MONROE COUNTY TOURIST DEVELOPMENT COUNCIL APPLICATION FOR CULTURAL by 9BM6wzi5

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									                      MONROE COUNTY TOURIST DEVELOPMENT COUNCIL

                  APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING


                              October 1, 2012 through September 30, 2013


Upon evaluation of the application, the total scores will be tabulated and applications scoring
60 or more out of 100 will be considered for funding. Events that meet the minimum scoring
requirements will be ranked starting with the highest score. Then committee members will use
their best judgment in determining award recommendations.


 NAME OF PROPOSED EVENT:

 VENUE: (Location/City):

 DATE(S) OF EVENT:




INDICATE THE DISTRICT(S) FROM WHICH YOU ARE REQUESTING FUNDS and THE
DOLLAR AMOUNT (Maximum request: $25,000)

        $          District I (encompasses the city limits of Key West)
        $          District II (from city limits of Key West to the west end of the Seven Mile Bridge)
        $          District III (from the west end of the Seven Mile Bridge to the Long Key Bridge)
        $          District IV (between the Long Key Bridge and Mile Marker 90.939)
        $          District V (from Mile Marker 90.940 to the Dade/Monroe County line and any mainland portions of
                   Monroe County)




$                       TOTAL AMOUNT REQUESTED (Total Districts I-V)




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                          Page: 1
I. EVENT PRODUCER INFORMATION (The event producer is the organization or individual responsible for the
event. In some cases, the event producer and the event are the same, for example: The Key Players. In other
cases, they are different, for example: the Pigeon Key Arts Festival is the event; the Pigeon Key Foundation is
the producer.)

A. NAME OF CONTRACTING
ORGANIZATION:
(Registered business name as it appears on www.sunbiz.org )


FICTITIOUS NAME IF USED:
ADDRESS:


TELEPHONE NUMBER: (Daytime)                                          (   )        -
CELL NUMBER:                                                         (   )        -
E-MAIL ADDRESS:
WEB SITE:
YEAR LEGALLY ESTABLISHED
FEDERAL I.D. # / E.I.N.
FLORIDA DIVISION OF CORPORATIONS DOCUMENT #
FL DEPT. OF AGRICULTURE & CONSUMER SVCS REG. #
INDICATE ORGANIZATION STATUS:                 FOR PROFIT                     NOT FOR PROFIT


B. CONTACT PERSON:
(Should be familiar with application and authorized to speak for event sponsor)
ADDRESS:


TELEPHONE:            (    )      -                           CELL PHONE: (           )     -
FAX:                  (    )      -                           E-MAIL :


C. ALTERNATE CONTACT:
ADDRESS:


TELEPHONE:            (    )      -                           CELL PHONE: (           )     -
FAX:                  (    )      -                           E-MAIL :


D. AUTHORIZED PERSONS List name of President and other individual(s) authorized to execute contracts
and otherwise act on behalf of event producer:

                          Name                                                            Title




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                     Page: 2
                                                                                                        EXHIBIT A
              Acceptable Event Marketing Expenses for Cultural Events
                                            Approved by BOCC 4/20/11

ADVISORY        COMMITTEES       (UMBRELLAS/DISTRICT            ADVISORY  COMMITTEES)       AND     EVENT
COORDINATORS’ RESPONSIBILITY: It is the responsibility of the Advisory Committees (Umbrella/District
Advisory Committees (DAC) and Event Coordinators to keep apprised of all Monroe County Tourist Development
Council's policies and procedures pertaining to event funding. 01/22/92

When DAC event proposals are received, they will be distributed to DACs for review and recommendations to the
TDC. Upon approval of the TDC of any event funding recommendations, a contract will be entered into by the
applicant and BOCC. The BOCC has final approval of all contracts.

Any Request for Proposal (RFP) response received after the specified deadline, as determined within the RFP,
will not be accepted. TDC 7/21/93 This policy mirrors that of the Board of County Commissioners. BOCC 9/8/93

EVENT FUNDING: The TDC has established several categories of events that may receive funding. There are
four categories of events that may receive funding from the TDC; Destination Events; Turnkey Events; Cultural
Events and Fishing Events.

All advertising and promotional items shall follow the logo/guidelines found in Section II of the Operations Manual
for the Monroe County Tourist Development Council.

TDC funded items are NOT to be sold. 9/14/94

Only the items listed will be reimbursed for the described events. All event coordinators will receive a
reimbursement/direct payment packet that includes an executed copy of the funding agreement. The packet
provides guidelines required for reimbursement/direct payment of Acceptable Event Marketing Expenses.

No individual applications for Event funding will be considered out of the Two Penny Event Fund other than the
Umbrellas (Cultural, Fishing & Diving). 7/26/95

Marketing expenses for events held outside Monroe County shall not be reimbursed/direct paid. 5/19/10

CULTURAL/FISHING UMBRELLA EVENT FUNDING: Any event of a fishing or artistic/special/dramatic nature
shall apply for funding under the appropriate umbrella organization.

Each Umbrella shall appropriate a minimum of 30% of the funds of the Umbrella for generic out-of-county
advertising and public relations. 70% or the remainder that has not been allocated to the advertising/public
relations agencies of record within the Umbrellas, shall be allocated by the Umbrella to the applicants for event
funding. The budget, which is included with the application, will be individually reviewed by the Umbrella, the
applicant and the advertising/public relations agencies of record. There cannot be more than a 10% deviation on
the approved line item budget. No amendments to budgets will be permitted after this approval process. 9/14/94
General non allocated line item is not to exceed 15% of the total budget and can only be utilized for acceptable
TDC items listed below.

If an Umbrella does not allocate all the funds earmarked for direct event funding within a district, the remaining
funds shall be allocated and utilized to advertise that specific district as recommended by the Umbrella
committee.

Any event receiving funding under the Umbrella organization will not be eligible for additional funding under
another TDC event category. 08/14/91

CULTURAL EVENTS: Procedures for cultural events can be found in the Monroe County TDC Operations
Manual in Section IV-C. Within the Cultural Umbrella events funding process, the monies received by the event
coordinator is to be used within the approved acceptable list of TDC expenses listed below.


Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                         Page: 3
                                                                                                           2
Media Placement & Production Costs: newspaper; magazines, radio; TV; website/internet advertising only

Event producers/coordinators are required to spend no more than 30% of funds on advertising in Monroe County.
This includes in-county newspaper, radio, magazines, TV and local (in-county) website/internet advertising.

If event producer/coordinator wishes to augment their marketing program with additional in-county placement they
may do so utilizing their own resources.

The remaining 70% out-of-county advertising budget shall be placed with newspaper, radio, magazines, TV and
websites outside of Monroe County. i.e. nytimes.com; chicagotribune.com, etc. The only local (in-county)
website/ internet advertising expenditure considered out of the 70% line item to be approved by the advertising
agency of record (Tinsley Advertising) shall be the official Monroe County Tourist Development website. (TDC –
1/25/11 and BOCC 2/16/11)

Promotional Signs: posters and banners

Promotional Items: T-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement in Section II of the
Operations Manual.

Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct mail promotional
brochure/pamphlet utilized for pre-event advertising.

Programs: TDC will pay for an event program of listed or schedule of activities and information on the event, an
amount not to exceed 50% of cost, including production and printing, of program as outlined in contract budget.

Public Relations (PR): Print and broadcast public relations materials for distribution to media, such as but not
limited to press releases, public service announcements, photography to be utilized in PR releases and video
news releases as approved by the public relations agency of record. Only permissible PR material produced by
the agency of record and/or a professional public relations agency shall be acceptable. BOCC 7/21/10

In-House Production: In-house production of any permissible expenditures will not be considered for
reimbursement. BOCC 7/21/10

Event Promotions: TDC funding is intended for promotion of events as opposed to the ongoing programs of an
organization or promotion of the facility. TDC will only consider reimbursement of advertising and promotional
materials that highlight the event versus the regular programming of an organization or facility. BOCC 7/21/10

Items that have not been approved by the appropriate agency of record prior to production/placement
shall not be considered for reimbursement/direct payment. BOCC 7/21/10
2
 ADVERTISING THROUGH THE INTERNET: The TDC will pay for Internet advertising on web sites (banners,
buttons, website links), and E-mail blasts. Internet advertising links may go to the event website. Logo is required
on banners and E-blasts. No payment will be made for development or operation (hosting) of website. BOCC 5/16/06

SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and resulting work product, by the
BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and as such may not
be sold. 09/14/94



IF FUNDED, EXHIBITS A, B, C and D WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO
THE OFFICE OF THE CLERK OF THE COURT.



                                                                                  Read & initial____________




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                         Page: 4
                                                                                               EXHIBIT B


          Logo/Acknowledgement Usage Guidelines For Cultural Events
                                                    BOCC 4/21/10



Color ads four (4) color processing printing (06/12/91)
Black & white ads shall include the Florida Keys and Key West logo in PMS black. (06/12/91)
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats/t-shirts/jackets/koozie cups: must carry the “The Florida Keys & Key West” logo

Radio Advertising: No logo is required. All radio announcements must say “Brought to you
by the Monroe County Tourist Development Council”

In-County Logo
                                          The below logo that includes the "Monroe County Tourist
                                       Development Council" designation is to be utilized in all
                                       approved in-county print newspaper ads, magazine ads, street
                                       banners, posters and other approved signage efforts. Radio
                                       commercials should include "Brought to you by The Monroe
                                       County Tourist Development Council". To seek approval,
                                       clarification and/or logo in electronic format (eps or jpg file),
                                       contact Jessica Taylor-Smith or John Underwood with Tinsley
                                       Advertising at 305-856-6060.



Out-of-County Logo
                                     The below logo that does NOT include the "Monroe
                                County Tourist Development Council" designation is to be
                                utilized in all other efforts including any approved out-of-
                                county print newspaper ads, magazine ads, television
                                commercials, internet advertising (banners, buttons, e-mail
                                blasts), direct mail promotions (brochures and pamphlets)
                                and any approved promotional items including programs, T-
                                shirts, hats, jackets and koozie cups. Radio commercials
                                should include "Brought to you by The Monroe County
                                Tourist Development Council". To seek approval, clarification
and/or logo in electronic format (eps or jpg file), contact Jessica Taylor-Smith or John
Underwood at Tinsley Advertising at 305-856-6060.



                                                                                  Read & initial__________




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                        Page: 5
                                                                                             EXHIBIT C


                      MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
                                 CULTURAL UMBRELLA
                                SCHEDULE OF ACTIVITIES

                                              FISCAL YEAR 2013


EVENT NAME:


                   List scheduled event activities in Monroe County in date order *

Activity                                                   Month Event Occurs             Number of Days




*If part of your funding request for this fiscal year is to promote event activities taking place in the next
fiscal year (pre-promotion), then the following rules will apply:

    1. Pre-promotion is only allowed for an event taking place during the months of October and
       November. If your event takes place after that, you must apply for funding in the next fiscal
       year.

    2. All pre-promotion funding MUST be spent prior to September 30th of the fiscal year you are
       funded in. (For example: If pre-promotion is for a November 7th event, you must place that ad
       and spend the money prior to September 30th.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                   Page: 6
                                                                                          EXHIBIT D


                      MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
                           CULTURAL UMBRELLA EVENT BUDGET

                                             BUDGET BREAKDOWN

          Line items listed below must be approved by the appropriate agency of record

    There will be no amendments to this budget (Exhibit D) after BOCC approval of Agreement.

EVENT NAME:


                                                                 1
              MEDIA PLACEMENT & PRODUCTION COSTS:
              newspaper, radio, magazines,
              TV, website/internet advertising only                     $

              PROMOTIONAL SIGNS: posters/banners
                                                                        $
              PROMOTIONAL ITEMS: t-shirts, hats, jackets,
              koozie cups
                                                                        $

              DIRECT MAIL PROMOTIONS:
              brochures/pamphlets/postage & shipping
                                                                        $


              PROGRAMS:                                                 $

                                       2
              PUBLIC RELATIONS:                                         $
                                                 3
              GENERAL NON-ALLOCATED:
                                                                        $

                                                        TOTAL:          $
                                                                       T

Event producers are required to spend NO more than 30% of funds on advertising IN Monroe County.
2
  Public Relations line item may include print and broadcast PR materials for distribution to the media, such as
press releases, public service announcements, and photography and video news releases as approved by the
public relations agency of record.                In-house marketing is not a permissible expense.
3
  GENERAL NON-ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET AND CAN ONLY BE UTILIZED FOR
ACCEPTABLE TDC ITEMS. ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED
LINE ITEMS NOTED ABOVE.



Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                     Page: 7
                                                                                  EXHIBIT E

TDC RESOURCE MARKETING/SPENDING PLAN: The marketing plan must be approved
ONE WEEK in advance by the advertising and public relations agencies of record. Attach your
approval letters at end of application. Tinsley Advertising, John Underwood. John@tinsley.com
800-273-1242, and Newman Associates, Carol Shaughnessy. Carol@newmanpr.com 305-797-0579.
Include all aspects of the proposed event with estimated number of persons to be reached
through the different media. Provide source of information for estimated numbers.

Specifically state how you plan to spend the Cultural Umbrella funds requested and
summarized in Exhibit D. Please discuss separately: A. your planned activities with TDC
funding requested and B. your planned out of county marketing with your own (not TDC)
funding.     (Limit 750 words.)
A. & B




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013      Page: 8
                                                                                               EXHIBIT F


                                          NON-COLLUSION AFFIDAVIT
                                            AND VERIFICATION


I,                                                     , of the city of
according to law on my oath, and under penalty of perjury, depose and say that:
        1)     I am                                                     , the bidder making the Proposal for
the project described as follows:
        2)     The prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter relating to
such prices with any other bidder or with any competitor;
        3)     Unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to
bid opening, directly or indirectly, to any other bidder or to any competitor; and
        4)     No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;
        5)     The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in
awarding contracts for said project.

VERIFICATION

I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true
and correct to the best of my knowledge and belief.

________________________________                                    ______________________________
President’s Name Typed                                                   President’s Signature

Sworn to and subscribed before me this ____________ day of                                  , 20____

personally appeared _________________, ____________________, and                                    ,
known to be the persons named in and who executed the foregoing document.



                                                           Notary Public - State of

                                                           My commission expires


                                                           (Printed, typed, or stamped commissioned
                                                                  Name of notary public)




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                  Page: 9
II. PROPOSED EVENT INFORMATION

A. MONTH(s) OF EVENT: Please check the appropriate month. If an event takes place over a
series of months the scores will be added to a maximum of 7 points.

       January                    2                                 July               4
       February                   1                                 August             6
       March                      1                                 September          6
       April                      1                                 October            4
       May                        4                                 November           4
       June                       4                                 December           3

                                                                                              1 2 3 4 5 6 7


B. NUMBER OF DAYS of event per year:                          (Please check the appropriate range.)

1 - 14 days       2             15 – 120 days          5                 121+ days    8
                                                                                                 2    5     8



C. ATTENDANCE Number of people anticipated to attend the event, the number attending
this current year, and actual past attendance:
                                               Total Attendance
                                                Anticipated            Current       Actual
                                                  2013                  2012         2011

               Monroe County Residents

                            Out of County

                                  TOTAL



DETERMINATION OF ATTENDANCE

DESCRIBE YOUR AUDIENCE: How do you determine your numbers, please mention walk-ins, how
you count, how you ask county/out of county?




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                  Page: 10
III. STATEMENT OF INCOME & EXPENSE
     FOR PROPOSED EVENT, CURRENT YEAR, AND LAST COMPLETED YEAR

The treasurer of the producer must sign this statement. The figures for the last completed year
should be actual.


EVENT NAME:



INCOME
EVENT INCOME                                 PROPOSED             CURRENT                ACTUAL
                                              FY 2013              FY 2012               FY 2011


    ENTRY/ADMISSION/BOXOFFICE                $                     $                     $

               PROMOTIONAL ITEMS             $                     $                     $

                  FOOD & BEVERAGE            $                     $                     $

                                OTHER        $                     $                     $



OTHER INCOME
(DO NOT INCLUDE IN-KIND)


 A. CULTURAL UMBRELLA FUNDS              $                         $                     $

     SPONSORS/CONTRIBUTIONS              $                         $                     $

                     MEMBERSHIPS         $                         $                     $

            GRANTS – State & Local       $                         $                     $

                              OTHER      $                         $                     $



                 B. TOTAL INCOME         $                         $                     $



     Cultural Umbrella funds for the proposed FY are                    %     of Total Income. (A divided by B)




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                       Page: 11
EXPENSE
                                               PROPOSED                CURRENT           ACTUAL
                                                FY 2013                FY 2012           FY 2011
OPERATING EXPENSES

C. CULTURAL UMBRELLA FUNDS *               $                       $                 $

D. MARKETING/ADVERTISING
   ADDITIONAL TDC ALLOWABLE                $                       $                 $
OTHER MARKETING/ADVERTISING
         TDC NON-ALLOWABLE                 $                       $                 $

     EVENT OPERATING EXPENSES              $                       $                 $

                  OFFICE EXPENSES          $                       $                 $

                                  RENT     $                       $                 $

                             SALARIES      $                       $                 $

                    MISCELLANEOUS          $                       $                 $



       E. TOTAL EVENT EXPENSES $                                   $                 $




      NET PROFIT/LOSS (B minus E)          $                       $                 $


CULTURAL UMBRELLA FUNDS PERCENT OF TOTAL ALLOWABLE ADVERTISING:                          %

(Compute percent by dividing Line C by the total of C + D and then multiplying the answer by 100)
………..This will reflect the percent of the TDC funding to the total allowable funding for the event…………..

*Cultural Umbrella funds may be spent only for allowable advertising and promotion listed on Exhibit A.



                                                                    Treasurer, Sign and Print




                                                                                                ______0 - 20




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013                      Page: 12
IV. QUALITY AND DESCRIPTION OF PROPOSED EVENT

NARRATIVE Discuss the overall excellence of the event. Discuss the artistic excellence, the
tourist appeal, and the extent to which the event is unique to Monroe County or the district.
How does it promote and showcase the destination’s cultural, historic, and/or environmental
resources? Why do you think your event will help draw people from outside Monroe County?
Please do not assume the reader/scorer is familiar with your event. Include specific details --
walk us through your event(s). Please note: this section is worth 30 points.
  (LIMIT 750 WORDS)




                                                                                  ________0- 30
Monroe County Tourist Development Council Cultural Umbrella Application FY 2013       Page: 13
V. MEDIA/MARKETING PLAN
Describe all plans to market the event(s) to reach visitors outside of Monroe County. Include
all marketing activities (paid and unpaid). Address opportunities for creative exposure of the
events. (Including website, social media, newspapers and radio). Be specific and include
details, how will you EXPAND your plan with the TDC funds. (LIMIT 750 WORDS)




                                                                                       _________0 - 25


VI. OVERALL ASSESSMENT OF APPLICATION                                         0 - 10


Monroe County Tourist Development Council Cultural Umbrella Application FY 2013             Page: 14
In-County Logo




Out-of-County Logo




Monroe County Tourist Development Council Cultural Umbrella Application FY 2013   Page: 15

								
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