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HomeMy WebLinkAboutAgenda RAB 082106AGENDA . 4 CITY OF PALM BEACH GARDENS PARKS & RECREATION ADVISORY BOARD S S ' �� MONDAY, AUGUST 21 ST AT 7:OOPM COUNCIL CHAMBERS I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. APPROVAL OF MINUTES V. ITEMS BY STAFF LIAISON 1. Meeting Calendar — Set Dates VI. OLD BUSINESS 1. PGA Park Master Plan — Public Dates / Process -2 CL-v&"WS(s D1ScVSS1"J WT' 7)4U Gotr- coVOLS(f VII. NEW BUSINESS 1. Time Capsule Selection 2. Economic Impact of Recreation & Parks Events VIII. COMMENTS BY PUBLIC IX. COMMENTS BY BOARD X. ADJOURNMENT 0 CITY OF PALM BEACH GARDENS MEMORANDUM Community Services Department TO: Recreation Advisory Board DATE: August 7, 2006 CC: Jack Doughney, Community Services Administrator Dan Reidy, Public Facilities Director Charlotte Presensky, Recreation Director Justin Lucas, Parks Superintendent FROM: Mike Kelly, CPRP, Parks Director SUBJECT: Special Event Economic Impacts On Wednesday, July 26h Justin Lucas and I met with Graham Morris, Director of Operations for the Palm Beach County Sports Commission. The subject was primarily the issue of the economic impact of special events hosted by the City of Palm Beach Gardens. I have attached the agenda utilized at that meeting. The first item on the agenda was directly related to the question posed by R.A.B. Member Tory Buckley regarding the origins of the economic impact rate and multiplier utilized by the Palm Beach County Sports Commission ( PBCSC). Both of those items are referenced in the attached PBC Sports Commission Event Impact Form as part of the grant application on pages 7 -8. According to Mr. Morris this rate and multiplier come directly from their state parent organization, the Florida Sports Foundation. However, he was quick to say that although PBCSC utilizes this form for calculation purposes, they are only required to report the number of events' hotel bed nights generated and not the entire economic impacts. Later I spoke to Christy Peacock, the Marketing Director with the Florida Sports Foundation. She explained that the rate doesn't actually originate with her organization but are published as standards listed by Visit Florida for tourist generated revenues. Later I spoke to Vicki Allen, Research Manager at Visit Florida. Apparently, the per day expenditure rate is derived from a data subscription service D.K. Schiftlet, Inc. in Virginia. They also utilize Smith Travel Research Company for hotel accommodation related information. All data information that is collected from each of these firms is only Florida based information. r,iR- 11-- P(,: °1`_? :1.5 P;(',`.!r) The second agenda item produced the larger discussion of the various types of economic impacts that may be calculated i.e. direct, indirect and induced. The first, or direct costs were obvious such as travel, accommodations, food etc. related to the event. Generally these are universally accepted statistically. The second or indirect costs were the purchase and provision of labor and goods related to those direct impact items. Although indirect costs are probably not as generally accepted as direct costs, they are most likely statistically valid. The last is induced costs where those benefiting from the sale or provision of the direct or indirect services uses those funds to purchase other goods or services not connected to the event. Although they might not be statistically proven they perhaps hold considerable merit. I questioned Mr. Morris regarding the many variables in the types of event impacts we host in Palm Beach Gardens. He offered that many communities throughout the country simply develop their own economic impact rates and multipliers. According to Mr. Morris the Palm Beach County Sports Commission utilizes their output multiplier to generally cover indirect costs and the earnings multiplier is essentially an induced impact. However, a multiplier could be developed to reflect increased costs for specific geographical areas or a specialty type of event that generates an elevated level of sales for examples. In summary, my experience leaves me to believe that the calculations for the economic impacts of events held in the City of Palm Beach Gardens is most probably of a higher rate of expenditures than events in Palm Beach County as a whole and certainly considerably higher than the State of Florida in general. However, the state standard as it is now structured, at least gives us a point of comparison on the subject. I have listed below a table with estimates of present events hosted in the City of Palm Beach Gardens. Whether you subscribe to only direct or all impacts, it is apparent that present events generate approximately $1 to $1.5 million in impacts. EVENT ECONOMIC IMPACTS ESTIMATES Event Sort Direct Impact All Impacts Room/Nights Swamp Classic SB 3645590 5441,656 820 Fathers Day BB 311,670 438,382 660 Rookie State BB 173,700 398,529 600 NSA 1 Day SB 56,970 126,022 60 Riptide Tourney TB 30,990 44,274 20 TOTALS 9379920 19551,863 2160 In addition, we had discussion regarding PBCSC sponsored events in our area, other event potential, contractual relationships with vendors such as hotels and grants possibilities. Mr. Morris also suggested that maybe he could discuss the PBCSC with the R.A.B. at a future date. Discussion Meeting Date/Time: July 26,2006, 11 A.M. Subject: Sports Events Participants: Graham Morris — PBC Sports Commission Mike Kelly — PBG Parks Justin Lucas — PBG Parks Objectives: 1. Review of economic impact factors a. Origin b. Variables 2. Discussion of future events a. Solicitation/Generation b. Collaborative prospects c. Promotion/Marketing 3. Grant opportunities a. Event operation b. Promotional P Beach County Florida BEST OF EVERYTHING A TOURIST DEVELOPMENT COUNCIL FUNDED PROJECT CATEGORY G GRANT PROGRAM POLICIES AND PROCEDURES OJNTY V'aa�'% 7= �z In 1994, Palm Beach County increased to 4% the tourist development tax on every person who rents or lets for consideration any living quarters or accommodations in any hotel, motel, resort, campgrounds, or condominium for a term of six months or less. A portion of this increase (7% OF THE FIRST 3 %) is allocated to the Palm Beach County Sports Commission (PBCSC) for Category G grants to sports events which directly promote Palm Beach County tourism. The Sports Commission administers these grants under contract with Palm Beach County (PBC). The Palm Beach County Sports Commission (PBCSC) Grant Program is designed to attract high quality amateur and professional sporting events which, in turn advance and promote tourism and enhance the quality of life in Palm Beach County through sport. Events that will be considered for grant funding include amateur or professional athletic events consisting of game(s), exhibition(s), tournament(s) and/or other sports - related events planned, presented, promoted and played in Palm Beach County. When awarding grants, the PBCSC places emphasis on confirmed hotel room nights, television promotion and other marketing opportunities. To ensure the success of your application please understand the following: * Applications must be completed using the form provided. Additional information that is requested or provided may be attached to the application. The event must take place a minimum of 150 days from the application deadline. The grant deadlines are as follows: May 1st for final recommendation at June Board of Directors Meeting August 1st for final recommendation at September Board of Directors Meeting December 1st for final recommendation at January Board of Directors Meeting *. Forward twenty (20) copies of the application to: Maryann Guarascio Palm Beach County Sports Commission 1555 Palm Beach Lakes Blvd #1410 West Palm Beach, FL 33401 * For additional information: 561- 233 -1015 ext 547 /Fax 561- 233 -1012 mguarasc ,palmbeachsports.com www.palmbeachsports.com * If the event is a bid event, please submit all bid documents including award letter to the PBCSC. Grant applications will be reviewed by staff based on a Point System. Points will be given for: room nights, time of year event is held (season vs. off - season), media, national vs. international event, the number of years held in PBC (held more than 3 years in PBC), number of years funded, new event and bid event. The Grant Review Committee will review all applications based on the number of points awarded as reviewed and presented by staff. If a grant request does not receive minimum points, it will not be recommended to the Grant Review Committee. The Committee, however, has the option to override recommendations. If requested, we will share the point system with the applicant. * The PBCSC will contact the organization upon final recommendation by the Board. Approved applications will receive the grant agreement, Event Report, TDC logo slicks and sample Event Registration Survey. * 30 days prior to the event, the organization must provide proof of insurance, which lists Palm Beach County, and the Palm Beach County Sports Commission as additional insured, with a minimum comprehensive commercial general liability coverage with limits of not less than $300,000 per occurrence. Certificate of Insurance shall provide for thirty (30) days written notice to County prior to any material change or cancellation of coverage. * Within 90 days after the completion of the event, the organization must forward the Event Report that includes complete and accurate accounting of the event's financial activity, room night hotel confirmation letters and the event registration survey. The PBCSC will disburse funds as reimbursement for paid invoices only (front and back of canceled checks), for expenses specified in the Event Report. After review of the Event Report, the grant funds will be forwarded to the organization. After receiving the Event Report, the County has 60 days to make payment. * Only those categories approved will be reimbursed: Allowable Categories 4, Promotion, Marketing, and programming expenses including reasonable only as approved by the PBCSC 2. Paid advertising and media buys OUTSIDE PALM BEACH COUNTY 3. Production and technical expenses 4. Site Fees and other costs including rentals, insurance, and labor only as approved by PBCSC 5. Rights Fees, Sanction Fees, and NON- MONETARY awards Disallowable Categories 1. General operating or administrative expenses, travel to solicit events 2. Building, renovating, and/or remodeling a facility 3. Purchase of permanent equipment 4. Hospitality or social functions 5. Printed programs which solicit advertising 6. Expenses of a local sports team traveling outside the County to compete 7. Salaries other than those noted above. 8. Expenses or debts incurred or obligated prior to the grant, unless agreed upon by the PBC Sports Commission (Must be within time period specified in Grant Period) Reimbursement is dependent upon the availability of Category G Tourist Development Tax Funds and /or the number of CONFIRMED room nights associated with the event. Reimbursement Formula (Example only): Grant Application Grant Estimated Awarded Room Nights $1,000 1,000 Confirmed % of Room Nights Estimates 700 -1,000 70 %+ 500 -699 50 -69% 300 -499 30 -49% 299 or less 1 -29% % of awarded awarded funds available Reimbursement 100% $1,000 80% $ 800 60% $ 600 40% $ 400 Please note: the above is just an example and will not relate to funding awarded against room nights projected. Each grant will be reviewed in full to determine amount of dollars awarded. GLOSSARY OF TERMS Earnings The income of local households from wages, salaries, and proprietors incomes. The earnings impact is the 2 increase in household income directly or indirectly attributable to the event. Economic Impact Any of several measures of change in the local economy, including output, earnings, employment, or revenue. Employment The number of jobs in the local economy. The employment impact is the expected increase in jobs directly or indirectly attributable to the event. Multiplier The expected change in output, earnings, or employment for each one - dollar change (million dollar change for employment) in direct impact. Output The value of sales of goods and services by local businesses. The output is the increase in sales directly and indirectly attributable to the event. Participants Athletes, coaches, officials, trainers, organizers (any part of the competition), friends, family, fans. Revenue The income of local government from taxes, fees, and sales of goods and services. The revenue impact is the increase in local government income directly or indirectly attributable to the event, less any expenditures of local government funds to attract or support it. Hotel Impact Daily number of rooms multiplied by the average length of stay multiplied by room cost. Youth 18 years and younger. Grant Agreement Contract between PBCSC and Event Owner that is approved by the County Commissioners. Grant Restrictions These are the approved, allowable expenses the event owner will be reimbursed for. Event Report Within 60 days after the event, event owner must forward the Event Report that includes complete and accurate financial accounting, room night hotel confirmation letters, event registration forms NOTING TRAVEL AND HOTEL INFORMATION, invoices for expenses specified in grant agreement (must be submitted with a copy of the front & back of cancelled check). pictures and/or video shots of event. County will reimburse within 60 days. Athletic Event An eligible athletic event consists of game(s), exhibition(s), tournament(s), and/or other sports - related events planned, presented, promoted and played in Palm Beach County. Event Registration Survey form which MUST be completed by all participants noting travel and hotel information. Survey Must be submitted with Event Report. Grant Period Time period during which reimbursable expenses must be incurred (purchased, utilized, etc). Site Fees Expenses incurred at event site including: rental of facility, contract help (maintenance, security, officials), temporary changes to site (use of special floor, etc.) equipment setup, etc. Rights Fees Fee charged to host location to host an event. Major Event An event with an economic impact over $10 million Regional Event An event with an economic impact less than $10 million ki PALM BEACH COUNTY SPORTS COMMISSION GRANT APPLICATION 1. Event title: 2. Event date: 4. Brief description of event: 5. Is this event: Local International 3. Sport(s) involved: State Regional National Qualifier Youth Adult 6. Proposed facility(ies): 7. Locations: 8. Has facility been secured? Contract signed: 9. Facility contact: Phone: E -Mail: 10. Legal name of organization: Address: Phone: Fax: Web Site: 11. This organization is: Independently chartered Non - Profit Other (please describe) 12. Event Director /Contact: Ti Phone: Fax: E -Mail: Address (If different than legal org): Event Contact (if other than directo 4 Private In negotiation: 13. 14. Amount of funds requested: Are you requesting funds from another TDC organization? Yes_ No Will this event be held regardless of funding from PBCSC? Yes_ No List major sporting events (including dates) hosted by organization: 15. What are the sources of funding for hosting above events (cash, in kind, grants, amounts, etc.)? 16. 17. Total expected adult participants: Local Total expected youth participants: Local 1. Out of County denotes overnight stay 2. These numbers must be used in Question #24. Out of County Out of County. What is the overall event plan? Include schedules, competition specifics, special events, etc.: 5 18. Summarize the marketing plan for the event to include all media and timelines: (Please give examples of Out -of County marketing) 19. Is there television coverage? No Yes Local National List stations (ie, ESPN, NBC, Sunshine, etc Are you paying television production costs ?. If not, who is? 20. At the level of sponsorship you have requested, what are the sponsorship benefits that will be included (ie, ads in programs, website access, signage at event, etc) 21. Will you require local community assistance (ie., volunteers, permits, etc)? 6 22. Will there be any events the community can participate in such as clinics, festivals, etc? 23. A. Have you contacted area hotels? Yes No B. If yes, which hotels (MUST BE PALM BEACH COUNTY HOTELS)? C. Can we assist you in securing hotels? Yes No (If yes, please complete enclosed Hotel RFP) REQUIRED 1. ONLY PALM BEACH COUNTY HOTELS MAY BE USED IF FUNDING IS PROVIDED 2. Hotel confirmation letters are required. 3. Participant registration forms (including hotel /travel info) must be submitted 24. Estimate the projected economic impact of the event: (See question 16 for number you must use) (Ex: Using state estimates: 50 adults x 4 night stay x $122 avg. spending = $24,400 economic impact) (You may adjust the average spending dollars for your event based on time of year and other group demographics. It is not necessary to use the state estimates)(State estimates are: $122 -adult hotel stay /$61 -youth hotel stay /$75 no hotel stay) # ADULT participants # YOUTH participants x # nights in hotel. x # nights in hotel # MEDIA x # nights in hotel # LOCAL participants (NO HOTEL STAY) TOTAL PROJECTED ECONOMIC IMPACT: x avg. spending = Total ADULT economic Impact $ x avg. spending = Total YOUTH economic impact $ x avg. spending = Total MEDIA economic impact $ x avg. spending = Total LOCAL economic impact $ 25. Estimate the multiplied out -of- county impact of event (use total projected economic impact figure from above as multiplier): Output Impact: Earnings Impact: Employment Impact: x 1.5 (output multiplier) = x .57 (earnings multiplier) _ /1,000,000 x 22 (employment multiplier) _ f►/ $ 26. Total Hotel Impact: Number of people in a room, # of Rooms x Avg. # of nights x Avg. Room Rate = $ 27. Revenue Estimates Generated by Non - Resident Participants /Spectators (if applicable) State Sales Tax Direct Economic Impact x .06 = $ Bed Tax Total Hotel Impact x .04 = $ Local Gasoline Tax Direct Economic Impact x .10 = $ 28. Event History: Must be completed even if event was held in Palm Beach County Previous Location/Date(s) Contact Name/Phone /E -Mail # Out of Town Participants # Room Nights Economic Impact_ Previous Location/Date(s) Contact Name/Phone /E -Mail # Out of Town Participants # Room Nights Economic Impact Previous Location/Date(s) Contact Name/Phone /E -Mail # Out of Town Participants # Room Nights Economic Impact 8 29. Total Event Budget (Expenses) See Page 10 for Allowable and Disallowable Expenses Past Event Current Event CASH IN -HIND CASH IN -KIND Travel Housing Food Sanction Fees Site Fees Rights Fees Officials Awards (non- monetary) Equipment Rentals Insurance Security Labor Marketing/Promotions (in County) Marketing/Promotions (out of County) Transportation OTHER EXPENSES TOTAL IN -KIND EXPENSE TOTAL CASH EXPENSE TOTAL EVENT BUDGET (Total Expenses) (Total In -Kind Expense + Total Cash Expense for current event) See Page 10 for Allowable and Disallowable Expenses 30. Event Budget- Income Do not include this Palm Beach County Sports Commission request. ** Please provide a summary of current contributors /sponsors including the amount of their cash and/or other type of contribution Please note: If a grant is awarded, payment/reimbursement occurs after the event by submitting invoices totaling the amount granted. The following summarizes the allowable /disallowable expenses that may be used for reimbursement. Allowable Expenses: - Promotion, marketing and programming expenses including reasonable travel only as approved by the PBCSC - Paid advertising and media buys OUTSIDE PBC - Production and technical expenses - Site Fees and other costs including: rentals insurance and labor only as approved by PBCSC - Rights Fees, Sanction Fees, and NON - MONETARY awards 10 Disallowable Expenses: - General operating or administrative expenses, including travel to solicit event Building, renovating, and/or remodeling a facility - Purchase of permanent equipment Expenses or debts incurred or obligated prior to the grant Printed programs which solicit advertising Hospitality or social functions - Expenses of a local sports team traveling outside the County to compete - Salaries other than those noted above Past Event Current Event Cash Income Cash Income Admissions Contributions ** Grants* Sponsorships Sales Room Rebates OTHER INCOME Total Cash Income TOTAL INCOME (current event) Do not include this Palm Beach County Sports Commission request. ** Please provide a summary of current contributors /sponsors including the amount of their cash and/or other type of contribution Please note: If a grant is awarded, payment/reimbursement occurs after the event by submitting invoices totaling the amount granted. The following summarizes the allowable /disallowable expenses that may be used for reimbursement. Allowable Expenses: - Promotion, marketing and programming expenses including reasonable travel only as approved by the PBCSC - Paid advertising and media buys OUTSIDE PBC - Production and technical expenses - Site Fees and other costs including: rentals insurance and labor only as approved by PBCSC - Rights Fees, Sanction Fees, and NON - MONETARY awards 10 Disallowable Expenses: - General operating or administrative expenses, including travel to solicit event Building, renovating, and/or remodeling a facility - Purchase of permanent equipment Expenses or debts incurred or obligated prior to the grant Printed programs which solicit advertising Hospitality or social functions - Expenses of a local sports team traveling outside the County to compete - Salaries other than those noted above GRANT APPLICATION SUMMARY Event Title: Proposed Date: Location(s): Was this event secured through a bid process? Yes No If yes, please attach all bid documents and award letter. Total Estimated Room Nights: Total Projected Expenses: Total Projected Income (Cash & In kind) Total Projected Economic Impact: Amount of Grant Requested: $ Intended use of grant funds if awarded: How will this grant affect the success of the event? Does this event have other implications, spin -offs, or future considerations? SIGNATURE /DISCLAIMER We, the undersigned, hereby certify that we have read and understand the Grant Policies and Procedures and, that all information included with our application is true and correct. Authorized Signature, Applicant Title Date Federal ID Number (required) o: \grants\FY04 -05 \general info\FY04 -05 grant application final October 26, 2004 11 P BeachCountyFlorida J�TY SPo�T� nE BESTQFEVERyMw, A TOURIST DEVELOPMENT C©uNaL FWED PROJECT CATEGORY G GRANT PROGRAM ;7= POLICIES AND PROCEDURES In 1994, Palm Beach County increased to 4% the tourist development tax on every person who rents or lets for consideration any living quarters or accommodations in any hotel, motel, resort, campgrounds, or condominium for a term of six months or less. A Dortion of this increase (7% OF THE FIRST 3 %) is allocated to the Palm Beach County Sports Commission (PBCSC) for Category G grants to sports events which directly promote Palm Beach County tourism. The Sports Commission administers these grants under contract with Palm Beach County (PBC). The Palm Beach County Sports Commission (PBCSC) Grant Program is designed to attract high quality amateur and professional sporting events which, in turn advance and promote tourism and enhance the quality of life in Palm Beach County through sport. Events that will be considered for grant funding include amateur or professional athletic events consisting of game(s), exhibition(s), tournament(s) and/or other sports - related events planned, presented, promoted and played in Palm Beach County. When awarding grants, the PBCSC places emphasis on confirmed hotel room nights, television promotion and other marketing opportunities. To ensure the success of your application please understand the following: * Applications must be completed using the form provided. Additional information that is requested or provided may be attached to the application. * The event must take place a minimum of 150 days from the application deadline. The grant deadlines are as follows: May 1st for final recommendation at June Board of Directors Meeting August 1st for final recommendation at September Board of Directors Meeting December 1st for final recommendation at January Board of Directors Meeting *. Forward twenty (20) copies of the application to: Maryann Guarascio Palm Beach County Sports Commission 1555 Palm Beach Lakes Blvd #1410 West Palm Beach, FL 33401 * For additional information: 561- 233 -1015 ext 547 /Fax 561- 233 -1012 mt?uarasc a,palmbeach.sports.com www.palmbeachsports.com * If the event is a bid event, please submit all bid documents including award letter to the PBCSC. * Grant applications will be reviewed by staff based on a Point System. Points will be given for: room nights, time of year event is held (season vs. off - season), media, national vs. international event, the number of years held in PBC (held more than 3 years in PBC), number of years funded, new event and bid event. The Grant Review Committee will review all applications based on the number of points awarded as reviewed and presented by staff. If a grant request does not receive minimum points, it will not be recommended to the Grant Review Committee. The Committee, however, has the option to override recommendations. If requested, we will share the point system with the applicant. * The PBCSC will contact the organization upon final recommendation by the Board. Approved applications will receive the grant agreement, Event Report, TDC logo slicks and sample Event Registration Survey. * 30 days prior to the event, the organization must provide proof of insurance, which lists Palm Beach County, and the Palm Beach County Sports Commission as additional insured, with a minimum comprehensive commercial general liability coverage with limits of not less than $300,000 per occurrence. Certificate of Insurance shall provide for thirty (30) days written notice to County prior to any material change or cancellation of coverage. * Within 90 days after the completion of the event, the organization must forward the Event Report that includes complete and accurate accounting of the event's financial activity, room night hotel confirmation letters and the event registration survey. The PBCSC will disburse funds as reimbursement for paid invoices only (front and back of canceled checks), for expenses specified in the Event Report. After review of the Event Report, the grant funds will be forwarded to the organization. After receiving the Event Report, the County has 60 days to make payment. * Only those categories approved will be reimbursed: Allowable Catelzories 4T Promotion, Marketing, and programming expenses including reasonable only as approved by the PBCSC 2. Paid advertising and media buys OUTSIDE PALM BEACH COUNTY 3. Production and technical expenses 4. Site Fees and other costs including rentals, insurance, and labor only as approved by PBCSC 5. Rights Fees, Sanction Fees, and NON - MONETARY awards Disallowable Categories 1. General operating or administrative expenses, travel to solicit events 2. Building, renovating, and/or remodeling a facility 3. Purchase of permanent equipment 4. Hospitality or social functions 5. Printed programs which solicit advertising 6. Expenses of a local sports team traveling outside the County to compete 7. Salaries other than those noted above. 8. Expenses or debts incurred or obligated prior to the grant, unless agreed upon by the PBC Sports Commission (Must be within time period specified in Grant Period) Reimbursement is dependent upon the availability of Category G Tourist Development Tax Funds and /or the number of CONFIRMED room nights associated with the event. Reimbursement Formula (Example only): Grant Application Grant Estimated Awarded Room Nights $1,000 1,000 Confirmed % of Room Nights Estimates 700 -1,000 70 %+ 500 -699 50 -69% 300 -499 30 -49% 299 or less 1 -29% % of awarded awarded funds available Reimbursement 100% $1,000 80% $ 800 60% $ 600 40% $ 400 Please note: the above is just an example and will not relate to funding awarded against room nights projected. Each grant will be reviewed in full to determine amount of dollars awarded. GLOSSARY OF TERMS Earnings The income of local households from wages, salaries, and proprietors incomes. The earnings impact is the increase in household income directly or indirectly attributable to the event. Economic Impact Any of several measures of change in the local economy, including output, earnings, employment, or revenue. Employment The number of jobs in the local economy. The employment impact is the expected increase in jobs directly or indirectly attributable to the event. Multiplier The expected change in output, earnings, or employment for each one - dollar change (million dollar change for employment) in direct impact. Output The value of sales of goods and services by local businesses. The output is the increase in sales directly and indirectly attributable to the event. Participants Athletes, coaches, officials, trainers, organizers (any part of the competition), friends, family, fans. Revenue The income of local government from taxes, fees, and sales of goods and services. The revenue impact is the increase in local government income directly or indirectly attributable to the event, less any expenditures of local government funds to attract or support it. Hotel Impact Daily number of rooms multiplied by the average length of stay multiplied by room cost. Youth 18 years and younger. Grant Agreement Contract between PBCSC and Event Owner that is approved by the County Commissioners. Grant Restrictions These are the approved, allowable expenses the event owner will be reimbursed for. Event Report Within 60 days after the event, event owner must forward the Event Report that includes complete and accurate financial accounting, room night hotel confirmation letters, event registration forms NOTING TRAVEL AND HOTEL INFORMATION, invoices for expenses specified in grant agreement (must be submitted with a copy of the front & back of cancelled check). pictures and/or video shots of event. County will reimburse within 60 days. Athletic Event An eligible athletic event consists of game(s), exhibition(s), toumament(s), and /or other sports - related events planned, presented, promoted and played in Palm Beach County. Event Registration Survey form which MUST be completed by all participants noting travel and hotel information. Survey Must be submitted with Event Report. Grant Period Time period during which reimbursable expenses must be incurred (purchased, utilized, etc). Site Fees Expenses incurred at event site including: rental of facility, contract help (maintenance, security, officials), temporary changes to site (use of special floor, etc.) equipment setup, etc. Rights Fees Fee charged to host location to host an event. Major Event An event with an economic impact over $10 million Regional Event An event with an economic impact less than $10 million PALM BEACH COUNTY SPORTS COMMISSION GRANT APPLICATION 1. Event title: 2. Event date: 3. Sport(s) involved: 4. Brief description of event: 5. Is this event: Local State Regional National International Qualifier Youth Adult _ 6. Proposed facility(ies): 7. Locations: 8. Has facility been secured? Contract signed: 9. Facility contact: Phone: E -Mail: 10. Legal name of organization: Address: Phone: Fax: Web Site: 11. This organization is: Independently chartered Private Non - Profit Other (please describe) 12. Event Director /Contact: Title: Phone: Fax: E -Mail: Address (If different than legal org): Event Contact (if other than director 4 In negotiation: 13. Amount of funds requested: Are you requesting funds from another TDC organization? Yes_ No Will this event be held regardless of funding from PBCSC? Yes No 14. List major sporting events (including dates) hosted by organization: 15. What are the sources of funding for hosting above events (cash, in kind, grants, amounts, etc.)? 16. Total expected adult participants: Local Out of County. Total expected youth participants: Local Out of County. 1. Out of County denotes overnight stay 2. These numbers must be used in Question #24. 17. What is the overall event plan? Include schedules, competition specifics, special events, etc.: 5 18. Summarize the marketing plan for the event to include all media and timelines: (Please give examples of Out -of County marketing) 19. Is there television coverage? No Yes Local National List stations (ie, ESPN, NBC, Sunshine, etc): Are you paying television production costs? If not, who is? 20. At the level of sponsorship you have requested, what are the sponsorship benefits that will be included (ie, ads in programs, website access, signage at event, etc) 21. Will you require local community assistance (ie., volunteers, permits, etc)? 6 22. Will there be any events the community can participate in such as clinics, festivals, etc? 23. A. Have you contacted area hotels? Yes No B. If yes, which hotels (MUST BE PALM BEACH COUNTY HOTELS)? C. Can we assist you in securing hotels? Yes No (If yes, please complete enclosed Hotel RFP) REQUIRED 1. ONLY PALM BEACH COUNTY HOTELS MAY BE USED IF FUNDING IS PROVIDED 2. Hotel confirmation letters are required. 3. Participant registration forms (including hotel /travel info) must be submitted 24. Estimate the projected economic impact of the event: (See question 16 for number you must use) (Ex: Using state estimates: 50 adults x 4 night stay x $122 avg. spending = $24,400 economic impact) (You may adjust the average spending dollars for your event based on time of year and other group demographics. It is not necessary to use the state estimates)(State estimates are: $122 -adult hotel stay /$61 -youth hotel stay /$75 no hotel stay) # ADULT participants x # nights in hotel x avg. spending = Total ADULT economic Impact $ # YOUTH participants x # nights in hotel # MEDIA x # nights in hotel # LOCAL participants (NO HOTEL STAY) TOTAL PROJECTED ECONOMIC IMPACT: x avg. spending = Total YOUTH economic impact $ x avg. spending = Total MEDIA economic impact $ x avg. spending = Total LOCAL economic impact $ 25. Estimate the multiplied out -of- county impact of event (use total projected economic impact figure from above as multiplier): Output Impact: Earnings Impact: Employment Impact: x 1.5 (output multiplier) _ x .57 (earnings multiplier) _ /1,000,000 x 22 (employment multiplier) _ 7 RAB Meeting Dates — FY 06 -07 Oct 7 Sat PGA Walk About 9AM Oct 16 Mon Regular Meeting Nov 20 Mon Regular Meeting (Thanksgiving Week) Dec 18 Mon Regular Meeting Jan 22 Mon Regular Meeting (moved to 4th Mon) Feb 26 Mon Regular Meeting (moved to 4th Mon) Mar 19 Mon Regular Meeting April 16 Mon Regular Meeting May 21 Mon Regular Meeting June No meeting July No meeting Aug 20 Mon Regular Meeting Sept 17 Mon Regular Meeting