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Agenda 01/16/2007 W COllIER COUNTY BOARD OF COUNTY COMMISSIONERS TOURIST DEVELOPMENT COUNCIL JOINT WORKSHOP AGENDA JANUARY 16, 2007 9:00 AM- NOON I. CAll TO ORDER II. PLEDGE OF AllEGIANCE III. CHANGES/APPROVAL OF AGENDA IV. REVIEW OF 2006- Jack Wert a. Klages Research- Walter Klages b. Paradise Advertising- Cedar Hames c. Staff Reports V. PLAN REVIEW FOR 2007 a. Paradise Advertising- Cedar Hames VI. OLD BUSINESS VII. NEW BUSINESS a. Discussion of Poor Season Contingencv Plans and Snow Initiatives b. Mission & Vision Statements Review c. FDEP Beach Parking Issue d. TDC Grant Apolications for FY 07-08 VIII. AUDIENCE QUESTION &. ANSWER PERIOD IX. BCC/TDC DISCUSSION X. NEXT MEETING DATE/lOCATION 1:00 PM January 16, 2007, Regular TDC meeting, BCC Chambers XI. ADJOURNMENT January 16. 2007 Review of 2006 - IV@j 1 of 5 Naples Marco Island ~ --- - ~ ~==- Collier County Everglades Commission/Tourist Development Council Joint.Workshop Jan. 16,2007 January 16.2007 Review of 2006 - IV@) 2 of 55 Naples Marco Island Everglades HItGHutGH1'S O]P; 200:6 · Exceeded Revenue Projections · No Major (or Minor) Wind Events · Aggressive Sports Marketing Program · Completed Major Beach Renourishment · Awards, Awards, and More Awards · CVB Accreditation January 16. 2007 Review of 2006 - IV@j 3 of 5 Naples Marco Island ~ --- ~ ~=-- Everglades RESEARCH REPORT 2006 Klages Research .; ~v....a~ ~~~}1arco Island "~ ~~.t6!I~~:.s.~ T6ut...CReiearch www.KlaJlesGrouD.com IQ Evans - Klages, Inc. 2007 Occupancy 2006 Annual January Review of 2 www.KlaJlesGrouD.com IQ Evans - Klages, Inc. 2007 _I ~J~~~acl2 . , I . ..' u . ' ' . .... ;,.,. i ..' ,) / I .' .,' . .'. ,j.. I Average DalY Room ..8 2006 Annual . . I II.. I _. ... I.. - .. .'. - II _I. II I -.11 .. . . . ....11,11 · - II .--1 i-. . II ., ....... . ...' II · '. - .. . -...- I- 1-.....' lIP IIIP .. ... . .-JII. · . .. ._._ II '1l" ... "!M .. rill, I' .. -:.. III!II - -11I1. .. ..,.. ~., I.:.. -':':M. - -:.--- --. . I . . I .-... Ifill..........' ,) .. · _ -.. II .. ___ -- -.. - I ... ...... · J- ....... .......-- -... ...-.' .:~. III III 11II Ii mil III III www.KlallesGroUD.com IQ Evans - Klages, Inc. 2007 January Number of Visitors Re';~of2 2006 Estimates 2006 ~ % Quarter 1 4,87,3,6,5. -7.2 Quarter 2 343,044 + 1.6 Quarter 3 254,1'0;2 +4.7 Quarter 4 (p) 315,200 +1.5 Annual 1,3,9'9,.171 -1.1 www.KlaJlesGroUD.com IQ Evans - Klages, Inc. 2007 2005 2006 I f ~ January mpacts Of TOUrISmev;~of2 8 2006 Estimates Direct & Induced Q1 $418,641,315 $409,454,804 -2.2 Q2 Q3 Q4 (p) 291,476,403 137,415,6,52 216,099,196 315,895,452 +8.4 15,2,491,376 +11.0 230,162,451 +6.5 Annual $1,063,632,566 $1,108,004,083 www.KlaJlesGrouD.com IQ Evans - Klages, Inc. 2007 Visitors 2007 {al 1,429,800 ~%, 2007 Projections 2007 Forecast January Review of 2 +2.1 Economic Impact $1,195,536,4,00 +7.9 www.KlaJlesGrouD.com IQ Evans - Klages, Inc. 2007 ....- ..-.-,.'"" ... _r ~~ www.KlaJlesGrouD.com January 16. 2007 Review of 2006 - IV@j 11 of 5 Naples Marco Island ~ - ~ -- - -= ~.- Everglades ADVERTISING & PROMOTION REPORT PARADISE ADVERTISING Paradise ,.'vtv('rli"Hl~..~ .\IJlrkt'lln,l;.. ilK Paradise .'u}v( rtl"~n,: &. .'.l..lThf~n~, In~ Paradise Ad\ll'ni~l~ &. M.lrl;.('HnJo:-, In~ Paradise ,\d,,(ni.;m~ & ,\1..rhtmt-: . r~~~!~'l"m~ "" January 16. 2007 Review of 2006 - IV@) 18 of 5 Naples Marco Island ~ -....... - ~ ~------ - Everglades Beach & Inlet Management Gary McAlpin r January 16. 2007 Review of 2006 - IV@j 24 of 5 Naples Marco Island ~ -- ~~-- Everglades SALES & MARKETING REPORT Debi DeBenedetto January 16, 2007 Review of 2006 - IV@) 25 of 55 Naples Marco Island ~ -........ - ~ Everglades · Booked Business from CVB leads and promotions - Over $2 Million in estimated room revenue in group business booked - Promotions revenue estimated at over $57,000 - Food & Beverage revenue $1.3 Million 200() Sales Activiity Debi DeBenedetto~ eRA Tourism Sales & Marketing Manager January 16. 2007 Review of 2006 - IV@) 26 of 55 Naples Marco Island ~~ Everglades RESULTS COMPAlRllSON 2005 · RFP sent 94 · RFP'S Booked 23 · Room nights 3,395 · Revenue $502,460 2006 131 42 12,778 $2,044,480 January 16. 2007 Review of 2006 - IV@) 27 of 55 Naples Marco Island ~ -- ~'"- -~~ - - T'nde ShawlS Everglades · 22 Trade shows Attended · 90 days on the road travel for shows · Best Shows of 2006: - Florida Encounter - Successful Meetings - MPI World Education Congress - MPI South Education Congress - Florida Society of Association Executives January 16. 2007 Review of 2006 - IV@) 28 of 55 Naples Marco Island ~ ---.- ~ Everglades 2~ A~m.plishm.eo.t llltigllltli;;htSJ · Florida Encounter Hosted in Naples - 94 planners to destination IF AM/Showcase area · Orlando, Tampa, South Florida MPI Board Retreats - Hosted 35 planners · FSAE - Meeting booked for 2010 · Distribution of 125,000 VG 60,000 Passport to Paradise January 16. 2007 Review of 2006 - IV@) 29 of 55 Naples Marco Island ~~- ......-- --.r;;; ~-- Everglades 2001 Salles &. Marketing GooJls~ · Support CVB Mission and Vision Statements · Continue Building Relationships with PlannerslTravel Agents/Partners · Create Three New Successful promotions · Launch IDSS Data base Program · Prepare for International Marketing 2008 · Continue personal Education DMAI Certification · Increase destination awareness through trade shows & Personal Selling January 16, 2007 Review of 2006 - IV@j 30 of 5 Naples Marco Island ~ ~~ ~ ~--.-. - Everglades PUBLIC RELATIONS REPORT JoNe11 Modys Communications Highlights 2006 . Facilitated 80 JOURNALISTS RESEARCH VISITS compared to 75 in 2005 Supplied over 500 INFORMATION SUBMISSIONS to writers and editors January 16 2007 Review of 2006 - IV@) 31 of 55 Naples Marco Island ~ -- -- Everglades Leveraged assistance from VISIT FLORIDA to bring 3 important group FAM's in 2006 vs. 1 in 05 Increased MAJOR MEDIA MISSIONS New York, january 06 VISIT FLORIDA Reception Chicago, February 06 CVB Desk-side visits with press Chicago, February 06 VISIT FLORIDA Reception London, March 06 - TIA See America Marketplace Orlando, May 06, POW WOW Int'l Media Marketplace PR Trak Publicity Evaluation Tool . OVER 800 Media Placements Evaluated - double the amount from 05 Equivalent Ad Purchase Value: $40 million (due to several major market placements and increase in tracking) Publicity Value Factoring in Objective Coverage, photography, key messages, etc: . $122 million January 16, 2007 Review of 2006 - IV@) 32 of 55 Naples Marco Island ~ -- ~'-- --..~-- ~ Everglades CVB Earns Th.ree Majo,r ~ PR Awards from HSMAIt (vs., two, in 2(05) January 16. 2007 Review of 2006 - IV@) 33 of 55 Naples Marco Island ~~~ - ---- Everglades · Gold Adrian - Feature Article Placement for "Escapes: 36 Hours Naples" article in New York Times. · Bronze Adrian - Feature Story Placement for "Behold the Beauty of Naples" in Orlando Sentinel · Silver or Bronze Adrian - PR CD Media Kit Hospitality Sales &..Marketin8 Association International Commu.nications Q)utllook 2001 Obtain PR Agency Project Support Media relations assistance Major market press event January 16. 2007 Review of 2006 - IV@) 34 of 55 Naples Marco Island ~ -- -- Everglades Increase area group FAM's Spring - "What's New" theme for consumer writers Spring - Possible joint Ft. Lauderdale/Paradise Coast March - Everglades Eco & Paradise Coast Blueway May - SA TW Central States Post Conference Fam C.. "ommUDlcatlons Outlook 200.7 January 16 2007 Review of 2006 - IV@) 35 of 55 Naples Marco Island ~~- ~---~~ Everglades · Exceed current level of excellence for media relations response · Develop new organizational system to keep up with increased demand for service from media and area partners · Fit in more proactive initiatives for news dissemination January 16. 2007 Review of 2006 - IV@j 36 of 5 Naples Marco Island ~ ~- ~~ -......-- - - Everglades FILM COMMISSION REPORT Maggie McCarty January 16. 2007 Review of 2006 - IV 37 of 55 COLLIER COUN'fY FILM ()FFICE BCC/CVB WORKSHOP 1/16/07 HIGHUGHfS PAST FISCAL YEAR January 16,2007 Review of 2006 - IV@) 38 of 55 Naples Marco Island ~ ~----~ -- - Everglades · PRODUCTIONS INCREASED · AFCI MARKETING AWARD · WRITERS' FAM · LEGISLATIVE WORK (INCENTIVES) · FILM FLORIDA TRADE SHOW & DISASTER PREPAREDNESS COMMITTEES PRODUCTIONS WRAPPED ",. ,.. ....- -.--.. -.,..," .--".. --...... .-,-", ,- ...- - -...--.. '" " ',""""""'-"',' .....,.,.........."............,' ,-,.,,-,.,.. .,. ......._..,.............,........,..,-.,-......,.,..,........ '-," l"I"~'" ,.t" 'R," ,', .".~,.".j",'lE"(8d.I'.'.S' , ""w., "Ru\.'.".'.'.'..'[R. "[R.e..... '.n..'.' : .:...:.: ~'.:,>:. ;' ", :. ".:" ,'-' .'.:. ,;.:. ",-,-' '-',' ",'- ','" ",' .:..:. -' -:, ":', -'. Y"-' ::.'::. . " ,.' . '-," ." . -,.' . -," ., ... . ,-, ," ,--,'" ... ,.... , .,._" .. ,'...,.. ...,.,.: ..... .'/>\: ..;'...........\,\>,>/i... Including: 30 PRINT PROJECTS 24 TV COMMERCIALS 11 TV SEGMENTS/SERIES 16 DOC/EDUCATIONAL January 16.2007 Review of 2006 - IV@) 39 of 55 Naples Marco Island ~ -......- ~~~ Everglades January 16, 2007 Review of 2006 - IV@) 40 of 55 s Island E:verglades '" ECONOMIC IMPACT COMPARISON f;ItSCAL YEARS $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 2006 PRODUC'I'ION BY TYPE ..000~~ETt 10%lV January 16. 2007 Review of 2006 - IV@) . 41 of 55 Naples Marco Island ~ --.. - ~"-- .....~-- - ~ Everglades 29% PRINT January 16 2007 Review of 2006 - IV@) 42 of 55 GOAlS ANrD STRATEGIES Naples Marco Island FOR UPCOMINrG YEAR ~ ~~ Everglades · EXPAND MARKETING VENUES- SOUTH BY SOUTHWEST · CONVERSION TO REEL-SCOUT@ · CLIENT BASE INCREASE · AFCI MASTERS COURSE CERTIFICA TION · EXPANSION OF ALL CVB IMAGES · LAND A l\1.AJOR TV OR FILl\1. PROJECT January 16. 2007 ReVie, w, Of, 2006 -, IVta\ ' 430f55 ~ ~T 1 ~, "I also think the film industry is s~m~~1Ji~~d we need to be much more aggressi~ es -Governor Charlie Crist, Florida Trend, January 2007 January 16. 2007 ReView of 2006 - IV@) 44 of 5 Naples Marco Island ~ ~- ~---- ~---- - ~ Everglades SPORTS MARKETING Ralph Pryor January 16. 2007 Review of 2006 - IV@j 45 of 55 Naples Marco Island ~~= ~~ ~ 2006 Events Everglades · North Collier Regional Park Athletic Complex Grand Opening was conducted November 4, 2006 . Sports Marketing · Senior Softball USA Winter Nationals November 10-12 was the first major event for the park conducted at the Softball Complex. · This event generated limited economic impact for Collier County this year. However, it launched us onto the national softball scene as one of the finest facilities of its kind in the United States! Ralph Pryor SPORTS MARKET'INrG January 16. 2007 Review of 2006 - IV@j 46 of 55 Naples Marco Island ~~~~ ~ -- 2007 Event Forecast Everglades 33 Athletic Events Scheduled for North Collier Regional Park: · 26 Softball · 6 Soccer · 1 Flag Football Major Events Awarded to Collier County: · Florida Sports Foundation Adult Flag Football State Qualifier March 3 & 4. · Kohl's American Cup Youth Soccer February 14-16 Ralph Pryor . Sports Mvketi~ January 16. 2007 Review of 2006 - IV@j 47 of 55 Naples Marco Island .:::=- ~~ - -- · Naples Winter Challenge Youth Everglades January 20-21 · NSA Super NIT Adult Softball National Qualifier May 4-6 · ISA Girls Fast Pitch Softball Class "A" State Championship June 29-30 & July 1. (Partner with Lee County Sports Authority) · WSA Adult Men's & Co-Ed State Championship September 14-16 · Senior Softball USA Winter Nationals November 9-14. Ralph Pryor PROJmCTlID ECONrOMItC ItMPACT' .... 2001 January 16. 2007 Review of 2006 - IV@j 48 of 55 Naples Marco Island :;::;:;= ~~ Everglades · March- November Events - Flag Football - Soccer - Fast Pitch Softball - Youth, Adult & Senior Softball · $2,646,620 Economic Impact Ralph Pryor January 16. 2007 Review of 2006 - IV@j 49 of 5 Naples Marco Island ~~-~ - - Everglades FULFILLMENT & INQUIRY REPORT PHASE V Ginny DeMas 11412007 January 16 2007 Review of 2006 - IV 50 of 55 Collier County eve Requests by SOurce For J...-ry 01. 2005 to December 31, 2006 FriendlRelatl've Collier County cve Ofroce TV 1 Websrte 11412007 Collier County eVB ~quests by Source for Jono.wy 01, 2QOI1o _ 31. 20DI Mal'Jazjne Fnend/Relatlve COllier COunty CVB Office ~elr MM'kets by US 2006 . Florida New York Ohio . . . Pennsylvania Illinois . . Texas January 16. 2007 Review of 2006 - IV 51 of 55 Newspaper January 16, 2007 Review of 2006 - IV@) 52 of 55 Naples Marco Island ~ -- -~~ ~~-- ...",.,.,-.~ ~ Everglades 2005 Florida New York Texas Pennsylvania California New Jersey January 16. 2007 Review of 2006 - IV@) 53 of 55 Naples Marco Island ~~ Everglades feeder Markets by Country 2006 2005 . U.S. u.s. . Canada Canada . Germany England . England Germany mw January 16.2007 Review of 2006 - IV@) 54 of 55 Naples Marco Island Everglades Ji~W iOlm 151,;DD -+-Tolal Views m~ -a-Tolal Vlew~ l~uo U ni~ue V isilors l~~i U~I~ue Visi10rs mo -+- ! HI.:O'i 15~m II~W :0000 ,I I , I ( ~ 1 l ,/ r , ,i , , .' , I ~ l , .i , " ,. .7 .; )' , .' .' \' ~' l i .7 ~. /' / ( ! ( ~ \' . l ( ,I , {' , ,> 0' " l~ 0' \' ~ \ January 16 2007 Review of 2006 - IV@j 55 of 5 Naples Marco Island ~ --...... - ~ ~---- - - Everglades QUESTIONS Paradise ,\d'.....-ni..m!-:& .\brk(ml~. lm Paradise ;\.d'l,"('ni1m;;.:<< ,\!..lrl;('t,n~ ll1.... Paradise Ad'\'( ai..m~ s: \l.ilrl;nlll~. In, Paradise r\d....~.ni:"ll1f: ~ .\tlrk('Hn~. jJii Paradise A(t".;.nl"\l'~..".:.. .\hrl;('tm~. 10, Paradise /l(tv(:rusU1~ &. .\brJ;{'un~. i11\ Paradise J\(t.'l'rlhmg & ,\t..ll"~(Hn~. (I\{ Paradise ..\d'-'"I.:ni"ll1~..\': ,\'.1rk('tln~ 1m: Paradise Ad,.(,rt i..:;n,:: N. ,\t~rl;('tin~, in~ Paradise :\Q\.(.'rtj';lL1~ & .\brknlll';:, Paradise 1\~k,..'rti..;~nF: 8: .\l..rk~'Ii.n1-:-' In, .. rk~~n~'~~rI""n~ In, . ,f~,?~l~ck,"n~ In, Paradise :\dvau"mf.: &. M.HIWllll~ Ill'. Paradise Attvo:.rli,,:n;.:"'" .\\..rl~l,'lin~. bl, Paradise I\c:tv...l't'''j,mg 6:: M.1rknin~. In( Paradise A<:tl'(-;'thal~ & ,\l.1d;~"tin,.:. 1m. Paradise r\dv....rtI'i\n.f: &. !..I.lrk,(-nnf.:- lfl' Paradise l\d,,'crus-l.:1;::;'\;: .\I.irk'l,t1n~. jJ\~ Paradise A.d"'t.:rtJ~m~& ,\hrk('lln~.lfi~ Paradise ,\(f..'I::rti~H1~ &. .\\'~r1;c.:tinl:.. ln~ Paradise Advcrl:im1JO: ~x .\I.-.r!;('tlflF\- In<.. Paradise i\d'V<:r(j~1rlt:..." M..lrk.:.,tlnf:,- 111~ Paradise r\t.....o::ni.,;mg &. ,\l:Irl<'lIn~. 111'_ Paradise A,....c;"ti'lm>:.s:: .\I~rk('lin~" ;n~ Paradise Adv(:rtj..U1~..1i,;. .\tnh.tin~ in.:.. Paradise I\d"".-:'rlmnp.:& .\tlrL,:l~n~. IlK Paradise i\(h'trti'iillt:,I;: .\I.~rkt'lln~. In,; Paradise A(tv('fti~\I1p.:.& .\br~tltn~ hh' Paradise A(h'wtj~:'llf: & .\I"'rk('tln~ [11< Paradise ..,d....(.rti'iln~~;;. .\l..rl;~:tln~, In.. Paradise j\dv(rti~m~ .'f{' .\brkctln~ ifK Paradise AdVl:r(j:Hng ..It;;: ,\la:rf.:...tin.t:< llk Paradise J\.dvo;:rtl"Ul~.& M.l:rk(.tln~ irK Paradise I\d....('rli"'~n~ & ,\brb..'litlj:. In,_ . ~?"~~~~rk<'""~ In< January 16, 2007 New Business VII - a 1 of 1 EXECUTIVE SUMMARY Recommend Approval of Poor Season or Snow Event Contingency Marketing Plan OBJECTIVE: Approval of a Contingency Marketing Plan to advertise during the High Season CONSIDERA TIOKS: The TDC Ordinance 92-60 as amended indicates that "tourism funds will be used to promote county tourism within the State of Florida, nationally and internationally, which encourages tourism with an emphasis on off-season visitors". The hotel community has asked the TDC to discuss possible contingency measures if High Season is off considerably as it was in 2006. The TDC directed staff to have Paradise Advertising prepare a contingency plan in the event a future "Season" is off considerable based on input from our hotel partners. The TDC has also discussed Opportunity Marketing during extreme conditions in our northern feeder markets. TV commercials on the Weather Channel and other cable networks over a one or two day period during a major snow storm would put our destination in the minds of our potential visitors. Staff, Klages Research and Paradise Advertising personnel feel that advertising during season encourages off-season visitation, because our visitors during season plan their visits several months in advance. Staff would like direction on implementing a contingency plan in the event of a poor High Season or advertising in snow-bound feeder markets to gain top-of-mind awareness of our destination. ADVISORY COMMITTEE RECOMMENDATIONS: The TDC will vote on the consensus of the Joint BCC/TDC meeting on January 16,2007. COUNTY A TTOR~EY FINDING: The County Tourism Ordinance does not prohibit High Season Advertising, but indicates that the major emphasis will be on off-season visitation. FISCAL IMPACT: Any funds used for this contingency plan will be borrowed from the planned advertising in the summer. GROWTH MANAGEMENT IMP ACT: There is no impact to the Growth Management Plan related to this action. RECOMMENDATION: Staff would like the BCC and TDC to discuss the possibility of advertising during season to offset a slow High Season or to take advantage of sever weather in our northern feeder markets. PREPARED BY: Jack Wert, Tourism Director January 16, 2007 New Business VII - b 1 of 1 EXECUTIVE SUMMARY Recommend Approval of Revised Mission and Vision Statements for CVB OBJECTIVE: Review and approve the revised Mission and Vision Statements for the CVB CONSIDERATIONS: In 2002, the Collier County tourism industry partners worked on and eventually approved for implementation a Mission and Vision Statement for the CVB to operate under. Those statements have been ratified by the TDC for the past 3 years. In early December 2006, the industry again looked at the Mission and Vision statements at the bi-monthly Advisory Roundtable meeting and recommended some revisions. The goal was to simplify the statements and make them more memorable. More importantly, they wanted the statements to reflect what the CVB does on a daily basis, rather than reflect what the experience of the visitor is to be. Here are the recommended statements for review and approval: OUR MISSION STATEMENT To promote year-round distinctive, world-class vacation and group meeting experiences, which result in positive economic growth and stability for Collier County. OUR VISION STATEMENT To be recognized as the most desirable year-round visitor destination in the world. RECOMMENDATION: Staff requests the joint BCC/TDC Workshop review the recommended Mission and Vision Statements and recommend them for adoption by the Convention & Visitors Bureau. PREPARED BY: Jack Wert, Tourism Director January 16, 2007 New Business VII - d 1 of 49 EXECUTIVE SUMMARY Recommend Approval of Category "B" and "C" Grant Applications for FY 08 OBJECTIVE: Approve slightly amended Grant Application forms for funding in FY 08 (October 1, 2007-September 30, 2008). CONSIDERATIONS: Each year the TDC offers grants to events (Category B) and non-County owned & operated museums (Category C). The Grant Applications will be distributed in February and will be due back in April for review by the TDC in May and inclusion in the County budget process in June. The only changes in the Application forms are as follows: 1. Change of due dates and approval dates to correspond to the Collier County budget cycle 2. Addition of language to cover the possibility of using in-kind contributions up to 50% of the one to one match requirements as discussed and recommended by the TDC earlier this year. 3. Clarification of requirements for submitting reimbursement requests COUNTY ATTORNEY FINDING: The in-kind language has been reviewed and was found to be in compliance with the statutes and ordinances related to authorized tourist tax uses. FISCAL IMP ACT: No fiscal impact from this approval action. Each grant application received in this cycle will be brought to the TDC and the BCC for approval. GROWTH MANAGEMENT IMP ACT: There is no impact to the Growth Management Plan related to this action. RECOMMENDATION: Staff recommends approval of the revised Category "B" and "c" grant application forms for FY 08. PREPARED BY: Jack Wert, Tourism Director January 16, 2007 New Business VII - d 2 of 49 Naples Marco Island - - - - -- ~ Everglades PARADISE COAST CATEGORY "B'" GRANT AND EVENT SPONSORSHIP APPLICATION FY 2007-08 January 16,2007 New Business VII - d 3 of 49 COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL SPECIAL EVENT FUNDING REQUEST CATEGORY "B" FISCAL YEAR 2007-2008 P ART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. Applications will be accepted from organizations that will sponsor and promote tourism activities during FY 2007-2008 within Collier County that bring substantial numbers of visitors to the County. AUTHORIZATION HISTORY: The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council was also created in 1992 to assist the Collier County Board of County Commissioners (BCe) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in 2005. The BCC has the final determination of the allocation ofTDC funds within the confines of F.S. 125.0104. ALLOCA TION OF THE TOURIST TAX The four (4) percent Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% Museums County Owned and Operated, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and Non- County Owned Museums that are owned and operated by not-for- profit organizations and open to the public. 2 January 16, 2007 New Business VII - d 4 of 49 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. TOURIST TAX ALLOCATION CONT. Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and in the Collier County Ordinances. TIMETABLE FOR REVIEW: The Tourist Development Council (TDC) office will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2007-2008 during the month of February 2007. Projects must meet the guidelines and criteria outlined in this document and must commence after October 1, 2007 and completed by September 30, 2008. Completed applications should be submitted to the Tourism Department Office no later than 5:00 P.M. on Friday, March 30, 2007. Applications may be mailed or hand delivered to the Tourism Department office: 3050 North Horseshoe Dr, Suite 218, Naples, FL 34104. For further information telephone (239) 403-2384. 3 January 16, 2007 New Business VII - d 5 of 49 APPLICATION AND EVALUATION PROCEDURE: The following procedure will be strictly followed. Applicants are cautioned not to contact any member of the Collier County Board of County Commissioners (BCC) or Tourist Development Council (TDC) regarding their request. All contacts should be channeled through the TDC Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions. Incomplete or incorrect applications will be returned. The Tourist Development Council Director and a Review Committee made up of one hotel, one attraction and one cultural representative will review all applications to determine if they meet the established criteria for funding. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in April. The Tourist Development Council will vote on each qualifying applicant and prepare, in priority order, their recommendations for funding for Fiscal Year 2007-08. Funding recommendations of the Tourist Development Council are final. The recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2007-08. After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Funds Forms will be reviewed and approved by the Tourist Development Council Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. 4 January 16, 2007 New Business VII - d 6 of 49 OVERALL GUIDELINES Applications must conform to the guidelines specified by the Tourist Development Council. Applications that do not conform to these guidelines will not be considered for funding. The funding limits are subject to final approval by the Tourist Development Council and Board of County Commissioners. Funding is available for major events staged in the County during the off-season of May- November that attract large numbers of visitors from outside the County. Example would be national or international amateur sports events, and multiple day festivals. Events must be at least two (2) days in duration. A guideline of 100 hotel room nights per day of the event will be used to evaluate the impact of the event. The maximum allowable amount of any single sponsorship is $25,000. Advertising and promotional campaigns supporting events must be in out-of-Collier County media such as broadcast, web and regional print. No in-County expenditures will be reimbursed. TYPES OF EVENTS: Programs, festivals, or special events should have a history of, or the potential for attracting out- of-county visitors, either as participants or spectators, generating hoteVmotel/campground room nights. Consideration will also be given to events that can generate national, state, or regional media exposure for Collier County and its tourist offerings. ELIGIBLE ORGANIZATIONS: Not-For-Profit Organizations under section 501 of the Internal Revenue Code (a copy of the IRS determination letter provided by the applicant confirms federal tax-exempt status) and For-Profit Organizations are eligible for funding. Organizations must have significant county ties, established primarily to produce cultural programs, festivals, or special events, utilizing private sector community financial support and volunteers as well as paid staff to carry out the objectives of the organization. PROJECT GUIDELINES: 1. Project must take place within the Collier County May-November (off season). 2. Applicant must make the project accessible to the public and to disabled persons. 3. Applicant must submit a list of their Board of Directors, with addresses, board salaries and occupation or affiliation. 4. Applicant must submit most recent preliminary or final report if they have received a grant in the past from Collier County. 5 January 16, 2007 New Business VII - d 7 of 49 PROJECT GUIDELINES CONT: 5. Applicant must match the amount requested on a dollar-for-dollar basis, showing revenue specifically contributed from the event or project (25% of this match may be in-kind contributions, accompanied by a list of the contributions at a fair and reasonable market value). Evidence of the receipt of in-kind contributions must be submitted with any request for reimbursement of actual expenditures. 6. Applications failing to meet deadline will not be considered. 7. Application form must be typed. (digital format available thru TDC website) 8. Multiple events must be separate and distinct applications with separate summanes and budgets. 9. Advertising and promotion must take place in areas outside of Collier County. This is to ensure that funds will be used to attract visitors who reside out of Collier County and who may stay at least one night in paid lodging. 10. Applicants must provide most recent IRS Form 990. 11. Grant Requests require an Attestation Financial Statement in accordance with GAAP. 12. All event expenditures are on a reimbursement basis only. No funds will be forwarded in anticipation of the receipt of an invoice. 13. A complete detailed project budget must be submitted that includes all expenses, media placements and other promotional expenses. 14. The complete detailed project budget must include all revenues. 15. All information should be submitted on 8 Y2 x 11" white paper. 16. When submitting a request for reimbursement, a verification letter indicating the vendors that have been paid to date, must accompany your request with complete back up before any reimbursements can be released. 1 7. A certificate of liability insurance is required with the signed contract and must be current before any reimbursements can be released. 6 January 16, 2007 New Business VII - d 8 of 49 SPECIAL NOTE: In the event that any funding request is not recommended, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the funding request. Funding Manager: Organizations receiving funding shall designate a Funding Manager. That individual shall be responsible for maintaining the official file with application, correspondence, funding, narrative progress reports, request for funds/reimbursements, invoices and sample of promotional materials used. The organization's funding manager will insure that all elements of the funding application are followed, that narrative progress reports are submitted in a timely manner, that requests for funds are accurate and appropriate attachments are included, and that the event funding is closed out efficiently with the necessary reports and audit submitted. It is the Funding Manager's responsibility to see that any applicable Federal, State or County laws and policies are followed. Documenting Economic Impact: For each event, applicants will be required to distribute and collect questionnaires provided by the Tourist Development Council (Attached, Exhibit "E" Page 26). These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending the event. The minimum number of required questionnaires must be equal to ten percent (10%) of the projected attendance at the event or one hundred-fifty (150) whichever is greater. Applicants should be aware that the TDC staff will also survey hotels and event attendees to confirm the data collected by the event organizers. APPLICATION GUIDELINES: 1. If you are applying for more than one event, separate applications and distinct separate budgets are required. 2. State the goals and objectives for the event for which you are applying. 3. Describe what benefits will be received from the event or promotion for which you are applying. 4. Describe how the event increases awareness of the County as a visitor destination, increases the number of visitors, their length of stay, and promotes inter-county travel by visitors. 5. Describe how the effectiveness of the event will be evaluated. 6. Describe how financial resources will be monitored. 7 January 16, 2007 New Business VII - d 9 of 49 7. Describe, in detail, how the event will be implemented? 8. Attach copies of letters of commitment to substantiate matching funds. STATUS REPORTS: Preliminary Status Report: A preliminary status report is due at the time of submission of application indicating an overall status of the event and revenue generated to Collier County to date. (Form Attached - Exhibit "A" Page 22) Interim Status Report: A detailed interim status report will be required sixty (60) days prior to the event. This report will identify at what point you are with the planning of the event. (Form Attached. - Exhibit "B" Page 23) Final Status Report: A detailed final status report is due within sixty (60) days ofthe close of the event. (Form Attached - Exhibit "c" Page 24) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit "D" Page 25) must be completed on a reimbursement basis only and made only after proof of paid invoices are presented and submitted to the TDC office for interim draws and for final payment. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. No advanced payment of expenses by the County is authorized. 8 January 16, 2007 New Business VII - d 10 of 49 USE OF TOURISM DEVELOPMENT FUNDS Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote and advertise tourism in the State of Florida and nationally and internationally; however, if tax revenues are expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists. NOTICE: All collateral material and advertisements must list Collier County as one of the event sponsors. All printed material must contain the verbiage "A cooperative effort funded by the Collier County Tourist Development Tax". AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. FUNDING CATEGORY GUIDELINES I Sponsorships and Event Bid Fees: Minimum two-day events with 100 or more hotel room nights per day of the event. Funds are to be used exclusively for advertising and promotion in out-of-market media. The maximum is $25,000 for events with a minimum of three years of result history. A total of$125,000 is available for this category. Bid fees are only eligible if held in a County or publicly owned facility. II First Time Events: These would include newly created events, or ones that have little history. The maximum amount per event is $10,000. Subsequent year funding will be determined by results of the first or second year. A total of $50,000 is available in this category. III Cultural Events: Two or more day events that bring significant number of out of area visitors to Collier County. The maximum amount per event is $25,000, and the first time event maximum of $10,000 applies. A total of $50,000 is available in this category. 9 January 16,2007 New Business VII - d 11 of 49 CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in five (5) categories with a maximum score of one hundred (100) points per applicant. 1. COMMITMENT TO THE EXPANSION OF OFF-SEASON TOURISM IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out-of-county VIsItors generating hotel/motel/campground rentals; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commitment to develop other funding sources in subsequent years. II OUT-OF-COUNTY PROMOTION- Maximum 25 Points The proposed out-of-County advertising is well thought out and detailed to show the potential broad awareness of the event in out-of-market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. A. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized; will accomplish its stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 15 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of service in and to Collier County. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports to the Tourist Development Council. V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT -Maximum 15 Points. Extent, to which the activity provides a program for Collier County visitors and its residents, which is of significant merit and that, without such assistance, would not take place in the County. 10 January 16, 2007 New Business VII - d 12 of 49 Repeat Event Point System This Point System will be used to determine the level of funding for repeating events. Scoring must equal at least 75 points. Year of Fundine Request Maximum % of Fundine Allowed 1 st Up to 100% 2nd Up to 90% 3rd UP to 80% 4th UP to 70% I The amount of funding recommended for approval will be based on the final score. After the fourth year of requesting Tourist Tax funding the event should have enough sponsors to fund the event without using the Tourist Tax. If a request for funding is submitted after the fourth year, the Special Review Committee will take the request under consideration and forward a recommendation to the Tourist Development Council. A detailed explanation letter of why the funding request is needed will be required before any review of the application takes place. After the fourth year of funding requests, if approved by the Board of County Commissioner, up to 50% of the request can be granted. Second and third year requests will be given special consideration if the applicants have secured additional support through private or corporate contributions. 11 January 16, 2007 New Business VII - d 13 of 49 USES OF TOURIST DEVELOPMENT FUNDS AUTHORIZED USES OF FUNDS: The following are examples of how Tourist Development Funds may be used to promote tourism for Collier County. 1. Advertising and promotional expenses in out-of-market media in conjunction with an event to increase participation in the event and bring visitors to Collier County. Examples are: printing and distribution of promotional pieces prior to the event including creative design, printing, copying, ad placement cost and distribution of direct mail. 2. Creating an internet web site promoting the event linked to the County's Tourism web site to increase participation, attendance and awareness of the event and generate hotel room nights. 3. Bid fees to attract major sports or other special events to Collier County Public Facilities to generate visitors and economic impact to the community. Please be advised that Collier County policy requires the submission of copies of invoices and canceled checks with all requests for promotional expense reimbursement. Reimbursement will only be made if copies of invoices and copies of canceled checks are provided. No advanced payments are authorized. There are no exceptions. 12 January 16, 2007 New Business VII - d 14 of 49 TOURISM FUNDS MAY NOT BE USED FOR: 1. Prize money, scholarships, awards, plaques, or certificates. 2. Travel expenses. 3. Projects restricted to private or exclusive participation. 4. Private entertainment, food, and beverages and lodging. 5. Operating expenditures directly or indirectly related to the project or event such as equipment, field or facility rental. 6. Legal, medical, engineering, accounting, auditing, planning, marketing, feasibility studies or other consulting services or fees. 7. Salaries or supplements to salaries for existing or future staff, or employment of personnel directly or indirectly related to the project or event. 8. Real property or capital improvements, new construction, renovation or restoration to facilities. 9. Tangible personal property including but not limited to office furnishings or equipment, permanent collections, or individual pieces of art. 10. Interest orreduction of deficits and loans. 11. Expenses incurred or obligated prior to or after the project period. 12. Advertising and promotional materials distributed at the event site or after the event. 13. Payments for services or goods purchased for previous or other events. 13 January 16, 2007 New Business VII - d 15 of 49 PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS Please submit an original and twenty (20) copies of your completed application (Pages 15-20) and all supporting documents for consideration by the Collier County Tourist Development Council. Complete each item of each applicable section. DO NOT SKIP ANY INFORMA nON THAT APPLIES TO YOUR EVENT. Please call Jack Wert, TDC Director at (239) 403-2384 with any questions. Be sure to have your Chief Official and Secretary sign the application on the last page. One copy of the following items is required and should be attached to your original application: ( ) Charter, Articles ofIncorporation, By-Laws, Proof of Current Status (except government entities) ( ) Minutes of meeting authorizing officers to apply for these tourism tax funds ( ) IRS Determination Letter of non-profit status (except government entities) () List of current Officers and Board members with terms and salaries, or mayor, City Council () Organizational Chart () Copy of financial statement of your most recent fiscal year (except government entities) () Proof of Liability Insurance ( ) Letters of Commitment from co-sponsors and matching funds contributors Name of Pre parer: (Please Print) Signature of Preparer 14 January 16, 2007 New Business VII - d 16 of 49 APPLICA TION TOURIST DEVELOPMENT SPONSORSHIP FY 2007-08 I GENERAL INFORMATION To assist us in evaluating the impact your event may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF EVENT/PROJECT DATE OF EVENT LOCA TION OF EVENT (3) CONTACT PERSON (4) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP PHONE: FAX: (5) ORGANIZATION'S CHIEF OFFICIAL: TITLE: Address if different from above: PHONE: FAX: (6) INTENDED USE OF FUNDS: (Refer to Authorized Uses of Funds and Unauthorized Uses of Funds) (7) AMOlJNT REQUESTED $ (8) IF ENTIRE REQUEST CAN'NOT BE FlJ'NDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC FUNDING? () YES () NO 15 January 16, 2007 New Business VII - d 17 of 49 II DETAILS ON YOUR ORGANIZATION: In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail. (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor expenditure of funds? (4) How will your event bring additional visitors and hotel room nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? III PREVIOUS EVENT EXPERIENCE Please indicate the experience you organization has had with other events or your experience with this event in past years. If you have received TDC funding for a previous event, please include a copy of you're Final Status Report. NAME OF EVENT DATE AND LOCATION NUMBER OF PARTICIPANTS/GUESTS ECONOMIC IMPACT HOTEL ROOM NIGHTS 16 January 16, 2007 New Business VII - d 18 of 49 IV EVENT INFORMATION (Use additional sheets where necessary.) (1) EVENT NAME: (2) TYPE OF EVENT: (3) DATE OF EVENT: (4) NUMBER OF DAYS: LOCA TION: HOURS: FROM: TO: (5) EVENT PROMOTER (IF OTHER THAN YOUR ORGANIZATION) NAME OF PROMOTER COMP ANY NAME ADDRESS: PHONE and FAX (6) PROJECTED NUMBER OF LOCAL PARTICIPANTS, GUESTS AND MEDIA (7) PROJECTED NUMBER OF OUT-OF-TOWN PARTICIPANTS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (8) PROJECTED NUMBER OF OUT-OF-TOWN GUESTS OF PARTICIPANTS: AVERAGE NUMBER OF DA YS STAY IN COLLIER COUNTY: (9) PROJECTED NUMBER OF OUT-OF-TOWN MEDIA PERSONS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (10) TOTAL NUMBER OF HOTEL ROOMS REQUIRED IN COLLIER COUNTY FOR EVENT: (11) PROVIDE THE ESTIMATED DIRECT ECONOMIC IMPACT ON COLLIER COUNTY FROM YOUR EVENT. (DO NOT USE MULTIPLIERS): $ (12) HOW DID YOU CALCULATE THIS ESTIMATED IMPACT? PLEASE EXPLAIN. (13) PROVIDE A LIST OF OTHER EVENT SPONSORS AND THE AMOUNT(S) OF THEIR SPONSORSHIPS. (14) PROVIDE THE LOCATION, CONTACT NAME AND PHONE NUMBER FOR THE EVENT FOR THE LAST THREE YEARS. (15) PLEASE PROVIDE DETAILS OF HOW THE EVENT WILL WORK. 17 January 16, 2007 New Business VII - d 19 of 49 V SPORTS EVENT (If Applicable) (1) NAME OF SPORTS EVENT: (2) LOCATION OF EVENT: (IF MORE THAN ONE, LIST ON SEPARATE SHEET.) (3) TOTAL NUMBER OF FIELDS NEEDED: (4 ) TOTAL NUMBER OF FIELDS NEEDED PER DAY: (5) NUMBER OF LIGHTED FIELDS REQUIRED: (6) PROVIDE FIELD USE TIMES BY DAY. (7) SPECIAL FIELD REQUIREMENTS (PLEASE SPECIFY) VI OUTDOOR EVENT: (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: VII CULTURAL ARTS EVENT (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: 18 January 16, 2007 New Business VII - d 20 of 49 PROJECT BUDGET RECAP INCOME SOURCES: TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request) $ $ $ $ $ $ TOTAL ADDITIONAL FUNDS $ OTHER INCOME SOURCES $ $ $ $ $ $ $ TOTAL OTHER INCOME $ TOTAL INCOME - ALL SOURCES $ 19 January 16, 2007 New Business VII - d 21 of 49 PROJECT EXPENSES: Intended Expenditure of Tourist Tax Funds (Please refer to authorized and unauthorized uses on page 12-13. Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as possible, includin2 publication names, promotional materials, etc. and how much money will be expended for each cate2orv. Use additional sheets if necessary. $ $ $ $ $ $ Total Tourism Funds Utilized: $ Other Project Expenses s $ $ $ s $ Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 20 January 16, 2007 New Business VII - d 22 of 49 CERTIFICA TION I have reviewed this Application for Funds from the Tourist Development Council for FY 2007-08. I am in full agreement with the information contained herein. To the best of my knowledge, the information contained in this Application and its attachments is accurate and complete. Chief Corporate Officer Date Seal Document Corporation Secretary Date 21 January 16, 2007 New Business VII - d 23 of 49 EXHIBIT" A" Collier County Tourist Development Council Preliminary Status Report Submit With Application EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: TITLE: ADDRESS: PHONE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet, answer the foZlowinQ Questions and attach it to uour application. PRELIMINARY INFORMATION: y y Is this a first time event? If not, how many times has this event taken place? y y What hotels have committed to special rates or packages for the event to date? y y What are the estimated hotel room nights generated by this event? y y What is the estimated revenue generated by this event? y y What is the estimated number of participants expected at this event? y y If event planning is in progress, what has been done, what remains to be done, and are there any problems? y y If the event planning has not been started, why? y y List the out-of-county advertising, marketing, and/ or public relations that have been contracted or placed to date? 22 January 16, 2007 New Business VII - d 24 of 49 EXHIBIT "B" Collier County Tourist Development Council Interim Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: TITLE: ADDRESS: PHONE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet. answer the followinQ Questions to identif1.l the status of the event. Submit this report at least auarterlu. INTERIM - These questions will identify the current status of the upcoming event. After the TDC staff reviews this Interim Status Report, if they feel you are behind schedule on the planning stages, they will make recommendations to help get the event back on schedule. >- >- Has the planning of this event started? >- >- At what point are you at with the planning stage for this event? (Percent of completion) >- >- What hotels/motels have committed to special rates or packages for the event? >- >- What is the number of booked hotel/motel rooms to this point for this event? " >- What is the total dollar amount to date of matching contributions? >- >- What is the status of the advertising and promotion for this event? >- >- Have your submitted any advertisements or printed pieces to the TDC staff for approval? Please supply a sample and indicate the ad schedule. >- >- How has the public interest for this event been up to this point? 23 January 16, 2007 New Business VII - d 25 of 49 EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: TITLE: CONTACT PERSON: ADDRESS: PHONE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet. answer the followinQ Questions for each element in uour SC01Je of work. Final - These questions should be answered for your final status report. y y Is this a first time event? If not, how many times has this event taken place? y y What hotels have committed to special rates or packages for the event to date? What is the number of hotel room nights generated by this event? What is the name and address of Hotels/Motels and contact person? What is the total revenue generated for this event? Total expenses. (Have all vendors been paid) List the vendors that have been paid, if not, what invoices are still outstanding and why? What is the number of participants that came to this event? What is the percentage of the total participants from out of Collier County? y y What problems occurred if any during the event? y y List the out-of-county- advertising, marketing, and/ or public relations that have been contracted or placed to date? y y How can the event be improved or expanded? y y y " ,. y " ,. y " ,. y " ,. y y y " ,. 24 January 16, 2007 New Business VII - d 26 of 49 EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT NAME ORGANIZA nON ADDRESS CONTACT PERSON TELEPHONE ( REQUEST PERIOD FROM TO REQUEST# ( ) INTERIM REPORT ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSE BUDGET REIMBURSEMENT REOUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment ~ accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICA nON OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNA TURE TITLE 25 January 16, 2007 New Business VII - d 27 of 49 EXHIBIT "E" VISITOR QUESTIONNAIRE Thank you for taking the time to complete the following questions. This information will afford us the opportunity to better serve the needs of Collier County visitors. NAME: ADDRESS: CITY ST ZIP DA TE OF ARRIVAL: DA TE OF DEPARTURE: WHERE ARE YOU STAYING? HOTEL FRIENDS CONDOMINIUM NAME OF HOTEL AND CITY: NAME OF CONDOMINIUM/TIMESHARE: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS YOU STAYED IN COLLIER COUNTY = HOW DID YOU SELECT THE HOTEL/CONDOMINIUM? INTERNET YOUR CHOICE TRA VEL AGENT OTHER: NUMBER OF MEALS YOl.! OR YOUR GROUP will eat out. (Please provide a number determined by the number of people in your party times the number of days of your visit times the number of meals that will be eaten out each day.) = King Richards Fun Park Delnore-Wiggins State Park AREA ATTRACTIONS YOU PLAN TO VISIT: (Please Circle) Caribbean Gardens, The Naples/Marco Princess Corkscrew Swamp Zoo in Naples Sanctuary Water sports/Paras ailing Everglades National Everglades Airboat Park Tour Rookery Bay Seminole Casino Fakahatchee Strand Lake Trafford Preserve Naples Pier The Conservancy's Nature Center Teddy Bear Museum Other: Please name below PLEASE REFER TO OUR COLLIER COUNTY BROCHURE FOR LOCATION OF AREA ATTRACTIONS. 26 January 16, 2007 New Business VII - d 28 of 49 Collier County Tourist Developm.ent Council PLEASE INCLUDE THIS CHECKLIST WITH YOUR FINAL SUBMISSION TO INSURE THAT ALL REQUESTED DOCUMENTS ARE INCLUDED. PLEASE ATTACH ONE COpy OF EACH OF THE FOLLOWING ITEMS TO YOUR ORIGINAL APPLICATION FOR OUR FILES: (It is not necessary to provide a copy of these items with the 15 copies.) o o o o o o o o o Charter, Articles of Incorporation, By-Laws, Proof of Current Status, i.e. Annual Report on file with the Secretary of State - Except Government entities. Minutes of meeting authorizing officers to apply for these tourist development funds. IRS Determination Letter - Except Government entities. List of current officers and board members, indicating terms, or mayor, City Council, etc. Organization Chart Copy of financial statement for the most recently completed fiscal year _ Except Government entities. Letters of commitment from co-sponsors; Income and expense details Signed by Chief Officer and Secretary. Name of Preparer: (Print) Signature of Preparer: Gj07-08 Category B Grants App 27 . '--"-"-'---'",~--",.,.-","".~..,.<~...,,~. ..... "...'---- Naples Marco Island = - ~ - Everglades PARADISE COAST CATEGORY"C" MUSEUM GRANTS APPLICATION FY 2007-08 January 16, 2007 New Business VII - d 29 of 49 COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL GRANT FUNDING REQUEST CATEGORY "C" MUSEUM GRANT APPLICATION FISCAL YEAR 2007-08 January 16, 2007 New Business VII - d 30 of 49 PART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. Applications will be accepted from organizations that will promote tourism activities at their facilities during FY 2007-08 within Collier County that will bring substantial numbers of visitors to the County. AUTHORIZA TION HISTORY: The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council was also created in 1992 to assist the Collier County Board of County Commissioners (BOCC) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996. The BOCC has the final determination of the allocation ofTDC funds within the confines ofF.S. 125.0104. ALLOCATION OF THE TOURIST TAX The four-percent (4%) Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% for County owned or operated museums, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and for non- County owned museums that are owned and operated by not-for- profit organizations and open to the public. 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. 2 TOURIST TAX ALLOCATION CONT. January 16, 2007 New Business VII - d 31 of 49 Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and the Collier County Ordinance 92-60. TIMETABLE FOR REVIEW: The Tourist Development Council will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2007-2008 during the month of February 2007. Projects must meet the guidelines and criteria outlined in this document and must commence after October 1, 2007 and completed by September 30, 2008. Completed applications should be submitted to the Tourism Development Department Office no later than 5:00 P.M. on Friday, March 30, 2007. Applications may be mailed or hand delivered to the Tourism Development Department office: 3050 North Horseshoe Dr, Suite 218, Naples, FL 34104. For further information telephone (239) 403-2384. 3 January 16, 2007 New Business VII - d 32 of 49 APPLICANT INSTRUCTIONS ELIGIBILITY FOR FUNDING Category "C" Museum funding is available through the Tourist Development Council and Collier County Board of County Commissioners. Per F.S. 125.0104, this funding is to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more County owned or operated museums or museums that are owned and operated by municipalities or not for profit organizations that are open to the public. APPLICA TION AND EV ALVA TION PROCEDURE: The following procedure will be strictly followed. Applicants are cautioned not to contact any member of the Collier County Board of County Commissioners (BCC) or Tourist Development Council (TDC) regarding their request. All contacts should be channeled through the TDC Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions at 239-403-2384. Incomplete or incorrect applications will be returned. The Tourist Development Council Director and a Review Committee made up of one hotel, one attraction and one cultural representative will review all applications to determine if they meet the established criteria for funding. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in April. The Tourist Development Council will vote on each qualifying applicant and prepare, in priority order, their recommendations for funding for Fiscal Year 2007-08. Funding recommendations of the Tourist Development Council are final. The recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2007-08. After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Fund Forms will be reviewed and approved by the Tourist Development Council Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. 4 SPECIAL NOTE: January 16, 2007 New Business VII - d 33 of 49 In the event that any funding request is turned down, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be made if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Matching Funds: Applicant must match the amount requested on a dollar-for-dollar basis, showing revenue specifically contributed from other sources. No more than 25% of this match may be in-kind. Evidence of the receipt of in-kind contributions must be submitted with any request for reimbursement of actual expenditures. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the Request for Funds and supporting documentation. Documenting Economic Impact: Applicants will be required to periodically distribute and collect questionnaires provided by the Tourist Development Councilor of their own design. These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending the event. The minimum number of required questionnaires must be equal to ten percent (10%) of annual attendance or one hundred-fifty (150) whichever is greater. (Attached, Exhibit "E" Page 19). Applicants should be aware that the TDC staff will also survey hotels to confirm the data collected by the applicant. STATUS REPORTS: Preliminary Status Report: A preliminary status report is due at the time of submission of the application indicating an overall status of the project to the date of the application. (Form Attached - Exhibit "A" Page 15) Interim Status Report: A detailed interim status report will be required quarterly during the project or with any interim Requests for Funds reimbursement. (Form Attached - Exhibit "B" PageI6). Final Status Report: A detailed final status report is due within sixty (60) days of the close of the Project. (Form Attached - Exhibit 'C" Page 17.) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit "D" Page 18) must be completed on a reimbursement basis only and made only after proof of paid invoices are presented. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets 5 January 16, 2007 New Business VII - d 34 of 49 without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. With each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. 6 - .. "~~."'~.'"""",,",,....,..,...... Il"I __ January 16,2007 New Business VII - d 35 of 49 CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in five (5) categories with a maximum score of one hundred (100) points per applicant. I. COMMITMENT TO THE EXPANSION OF OFF-SEASON TOURISM IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out-of-county VIsItors generating hotel/motel/campground rentals; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commitment to develop other funding sources in subsequent years. II OUT-OF-COUNTY PROMOTION- Maximum 25 Points Any proposed out-of-County advertising to support the project is well thought out and detailed to show the potential broad awareness of the event in out-of-market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized; will accomplish its stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 15 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of service in and to Collier County. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports to the Tourist Development Council. V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT -Maximum 15 Points. Extent, to which the activity provides a program for Collier County visitors and its residents, which is of significant merit and that, without such assistance, would not take place in the County. 7 January 16, 2007 New Business VII - d 36 of 49 PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS Please submit an original and twenty (20) copies of your completed application (Pages 8-14) and all supporting documents for consideration by the Collier County Tourist Development Council. Complete each item of each applicable section. DO NOT SKIP ANY INFORMA TION THAT APPLIES TO YOUR EVENT. Please call the TDC Director at (239) 403-2384 with any questions. Be sure to have your Chief Official and Secretary sign the application on the last page. One copy of the following items is required and should be attached to your original application: () Charter, Articles ofIncorporation, By-Laws, Proof of Current Status (except government entities) ( ) Minutes of meeting authorizing officers to apply for these tourism tax funds ( ) IRS Determination Letter of non-profit status (except government entities) () List of current Officers and Board members with terms and salaries, or mayor, City Council ( ) Organizational Chart ( ) Copy of financial statement of your most recent fiscal year (except government entities) ( ) Proof of Liability Insurance ( ) Letters of Commitment from co-sponsors and matching funds contributors Name of Pre parer: (Please Print) Signature of Preparer 8 COLLIER COUNTY GOVERNMENT TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION SPECIAL CATEGORY "C" MUSEUM GRANT FY 07-08 January 16, 2007 New Business VII - d 37 of 49 I GENERAL INFORMATION To assist us in evaluating the impact your project may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF PROJECT (3) PROJECT INFORMATION: STREET ADDRESS: (4 ) CONTACT PERSON (5) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP PHONE: FAX: (6) ORGANIZATION'S CHIEF OFFICIAL: TITLE: Address if different from above: PHONE: FAX: (7) TYPE OF APPLICANT: ( ) NON-PROFIT ()GOVERNMENT AGENCY ( ) FOR-PROFIT ORGANIZATION (8) GRANT AMOUNT REQUESTED: $ (9) MA TCH/LOCAL COST SHARE AMOUNT: $ 9 (10) PROJECT TYPE (CHECK ONE) ( ) MUSEUM EXHIBIT ACQUISITION & DEVELOPMENT PROJECT ( ) ARCHAEOLOGICAL SITE SURVEY ( ) COMMUNITY EDUCATION PROGRAM ( ) HISTORIC RESTORATION ( ) EDUCATIONAL MATERIALS ( ) HISTORIC SITE DESIGNATION ( NA TL REGISTER OF HISTORIC PLACES) ( ) HISTORICAL MARKER ( ) OTHER January 16, 2007 New Business VII - d 38 of 49 (11) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC FUNDING? () YES () NO 12. PROJECT DESCRIPTION: describe in detail the project for which funding is requested 13. VISUAL PLAN FOR PROJECT: Provide a 3x5 photograph, drawing, or conceptual view of the property, site or exhibit. 14. ANNUAL MAINTENANCE: If applicable, what is the anticipated cost of annual maintenance of the historic property, site, marker, exhibit or program upon completion of the project? Who will be responsible for annual maintenance and what is the source of on-going funding? 10 January 16, 2007 New Business VII - d 39 of 49 15. APPLICANT'S GRANT HISTORY: Have you received previous grant assistance from the Collier County Tourist Development Council? If so, specify the year, the project name and the amount of the grant awarded. YEAR PROJECT NAME PREVIOUS GRANT AMOUNT $ If you have previously received funding from the TDC, please attach a copy of your FINAL STATUS REPORT including attendance, economic impact and other information that will enable the TDC staff and review committee to evaluate your prior experience. 16. How long will it take you to complete this project? 17. MATCHING FUNDING SOURCES: List the sources and amounts of confirmed matching funds. No more than 25% of the total project matching funding may be in-kind contributions. Documentation that the donation has been received must accompany any Request for Funds 5) $ $ $ $ TOTAL MATCHING FUNDS: $ 18. Provide a brief explanation of the Direct Economic Impact this project will have on the surrounding community. This estimate should be based on the projected number of out of County visitors to the project that could potentially stay overnight. The TDC office has a calculation model that you can use, if needed. 19. What is the current or anticipated annual visitation to your project/facility? 11 II DETAILS ON YOUR ORGANIZATION: January 16, 2007 New Business VII - d 40 of 49 In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail. (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor expenditure of funds? (4) How will your event bring additional visitors and hotel room nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? (6) What is your organization's current annual operating budget? $ 12 January 16, 2007 New Business VII - d 41 of 49 PROJECT BUDGET RECAP INCOME SOURCES: TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request) $ $ $ $ 5) $ TOTAL ADDITIONAL FUNDS $ OTHER INCOME SOURCES $ $ $ $ $ $ $ TOTAL OTHER INCOME $ TOTAL INCOME - ALL SOURCES $ 13 January 16, 2007 New Business VII - d 42 of 49 PROJECT EXPENSES: Intended Utilization of Tourist Tax Funds Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as possible. includin2 intended publications. promotional materials. etc. and how much money will be expended for each cate2orv. Use additional sheets if necessary. $ $ $ $ $ $ Total Tourism Funds Utilized: $ Other Project Expenses $ $ $ $ $ $ Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 14 January 16, 2007 New Business VII - d 43 of 49 CERTIFICATION I have reviewed this Application for Funds from the Tourist Development Council for FY 2007-08. I am in full agreement with the information contained herein. To the best of my knowledge, the information contained in this Application and its attachments is accurate and complete. Chief Corporate Officer Date Seal Document Corporation Secretary Date 15 January 16, 2007 New Business VII - d 44 of 49 EXHIBIT "A" Collier County Tourist Development Council Preliminary Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: TITLE: ADDRESS: PHONE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet. answer the followinQ Questions and attach it to your a"" lication. PRELIMINARY INFORMATION: >- >- Is this a first time project? If not, please give details of past projects. >- >- Do you anticipate using area hotels in support of your project? >- >- If so, what are the estimated hotel rooms nights generated by project? >- >- What is the estimated revenue generated by this project? >- >- What is the estimated number of participants expected to visit the project? >- >- If project planning is in progress, what has been done, what remains to be done, and are there any problems? >- >- If the project planning has not been started, why? >- >- List any planned out-of-county advertising, marketing, and/or public relations that will be used in support of the project. 16 January 16, 2007 New Business VII - d 45 of 49 EXHIBIT "B" Collier County Tourist Development Council Interim Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: TITLE: ADDRESS: PHONE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet. answer the followina Questions to identifu the status of the project. Submit this report at least Quarterlu. INTERIM - These questions will identify the current status of the project. After the TDC staff reviews this Interim Status Report, if they feel you are behind schedule on the planning stages, they will make recommendations to help get the project stay on schedule. >- >- Has the planning of this proj ect started? >- >- At what point are you at with the planning stage for this project? (Percent of completion) >- >- Will any hotels/motels be utilized to support this project? >- >- If so, how many hotel room nights will be utilized? >- >- What is the total dollar amount to date of matching contributions? >- >- What is the status of the advertising and promotion for this project? >- >- Have your submitted any advertisements or printed pieces to the TDC staff for approval? Please supply a sample and indicate the ad schedule. >- >- How has the public interest for this project been up to this point? 17 January 16, 2007 New Business VII - d 46 of 49 EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet. answer the followinQ Questions for each element in uour SC01;)e of work. Final - These questions should be answered for your final status report. ~ ~ ~ "- ,. ~ "- ,.. ~ "- ,.. ~ "- ,.. ~ "- ,.. ~ ~ Was this a first time project? If not, how many times has this event taken place? What hotels/motels were utilized to support the project and how many? What is the total revenue generated for this event? Total expenses. (Have all vendors been paid) List the vendors that have been paid, if not, what invoices are still outstanding and why? What is the number of participants that visited the project? What is the percentage of the total participants from out of Collier County? ~ ~ What problems occurred if any during the project event? ~ ~ ~ "- ,.. List any out-of-county- advertising, marketing, and/or public relations that was used to support the project and attach samples. How could the project been improved or expanded? 18 January 16, 2007 New Business VII - d 47 of 49 EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT NAME ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE ( REQUEST PERIOD FROM TO REQUEST# ( ) INTERIM REPORT ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSE BUDGET REIMBURSEMENT REOUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICA TION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNA TURE TITLE 19 January 16, 2007 New Business VII - d 48 of 49 EXHIBIT "E" VISITOR QUESTIONNAIRE Thank you for taking the time to complete the following questions. This information will afford us the opportunity to better serve the needs of Collier County visitors. NAME: ADDRESS: CITY ST ZIP DA TE OF ARRIVAL: DATE OF DEPARTURE: WHERE ARE YOU STAYING? HOTEL FRIENDS CAMPGROUND NAME OF HOTEL AND CITY: NAME OF CAMPGROUND: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS YOU WILL STAY = HOW DID YOU SELECT THE HOTEL/CAMPGROUND? INTERNET YOUR CHOICE TRA VEL AGENT OTHER: NUMBER OF MEALS YOU OR YOUR GROUP wi]] eat out. (Please provide a number determined by the number of people in your party times the number of days of your visit times the number of meals that will be eaten out each day.) AREA ATTRACTIONS YOU PLAN TO VISIT: (Please Circle) Caribbean Gardens, The Naples/Marco Princess Corkscrew Swamp Zoo in Naples Sanctuary Water sports/Paras ailing Everglades National Everglades Airboat Park Tour Rookery Bay Seminole Casino Fakahatchee Strand Lake Trafford Preserve Naples Pier King Richards Fun Park Delnore- Wiggins State Park The Conservancy's Nature Center Teddy Bear Museum Other: Please name below PLEASE REFER TO OUR COLLIER COUNTY BROCHURE FOR LOCATION OF AREA ATTRACTIONS. 20 January 16, 2007 New Business VII - d 49 of 49 Collier County Tourist DeveloplDent Council PLEASE INCLUDE THIS CHECKLIST WITH YOUR FINAL SUBMISSION TO INSURE THAT ALL REQUESTED DOCUMENTS ARE INCLUDED. PLEASE ATTACH ONE COPY OF EACH OF THE FOLLOWING ITEMS TO YOUR ORIGINAL APPLICATION FOR OUR FILES: (It is not necessary to provide a copy of these items with the 20 copies.) D D D D D D D B Charter, Articles of Incorporation, By-Laws, Proof of Current Status, i.e. Annual Report on file with the Secretary of State - Except Government entities. Minutes of meeting authorizing officers to apply for these tourism funds. IRS Determination Letter - Except Government entities. List of current officers and board members, indicating terms, or mayor, City Council, etc. Organization Chart Copy of financial statement for the most recently completed fiscal year - Except Government entities. Letters of commitment from co-sponsors; Income and expense details Signed by Chief Officer and Secretary. Name of Preparer: (Print) Signature of Preparer: G/Grant App/l-07-08 Cat C Grant App 21