1-FY 2027 Destination Turnkey Event Funding Application - Protected.docx

Monroe County Tourist Development Council Destination – Turnkey Event Funding Application

FY 2027

October 1, 2026 – September 30, 2027 Monroe County Tourist Development Council Destination/Turnkey Event Funding Application

IMPORTANT INSTRUCTIONS

Read all information on pages 2–17 before completing the application.

Submit only the application form (pages 19–38).

Submit each application as a single PDF document. Confidential Financial Information should be submitted separately to ensure it remains confidential.

Table of Contents

FY 2027 Destination/Turnkey Event Funding Application General Information & Requirements - pg. 1

- Request for Applications (RFA) Overview

- Application Deadline & Submission Platform

- Legal & Public Notice Requirements

- Submission Requirements

- Confidential Financial Information

- Bid Opening Information

- Important Instructions Event Funding Process Overview – pg. 2 & 3

- Role of the Monroe County TDC

- Definition of an Event

- Destination Events

- Turnkey Events Applicant Responsibilities – pg. 3

- Eligibility Criteria

- Workshop Information

- Application Preparation

- Submission Requirements

- Reference Materials Important Information for Applicants – pg. 4

- Qualification Clarifications

- Lobbying Restrictions

- Completeness of Applications

- Public Records and Confidentiality Downloading & Submitting Application – pg. 4

- Required Application Version

- Updated Forms for Additional Funding Rounds

- Submission Procedures

Workshops for Applicants – pg. 5

- Workshop Details

- Zoom Access Information Criteria for Scoring Applications – pg. 5

- Minimum Score Requirements

- Scoring Categories

- Priority Scoring and Tiebreakers

- Best Practices for Strong Applications Destination Stewardship & Community Involvement – pg. 6

- Guiding Principles

- Areas of Stewardship and Community Support Pre-Promotion Funding - pg. 6

- Eligibility

- Timing Requirements District-Specific Information – pg. 6 -16

- District I – Key West

- District II – Big Pine Key & The Lower Keys

- District III – Marathon

- District IV – Islamorada

- District V – Key Largo Includes lodging inventory tables, funding level requirements, timing-of-event scoring tables, occupancy ranges, and room night expectations.

FY 2027 Calendar – pg. 17

Table of Contents - Application Section (Part to be Submitted)

Event Information – pg. 19

- Event Title, Website, Venue, Dates

- Pre-Promotion Eligibility Checkbox Applicant Information – pg. 19

- Organization Details

- Sunbiz Registration

- Contact Information

- Code Compliance

- Applicant History Event History – pg. 19 & 20

- Prior Event Production

- Producers and Past Performance Authorized Representatives – pg. 20 Event Staff and Volunteers – pg. 20 Exhibit A-1: Primary Purpose of Event – pg. 21 Exhibit A-2: Event Itinerary – pg. 21 Exhibit A-3: Number of Room Nights Anticipated -pg.22

- Calculation Formula

- Methodology & Data Sources

- Ticketed vs. Free Activities

- Contingency Planning Exhibit B: Destination Stewardship & Community Involvement – pg. 23 & 24 Exhibit C: Timing of Event – pg. 24 -Score Selection

- Additional Points for Designated Events

- Mid-Week Bonus

- Total Score

Exhibit D: Strength of Marketing Plan & Organizational Financial Commitment – pg. 24-26

- Target Audience

- Media Strategy

- Marketing Timeline

- Budget Allocation

- Measurement of Results

- Marketing Plan Budget

- Budget Documentation (Recurring/New Event) Exhibit E: Action Plan pg. 26 & 27

- Road Closures

- Parking & Transportation

- Security Plan

- Sustainability Measures Funding Request – pg. 27 – 29

- Destination vs. Turnkey Event

- District Funding Levels

- New Event Designation (District I)

- Funding Level Selection W-9 and Vendor Forms pg. 30-32

- First-Time Vendors

- Updating Vendor Information Insurance Checklist (Turnkey Events Only) – pg. 33-37

- Workers’ Compensation

- General Liability

- Business Automobile Liability

- Miscellaneous Coverages

- Applicant Insurance Statement Application Checklist – pg. 38

Request for Applications (RFA) for Destination/Turnkey Events

All respondents must use the current application downloaded from the County’s electronic bidding platform:

· https://monroecounty-fl.bonfirehub.com OR www.monroecounty-fl.gov/BonfireBids Use of any other application will result in rejection. All instructions within the application must be followed in full; incomplete or incorrectly submitted applications will not be accepted.

APPLICATION DEADLINE: March 25, 2026 Additional access information for the Zoom meeting can be found in the legal notice posted on the County’s electronic bidding platform at Bonfire.

All inquiries and correspondence—other than submission of applications—should be directed to the Monroe County Tourist Development Council:

Contact: Maxine Pacini or Crystal Blaskis – grants@Fla-Keys.com

Legal and Public Notice Requirements Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at www.floridapublicnotices.com, the searchable statewide repository for published legal notices.

Submission requirements and selection criteria may also be accessed through the County’s electronic bidding platform:

· https://monroecounty-fl.bonfirehub.com OR www.monroecounty-fl.gov/BonfireBids Public records are available upon request.

Submission Requirements The Monroe County Purchasing Department only accepts bids via the Bonfire electronic bidding platform.

· Do not email, mail, or deliver sealed bids in person. Emailed, mailed, or physically delivered submissions will not be accepted.

All bids must be submitted electronically through Bonfire no later than 5:00 P.M. on March 25, 2026.

There is no cost to use the Bonfire platform.

Confidential Financial Information Do not include confidential financial information in your main proposal documents. Separate upload categories are provided in Bonfire for confidential financials. All proposals will be made public on the Bonfire platform after an intended decision or 30 days (whichever is earlier), unless bids/proposals are rejected under F.S. 119.071. Any financial information submitted within the main proposal will not be treated as confidential and will be viewable to the public under Florida public records law.

Bid Opening The bid opening for this solicitation will be held virtually at 9:00 A.M., on March 26, 2026.

You may call in by phone or internet using the following:

Join Zoom Meeting https://mcbocc.zoom.us/j/4509326156 Meeting ID: 4509326156 One tap mobile:

+16465189805,,4509326156# US (New York) +16699006833,,4509326156# US (San Jose) Dial by your location:

+1 646 518 9805 US (New York) +1 669 900 6833 US (San Jose)

FY 2027 Destination/Turnkey Event Funding Application

EVENT FUNDING PROCESS

The Monroe County Tourist Development Council (TDC) administers the four-cent (4¢) tourist development tax to promote the Florida Keys. Each year, eligible Florida-registered entities may apply for event funding, which is reviewed by the District Advisory Committees (DAC) and approved by the TDC. Final contracts are submitted to the Monroe County Board of County Commissioners (BOCC) for approval.

DEFINITION OF AN EVENT

The Special Event Funding Program supports organized annual events that generate overnight visitors for multiple Monroe County lodging properties, provide out-of-area marketing exposure, and are open to the public. Examples of qualifying events include festivals, concerts, and sporting events.

To qualify, events must demonstrate the ability to attract overnight visitors and promote the destination, with event-based entertainment for existing visitors considered a secondary benefit.

The TDC will only consider reimbursement of eligible marketing expenditures that specifically promote the contracted event, as approved by the TDC and the BOCC, and not the regular programming of a business, organization, or facility.

DESTINATION EVENTS

For the purposes of this solicitation, a Destination Event is defined as an event developed and produced to entertain the public and promote tourism in the Florida Keys and Key West. To qualify, the event must demonstrate the ability to generate overnight visitors and enhance the destination’s brand, with on-site entertainment for existing visitors considered a secondary benefit. Funding is limited to marketing purposes only (e.g., advertising, promotions, public relations, etc.).

The event sponsor—defined as the production agent primarily responsible for producing the event and requesting funding—shall serve as the contracting party. A list of permissible marketing expenditures is provided in Exhibit A of the Sample Destination Event Agreement, (available on the. Reimbursement will not be provided for items not listed in Exhibit A.

TURNKEY EVENT

A Turnkey Event is defined as an all-inclusive event for which the event contractor assumes full financial responsibility for all aspects of production, promotion, and management. Payment under a Turnkey Event contract will be made only after the event has been completed and documentation has been provided showing that all contracted services have been fulfilled.

When evaluating a request for Turnkey Event funding, the District Advisory Committee (DAC) may specify within the contract scope of services certain marketing components deemed important to the success of the event.

If a Turnkey Event is delayed or canceled for any reason, no payment will be issued, regardless of the contractor’s out-of-pocket expenses. The TDC strongly recommends that event contractors obtain insurance covering cancellation or delay due to force majeure or other unforeseen circumstances.

The DAC reserves the right to deny funding for an event proposed as a Turnkey Event and instead consider the application under the criteria for a Destination Event.

APPLICANT RESPONSIBILITIES

Eligibility Applicants must meet all of the following criteria:

· Be a public entity governed by a county or municipality, OR

· Be a for-profit or not-for-profit organization, OR

· Be a private business in good standing with the Florida Division of Corporations.

· Have a verified registration at www.sunbiz.org.

· Include a Sunbiz printout confirming registration.

Workshop

· It is strongly recommended to attend the virtual workshop on funding guidelines – March 4, 2026

Application Preparation

· All preparation/submission costs are the responsibility of the applicant.

· Required attachments labeled with Exhibit number in the top right corner.

Submission Requirements

· Current application must be submitted via the Monroe County bidding platform.

· Submitted before the exact date, time, and method listed on page 4 of the application.

· Late applications will not be accepted.

Reference Materials

· Reviewed online materials listed in the application checklist.

· A sample contract and the scoring system to be utilized are provided for applicants to familiarize themselves with.

IMPORTANT INFORMATION

Applicants who are uncertain whether their event qualifies are encouraged to consult with the TDC Administrative Office prior to beginning the application process by emailing grants@fla-keys.com.

Applicants are strictly prohibited from lobbying, soliciting, or attempting to influence Advisory Committee members and/or TDC Board members in any manner that could affect the outcome of the review, discussion, or negotiations regarding funding allocations or contract awards. Any such action may result in withdrawal of the application from consideration.

Applications are considered complete upon submission and must be able to stand alone. No additional information may be submitted after the deadline, except in response to requests from the TDC Administrative Office or to answer questions posed by the DAC during the allocation meeting DAC recommendations for funding are limited to allocations that do not exceed the amount requested by the applicant. Funding requests may be denied, reduced, or approved at the requested level. Applicants should note that achieving the minimum required score for eligibility does not guarantee funding.

All information submitted as part of the application process is considered a public record under the laws of the State of Florida, except when an exemption is applicable. For example, “financial information” which has been asserted as “confidential” by the applicant may be exempt from public records request.

The Applicant, if awarded funding, understands and agrees to execute an agreement with Monroe County and will be subject to and shall comply with all terms and conditions as set forth in the Sample Destination or Turnkey Event Agreement.

DOWNLOAD AND SUBMISSION OF APPLICATION

All applicants must use the current application form available through the County’s electronic bidding platform at https://monroecounty-fl.bonfirehub.com or www.monroecounty-fl.gov/BonfireBids. Applications submitted on any other form will be rejected. All instructions within the application must be followed precisely; failure to do so will result in the application not being accepted.

If additional rounds of FY 2027 funding are announced, applicants must download the updated application form provided for that round. Use of a prior version will result in rejection of the application.

Applications must be uploaded to the County’s electronic bidding platform by the deadline and in the manner specified on the first page of the application. It is the sole responsibility of the applicant to ensure that the application is successfully submitted and received before the stated deadline.

WORKSHOPS FOR APPLICANTS

A workshop will be held via Zoom for applicants interested in applying for event funding. Attendance is strongly recommended. (Details are subject to change and may be confirmed by emailing grants@fla-keys.com)

Topic: FY 2027 Destination/Turnkey Event Funding Workshop Time: March 4, 2026 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting: https://zoom.us/j/95860265599?pwd=sIfifNZasblXoswnbfKYAMDQ2fAxXz.1 Meeting ID: 958 6026 5599 Passcode: 023599

CRITERIA FOR SCORING OF APPLICATION

Each DAC will review and score event applications during the allocation meeting. Scoring will be conducted on a scale, with 1 being the lowest.

Following evaluation, scores will be tabulated. Applications that do not achieve a minimum score of 24 points or higher from a majority of the seated members will not be considered for funding. Applications meeting the minimum requirement will be ranked in order of average score, with the highest scoring events receiving priority. In the event of a tie, the highest score in the Timing of Event category will serve as the determining factor. For ease of reference, point allocations are listed at the end of each Exhibit. A sample scoring sheet is available here: Sample Score Sheets

The minimum threshold has been established to ensure that events demonstrating strong merit in the following areas are prioritized for consideration:

· Primary Purpose of Event, Itinerary & Room Nights

· Destination Stewardship & Community Involvement

· Timing of Event

· Strength of Marketing Plan and Organizations Financial Commitment to Event Promotion

· Clearly define target audiences and how they will be reached.

· Outline digital and social media strategies, including platforms, frequency, and engagement goals.

· Describe how return on investment (ROI) will be measured, including overnight room nights and marketing reach.

· Action Plan

Events scoring well in these categories should meet the minimum threshold regardless of the Timing of Event. Events that are moderately strong in these categories will need to demonstrate thoughtful scheduling—such as being held during slower months or generating mid-week overnight stays—to achieve the minimum score. Events that are weak in these core categories will not meet the threshold for consideration.

Applicants should note that meeting the minimum score requirement does not guarantee funding. Funding decisions remain subject to overall ranking, available resources, and DAC recommendations.

DESTINATION STEWARDSHIP & COMMUNITY INVOLVEMENT

Destination Stewardship & Community Involvement is the ongoing responsibility of managing tourism in a way that creates a net positive impact for people, nature, and communities. It means ensuring that tourism aligns with local values, protects the environment, and supports both residents and visitors.

The goal is to improve the overall quality of life, for the community, for visitors, and for the natural and cultural resources that make the destination unique.

Destination Stewardship & Community Involvement is guided by four key principles:

1. Economic Prosperity – sustaining local economies and creating opportunities.

2. Environmental Conservation & Ecological Balance – protecting ecosystems and natural resources.

3. Social Well-Being – enhancing the quality of life for residents and ensuring equitable benefits.

4. Cultural Protection & Respect – safeguarding heritage, traditions, and community identity.

PRE-PROMOTION

Destination Events scheduled to take place between October 1, 2027, and December 31, 2027 may apply for pre-promotion funding. All promotional activities and related expenditures must be completed and paid for prior to September 30, 2027.

Reimbursement will be limited to eligible marketing expenses approved in the event contract, in accordance with TDC and BOCC guidelines.

DISTRICT SPECIFIC INFORMATION

Each applicant must review the district-specific pages provided in this packet. These pages include estimates of available room nights in each district and outline the number of room nights required to replenish the bed tax dollars allocated to an event.

Applicants are expected to use this information when preparing funding requests and to demonstrate how their event will contribute to meeting or exceeding these room night requirements.

Because room night generation is a key factor in the scoring process, applicants should clearly connect their event’s projected overnight impact to the replenishment of bed tax dollars within the appropriate district.

DISTRICT I APPLICANTS ONLY

(Encompassing the City Limits of Key West)

When applying for funding, applicants must consider the number of lodging units available within District I, as this represents the maximum number of room nights that may be sold per day. Refer to Table 1 below for current estimates. Please note that the number of lodging units is subject to fluctuation.

Table 1:

(Max. daily room nights)

Source: Florida Department of Business and Professional Regulation, TDC

Table 2:

District I: Key West

When evaluating funding allocations and return on investment, it is essential to understand how the revenue supporting these allocations is generated. Table 2 illustrates, based on the average lodging rates for the past two years, the number of room nights that must be sold within this District to generate sufficient two-penny bed tax revenue for each level of event funding. This chart provides context for the value of the bed tax dollar supporting each funding level.

While the DAC retains discretion in evaluating funding allocations, applicants should be aware of the relationship between room night generation and the revenue available for event support.

DISTRICT I CONTINUED

Timing of Event

Events are scored in part on the timing of when they occur during the calendar year. Events scheduled in the shoulder season or off-season receive higher scores, while additional points are awarded for events held mid-week.

The scoring is based on the average occupancy rates for the past two fiscal years, as reported by Smith Travel Research (STR). Please note that STR data does not include vacation rentals. Points are assigned according to occupancy level ranges. Table 3 below outlines the point values for each range and shows the periods during the past two fiscal years when District I reached each occupancy level.

Table 3:

District I – Timing of Event Scoring

Dates for Each Occupancy Range:

District II Applicants Only (From the City Limits of Key West to the West end of the Seven Mile Bridge)

When applying for funding, applicants must consider the number of lodging units available within District II, as this represents the maximum number of room nights that may be sold per day. Refer to Table 1 below for current estimates. Please note that the number of lodging units is subject to fluctuation.

Table 1:

(Max daily room nights)

Source: Florida Department of Business and Professional Regulation, TDC

Table 2:

District II: Big Pine Key & The Lower Keys

*As DAC II has minimal participants in the Smith Travel Research program, published rates were used to determine room nights. Room nights is further broken down for this DAC by lodging type as a super majority of DAC II lodging units are RV Park & Campground sites. Little Palm Island is excluded from calculations.

When evaluating funding allocations and return on investment, it is essential to understand how the revenue supporting these allocations is generated. Table 2 illustrates, based on the average lodging rates for the past two years, the number of room nights that must be sold within this District to generate sufficient two-penny bed tax revenue for each level of event funding. This chart provides context for the value of the bed tax dollar supporting each funding level.

While the DAC retains discretion in evaluating funding allocations, applicants should be aware of the relationship between room night generation and the revenue available for event support.

DISTRICT II CONTINUED

TIMING OF EVENT

Events are scored in part on the timing of when they occur during the calendar year. Events scheduled in the shoulder season or off-season receive higher scores, while additional points are awarded for events held mid-week.

The scoring is based on the average occupancy rates for the past two fiscal years, as reported by Smith Travel Research (STR). Please note that STR data does not include vacation rentals. Points are assigned according to occupancy level ranges. Table 3 below outlines the point values for each range and shows the periods during the past two fiscal years when District II reached each occupancy level.

Table 3

District II – Timing of Event Scoring

Dates for each occupancy range

December 1-24

District III Applicants Only (From the west end of the Seven Mile Bridge to the Long Key Bridge)

When applying for funding, applicants must consider the number of lodging units available within District III, as this represents the maximum number of room nights that may be sold per day. Refer to Table 1 below for current estimates. Please note that the number of lodging units is subject to fluctuation.

Table 1:

(Max daily room nights)

Source: Florida Department of Business and Professional Regulation, TDC

Table 2:

District III: Marathon

When evaluating funding allocations and return on investment, it is essential to understand how the revenue supporting these allocations is generated. Table 2 illustrates, based on the average lodging rates for the past two years, the number of room nights that must be sold within this District to generate sufficient two-penny bed tax revenue for each level of event funding. This chart provides context for the value of the bed tax dollar supporting each funding level.

While the DAC retains discretion in evaluating funding allocations, applicants should be aware of the relationship between room night generation and the revenue available for event support.

DISTRICT III CONTINUED

Events are scored in part on the timing of when they occur during the calendar year. Events scheduled in the shoulder season or off-season receive higher scores, while additional points are awarded for events held mid-week.

The scoring is based on the average occupancy rates for the past two fiscal years, as reported by Smith Travel Research (STR). Please note that STR data does not include vacation rentals. Points are assigned according to occupancy level ranges. Table 3 below outlines the point values for each range and shows the periods during the past two fiscal years when District III reached each occupancy level.

Table 3

District III – Timing of Event Scoring

Dates for each occupancy range

DISTRICT IV APPLICANTS ONLY

(Between Long Key Bridge and mile marker 90.939)

When applying for funding, applicants must consider the number of lodging units available within District IV, as this represents the maximum number of room nights that may be sold per day. Refer to Table 1 below for current estimates. Please note that the number of lodging units is subject to fluctuation.

Table 1:

(Max daily room nights)

Source: Florida Department of Business and Professional Regulation, TDC

Table 2:

District IV: Islamorada

When evaluating funding allocations and return on investment, it is essential to understand how the revenue supporting these allocations is generated. Table 2 illustrates, based on the average lodging rates for the past two years, the number of room nights that must be sold within this District to generate sufficient two-penny bed tax revenue for each level of event funding. This chart provides context for the value of the bed tax dollar supporting each funding level.

While the DAC retains discretion in evaluating funding allocations, applicants should be aware of the relationship between room night generation and the revenue available for event support.

DISTRICT IV CONTINUED….

Events are scored in part on the timing of when they occur during the calendar year. Events scheduled in the shoulder season or off-season receive higher scores, while additional points are awarded for events held mid-week.

The scoring is based on the average occupancy rates for the past two fiscal years, as reported by Smith Travel Research (STR). Please note that STR data does not include vacation rentals. Points are assigned according to occupancy level ranges. Table 3 below outlines the point values for each range and shows the periods during the past two fiscal years when District IV reached each occupancy level.

Table 3

District IV – Timing of Event Scoring

Dates for each occupancy range

District V Applicants Only (From mile marker 90.940 to the Dade/Monroe County line & any mainland portions of Monroe County)

When applying for funding, applicants must consider the number of lodging units available within District V, as this represents the maximum number of room nights that may be sold per day. Refer to Table 1 below for current estimates. Please note that the number of lodging units is subject to fluctuation.

Table 1:

(Max daily room nights)

Source: Florida Department of Business and Professional Regulation, TDC

Table 2:

District V: Key Largo

When evaluating funding allocations and return on investment, it is essential to understand how the revenue supporting these allocations is generated. Table 2 illustrates, based on the average lodging rates for the past two years, the number of room nights that must be sold within this District to generate sufficient two-penny bed tax revenue for each level of event funding. This chart provides context for the value of the bed tax dollar supporting each funding level.

While the District Advisory Committee (DAC) retains discretion in evaluating funding allocations, applicants should be aware of the relationship between room night generation and the revenue available for event support.

DISTRICT V CONTINUED

Events are scored in part on the timing of when they occur during the calendar year. Events scheduled in the shoulder season or off-season receive higher scores, while additional points are awarded for events held mid-week.

The scoring is based on the average occupancy rates for the past two fiscal years, as reported by Smith Travel Research (STR). Please note that STR data does not include vacation rentals. Points are assigned according to occupancy level ranges. Table 3 below outlines the point values for each range and shows the periods during the past two fiscal years when District IV reached each occupancy level.

Table 3

District V – Timing of Event Scoring

Dates for each occupancy range

60% to 69%

August, October, November, & December

FY 2027 CALENDAR

YOUR APPLICATION BEGINS

ON THE FOLLOWING PAGE

– THIS IS THE PART YOU SUBMIT

APPLICATION FOR EVENT FUNDING

For Events Taking Place Between October 1, 2026 – September 30, 2027

Note: Destination Events scheduled between October 1, 2027 – December 31, 2027 may apply for pre-promotion funding. All promotional activities must be completed prior to September 30, 2027.

Event Information

· Event Title/Name:

· Event Website:

· Event Venue(s):

· Date(s) of Event:

· Rain Date(s):

|_| Check this box if applying for pre-promotion funding for an event scheduled between October 1, 2027 – December 31, 2027. Only Destination events are eligible to apply for Pre-Promotion.

(Refer to FY 2027 calendar included in this document.)

Applicant Information

· Name of Applicant Organization:

Registered Business Name (as listed on www.sunbiz.org) (Attach a copy of the Sunbiz printout to this application.)

|_| For Profit |_| Not-for-Profit

Primary Contact for Correspondence (This individual must be able to accept responsibility for receipt of information.)

· Contact Person:

· Email:

· Telephone (daytime/mobile):

· Address:

Applicant History Provide a summary of the applicant organization’s history, relevant experience, and background. (300 characters)

Code Enforcement Compliance Does your organization or property have any outstanding code violations, fines, costs, or liens?

|_| Yes |_| No Note: Pursuant to Section 2-25(e), Monroe County Code, and all local municipalities, organizations with outstanding code compliance fines are not eligible to receive grants or contracts from the County until such fines are resolved through payment or settlement.

If yes, please explain: (250 characters)

Event History Has this event been produced in the past?

|_| Yes* |_| No

· If yes, when?

· Was the same applicant the producer? |_| Yes |_|No – organization that produced:

Authorized Representatives List the name of the President and other individuals authorized to execute contracts and act on behalf of the applicant organization (your organizations meeting minutes may be requested for backup):

Event Staff and Volunteers List staff members, including volunteers, who will be responsible for administering and organizing the event. Provide evidence of their qualifications and capabilities to manage the event successfully.

PRIMARY PURPOSE OF EVENT

(Exhibit A-1)

Check box below that best describes the primary purpose of your event:

|_| To attract out-of-county visitors to the destination and generate overnight stays (“Heads in Beds”).

|_| To provide activities and entertainment for visitors already in the destination, enhancing their overall experience

EVENT ITINERARY

(Exhibit A-2)

Provide a detailed outline of the activities that will take place during your event. If the event spans multiple days, list each day separately and include the venue(s) and time(s). Only include activities directly related to the funded event and produced by your organization.

Example:

· Day 1: Opening / Kickoff – Registration, welcome events, first-night parties, etc. (venue, time, note any street closures)

· Day 2: Main Program / Signature Events – The heart of the festival: races, tastings, concerts, seminars, panels. (venue, time, note any street closures)

· Day 3: Showcase / Finale – Community highlights, performances, competitions, closing events. (venue and time, note any street closures) (750 characters)

NUMBER OF ROOM NIGHTS ANTICIPATED FOR EVENT

(Exhibit A-3)

Events are evaluated on their ability to attract out-of-county visitors to the district where funding is requested. For the event year covered by this application, provide the number of room nights your event is anticipated to generate within the district:

· If the primary purpose of your event is to draw out-of-county visitors, indicate the total number of room nights you expect to generate.

· If the primary purpose is to enhance the experience for visitors already in the destination, indicate the number of room nights you anticipate will be influenced by attendees of your event.

Room Nights Formula to calculate Room Nights for this district.

Method Used to Estimate Out-of-County Visitors and Room Nights – Exhibit A-3

· Overview of Methodology - Briefly explain how your organization will determine the number of out-of-county visitors attending the event. Identify whether your method is based on historical data, projections, or a combination of both. (300 characters)

· Data Sources (check all that apply and describe below) ☐ Ticket Sales: Describe how ticket purchase data will be collected and analyzed (include zip code capture at point of sale if applicable).

☐ Surveys: Provide details on how attendee surveys will be distributed, collected, and analyzed (e.g., on-site, digital follow-up, or mailed).

☐ Registrations: Explain how event registration data will be recorded and tracked.

☐ Group Block Pick-Up Reports: Describe the process for securing reports from lodging partners and attaching them to your final documentation.

☐ Raffle/Contest Zip Codes: Explain how raffle or contest entries will be used to capture visitor origin data.

☐ Other Sources: List and explain any additional data sources used.

(300 characters)

· Activity Type Distinction Identify which activities are ticketed versus free/open to the public. Explain how this distinction affects visitor tracking and projected room nights. (300 characters)

· Contingency Planning - Outline steps to adjust data collection methods if initial strategies are unsuccessful (e.g., low survey response rate). Mention insurance or backup measures in case of cancellation. (300 characters)

Example survey format is available here: Survey Example Scoring 0 – 10 ______

DESTINATION STEWARDSHIP & COMMUNITY INVOLVEMENT (Exhibit B)

Does your event include a scholarship component or local charitable contribution? Applicants utilizing a verified local charity will receive one (1) additional evaluation point.

|_| Yes |_| No If yes, please describe the local charity or scholarship program, including the amount being contributed or the projected contribution amount (250 characters)

|_| How will your event support the environment, the community, and local culture? (300 characters)

Scoring 1 – 6 ____

(Exhibit C)

· Enter your score from Table 3 (pg. 8-14) under Timing of Event

· If more than one box was checked, add all scores together and divide by the number of boxes checked.

Enter Score

· Add four (4) points if your event falls on at least two mid-weekdays.

· Add two (2) points if your event falls on one mid-weekday.

+4 or

+2

· Calculate and record your Total Score after applying all applicable points above.

Enter Score

Scoring 0 – 9____

STRENGTH OF MARKETING PLAN AND ORGANIZATION’S FINANCIAL COMMITMENT TO EVENT PROMOTION (Exhibit D)

If awarded funding from the TDC, describe in detail how your organization plans to market the event to reach your target audience. If additional space is needed, attach as Exhibit D.

When describing your marketing plan, please address the following areas (as applicable):

1. Target Audience - Identify the primary and secondary audiences for your event (e.g., geographic markets, age groups, special interest groups). Explain how your marketing will specifically reach out-of-county visitors. (300 words)

2. Media Strategy – provide a brief overview of the following media strategies that applies to your event

· Digital Advertising: List platforms (Google Ads, Facebook/Instagram, YouTube, etc.), placement details, frequency, engagement and estimated cost.

· Print Media: Identify publications, circulation area, run dates, and cost.

· Broadcast Media: Outline TV, radio, or streaming ads; station/market reach; cost.

· Public Relations: Describe press releases, media partnerships, or earned media strategies.

· Partnerships: Include tourism partners, lodging packages, or cross-promotional opportunities (300 characters)

3. Marketing Timeline - Provide a brief schedule for when different types of marketing will occur leading up to the event. (300 characters)

4. Budget Allocation - Break down projected spending by category (e.g., digital, print, PR, broadcast). Clearly show how TDC funds will be used versus your organization’s own contribution. (300 characters)

5. Measurement of Results - Describe how you will track and evaluate marketing effectiveness (e.g., impressions, click-throughs, ticket sales, room night tracking). (300 characters)

Marketing Plan Budget

· Total Marketing Plan Amount: $

· Applicant Contribution (Hard Dollars): $ (Do not include funds requested from the TDC or other grants. Only include funds your organization is directly contributing to marketing the event.)

Budget Documentation

· If you are a recurring event, attach as Exhibit D-1 your operational budget from the last event, detailing income, expenses, and community hard-dollar support contributions.

· If you are a new event, attach as Exhibit D-2 your projected operating budget for the proposed event, including projected income, expenses, and community hard-dollar contributions.

Sample budgets are available here: Sample Destination and Turnkey Budgets Scoring 1 – 10 ____

ACTION PLAN

(Exhibit E)

Please complete the questions below as part of a detailed action plan for your proposed event.

Your plan should address the event’s permits, operations, safety, and sustainability components in clear and specific detail.

(Attach supporting documentation if needed as Exhibit E) Road Closures

· Will your event require road closures? If yes, describe how closures will be managed in your event plan.

Attach a copy of the approval from the appropriate county or municipal entity, if applicable. (250 characters)

Parking and Transportation

· How will parking be accommodated? Describe any shuttles, rideshare, or transit. (250 characters)

Security

· How will event security be provided? Include staffing, law enforcement, or private security. (250 characters)

Event Sustainability

· Describe your waste reduction and environmental strategies. List measurable goals) (250 characters)

Suggested Sustainability Practices (check all that apply):

|_| Recycling messaging in programs and event communications |_| “Green” advertising (broadcast and digital) |_| Vendors use biodegradable/compostable products |_| Clearly marked recycling containers throughout site |_| Discourage single-use plastics |_| Identify and mitigate positive/negative environmental impacts

Scoring 1 – 4 _____

FUNDING REQUEST

For definitions of Destination Events and Turnkey Events, please refer to the instruction portion of this packet.

Applicants may check only the district(s) and grant level for which funding is being requested. Please note:

· Applications that do not achieve the minimum required score from a majority of sitting members will not be considered for funding.

· The DAC may decline to fund an application or may recommend funding at a lower level than requested.

· Meeting the minimum required score does not guarantee funding.

|_| I am applying as a Destination Event |_| I am applying as a Turnkey Event

District I (City Limits of Key West)

|_| Check this box if your event meets the definition of a New Event.

Definition of New Event: An event that has not previously taken place in District I. New Events applying under this category will be considered alongside other New Event applications from a funding resource specifically allocated for new events.

· If a New Event does not achieve the minimum score required by a majority of sitting members, it will not be considered for funding.

· Meeting the minimum score requirement does not guarantee funding.

New Event Grant Levels:

|_| Level 1: $10,000 |_| Level 2: $17,000 |_| Level 3: $25,000

A New Event may also elect to apply under the regular event funding process, competing with previously funded events.

|_| District I Regular Event Funding Levels (Not a New Event):

|_| Level 1: $10,000 |_| Level 2: $17,000 |_| Level 3: $25,000 |_| Level 4: $35,000

|_| Level 5: $50,000 |_| Level 6: $75,000 |_| Level 7: $100,000 |_| Level 8: $120,000

|_| Level 9: $150,000 |_| Level 10: $175,000 |_| Level 11: $200,000

|_|District II (From the City Limits of Key West to the West End of the Seven Mile Bridge)

|_| Level 1: $5,000 |_| Level 2: $10,000 |_| Level 3: $15,000

|_| Level 4: $20,000 |_| Level 5: $25,000

|_|District III (From the West End of the Seven Mile Bridge to the Long Key Bridge)

|_| Level 1: $5,000 |_| Level 2: $10,000 |_| Level 3: $20,000

|_| Level 4: $30,000 |_| Level 5: $40,000 |_| Level 6: $50,000

|_| District IV (Between Long Key Bridge and Mile Marker 90.939)

|_| Level 1: $10,000 |_| Level 2: $15,000 |_| Level 3: $20,000

|_| Level 4: $25,000 |_| Level 5: $30,000 |_| Level 6: $40,000

|_| District V (From Mile Marker 90.940 to the Dade/Monroe County Line, including any mainland portions of Monroe County)

|_| Level 1: $10,000 |_| Level 2: $15,000 |_| Level 3: $20,000 |_| Level 4: $25,000

|_| Level 5: $30,000 |_| Level 6: $35,000 |_| Level 7: $40,000

COMPLETE THE W-9:

Click on the LINK (Ctrl+ left mouse click) to fill out the document.

Save the document to your computer and attach it to your application.

This form must be completed only if your organization has not previously conducted business with Monroe County. The completed form must be uploaded as a Confidential Financial Document in the Bonfire system. If it is not submitted under the confidential designation, it will become part of the public record.

Click on the LINK (Ctrl+ left mouse click) to fill out the document. Save the document to your computer and attach it to your application.

This form must be completed only if your organization has previously conducted business with Monroe County and needs to update vendor information. The completed form must be uploaded as a Confidential Financial Document in the Bonfire system. If it is not submitted under the confidential designation, it will become part of the public record.

Click on the LINK (Ctrl+ left mouse click) to fill out the document. Save the document to your computer and attach it to your application.

INSURANCE CHECK LIST

(ONLY APPLICABLE FOR EVENTS APPLYING FOR TURNKEY FUNDING)

INSURANCE CHECKLIST FOR VENDORS SUBMITTING PROPOSALS OR BIDS FOR WORK

To assist in the development of your proposal, the insurance coverages marked with an “X” will be required in the event an award is made to your organization. It is required that the Applicant sign requisite form reflecting coverage and submit it with the proposal.

Insurance requirements for Turnkey Events are highlighted below.

WORKERS’ COMPENSATION

AND

EMPLOYERS’ LIABILITY

Statutory Limits

Bodily Injury by Accident/Bodily Injury by Disease, Policy Limits/Bodily Injury by Disease each employee

WC1

Employers Liability

$100,000/$500,000/$100,000

WC2

Employers Liability

$500,000/$500,000/$500,000

WC3

Employers Liability

$1,000,000/$1,000,000/$1,000,000

WCUSLH

US Longshoremen & Harbor Workers Act

$1 ,000,000

WCJA

Federal Jones Act

$1 ,000,000

GENERAL LIABILITY

As a minimum, the required general liability coverages will include:

Required Limits:

GL1

$300,000 Combined Single Limit

GL2

$500,000 Combined Single Limit

$1,000,000 Combined Single Limit

GL4

$2,000,000 Combined Single Limit

GL5

$3,000,000 Combined Single Limit

GL6

$4,000,000 Combined Single Limit

GL7

$5,000,000 Combined Single Limit

Required Endorsements:

GLLIQ

Liquor Liability

GLS

Security Services

All endorsements are required to have the same limits as the basic policy.

BUSINESS AUTOMOBILE LIABILITY

As a minimum, coverage should extend to liability for:

· Owned; Non-Owned and Hired Vehicles

Required Limits:

VL1

$50,000 per Person: $100,000 per Occurrence $25,000 Property Damage Or $100,000 Combined Single Limit (The use of VLI should be limited to special projects that involve other governmental entities or "Not for Profit" organizations. Risk Management must approve the use of this form).

VL2

$200,000 per Person; $300,000 per Occurrence $200,000 Property Damage or $300,000 Combined Single Limit

VL3

$500,000 per Person; $1,000,000 per Occurrence $100,000 Property Damage

$1,000,000 Combined Single Limit

VL4

$5,000,000 Combined Single Limit

Miscellaneous Coverages

BR1

Full Replacement Value of the completed project.

CLI

MVC

PRO

PRO2

$500,000 per Occurrence/$1,000,000 Agg.

PRO3

$1,000,000 per Occurrencei$2,000,000 Agg.

POL1

POL2

$1,000,000 per Occurrence/$2,000,000 Agg.

POL3

$3,000,000 per Occurrence/$6,000,000 Agg.

POL4

$5,000,000 per Occurrence/$10,000,000 Agg.

EDt

ED2

$100,000

GK1

GK2

$ 500,000 ($100,000 per Vehicle)

GK3

$1,000,000 ($250,000 per Vehicle)

MED1

MED2

$500,000/$1,000,000 Agg.

MED3

$1,000,000/$3,000,000 Agg.

MED4

$5,000,000/$10,000,000 Agg.

IF

VLP1

VLP2

$500,000 (Requires MCS-90)

VLP3

$1,000,000 (Requires MCS-90)

BLL

HKL1

HKL2

$ 500,000

HKL3

$1,000,000

HKL4

$5,000,000

AIR1

AIR2

$5,000,000

AIR3

$50,000,000

AEO1

AEO2

$ 500,000 per Occurrence/$1,000,000 Agg

AEO3

$1,000,000 per Occurrence/$3,000,000 Agg.

AEO4

$300,000,000 per Occurrence/$5,000,000 Agg.

ARP

EOJ

EO2

$ 500,000 per Occurrence/$1,000,000 Agg.

EO3

$ 1,000,000 per Occurrence/$2,000,000 Agg.

EO4

$ 5,000,000 per Occurrence/$10,000,000 Agg.

WL1

WL2

$1,000,000 per Occurrence

APPLICANT’S INSURANCE STATEMENT

I understand that insurance will be mandatory.

If awarded the contract all insurance requirements will be satisfied.

Applicant Name

Signature

Title

Organization Name: _

APPLICATION CHECK LIST

(Submit with Application)

I have completed the following items:

Applicant has completed the following sections:

|_| Purpose of Event |_| Destination Stewardship & Community Involvement (with supporting documentation attached) |_| Event Itinerary |_| Number of Room Nights (with supporting documentation attached) |_| Funding Request (Destination or Turnkey, with funding level selected) |_| Marketing Plan |_| Action Plan |_| W9 |_| Applicable Vendor Form |_| Proof of Insurance (Turnkey applicants only)

Reference Materials Reviewed (available on the Monroe County website under Tourist Development Council) |_| Sample Destination or Turnkey Event Agreements |_| Sample Reimbursement Packets |_| Sample Score Sheet used by the District Advisory Committees

|_| I understand that the application must achieve a score of 24 points or higher by a majority of seated committee members in order to qualify for funding.

District I Two Year Average Occupancy Trends By Month Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 0.83295122285278722…