Amendment No.1 to Grant Agreement with Miami Beach Visitor And Convention Authority . ,cD D. a --3a,-J 8
DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5C0DF4D73
AMENDMENT NO. 1
TO
MIAMI BEACH VISITOR AND CONVENTION AUTHORITY GRANT AGREEMENT
This Amendment No. 1 (Amendment)to the Miami Beach Visitor and Convention
Authority Grant Agreement, dated May 2, 2022 (Agreement), by and between the City of
Miami Beach; Florida, a municipal corporation organized and existing under the laws of
the State of Florida, having its principal place of business at 1700 Convention Center
Drive, Miami Beach, Florida 33139 (City or Grantee), and the Miami Beach Visitor and
Convention Authority (MBVCA), having its principal place of business at 17�01 Meridian
Avenue, Suite 403, Miami Beach, FL 33139, is entered into this \O day of
FUN7 , 2022, as follows:
RECITALS
WHEREAS, pursuant to the Agreement, the MBVCA has awarded the City, as
fiscal agent for the Climate Summit Miami Beach Host Committee, Inc(Host Committee),
a Tourism Advancement Program grant, in the amount of $90,000.00 (Grant), for the
project known as the"Aspen Institute: Climate Summit"; and
WHEREAS, the City and Host Committee will execute a separate grant
agreement, under which Host Committee, as the subrecipient of the Grant, will agree to
comply with terms and conditions of this Agreement, as if the Host Committee were the
Grantee;and
WHEREAS, the parties wish to clarify Section 9 of the Agreement, to reflect that
Host Committee, instead of the City, will be the party complying with the insurance
provisions set forth in Section 9 of the Agreement.
NOW THEREFORE, in consideration of the mutual promises and conditions
contained herein, and other good and valuable consideration, the sufficiency of which is
hereby acknowledged, the City and the MBVCA hereby agree to amend the Agreement
as follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this
Amendment.
2. MODIFICATIONS.
The Agreement is hereby amended (deleted items stcuok4 ceug;h and inserted
items underlined) as follows:
The City and MBVCA hereby agree that Host Committee, instead of the City, will be the
party complying with the insurance provisions set forth in Section 9 of the Agreement.
3. RATIFICATION.
Except as amended herein, all other terms and conditions of the Agreement shall
remain unchanged and in full force and effect. In the event there is a conflict
between the provisions of this Amendment and the Agreement, the provisions of
this Amendment shall govern.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
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DocuSign Envelope ID:77602292-6925-40DE-83B0-8EC5C0DF4D73
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IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by their appropriate officials, as of the date first entered above.
ATTEST: CITY OF MIAMI BEACH, FLORIDA
By:
Rafael .Granado,City Clerk ma T. Hucfa , i Manager
Gfro)20.
Date
ATTEST: MIAMI BEACH VISITOR AND CONVENTION AUTHORITY
By:
4 r>: s
Print Name/Ti le. Print Name/Title
Date
APPROVED AS TO
FORM & LANGUAGE
&FOR EXECUTION
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F:ATTO/TORG 1GISELA\FORMSIAMENDMENTSIAMENDMENTTEMPLATE
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DocuSign Envelope ID:77602292-6925-40DE-83BD-BEC5C0DF4D73
I\ r', ' VISITOR AND
f., ',
b EA -H AUTHORITYON
FY 2021/2022 CONTRACT
TOURISM ADVANCEMENT PROGRAM
LETTER OF AGREEMENT
Grantee Name City of Miami Beach Fiscal Agent for Climate Summit Miami Beach Host Committee
Contact Person , Veronica Pizzomi
Contact Phone Number
305.1304.6483
Grantee Address 1700 Convention Center Drive
Miami Beach,Florida 33139
Name of Project
Aspen Institute:Climate Summit
`Project Date(s) May 9-12,2022
Total Amount of MDVCA Grant $90,000.00
DEADLINES
CONTRACT DEADLINE MAY 6.2022
INTERIM REPORT DEADLINE MAY 6.2022
FINAL REPORT DEADLINE JULY 12.2022
REQUEST FOR REIMBURSEMENT/EXPENDITURE DEADLINE SEPTEMBER.30.2022
The MBVCA requires that you attach a resolution from your board authorizing the execution of
this agreement by the signatory. Attach Hereto.
IN WITNESS' REOF,t parties hereto have executed this A ' -'�:"'"'.n this date CM 1202 2-
•
Authori. gnature Chaire " • each
For Grant e Organization Visitor and Con ion Authority
City Manager •
Title of Signatory
Alina T. Hudak
Type or Print the above Signature
The pbove signatory certifies that all information provided in the Letter of Agreement and all attachments
are,rue and accurate.
I\\C WV'IQ Arvolt cr-)--0(c--2-2—
Notary Info" Date
(Nota ee Organization Only)
� �,';' N'•„:0 ��i APPROVED AS TO
�`� ER :� FORM & LANGUAGE
co &FOR EXECUTION
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DocuSign Envelope ID:77602292-8925-400E-83BD-8EC5C0DF4D73
i VISITOR AND FY 2021/2022 TOURISM ADVANCEMENT PROGRAM
• ' ' '' CONVENTION
"i AUTHORITY PUBLIC RELATIONS ACKNOWLEDGMENT FORM
Grantee Name City of Miami Beach Fiscal Agent for Climate Summit Miami Beach Host Committee
Contact Person Veronica Pizzomi
—Contact Phone Number 305.804.6483
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Aspen Institute:Climate Summit
Project Date(s) May 9-12,2022
Total Amount of MBVCA Grant $90,000.00
The MBVCA has contracted with Private Label Marketing, LLC to promote the City of Miami Beach
and the MBVCA through a strategic plan based on the following primary"buckets":
1. Leisure Lifestyle Traveler
2.Arts and Culture Traveler
3. Sports/Celebrity/Entertainment Traveler
4. Global LGBT Traveler
Private Label Marketing, LLC welcomes information from grant recipients about events that can be used
to pitch Miami Beach stories, embellish press releases, or provide background information. The
MBVCA works closely with Private Label Marketing, LLC to develop releases only featuring grants
made.
Grant recipients who want to hire Private Label Marketing, LLC for event-specific press releases or wire
access are able to do so. Private Label Marketing, LLC expects to offer a special hourly rate for the
development of releases,with wire access, (should it be desired) paid by the event producers.
Received and - ledged b >
Authoriz=a f gnature
For Gran ee Organization
City Manager
Title of Signatory
Alina T. Hudak
Type or Print the above Signature
5 2o22-
Date
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION 4
'? CilyAltomey I Doti,
DocuSign Envelope ID:77602292-6925-4ODE-63BD-BEC5CODF4D73
1 '' VISITOR AND FY 2021/2022 TOURISM ADVANCEMENT PROGRAM
t I ,- CONVENTION GENERAL CONDITIONS
CI 1-_-..I-\'._.=-_� AUTHORITY
GENERAL CONDITIONS
Please-initial each Remand keep a copy for your records
,
tillc 1. PROJECT AND BUDGET DESCRIPTION;
The Grantee may only use the award for the purposes that are specifically described in the Project Description and
Budget. The grantee must fulfill all the terms outlined in the motion approving the grant by the MBVCA Board.
All expenditures will be subject to the terms of this Agreement and the Updated Project Narrative and Updated Project
Budget attached hereto. The Grantee's expenditure of grant funds is to be used only for the specific items or any special
conditions set forth by the MBVCA Board and/or Grants Review Panel. Please review the MBVCA grant guidelines for
complete list of funding restrictions.
Any changes in project,I.e.budget,location,date,etc.must be reported to the MBVCA Administrator,at 1701
Meridian Avenue, Suite 403,Miami Beach, FL 33139, immediately in writing. Budget decreases or increases of
10%or more may require a re-evaluation and approval by the MBVCA Board.
. Please note:All programs are contingent upon the approval of the annual budget by the City of Miami Beach
Mayor and Commission. Any diminution In budget funding levels to the MBVCA will reflect in a reduction of
the grant award in the same percentage.
AA 2. PAYMENT SCHEDULE:
The MBVCA pays its Tourism Advancement Program grants upon the performance and completion of the event. To be
reimbursed by the MBVCA for expenses approved by Board motion and application budget, please document all
applicable expenses on the request for reimbursement form,and provide the proper documentation for each request.
The MBVCA requires the following documentation:
✓ Each paid invoice must be stapled to the copy(front and back)of your proof of payment.
✓ Acceptable proofs of payment include canceled checks, replacement checks, as per the guidelines of the
Check Clearing for the 21 st Century Act(Check 21 Act)if applicable,wire transfer confirmations,debit/credit
cards.All forms of payments,outside of a cancelled check,must show a link to the bank account indicated on
the Bank Account Verification Statement provided within the original signed grant contract.All documentation
is subject to approval by the MBVCA Administration.
✓ Enclose copies of all printed material, i.e. Ads, Brochures, Programs, etc., with the Reimbursement Form
attached to this contract.
✓ At the 50%point of expenditures,the Administrator must be contacted with an updated budget showing where
the project is mid-range compared to the original budget.
Bills Incurred prior to the beginning of the fiscal year or the grant approval date,whichever is later, are not
reimbursable.Bills incurred after the end of the fiscal year are not reimbursable unless previously approved In
writing by MBMBVCA administration. Note:Vendors submitted as part of a reimbursement request must be
valid and active and may not be partially or wholly owned by the grantee organization.
The MBVCA assumes no obligation to provide financial support of any type in excess of the total grant amount. Cost
overruns are the sole responsibility of the Grantee. The Grant funds will be disbursed upon receipt and approval by the
Administrator of all reports,invoices,and documents due from the Grantee,as required through this Agreement.The
reimbursement cycle is approximately 30 days from when the request is submitted to the MBVCA Administrator,
providing that the information submitted is complete and accurate.
Please reference the MBVCA Grant Guidelines to determine which expenses are reimbursable.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
I'i IC) 3. REPORTS:
V
The Grantee must supply the MBVCA with interim reports documenting that the grantee has fulfilled all requirements.
Organizations that have been granted funds should supply Interim Reports to the MBVCA every period. Failure to meet
this requirement will result in a delay of payment or cancellation of funding.
The Final Report and Exit Interview Form,as supplied in this contract,must be completed accurately and according to
guidelines. The original reports should be sent to the MBVCA Administrator within sixty (60) days of project
completion. Final disbursement is dependent on completion and successful submission of the Final Report,including
the required Exit Interview Form and a Profit and Loss Statement for your event.
Final submission of all documentation, including but not limited to, final report, request for reimbursement and Exit
Interview Form must be completed before the end of the fiscal year. Any extensions must be requested'wonting and
approved by MBVCA administration prior to the end of the fiscal year. The fiscal year Is defined as October 1 —
September 30.
t , i 4. ACCOUNTING AND FINANCIAL REVIEW:
The Grantee must keep accurate and complete books and records of all receipts and expenditures of Grant funds in
conformance with reasonable accounting standards. These books and records,as well as all documents pertaining to
payments received and made in conjunction with.this Grant,such as vouchers,bills,invoices,receipts,bank statements
and canceled checks,shall be retained in Miami-Dade County in a secure place and in an orderly fashion by the Grantee
for at least two years after the expenditure deadline.
The MBVCA or its designee at the Grantee's offices may examine these books,records and documents during regular
business hours and upon reasonable notice. Furthermore,the MBVCA may,at its own expense,audit or have audited,
upon reasonable notice,all the financial records of the Grantee,whether or not purported to be related to this Grant.
Please note that the MBVCA is unable to disburse funds unless all required documents pertaining to the grant have
been received and approved.
(410_5. BANK ACCOUNTS:
Monies received pursuant to this Agreement shall be kept in accounts in established Miami-Dade County banks or
savings and loan associations,whose identities shall be disclosed in writing on the attached Bank Account Verification
Statement form. These accounts need not be accounts,which are segregated from other accounts maintained by the
Grantee. The identity and title of individuals whom the Grantee authorizes to withdraw or write checks on Grant funds
from the banking institutions shall be disclosed in writing on the Bank Account Verification Statement form. PayPal is
not recognized as a financial institution.
6. PUBLICITY AND CREDITS:
You are required to prominently display the MBVCA logo in all marketing,publicity,and advertising materials related to
this grant.The Grantee must also include the following credit line In all public announcements,press releases,programs,
collateral material, print and broadcast media: WITH THE SUPPORT OF THE MIAMI BEACH VISITOR AND
CONVENTION AUTHORITY.The MBVCA logo and website link should also be displayed on the event-related and/or
organizational website. One half page or full-page full color ad in program guide,if applicable,is required of the Grantee.
In addition,on-site signage in a prime location(if applicable)provided by Grantee,must be included.
, 7. PROMOTIONAL MATERIAL:
Irv.
The following promotional materials are available upon request to all grant recipients: Full Color, Full Page and Half
Page ads for use in event program books and material.If you would like City of Miami Beach material for distribution at
your event,please contact the City's Department of Tourism and Cultural Development at 305.673.7577.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
Mill 8. CROSS-PROMOTION:
Grantee will make every reasonable effort to create a "deal" for inclusion In the MBVCA's App, 'Experience Miami
Beach".Deals must be submitted to the MBVCA at least 30 days prior to the start of the event.The deal/promotion may
include a discountedticket price, a 2-for-1 offer,or anything you deem appropriate.The promotion will be included as
part of the MBVCA App,with additional promotion through MBVCA social media accounts.
The MBVCA will include specific language/messaging provided by the grantee within its social media accounts to include
Facebook, Instagram, and,Twitter. In turn,the Grantee agrees to proactively socialize Information,photos and details
that relate to the promotion with the specific inclusion and tagging of the MBVCA throughout its social media platform
handles:Facebook-@ExperienceMiamiBeach; Instagram-@ExperlenceMiarniBeach,and Twitter-@EMiamiBeach.
The Grantee agrees to post,at a minimum,two pieces of content,per channel.
Wk.. 9. INSURANCE REQUIREMENTS:
The City of Miami Beach and the Miami Beach Visitor and Convention Authority shall be held harmless by the
. Grantees who must meet all the insurance requirements of the City of Miami Beach. Proof of insurance must be shown
• with endorsement to the City of Miami Beach. For information on insurance and other City Service requirements please
contact the Special Events Liaison for the City of Miami Beach at(305)673-7577.
10. REMEDIES AND EXPENDITURES DEADLINE/DEFAULT PROVISIONS:
In the event the Grantee shall fait to materially conform to any of the provisions of this Agreement, the MBVCA may
Withhold or cancel.all,or any,unpaid installments of the Grant, Further,In the event of a material breach of any term or
condition ofthis,Agreement, upon five.°(5)calendar days written demand by the MBVCA, the Grantee shall repay all
portions.of the Grant which have been received by.the',Grantee,and which were.spent In violation of the Grant. The
Grantee will be liable to reimburse all unauthorized expenditures discovered after the expiration of the Grant period.
The Grantee will also be liable to reimburse the MBVCA for all lost or stolen grant funds. Grant funds which remain in
the possession or under the control of the Grantee as of the date of the Expenditure Deadline must be returned within
15 days after the Expenditure Deadline;if such funds have been committed but not expended,the Grantee must request
in writing from the Administrator an extension of the Expenditure Deadline for a period not to exceed one year.
Grantees failing to submit final paperwork during the fiscal year in which the grant was awarded(i.e.submission of final
report,request for reimbursement,exit interview,and profit and loss statement)will be ineligible to apply and/or receive
a grant during the subsequent fiscal year;however,the Grantee will be allowed to apply for future fiscal year's grants
programs.
Organizations whose grants have been rescinded due to non-performance or compliance,must wait a full fiscal
year in order to re-apply to the MBVCA.Fraudulent documentation and/or activity will suspend an organization
and/or event from returning to the MBVCA for funding.Re-instatement for funding ability is board determinant.
Note:Completed final reports and requests for reimbursement received after the end of the fiscal year in which the grant
is awarded,are not eligible for reimbursement.Events taking place during the month of September will be granted an
additional 30 days for the submission oftnal documentation as outlined above.
11. DEPOSIT TERMS:
Grants approved by the Board require that$500 be withheld from payment until a Final Report and Exit Interview Form
is turned in within 60 days of the completion of the project. This$500 is non-refundable after 60 days.If the Final Report
and Exit Interview Form are not forthcoming, projects will not be considered for future funding. THERE WILL BE NO
WAIVERS UNDER ANY CIRCUMSTANCES.
a► 12. FISCAL YEAR:
The fiscal year shall be defined as October 1 through September 30. All conditions that must be met shall fall within
those dates.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
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l 13. POST PERFORMANCE REPORTING:
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Grant criteria must be met post-event through the following:Hotels:Submission of completed and signed hotel pick up
forms or group reservation pick up reports;Media Impressions:Post Performance report from media outlet stating post
media impressions: analytics report garnered from the organization's PR Firm, or from a media monitoring/press
clipping service such as BurrellesLuce;Television/Cable Contracts with audience delivery of adults 18+as measured
by Nielsen Live+3.Nielsen Live+3 indicates the total viewership will calculate for up to 3 days after the initial showing
for those using a DVR. A post-performance report is required in order to be in compliance with the grant guidelines.
Broadcast Post Performance Report from a third-party reporting delivery of Adult 18+ and Households (HH) in
1ousands'(000).Nielsen,Over The Top(OTT),or Rentrak Post Performance Reports are acceptable.
4. CONTRACT REPRESENTS TOTAL AGREEMENT:
This contract,including its general and special conditions,represents the whole and total agreement of the parties. No
representations, except those contained within this grant agreement and its attachments, are to be considered in
construing its terms. No modifications or amendments may be made to this Agreement unless made in writing
and signed by both parties,and approved by an appropriate action of the MBVCA Board.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
SPECIAL CONDITIONS
The grant awarded to this organization is the result of an extensive public review process, which
found that the organization is performing a public purpose through the programs, projects, and services
recommended for support. As such, use of these funds for any program component not meeting this
condition will be considered a material breach of the terms of this grant agreement and will allow to seek
remedies including but not limited to those outlined in the Articles of this Grant Agreement.
The Grantee also accepts and agrees to comply with the following Special Conditions:
The Grantee hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964(42 U.S.C. 2000d
et seq.) prohibiting discrimination on the basis of race, color, national origin, handicap, or sex in any
program or activity receiving MBVCA support.
The MBVCA endorses the clear mandate of the American with Disabilities Act of 1990 (ADA) to
remove barriers,which prevents qualified individuals with disabilities from enjoying the same employment
opportunities that are available to persons without disabilities.
The MBVCA also endorses the mandate of the Rehabilitation Act of 1973 and Section 504 and
prohibits discrimination on the basis of disability and requires that grant recipients provide equal access
and equal opportunity and services without discrimination on the basis of any disability.
Grantee shall include on all significant promotional materials, print and electronic media, and
programs, information regarding accessibility of programs and/or facilities to persons with disabilities. This
information may be in the form of practical language and/or universally acceptable disability access
symbols, which clearly define the availability and type of accommodation or service for persons with
disabilities.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
2021/2022 TOURISM ADVANCEMENT PROGRAM
A_.. ,' ; , VISITOR AND BANK ACCOUNT VERIFICATION STATEMENT
,: ' CONVENTION
B E_A C, �-H AUTHORITY
BANK ACCOUNT VERIFICATION STATEMENT
GRANTEE NAME:
City of Miami Beach
The following information is required as a condition of your contract.
Please complete and return.
DESIGNATED BANK AND ACCOUNT IN WHICH FUNDS WILL BE KEPT/WITHDRAWN FROM'
Truist Bank N.A
ADDRESS
1700 Convention Center Drive, Miami Beach, FL 33139
ACCOUNT
NUMBER 1000198188251
NUMBER
PERSONS AUTHORIZED TO WITHDRAW FUNDS OR TO WRITE CHECKS:
NAME John Woodruff TITLE Chief Financial Officer
NAME TITLE
NAME TITLE
Submitted by: Treasury Division of City of Miami Beach
Date: 055/04/2022
I Please note if there are two separate accounts,one solely designated for deposits and one solely designated for disbursements,
two Bank Account Verification Statements must be submitted with the signed contract.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5C0DF4D73
A I A A I VISITOR AND FY 2021/2022 TOURISM ADVANCEMENT PROGRAM
BE COAU VERITY NVENTION
UPDATED PROJECT REPORT
UPDATED PROJECT REPORT
Grantee Name City of Miami Beach Fiscal Agent for Climate Summit Miami Beach Host Committee
Contact Person Veronica Pizzorni
Contact Phone Number 305.804.6483
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Aspen Institute:Climate Summit
Project Date(s) May 9-12,2022
Total Amount of MBVCA Grant
$90,000.00
MBVCA Board Action/Date: May 3,2022
Grant S90,000 for the Aspen Institute:Climate Summit
The following UPDATED PROJECT NARRATIVE must include a complete description of your proposed project as
submitted on your original application and any changes to your original proposal. These changes could have been
made necessary by the terms of the MBVCA Board motion as outlined above,or by the grant amount awarded being
less than the requested amount or other circumstances.
1.State any changes to the program since the original application was submitted.
No Changes.
The Aspen Institute: Climate Summit, in collaboration with the City of Miami Beach and a diverse
group of partner institutions in and beyond South Florida, the Aspen Institute is enlisting global
and local policymakers, scientific experts, corporate leaders, inventors and innovators, artists,
young leaders, influencers, and engaged members of the public to participate in Aspen Ideas:
Climate 2022. The 2022 Program will feature a variety of main stage events, breakout sessions,
roundtable discussions, and excursions focused on mitigating and adapting to climate change.
Topics will include solutions to flooding and sea-level rise to new renewable energy technologies
and food and agriculture impacts of climate change to test drives of new electric vehicles.
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Updated Project Budget
List all expenses related to the project requesting funding.Round amounts to the nearest dollar(do not show cents). In-kind
contributions are the documented fair market value of non-cash contributions provided to the grantee by third parties,which
consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE, SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) $2,361,209 ADMISSIONS
ADMINISTRATIVE .$2,361,209 VENDORS
ARTISTIC 0 CONTRACTED SERVICES .
TECHNICAL 0 PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES 0 _ 0 CORPORATE SUPPORT $500,000 ......
1.Related Group
•
•
MARKETING TOTAL(FEES+PRINT+DIGITAL)
$670,000 0 FEDERAL GRANTS
1.
FEES $6S 000:
2.
PRINT $125,000
DIGITAL -$480;000 . STATE GRANTS
1 . ..
ADVERTISING TOTAL(PRINT+SOCIAL MEDIA) $100,000. 0
2.
PRINT 0
SOCIAL MEDIA $100;000 LOCAL GRANTS
PUBLIC RELATIONS (FEES+PRESS MATERIALS) $736,991 0 1. CITY OF MIANI BEACH
2.
FEES .$724;991. .
3.
PRESS MATERIALS $12;000:
POSTAGE/COURIER/TRANSPORTATION FEES $100,000 $80,000 FOUNDATION GRANTS
1.Lennar Family
TRAVEL $447,481 0 Foundation $1,000,000
2.
EQUIPMENT RENTAL $260,082 . 0
SPACE RENTAL $502,759 0 OTHER REVENUES
1.Knight Foundation $500,000
CITY SERVICES 0 $400,000
2.Walton Family Foundation $150,000
INSURANCE $1,914 . .- 0
SUPPLIES/MATERIALS 3..
$394,159 0
OTHER EXPENSES.(ITEMIZEBELOW):
CASH ON HAND $2,804,000 $530,595
MBVCA Award $90,000
$5,574,595 $480,000 Total Revenues: $4,304,000 $1,270,595
Total Expenses:
$5,574,595
Total Secured +Anticipated Revenues
Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing,Advertising,and Public Relations
should be in dollars.
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DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5C0DF4D73
2021/2022 TOURISM ADVANCEMENT PROGRAM
VISITOR AND INTERIM REPORT
a-.' `• CONVENTION
. i AUTHORITY
INTERIM PROJECT REPORT
Grantee Name City of Miami Beach Fiscal Agent for Climate Summit Miami Beach.Host Committee
Contact Person
Veronica Pizzomi
• Contact Phone Number 305.804.6483
. Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Aspen Institute:Climate Summit
Project Date(s) May 9-12,2022
•
Total Amount of MBVCA Grant
$90,000.00
MBVCA Board Action/Date: May 3,2022
Grant$90,000 for the Aspen Institute: Climate Summit
For funds awarded as a grant,this form must be submitted regularly to MBVCA Administration at 1701 Meridian
Avenue, Suite 403, Miami Beach, Florida 33139. This report must be filled out completely, and include a current
Interim Narrative Report and Interim Budget, as attached.
Any changes in the project(i.e. budget, location,date, etc.)must be reported to the MBVCA Administrator
immediately in writing. Any budget that has increased or decreased by 10%or more must return to the MBVCA for
re-evaluation and approval by the MBVCA Board. The MBVCA requests that grantees, in implementing projects,
adhere very closely to such key elements as date, site, talent and budget. Failure to meet these requirements may
result in a delay of payment or cancellation of funding.
IF THERE HAS BEEN A CHANGE TO ANY INFORMATION PROVIDED IN THE ORIGINAL GRANT
CONTRACT, PLEASE DETAIL THEM WITHIN THIS REPORT.ANY CHANGES INCURRED AND
NOT REPORTED, COULD IMPACT THE GRANT AWARD.
The below signatory certifies that all information provided in this report is true and accurate.
Submitted by: Date:
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nocuSign Envelope!D:7?6022Q2.RQ25-400E_833D-8EC5C00F4073
VISITOR AND
CONVENTION 2021/2022 TOURISM ADVANCEMENT PROGRAM
yl AUTHORITY INTERIM REPORT
INTERIM NARRATIVE
Briefly describe the progress of the program/project/event
List specific methods used (since previous report)to promote this project regionally, nationally and/or
internationally.
Explain how your marketing and promotion initiatives are improving Miami Beach's image as a superb
tourist destination. List articles, websites and advertisements involving your event. If press clips or
program materials are available, please provide them as an attachment.
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List all expenses related to the project requesting funding. Round amounts to the nearest dollar(do not show cents).
In-kind contributions are the documented fair market value of non-cash contributions provided to the grantee by third
parties,which consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) ADMISSIONS
ADMINISTRATIVE
VENDORS
ARTISTIC CONTRALItU SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES
CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(FEES+PRINT+DIGITAL)
FEDERAL GRANTS
FEES 1.
PRINT 2.
DIGITAL STATE GRANTS
1.
ADVERTISING TOTAL(PRINT+SOCIAL MEDIA)
PRINT 2.
SOCIAL MEDIA LOCAL GRANTS
PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER/TRANSPORTATION FEES FOUNDATION GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Award
Total Revenues:
Total Expenses:
Total Secured + Anticipated Revenues
Please note: Total Actual Cash Expenses must eaual Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing,Advertising, and Public Relations
should be in dollars.
15
DocuSly'I Envelope iv. ,I ouLL.7.L-092J-4ODE-03OD-oct..05l.NVr4D73
Y�J� VE n�lO 2021/2022 TOURISM ADVANCEMENT PROGRAM
�-1' �.- � CONVENTION
AUTHORITY FINAL REPORT
FINAL REPORT
Grantee Name City of Miami Beach Fiscal Agent for Climate Summit Miami Beach Host Committee
Contact Person
Veronica Pizzomi
Contact Phone Number 305.804.6483
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Aspen Institute:Climate Summit
-Project Date(s) May 9- 12,2022
Total Amount of MBVCA Grant
$90,000.00 .
•
MBVCA Board Action/Date: May 3, 2022
Grant$90,000 for the Aspen Institute: Climate Summit .
Project Impact:
1. Briefly describe the outcome of the program/project/event:
2. State any necessary revisions or changes from your original proposal:
3. What was the total attendance at the event(s)? What percentage of attendees paid? What was the
range of ticket prices for Miami Beach events?
16
DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5C0DF4073
Economic Impact
1. How many events took place as part of your project?Of those events, how many took place in
Miami Beach? Please list venues and dates utilized for said events. (Include ticket sales printout
reports for Miami Beach owned/managed venues as an attachment).
2. How many hotel room nights were filled as a direct result of your project/program/event? How did
you calculate this number? Provide a breakdown of the hotel room nights generated, as an attachment
with supporting documentation from stated hotels through the use of the attached form or through a
reservation report generated by the hotels utilized by your event attendees.
3. How did your program impact Miami Beach financially? A) How many local jobs created? B) List
each Miami Beach business employed for your program (graphic design, catering, and production crew.)
4. What was your total organizational budget?
5. How many people does your organization currently employ? (check only one)
❑ Under 10 ❑ 10-20 ❑21-50 ['Over 50
17
DocuSign Envelope ID:7 7 602292-5925-4vv e-8Sov-oEi.;iCvvF4v 7 3
Audience Demographics
(Note: All totals must come to 100%)
1. What percentage of your audience was:
Under 13
13-20 %
21 -40
41 -60
Over 60
2. What percentage of your audience was:
Male
Female %
Other
3. VVhat percentage of your audience was:
White/Caucasian
Black/African American
Hispanic
Other
4. What percentage of your audience's annual income is:
Under$35,000
$35,000 - $50,000
$51,000 -$70,000
$71,000 -$100,000
Over$100,000
5. Of your total attendees, what percentage were:
Residents
Regional
Tourists
6. What was the average admission fee, per person, for this event?
❑ Free ❑ Under$10 ❑ $10 - $25 ❑ $26 - $50 ❑Over$50
7. What method of evaluation was used to determine the success of your event?(check all that apply and
attach samples)
❑Attendance ❑ Questions &Answer sessions
❑ Media Reviews/ Ratings ❑ Survey
❑ No Evaluation Method Used
8. General Comments
18
DocuSign Envelope ID:77602292-6925-40DE-83BD-SECSCODF4D73
Marketing/Publicity impact:
la. How did you market this program? Was it a successful campaign? How did you evaluate the
success? (Attach samples)
lb. Specific advertising/marketing used - Please check all that apply
❑Billboards ❑Internet/Website ['National Trade Publications
❑Direct Mail/Flyers ❑Local Newspaper ❑Pole Banners
❑Email ['Local Television ❑Regional Newspaper
❑International Publication ❑Local Radio ❑Social Media
❑International Television CI National Television
Other:
2. What kind of publicity/press did the event(s) receive? Were the event(s)documented for television?
(attach samples)
2a. What kind of publicity/press did the event(s) receive?
2b. What % of your budget was spent on marketing/advertising?
2c. What was the total dollar value spent on advertising, including in-kind and bartered services?
2d. What was the percentage of the amount above spent between domestic and international
promotional efforts?
2e. What was the total dollar value spent on television, including in-kind and bartered services (if
applicable)?
3. What was the total number of impressions generated as a result of the event? (Total number x circulation)
Provide a breakdown of the impressions generated, as an attachment
4. What are your event/project growth plans for the next 5 years? (ex: adding additional programming
in other counties, reducing office space, expanding artistic crew, etc.)
Final Report completed by on:
Signature of MBVCA representative
19
DucuSigii Envelope iv: i iouLcac-6925-4ODE-83Bv-8ECOCODF4u73
Final Project Budget
List all expenses related to the project requesting funding. Round amounts to the nearest dollar(do not show cents). In-kind
contributions are the documented fair market value of non-cash contributions provided to the grantee by third parties,which
consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(FEES+PRINT+DESIGN)
FEDERAL GRANTS
1.
•
FEES
2.
PRINT
DESIGN STATE GRANTS
1.
ADVERTISING TOTAL(PRINT+SOCIAL MEDIA)
2.
PRINT
SOCIAL MEDIA LOCAL GRANTS
•
PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER/TRANSPORTATION FEES FOUNDATION GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Award
Total Revenues:
Total Expenses: .
Total Secured + Anticipated Revenues
Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing, Advertising, and Public Relations
should be in dollars.
20
DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
Event Profit and Loss Statement
List all expenses related to the project requesting funding. Round amounts to the nearest dollar(do not show cents). In-kind
contributions are the documented fair market value of non-cash contributions provided to the grantee by third parties, which
consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND INCOME SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+
TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
•
2.
MARKETING TOTAL(FEES+PRINT+DIGITAL) FEDERAL GRANTS
FEES 1.
PRINT 2.
DIGITAL STATE GRANTS
1.
( ADVERTISING TOTAL(PRINT+SOCIAL MEDIA)
PRINT 2.
SOCIAL MEDIA LOCAL GRANTS
1. City of Miami
PUBLIC RELATIONS (FEES+PRESS MATERIALS) Beach Monies
FEES 2.
3.
PRESS MATERIALS
FOUNDATION
POSTAGE/COURIER/TRANSPORTATION FEES GRANTS
TRAVEL 1.
EQUIPMENT RENTAL 2.
SPACE RENTAL OTHER REVENUES
CITY SERVICES 1.
INSURANCE 2.
3.
SUPPLIES/MATERIALS
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Award
Total Expenses: Total Income:
Net Profit/Loss:
21
DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5CODF4D73
VISITOR AND 2021/2022 TOURISM ADVANCEMENT PROGRAM
CONVENTION EXIT INTERVIEW FORM
i.... :.'. Hi AUTHORITY
1. What, if any, changes would you like to see that would improve the MBVCA as a whole?
2. What services provided by the MBVCA were most helpful for your organization?
•
3. What changes and/or additions would you like to see made in the grant process?
4. How, if at all,would you like to see the final report improved?
5. What additional services, if any,would you like to see the MBVCA board and administration provide to
grant applicants?
Additional Comments/Suggestions:
•
22
DocuSign Envelope ID:77602292-6925-40DE-83BD-8EC5C0DF4D73
VISITOR AND 2021/2022 TOURISM ADVANCEMENT PROGRAM
CONVENTION HOTEL PICK UP REPORT
i AUTHORITY
Attn:
Fax/Email:
From:
Hotel Pick-Up Report
Hotel Name:
Group Name:
Dates:
Date
Contracted Block
Actual Pick-up
Date (Continued)
Contracted Block
Actual Pick-up
❑ ALL CONTRACTUAL OBLIGATIONS HAVE BEEN MET BY THE GROUP IN REFERENCE
Other comments on group's history:
Please note this form is to be completed, in its entirety, by the Hotel Representative ONLY
(Please Type Form and Include Signature)
Hotel Representative/Form Completed By:
Position in Hotel:
Signature attesting validity of information included above:
Email Address (for verification):
Contact Telephone Number:
Date:
23
DocuSign Envelope ID:7 7602292-6925-YVDE-03BD-OEC5CODF4D7J
2021/2022 TOURISM ADVANCEMENT PROGRAM
VISITOR AND REQUEST FOR REIMBURSEMENT
- ` CONVENTION
.._. '%�.1 . .I AUTHORITY
FY 2021/2022 REQUEST FOR REIMBURSEMENT
Grant funds will be disbursed upon receipt and approval of the completed and signed contract, as well as
the Final Report and the required documents listed below. Please note that all documents should be in
correct form. All requests should be specific to the award.
On May 3, 2022,the MBVCA Board voted to grant$90,000 for the Aspen Institute: Climate Summit.
• To receive the award, please fill out this form and attach the applicable documents.
• Attached should be:
• Invoice for vendors
• Copies of front and back of cancelled checks relating to each submitted invoice
• • Advertising and publicity for event containing the MBVCA logo.
Check No. Vendor Name Amount
Ex. 6789 Great Communicators $4,000 .
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Please number the invoices and cancelled checks in accordance to your submission. REIMBURSEMENT
WILL NOT BE PROCESSED UNLESS ALL SPECIFIED BACKUP MATERIAL ACCOMPANIES THIS
REQUEST
FOR OFFICE USE ONLY
Approved By: Addition Checked By:
Prices Checked By: _ Date Paid:
Extensions Checked By: _ Check Number: 24