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CM-2022-136 - 6/17/2022EVENTS TRUST FUND Application Office of the Governor Economic Development and Tourism (EDT) APPLICANT NAME: City of Round Rock APPLICANT MAILING ADDRESS: 221 E Main Street Round Rock, TX 78664 EVENT NAME: NIRSA National Soccer Championships DATE(S) OF EVENT: November 17 19, 2022 EVENT LOCATION (CITY): Round Rock DATE APPLICATION SUBMITTED: & 2 (I ZZ Effective April 1, 2021 Events Trust Fund Application Event Trust Fund (ETF), Maior Events Reimbursement Proeram WERP) or Motar &grts 8,adna Trust Fund [MSRTF Please review the Events Trust Fund Guidelines document and applicable statutes and rules before submitting this application. Links can be found at httos:/Ixov.texas,ttov}business 2alteleygnt-trust•funds-orram. An application is not complete until all required documents are submitted, with the exception of the Event Support Contract and the MERP required Human Trafficking Prevention Plan_ See checklist in Section 7 of the application for required documents. Deadlines for submission are as follows: ETF & MSRTF: No later than 120 days prior to the first day of the event. MERP: No later than 45 days prior to the first day of the event, but not earlier than 1 year before the event Not later than the 30th day before the first day of the event, a site selection organization must submit a plan to prevent the trafficking of persons in connection with the event to the Office of the Attorney General and the Chief of the Texas Division of Emergency Management (see Guidelines document for trafficking plan submittal deta>ls). Please submit all documents to eventsfundfoov.te)(as.aov. Name of Endorsing Municipality or County: City of Round Rock Municipality or County Contact Name: i Chad McKenzie Contact Title: 1 Director, Sports Management and Tourism Contact Email: l cmckenzie@roundrocktexas.gov Contact Phone Number: 1 512 218 5488 1. Has the endorsing municipality or county reviewed the event and found that it meets all eligibility requirements as listed in Texas Government Code Chapter 478. Major Events Reimbursement Program, Chapter 479. Motor Sports Racing Trust Fund, or Chapter 480. Events Trust Fund? Yes ® No ❑ 2. Has the endorsing municipality or county determined that it will contribute local funding ("local match") to the Event Trust Fund, if established? Yes ® No ❑ 1. Has the municipality or county authorized a nonprofit Local Organizing Committee (LOC) to enter into an agreement with the Site Selection Organization to host the event on behalf of the municipality or county? Yes ❑ No 2. If Question 1 is selected as "No," the municipality or county must directly enter into the Event Support Contract with the Site Selection Organization. If "Yes," provide the following information for the LOC: Complete Business Name of LOC: LOC Contact Name: LOC Contact Title: Contact Email: Contact Phone Number: Is the LOC designated in the official request letter submitted with the application? Yes ❑ No ❑ Full Name of Site Selection Organization: I NIRSA I Site Selection Contact Name; I Valerie McCutchan Site Selection Contact Title: I Director of National Sports Programs Site Selection Contact Email: I Valerie@ nirsa.org Contact Phone Number: 1 541 760 6254 *EDT reserves the right to contact the Site Selection Organization or any other organization directly related to this event. Total Fund Amount Requested: $52,432 State Share: $45,200 Local Share: $7,232 ' In accordance with statute, the State Share must be no more than 6.25 times the Local Share. To calculate the Local Share, divide the State Share by 6.25. Total Fund = State Share + Local Share. For MERP Applications Estimated Direct Impact Total: Estimated Secondary Impact Total: *Direct Impact + Secondary Impact = Total Fund. Calculate the Total Fund, and then determine the Local Share and State Share. Official Event Name: NIRSA National Soccer Championships Event Fund/Program being applied for: (ETF, MERP, MSRTF) E7F Venues) of Event: Round Rock Multipurpose Complex Event Website: play.nirsa.net/soccer Date(s) of the Primary Event: Nov 17,18,19 2022 Day set-up/load-in for the event will begin: Nov 16, 2022 Day take-down/load-out of the event will end: Nov 19, 2022 1. Foley, AL 2021 Location of Event for the previous 5 years: (List most recent year first) 2. Round Rock, 2019 3. Foley, AL 2018 4. Pheonix, AZ 2017 5. Foley, AL 2016 Source of information for previous Events: Valerie McCutchan Other locations outside of Texas considered to host the event: Irvine, CA,- Mesa, AZ; Ontario, CA; San Diego, CA; Fresno, CA Was the site selected as a part of a multi -year agreement? If yes, what years (past and future)? No Will there be a fee charged by the Site Selection Organization, which must be paid as a condition to holding the event, including host fees, sanction Yes fees, participation fees, or bid fees for the event?* If yes, what is the total amount of the above referenced fee(s)?* $52,432 Additional information: *Reimbursement will not be made for such a fee in excess of the amount listed. See TAC Rule § 184.45(18). Please provide the following information. The information provided should align with the information provided in the Economic Impact Statement. Estimated Attendance [hart: Complete the chart in the supplemental excel document and include with the submission of the application. Instructions for completing the chart and an example are in the worksheet. Estimated Attendance Data: The information provided below should align with the information provided in the Estimated Attendance Chart, Desired Market Area (area that will be affected by the economic impact of the event. This is usually the county in which the event is held and may Round Rock, Texas sometimes include adjacent counties): Primary event day(s) on which attendance counts will be collected and used for reporting attendance Nov 17-19 2022 after the event: Anticipated Daily Average Attendance at Primary Event (average of the total estimated 3615 attendance from the day(s) listed above): . Anticipated Out -of -State Attendance 3000 at Primary Event: Anticipated percentage of all attendees that will be from Out -of -State: Anticipated percentage of total attendance from Texas, but who are visiting from outside of the market area: 83% 11% - — -- - t Spending Rates and Percentages: Provide the estimated daily average spending in the following categories for all attendees below. Include only taxable expense(s) (e.g. most food purchased at a grocery store is not taxed and would not be included, but food purchased at a restaurant is taxed and may be included.) Spending Rate for Food & Non -Alcoholic Beverages: $59.00 per day Spending Rate for Shopping & Entertainment: $7.00 per day Spending Rate for Alcoholic Beverages: $4.00 per day What percentage of all attendees will consume zs% alcoholic beverages? Spending Rate for Motel:. $129.00 What percentage of all attendees will stay in hotels? 1, 75% 1 On average, how many people per hotel room? j 4 per room Spending Rate for Car Rental: What percentage of all attendees will rent cars? On average, how many people per rental car? $102.00 per day 30% 3 In accordance with TAC Rule § 184.13(d),184.23(d) and 184.30, no later than 45 days after the event, the total actual attendance and the estimated number of attendees that are not residents of Texas at the event must be provided to EDT. Supporting documentation must be submitted for verification. The following methods will be accepted: ticket sales count, turnstile count, ticket scan count, convention registration check -in count, or participant totals (must be accompanied by ticket or turnstile count for MERP & MSRTF). Other methods may be approved by the OOG in its sole discretion prior to the first day of the event. Please explain which of these methods or another method, subject to approval, that will be used: Participant list EDT must receive the following documents (except the Event Support Contract and Human Traffkking Prevention Plan) by the application deadline before It can Issue an estimate of incremental taxes. EDT is statutorily required to make a determination within 30 days after receiving a complete application. If an application is incomplete, it will not be processed until all required information is submitted. Early submission is encouraged. ❑ Events Trust Fund Application completed and signed by someone the applying entity has determined is eligible to bind the applying entity. ❑ Estimated Attendance Chart completed with information that aligns with the Economic Impact Study. Submitted in pdf format. ❑ Endorsement Documentation from the endorsing municipality or endorsing county requesting participation in the trust fund program and signed by a person authorized to bind the municipality or county. The documentation should clearly indicate the municipality or county's endorsement of the event and the name of the LOC, if applicable. The information in the document should coincide with the Selection Letter. ❑ Selection letter A signed letter from the Site Selection Organization selecting the site in Texas that clearly indicates and describes a highly competitive selection process by which site selection occurred, and that the selection was based on an application by the endorsing municipality, county or LOC. This selection letter must clearly indicate the selected LOC, the selected municipality or county, and the event date. The event date indicated in the letter must match the requested event date. ❑ Economic impact Study or other data sufficient for EDT to make the determination of the estimated incremental increase in tax revenue directly attributable to the preparation or presentation of the event, including data for any related activities. The Study should contain detailed information on the direct expenditures for the event in the requested market area relating to the economic activity of attendees and other persons associated with the event. The study may also include information on event expenditures, if available. For MERP's only, secondary impacts must be included, and stated separately from the direct impact in order for these impacts to be considered in development of the EDT estimate. ❑ Affidavit for Economic Impact signed by the person(s) who prepared the Study for the application. ❑ Affidavit of Endorsing Entity signed by each endorsing municipality, county and/or LOC. ❑ Human Trafficking Prevention Plan (MERP Only) No later than the 30th day before the first day of the event, the Site Selection Organization must submit a plan to the trafficking of persons in connection with the event to the office of the attorney general and the chief of the Texas Division of Emergency Management. Plans shall be submitted to the following contacts - Captain lames T. (Tim) Ferguson - Office of the Attorney General Lmes.ferQuson@oae.texas.eov Suzannah Jones -- Texas Division of Emergency Management suzannah.iones@dus.texas.eov ❑ Event Support Contract is a contract by and between a Site Selection Organization and a local organizing committee, an endorsing municipality, or an endorsing county setting out the representations and assurances of the parties with respect to the selection of a site in this state for the location of an event, and the requirements and costs necessary for the preparation or presentation of an event. Due before the first day of the event, early submission will provide EDTwith the opportunity to review the contract and address any issues prior to the event. Note: Disclosure of Information under the Public Information Act. All documents submitted to the Office of the Governor (OOG) may be subject to disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code ("the Act"), including, but not limited to, the application, event support contract, economic impact analysis, and all disbursement documentation submitted after the event, whether created or produced by the applicant or by any third - party. if it is necessary to include proprietary or otherwise confidential information in the documents submitted, that particular information should be clearly identified as such. Merely making a blanket claim that the all documents are protected from disclosure because they may contain some proprietary or confidential information is not acceptable, and will not render the information confidential. Any information that is not clearly identified as proprietary or confidential will be released in accordance with the Act_ 1, the authorized representative of the applicant, certify that the representations made, the facts stated in this application and all supplemental documents are true and correct, and that no relevant facts have been intentionally omitted, as evidenced by my signature below. I hereby agree, on behalf of the applicant, to comply with the reporting requirements and will provide other documentation as requested. �1 i n r S g atu e )1e nted) 14-7a(AL *.*WW Ivy //, qtx 5- J:Z,t C:I 10,4A # f� Title ✓ C y )bog Date NIRSA !National Soccer Championships Nov 17-19, 2022 Type of Attendee 11/17/2022 11/18/2022 11/19/202Z Athletes & Coaches 2000 2000 1200 Officials 75 75 75 Fans 1500 1500 900 staff 1 401 40 40 Total Attendees: 01 36251 3615 2215 0 X TEXA5 Office of the Governor Governor Gregg Abbott Economic Development and Tourism P.O. Box 12428 Austin, Texas 78711-2428 Honorable Governor Abbott, Mayor Cratg Morgan Mayor Pro-Tem Rene Flores Councdmembers Mtchelle Ly Matthew Baker Frank Ortega Krtstin Stevens Hdda Montgomery City Manager Laune Hadley Attorney in L Sheets The City of Round Rock is in full support of hosting the NIRSA National Soccer Championships on November 17-19, 2022 to be held at the Round Rock Multipurpose Complex. The City of Round Rock respectfully requests participation in the Texas Events Trust Fund Program for this event. If you have any questions, please feel free to contact me at 512-218-5401. erely, City Manager I $54- CITY OF ROUND ROCK 221 East Matn Street, Round Rock, Texas 78664 (PI S12.218.WI . (FI 5122187097. roundrocktexas.gow The Event The 2022 NIRSA Soccer National Championships will be held November 17-19, 2022, at the Round Rock Multipurpose Complex in Round Rock, Texas. The NIRSA Soccer National Championships consists of 24 men's and 24 women's collegiate teams from around the country. The NIRSA Championship series believes good sportsmanship is an integral component of intercollegiate completion. The City of Round Rock won the bid to host the 2022 NIRSA Soccer National Championships after a highly competitive bid process with other cities across the country. This will be the second time that Round Rock will host this event. Assumptions Assumed Total Number of Attendees The 2022 NIRSA Soccer National Championships is projected to bring in a total of 2,000 attendees, which Includes participants that are out-of-state and out -of -area Texans over a course of 3 days. Attendee projections were based on the 2022 NIRSA Soccer National Championships application, supplied by Round Rock's Conventions and Visitors Bureau (CVB). The breakdown of out-of-state and out -of -area Texan attendees was provided to Round Rock's CVB by NIRSA Soccer Champion Series and used to project the percentage and total number of attendees for the event, Other Assumptions In this study, local area spectators are not assumed to generate any new economic activity related to attending the event. These residents would likely shop in local stores and eat in local restaurants Independent of the draw of the event. For this reason, they are not shown as generating any economic impact in the tables below. It is also assumed that all out-of-town and out -of -area Texan attendees will stay in Round Rock for 3 days and 3 nights of the event, even though the only participants competing on the last day of the competition will be those who have advanced to the final rounds in each respective event. Event Expenditures Projections Projected Car Rental Expenditures The estimated number of out-of-state attendees is 1,660. Since car rentals would likely be shared by members of the same group, this number of out-of-state attendees is divided by the CVB's standard guests per participant multiplier of 2.5 to estimate 664 households. Some out-of-state attendees may drive their own vehicle or use various ride sharing options. This study estimates that 75% of households will rent a car for this event. Rental rates for a standard size car for November 17.19 have been averaged for the nine rental car companies located at the Austin -Bergstrom International Airport. This average Is $102.00 per day. Projected Hotel/Motels Expenditures The average nightly hotel rate of $129.00 was obtained from a Source Strategies publication purchased by the City of Round Rock and has been used to estimate hotel spending for the event. Since teams are travelling together from their colleges and universities, this study assumes a conservative estimate of four people per room. The total number of room nights is calculated by taking the number of attendees and multiplying it by the number of nights they are staying overnight in a hotel, then dividing by four people per room_ Note. Room nights are divided by average people per room Projected Food/Dining and Alcoholic Drinks with Meals Expenditures To project the economic impact associated with dining, buying alcoholic drinks with meals, and shopping an average spending amount of $70 per attendee was used. This estimate from the Round Rock CVB Is a conservative projection based on surveys of prior local events. The $70 was divided between dining, drinking, and shopping based on the following methodology. The federal General Services Administration per diem rate for food while traveling for the Austin -Round Rock metropolitan area is $59 per day This study estimates spending on alcoholic drinks with meals to be $4 per day. This amount is lower than many other events but because this event is for college students, most of them will not be of legal age to purchase alcoholic drinks in restaurants. Projected Other Shopping Expenditures Round Rock has a variety of shopping centers in the vidnity of the Round Rock Sports Center and the event hotels_ Based on the spending estimate per person of $70 per day from above, after dining and alcoholic drinks with meals, it is estimated that the average spending on other shopping is $7 per day per person. Projected Eligible Taxes from Direct Expenditures The table below displays the projected direct expenditures and eligible sales taxes generated from the 2022 NIRSA Soccer National Championships between November 17-19. The total projected direct expenditures resulting from the event is $729,078.00 The estimated sales tax generation is $51,898.80 in eligible state taxes and $24,266.10 in eligible local taxes. 4• All cars rented will likely be rented from the Austin Bergsbom Intemsdonol Airport Round Rock Wit not gain any sale tax from &*so transactions, so Round Rock's applicable rate for this study Is 0%. GOVERNOR GREG ABBOTT ECONOM[C DEVELOPMENT & TOURISM AFFIDAVIT for Economic Impact Documentation Affidavit to be completed, Including signed and notarized, by any and all party(ies) providing economic data to support an application for an Event Trust fund, Major Events Reimbursement Program or Motor Sports Racing Trust fund. 1, Renee Cortez, am providing Information to be used by a City, County or Local Organizing Committee for the purpose of receiving funding through the Event Trust Fund, Major Events Reimbursement Program, or Motor Sports Racing Trust Fund ("the Act"), and hereby swear and affirm that, to the best of my knowledge, any data provided is true and accurate, and any projections made are based on reasonable assumptions documented in the information provided. I further swear and affirm that I have reviewed the information being submitted, and that all of the statements made and information provided herein, including statements made and information provided in any attachments are true, complete, and correct, to the best of my knowledge. Information provided includes but is not limited to an economic impact study or other data sufficient for the Economic Development and Tourism Office to make the determination of the incremental increase in tax revenue associated with hosting the event in Texas, including a listing of any data for any related activities. I understand that the City, County or Local Organizing Committee is receiving funding under the Act for the purposes of facilitating this event: 2022 N1RSA National Soccer Championships on these dates: November 17 19, 2022 and that the information will be provided by the City, County or Local Organizing Committee as a government document. I understand that it is a felony offense under Section 37.10, Texas Penal Code, to knowingly make a false entry in, or false alteration of, a governmental record, or to make, present, or use a governmental record with knowledge of its falsity, when the actor has the intent to harm or defraud another. I understand that the offense of perjury, under Section 37.02, Texas Penal Code, is committed when a person, with intent to deceive and with knowledge of the statement's meaning, makes a false statement under oath or swears to the truth of a false statement previously made and the statement is required or authorized by law to be made under oath. I understand my obligation to provide information about event expectations, performance, and expenses that are true and accurate to the best of my knowledge and ability. I also understand my obligation to immediately report any known or suspected waste, fraud, and abuse of funds received under the Act to the Texas State Auditor's Office at 1-800-892-8348.1 hereby swear and affirm that I have read the entire affidavit, and I understand its contents. PosT OFFICE Box 12428 AUSTIN. TE.xAS 78711 * 512-93"100 * cov.Tsxas.cov Affiant Signature Title and Name of Organization The State of Texas County of YV � I [ f aoyl GOrz. Printed Name _ur)e, 1 Date Before me, a Notary Public, on this day personally appeared_ ri0 �r-r LL known to me to be the person whose name is subscribed to the forgoing instrument and acknowledged to me that he/she executed the same for the purpose and consideration therein expressed. Given under my hand and seal of office this 3 day of JI U ne , 20 z Z Notary Public, State of Texas (PERSONALIZED SEAL) -- �lAti(a C-1dity (Print name of Notary Public here) My commission expires the is day of 1" 4r6 i , 20 2— POST OFFICE Box 12428 AUSTIN, TEXAS 78711 * 512-936-0100 * Gov.TEXAs.GOv CIII 6 \HHo�_ i GM I RZl1R Ott I(I.ni IFtrGo�i.R\ox i(c)\ONii( Di %I 1opmi.\1 & Tcll RIsN AFFIDAVIT of Endorsing Entity Affidavit to be completed, including signed and notarized, by any and all Municipalities, Counties, and/or LOCs endorsing an Event Trust Fund, Major Events Reimbursement Program or Motor Sports Racing Trust Fund. ���1 I,.Y, an authorized representative of the City of Round Rock, a [Local Organizing Committee (nonprofit corporation), endorsing municipality or endorsing county] (circle one) ("Requestor") that is receiving funding through the Event Trust Fund, Major Events Reimbursement Program or Motor Sports Racing Trust Fund ("the Act"), hereby swear and affirm that, to the best of my knowledge, the Requestor has designed and implemented internal controls, processes and procedures to help the Requestor ensure that the Requestor and its use of these funds complies with all applicable laws, rules, and written guidance from the Economic Development and Tourism Office. I further swear and affirm that 1, or my duly authorized employee, representative, or agent, have reviewed the information, and that all of the statements made and information provided therein, including statements made and information provided in any attachments are true, complete, and correct to the best of my knowledge. All other information submitted as part of this request for participation is being represented by me as true and correct, and I am unaware of any information contained therein that is false, misleading, or fraudulent. Information provided includes but is not limited to: (1) A letter from the municipality or county requesting participation in the Events Trust Fund program and signed by a person authorized to bind the municipality or county; (2) A letter from the site selection organization on organization letterhead selecting the site in Texas; (3) An economic impact study or other data sufficient for the Economic Development and Tourism Office to make the determination of the incremental increase in tax revenue associated with hosting the event in Texas, including a listing of any data for any related activities; (4) An application for an Events Trust Fund program and any attachments; and (5) An Event Support Contract I understand that I am receiving funding under the Act for the purposes of facilitating this event; NIRSA National Soccer Championships on these dates: November 17.19, 2022. 1 understand that non-compliance with reporting requirements could be treated as a violation of the statute and/or program rules resulting in the possible withholding of disbursement funding. I understand that it is a felony offense under Section 37.10, Texas Penal Code, to knowingly make a false entry in, or false alteration of, a governmental record, or to make, present, or use a governmental record with knowledge of its falsity, when the actor has the intent to harm or defraud another. I understand that the offense of perjury, under Section 37.02, Texas Penal Code, is committed when a person, with Vc1 Nlr\ 12428 lliti'II\, I\ 28711 1 512 1)W. Mull tal%' 11 '% 1� (.(M 01 HCL 01 t it l: G o% i R\olt Fi {)\o\Ii( r)t•\ t i oP\ti-\ t & Tot NI,,\i (.kl1. \I114ul1 (.(1\ 1 RAON intent to deceive and with knowledge of the statement's meaning, makes a false statement under oath or swears to the truth of a false statement previously made and the statement is required or authorized by law to be made under oath. I understand my obligation to provide information about event expectations, performance, and expenses that are true and accurate to the best of my knowledge and ability. I also understand my obligation to immediately report any known or suspected waste, fraud, and abuse of funds received under the Act to the Texas State Auditor's Office at 1-800-892-8348. 1 hereby swear and affirm that I have read the entire affidavit, and I understand its contents. Affiant SignatLre Printed Name 461- (� ei!y0 &A & -- ;1-"ova 24L Title and Na a of Organ zation / i - Date The State of Texas r County of IJVU4A"-M�� Before me, a Notary Public, on this day personally appearej �� �-t ( known to me to be the person whose name is subscribed to the forgoing instrument an acknowledged to me that he/she executed the same for the purpose and consideration therein expressed. Given under my hand and seal of office this :? t of 20 2 Z MONIQUEAOJIMg No a Public, State of Texas MyNotwyID�l€�112�821)5/ 113 26 (PERSONALIZED SEAL) Print name of Notary Public here) My commission expires the2?21-`day of20 2P _ 110 RW, Lain I 11 SIIV. TX 79711 1 5 1 ? 9l6 ulu1i 1 (.(1\ AI \ NSG0% City of Round Rock IOUNDROCK XAS Agenda Item Summary Agenda Number: Title: Consider executing Application with the Office of the Governor Economic Development and Tourism for Events Trust Fund Program for NIRSA National Soccer Championships November 17-19, 2022 at Round Rock Multipurpose Complex. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 6/17/2022 Dept Director: Chad McKensie - Director Cost: Indexes: Attachments: CMAF for ETF - NIRSA National Soccer Championships Nov 17-19 2022, ETF Application Pkt -NIRSA National Soccer Championships Nov 17 19 2022 Department: Sports Management & Tourism Text of Legislative File CM-2022-136 This program is from the Governor's office and has the potential of reimbursing the City of projects related to Economic Development and Tourism. This Application is for the upcoming NIRSA National Soccer Championships on November 17-19, 2022 Cost: N/A Source of Funds: N/A My of Round Rock Page 1 of 1