid to Collier County Parks and Recreation no later than 90 business days prior or at the time of scheduling, whichever is earlier, to the first day of reservation. Once the event takes place and is complete, Collier County Parks and Recreation will issue a full refund to the entity that paid the deposit, provided the facilities utilized for the event are returned in the same condition as prior to the event. Should any damages or monetary obligations be incurred by the facility (i.e. excessive damage, vandalism etc.), the 15% deposit shalhbe tained by Collier County Parks and Recreation. (Please, initial to verify your compliance with the Facility Rental Deposit Policy) Event Cancellation Policy Please note, if the event is cancelled 90 or more days prior to the first requested date of reservation, a ull re and will be issued to the entity that paid the deposit. In the event the reservation is cancelled less than 90 days prior to the first requested date of reservation, the 15% deposit will be retained by Collier County Parks and Recreation and no refund will be issued to the entity that paid the deposit. If the event is not able to be hosted due to Acts of God (i.e. hurricane), the 15% deposit will be refunded by Collier County Parks and Recreation. In regards to inclement weather, if competition begins on any day, rental fees and event expenses are to be paid in full for said day. If the rented areas are deemed unplayable by Parks and Recreation Lead Supervisor and/or weather does not allow for the event to begin, rental fees and expenses associated with the date of cancellation will be waived. Coll'er County reserves the right to terminate this Event for any reason with 30 days notice to the Event ni e . Deposit will be refunded in full. No other refunds will be made. (Please, initial to verify your compliance with the Event Cancellation Policy) Facility Parking Policy Please note, all cars parking on Collier County Park property must park within the designated parking spot areas. This DOES NOT include any grass area, berm, median, or area not conducive with the safety of park users. In addition, destruction of landscaping and/or signs prohibiting parking in certain areas is strictly prohibited. Failure to comply with the above policy and/or failing to comply with the proper parking guidelines as set forth by Collier County Parks and Recreation may result in parking violations being issued to the party in violation and/or towing of vehicles. Please, communicate this policy to individuals associated with the event (i.e. teams, coaches, spectators, vendors etc.) prior to the first event day via email. [17-TDC-00120/1350609/11 Page 10 of 14 Tracking Code IGC Permit No. County Use Only (Please, initial to verify your compliance with the Facility Parking Policy) Post -Event Material Deadline Policy Post -event forms and proof of room nights in Collier County must be submitted within (10) calendar days from the last day of the event. Failure to submit the proper documentation provided by Collier County, may result in forfeiture of County approved funding reimbursement and/or future event dates. C44(Please, initial to verify your compliance with the Post -Event Material Deadline Policy) Evaluation of Event for Future Dates Policv Upon submission of the post -event and room night materials, Collier County will evaluate the impact of the event in Collier County based on the deliverables outlined by the event organizer in the funding application. Collier County will determine based on said evaluation, the extent of which Collier County will be involved with the event in future years, in terms of event dates and funding. If an event fails to meet the assured impact to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. In addition, if there are any activities, violations, or infractions (i.e. altercations, law enforcement/security detail required, violation of park regulations, county laws, etc.) that are deemed unfavorable to Collier County, Collier County reserves the right to cancel future requested and/or approved dates. Please, initial to verify ( your compliance with the Evaluation of Event for Future Dates Policy) Future Date Request Policy Upon submission of post -event materials, event organizers may request dates for future events. The ability of the event to deliver the proposed room nights and impact in Collier County provided in the funding application, will be factored in to the potential for future event funding and date request. Collier County staff reserves the right to deny a request for rental of the desired dates and times. (Please, initial to verify your compliance with the Future Date Request Policy) Venue Rental Request & Approval Policv Venue rental request and/or approved venue request, are subject to being relocated to another County facility or cancelled in the event of maintenance, safety issues, scheduling, facility capacity, non- compliance with Collier County guidelines, rules, and laws. This also includes any Acts of God (i.e. hurricane). Any of the above adversities will be communicated to the renter by Collier County staff. (Please, initial to verify your compliance with the Venue Rental Request & Approval Policy) [17-TDC-00120/1350609/1) Page 11 of 14 Tracking Code IGC Permit No. County Use Only Collier County Resident Policy In the event a Collier County funded event does not fulfill the impact assured to the County in the event application, the event is subject to cancellation of future requested and/or approved dates. If the event organizer is still interested in hosting an event over the same or different date patterns without Collier County funding, the event organizer must be a Collier County resident and show proof of Collier County residency. CVB and/or Collier County Parks & Recreation staff reserves the right to deny a request for rental of the desired dates and times. Please, initial to verify your compliance with the Collier County Resident Policy) Hotel & Room Niaht Guidelines Policy Event organizers are required to provide actual room night pick-up reports from hotels, which housed event patrons in Collier County to Collier County staff within (10) calendar days of the last day of the event. These reports must come from hotel representatives and be featured on official hotel documentation (Written emalls, excel sheets etc., will not be accepted as valid proof of room nights). In the event a third -party booking agency is used; the same procedure as above applies. Third -party booking agencies must also verify in writing, the accuracy of the reports. Room nights that are not accounted for on pick-up reports as outlined above, will not be considered for inclusion into the room night total for the event. /1, (Please, initial to verify your compliance with the Hotel & Room Night Guidelines Policy) Rental Fees & Payment Policy All fees and expenses related with the event are the responsibility of the event organizer to pay. In addition, any field, equipment, and/or facility usage in excess of the approved number of fields, venues, and/or equipment is subject to additional charges at the expense of the event organizer. In the event, it is determined that the event will require more event fields/space after funding has been submitted for the event, the additional cost will be the responsibility of the event organizer to remit. Payment of all rental fees and expenses associated with the event are to be paid within 30 calendar days after the last day of the event. This does not include any expense that is agreed upon in writing as an,excused expense with the CVB. 0 (Please, initial to verify your compliance with the Rental Fees Policy) Weather Policy Inclement weather and/or field conditions will be assessed by the Collier County Parks & Recreation Event Supervisor and/or CVB Sports Representative in accordance with the protocol approved by Collier County Risk Management. [17-TDC-00120/1350609/1] Page 12 of 14 Tracking Code IGC Permit No. County Use Only (Please, initial to verify your compliance with the Weather Policy) Event Approval Policy I understand that submitting an application is NOT a guarantee of availability or approval. Approval will be indicated once all signatures below are completed and the County confirms compliance with requirements. However, Collier County reserves the right to deny or cancel rental request if the required documentation is not provided and/or if guidelines are not followed as requested by Collier County. This also includes those guidelines set forth in the above application and the Collier County Parks and Recreation Rules & Regulations form. (Please, initial to verify your compliance with Event Approval Policy) INDEMNIFICATION To the maximum extent permitted by Florida law, the EVENT SPONSOR shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the EVENT SPONSOR or anyone employed or utilized by the EVENT SPONSOR in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in section 768.28, Florida Statutes. c¢ in a mr °:.:€ _1€3 ;_ t S as i _a ?- i s i nder nif c t' n t [17-TDC-00120/1350509/1] Page 13 of 14 Tracking Code IGC Permit No. County Use Only Collier County Use Only Rental Fees and Charges Approved facility: Number of fields approved: Field type: Venue Rental Cost (including load -in dates): _ Additional Rental Cost (i.e. stage, tables, etc.): Total Cost: Expenses to be paid by CVB: Expenses to be paid by Event Organization: Event Director Collier County/CVB Representative Printed Name: &5P, ilk Printed Name: Title : 6 &A Title: Signature: Date: �o/ ' O �- Parks & Recreation Representative Printed Name: Title: Signature: Date: Signature: Date: Applications must be sent electronically to be eligible for review. Please send application via email to: Nicole King Naples, Marco Island, Everglades Convention and Visitors Bureau 239-252-4267 Nicole.King@col Iiercountyfl.gov [17-TDC-00120/1350609/11 Page 14 of 14