Resolution 2023-32745RESOLUTION NO. 2023-32745
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AMENDING AND RESTATING
THE CITY'S SPECIAL EVENT SPONSORSHIP PROGRAM
REQUIREMENTS AS SET FORTH IN THIS RESOLUTION, BY: (1)
CREATING TWO DISTINCT EVENT SPONSORSHIP CATEGORIES,
INCLUDING MINIMUM REQUIREMENTS AND EVALUATION
CRITERIA, FOR "MAJOR SPECIAL EVENTS" AND "COMMUNITY
ENGAGEMENT EVENTS," AND AN EVALUATION PROCESS TO
REVIEW AND SCORE SPONSORSHIP REQUESTS BASED UPON
WEIGHTED CRITERIA, AND (2) ESTABLISHING MAXIMUM
SPONSORSHIP FUNDING AMOUNTS PER EVENT.
WHEREAS, the Miami Beach Special Event Sponsorship Program (the "Program")
was created in June 2021 pursuant to Resolution No. 2021-31742 with an annual budget
of $1,500,000, to create a framework for the City's review of event sponsorship and fee
waiver requests for events held in Miami Beach; and
WHEREAS, the purpose of the Program is to provide financial assistance and in -
kind support to high -quality local festivals, special events, community events, or
programming that promote community engagement and elevates Miami Beach as a
world -class tourist destination; and
WHEREAS, the City considers special events that:
• provide unique and engaging experiences that promote residents' quality of life;
• demonstrate an increase in tourism through hotel room block contract(s) and
targeted tourist attendance;
• promote Miami Beach as a national and international tourist destination;
• are accessible to the general public; and
• strengthen Miami Beach by enhancing the City's cultural offerings; and
WHEREAS, the Program process is formalized and allows the Administration to
properly analyze and budget for special event sponsorship requests; and
WHEREAS, certain minimum requirements for the Program are codified within
Section 12-7 of the City Code; and
WHEREAS, Section 12-7 of City Code provides that "in considering approval of
a Sponsorship for an event, the City Commission may consider:
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", and
WHEREAS, sponsorship requests are generally 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; and
WHEREAS, any sponsorship request that falls outside of the City Commission's
annual budget review process requires advisory review by the Finance and Economic
Resiliency Committee ("FERC"), and approval on a 5/7ths vote of the City Commission;
and
WHEREAS, consistent with the requirements in the City Code, the Program
provides a platform for event organizers to apply for City sponsorship in advance, and
allows the Administration sufficient time to conduct due diligence and budget planning
for the upcoming fiscal year; and
WHEREAS, prior to the creation of the Program, certain major special events
received City Commission sponsorship approval through recurring enhancements in the
budget; and
WHEREAS, these recurring major events are currently not subject to the
Program's application and review process, but are funded from the City's $1,500,000
Special Event Sponsorship Program budget; and
WHEREAS, after accounting for recurring major events, the remaining unallocated
annual budget for the Program is $400,000; and
WHEREAS, at the July 26, 2023 City Commission meeting, the Mayor and City
Commission approved certain revisions to the City's Special Event Guidelines, including
the bifurcation of the Special Event Sponsorship Program from the Special Event
Guidelines; and
WHEREAS, since the inception of the Program, the Administration has witnessed
increased interest, both from producers of large-scale events and community event
organizers; and
2
WHEREAS, the Program takes into account each event producer's non-profit
status, length of event, history of event, hotel room block, number of attendees,
resident/community benefits, marketing, public relations exposure, and other relevant
factors; and
WHEREAS, in addition, each applicant is required to show a mandatory dollar for
dollar ($1 to $1) match, and demonstrate this match through cash, other matching
sponsorships, and/or in -kind contributions; and
WHEREAS, for each annual cycle, each application that meets the City's
requirements is scored by a review panel, and presented to the Mayor and City
Commission for approval; and
WHEREAS, based on prior budget years, and in light of the volume of funding
requests submitted to the City outside of the Program's formal application process, the
Administration has identified a need to create a new sponsorship category for organizers
of community events ("Community Engagement Events"); and
WHEREAS, further, based on the current proposed budget, the Administration has
identified an additional need to create a maximum amount of sponsorship funding that
each applicant may request; and
WHEREAS, the Tourism and Culture Department ("TCD") has collaborated with
the Cultural Affairs Division to create parity between this Program and the Cultural Arts
Council ("CAC") grant program, and reviewed the proposed revisions with the City's
Grants Division and the Miami Beach Visitor and Convention Authority ("VCA") to ensure
the proposed revisions align with the City's other grant and sponsorship opportunities;
and
WHEREAS, the City Commission hereby approves the revisions to the Program
requirements as set forth in this Resolution, including the creation of two new event
categories, as well as evaluation criteria for each category, as follows:
SPECIAL EVENT SPONSORSHIP APPLICATION REQUIREMENTS:
Events eligible to apply for City sponsorship funding are divided into the following two
categories. Major Special Events or Community Engagement Events.
1. Major Special Events
A Major Special Event is any function that (i) is expected to attract a large daily attendance
(as defined herein) that includes both residents and visitors, and (ii) meets the criteria set
forth below. Examples of Major Special Events include outdoor concerts, art fairs and
exhibits, festivals, parades, cultural and community programming, charitable fundraising
and health or athletic events.
i
• Event Category Criteria
o Special Events occurring within the City of Miami Beach either as a single
occurrence or on an annual basis.
o Each applicant must demonstrate confirmed hotel room blocks within Miami
Beach hotels, in the form of hotel contracts or booking codes.
o Each applicant must demonstrate a minimum of 100 room nights.
o Minimum daily attendance of 1,000 people.
o Eligible event producers include both non-profit organizations and private
event producers.
o There is no minimum event budget requirement to apply.
• Funding Requests
o Each applicant must demonstrate proof of matching funds at a ratio of $1 to
$1.
o No sponsorship request shall exceed the following maximum amounts,
based on the applicant's annual organizational budget:
Maximum Sponsorship Request Amount
Annual Organizational Budget
$50,000
At or below $1,000,000
$100,000
At or above $1,000,001
Evaluation Criteria
Duration of Event (10 points)
• How many days is your event? Producers are encouraged to shorten
their load -in and load -out time periods. Extended or unnecessarily
lengthy load-in/load-out schedules will be scored lower.
Load In Day(s) and Load Out Day(s) Scoring Scale:
Load In Day(s)
Load Out Day(s)
Points
1-2
1-2
10
3-4
3-4
8
5
5
6
6
6
4
7+
7+
2
Event History (10 points)
• Organizational history of producing this event in Miami Beach or
other comparable location(s).
Economic Impact and Hotel Room Block (10 points)
• Verification of hotel room booking in the form of hotel contracts or
booking codes.
2
Number of Room Nights
Points
100
2
101-250
4
251-500
6
501-1,000
8
1,001 +
10
Event Attendance (10 points)
Does the organization properly engage audiences, reach target
audiences, and assess and measure feedback? Examples could
include surveys, blogs, online engagement, social media
impressions, etc. (up to 5 points)
Points will be awarded for projections on actual attendance (up to 5
points):
Number of Attendees
Points
1,000 —
2,000
1
2,001 -
3,000
2
3,001 -
4,000
3
4,001 -
5,000
4
5,001 +
5
Resident Benefit (10 points)
Applicants will receive higher scores based on the scope of benefits
offered to Miami Beach residents. (Examples: discounted tickets,
free admission, multiday passes, etc.)
Social and Community Impact (10 points)
Applicants will receive higher scores based on their engagement with
the Miami Beach community, including benefits related to education,
arts and culture, charitable donations, and environmental efforts.
Marketing and Communications (10 points)
Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
Environmental and Sustainability (10 points)
Does the event show environmentally sustainable practices?
(examples: recycling, eco-friendly materials, etc.)
Budgeting and Accounting (10 points)
o Does the applicant comprehensively outline its fiscal operation and
provide a comprehensive and achievable budget?
Name of Event Incorporates "Miami Beach" or the Miami Beach brand (10
points)
0
O Use of "Miami Beach" to build brand identity and equity, as the
community and tourists will continue to identify Miami Beach as a
world -class tourist destination.
All applicants are required to have a minimum average score of 65 to be eligible to
receive funding through the Special Events Sponsorship Program.
2. Community Engagement Events
A Community Engagement Event is any function that (i) is primarily geared toward the
local community, (ii) is expected to attract a minimum of 200 people each day, and (iii)
meets the criteria set forth below. Examples of Community Engagement Events include
outdoor concerts, art fairs and exhibits, festivals, parades, cultural and community
programming, charitable fundraising and health or athletic events.
• Category Criteria
Special Events involving community engagement, with little to no use of
hotel room blocks.
Minimum daily attendance of 200 people.
Eligible event producers include both non-profit organizations and private
event producers.
(11 There is no minimum event budget requirement to apply.
• Funding Requests
No sponsorship request shall exceed $20, 000.
Each applicant must demonstrate proof of matching funds at a ratio of $1 to
$1.
• Evaluation Criteria
Economic Impact (20 points)
Does the organization's current programming contribute to Miami
Beach as an international cultural destination/cultural tourism?
Event Attendance (20 points)
Does the organization properly engage audiences, reach target
audiences, assess and measure feedback? Examples could include
surveys, blogs, online engagement, social media impressions, etc.
(up to 10 points)
Additional points will be awarded for projected attendance (up to 10
points):
Number of Attendees
Points
200-300
5
301-400
6
401-500
7
501-600
8
601-1,000
9
1,001+
11
0
Resident, Social and Community Impact (20 points)
Applicants will receive higher scores based on the scope of benefits
offered to Miami Beach residents. (Examples: discounted tickets,
free admission, multiday passes, etc.)
Applicants will receive higher scores based on their engagement with
the Miami Beach community, including benefits related to education,
arts and culture, charitable donations, and environmental efforts.
Does the proposed programming enhance the quality of life for
residents and visitors? Is the programming reflective of Miami
Beach's demographics? Are diverse communities of Miami Beach
being reached? Does the programming include collaborative efforts
with other organizations/ groups?
Marketing and Communication (20 points)
Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
Budgeting and Accounting (20 points)
Does the applicant comprehensively outline its fiscal operation and
provide a comprehensive and achievable budget?
All applicants are required to have a minimum average score of 65 to be eligible to
receive funding through the Special Events Sponsorship Program.
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 amend and restate the City's Special Event Sponsorship Program
requirements as set forth in this Resolution, by: (1) creating two distinct event
sponsorship categories, including minimum requirements and evaluation criteria, for
"Major Special Events" and "Community Engagement Events," and an evaluation
process to review and score sponsorship requests based upon weighted criteria, and
(2) establishing maximum sponsorship funding amounts per event.
PASSED and ADOPTED this /3 day of S'PP4MbPr- , 2023.
ATTEST:
SEP 2 2U23 an Gelber, Mayor
Rafael E. Granado, City Clerk APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney Date
! 26 N�.-
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: September 13, 2023
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AMENDING AND RESTATING THE CITY'S
SPECIAL EVENT SPONSORSHIP PROGRAM REQUIREMENTS AS SET
FORTH IN THIS RESOLUTION, BY: (1) CREATING TWO DISTINCT EVENT
SPONSORSHIP CATEGORIES, INCLUDING MINIMUM REQUIREMENTS
AND EVALUATION CRITERIA, FOR "MAJOR SPECIAL EVENTS" AND
"COMMUNITY ENGAGEMENT EVENTS," AND AN EVALUATION PROCESS
TO REVIEW AND SCORE SPONSORSHIP REQUESTS BASED UPON
WEIGHTED CRITERIA, AND (2) ESTABLISHING MAXIMUM
SPONSORSHIP FUNDING AMOUNTS PER EVENT.
The Administration recommends the approval of revisions to the Special Event Sponsorship
Program; with said revisions to include a two -tiered program with qualifying criteria and a
maximum funding request allowable for each her.
The Miami Beach Special Event Sponsorship Program (the "Program") was created in June
2021 via Resolution 2021-31742 with an annual budget of $1,500,000 to assist the City in the
review of event sponsorship and fee waiver requests. The Program process is formalized and
allows the Administration to properly analyze and budget special event sponsorship requests.
The Program is for events held in Miami Beach. The purpose is to provide financial assistance
and in -kind support to hig"uality local festivals, special events, community events, or
programming that promote community engagement and elevates Miami Beach as a world -class
tourist destination.
The City of Miami Beach considers special events that:
provide unique and engaging experiences that increase resident quality of Irfe;
increase tourism by hotel rooms block contract(s) and targeted tourist attendance;
promote Miami Beach as a national and intemabonai tourist destination;
accessible to the general public; and
strengthens Miami Beach by enhancing the Citys Cultural Events.
Page 1119 of 2938
The Citys current sponsorship process is within the City Code:
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 -
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");
the Event organizer's history and performance in delivering quality Events;
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 members of disadvantaged groups;
whether the event is accessible to the general public (either as a ticketed event or
otherwise);
the demonstrable economic impacts associated with the Event;
the demonstrable media commitments secured by the Event organizer for the
Event; or
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 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.
The Special Event Sponsorship Process addresses these elements and provides a platform
for event organizers to apply for city sponsorship in advance and allows the Administration time
to do proper due diligence and budget planning for the fiscal year, while also allowing for
opportunities to curate a fiscal year of engaging, unique, entertaining, educational and fun
community events to benefit Miami Beach residents, businesses, visitors and culture.
Prior to the Program being created, there have been major special events that received
commission approval as a recurring enhancement in the budget. These events are currently not
subject to the Program's application and review process but are funded from the $1,500,000
Sponsorship budget. After accounting for the recurring major events, the unallocated annual
budget for the Program is reduced to $400,000.
Page 1120 of 2938
'.Miami Beach Air and _Sea Show 350,000
Miami Beach Pride 188,000
MDPL Art Deco Weekend 150,000
South Beach Wine and Food Festival 175,000
Miami Beach Race Weekend 236,000
Special Events Sponsorship Program 400,000
Tots! $1,4N,000
ANALYSIS
At the July 26, 2023 City Commission meeting the Mayor and City Commissioners voted to
approve the revisions to the Special Event Guidelines. The approved revisions included the
bifurcation of the Special Event Sponsorship Program, to allow the Program to be independent
from the guidelines.
Since its inception, the Administration has witnessed an increased interest in the Program, both
from producers of large-scale events and community event organizers. To date, the Tourism
and Culture Department (TCD) has managed three cycles of the Program.
The Program reviews non-profit status, length of event, history of event, hotel room block,
number of attendees, resident/community benefit, marketing, and public relations exposure, and
more. Applicants are required to have a mandatory dollar for dollar ($1 to $1) match and
demonstrate this match through cash, other matching sponsorships, and/or in*jnd contributions.
For each cycle, applicants who meet the requirements are scored by a review panel and
subsequently approved by the Mayor and City Commission.
Below are the previous funding recipients:
FY 202112022
AppNcant Event Amount Applied For Amount Awarded
Unparalleled
Productions
Miami Swim Week $28,000 $7,000
FY 202Zr=
AppNcant Event Amount Appled For Amount Awarded
ABFF Ventures,
LLC.
Power Access, Inc.
Florida International
University
American Black Film $200,000 $171,000
Festival
South Beach Jazz $40,000 $30,000
Festival
FI U Surf N Turf $10,000 $6,500
Volleyball Tournament
FY 2=3=W sebmNled for villa
pipe 11 Event Amount Applied For Amount Awarded
Unparalleled Miami Swim Week $30,000,$50,000 $28,000
Productions
ABFF Ventures, American Black Film
Page 1121 of 2938
LLC. Festival $200,000 $103,000
Sportworx King of the Court $500,000 $258,000
Intemational B.V. Volleyball Toumament
Based on previous cycles, and funding requests made to City Commission outside of the
Program's application process, the Administration has identified a need to create a her for
community events. In addition, based on the current budget, the Administration has identified an
additional need to create a maximum amount of sponsorship funding allowed to be requested
by an applicant.
TCD has collaborated with the Cultural Affairs Division to create parity between the Program
and the Cultural Arts Council (CAC) grants program process. TCD also reviewed the proposed
revisions with the City's Grants Division and the Miami Beach Visitor and Convention Authodty
(VCA) to ensure the proposed revisions align with their sponsorship and grants process as well.
The Program is now being presented to the Mayor and City Commission for approval, with
proposed revisions. The complete Program can be found attached to the memo. Below are the
two categories being proposed, with their respective evaluation criteria.
There are two application categories to be chosen from: Major Special Events or
Community Engagement Events
1. Major Special Events
Category Criteria
o Special Events occurring one-time or annually within the City of Miami
Beach.
o MUST have confirmed hotel room blocks within the City of Miami Beach, in
the form of hotel contracts or booking codes.
o MUST have a minimum of 100 mom nights.
o MUST have minimum daily attendance of 1,000 people.
o Can be Non -Profit Organizations
o No restrictions on minimum budget requirements to apply.
Funding Requests
o Must have proof of matching $1 to $1 funding.
Max m wn Amownt-'i➢��o+� Budget
$50,000 At or below $1,000,000
$100,000 At or above $1,000,001
Evaluation Criteria
o Length of Event (10 points)
How many days is your event? Producers are encouraged to shorten their load -in
and load -out time periods. Extended or unnecessarily lengthy load-iniloadout
schedules will be scored lower.
Load In Day(s) and Load Out Day(s) Scoring Scale:
Loyd In Load Out Dare) Poiirris
Page 1122 of 2938
1-2
1-2
10
3-4
3-4
8
5
5
6
6
6
4
7+
7+
2
o Event History (10 points)
• Organizational history of producing this event in Miami Beach or other
comparable location.
o Economic Impact and Hotel Room Block (10 points)
• Verification of hotel room booking in the form of hotel contracts or
booking codes.
Number of Room "Itts
Points
100
2
101-250
4
251-500
6
501-1,000
8
1,001+
10
o Event Attendance (10 points)
• Does the organization properly engage audiences, reach target
audiences, assess and measure feedback? Examples could include
surveys, blogs, online engagement, social media impressions, etc. (up to
5 points)
• Points will be awarded for projections on actual attendance (up to 5
points):
Number of Attendees
Points
1,000 — 2,000
1
2,001 - 3,000
2
3,001 - 4,000
3
4,001 - 5,000
4
5,001 +
5
o Resident Benefit (10 paints)
• Applicants will receive higher scores based on their level of benefits to
Miami Beach residents. (Examples: discounted tickets, free admission,
multiday passes, etc.)
o Social and Community Impact (10 points)
• Applicants will receive higher scores based on their engagement with the
Miami Beach community, including benefits related to education, arts and
culture, charitable donations, and environmental efforts.
o Marketing and Communications (10 points)
• Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
Page 1123 of 2938
o Environmental and Sustainability (10 points)
• Does the event show environmentally sustainable practices? (examples:
recycling, eco-friendly materials, etc.)
o Budgeting and Accounting (10 points)
• Does the applicant outline their fiscal operation and provide a
comprehensive and achievable budget?
o Name of Event Incorporates "Miami Beach" or Miami Beach Brand (10 points)
• Use of Miami Beach" to build brand identity and equity, as the
community and tourists will continue to identify Miami Beach as a mdd-
class tourist destination.
All Applicants are required to have a minimum average score of 65 to be eligible to
receive funding from the Special Events Sponsorship program.
2. Community Engagement Events
Category Criteria
o Special Events involving community engagement, with little to no use of Hotel
Room Blocks.
o MUST have minimum daily attendance of 200 people.
o Can be Non -Profit Organizations
o No restrictions on minimum budget requirements to apply.
Funding Requests
o Maximum funding requests cannot exceed $20,000.
o Must have proof of matching $1 to $1 funding.
Evaluation Criteria
o Economic Impact (20 points)
• Does the organization's current programming contribute to Miami Beach
as an international cultural destination/cultural tourism?
o Event Attendance (20 points)
• Does the organization properly engage audiences, reach target
audiences, assess and measure feedback? Examples could include
surveys, blogs, online engagement, social media impressions, etc. (up to
10 points)
• Additional points will be awarded for projected attendance (up to 10
points):
Number of Aftndmw
points
200-300
5
301-400
6
401-500
7
501-600
8
601-1,000
9
1,001+
10
o Resident, Social and Community Impact (20 points)
• Applicants will receive higher scores based on their willingness to offer
benefits to Miami Beach residents. (Examples: discounted tickets, free
admission, multiday passes, etc.)
Page 1124 of 2938
• Applicants will receive higher scores based on their engagement with the
Miami Beach community, including benefits related to education, arts and
culture, charitable donations, and environmental efforts.
• Does the proposed programming enhance the quality of life for residents
and visitors? Is the programming reflective of Miami Beach's
demographics? Are diverse communities of Miami Beach being
reached? Does the programming include collaborative efforts with other
organizations/ groups?
o Marketing and Communication (20 points)
• Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
o Budgeting and Accounting (20 points)
• Does the applicant outline their fiscal operation and provide a
comprehensive and achievable budget?
All Applicants are required to have a minimum average score of 65 to be eligible to
receive funding from the Special Events Sponsorship program.
ei A I I L"Le2_11JUVAl�-
In the 2022 City of Miami Beach Resident Survey, 86% of residents agreed that free or City
sponsored art and cultural activities contribute to their quality of life in Miami Beach and 86% of
residents agreed that Miami Beach Cultural Activities (such as art shows, film festivals,
musicals, and live performances) contribute to the quality of life in Miami Beach.
FINANCIAL INFORMATION
No additional fiscal impact. Included in FY 2024 proposed CSL budget.
Amounts)/Account(s):
160-4300-000349-00-406-555-00-00-00-
The Administration recommends the approval of revisions to the Special Event Sponsorship
Program; with said revisions to include a two -tiered program with qualifying criteria and a
maximum funding request allowable for each tier.
Applicable Area
C itywid e
• 611. i_ a 1-.•1•
IL 9-TiV42 L 0
No
Strategic Connection
Organizational Innovation -Ensure strong fiscal stewardship.
Legislative Tracking
Page 1125 of 2938
Tourism and Culture
AITACHMENTS:
Description
E)dtibitA- Proposed Special Event Sponsorship Guidelines
Resolution
Page 1126 of 2938
..
Tourism and Culture Department
City of Miami Beach, 1755 Meridian Avenue, 51" Floor, Miami Beach, Florida 33139
www.miamibeachfi.gov
Tel: 305-673-7577 Email: events 4 miamibeachfl.gov
Proposed Revisions — 9.13.23
About the Special Event Sponsorship Program;
The Special Event Sponsorship Program helps to support organizations whose primary
mission is to produce and present cultural and artistic productions in Miami Beach.
Organizations receiving Special Event Sponsorships are chosen based on a series of
event criteria including, but not limited to length of event, event history, number of
attendees, resident benefit, community benefit, marketing, event budget, environmental
and sustainable practices and City recognition/engagement. Proposals must
demonstrate cultural, community and economic impact to Miami Beach, reflect a high
level of excellence, demonstrate audience engagement, and express authentic ideas
that further elevate the cultural platform in Miami Beach.
Special Event Sponsorship applicants are not permitted to apply for any other
City of Miami Beach funding outlet, including, but not limited to, Cultural Arts
Council (CAC), Miami Beach Visitor and Convention Authority (VCA), etc., unless
directed and approved by City Commission,
The Special Event Sponsorship Program is made possible through the vision and
support of the Miami Beach Mayor and City Commission.
Department of Tourism and Culture
Office: 1755 Meridian Avenue, 5th Floor, Suite 500, Miami Beach, FL 33139
Phone: 305-673-7577 www.miamibeachfl.org
If desired, appointments may be scheduled on a "first come first serve" basis with staff
and must be scheduled at least one week in advance. It is in the best interest of the
applicant to schedule this appointment as early as possible in the event that a second
consultation review is necessary. Please call or visit the Tourism and Culture webpage,
for the most current contact list of staff to schedule an appointment if necessary.
Page 1128 of 2938
Proposed Revisions — 9.13.23
Eligibility Requirements:
• Applicants are required to secure a minimum $1 to $1 funding match. A City of
Miami Beach Special Event Sponsorship shall not be considered the sole source
of funding for any event. In -kind contributions cannot exceed 25% of total cash
project budget.
• Organizations applying through a "fiscal agent" are not eligible.
• Sponsorship is allocated for events that take place in Miami Beach only.
• Eligible events include outdoor concerts, art fairs and exhibits, festivals, parades,
cultural and community programming, charitable fundraising and health or
athletic events.
Applicants NOT Eligible:
• Organizations that received Speciai Event Sponsorship funding for a prior year
and did not comply with the Agreement and/or other requirements, including
submittal of a final report.
• Individuals/Groups/Organizations that receive funding from the Miami Beach
Visitor and Convention Authority (VCA) or Cultural Arts Council (CAC) for the
same fiscal year are not eligible.
• Individuals/Groups/Organizations applying through a "fiscal agent/sponsor" are
not eligible to apply.
Special Event Sponsorship Program Policies:
1. The Recipient agrees to abide by and be governed by all applicable Federal, State,
County, and City laws.
2. Ail sponsorship recipients must comply with Sec. 12-5 of Chapter 12 (Arts, Culture
and Entertainment) of the City Code of Miami Beach, wherein standards and
procedures for the issuance of special event permits are set forth.
3. All sponsored activities funded must take place within the specified funding period.
4. 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 at the completion of the
event. Records will be kept for at least five (5) years after the completion of the event for
audit purposes.
5. All events MUST be available to the public.
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6. The City may monitor and conduct an evaluation of the event funded by this
Sponsorship.
7. Recipient must provide a certificate of all insurance requirements as specified by in
contractual agreement.
8. Past receipt of Special Event Sponsorship awards, financial need, and merit of an
application do not in themselves guarantee funding.
9. Multiple organizations, individuals, groups, etc. may not apply for City of Miami Beach
Special Event Sponsorship funding towards the same project.
10. All sponsorship recipients must provide equal access and equal opportunity in
employment and services, and may not discriminate on the basis of disability, color,
creed, gender, religion, or sexual orientation.
11. 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, and must be directly related to sponsored
activities and dated within the appropriate fiscal year. Sponsorship must be closed out
by the end of each funding period.
12. Any uncommitted Sponsorship Funds which remain under the control of Recipient
must be returned to the City within thirty (30) days of the submitted Final Report.
13. Availability of sponsorship funds is contingent on City of Miami Beach's budget
process.
14. No Special Event Sponsorship Agreement can exceed one (1) year, unless in the
case of natural disaster or other uncontrollable act of God. In this unusual circumstance
an addendum will be made to the contract with the necessary adjustments.
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Eligible Expenditures:
Allowable expenditures for Sponsorship Funds include:
• Event Equipment/ Supplies/ Rentals
• Marketing/ Advertising/ Promotion
• Entertainment/ Talent
• Event Security
• City Services Administrative Fees
• Film/ Photograph
• Art installations
• Rides/ Attractions
• City Services, Permit Fees
Ineligible Expenditures:
Sponsorship funds may NOT be used towards:
• Operational costs, including staff salaries and wages
• Rent or Mortgage, including "Bricks and Mortar"
• Insurance Fees
• Travel Expenses
• Late Payment Fees or Fines
• Hospitality Costs, including purchase of Alcohol or Tobacco products, and/or
i meal stipends
• Utility Costs
• Debt Replacement
• Cash prizes
• Lobbying or propaganda materials
• Charitable contributions
• Events that are not open to the public; unless the event serves to specifically
benefit City of Miami Beach government
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Special Event Sponsorship Application Categories:
There are two application categories to be chosen from: Major Special Events or
Community Engagement Events
1. Major Special Events
• Category Criteria
o Special Events occurring one-time or annually within the City of Miami
Beach.
o MUST have confirmed hotel room blocks within the City of Miami Beach,
in the form of hotel contracts or booking codes.
o MUST have a minimum of 100 room nights.
o MUST have minimum daily attendance of 1,000 people.
o Can be Non -Profit Organizations.
o No restrictions on minimum budget requirements to apply.
• Funding Requests
o Must have proof of matching $1 to $1 funding.
Maximum Request Amount
Organizational Budge
$50,000
At or below $1,000,000
$100,000
At or above $1,000,001
• Evaluation Criteria
o Length of Event (10 Points)
■ How many days is your event? Producers are encouraged to
shorten their load in and load out time periods. Extended or
unnecessarily lengthy load in/ load out schedules will be scored
lower.
■ Load In Day(s) and Load Out Day(s) Scoring Scale:
Load In Day(s)
Load Out D s)
Points
1-2
1-2
10
3-4
3-4
8
5
5
6
6
6
4
7+
7+
2
o Event History (10 Points)
■ Organizational history of producing this event in Miami Beach or
other comparable location.
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c Economic Impact and Hotel Room Block (10 Points)
■ Verification of hotel room booking in the form of hotel contracts or
booking codes.
Number of Room Nights
Points
100
2
101-250
4
251-500
6
501-1,000
8
1,001+
10
o Event Attendance (10 points)
■ Does the organization properly engage audiences, reach target
audiences, assess and measure feedback? Examples could
include surveys, blogs, online engagement, social media
impressions, etc. (up to 5 points)
■ Points will be awarded for projections of attendance (up to 5
points):
Number of Mende"
Points
1,000 — 2,000
1
2,001 - 3,000
2
3,001 - 4,000
3
4,001 - 5,000
4
5,001+
5
o Resident Benefit (10 Points)
■ Applicants will receive higher scores based on their level of benefits
to Miami Beach residents. (Examples: discounted tickets, free
admission, multiday passes, etc.)
o Social and Community Impact (10 points)
■ Applicants will receive higher scores based on their engagement
with the Miami Beach community, including benefits related to
education, arts and culture, charitable donations, and
environmental efforts.
o Marketing and Communications (10 points)
■ Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
o Environmental and Sustainability (10 points)
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■ Does the event show environmentally sustainable practices?
(examples: recycling, eco-friendly materials, etc.)
o Budgeting and Accounting (10 points)
■ Does the applicant outline their fiscal operation and provide a
comprehensive and achievable budget?
o Name of Event Incorporates "Miami Beach" or Miami Beach Brand (10
points)
Use of "Miami Beach" to build brand identity and equity, as the
community and tourists will continue to identify Miami Beach as a
world class tourist destination.
All Applicants are required to have a minimum average score of 65 to be eligible
to receive funding from the Special Events Sponsorship program.
2. Community Engagement Events
• Category Criteria
o Special Events involving community engagement, with little to no use of
Hotel Room Blocks.
o MUST have minimum daily attendance of 200 people.
o Can be Non -Profit Organizations
o No restrictions on minimum budget requirements to apply.
• Funding Requests
o Maximum funding request cannot exceed $20, 000.
o Must have proof of matching $1 to $1 funding.
• Evaluation Criteria
o Economic Impact (20 Points)
■ Does the organization's current programming contribute to Miami
Beach as an international cultural destination/cultural tourism?
o Event Attendance (20 points)
Does the organization properly engage audiences, reach target
audiences, assess and measure feedback? Examples could
include surveys, blogs, online engagement, social media
impressions, etc. (up to 10 points)
Additional points will be awarded for projected attendance (up to 10
points):
Number of Attendees
Points
200-300
5
301-400
6
401-500
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Proposed Revisions — 9.13.23
501-600 ! 8
601-1,000
9
1,001+
10
o Resident, Social and Community Impact (20 Points)
■ Applicants will receive higher scores based on their willingness to
offer benefits to Miami Beach residents. (Examples: discounted
tickets, free admission, multiday passes, etc.)
• Applicants will receive higher scores based on their engagement
with the Miami Beach community, including benefits related to
education, arts and culture, charitable donations, and
environmental efforts.
■ Does the proposed programming enhance the quality of life for
residents and visitors? Is the programming reflective of Miami
Beach's demographics? Are diverse communities of Miami Beach
being reached? Does the programming include collaborative efforts
with other organizations/ groups?
o Marketing and Communication (20 point maximum)
■ Does the applicant present a comprehensive marketing and
communications plan that aligns with the target audience and
programming goals?
o Budgeting and Accounting (20 points)
• Does the applicant outline their fiscal operation and provide a
comprehensive and achievable budget?
All Applicants are required to have a minimum average score of 65 to be eligible
to receive funding from the Special Events Sponsorship program.
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Special Event Sponsorship Application and Timeline
Please visit our website for the most accurate information including, but not limited to,
application requirements, online submission portal, meeting dates/times, and
submission dates/times. The Department of Tourism and Culture reserves the right to
make changes in meeting dates/times, submission dates/times, and deadlines as it is
deemed necessary.
During any phase of the cycle, applicants may contact the Grants and Operations
Administrator at 305.673.7577 with any questions regarding the application or it's
process. Applicants shall not solicit or initiate any communication with Panel members.
Violations may result in disqualification from consideration of application to the Special
Event Sponsorship Program or, if after selection, disqualification.
Funding amount is based on several factors including, but not limited to, percentage of
available funds, actual application score, number of applications within the fiscal year,
etc.
Application and Final Report deadlines will be strictly enforced.
The Department of Tourism and Culture reserves the right to revise published
information.
What supporting materials are required to complete the application?
(If Applicable) Organization's most recent 501 (c) (3) Letter of Determination (tax -
exemption status). Letters can be obtained via fax and mail by calling the Internal
Revenue Service at 1-877-829-5500.
2. Past programming and detailed history of event organizer's capacity to produce
the event.
3. Marketing Plan and proof of media commitments secured for the event.
4. Project Budget.
5. Proof of $1 to $1 matching funds.
6. Copy of hotel contract(s) — not applicable for Community Engagement Event
category
7. State of Florida Business License (Issued by Florida Department of Business and
Professional Regulation).
8. Site Plan to scale with area/ event feature.
9. Environmental and Sustainability Plan.
10. General Liability Insurance: $ 1 M 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
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To request this material in alternate format, sign language interpreter (five-day notice
required), information on access for persons with disabilities, and/or any
accommodation to review any document or participate in any City -sponsored
proceedings, call 305-604-2489 and select 1 for English or 2 for Spanish, then option 6;
TTY users may call via 711 (Florida Relay Service).
Each Special Event Sponsorship applicant must follow an extensive multi -level public
review process. This includes meeting all application requirements, including deadlines,
or the application will be disqualified. A mandatory dollar for dollar ($1 to $1) match
is applicable to the Special Event Sponsorship program. The Special Event
Sponsorship Program should not be considered the sole source of funding. Applicants
should thoroughly explore other funding sources prior to seeking support from this
program. An individual/group/organization may submit only one application each grant
year. An application must score a minimum average of 65 points or higher during
the Panel scoring period to be eligible to receive funding.
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 VI 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 Agreement), in which event the
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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.
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