Meeting Format Slide Presentation Agreement on Table Discussion Items Table Presentations General Q & A Wrap Up Next Steps

Approved by Council on May 1

Proposal due back to Council on August 7

Due to CMO by July 24

Investigate potential methods for funding

costs associated with special 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.

Create a process for Council review of fee waiver requests for large-scale

events.

Event producers and promoters Hotel Lodging Association Austin Neighborhoods Council Arts Commission Music Commission Austin Convention and Visitors Bureau

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

2013 Fee Waivers and City Costs vs. Actual Fees Collected

Fee Waivers City Costs Fees CollectedAll Events All Events All Events

$1,146,127 CPIO $65,267 APD $1,938,514 APD $4,061,472 ATD OSE $191,944 ATD OSE $512,378 AFD $313,327 AFD $583,942 HHSD $251,700 HHSD $202,559 PARD $461,709 PARD $210,829 ATCEMS $436,159 Code Compliance $96,144 Planning and DR

ATCEMS $798,710 2013ARR $172,156 $3,593,353 Music Office*

Public Works* Planning and DR*

2013$6,703,457

Gap = Collected – Costs($3,110,104)

MLK March & Parade Celebrate Texas Parade & 5K SXSW Kite Festival Juneteenth Parade & Festival Austin Symphony 4th of July Night of the Bat Diez y Seis (Fiesta De Independencia) Austin Pride Parade Veteran’s Day Parade Austin Farmer’s Market

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

FY2006 $127,972 FY2007 $213,728 FY2008 $347,396 FY2009 $300,339 FY2010 $346,419 FY2011 $541,416 FY2012 $913,822 FY2013 $1,096,257 FY2014 $1,129,184

Total $5,034,533

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

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

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

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

Sporting Event Expenses that Substantially Increase Economic Activity at Hotels

Signage Transportation Sporting Facilities Enhancements or Upgrades Convention Centers and Visitor Information Centers

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.

Dallas, TXProgram Eligibility Requirements Legal Status: Applicants must provide documentation of the legal status of their business or non-profit or for-profit 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

Each table to discuss all identified topics with intent to generate ideas Discussions should be high level at this

point

Late July, will update when location is identified

Next Steps