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Resolution 2021-31742
RESOLUTION NO, 2021-31742 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND ECONOMIC RESILIENCY COMMITTEE, AT ITS JUNE 11, 2021 AND FEBRUARY 28, 2020 MEETINGS, AND THE NEIGHBORHOOD AND QUALITY OF LIFE COMMITTEE, AT ITS SEPTEMBER 23, 2020 MEETING, IN PART; AND APPROVING THE REVISIONS TO THE SPECIAL EVENTS REQUIREMENTS AND GUIDELINES RELATING TO CITY SPONSORSHIPS; SAID REVISIONS CREATING AN EVALUATION PROCESS TO ANALYZE AND PROCESS SPONSORSHIP REQUESTS BASED UPON WEIGHTED CRITERIA, WITH AN ANNUAL BUDGET OF $1,500,000. WHEREAS, requests for City sponsorship of events and fee waivers are referred to the Tourism and Culture Department for evaluations and recommendation; and WHEREAS, the current vetting process for sponsorships under the Special Event Guidelines requires additional measures to properly analyze and capture the information to make sound fiscal sponsorship decisions; and WHEREAS, on September 11, 2019, the Tourism and Culture Department presented recommended revisions to the Special Event Guidelines relating to City sponsorships of events, in order to ensure that City funds are given to worthy events and that accountability and fiscal responsibility are exercised in the evaluation process; and WHEREAS, at the September 11, 2019 City Commission meeting, the Mayor and City Commission referred, to the Finance and Citywide Projects Committee, a discussion item related to proposed revisions to the approval process for sponsorships under the Special Event Guidelines; and WHEREAS, on January 14, 2020, the Budget Advisory Committee reviewed the proposed revisions to the Special Event Guidelines for sponsorships and passed a motion that the City Commission approve the revisions as proposed by the Administration, along with the establishment of a fixed amount as a line item within the annual operating budget; and WHEREAS, on January 15, 2020, the City Commission, during discussions of a similar item, entitled "November and December Sponsorship Requests", directed the Administration to withhold any City sponsorship or permit fee waiver requests until the revised Special. Event Guidelines were considered by the Finance and Economic Resiliency Committee ("FERC") during its February 2020 meeting; and WHEREAS, on February 28, 2020, the FERC recommended the following proposed changes to the Special Event Guidelines with respect to special event City sponsorships: • Sponsorship Mandate • to serve as an investment in our Resort Tax collection practices, by supporting experiences that can verify tourism initiatives with large hotel room blocks or confirmed tourist attendance; • to serve as a marketing /branding initiative by supporting experiences that place Miami Beach on the international stage via partnership and media / PR exposure; • to serve as a way to engage with our residents and act as a key component in their welfare by providing unique and engaging experiences that increase their quality of life; and • Sponsorship Score Card • clearly outlines the requirements of a City of Miami Beach event sponsorship and evaluates requests via weighted criteria; • definition of sponsorship to include cash payment, special event permit fee waivers, and rental waivers; • guidelines to cover sponsorship for$25,000 or greater; anything less would need to be secured via the Discretionary Fund, the Cultural Arts Council (CAC) or the Visitor and Convention Authority (VCA); • a qualified sponsorship would require a 1:1 financial sponsor match (including fee waivers) from a private entity, not from the CAC, VCA, City of Miami or Miami-Dade County; • the Tourism and Culture Department would be the City Department designated to vet and process sponsorship requests; • The City would not be the sole sponsor of an event, unless produced by the City; and; • Cash sponsorships must be spent on items that will enhance attendee experience (entertainment/programming, art installations, rides, etc.; and • Sponsorship Term Limits • no sponsorship agreement can exceed a three-year term; and to be eligible for a three-year term, the event must have been produced within Miami Beach for at least five years prior to the application; and all sponsorship contracts, no matter the term or dollar amount, must require a post event audit of event data as per the Sponsorship Score Card, before additional funding can be approved; and • with respect to a multi-year agreement, the applicant must prove, via audited statements, that all targets and goals were achieved; otherwise, the event would be re-evaluated and scored, and could result in the reduction of the sponsorship contribution or cancellation the agreement; and • Sponsorship Step Down • all cash sponsorships must have a step-down process over the course of the duration of the agreement equal to the number of years; • applicant(s) who have been producing the event for a minimum of five (5) years within Miami Beach and who maintain a minimum sponsorship score card of 90% every year via verified documents, may be considered to continue their funding without the required step down; these will be on a case by case basis to ensure our best events continue to receive support; and •special event application and permit fee waivers and space rental waivers will not be subject to Step Down; and • Annual Sponsorship Financial Limit not to exceed $1,500,000; and WHEREAS, at the September 16, 2020 City Commission meeting, the item was referred to the September 23, 2020 NQLC; and • WHEREAS, on September 23, 2020, the NQLC recommended the acceptance of the sponsorship guidelines with the following revisions: (1) permitting funding from third parties, such as from the City.of Miami and Miami Dade County, to be considered as part of the 1:1 match requirement; and (2) only permitting events that have successfully received three (3) years of sponsorship to be eligible for a multi-year agreement; and WHEREAS, the NQLC did not make a recommendation with respect to the Discretionary Fund, but recommended that the City Commission further discuss the merits of the Discretionary Fund at the October 14, 2020 City Commission meeting; and WHEREAS, at the January 13, 2021, City Commission meeting, the item was referred to the NQLC; and WHEREAS, at the May 12, 2021, City Commission meeting, the item was referred to the June 11, 2021 FERC meeting; and WHEREAS, on June 11, 2021, the FERC recommended the acceptance of the sponsorship guidelines; and WHEREAS, the City Manager recommends that the Mayor and City Commission accept the recommendations of the FERC and NQLC, and approve the Special Events Requirements and Guidelines relating to City sponsorships, incorporated herein by reference and attached to the City Commission Memorandum accompanying this Resolution. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and accept the recommendation of the Finance and Economic Resiliency Committee, at its June 11, 2021 and February 28, 2020 meetings, and the Neighborhood and Quality of Life Committee, at its September 23, 2020 meeting, in part; and approve the revisions to the Special Events Requirements and Guidelines relating to City sponsorships; said revisions creating an evaluation process to analyze and process sponsorship requests based upon weighted criteria, with an annual budget not to exceed of$1,500,000. PASSED and ADOPTED this 023 day of June ,2021. ATTEST: 7O f Dan Gelber, Mayor Rafael E. Granado, Cit Cler ACOP,NOr,ATED. c M;�� N z6._-` APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION City Attorney i Date Resolutions -C7 S MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Aline T. Hudak, City Manager DATE: June 23, 2021 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND ECONOMIC RESILIENCY COMMITTEE, AT ITS JUNE 11, 2021 AND FEBRUARY 28, 2020 MEETINGS, AND THE NEIGHBORHOOD AND QUALITY OF LIFE COMMITTEE, AT ITS SEPTEMBER 23, 2020 MEETING, IN PART; AND APPROVING THE REVISIONS TO THE SPECIAL EVENTS REQUIREMENTS AND GUIDELINES RELATING TO CITY SPONSORSHIPS; SAID REVISIONS CREATING AN EVALUATION PROCESS TO ANALYZE AND PROCESS SPONSORSHIP REQUESTS BASED UPON WEIGHTED CRITERIA, WITH AN ANNUAL BUDGET OF $1,500,000. RECOMMENDATION The Administration recommends the acceptance of the Finance and Economic Resiliency Committee recommendation to accept the revisions to the Special Events Guidelines relating to City sponsorships, by creating an evaluation process to analyze and process sponsorship requests based on weighted criteria and an annual budget not to exceed $1.5 million. BACKGROUND/HISTORY Historically, the Tourism and Culture Department has had primary responsibility for review of event sponsorship and fee waiver requests. The current process is not sufficiently formalized and does not allow the Administration to properly analyze the sponsorship requests. The City's Sponsorship Ordinance Section 12-6 of the City Code defines a sponsorship as any contract, grant or other commitment by the City to fund an event, either through: • A cash or in-kind contribution, in any amount; or • A reimbursement for City special event-related costs (police,fire, sanitation); or • A waiver of special event permit fees (including user fees, admin fees, and square footage fees), in excess of$25,000. Section 12-7(c)of the City Code provides that"in considering approval of a Sponsorship for an event, the City Commission may consider. Page 400 of 1884 (I) whether the event organizer has exercised good-faith diligent efforts to apply for grant funding that may be available from the City's Visitor and Convention Authority ("VCA")or Cultural Arts Council ("CAC"); (ii) the Event organizer's history and performance in delivering quality Events; (iii) any benefits being directly provided to the general public with respect to the Event, such as free or discounted tickets to persons residing in the City of Miami Beach, seniors, veterans, or member of disadvantaged groups; (iv) whether the event is accessible to the general public (either as a ticketed event or otherwise); (v) the demonstrable economic impacts associated with the Event; (vi) the demonstrable media commitments secured by the Event organizer for the Event; or (vii) the efforts undertaken by the Event organizer to mitigate any quality of life impacts associated with the Event, including noise, littering, traffic or parking impacts associated with an Event. In Section 12-7 of the City Code, sponsorship requests are generally intended to be reviewed well in advance of the date of each event, either as part of the City Commission's annual budget process, or through applications to the VCA or CAC. Any sponsorship request that falls outside of the standard review process is subject to Finance and Economic Resiliency Committee ("FERC") advisory review, as well as a heightened 5/7ths approval requirement by the City Commission. However, notwithstanding the requirements of the City Code, event organizers routinely make sponsorship requests outside of the timelines for applications through the VCA, CAC, or annual budget process, with many requests being made within the 30-60 day period immediately preceding the event. This timing issue, whereby event organizers are routinely permitted to bypass the City's annual process with last-minute review of sponsorship applications, is the biggest challenge in evaluating sponsorship requests. Prior Referrals As a result of the many last-minute requests for sponsorship approvals, the Mayor and City Commission has referred the sponsorship guidelines to various City committees for review. These prior referrals are addressed more fully below. (a) Finance and Economic Resiliency Committee ("FERC") During the September 11, 2019 Commission meeting, this item was referred to the September 20, 2019 FERC (formerly Finance and City Wide Projects Committee) which included a discussion. At the January 15, 2020 Commission meeting, the Commission heard a similar item, referring to a discussion on"November and December Sponsorship Requests". It was determined at this meeting that the Administration would withhold reviewing any sponsorship or permit fee waiver requests until the "Revised Sponsorship Guidelines" item was heard at the February FERC. The item was heard at the February 28, 2020 FEFC meeting, where the Committee recommended approval of the Revised Sponsorship Guidelines and process, with an annual budget not to exceed $1,500,000. (b) Budget Advisory Committee ("BAC") Page 401 of 1884 On January 14, 2020, the Administration took this item to the BAC. The BAC made a motion recommending that "the City Commission approve the Event Sponsorship Guidelines as proposed by the Administration along with the establishment of a fixed amount as a line item within the annual operating budget," as shown in the "BAC Motion" attachment. (c) Neighborhood and Qualify of Life Committee ("NQLC") At the September 16, 2020 Commission meeting, the Commission referred the item to the September 23, 2020 NQLC. At the NQLC meeting, the Committee recommended approval of the Revised Sponsorship Guidelines with the following revisions: (1) to allow funding from non-City sources, such as grants from the City of Miami or Miami Dade County, to be considered as part of the 1:1 match requirement, and (2) no sponsorship agreement may exceed one (1) year, with the exception of applicants who were sponsored by the City for three (3) individual years in the past. In that instance, the applicants may be eligible for a multi- year sponsorship agreement, not to exceed five (5) years. NQLC also recommended that the Commission to discuss the merits of the Mayor and City Commission Discretionary Fund at the October 14, 2020 Commission meeting, without any Committee recommendation as to whether the Discretionary Fund should be approved. (d) City Commission Meeting At the October 14, 2020 City Commission meeting, the Mayor and Commission discussed the removal of the Discretionary Fund from the Revised Sponsorship Guidelines.The Mayor and Commission referred this item to next NQLC meeting for further discussion. The item was deferred to the January 13, 2021 Commission meeting. At the January 13, 2021 Commission meeting, the item was discussed and the Mayor and Commission referred to the next NQLC meeting. After the January 13, 2021 Commission meeting, the Administration withdrew the item with the City Clerk on January 19, 2021. During the May 12, 2021 Commission meeting, the item was referred to the June 11, 2021 FERC meeting for review wherein FERC recommended approval. ANALYSIS In FY 18/19, the City of Miami Beach issued sponsorships and fee waivers in the amount of $1,954,128.52. In view of the significant amounts allocated each year for sponsorships, the Administration has proposed Revised Special Event Guidelines that include a more specific evaluation process for review of sponsorship applications. The Tourism and Culture department believes that the City of Miami Beach's Sponsorship Request Process should have a clear mandate that all applications should serve one of three public purposes: (1) To increase Resort Tax collection, by supporting experiences that can verify Tourism Page 402 of 1884 initiatives with large hotel room blocks or confirmed tourist attendance. ( 2 ) To sponsor events that serve as a marketing/branding opportunity for the City, to generate favorable media impressions on the international stage via partnership and media / PR exposure. ( 3 ) To promote quality of life for the City's residents, by promoting events that City's residents would want to attend. I. Revised Special.Event Guidelines The Administration recommends the Revised Special Event Guidelines to accomplish the following: (1) Update the definition of"sponsorship" to also include requests for rental waivers and other fees associated with those rental waivers at City facilities (such as the Miami Beach Convention Center, Colony Theater, North Beach Bandshell, etc.). (2) Approve a"Sponsorship Score Card" with the weighted criteria for all aspects of an event and the proposed sponsorship. (3) Provide for sponsorships to be approved on an annual basis,with limits on multi-year sponsorships, as well as a "step down" for multi-year sponsorships, to reduce City's financial contribution over time. (4) Approve a maximum annual budget line item for sponsorships. Each of the foregoing revisions is discussed more fully below. (1) Sponsorship Definition A sponsorship will be considered any cash payment to an applicant via this process, but will also include Special Event Permit Fee Waivers, as well as rental waivers for use of City of Miami Beach properties (Miami Beach Convention Center, Fillmore Miami Beach or the Colony Theater). (2) Sponsorship Score Card and Eligibility Criteria (a) Score Card In an effort to structure the sponsorship review process and save time and resources associated with evaluation of sponsorship proposals, the Administration recommends approval of the proposed "Score Card," attached as an exhibit hereto, as well as the Score Card Explanation attached as an exhibit hereto. This score card will only apply to sponsorships of$25,000 or greater, as sponsorships of less than $25,000 would need to be secured via the Cultural Arts Council or the VCA grant system. For all sponsorships with a value of $25,000 or greater, applicants would need to submit Page 403 of 1884 their proposals bi-annually for the following fiscal year(Example: if funding is needed for an event between October 1 2022, an applicant would need to apply by October 2021 to be considered as part of the FY 21/22 budget process). Based on the criteria and points allocated in the Score Card, the City's Tourism Department will score each sponsorship proposal, based on a maximum possible score of 100. The final score will form the basis for the Administration's recommendation for funding of a sponsorship application on a percentage basis. For instance, if an applicant requests $100,000 in sponsorship funding, and receives a total score of 85 out of 100 points, the Administration's recommendation would be for that applicant to receive a maximum of 85%of its sponsorship request, or$85,000. The Administration further recommends that no sponsorships be pursued from applications who score less than 65 points on the Score Card. Applicants would be notified of their score and would be given the chance to increase their score (i.e., in order to receive a higher score for public benefits, applicant could offer a higher resident discount or other benefit). The Administration's recommendations, of course, will not be binding on the City Commission, nor are dollar amounts guaranteed. However, the use of the Score Card would formalize the Administration's review process, and would serve as useful guidance to the City Commission with respect to its final review of sponsorship requests. (b) Eligibility Criteria In addition to basic scoring, the Revised Sponsorship Guidelines specify additional eligibility criteria for City sponsorships, so that only those applications meeting the criteria would go through the process of getting scored and recommended for a City sponsorship. The criteria include: • Applicants must have previously applied to the CAC or VCA for funding. If funding was denied, then the applicant could qualify for a CMB Sponsorship with proof of denial. However, if funding was received via the VCA or CAC, the applicant would not be considered for a cash sponsorship but WOULD be eligible for fee waivers. • Applicants must demonstrate a 1:1 financial sponsor match in a value equal to or greater than the amount being requested (this includes fee waivers). o If the entity is not able to clearly identify a 1:1 match, no sponsorship award would be recommended. o The 1:1 match cannot be a sponsorship, or in-kind donations from the CAC, VCA, it must be a private entity or third-party governmental grant (i.e., from a source other than the City of Miami Beach, City of Miami or Miami Dade County). o The City of Miami Beach should not be the sole supporter of any event, unless that event is being produced by a City of Miami Beach department Page 404 of 1884 (Tourism and Culture, Parks and Recreation, etc.) • No cash sponsorship from the City of Miami Beach can be spent on event infrastructure such as staging, barricades o r security. Cash sponsorships must be spent on items that will enhance attendee experience (entertainment/programming, art installations, rides, etc.). • No application will be considered until all City application forms are completed and all information requested in the application forms have been provided to the Administration. (c) Administrative Review of All Applications Prior to City Commission Action • The proposed Score Card and evaluation process will be effective only if all applications are required to go through the sponsorship review process prior to City Commission action. The Administration proposes that applicants must submit their request in writing to the Director of the Tourism and Culture Department. The Administration recommends that o n l y sponsorship requests that have been evaluated and scored by the Administration be placed directly on the agenda, (3) Sponsorship Term Limit / "Step Down" of Sponsorship Amounts Over Time No sponsorship agreement can exceed one (1) year. Applicants that have received sponsorship for three (3) years, prior to application, may be eligible for a multi-year sponsorship agreement, not to exceed three (3)years. All sponsorship agreements, regardless of term and/or dollar amount, must require post- event audit and data consistent with the Sponsorship Score Card weighted criteria, before additional funding can be reviewed and approved. I f a sponsorship is for a multi-year agreement, the applicant must prove, via audited statements,that all targets and goals were achieved. I f not, the Administration reserves the right to re-evaluate the score, and reduce the sponsorship or terminate the agreement. In addition, for multi-year cash sponsorships, or for applicants who have previously received annual sponsorships, the Administration recommends a step-down process, to be applied over a three year period, so as to reduce an event's dependence on the City for sponsorship. Example: $25,000 sponsorship over 3 years would have the following step-down: Year 1 -$25,000 Year 2 -$20,000 Year 3-$15,000 Applicants who have been producing their events for a minimum of three (3)years within Miami Beach, and who maintain a minimum sponsorship score card of 90% every year via verified documents, may be recommended for continued funding. Page 405 of 1884 (4) Maximum Annual Budget for Sponsorships In FY 18/19,the City of Miami Beach has sponsored events (cash sponsorships and permit fee waivers)out of the Resort Tax Fund i n the amount of $1,503.000.00, in addition to fee and permit fee waivers in the amount of$451,128.52. This has resulted in a total of$1,954,128.52 in sponsorships and waived fees for FY 18/19. In order to better control and structure sponsorship requests through the above annual process, the Administration further recommends that a maximum annual budget of $1,500,000.00 be set for the award of sponsorships each year. Il. FY 2021-2022 Budget and Application Schedule The Event Sponsorship application submission process would be as follows: FY 21/22 Standard Schedule Events held between January 1, 2022— September 30, 2022 Submission period opens September 1, 2021 and closes on October 30, 2021 Sponsorships presented to Commission on or before December 2021 Commission meeting FY 22/23 Standard Schedule Events held between October 1, 2022—September 30, 2023 Submission period opens January 1, 2022 and closes on February 28, 2022 Sponsorships presented to Commission on or before April 2022 Commission meeting FY 23/24 Standard Schedule Events held between October 1, 2023—September 30, 2024 Submission period opens January 1, 2023 and closes on February 28, 2023 Sponsorships presented to Commission on or before April 2023 Commission meeting SUPPORTING SURVEY DATA In FY 18/19, the City of Miami Beach issued sponsorships and fee waivers in the amount of $1,954,128.52. In view of the significant amounts allocated each year for sponsorships, the Administration has proposed Revised Special Event Guidelines that include a more specific evaluation process for review of sponsorship applications. The Tourism and Culture department believes that the City of Miami Beach's Sponsorship Request Process should have a clear mandate that all applications should serve one of three public purposes: (1) To increase Resort Tax collection, by supporting experiences that can verify Tourism initiatives with large hotel room blocks or confirmed tourist attendance. (2) To sponsor events that serve as a marketing/branding opportunity for the City, to generate favorable media impressions on the international stage via partnership and media /PR exposure. Page 406 of 1884 (3) To promote quality of life for the City's residents, by promoting events that City's residents would want to attend. I. Revised Special Event Guidelines The Administration recommends the Revised Special Event Guidelines to accomplish the following: (1) Update the definition of"sponsorship" to also include requests for rental waivers and other fees associated with those rental waivers at City facilities (such as the Miami Beach Convention Center, Colony Theater, North Beach Bandshell, etc.). (2) Approve a"Sponsorship Score Card" with the weighted criteria for all aspects of an event and the proposed sponsorship. (3) Provide for sponsorships to be approved on an annual basis,with limits on multi-year sponsorships, as well as a "step down" for multi-year sponsorships, to reduce City's financial contribution over time. (4) Approve a maximum annual budget line item for sponsorships. Each of the foregoing revisions is discussed more fully below. (1) Sponsorship Definition A sponsorship will be considered any cash payment to an applicant via this process, but will also include Special Event Permit Fee Waivers, as well as rental waivers for use of City of Miami Beach properties (Miami Beach Convention Center, Fillmore Miami Beach or the Colony Theater). (2) Sponsorship Score Card and Eligibility Criteria (a) Score Card In an effort to structure the sponsorship review process and save time and resources associated with evaluation of sponsorship proposals, the Administration recommends approval of the proposed "Score Card," attached as Exhibit hereto, as well as the Score Card Explanation attached as Exhibit hereto. This score card will only apply to sponsorships of$25,000 or greater, as sponsorships of less than $25,000 would need to be secured via the Cultural Arts Council or the VCA grant system. For all sponsorships with a value of$25,000 or greater, applicants would need to submit their proposals bi-annually for the following fiscal year(Example: if funding is needed for an event between October 1, 2021, an applicant would need to apply by March 2021 to be considered as part of the FY 21/22 budget process). Based on the criteria and points allocated in the Score Card, the City's Tourism Department will score each sponsorship proposal, based on a maximum possible score of 100. The final score will form the basis for the Administration's recommendation for Page 407 of 1884 funding of a sponsorship application on a percentage basis. For instance, if an applicant requests $100,000 in sponsorship funding, and receives a total score of 85 out of 100 points, the Administration's recommendation would be for that applicant to receive a maximum of 85%of its sponsorship request, or$85,000. The Administration further recommends that no sponsorships be pursued from applications who score less than 65 points on the Score Card. Applicants would be notified of their score and would be given the chance to increase their score (i.e., in order to receive a higher score for public benefits, applicant could offer a higher resident discount or other benefit). The Score Card and the dollars recommended would formalize the Administration's review process, and would serve as useful guidance to the City Commission with respect to its final review of sponsorship requests. (b) Eligibility Criteria In addition to basic scoring, the Revised Sponsorship Guidelines specify additional eligibility criteria for City sponsorships, so that only those applications meeting the criteria would go through the process of getting scored and recommended for a City sponsorship. The criteria include: • Applicants must have previously applied to the CAC or VCA for funding. If funding was denied, then the applicant could qualify for a CMB Sponsorship with proof of denial. However, if funding was received via the VCA or CAC, the applicant would not be considered for a cash sponsorship but WOULD be eligible for fee waivers. • Applicants must demonstrate a 1:1 financial sponsor match in a value equal to or greater than the amount being requested (this includes fee waivers). o If the entity is not able to clearly identify a 1:1 match, no sponsorship award would be recommended. o The 1:1 match cannot be a sponsorship, or in-kind donations from the CAC, VCA, it must be a private entity or third-party governmental grant (i.e., from a source other than the City of Miami Beach, City of Miami or Miami Dade County). o The City of Miami Beach should not be the sole supporter of any event, unless that event is being produced by a City of Miami Beach department (Tourism and Culture, Parks and Recreation, etc.) • No cash sponsorship from the City of Miami Beach can be spent on event infrastructure such as staging, barricades or security. Cash sponsorships must be spent on items that will enhance attendee experience (entertainment/programming, art installations, rides, etc.). • No application will be considered until all City application forms are completed and all information requested in the application forms have been provided to the Page 408 of 1884 Administration. (c) Administrative Review of All Applications Prior to City Commission Action The proposed Score Card and evaluation process will be effective only if all applications are required to go through the sponsorship review process prior to City Commission action. The Administration proposes that applicants must submit their request in writing to the Director of the Tourism and Culture Department. The Administration recommends that only sponsorship requests that have been evaluated and scored by the Administration be placed directly on the agenda, (3) Sponsorship Term Limit I "Step Down" of Sponsorship Amounts Over Time No sponsorship agreement can exceed one (1) year. Applicants that have received sponsorship for three (3) years, prior to application, may be eligible for a multi-year sponsorship agreement, not to exceed three (3)years. All sponsorship agreements, regardless of term and/or dollar amount, must require post- event audit and data consistent with the Sponsorship Score Card weighted criteria, before additional funding can be reviewed and approved. If a sponsorship is for a multi-year agreement, the applicant must prove, via audited statements, that all targets and goals were achieved. If not, the Administration reserves the right to re-evaluate the score, and reduce the sponsorship or terminate the agreement. In addition, for multi-year cash sponsorships, or for applicants who have previously received annual sponsorships, the Administration recommends a step-down process, to be applied over a three year period, so as to reduce an event's dependence on the City for sponsorship. Example: $25,000 sponsorship over 3 years would have the following step-down: Year 1 -$25,000 Year 2 -$20,000 Year 3-$15,000 Applicants who have been producing their events for a minimum of three (3)years within Miami Beach, and who maintain a minimum sponsorship score card of 90% every year via verified documents, may be recommended for continued funding. (4) Maximum Annual Budget for Sponsorships In FY 18/19, the City of Miami Beach has sponsored events (cash sponsorships and permit fee waivers) out of the Resort Tax Fund in the amount of $1,503.000.00, in addition to fee and permit fee waivers in the amount of$451,128.52. This has resulted in a total of$1,954,128.52 in sponsorships and waived fees for FY 18/19. In order to better control and structure sponsorship requests through the above annual Page 409 of 1884 process, the Administration further recommends that a maximum annual budget of $1,500,000.00 be set for the award of sponsorships each year. II. FY 2021-2022/2022-2023 Budget and Application Schedule The Event Sponsorship application submission process would be as follows: FY 21/22 Standard Schedule Events held between January 1, 2021 and September 30, 2022 Submission period opens September 1, 2021 and closes on October 30, 2021. Sponsorships presented to Commission on or before December 2021 Commission meeting. FY22/23 Standard Schedule Events held between October 1, 2022—September 30, 2023 Submission period opens January 1, 2022 and closes on February 28, 2022. Sponsorships presented to Commission on or before April 2022 Commission meeting. FY 23/24 Standard Schedule Events held between October 1, 2023-September 30, 2024 Submission period opens January 1, 2023 and closes on February 28, 2023. Sponsorships presented to Commission on or before April 2023 Commission meeting. I I I . Concept of Mayor and Commission Discretionary Fund — NOT RECOMMENDED BY THE ADMINISTRATION I n an attempt to allow the Mayor and Commission more ability to sponsor the experiences they feel are important to our community, the NQLC considered, and declined to recommend a discretionary fund for each Commissioner and the Mayor, which will allow each elected official to support any event requesting cash sponsorships or fee waivers, up to the annual amount allocated to each elected official. The allocations would be as follows: Mayor-$25,000.00 fund Commissioners-$12,500 fund x 6 Commissioners Total - $100,000.00 budgeted sponsorship dollars and fee waivers for smaller, community- based events. Once these funds were exhausted, applicants would need to go through the CAC or the VCA to receive support for sponsorships under $25,000.00 as the Administration will no longer consider sponsorships, or in-kind donations of less than$25,000.00. This discretionary funds would allow the Mayor and Commission to award sponsorships up to the annual allocation, , without taking up significant time preparing agenda items, agreements, etc.,for minimal sponsorship amounts. The Administration does not recommend the proposed Discretionary Fund, as it is unlikely to lead to any material reduction in sponsorship requests. In addition, by creating a different process that would permit event organizers to reach out to individual Commissioners and bypass the procedures in place for grant awards by the CAC, VCA, and the Administration, the Page 410 of 1884 proposed Discretionary Fund is inconsistent with, and could potentially undermine, the efforts to create a formalized review process, as set forth in this Commission Memorandum.As such, the Administration does not recommend the establishment of the discretionary fund. For FY 18/19 (last fiscal year), the data in regards to Sponsorships and Fee Waivers were: Resort Tax Sponsorships -$1,593,000.00 Waived Permit Fees (Non Profits)-$15,500.00 Waiver Permit Fees via Commission-$235,018.73 Waived Permit Fees via Sponsorship Contract-$200,609.79 i.Total Unrecognized Revenues (Fee Waivers) -$451,128.52 ii.Total Cash Sponsorships -$1,593,000.00 Attached you will find a detailed line by line break out of these amounts in the documents "Resort Tax Sponsorships 01.30.20" and "FY18.19 Fee Waivers". For FY 19/20 (current fiscal year) the data in regards to Sponsorships and Fee Waivers (as of January 8, 2020)were: Resort Tax Sponsorships-$1,668,893.25 (only to date—Jan 8 2020) Waived Permit Fees (Non Profits)-$10,160.00 (only to date—Jan 8 2020) Waiver Permit Fees via Commission*-$224,896.30 (only to date—Jan 8 2020) i.Total Unrecognized Revenues (Fee Waivers) -$224,896.30 ii.Total Cash Sponsorships -$1,668,893.25 The administration believes that we have a financial responsibility to ensure that a cash sponsorship or City of Miami Beach (CMB) venue rental waiver in any amount, and every fee waiver request be evaluated against a set of approved criteria that sets forth a clear and transparent way in which the administration can adjudicate and recommend each request. To outline the time savings, on average, a sponsorship item of less than $25,000.00 takes approximately 12-16 hours of administration time to execute: Researching initial agenda item-3-5 hours (calls, emails, company research) Preparing Commission Agenda Item- 1-2 hours(writing,approving, revising, resolution) Preparing/Presenting Committee Agenda Item-2-3 hours Preparing/Presenting Final Commission Item- 1 hour(if no revisions required from Committee) Execution of Item- 3-5 hours (calls with entity to inform of Commission decisions, writing contract / agreements, revisions, execution of contract). Total: 12—16 hours per item PROPOSED WAY TO MOVE FORWARD The Tourism and Culture Department believes that the City of Miami Beach's Sponsorship Request Process should have a clear mandate to ensure that all requests serve one of the following purposes: 1) To serve as an investment in our Resort Tax collection practices, by supporting experiences that can verify an increase in tourism, with hotel room blocks (contracts) or confirmed tourist attendance (ex:ticket sales). 2) To serve as a marketing / branding initiative by supporting experiences that place Miami Beach on the intemational stage via partnership and media/PR exposure. Page 411 of 1884 3) To serve as a way to engage residents by providing unique and engaging experiences that increase their quality of life. 4)To serve to strengthen our cultural tourism initiatives. In order to achieve the above, the Tourism and Culture Department would like to further elaborate on our existing guidelines, by implementing the following considerations: 1) Update Sponsorship Definition 2) Implement Sponsorship Score Card 3) Implement Sponsorship Term Limits 4) Implement Sponsorship Step Down 5) Implement Sponsorship Financial Limit 1) Sponsorship Definition: A sponsorship will be considered as any cash payment or CMB venue rental waiver to an applicant via this process, but will also now include any Fee Waivers in excess of $25,000.00. The administration also believes that these requests should be submitted during bi-annual submission deadlines (April and October), to ensure that requests are submitted at least ninety (90) days prior to the date needed to allow for proper administrative tracking and review. Requests may not be made retroactively. All applicants for a City of Miami Beach cash sponsorship would need to identify a 1 to 1 financial match in a value equal to or greater than the amount being requested. The City of Miami Beach cannot be the sole financial provider. If the applicant were not able to clearly identify a 1 to 1 match, via signed contracts or a Letter of Intent with a sponsor(s)or other source,the administration would recommend that this is not an event the City should be sponsoring, or that the applicant has not done the legwork required to produce a successful event. The 1 to 1 match cannot come from the CAC, VCA, or other City of Miami Beach department (as these are all the same funding sources). 2) Implement Sponsorship Score Card: For all cash sponsorships and CMB facility rentals, and for permit fee waivers of $25,000 or greater, applicants would need to submit their proposals during one of the two submission periods for each year. This sponsorship score card outlines the initiatives of the City of Miami Beach as it pertains to event sponsorship and fee waivers and will score applications accordingly to ensure they meet the guidelines of funding. In order to qualify for funding via the City of Miami Beach Sponsorship Ordinance, you must meet the following criteria: - Have applied to the CAC or VCA for funding. If funding was denied, then the applicant would qualify for a CMB Sponsorship with proof of denial, however, if funding was received via the Page 412 of 1884 VCA or CAC, the applicant would not be considered for a cash sponsorship, but WOULD be eligible for fee waivers. - The applicant must submit their request in writing to the Tourism and Culture department who can properly research and ensure that all agenda items have been vetted and approved by the administration in a clear and accountable manner. As part of this written request, the applicant would clearly identify dollar amounts. Example Sponsorship Request: Cash Sponsorship -$50,000 Fee Waivers -$48,000 based on permitting departments estimates Total Sponsorship Request-$98,000 Once the above has been submitted and approved, the administration will score the applicant with the "City of Miami Beach Sponsorship Score Card" and request supporting documents. Should an applicant not be able to fulfill any of the above requirements, the Tourism and Culture Department would notify the applicant that their application is marked as incomplete and no further processing can take place. Should an application remain incomplete up to 14 days before the submission deadline, it would be considered null and void and the application would be nullified. Score Card: Successful applicants will be adjudicated against the attached "City of Miami Beach Sponsorship Score Card" based on the following criteria(further explanation of each criteria can be found in attachment"Score Card Explanations"). - Proof of 501(c)3 status -Length of Event(incentive to get producers to shorten load in/load out times) - History of Event - Hotel Room Blocks -Attendance (Local, National, International) -Resident Discount -Community Benefits (Education, Small Business, Seniors,Veterans) -Marketing/PR Exposure - Utilization of Multiple CMB Venues -Name/Brand Exposure The administration recommends that no sponsorships be pursued from applications who score less than 65%of this score card, as it would not be seen as a beneficial sponsorship against the administration's initiatives. This notification would also allow applications that they need to increase their score with additional marketing efforts, resident benefits or hotel rooms contracted. Page 413 of 1884 Based on the score received from the Sponsorship Score Card, applicants would receive that percentage of their Sponsorship request: Example: As per the example above, an approved applicant is requesting the following: a. Cash Sponsorship -$50,000 b. Fee Waivers-$48,000 Total request-$98,000.00 After completing the sponsorship score card, the applicant received a 72% rating. The applicant could then not receive more than 72%of their ask: Cash Sponsorship: $50,000.00 x 72%=$36,000.00 in approved cash sponsorships Fee Waivers : $48,000.00 x 72% =$34,560.00 in approved fee waivers Total Award -%70,560.00 total sponsorship 3) Implement Sponsorship Term Limit No sponsorship agreement can exceed a five-year term and in order to be eligible for a five (5) year term, the event must have been produced within Miami Beach for at least three (3) years prior to the application. All sponsorship contracts, no matter the term or dollar amount must include verbiage that requires an audit of post event data as per the Sponsorship Score Card, before the next year's funding can be approved. If a sponsorship is for a multi-year agreement, the applicant must prove, via audited statements, that all targets and goals were hit each year. If not, the administration reserves the right to re- evaluate the score, and reduce the sponsorship or cancel the agreement. 4) Sponsorship Step Down All cash sponsorships must have a step down over the course of their duration, divided equally across the duration. Example: a $25,000 sponsorship over 5 years would have the following step down: Year 1 -$25,000 Year 2-$20,000 Year 3-$15,000 Year 4 -$10,000 Year 5-$5,000 Applicants who have been producing their events for a minimum of five (5) years within Miami Beach and who maintain a minimum sponsorship score card of 90% every year via verified documents, can be considered to continue their funding without the required step down. These will be on a case by case basis. 5) Sponsorship Budget Line Item The administration recommends that a budgeted amount of$1,500,000.00 be set in the annual budget process. This $1,500,000.00 would include all cash sponsorships, as well as all fee waivers and CMB venue rental requests. INTENDED OUTCOMES: Page 414 of 1884 The administration believes that the above methods will increase accountability and financial responsibility, while also allowing applicants to see how they can increase their funding by aligning their events to the overall objectives of the City of Miami Beach. This process is expected to have the following outcome: 1) Increased Resort Tax Collection: a. Proper use of sponsorship funds will increase Resort Tax Collection by ensuring we are supporting events that will bring tourists to our city, and fill hotel rooms. b. Economic I mpact on local businesses and cultural institutions through increased tourism will also be recognized. 2) Increased Miami Beach Brand Awareness: a. Supporting High Quality events with international marketing reach,will only increase the way in which the world sees Miami Beach, and will help increase tourism year-round. 3) Increased Resident Quality of Life: a. Supporting experiences that our residents want to attend. b. Supporting experiences that put tourists in hotel rooms, which will help to calm traffic and parking issues, as attendees will be able to explore our city on foot rather than by driving. CONCLUSION For the reasons set forth above, the Administration recommends approval of the Revised Sponsorship Guidelines. Applicable Area Citywide Is this a "Residents Right Does this item utilize G.O. to Know" item. pursuant to Bond Funds? City Code Section 2-14? No No Strategic Connection Organizational Innovation- Ensure strong fiscal stewardship. Legislative Tracking Tourism and Culture Sponsor Commissioner Ricky Arriola ATTACHMENTS: Description © LTC 030-2020 BAC Motion D Resort Tax Sponsorships 01.30.20 D FY18.19 Fee Waivers Page 415 of 1884 o Sponsorship Guidelines o Sponsorship Score Card Explanation ❑ Sponsorship Score Card o Sponsorship Application ❑ Resolution Page 416 of 1884 MIAMI BEACH OFFICE OF THE CITY MANAGER LTC# 030-2020 LETTER TO COMMISSION TO: Mayor Dan Gelber and Members of t e City Co mission FROM: Jimmy L. Morales, City Manager DATE: January 16, 2020 SUBJECT: Budget Advisory Committee Motion The purpose of this Letter to Commission (LTC)is to inform the Mayor and City Commission of a motion passed by the Budget Advisory Committee at its meeting on January 14, 2020. The Budget Advisory Committee recommends that the City Commission approve the Event Sponsorship Guidelines as proposed by the Administration along with the establishment of a fixed amount as a line item within the annual operating budget. Motion made by: Jonathan Beloff Motion second by: Marc Gidney Motion passed: 6-0-2 Members absent from vote: Brett Hams and Steve Zuckerman. Attachments % JLM/JW/TOS Page 417 of 1884 City of Miami Beach Budget Advisory Committee Meeting of January 14, 2020 Members Present: Jonathan Beloff, John Bowes, Marc Gidney, Brian Hams, Carl Linder, Ronald Starkman Members Absent: Brett Hams Members Absent from vote: Steve Zuckerman Motion made by: Jonathan Beloff Motion Second by: Marc Gidney Motion Text: The Budget Advisory Committee recommends that the City Commission approve the Event Sponsorship Guidelines as proposed by the Administration along with the establishment of a fixed amount as a line item within the annual operating budget. Motion Passage: Vote 6-0-2 • • Page 418 of 1884 'Event/Organization { Budgeted FT 13/14 FY 14/15 FY 15/16 FT 16/17 FY 17/18 FY 18/19 CITYWIDE BUDGET Garden Center(aka Botanical Garden) 137,228 152,000 152,000 152,000 152,000 152,000 Miami Design Preservation League-CW Grant 22,500 23,000 23,000 63,000 23,000 23,000 4th of July(CMB Programming) 40,500 50,000 50,000 50,000 50,000 50,000 Tesla-SoBe Arts 15,000 Foetvoiley Oassk 10,000 15,000 Fit Fest.H20 Foundation _ 10,000 South Beach Jazz Festival-Power Access Inc. 13,000 20,000 25,000 Enhance North Beach 104,500 105,000 50,000 50,000 - - Food Trucks - 55,000 55,000 55,000 55,000 55,000 Holiday Decor - - - 50,000 41,000 - Veterans'Day 15,000 15,000 15,000 22,000 25,000 30,000 l 319,778( 400,000 I 345,0001 475,0001 396,0001 335,000a0v Resort Tax Fund-Special Event Sponsorships Air&Sea Show 350,000 600,000 350,000 Aqua Girl Event-Aqua Foundation 35,000 Tennis ITF 100,000 100,000 100,000 World Out Games 100,000 150,000 MLB Fan Fest 100,000 Miami Beach Bowl 150,000 150,000 Orange Bowl 150,000 4th of July100,000 100,000 100,000 100,000 Memorial Day Weekend(CMB Programming) 100,000 100,000, 180,000 South Beach Seafood Festival25,000 Super Bowl 400,000 Art Deco Weekend 100,000 100,000 100,000 Gay Pride Contribution 188,000 ►00,0001 - I 750,0001 1,150,0001 1,035,000 I 4594000 Page 419 of 1884 FY 18/19 Waived Non-profits 2018 ITF World Tennis Championships application and permit Fee waived $ 500.00 Sand Amphitheater Project By Misael Soto application and permit fee waived $ 500.00 Lincoln Road Cultural Activations Project(2018-2019} application and permit fee waived $ 500.00 Wallcast(2018-2019) application and permit fee waived $ 500.00 Bass Projects(2018-2019) application and permit fee waived $ 500.00 Espanola Way Association Activations(2018-2019) application and permit fee waived $ 500.00 2018 Halloween on Lincoln Road application and permit Fee waived $ 500.00 2018-2019 Yoga Mornings @ NWS application and permit fee waived $ 500.00 Artscape Concert Series(2018-2019) application and permit fee waived $ 500.00 Kristallnacht application and permit fee waived $ 500.00 Swim Miami Beach application and permit fee waived $ 500.00 Chanukah on Lincoln Rd application and permit fee waived $ 500.00 Nicole Henry Winter Concert application and permit fee waived $ 500.00 The Bass Ball application and permit fee waived $ 500.00 South Beach Jazz Festival application and permit Fee waived $ 500.00 2019 Soldier Ride Miami application and permit fee waived $ 500.00 The Ultimate Challenge application and permit Fee waived $ 500.00 Barefoot Mailman Hike application and permit Fee waived $ 500.00 Global Arts Project/ArtScape Concert Series application and permit Fee waived $ 500.00 Purim Party @ Jewish Learning Center application and permit fee waived $ 500.00 Dolphins Cancer Challenge IX application and permit Fee waived $ 500.00 The Wendy Walk application and permit fee waived $ 500.00 Come With Me,Don't Be Afraid by 0 Miami application and permit fee waived $ 500.00 CCMB Easter Sunrise Service application and permit Fee waived $ 500.00 Best Buddies Training Ride 1 application and permit Fee waived $ 500.00 Yom H-Shoah application and permit fee waived $ 500.00 Council on Foundations Annual Meeting @ NWS application and permit fee waived $ 500.00 The ACLU100 Experience @ Collins Park application and permit fee waived $ 500.00 Joe's Informed Families Street Party application and permit fee waived S 500.00 Vagabundos Pool Party @ Gates application and permit fee waived $ 500.00 Make Music Day application and permit fee waived $ 500.00 Total $ 15,500.00 FY 18/19 Waived by Commission Art Deco Weekend 2019 App,permit,vba,sq.ft,and user fee waived $ 28,408.00 31st Annual AIDS Walk Miami App,permit,vba,sq.ft,and user fee waived $ 3,966.97 Model Beach Volleyball App,permit,vba,sq.ft,and user fee waived $ 10,804.00 GroundUp Music Festival 2019 App,permit,vba,sq.ft,and user Fee waived $ 11,683.00 FIU Surf N Turf Beach Volleyball Tournament App,permit,vba,sq.ft,and user fee waived $ 1,976.00 Under One Sun @ Nikki Beach(Winter Party) application and permit fee waived $ 750.00 Winter Party Beach Festival 2019 App,permit,vba,sq.ft,and user Fee waived $ 23,369.00 National Salute to America's Heroes(Air&Sea Show 2019) App,permit,vba,sq.ft,and user fee waived $ 154,061.76 Total $ 235,018.73 FY 18/19 Waived Sponsorship Contrtct South Beach Seafood Festival&Chef Showdown App,permit,vba,sq.ft,and user fee waived $ 56,396.00 SBWFF 2019-North Venue-FINAL App,permit,vba,sq.ft,and user Fee waived $ 32,334.00 SBWFF 2018 Hotel Events application and permit fee waived $ 250.00 Miami Beach Gay Pride App,permit,vba,sq.ft,and user fee waived $ 30,893.25 SBWFF 2019-Sobe Wine&Food Festival-Main Site-FINAL App,permit,vba,sq.ft,and user fee waived S 80,736.54 Total • $ 200,609.79 Page 420 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP GUIDELINES PURPOSE OF THE PROGRAM The City of Miami Beach is offering event funding through a Special Event Sponsorship Program for events held in Miami Beach.The purpose of this Sponsorship Program is to provide financial assistance and in-kind support to local festivals,special events, community events or programming that attract quality events and promote community engagement and elevate Miami Beach as a world class tourist destination.The City recognizes the important role that sponsorships.play in supporting the event community, as well as the promotion of tourism,economic and cultural development efforts as a whole. There are two application periods, please refer to the Application Deadlines listed below.All events that apply must meet the criteria listed below to qualify. APPLICATION DEADLINES FY 2041 Single Application Period (Q2-Q4-Events held between January 1st,2021 and September 3o, 2021) Applications open on July 1, zozo and close on August 1,2020. FY it-a2 -1st Period(first half of fiscal year-events held between October 1, 2021 -March 31, 2022). Applications open on January 1, 2021 and close on February 1,2021. -2nd Period(second half of fiscal year-events held between April 1,2022-September 3o, 2022). Applications open July 1, 2021 and close on August 1, 2021. GOALS AND OBJECTIVES The granting of City funds will be evaluated according to the effectiveness and impact of each Special Event Sponsorship application. Sponsorship will be considered for special events designed to provide positive impact in the following categories: Special Event Impact • Provide unique and engaging experiences that increase resident quality of life and well being. Economic Impact • Verified to increase tourism by hotel rooms block contract(s)and targeted tourist attendance. Social and Community Impact • Promote Miami Beach as a national and international tourist destination. • Event must be accessible to the general public. 1 Page 421 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP GUIDELINES Special and Cultural Event Goal • Strengthen Miami Beach by enhancing the City's Cultural Events. ELIGIBILITY REQUIREMENTS 1. The applicant/event must demonstrate support and/or ability to achieve the aforementioned goals and objectives. 2. The applicant/event has not received funding, or plan to apply for funding through the Miami Beach Visitor and Convention Authority("VCA"), Cultural Arts Council ("CAC")or the Greater Miami Convention and Visitor Bureau ("GMCVB"). 3. Applicants are required to furnish a minimum $1 to $1 funding match (cash, in-kind, or a combination of both). Matching funds may not include funding from the Miami Beach Visitor and Convention Authority("VCA"), Cultural Arts Council("CAC")or the Greater Miami Convention and Visitor Bureau("GMCVB"). 4. Applicant must prove history and performance in delivering quality events. 5. Applicants who owe monies to venues owned and/or managed by the City of Miami Beach (Byron Carlyle Theater, Colony Theater, Fillmore at the Jackie Gleason, Miami Beach Convention Center, Miami Beach Botanical Gardens, Bass Museum of Art,etc.)will not be eligible for funding. 6. Application must include an outline of benefits being directly provided to the general public with respect to the event, such as social,cultural or educational benefit or free/discounted tickets to residents of the City of Miami Beach,seniors,veterans, or member of disadvantaged groups; 7. The event must be accessible to the general public(either as a ticketed event or otherwise). 8. Applicant must include demonstrable media commitments secured for the event, or provide proof of previous year's media commitments via executed contracts and post-performance reports. 9. Applicant must undertake all necessary efforts in order to mitigate any quality of life impacts associated with the event,including noise, littering,traffic or parking impacts. 10. Both profit and non-profit organizations are eligible to apply. a. For profit organizations must provide their Federal Tax ID and event budget. If the Applicant is located in Miami Beach,Applicant must also provide your BTR#in the Sponsorship Application. b. Non-profit organizations must be registered as a 501(c)3 with tax-exempt status ii. Applicants applying through a"fiscal agent"are not eligible. 12. The purpose of the special event is not organized around political or religious themes, but serves as a benefit to the community as a whole. 13. Applicant must demonstrate ability to comply with Miami Dade County and City of Miami Beach orders, rules, regulation and law with respect to combating COVID-19, including but not limited to safety,sanitation and social distancing. 2 Page 422 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP GUIDELINES **A Special Events staff member will be available to assist in determining eligibility and discuss guidelines with new applicants. ELIGIBLE SPONSORSHIP ACTIVITIES Sponsorship is specifically allocated for events that activate and attract community engagement to and in Miami Beach. Event and promotion must take place within the City of Miami Beach. Eligible activities/events include outdoor concerts, art fairs and exhibits,festivals, parades,cultural and community programming, charitable fundraising and athletic events. ELIGIBLE SPONSORSHIP USES Sponsorship funds may only be used for costs within the following approved categories: • Event Equipment/Supplies/ Rentals • Marketing/Advertising/Promotion • Entertainment/Talent • Event Security • City Services Administrative Fees • Film/ Photography INELIGIBLE SPONSOSORSHIP USES The following costs are not eligible for funding support: • Operational costs • Building Permits • City Services Personnel Fees • Rent/Lease or Mortgage • Local or State Licenses • Insurance • Taxes • Travel Expenses • Late Payment Fees or Fines • Purchase of Alcohol or Tobacco Products • Salaries/Staff Wages • Utility Bills • Debt Replacement • Licenses/Certificates NON-PROFIT WAIVERS 3 Page 423 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION The following City Service waivers may only be requested by Non-Profit Organizations, and must be included in the overall Sponsorship Application. • Application and Permit Fees • Square Footage Fees • Vehicle Beach Access Passes • User Fees • City Services Administrative Fees MULTI-YEAR SPONSORSHIP The City of Miami Beach encourages applicants to diversify financial support by securing other public and private funding assistance, in addition to the Special Event Sponsorship Program.To this end,the City of Miami Beach employs a policy of recommending funds for events in a declining formula implemented over a multi-year period as long as the organization has met all funding requirements. In supporting tourist-oriented activities,the City of Miami Beach observes the following reduction formula when recommending funding for recurring Special Events.This formula is geared to motivate applying organizations to further seek private and other alternative funding sources. Declining Scale for For-Profit and Non-Profit Applicant Organizations Year 1 -Initial Grant Award Year 2-No more than 8o%of Eligible Request Year 3-No more than 6o%of Eligible Request Year 4-No more than 4o%of Eligible Request Year 5- No more than 2o%of Eligible Request Applicants who have been producing their events for a minimum of five(5)years within Miami Beach and who maintain a minimum sponsorship Final Report score card of 9o%every year via verified documents,can be considered to continue receiving funding at the Year 5 level.These will be considered on a case by case basis. GENERAL CONDITIONS 1. All sponsorship recipients must comply with Sec.12-5 of Chapter 12(Arts, Culture and Entertainment) of the City Code,wherein standards and procedures for the issuance of special event permits are set forth. 4 Page 424 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION 2. Events must take place within the City of Miami Beach. 3. Sponsorship recipients may only use the sponsorship funds for the purposes that are specifically described in eligible uses of funding, unless otherwise approved. 4. Sponsored activities funded must take place within the originally requested funding period. 5. The sponsorship will be awarded with the understanding that the event will enhance, activate, and attract community engagement to Miami Beach. 6. Approved City/public space may be used for sponsored uses only during the time(s)and location specified in the sponsorship application. 7. The City may monitor and conduct an evaluation of the event funded by this Sponsorship. 8. The Recipient must be ready,willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable. 9. The recipient of sponsorship funds shall provide the City recognition as a sponsor in a method consistent with other sponsors. In no event shall the recognition for the department's funds or in-kind services be less than that provided to other sponsors who have contributed the same total financial or in-kind support. 10. Recipient must be ready,willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable. ii. The Recipient shall indemnify and hold harmless the City and its officers,employees, agents, and contractors,from and against any and all actions(whether at law or inequity), claims, liabilities, losses, expenses, or damages, including, but not limited to,attorneys'fees and cost of defense, for personal, economic, or bodily injury,wrongful death, or loss of or damage to property, which the City or its officers,employees,agents,and contractors may incur as a result of claims, demands, suits,causes of action or proceedings of any kind or nature arising out of,relating to, or resulting from the activation by the Sponsorship Applicant or its officers, employees,agents, servants,partners, principals or contractors. Sponsorship Applicant shall pay all claims and losses in connection therewith and shall investigate and defend all claims,suits, or actions of any kind or nature in the name of the City,where applicable including appellate proceedings, and shall pay all costs,judgments,and attorneys'fees which may issue thereon.Sponsorship Applicant expressly understand and agrees that nay insurance protection required by this Agreement,or otherwise provided, shall in no way limit its obligation, as set forth herein,to indemnify, hold harmless, and defend the City or its officers, employees, agents,and contractors as herein provided. 12. The Recipient of Sponsorship funds may not discriminate on the grounds of race, religious creed,color, national origin, ancestry,age,physical disability, mental disability, medical condition including the medical condition of Acquired Immune Deficiency Syndrome(AIDS)or any condition related thereto,marital status,sex, or sexual orientation. Further,the organization must agree to conform to the requirements of the Americans with Disabilities Act. 5 Page 425 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION 13. The Recipient shall not be permitted to assign this Sponsorship to any other party.Any purported assignment will be void and shall be treated as a default of the Sponsorship Agreement. 14. The Recipient agrees to abide by and be governed by all applicable Federal, State, County, and City laws. 15. The sponsorship recipient shall keep accurate and complete books and records of all receipts and expenditures of the sponsorship funds, in accordance with reasonable accounting standards, and shall retain such books and records for at least 2 years after the completion of the event for audit purposes. 16. The sponsorship recipient must provide the City with a Final Report of all sponsorship fund expenditures.An approved award will only be paid at completion of the project and subject to the applicant's compliance with the terms of the agreement. The Final Report must include all documents pertaining to payments received and made in conjunction with the sponsorship, including,but not limited to,vouchers,bills,invoices,receipts,and cancelled checks,must be directly related to sponsored activities. 17. Following the project's submission of all previously mentioned deliverables;the Tourism and Culture Department will review all documentation and ensure the submitted materials match all guidelines and regulations.Once the project has been verified,the remaining awarded sponsorship funds will be provided within 90 days of the Final Report submission date. 18. Any uncommitted Sponsorship Funds that remain in under the control of Recipient must be returned to the City within thirty(30)days of the submitted Final Report. 19. Availability of sponsorship funds is contingent on City of Miami Beach's budget. COMPLIANCE WITH LAWS J GOOD STANDING WITH THE CITY The Sponsorship agrees to abide by and be governed by all applicable Federal, State,County,and City laws,including but not limited to Miami-Dade County's Conflict of Interest and Code of Ethics Ordinance,as amended,which is incorporated herein by reference as if fully set forth herein, and Chapter 2,Article VII of the Miami Beach City Code, as amended,which is incorporated herein by reference as if fully set forth herein. Sponsorship Applicant shall maintain its good standing in accordance with the laws of the State of Florida and the City of Miami Beach Code of Ordinances("City Code"), and shall comply with any City Code requirement applicable to Sponsorship Applicant or to the Sponsorship Applicant's operation,its business or other activities in the City of Miami Beach,including,without limitation,obtaining any Certificate of Use or Business Tax Receipt(s)that may be required for any business activity,timely making payment of all taxes,fees or charges that may be due to the City of Miami Beach. Sponsorship Applicant shall promptly take corrective action to correct any City Code violation or notice of violation issued by any governmental agency with jurisdiction over Sponsorship Applicant. Further, Sponsorship Applicant agrees to comply with the terms and conditions of any lease,contract, or other 6 Page 426 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION sponsorship agreement that Sponsorship Applicant may have separately entered into with the City of Miami Beach("Other City Contracts").Any failure by Sponsorship Applicant to comply with any provision of the City Code applicable to Sponsorship Applicant,or any breach or default by the Sponsorship Applicant of any covenant or other term or condition contained in any Other City Contracts(after the passage of any applicable notice and cure provision set forth therein), shall, at the option of the City,be considered a Default(as such term is defined more fully below in Article II, Section 14 of this Agreement), in which event the City shall be entitled(but in no event required)to apply all rights and remedies available to the City under the terms of this Agreement by reason of an Sponsorship Applicant's breach or failure to comply with said obligations. Recipient shall comply with Florida Public Records law under Chapter 119, Florida Statutes,as may be amended from time to time. APPLICATION&REVIEW PROCESS A completed Special Event Sponsorship Application must be submitted during the corresponding application period based on the event's date. FY 20-21 Single Application Period(Q2-Q4- Events held between January1st, 2021 and September 3o, 2021) Applications open on July 1,2020 and close on August 1,202o. FY 21-22 -1st Period(first half of fiscal year-events held between October 1, 2021 — March 31, 2022). Applications open on January 1,2021 and close on February 1,2021. -2nd Period(second half of fiscal year-events held between April 1, 2022—September 3o,2022). Applications open July 1,2021 and close on August 1,2021. All applications must be accompanied by the following: • Copy of overall event budget • Copy of breakout budget specifying use of sponsorship funds within approved eligible sponsorship categories.Applicant must indicate total requested Cash Sponsorship and Fee Waivers requested. 7 Page 427 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION • Proof of$1 to$1 funding match. • Outline of proposed public benefit. • Copy of hotel contract(s)verifying hotel room block nights. • Proof of media commitments secured for the event. • Completed Special Event Permit and payment of Special Event Permit fees inclusive of application fee, permit fees and security deposit. • CAD Site Plan to scale with area/event feature. • Proof of 501(c)3 status. • General Liability Insurance: $1M million general liability, including workers compensation and liquor liability(if required).The City of Miami Beach must be named certificate holder and additional insured. City of Miami Beach-1700 Convention Center Drive Miami Beach, FL 33139. Once the application for sponsorship and supporting documents has been submitted,the administration will review and score application against the"City of Miami Beach Sponsorship Score Card." If additional supporting documents are required,to successfully complete an assessment of the application,the Tourism and Culture Department will advise the applicant that their application is marked as incomplete and no further processing can take place.Should an application remain incomplete up to 14 days before the submission deadline,the application will be considered withdrawn. An application must score at least 65%on the Sponsorship Score Card for the administration to recommend that the sponsorship be awarded. Based on the score received from the Sponsorship Score Card,applicants would receive that percentage of their Sponsorship request: Example: An applicant is requesting the following: a.Cash Sponsorship-$50,000 b. Fee Waivers-$48,000 Total request-$98,000.00 After completing the sponsorship scorecard,the applicant received a 72%rating.The applicant could then receive up to 72%of their request: Cash Sponsorship: $50,000.00 x 72%=$36,000.00 in approved cash sponsorships Fee Waivers: $48,000.00 x 72%= $34,560.00 in approved fee waivers Total Award-$70,560.00 total sponsorship Upon approval by the City of Miami Beach Commission, an awarded sponsorship will be paid as follows: - Initial payment of 15%will be paid upon the execution of the Sponsorship Agreement. 8 Page 428 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION - The remaining 85%of the sponsorship funds will be paid upon approval of applicant's final report with all associated documentation and financial statements. All financial incentives are subject to funding availability. 9 Page 429 of 1884 CITY OF MIAMI BEACH SCORE CARD EXPLANATIONS a. Proof of 501 (c)3 status or partnership with a registered charity i. Producers who work with a registered charity as the applicant would ensure that the City of Miami Beach can verify that the funds are going to a legitimate entity and that the funds will be dispersed according to proper financial recording procedures and in line with federal and state laws. ii. For Profit Applicants would still be able to apply,they would just not receive full marks if they were not working with a charitable organization. b. Length of Event i. This portion is to be used as an incentive to get producers to shorten their load in and load out time periods, as their funding will be reduced as a result of extended or unnecessarily lengthy load in/load out schedules. ii. The administration believes we need to start to free up some of our public space to allow additional events to take place, or simply to allow the community to enjoy their public spaces. c. History of Event i. We want to reward our long-standing events in Miami Beach,while also allowing new events to still qualify for funding. d. Hotel Room Block i. To be proven through hotel contracts or other verified method. This will allow the administration to clearly define economic impact based on hotel room bookings and ensure sponsorships are being used as investment tools in our Resort Tax. 1. Events and sponsorships need to be utilized smartly and be seen as an investment to our community. By ensuring that we are receiving some form of Resort Tax collections off of sponsorships, as well as ensuring that Hotels, Bars and Restaurants are receiving economic impact directly from event attendees,we can ensure a smart and trackable return on investment. 2. Applicants must work with the GMCVB to understand best practices in capturing hotel booking data,or do it independently, after having their processes verified by the Tourism and Culture department (booking codes, street teams, etc.). e. Attendees i. Events will get points awarded for Regional, National, and International Attendees. 1. This must be verified via data collected by street teams,who will interview at least 10%of the attendees at the event to collect responses on age, gender, country of origin,average income, tourist or local, where is their hotel located, etc. Page 430 of 1884 f. Resident Discount Benefit i. Applicants will receive higher funding allotments based on their willingness to offer benefits to our residents. Ex: 1. 10%-25%off tickets—2 pts 2. 25%-35%off tickets—4 pts 3. Free to Residents—10 pts. g. Community Benefits: i. Applicants will receive higher funding allotments based on their engagement with our Community. Ex: 1. 1 Benefit (Educational)—2 pts. 2. 4 Benefits (Educational, Senior, Plastic Free,Small Business)—8 pts. h. Marketing/ PR Exposure: i. This portion will speak to media coverage, and the reach to which your advertisements and unpaid media coverage achieves: 1. Regional (Miami-Dade/South Florida)—3 pts. 2. National (outside of Florida)—6 pts 3. International (outside the continental USA)—10 pts. ii. Confirmation of media placement and/or coverage through signed/executed media contracts, barter agreements, sponsorship agreements, invoices, insertion orders, etc. (must include the media impressions for the publication or media source) i. Utilizes more than one City of Miami Beach Venue (Fillmore, Colony Theater, Lummus Park, etc.). i. We want applicants to start to think about other venues in Miami Beach that will not always require utilizing public spaces to hold events. We will incentivize the use of these spaces by awarding increased funding for use of these spaces. j. Name of the event incorporates Miami Beach (or a reference to is—Art Deco,South Beach, etc.). The word "Miami"would not qualify, "Miami Beach" would. i. We want our applicants to start to help promote our city by connecting their experiences to the City in which they take place— Miami Beach. ii. This connection will build our brand identity and equity,as the community and tourists will continue to identify Miami Beach as a world class tourist destination based on the experiences we are offering. Page 431 of 1884 - • _ -•!, _ CATEGORY SCORE NOTES Are you a registered 501(c)3? 5 (Yes=5 pts. No= pts.) Take the number of event days and minus load Length of Event: 5 in and load out days. This is to get even (number of active event clays,minus number of load in/load out days) producers to tighten up their load in /load out timelines. History of Event (1-2 years=2 pts,2-4 years=4 pts,4-6 years=6 pts,6-13 years=8 10 pts.10+=years=10 pts.) Hotel Room Block verified with hotel contracts or booking codes. (1-100 rooms=2 pts,100-250 rooms=4 pts 250-500 rooms=6 10 We will not accept estimates-hotel rooms must points,500-1000 rooms=8 pctints,1000+rooms 10 points). be confirmed through a verified source. Regional Attendees (1-100=2pts,100-250=4pts 250-503=6 points,500-1000=8 10 verified by audience audits-GMCVB points,1000+=10 points). National Attendees (1-100=2 pts,100-250 4 pts 250-500 6 points,500-1000=8 10 verified by audience audits- GMCVB points,1000+=10 points). International Attendees (1-100=2pts,100-250=4pts 250-500=6 points,500-1000=8 10 verified by audience audits-GMCVB points,1000+=10 points). Resident Benefit (10%-25%=2 pts,25%-35%=4 pts,35%-50%=6 pts,50%+=8 10 verified by TCD pts,Free=10 pts. Community Benefits (Educational, Environmental,Small Business,etc.) 10 verified by TCD 1 benefit=2 pts,2 benefits=4 pts,3 benefits=6 pts,4 benefits=8 pts,5+benefits=10 pts) Marketing/PR Exposure 10 This needs to be proven with previous years Local=3 pts,National=6 pts,International=10 pts. results Utilizes additional City of Miami Beach Venue needs to be not public property to free venue (Miami 5 up public space. Beach Convention Center,Fillmore,Colony Theatre etc.)=5 pts Name of event incorporates Miami Beach Brand(Miami Beach,Art Deco,Sued.'Beach,etc.)= 5 "Miami"is nota reference • 10 pts 100 TOTAL Applicants cannot receive more than 100% Of their funding request. Page 432 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION PURPOSE OF THE PROGRAM The City of Miami Beach is offering event funding through a Special Event Sponsorship Program for events held in Miami Beach.The purpose of this Sponsorship Program is to provide financial assistance and in-kind support to local festivals,special events,community events or programming that attract quality events and promote community engagement and elevate Miami Beach as a world class tourist destination.The City recognizes the important role that sponsorships play in supporting the event community, as well as the promotion of tourism, economic and cultural development efforts as a whole. There are two application periods, please refer to the Application Deadlines listed below.All events that apply must meet the criteria listed below to qualify. APPLICATION DEADLINES FY 20-21 Single Application Period(Q2—04—Events held between March 1,2021 and September 30,2021)Applications open on November 1, 2020 and close on December 1,2020. FY 21-22 -1st Period (first half of fiscal year-events held between October 1,2021—March 31,2022). Applications open on January 1,2021 and close on February 1,2021. -2nd Period (second half of fiscal year-events held between April 1,2022—September 30, 2022). Applications open July 1,2021 and close on August 1,2021. GOALS AND OBJECTIVES The granting of City funds will be evaluated according to the effectiveness and impact of each Special Event Sponsorship application.Sponsorship will be considered for special events designed to provide positive impact in the following categories: Special Event Impact • Provide unique and engaging experiences that increase resident quality of life and well-being. Economic Impact • Verified to increase tourism by hotel rooms block contract(s)and targeted tourist attendance. Social and Community Impact • Promote Miami Beach as a national and international tourist destination. • Event must be accessible to the general public. Special and Cultural Event Goal • Strengthen Miami Beach by enhancing the City's Cultural Events. 1 Page 433 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION ELIGIBILITY REQUIREMENTS 1. The applicant/event must demonstrate support and/or ability to achieve the aforementioned goals and objectives. 2. The applicant/event has not received funding,or plan to apply for funding through the Miami Beach Visitor and Convention Authority("VCA"),Cultural Arts Council ("CAC") or the Greater Miami Convention and Visitor Bureau ("GMCVB"). 3. Applicants are required to furnish a minimum$1 to$1 funding match (cash, in-kind,or a combination of both).Matching funds may not include funding from the Miami Beach Visitor and Convention Authority ("VCA"),Cultural Arts Council ("CAC") or the Greater Miami Convention and Visitor Bureau ("GMCVB"). 4. Applicant must prove history and performance in delivering quality events. 5. Applicants who owe monies to venues owned and/or managed by the City of Miami Beach (Byron Carlyle Theater,Colony Theater, Fillmore at the Jackie Gleason, Miami Beach Convention Center, Miami Beach Botanical Gardens, Bass Museum of Art,etc.)will not be eligible for funding. 6. Application must include an outline of benefits being directly provided to the general public with respect to the event,such as social,cultural or educational benefit or free/discounted tickets to residents of the City of Miami Beach,seniors,veterans,or member of disadvantaged groups; 7. The event must be accessible to the general public(either as a ticketed event or otherwise). 8. Applicant must include demonstrable media commitments secured for the event,or provide proof of previous year's media commitments via executed contracts and post-performance reports. 9. Applicant must undertake all necessary efforts in order to mitigate any quality of life impacts associated with the event,including noise,littering,traffic or parking impacts. 10. Both profit and non-profit organizations are eligible to apply. a. For profit organizations must provide their Federal Tax ID and event budget. If the Applicant is located in Miami Beach, Applicant must also provide your BTR # in the Sponsorship Application. b. Non-profit organizations must be registered as a 501(c)3 with tax-exempt status 11. Applicants applying through a "fiscal agent"are not eligible. 12. The purpose of the special event is not organized around political or religious themes,but serves as a benefit to the community as a whole. 13. Applicant must demonstrate ability to comply with Miami Dade County and City of Miami Beach orders,rules,regulation and law with respect to combating COVID-19,including but not limited to safety,sanitation and social distancing **A Special Events staff member will be available to assist in determining eligibility and discuss guidelines with new applicants. ELIGIBLE SPONSORSHIP ACTIVITIES Sponsorship is specifically allocated for events that activate and attract community engagement to and in Miami Beach. Event and promotion must take place within the City of Miami Beach. Eligible activities/events include outdoor concerts,art fairs and exhibits,festivals, parades, cultural and community programming, charitable fundraising and athletic events. 2 Page 434 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION ELIGIBLE SPONSORSHIP USES Sponsorship funds may only be used for costs within the following approved categories: • Event Equipment/Supplies/Rentals • Marketing/Advertising/Promotion • Entertainment/Talent • Event Security • City Services Administrative Fees • Film/Photography INELIGIBLE SPONSOSORSHIP USES The following costs are not eligible for funding support: • Operational costs • Building Permits • City Services Personnel Fees • Rent/Lease or Mortgage • Local or State Licenses • Insurance • Taxes • Travel Expenses • Late Payment Fees or Fines • Purchase of Alcohol or Tobacco Products • Salaries/Staff Wages • Utility Bills • Debt Replacement • Licenses/Certificates_ NON-PROFIT WAIVERS The following City Service waivers may only be requested by Non-Profit Organizations,and must be included in the overall Sponsorship Application. • Application and Permit Fees • Square Footage Fees • Vehicle Beach Access Passes • User Fees • City Services Administrative Fees MULTI-YEAR SPONSORSHIP The City of Miami Beach encourages applicants to diversify financial support by securing other public and private funding assistance,in addition to the Special Event Sponsorship Program.To this end,the City of Miami 3 Page 435 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION Beach employs a policy of recommending multi-year sponsorship agreements for events that have received three (3)consecutive years of sponsorship and have successfully enhanced the impact and return of the event on the city. In supporting tourist-oriented activities,the City of Miami Beach observes the following reduction formula when recommending funding for events that have successfully executed three(3)years of city sponsored events.This formula is geared to motivate applying organizations to further seek private and other alternative funding sources. Declining Scale for For-Profit and Non-Profit Applicant Organizations Year 1-Initial Grant Award Year 2- No more than 80%of Eligible Request Year 3-No more than 60%of Eligible Request Year 4-No more than 40%of Eligible Request Year 5 -No more than 20%of Eligible Request Applicants who have produced their events for a minimum of five(5)years within Miami Beach and who maintain a minimum sponsorship Final Report score card of 90%every year via verified documents,can be considered to continue receiving funding at the Year 5 level.These will be considered on a case by case basis. • 4 Page 436 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION GENERAL CONDITIONS 1. All sponsorship recipients must comply with Sec. 12-5 of Chapter 12(Arts, Culture and Entertainment)of the City Code,wherein standards and procedures for the issuance of special event permits are set forth 2. Events must take place within the City of Miami Beach. 3. Sponsorship recipients may only use the sponsorship funds for the purposes that are specifically described in eligible uses of funding,unless otherwise approved. 4. Sponsored activities funded must take place within the originally requested funding period. 5. The sponsorship will be awarded with the understanding that the event will enhance,activate,and attract community engagement to Miami Beach. 6. Approved City/public space may be used for sponsored uses only during the time(s)and location specified in the sponsorship application. 7. The City may monitor and conduct an evaluation of the event funded by this Sponsorship. 8. The Recipient must be ready,willing and able to enter a contractual agreement for sponsorship with the City and provide a certificate of liability insurance or proof of self-insurance,if applicable. 9. The recipient of sponsorship funds shall provide the City recognition as a sponsor in a method consistent with other sponsors. In no event shall the recognition for the department's funds or in-kind services be less than that provided to other sponsors who have contributed the same total financial or in-kind support. 10. Recipient must be ready,willing and able to enter a contractual agreement for sponsorshipwith the City and provide a certificate of liability insurance or proof of self-insurance,if applicable. 11. The Recipient shall indemnify and hold harmless the City and its officers,employees,agents,and contractors,from and against any and all actions(whether at law or inequity), claims, liabilities, losses, expenses,or damages, including, but not limited to,attorneys'fees and cost of defense,for personal, economic,or bodily injury,wrongful death,or loss of or damage to property,which the City or its officers, employees,agents,and contractors may incur as a result of claims, demands,suits, causes of action or proceedings of any kind or nature arising out of, relating to,or resulting from the activation by the Sponsorship Applicant or its officers,employees,agents,servants, partners, principals or contractors. Sponsorship Applicant shall pay all claims and losses in connection therewith and shall investigate and defend all claims,suits,or actions of any kind or nature in the name of the City,where applicable including appellate proceedings, and shall pay all costs,judgments,and attorneys'fees which may issue thereon.Sponsorship Applicant expressly understand and agrees that nay insurance protection required by this Agreement,or otherwise provided,shall in no way limit its obligation,as set forth herein,to indemnify,hold harmless,and defend the City or its officers,employees,agents,and contractors as herein provided. 12. The Recipient of Sponsorship funds may not discriminate on the grounds of race, religious creed,color, national origin,ancestry,age, physical disability, mental disability,medical condition including the medical condition of Acquired Immune Deficiency Syndrome(AIDS)or any condition related thereto,marital status, sex,or sexual orientation. Further,the organization must agree to conform to the requirements of the Americans with Disabilities Act and any Miami Beach Anti-Bullying requirements and/or recommendations. 5 Page 437 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION 13. The Recipient shall not be permitted to assign this Sponsorship to any other party.Any purported assignment will be void and shall be treated as a default of the Sponsorship Agreement. 14. The Recipient agrees to abide by and be governed by all applicable Federal,State,County,and City laws. 15. The sponsorship recipient shall keep accurate and complete books and records of all receipts and expenditures of the sponsorship funds,in accordance with reasonable accounting standards,and shall retain such books and records for at least two(2)years after the completion of the event for audit purposes. 16. The sponsorship recipient must provide the City with a Final Report of all sponsorship fund expenditures. An approved award will only be paid at completion of the project and subject to the applicant's compliance with the terms of the agreement.The Final Report must include all documents pertaining to payments received and made in conjunction with the sponsorship, including, but not limited to,vouchers, bills, invoices, receipts,and cancelled checks, must be directly related to sponsored activities. 17. Following the project's submission of all previously mentioned deliverables;the Tourism and Culture Department will review all documentation and ensure the submitted materials match all guidelines and regulations.Once the project has been verified,the remaining awarded sponsorship funds will be provided within 90 days of the Final Report submission date. 18. Any uncommitted Sponsorship Funds that remain in under the control of Recipient must be returned to the City within thirty(30)days of the submitted Final Report. 19. Availability of sponsorship funds is contingent on City of Miami Beach's budget. COMPLIANCE WITH LAWS/GOOD STANDING WITH THE CITY The Sponsorship agrees to abide by and be governed by all applicable Federal,State, County, and City laws, including but not limited to Miami-Dade County's Conflict of Interest and Code of Ethics Ordinance,as amended, which is incorporated herein by reference as if fully set forth herein,and Chapter 2,Article VII of the Miami Beach City Code,as amended,which is incorporated herein by reference as if fully set forth herein. Sponsorship Applicant shall maintain its good standing in accordance with the laws of the State of Florida and the City of Miami Beach Code of Ordinances("City Code"), and shall comply with any City Code requirement applicable to Sponsorship Applicant or to the Sponsorship Applicant's operation, its business or other activities in the City of Miami Beach, including,without limitation,obtaining any Certificate of Use or Business Tax Receipt(s)that may be required for any business activity,timely making payment of all taxes,fees or charges that may be due to the City of Miami Beach. Sponsorship Applicant shall promptly take corrective action to correct any City Code violation or notice of violation issued by any governmental agency with jurisdiction over Sponsorship Applicant.Further,Sponsorship Applicant agrees to comply with the terms and conditions of any lease,contract,or other sponsorship agreement that Sponsorship Applicant may have separately entered into with the City of Miami Beach ("Other City Contracts").Any failure by Sponsorship Applicant to comply with any provision of the City Code applicable to Sponsorship Applicant, or any breach or default by the Sponsorship Applicant of any covenant or other term or condition contained in any Other City Contracts(after the passage of any applicable notice and cure provision set forth therein),shall,at the option of the City,be considered a Default(as such term is defined more fully below in Article II,Section 14 of this 6 Page 438 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION Agreement), in which event the City shall be entitled (but in no event required)to apply all rights and remedies available to the City under the terms of this Agreement by reason of an Sponsorship Applicant's breach or failure to comply with said obligations. Recipient shall comply with Florida Public Records law under Chapter 119, Florida Statutes,as may be amended from time to time. APPLICATION&REVIEW PROCESS A completed Special Event Sponsorship Application must be submitted during the corresponding application period based on the event's date. FY 20-21 Single Application Period (Q2—Q4—Events held between March 1,2021 and September 30,2021)Applications open on November 1,2020 and close on December 1,2020. FY 21-22 -1st Period(first half of fiscal year-events held between October 1,2021—March 31, 2022). Applications open on January 1,2021 and close on February 1,2021. -2nd Period(second half of fiscal year-events held between April 1, 2022—September 30,2022). Applications open July 1,2021 and close on August 1,2021. All applications must be accompanied by the following: • Copy of overall event budget • Copy of breakout budget specifying use of sponsorship funds within approved eligible sponsorship categories. • Applicant must indicate total requested Cash Sponsorship and Fee Waivers requested. Proof of$1 to $1 funding match. • Outline of proposed public benefit. • Copy of hotel contract(s)verifying hotel room block nights. • Proof of media commitments secured for the event. • Completed Special Event Permit and payment of Special Event Permit fees inclusive of application fee,permit fees and security deposit. • CAD Site Plan to scale with area/event feature. • Proof of 501(c)3 status. • General Liability Insurance:$1M million general liability, including workers compensation and liquor liability(if required).The City of Miami Beach must be named certificate holder and additional insured. City of Miami Beach-1700 Convention Center Drive Miami Beach, FL33139. 7 Page 439 of 1884 CITY OF MIAMI BEACH SPECIAL EVENT SPONSORSHIP APPLICATION Once the application for sponsorship and supporting documents has been submitted,the administration will review and score application against the"City of Miami Beach Sponsorship Score Card." If additional supporting documents are required,to successfully complete an assessment of the application,the Tourism and Culture Department will advise the applicant that their application is marked as incomplete and no further processing can take place.Should an application remain incomplete up to 14 days before the submission deadline,the application will be considered withdrawn. An application must score at least 65%on the Sponsorship Score Card for the administration to recommend that the sponsorship be awarded. Based on the score received from the Sponsorship Score Card,applicants would receive that percentage of their Sponsorship request: Example: An applicant is requesting the following: a. Cash Sponsorship-$50,000 b. Fee Waivers-$48,000 Total request-$98,000.00 After completing the sponsorship scorecard,the applicant received a 72%rating.The applicant could then receive up to 72%of their request: Cash Sponsorship: $50,000.00 x 72%=$36,000.00 in approved cash sponsorships Fee Waivers:$48,000.00 x 72%=$34,560.00 in approved fee waivers Total Award-$70,560.00 total sponsorship Upon approval by the City of Miami Beach Commission,an awarded sponsorship will be paid as follows: - Initial payment of 15%will be paid upon the execution of the Sponsorship Agreement.The remaining 85% of the sponsorship funds will be paid upon approval of applicant's final report with all associated documentation and financial statements. - All financial incentives are subject to funding availability. 8 Page 440 of 1884