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COUNCIL RESOLUTION 20140501 -036 ALTERNATE FUNDING METHODS FOR EVENTS Meeting Slide Format Presentation Agreement on Table Discussion Items Table Presentations General Q & A Wrap Up Next Steps
COUNCIL RESOLUTION 20140501 -036 ALTERNATE FUNDING METHODS FOR EVENTS Approved by Council on May 1 Proposal due back to Council on August 7 Due to CMO by July 24
ALTERNATE FUNDING METHODS FOR EVENTS Investigate potential methods for funding costs associated with special events
ALTERNATE FUNDING METHODS FOR EVENTS Create a proposal for a special events fund that will support small and moderately-sized community events as well as providing a more sustainable, consistent, and analytical method of evaluating and providing financial support for large-scale special events. Any proposal should seek to minimize the impact on individual City departments.
ALTERNATE FUNDING METHODS FOR EVENTS Create a process for Council review of fee waiver requests for large-scale events.
STAKEHOLDERS Event producers and promoters Hotel Lodging Association Austin Neighborhoods Council Arts Commission Music Commission Austin Convention and Visitors Bureau
CITY DEPARTMENTS Austin Center for Events (ACE) Economic Development Department Parks and Recreation Department Austin Police Department Transportation Department Austin Travis County EMS Austin Fire Department Homeland Security & Emergency Management Code Compliance
WAIVERS, CITY COSTS VS. FEES COLLECTED 2013 Fee Waivers and City Costs vs. Actual Fees Collected Fee Waivers City Costs Fees Collected All Events $1, 146, 127 CPIO APD ATD OSE AFD HHSD PARD Code Compliance ATCEMS ARR Music Office* Public Works* Planning and DR* $65, 267 $4, 061, 472 $512, 378 $583, 942 $202, 559 $210, 829 $96, 144 $798, 710 $172, 156 2013 $6, 703, 457 Gap = Collected – Costs ($3, 110, 104) APD ATD OSE AFD HHSD PARD ATCEMS Planning and DR $1, 938, 514 $191, 944 $313, 327 $251, 700 $461, 709 $436, 159 2013 $3, 593, 353
CITY CO-SPONSORED EVENTS MLK March & Parade Celebrate Texas Parade & 5 K SXSW Kite Festival Juneteenth Parade & Festival Austin Symphony 4 th of July Night of the Bat Diez y Seis (Fiesta De Independencia) Austin Pride Parade Veteran’s Day Parade Austin Farmer’s Market
CITY CO‐SPONSORED EVENTS Viva la Vida Fest new in FY 2013 ‐ 8‐ 8‐ 13 Welcome Home Iraq Veterans' Parade was a one‐time event Night of the Bat Event not co-sponsored in FY 2013 Asia Fest was only for FY 2008 HOPE Farmer's Markets was combined with the Austin Farmer's Market fee waiver in FY 2014 Fiesta de Independencia (Diez y Seis) had no City fees waived in FY 2013
FEE WAIVERS FOR CITY CO‐SPONSORED EVENTS FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 Total $127, 972 $213, 728 $347, 396 $300, 339 $346, 419 $541, 416 $913, 822 $1, 096, 257 $1, 129, 184 $5, 034, 533
POSSIBLE FUNDING SOURCES Event Registration Fee Surcharge Events on City of Austin property that charge registration or admission fees Hotel Occupancy Tax (HOT) Fund Parking Fees and Fines Sales Tax
TOPICS FOR TABLE DISCUSSIONS Methods for Funding Costs of Events Proposal for Special Events Fund One Fund? Two Funds? Criteria to Receive Fund Money Process for Council Review for Fee Waiver Requests Other Topics
AUSTIN MUSIC COMMISSION FUNDING CONCEPT Establish a fund to help finance the costs for special events with significant cultural and/or economic impact in order to preserve these events and ensure sustainability. Available for qualifying City co-sponsored special events as well as other special events which apply and can show significant cultural or economic impact to the City Estimated 1000 hotel rooms are scheduled to enter Austin inventory in 2015 Allocate 20% of the Hotel Occupancy Tax (HOT) Funds collected from new room inventory to a newly created Special Event fund 80% of HOT Fund growth from new room inventory would continue to fund current recipients
CHAPTER 351 OF THE TAX CODE STATES THAT THE USE OF HOT FUNDS IS LIMITED TO: v v Registration of Convention Delegates Advertising, Solicitations and Promotions that Directly Promote Tourism and the Hotel and Convention Industry Promotions of the Arts that Directly Promote Tourism and the Hotel and Convention Industry Historical Restoration and Preservation Activities that Directly Promote Tourism and the Hotel and Convention Industry
CHAPTER 351 OF THE TAX CODE STATES THAT THE USE OF HOT FUNDS IS LIMITED TO: Sporting Event Expenses that Substantially Increase Economic Activity at Hotels Signage Transportation Sporting Facilities Enhancements or Upgrades Convention Centers and Visitor Information Centers
TEXAS CITIES USING FUNDING SOURCES To date we have § researched and found 30 § cities in Texas that § currently utilize other § funding sources for § special events that qualify; most utilizing a § percentage of HOT Funds § administered by the § Convention & Visitors Bureau (CVB) Cedar Park Dallas Georgetown Giddings Fredericksburg Round Rock San Angelo Victoria
CRITERIA EXAMPLE Dallas, TX Funding Process: Within 30 days of the events’ conclusion, the applicant must submit a final report including actual Return On Investment (ROI) compared to projections and supporting documentation showing the actual expenditure of expenses. After review by the TPID Administrator, (DCVB’s CFO) expenses will be reimbursed proportionally based on actual ROI up to the maximum pre-approved amount. An organization may select one of three options to verify ROI – 1) Hotel Booking Code: The use of a Hotel Booking Code used by attendees to book hotel rooms will generate trackable hotel room night count. 2) Ticket Sales: Using the estimated total number of incremental ticket sales for the Dallas TPID funded event sold outside of the DFW Metropolitan Statistical Area multiplied by 0. 54 will equal hotel room night count. 3) Attendance: Using the estimated total number of incremental attendees of the event to be funded by the Dallas TPID multiplied by 0. 057 will equal the hotel room night count.
CRITERIA EXAMPLE CONT. Dallas, TX Program Eligibility Requirements Legal Status: Applicants must provide documentation of the legal status of their business or non-profit or forprofit corporation. Tourism Mission: While an applicant’s primary mission need not be tourism related, the applicant’s strategic plan must include tourism marketing as a component of that mission. Use of Funds: An applicant’s funding from the DTPID must be used to bring in additional out-of-town visitors to Dallas for the event. Location: Regardless of where an applicant is headquartered or physically located, 100% of the funding received from the DTPID must be in support of programs providing a measurable benefit to the assessed hotels (lodging businesses) within the City of Dallas. Prohibited Uses: DTPID funds cannot be used for political activity, programs completed prior to the submission of the application or any effort not specifically designed to increase hotel nights. Promotional Material Requirement: DTPID funded entities shall include use of the Dallas Tourism Public Improvement District logo, commensurate with similar level sponsors, on all promotional materials (including but not limited to, brochures, newsletters, advertising, fact sheets, news releases, and Internet web sites). Funding Limits: Applicants and events are limited to $50, 000 annually. Events receiving other DTPID funds are not eligible for event application funding. Events may only receive DTPID event funding for a maximum of three (3) years. Minimum Valuations: Events will have a minimum $10, 000 impact on hotel lodging and a 10 -to-1 ROI in hotel industry impact for every dollar provided in DTPID funds. http: //www. dtpid. com/wp-content/uploads/2013/08/DTPID-Event-Application-Packet-revised-July-2013. pdf
TABLE TOP DISCUSSION Each table to discuss all identified topics with intent to generate ideas Discussions should be high level at this point
NEXT MEETING Late July, will update when location is identified Next Steps