1
APPLICANT INFORMATION
PALM BEACH COUNTY TOURIST DEVELOPMENT COUNCIL
SPECIAL PROJECTS FUND
Purpose: The Palm Beach County Special Projects fund is reserved for special projects
and events which arise from time to time offering the County the opportunity to sell more
room nights and generate national publicity. The intent of this program is to incentivize
new events that have large initial impact on Palm Beach County. Organizations who
receive this funding cannot receive funding from the TDC agencies, the Sports Commission,
the Cultural Council or the Convention and Visitors Bureau for the same event or project.
However, this requirement may be waived by a vote of the TDC for major multi hotel use
projects of major significance to Palm Beach County.
Eligibility:
1. The program can only be funded from Special Projects for a total of three years
maximum.
2. The organization is expected to contact the other TDC agencies to determine if
funding is available for the project or program through their grant cycles.
3. Be a nonprofit organization, part of an organization or a unit of government which
produces the event or project. This requirement may be waived by the TDC Board.
4. Complete the attached application and submit it with 9 copies to the TDC office at
1555 Palm Beach Lakes Boulevard, Suite 900, West Palm Beach, Florida 33401.
5. Submit the application and all copies no later than 60 days prior to the event for
which you are seeking funding.
5. Staff will review the application for completeness and set up a meeting for the review
panel. Applicant will be notified of the meeting date and time and be invited to attend to
present a brief presentation and answer questions.
6. TDC agency heads, the Executive Director, Deputy County Administrator or their
representatives, and a TDC representative will review the application and make the
determination to present it to the TDC with recommendations for funding at a regular
board meeting or return to the applicant for further information or detail.
7. TDC Board will review the application as part of a regular meeting agenda. The
applicant will be notified of the meeting date and time and be invited to attend.
8. Once the TDC Board has voted to fund the program or project, a contract will be
developed by the TDC staff. This contract will follow the requirements of Palm Beach
County including insurance requirements, retroactive payments for the program/project,
required reporting on meeting of program/project goals and objectives and so forth.
2
9. The contract will be sent to the applicant for signature. Three originally signed
copies of the contract are to be returned to the TDC offices along with the proper insurance
certificate.
10. The signed contract will be reviewed by the PBC attorney assigned to TDC and once
approved by the County Attorney’s office the TDC staff will place the contract on the BCC
agenda for final approval.
Remainder of page left blank
3
APPLICANT INFORMATION
PALM BEACH COUNTY TOURIST DEVELOPMENT COUNCIL
SPECIAL PROJECTS FUND
Applicant Information
Applicant (legal name of organization
Federal Employer ID number
Address
Location of Event
City Zip Code
Grant Contact Name/Title (Print)
Legal Signatory (Print Name)
Website
Signature
E-mail address of Contact
Telephone and Extension
Fax Number
Major Event
1. Budget of at least $500,000
2. 2,000 room night minimum
3. Off season (May to October) gives 10%
more funding
4. Long term impact is substantial and
can be projected and measured.
Tourism Special Project
1. Has a budget of at least $200,000
2. 300 room nights minimum
Environmental Tourism Special Project
See Section 5 for required
documentation.
1. Program does not meet the criteria of
typical funding sources such as ERM,
county, state, and local agencies
2. Must be officially endorsed by the
Director of the Palm Beach County
Environmental Resources Management
Department.
3. Serves to promote an environmental
experience in Palm Beach County primarily
to our visitors.
4
Program Information
Title of Program
Current Budget Previous Budget
$ $
Dates of Event(s)
Total Request Amount
Total estimated Audience
Total estimated Tourists(1) to attend
# of Actual Participants such as
athletes, coaches, performers, etc
Estimated Room Nights based on previous event
or anticipated hotel bookings (2)
(1) Overnight visitors
(2) Include condo rentals and
campground nights
Funds requested from another TDC Grant Program or PBC funds.
Circle if pending, awarded or denied.
Pending / Awarded /Denied
Agency
Amount
Pending / Awarded / Denied
Agency
Amount
Pending / Awarded / Denied
Agency
Amount
Include Brief History of Organization: Half Page or less
Proposed Program and/or Festival Half Page or less
5
1. Detailed Out-of-County Marketing Plan
A. The Organization’s plans to market the program to out-of-county visitors. Include
strategic approaches, the target audience, specific plans, and measurable goals or
objectives. Be specific and highlight any plans for collaboration with other
organizations, businesses, media, hotels, or the travel industry.
Please address these marketing areas, if appropriate to your plans.
1. Collateral materials and distribution
2. Print advertising including newspapers, magazines, travel guides, etc.
3. Special promotions
4. Group Sales, FAM tours, Trade shows, etc.
5. Public Relations
6. Electronic media including website, TV/Radio, Internet marketing, film, etc.
B. Include your audience survey results if you do one.
2. Budget Information
A. Attach current budget and expense statement for program. Note which income is in-
kind versus cash. (If program’s budget is part of a larger organization, break out
program budget separately.)
B. Must show projected profit and loss. Separately, show what you would use the TDC
funds for.
3. Economic Impact
A. Number of room nights expected to be sold to both _________ participants
and others.
Hotel room block agreements should be included if available.
B. Room nights X Average Rate (see chart below. Select month)= $_______
C. If event previously held, how many room nights were generated? _______
Estimated Average Daily Rate by
Month, 2013
January, 2013
$168
February, 2013
$197
March, 2013
$192
April, 2013
$160
May,2013
$127
June, 2013
$113
July,2013
$112
August, 2013
$107
September, 2013
$101
October, 2013
$121
November,2013
$131
December, 2013
$162
Based on current Smith Travel
Research for 12 months
4. General Tourism Impact
A. Attach information on how the program promotes tourism not already detailed in
Section 1.A.
6
5. ENVIRONMENTAL TOURISM SPECIAL PROJECTS PROGRAM
Include information requested above as appropriate, plus the
following:
A. Endorsement, in writing, by the Director of the Palm Beach County Environmental
Resources Department.
B. Impact project will have on the environmental experience of Palm Beach County
visitors.
C. Does this project publicize Palm Beach County beaches, reefs, or freshwater areas?
Explain.
D. What economic value will the project have to tourism?
E. Explain the percentage of funding from other major sources, by source.
(List only those of $3,000 or more)
6. Logos
A. All printed material and electronic material must include the proper Palm Beach
County Tourist Development Council Funded Project logo as shown and the Palm Beach
County Seal.
TDC logo
7
Palm Beach County Seal
7. Final Report
A. Room nights actually sold as verified in writing by hotels or
reservation service, or individual surveys of those renting them.
B. Approximate Value of media and PR based on advertising rates for
that media.
C. Final Budget
O:TDC/SPECIALPROJECTSFUND2010.2010APPLICATIONFORM.doc
8
Special Project Fund
Palm Beach County Tourist Development Council
Submit with Application
Applicant Name:
Budget Report
Actual Year 2013
Proposed Year 2014
Proposed Year 2015
Expenses
Personnel: Administration
Personnel: Tech/Artistic
Personnel: Marketing
Outside Professional Services: Artistic
Outside Professional Services: Marketing/PR
Outside Professional Services: Legal
Outside Professional Services: Other
Site Fees
Rental Fees
Office Space
Travel
Postage
Printing
Supplies
Equipment
Insurance
Security
Marketing / Promotions (in County)
Marketing / Promotions (Out of County)
Miscellaneous
TOTAL EXPENSES
$
$
$
Revenue
Admissions/Tickets
Membership Revenue
Contracted Services Revenue
Other Revenue
Corporate/Private Contributions
Foundation Grants
Governmental Grants (Federal)
Governmental Grants (State)
Governmental Grants (Local)
This Grant Request – TDC Special Project
Applicant Cash
In-Kind
Personnel
Outside Professional Services
Site Fees
Equipment
Marketing
TOTAL REVENUE
$
$
$
NET REVENUE
$
$
$
9
Palm Beach County Tourist Development Council
Submit with Final Request for Payment
Applicant Name:
Budget Report
Actual Year 2013
Proposed Year 2014
Actual Year 2014
Expenses
Personnel: Administration
Personnel: Tech/Artistic
Personnel: Marketing
Outside Professional Services: Artistic
Outside Professional Services: Marketing/PR
Outside Professional Services: Legal
Outside Professional Services: Other
Site Fees
Rental Fees
Office Space
Travel
Postage
Printing
Supplies
Equipment
Insurance
Security
Marketing / Promotions (in County)
Marketing / Promotions (Out of County)
Miscellaneous
TOTAL EXPENSES
$
$
$
Revenue
Admissions/Tickets
Membership Revenue
Contracted Services Revenue
Other Revenue
Corporate/Private Contributions
Foundation Grants
Governmental Grants (Federal)
Governmental Grants (State)
Governmental Grants (Local)
This Grant Request – TDC Special Project
Applicant Cash
In-Kind
Personnel
Outside Professional Services
Site Fees
Equipment
Marketing
TOTAL REVENUE
$
$
$
NET REVENUE
$
$
$
tdc/SpecialProjects2014/Applicant Information