Letter of Agreement Tourism Advancement Program e=2 o/6 29 CZ
FY 2015/2016 CONTRACT
TOURISM ADVANCEMENT PROGRAM
LETTER OF AGREEMENT
Grantee Name
City of Miami Beach
Contact Person Tonya Daniels
Contact Phone Number 305.673.7000 x6940
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Miami Beach Licensing and Merchandising Strategic Plan
Project Date(s) June 8, 2016 - September 30, 2016
Total Amount of MBVCA Grant $100,000
DEADLINES
CONTRACT DEADLINE JUNE 21, 2016
INTERIM REPORT DEADLINE JULY 22, 2016
FINAL REPORT DEADLINE OCTOBER 31, 2016
REQUEST FOR REIMBURSEMENT/EXPENDITURE DEADLINE SEPTEMBER 30, 2016
The MBVCA requires that you attach a resolution from your board authorizing the execution of
this agreement by he signatory. Attach Hereto.
IN WIT SS WH:(EOF, the parties hereto have executed this gr ement o this date -7 I 1 fe I 16
161111 4 i
Authori M. Sign :ture Chair ero oT the Miami Beach
For Gran -e Org-nization Visitor and Convention Authority
APPROVED AS TO
G ATV ' N AGE FORM & LANGUAGE
Title of Signatory & FO EXECUTION
L. MO AL � - I�
Jinn �`I L R ES �'
Type or Print the above Signature City Attorney N�- at
The above signatory certifies that all information provided in the Letter of Agreement and all attachments are true
and accurate.
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
The foregoing instrument was acknowledged More me by'�//MM.V 044�e , who is
personally known to me or has produced /J / as identification. Witness my
signature and official seal this J. 4 day of ,/UDC ,020/(, , in the County and State aforesaid.
X 4• 4",i. , ) / f . _.00‘,1111,1,,,,.
N• 1 Public—S :to of /c.L \�``�J�VP�; ssioH' �ry Seal] 9 p� /
64-b/9-Wil'F., C�RM�. ° mission expires: 7 .6 '/6 Print Name _*%6)4,,el'er4t*.colto.-
� :
S 2: #EE196706 . j 3
S.
i 9. l Bondedto 'e`
Ad4 l Ay I VISITOR AND FY 2015/2016 CONTRACT
BEACH AUU HORIITTYION TOURISM ADVANCEMENT PROGRAM
PUBLIC RELATIONS ACKNOWLEDGMENT FORM
Grantee Name
City of Miami Beach
Contact Person
Tonga Daniels
Contact Phone Number 305.673.7000 x6940
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Miami Beach Licensing and Merchandising Strategic Plan
Project Date(s) June 8, 2016-September 30, 2016
Total Amount of MBVCA Grant $100,000
The MBVCA has contracted with Hill and Knowlton (H&K) to promote the City of Miami Beach and the
MBVCA through a strategic plan based on the following primary "buckets":
1. Arts and Culture Traveler
2. Culinary Travel
3. Global GBLT Traveler
4. Leisure Lifestyle Traveler
5. Shopping Tourism
6. Sports/Celebrity/Entertainment Traveler
7. The Music Scene
H&K welcomes information from grant recipients about events that can be used to pitch Miami Beach
stories, embellish press releases or provide background information. The MBVCA works closely with
H&K to develop releases only featuring grants made.
Grant recipients who want to hire H&K for event-specific press releases or wire access are able to do
so. H&K expects to offer a special hourly rate for the development of releases, with wire access, (should
it be d=sired) paid b, the event producers.
Receiv;•d and ackn, ledged by:
Authori3-d Sig 'ature
For Gr.1111""""`tee Organization
c r1 Mb.tiAGE4
Title of Signatory
TIMMY L . MORA L5
Type or Print the above Signature
\t")
Date
4
. REPORTS:
he Grantee must supply the MBVCA with interim reports documenting that the grantee has fulfilled all requirements.
rganizations that have been granted funds should supply Interim Reports to the MBVCA every period. Failure to
eet this requirement will result in a delay of payment or cancellation of funding.
The Final Report and Exit Interview Form, as supplied in this contract, must be completed accurately and according to
guidelines. The original reports should be sent to the MBVCA Administrator within sixty (60) days of project
completion. Final disbursement is dependent on completion and successful submission of the Final Report, including
the required Exit Interview Form and a Profit and Loss Statement for your event.
Final submission of all documentation, including but not limited to, final report, request for reimbursement and Exit
Interview Form must be completed before the end of the fiscal year. Any extensions must be requested in writing and
approved by MBVCA administration prior to the end of the fiscal year. The fiscal year is defined as October 1 —
September 30.
. ACCOUNTING AND FINANCIAL REVIEW:
The Grantee must keep accurate and complete books and records of all receipts and expenditures of Grant funds in
conformance with reasonable accounting standards. These books and records, as well as all documents pertaining to
payments received and made in conjunction with this Grant, such as vouchers, bills, invoices, receipts, bank
statements and canceled checks, shall be retained in Miami-Dade County in a secure place and in an orderly fashion
by the Grantee for at least two years after the expenditure deadline.
The MBVCA or its designee at the Grantee's offices may examine these books, records and documents during regular
business hours and upon reasonable notice. Furthermore, the MBVCA may, at its own expense, audit or have
audited, upon reasonable notice, all the financial records of the Grantee,whether or not purported to be related to this
Grant.
Please note that the MBVCA is unable to disburse funds unless all required documents pertaining to the grant have
been received and approved.
5. BANK ACCOUNTS:
Monies received pursuant to this Agreement shall be kept in accounts in established Miami-Dade County banks or
savings and loan associations whose identities shall be disclosed in writing on the attached Bank Statement form.
These accounts need not be accounts, which are segregated from other accounts maintained by the Grantee. The
identity and title of individuals whom the Grantee authorizes to withdraw or write checks on Grant funds from the
banking institutions shall be disclosed in writing on the Bank Statement form.
6. PUBLICITY AND CREDITS:
You are required to prominently display the MBVCA logo in all marketing, publicity, and advertising materials related to
this grant. The Grantee must also include the following credit line in all public announcements, press releases,
programs, collateral material, print and broadcast media: WITH THE SUPPORT OF THE MIAMI BEACH VISITOR
AND CONVENTION AUTHORITY. The MBVCA logo and website link should also be displayed on the event-related
and/or organizational website. Please note that failure to do so could result in a diminution of MBVCA funding in
current or future grant cycles.
7. PROMOTIONAL MATERIAL:
The following promotional materials are available upon request to all grant recipients: Full Color Full Page and Half
Page Ads for use in event program books. If this is a Cultural Tourism grant, promotional material from the City of
Miami Beach, Cultural Affairs Program will also be made available. If you would like City of Miami Beach material for
distribution at your event, please contact Max Sklar, City of Miami Beach Director of Tourism and Convention/Chief of
Protocol.
6
I
II :. INSURANCE REQUIREMENTS:
he City of Miami Beach and the Miami Beach Visitor and Convention Authority shall be held harmless by the
4 rantees who must meet all the insurance requirements of the City of Miami Beach. Proof of insurance must be
. own with endorsement to the City of Miami Beach. For information on insurance and other City Service
requirements please contact the Special Events Liaison for the City of Miami Beach at(305)673-7577.
1
I`' a. REMEDIES AND EXPENDITURES DEADLINE/DEFAULT PROVISIONS:
In the event the Grantee shall fail to materially conform to any of the provisions of this Agreement, the MBVCA may
withhold or cancel all, or any, unpaid installments of the Grant. Further, in the event of a material breach of any term
or condition of this Agreement, upon five (5)calendar days written demand by the MBVCA, the Grantee shall repay all
portions of the Grant which have been received by the Grantee and which were spent in violation of the Grant. The
Grantee will be liable to reimburse all unauthorized expenditures discovered after the expiration of the Grant period.
The Grantee will also be liable to reimburse the MBVCA for all lost or stolen grant funds. Grant funds which remain in
the possession or under the control of the Grantee as of the date of the Expenditure Deadline must be returned within
15 days after the Expenditure Deadline; if such funds have been committed but not expended, the Grantee must
request in writing from the Administrator an extension of the Expenditure Deadline for a period not to exceed one year.
Grantees failing to submit final paperwork during the fiscal year in which the grant was awarded (i.e.
submission of final report, request for reimbursement, exit interview, and profit and loss statement) will be
ineligible to apply and/or receive a grant during the subsequent fiscal year; however, the Grantee will be
allowed to apply for future fiscal year's grants programs.
Note: Completed final reports and requests for reimbursement received after the end of the fiscal year in which the
grant is awarded, are not eligible for reimbursement. Events taking place during the month of September will be
granted an additional 30 days for the submission of final documentation as outlined above.
A lo. DEPOSIT TERMS:
Grants approved by the Board require that $500 be withheld from payment until a Final Report and Exit Interview
Form is turned in within 60 days of the completion of the project. This $500 is non-refundable after 60 days. If the
Final Report and Exit Interview Form are not forthcoming, projects will not be considered for future funding. THERE
WILL BE NO WAIVERS UNDER ANY CIRCUMSTANCES.
11. FISCAL YEAR:
The fiscal year shall be defined as October 1 through September 30. All conditions that must be met shall fall within
those dates.
12.CONTRACT REPRESENTS TOTAL AGREEMENT:
This contract, including its general and special conditions, represents the whole and total agreement of the parties.
No representations, except those contained within this grant agreement and its attachments, are to be considered in
construing its terms. No modifications or amendments may be made to this Agreement unless made in writing
and signed by both parties,and approved by an appropriate action of the MBVCA Board.
•
7
SPECIAL CONDITIONS
The grant awarded to this organization is the result of an extensive public review process, which
found that the organization is performing a public purpose through the programs, projects, and services
recommended for support. As such, use of these funds for any program component not meeting this
condition will be considered a material breach of the terms of this grant agreement and will allow to seek
remedies including but not limited to those outlined in the Articles of this Grant Agreement.
The Grantee also accepts and agrees to comply with the following Special Conditions:
The Grantee hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C.
2000d et seq.) prohibiting discrimination on the basis of race, color, national origin, handicap, or sex in
any program or activity receiving MBVCA support.
The MBVCA endorses the clear mandate of the American with Disabilities Act of 1990 (ADA) to
remove barriers, which prevents qualified individuals with disabilities from enjoying the same
employment opportunities that are available to persons without disabilities.
The MBVCA also endorses the mandate of the Rehabilitation Act of 1973 and Section 504 and
prohibits discrimination on the basis of disability and requires that grant recipients provide equal access
and equal opportunity and services without discrimination on the basis of any disability.
Grantee shall include on all significant promotional materials, print and electronic media, and
programs, information regarding accessibility of programs and/or facilities to persons with disabilities.
This information may be in the form of practical language and/or universally acceptable disability access
symbols, which clearly define the availability and type of accommodation or service for persons with
disabilities.
8
• MIAMI VISITOR AND
BEACH AUTHORITY CONVENTION TOURISM ADVANCEMENT PROGRAM
REVISED PROJECT NARRATIVE
Grantee Name
City of Miami Beach
Contact Person Tonya Daniels
Contact Phone Number 305.673.7000 x6940
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Miami Beach Licensing and Merchandising Strategic Plan
•
Project Date(s) June 8, 2016-September 30, 2016
Total Amount of MBVCA Grant $100,000
MBVCA Board Action/Date: February 17, 2016 and June 7, 2016
Grant$100,000 for the Miami Beach Licensing and Merchandising Strategic Plan
The following REVISED PROJECT NARRATIVE must include a complete description of your proposed project as
submitted on your original application and any changes to your original proposal. These changes could have been
made necessary by the terms of the MBVCA Grants Review Panel Motion as outlined above, or by the grant
amount awarded being less than the requested amount or other circumstances.
1. State any changes necessary in the program since the original application was submitted.
No changes from original application.
9
Revised Project Budget
1 9
List all expenses related to the project requesting funding. Round amounts to the nearest dollar (do not show
cents). In-kind contributions are the documented fair market value of non-cash contributions provided to the
grantee by third parties, which consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(PRINT+DESIGN)
$140,000 FEDERAL GRANTS
1.
FEES
2.
PRINT
DESIGN $140,000 _ STATE GRANTS
1.
ADVERTISING TOTAL (PRINT+DESIGN)
2.
PRINT
DESIGN LOCAL GRANTS
PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH $40,000
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER FOUNDATION GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Grant Amount $100,000
$140,000 Total Revenues: $40,000 $100,000
Total Expenses:
$140,000
Total Secured + Anticipated Revenues
Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing, Advertising, and Public Relations
should be in dollars.
10
FY 2015/2016 CONTRACT
TOURISM ADVANCEMENT PROGRAM
MIAMI VISITOR AND
CONVENTION
BEACH(AUTHORITY'
BANK ACCOUNT VERIFICATION STATEMENT
GRANTEE NAME:
City of Miami Beach
The following information is required as a condition of your contract.
Please complete and return.
DESIGNATED BANK AND ACCOUNT IN WHICH FUNDS WILL BE KEPT/WITHDRAWN FROM'
Sun Trust Bank, Miami, N.A.
ADDRESS
1111 Lincoln Road, Miami Beach, FL 33139
ACCOUNT
NUMBER 6702702950408
PERSONS AUTHORIZED TO WITHDRAW FUNDS OR TO WRITE CHECKS:
NAME Jimmy L. Morales TITLE City Manager
NAME Allison Williams TITLE Chief Financial Officer
NAME TITLE
Submitted by Judy Hoanshelt, Grants Officer
Date 0-4"1 I �l I G
1
Please note if there are two separate accounts,one solely designated for deposits and one solely designated for disbursements,
two Bank Account Verification Statements must be submitted with the signed contract.
11
MIAMI VISITOR AND FY 2015/2016 CONTRACT
BEACH CONY RITY ENTION TOURISM ADVANCEMENT PROGRAM
INTERIM REPORT
Grantee Name
City of Miami Beach
Contact Person Tonya Daniels
Contact Phone Number
305.673.7000 x6940
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Miami Beach Licensing and Merchandising Strategic Plan
Project Date(s) June 8, 2016-September 30, 2016
Total Amount of MBVCA Grant $100,000
MBVCA Board Action/Date: February 17, 2016 and June 7, 2016
Grant$100,000 for the Miami Beach Licensing and Merchandising Strategic Plan
For funds awarded as a grant, this form must be submitted regularly to MBVCA Administration at 1701 Meridian
Avenue, Suite 403, Miami Beach, Florida 33139. This report must be filled out completely, and include a current
Interim Narrative Report and Interim Budget, as attached.
Any changes in the project (i.e. budget, location, date, etc.) must be reported to the MBVCA Administrator
immediately in writing. Any budget that has increased or decreased by 10% or more must return to the MBVCA for
re-evaluation and approval by the Grants Review Panel. The MBVCA requests that grantees, in implementing
projects, adhere very closely to such key elements as date, site, talent and budget. Failure to meet these
requirements may result in a delay of payment or cancellation of funding.
The below signatory certifies that all information provided in this report is true and accurate.
Submitted by Date
12
MIAMI VISITOR AND
FY 2015/2016 BEACH AUTHORITY CONVENTION TOURISM ADVANCEMENT ROD AM
INTERIM NARRATIVE
Briefly describe the progress of the program/project/event
In 2015,the Administration identified the creation of an official City of Miami Beach store as a possible avenue to generate
additional revenue,while also supporting ongoing efforts to build and maintain the city's brand. To that end,the city began
seeking a promotional items distribution company to manufacture(or have manufactured through a third-party), market,
promote, sell and distribute city promotional items and souvenirs through an online store to be branded exclusively for city
purposes.
During this process the Administration met with New York City's licensing team as well as attended an educational conference
regarding licensing. Through this research the overall approach to licensing was reexamined. Based on the feedback and
discussions from professionals in licensing and tourism it is believed that starting an online store, prior to placing merchandise
in stores, may not be successful. As such,the administration recommended doing an overall analysis of our current licensed
marks as well as what inventory could be licensed and work directly with manufacturers through non-exclusive license
agreements to place official Miami Beach merchandise in stores.
The administration began contacting possible companies to quote a consulting project to write a strategic licensing plan for the
City. Using recommendations and industry websites, 10 companies were contacted and 8 responses were received. As each
quote was analyzed it became apparent that one company,The Beanstalk Group, stood out with experience in the areas that
are most important.
The Beanstalk Group is a large company that has offices located in New York, Los Angeles, Cincinnati, Miami and London.
They are currently ranked number 3 out of 35 global licensing Agents according to the Licensing Industry Merchandising
Association. The company is divided into 6 categories, brand representation, direct-to-retail, celebrity representation,
manufacturer representation, royalty auditing, and brand consulting;which is the department we would be working directly with.
The consulting division of Beanstalk is referred to as Blueprint. This division focuses solely on consulting. Some of the
companies that The Beanstalk Group has worked with include HGTV Home, Honda,Wolfgang Puck,and Jaguar. Some of
their strategic partnerships include working with Jaguar to create a lifestyle brand, luggage line, luxury apparel and fragrance.
They also worked with HGTV Home to conceive and develop a collection of smart and stylish products across a wide variety of
home and garden categories. Through this creation they also helped with the creation of packaging, marketing and POS
materials.
List specific methods used (since previous report) to promote this project regionally, nationally and/or
internationally.
In May 2015 the administration hired Blueprint,the consulting arm of Beanstalk,to create a strategic licensing and
merchandising program to enhance the consumer perceptions of Miami Beach as a lifestyle brand and continue to grow
tourism to our destination. In addition,the program will generate external partner revenue streams with a positive return on
investment. After analysis and research Blueprint delivered various items including a prospecting guidebook, program
management guidebook, and specific category evaluations and recommendations.
Explain how your marketing and promotion initiatives are improving Miami Beach's image as a superb
tourist destination. List articles, websites and advertisements involving your event. If press clips or
program materials are available, please provide them as an attachment.
The City is committed to creating a strategic licensing and merchandising program to enhance the consumer perceptions of
Miami Beach as a lifestyle brand; continue to grow tourism to our destination; and generate external partner revenue streams
with a positive return on investment.
13
Interim Project Budget
List all expenses related to the project requesting funding. Round amounts to the nearest dollar (do not show
cents). In-kind contributions are the documented fair market value of non-cash contributions provided to the
grantee by third parties, which consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(PRINT+DESIGN)
FEDERAL GRANTS
1.
FEES
2.
PRINT
DESIGN STATE GRANTS
1.
ADVERTISING TOTAL (PRINT+DESIGN)
2.
PRINT
DESIGN LOCAL GRANTS
PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER FOUNDATION GRANTS
1.
TRAVEL _
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Grant Amount
Total Revenues:
Total Expenses:
Total Secured + Anticipated Revenues
14
Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing, Advertising, and Public Relations
should be in dollars.
MIAM1 VISITOR AND REPORT
BEACH CONVENTION TOURISM ADVANCEME TA PROGRAM
FINAL REPORT
Grantee Name
City of Miami Beach
Contact Person Tonya Daniels
Contact Phone Number 305.673.7000 x6940
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project Miami Beach Licensing and Merchandising Strategic Plan
Project Date(s) June 8, 2016-September 30, 2016
Total Amount of MBVCA Grant $100,000
MBVCA Board Action/Date: February 17, 2016 and June 7, 2016
Grant$100,000 for the Miami Beach Licensing and Merchandising Strategic Plan
Project Impact:
1. Briefly describe the outcome of the program/project/event:
2. State any necessary revisions or changes from your original proposal:
15
3. What was the total attendance at the event(s)? What percentage of attendees paid? What was the
range of ticket prices for Miami Beach events?
Economic Impact
1. How many events took place as part of your project? Of those events, how many took place in
Miami Beach? Please list venues and dates utilized for said events. (Include ticket sales printout
reports for Miami Beach owned/managed venues as an attachment).
2. How many hotel room nights were filled as a direct result of your project/program/event? How did
you calculate this number? Provide a breakdown of the hotel room nights generated, as an attachment
with supporting documentation from stated hotels through the use of the attached form or through a
reservation report generated by the hotels utilized by your event attendees.
3. How did your program impact Miami Beach financially? A) How many local jobs created? B) List
each Miami Beach business employed for your program (graphic design, catering, and production crew.)
4. What was your total organizational budget?
5. How many people does your organization currently employ? (check only one)
16
❑ Under 10 El 10-20 El 21-50 ❑Over 50
Audience Demographics
1. What percentage of your audience was:
Under 13 %
13 - 20
21 —40
41 -60
Over 60
2. What percentage of your audience was:
Male
Female
3. What percentage of your audience was:
White/Caucasian
Black/African American
Hispanic
Other
(note: total should come to 100%)
4. What percentage of your audience's annual income is:
Under$35,000
$35,000 - $50,000
$51,000 - $70,000 %'
Over$70,000
5. What was your total audience attendance?
Of that figure, what percentage was:
Residents %
Regional %
Tourists
6. What was the average admission fee, per person, for this event?
❑ Free ❑ Under $10 ❑ $10 - $25 ❑ $26 - $50 ❑ Over $50
17
-
attach samples)
❑ Attendance ❑ Questions & Answer sessions
❑ Media Reviews/ Ratings ❑ Survey
❑ No Evaluation Method Used
8. General Comments
18
Marketing/Publicity Impact:
1 a. How did you market this program? Was it a successful campaign? How did you evaluate the
success? (Attach samples)
1 b. Specific advertising/marketing used - Please check all that apply
❑Billboards ❑I nternet/Website ❑National Trade Publications
['Direct Mail/Flyers ❑Local Newspaper ['Pole Banners
❑Email
ELocal Television ['Regional Newspaper
['International Publication ['Local Radio ❑Social Media
❑lnternational Television ['National Television
Other:
2. What kind of publicity/press did the event(s) receive? Were the event(s) documented for television?
(attach samples)
2a. What % of your budget was spent on marketing/advertising?
2b. What was the total dollar value spent on advertising, including in-kind and bartered services?
2c. What was the percentage of the amount above spent between domestic and international
promotional efforts?
2d. What was the total dollar value spent on television, including in-kind and bartered services (if
applicable)?
3. What was the total number of impressions generated as a result of the event? (Total number x circulation)
Provide a breakdown of the impressions generated, as an attachment
4. What are your event/project growth plans for the next 5 years? (ex: adding additional programming
in other counties, reducing office space, expanding artistic crew, etc.)
19
Final Report completed by on:
Signature of MBVCA representative
Final Project Budget
List all expenses related to the project requesting funding. Round amounts to the nearest dollar (do not show
cents). In-kind contributions are the documented fair market value of non-cash contributions provided to the
grantee by third parties, which consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(PRINT+DESIGN)
FEDERAL GRANTS
1.
FEES
2.
PRINT
DESIGN STATE GRANTS
1.
ADVERTISING TOTAL (PRINT+DESIGN)
2.
PRINT
DESIGN _ LOCAL GRANTS
•PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER FOUNDATION GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
MBVCA Grant Amount
20
Total Expenses: I f
Total Secured + Anticipated Revenues
Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind
Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special
Events Office at 305-673-7577. All breakdowns for Personnel, Marketing, Advertising, and Public Relations
should be in dollars.
Event Profit and Loss Statement
List all expenses related to the project requesting funding. Round amounts to the nearest dollar (do not show
cents). In-kind contributions are the documented fair market value of non-cash contributions provided to the
grantee by third parties, which consist of real property or the value of goods and services.
CASH CASH
EXPENSES ACTUAL IN KIND INCOME SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+
TECHNICAL) ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC CONTRACTED SERVICES
TECHNICAL PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL (FEES+PRINT+DESIGN) _ FEDERAL GRANTS
1.
FEES
2.
PRINT
DESIGN STATE GRANTS
1.
ADVERTISING TOTAL (PRINT+DESIGN)
2.
PRINT
DESIGN LOCAL GRANTS
1. City of Miami
PUBLIC RELATIONS (FEES+PRESS MATERIALS) Beach Monies
2.
FEES
3.
PRESS MATERIALS
FOUNDATION
POSTAGE/COURIER GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
3.
SUPPLIES/MATERIALS
OTHER EXPENSES(ITEMIZE BELOW):
CASH ON HAND
21
I 1 � rLIJVsn V]IUIIL f1YVUIU I I
Total Expenses: Total Income:
Net Profit/Loss:
MIAMI VISITOR AND
BEACH CONVENTION
2015/2016 EXIT INTERVIEW FORM
TOURISM ADVANCEMENT PROGRAM
1. What, if any, changes would you like to see that would improve the MBVCA as a whole?
2. What services provided by the MBVCA were most helpful for your organization?
3. What changes and/or additions would you like to see made in the grant process?
4. How, if at all, would you like to see the final report improved?
5. What additional services, if any, would you like to see the MBVCA board and administration provide to
grant applicants?
22
Additional Comments/Suggestions:
MIAMI VISITOR AND
BEACH AUTHORITY ION
HOTEL PICK UP REPORT
2015/2016 TOURISM ADVANCEMENT PROGRAM
Attn:
Fax:
From:
Group Rooms Reservation/Pick-Up Report
Hotel Name:
Group Name:
Dates:
Date
Contracted Block
Actual Pick-up
Date (Continued)
Contracted Block
Actual Pick-up
Other comments on group's history:
23
Hotel Representative/Form Completed By:
Position in Hotel:
Signature attesting validity of information included above:
Email Address (for verification):
Contact Telephone Number:
Date:
MIAMI VISITOR AND
BEACH AU HORITYION FY 2015/2016 REQUEST FOR REIMBURSEMENT
TOURISM ADVANCEMENT PROGRAM
FY 2015/2016 REQUEST FOR REIMBURSEMENT
Grant funds will be disbursed upon receipt and approval of the completed and signed contract, as well
as the Final Report and the required documents listed below. Please note that all documents should be
in correct form. All requests should be specific to the award.
On February 17, 2016 and June 7, 2016 the MBVCA voted to grant$100,000 for the Miami Beach
Licensing and Merchandising Strategic Plan.
To receive the award, please fill out this form and attach the applicable documents.
Attached should be:
• Invoice for vendors
• Copies of front and back of cancelled checks relating to each submitted invoice
• Advertising and publicity for event containing MBVCA logo
Check No. Vendor Name Amount
Ex. 6789 Great Communicators $4,000
1.
2.
3.
4.
5.
6.
7.
8.
9.
24
Please number the invoices and cancelled checks in accordance to your submission.
REIMBURSEMENT WILL NOT BE PROCESSED UNLESS ALL SPECIFIED BACKUP MATERIAL
ACCOMPANIES THIS REQUEST
FOR OFFICE USE ONLY
Approved By: Addition Checked By:
Prices Checked By: Date Paid:
Extensions Checked By: Check Number:
•
•
25