FSF Grants Workshop | Thursday, May 28, 2026 @ 11:00 am
Thu, May 28, 2026

0:02 - Conference Room (FL Sports Studio) - Speaker 1
Okay, how many people?

0:16 - Teddy Meyer
That's okay.

0:18 - Unidentified Speaker
Like around 200-ish.

0:24 - Unidentified Speaker
I think that's bit better spring.

0:26 - Conference Room (FL Sports Studio) - Speaker 1
Yeah, we will package it too when you're trying. We still have a few people signing on, so give them another minute and then we'll get started. Okay, good morning everyone. Thank you for joining us today for this grant workshop. Today we're going to be focusing on a few different things, mostly the post-event reporting. So we're going to be looking at timelines and extensions, organization and documentation, the attendance. The economic information, your proof of payment, room nights, promotion, meaning the marketing, the showing of the logo, the promoting of the license plates, and then some of the things that we have planned for the future. So I wanted to start this out by saying. What we're doing here is we are having to look at all of our reporting through actually all of our processes through the lens of an audit. So today's presentation is to help you to help, it helps us as well to provide the correct information so that when an audit comes, everyone is safe. Everyone is, you know, you don't have to worry about things in the future. So that is the goal of having this workshop today is so that everybody is on the same page. We submit the documentation in the format that an auditor would be looking at. Okay, so why do we have to do the post-event report? Because it is justification for the grant. It contains key performance indicators for your event, and those are measured with every single grant. We have to report to OPAGA, we have to report to, I don't know what you. Is, economic development, I think, in numerous places. So all of our reporting has to be consistent across the board. Also, we have to be able to justify paying your grant because there are conditions attached to the money. Meaning that you have to have certain pieces, certain requirements, and like your certificate of insurance, submit your expenses, things of that nature. And yes, we want to make the auditors happy. So again, that's one of the main reasons we're doing this today. And we want to be able to tell. The full story of your event's impact on Florida. So the better we can make your event look, the better it is for everybody. So when we're looking at these reports, think of the person that's reviewing it as someone who's seeing your event for the very first time. And since you're not going to be able to be there to explain anything, you need to make sure that your documentation is telling the whole story. So, like, who are the players? Who are the players in a transaction? Do the names on the transactions match each other? We'll get into that a little bit more later in the presentation. What does the documentation? Actually say? Does it tell the story? Does it tell the story of your event and how your event went and how it contributed to Florida? Then, when are there dates included in the documentation? So let's see. Then, where can somebody just by looking at your documentation determine where it came from again these are things we're going be going on a little bit deeper in just a few minutes how does your story go can you reconstruct the grant requirements to see how it was compiled so and when I I'm looking at this I want to be able to say okay I can see exactly what happened here here. So, and then why there needs to be sufficient documentation to support the award. Again, we all have auditors that we have to answer to, even in the requirement, it says that you're supposed to keep your records for five years. So, because we're all subject to audit, you know, it's just one of those things that. Comes along just like what? Taxes. All right. So once your event is over, you have the 90 days to complete the post-event report. And this is, you know, like, this is, you tell us what your end date is for your event. From that, we add 90 days. And that is hopefully time enough for you to gather up everything that you need. Need. We will consider extensions. They just need to be submitted in writing. But the, you know, if because we do understand that there are some things that, you know, might be received like the following week or something like that. So, and I did want to point out that if you have an event ending in June, due to reporting requirements, we have to have those post-event reports by September 1st. So, and that is just so we can close out our fiscal. So timeframes, like I said before, if you do need additional time, just submit it in writing. You know, one tip is to set a calendar reminder for the day after the event so that, you know, you can start thinking about how you're going to put together that report. Also, organization is key. You know, when I look at things, I want to organize them that if I came back in a month, I'd still be able to figure out what I did. So you want to just try and make sure that everything is organized to the point where it's easily identifiable. And again, you can follow the threads and see the story. You want it to be clear so that the auditor has understanding because I may review it, but I'm not the final reviewer. An auditor is gonna come behind us. We are contracted to do an audit every single year. So we will never not have an audit. So here's a comparison just when it comes to organizing. You know, you can have a lot of volume and then the volume tends to produce a lot of clarifying questions. The review times are longer because, you know, somebody has to make sense out of it and, you know, to be able to follow That thread. So if it's organized, then it goes through quicker. It's easier to replicate in the future with consistency. You kind of like get into a rhythm. And then there's less clarifying questions. And so that is kind of my support of making sure that things are organized. For this, I'm showing you this because this is something that I put together when I'm trying to go through a post-event report that has multiple entries or multiple documents. So these were just the documents. And so I'm going through it. I'm trying to fly: okay, where is this? Where is this? Okay, well, there's a room night number here, there's a room night number here. So, again, just trying to gather up all of those things in your report, categorizing them correctly, you know, like if they're proof of payment or if they are, you know, verification of room nights. Again, whatever you submit, you want to make sure that you're reviewing it for clarity and that this would make sense to someone. Who has no idea what's going on because that is what the auditor is. The auditor is not going to understand, you know, shortcuts or industry lingo. And I'm not saying don't use it. I'm just saying if you do use it, explain it. So, and you also want to make sure that it supports the requirement that you're trying to meet. So right now, this is us. We are kind of like weeding through everything that's being sent to us in the post event report. And it is a bit of a jungle. You know, there's a lot of documentation and we read every piece of documentation and sometimes reread. You know, just to make sure that we're understanding. If we don't understand it, then we're reach out to you and have you clarify. Because again, we're just wanting to make sure that we might understand it and it makes sense to us, but we know it's not going to make sense to an auditor. So we just need the additional clarification. So let's go ahead. Yes. Someone have a question? Okay. Let's go ahead. Yes, thank you, Pamela. Yes.

12:40 - Sean Walter
Pamela, I apologize. You said clarify room nights. Some destinations, including mine, clarify room nights by DI calculator. Is that considered clarification since you use the same thing? Or do you need pickup reports from the hotel proof?

12:56 - Conference Room (FL Sports Studio) - Speaker 1
For as proof, we need pickup reports. Or if there was a study done based on actual numbers, we can accept that as well.

13:04 - Sean Walter
Okay, and the study is the DI calculator you're saying. Thank you. Appreciate it. Okay.

13:10 - Conference Room (FL Sports Studio) - Speaker 1
So let's go ahead and walk through each step. So with the documentation, these are the different categories of documentation that you need to provide. The image that you see there is a report that I can generate from, it's a worksheet that I generate from Flux that compares your projected numbers to your actual numbers and then kind of gives me a checklist of what I'm looking for. So we're looking for proof of promotion, proof of payment, proof of matching funds, verification of room nights. The participants, the attendance in general, and your certificate of insurance. We're going to go through each one of these individually. So, but that's just kind of a little bit of a summary for you. So, also, too, and when I send out the links to the documents from this meeting, you'll also have a link here that shows you what the supporting. It's basically the same table showing you what you need as a supporting document for this particular category and where you could potentially get it from So we have the proof of the FSF signage and printed material, and those are pretty simple. And okay. We'll get to that in just a minute. Those are pretty simple, straightforward. Social media, honestly, is probably going to be one of the best places that you can post your photos or, you know, having your rights holder post the photos. We just need to see the benefit. And I'm just going to go ahead and move on through this so that we can get into these in detail. So, attendance, and this is something that we've recently reviewed with the board. The out-of-state visitor numbers are one of the most important metrics that we track. They tell our story to the legislators because, again, all of this, yeah, it might stand up, you know, in front of an auditor, but it also might be taken up as an example. You know, if the legislature is wanting to take a look at things. So we're looking for verification of the out-of-state individuals who participated or attended the event. So participation, you know, that that's your actual athletes, your coaches, your officials, your whatever other staff or volunteers that you had. And then, of course, those who attend the event. Your potential sources for getting this type of information are ticket sales, travel association reports, surveys, and registrations for the participants. Your certificate of insurance. This is something, and I did want to make sure that everyone is. That we need to be listed, the foundation needs to be listed as the certificate holder, or as I should say, as a certificate holder. And I think everybody's pretty much familiar with this. But I will note that we are no longer at the Monroe Street address. It is the Governor's Square Boulevard address. So, and I'll make sure that everybody has that as well. And a minimum of 1 million per occurrence. The projected versus actuals. When your event wraps up and you share your numbers with the real ones, you want to show what actually happened. So the projected numbers are in your application. From here, you can submit these, but you can only submit them really for the application because the post-event report needs to have the actuals. So, and I'm not sure how to further clarify that, so I'm move on. Accuracy. You want to make sure that when you're running the calculator that's in flux. And it calculates those numbers for you. That you're just copying them into the correct fields because it will throw everything off if you're not the correct fields. So every time that you click saved, the calculation's running. If you've changed a number that is that calculations depend on your calculations will change, and then you need to update that number that you pasted in. That's all. So, and I want to make sure that everybody gets their money. So I want everything, I don't want to, I don't want to reduce a grant if, and there was a mathematical error. So, I want to make sure that we're just getting you. As much as we can. Now, this is not for you to look at in any detail, but every single time that something comes up that is kind of challenging to figure out, this is similar to a process that I go through. You I'm going through all of these different pieces in flux and trying to figure out, you know, did the calculation. Calculate what it was supposed to? At times I'll even reach out to Flux to make sure that the system is working correctly and then when I have exhausted all of those I'll be coming back and I'll be saying okay let's let's run through your figures again and just make sure that we have the right numbers. So, again, I'm doing everything that I can to try and make sure that we've got the right numbers so that I can get you as much money. You know, so I can get you the full award. I want to give you the full award. But again, it just has to be supported in an audit. So, in the future, We are continuing to make changes to Flux, and we're trying to make these changes so for things to be easier and to use and also just more apparent. In the case of the calculator, I personally found how it displays to be kind of somewhat confusing and cluttered. So, in the future, we will be. Cleaning that up a bit so that it will be completely apparent what you need to copy into which field. Again, just trying to make it more straightforward so that there's less confusion. And again, the grants are reimbursement grants. Events that achieve 80% or higher will get their full award. And our, you know, and believe it or not, we really want, we want to help you get there. So now, if your numbers are below 80%, then it could be prorated. Again, reduced just for, again, depending on the numbers. Now, if you end up, there is some type of natural disaster, you know, there's a hurricane that comes through. I don't know, your building's water tower gets struck by lightning and you have no air conditioning, which is what we're going through right now. Then, of course, we'll be reviewing these on a case-by-case basis and seeing how we can help you move forward. So, proof of payment. This is something I wanted to clarify as well. Proof of payment is actually two parts because we need to know. What you're paying for and that it's been paid. So what you're paying for cases, you know, I see invoices. You know, it's again, something that is going to be explaining what you're purchasing. I've also seen invoices that come across with the line item of a grant, and I can't explain that to the auditor. So I need just a little bit more detail of what is actually being purchased. So when we have that detail, then we can match it up with the payment. And the payment, you know, can be a canceled check. It can be, you know, electronic funds transfer of some sort, ACH, you know, but it just needs to show that it's complete. So, you know. There, and we'll go through a couple of examples here in a second, but we just need to know what you're paying for and that the payment's gone through. So, again, just restating, you know, invoices, receipts, contracts that indicate and define the expense. You know, an invoice that says grant is not going to be. Sufficient. We need to have just a little bit more information again trying to because one to we have to make sure that the expense is on the list of allowed expenses so and we need to be able to prove that to the auditor. So cancel checks front and back dated within the grant period and then again EFT or ACH. Okay, so here's one example of: would this be an acceptable proof of payment? This is like a printed check. So here we have, well, the amount in this case matches the invoice. We're good. So the payee, you know, it's made out to Marty McFly Enterprises. That matches the invoice. Then we go to well, does it show that the payment is cleared? No, this is just a printed check. It's not a canceled check. So now we're going move over to, the canceled check. It's a front and back. So we've got, you know, the front of the check, which is saying paid to Marty McFly Enterprises. And then we've got of the check that has all of the banking information stamped on it that it was cleared. So here we have the amount matches the invoice, the payee matches the invoice, and then it shows that it has cleared. So now on this, this is something I was referring to late or earlier, which is an invoice for a grant. We don't, again, we don't know, you know, this is difficult to to interpret for an auditor. So in this case, yes, there is an invoice within the grant period and the paying name is listed and matches the invoice, but it doesn't show the goods or services that were actually being purchased. So when you're describing a line item, just talk about the actual service. Or product. Venue rental, you even venue rental would make me happy. But for a three-day youth swimming tournament, whatever, again, just kind of giving us that detail so it doesn't send up any flags, but the auditor. So in this case, who I'm looking at this and I'm saying, who owns the account ending in one two three four so because on here it doesn't tell me anything about who whose account this is I can tell that they're getting a deposit and it cleared and it was from Fancy Peet Golf and it was for the foot golf championship but I don't I don't know who this belongs to so I can't really say who paid this money to Fancy Peak Off. And, you know, so with this, you know, this particular transaction, is it coming or going? Again, this is saying it's a deposit. So this is money coming in from Fancy Peak Off, but does it, you know, I still don't know who's getting the money. And then how is it classified? Is it classified, you know, in this case as a deposit? Is it classified as a payment or a debit or credit, whatever? A bank account statement or ACH is completely acceptable. We just need to know, and we don't need like full account numbers or anything. We just need to know who it belongs to. So, and then it shows us clear. So, for room nights, validation of room nights has to include the tracking backup. And I know this is something that I know we have a question about and was asked previously. We need the tracking backup. Again, we need it for the auditor. So the auditor is looking at more than likely, you know, getting the hotel pickup reports and indicating where they're from So you have a hotel pickup report and it's not just a spreadsheet that has no indication, maybe you want to, as far as listing the origin, if it's emailed to you, include a copy of the email, things of that nature. Just trying to identify where it is. It's not your contract to reserve the rooms, it is the actual The actual room nights. So, pickup reports are probably the most common resource that will be here. Let's see. So, ask the hotel pickups or ask the hotels for their pickup reports and indicate the origin. If they send it to you, send you a letter on letterhead saying here's the pickup report, you know. The email thread, if there's a third-party service that you're going to, any of these, again, just let us know what the origin is and include the actual the projected numbers. Again, because they're wanting to, the auditor is wanting to see how it performed against the projected. So, and also submit the average room rate, not the highest. You know, I know it's tempting, but just simply, add up all of the room rates and then, you know, configure the average from there.

28:55 - Conference Room (FL Sports Studio) - Speaker 2
Oh, but the screen's not being shared? No. What? The screen isn't being shared.

29:03 - Conference Room (FL Sports Studio) - Speaker 1
Oh, my goodness.

29:06 - Unidentified Speaker
Okay.

29:08 - Conference Room (FL Sports Studio) - Speaker 1
I don't know what's going on then. My apologies. You were seeing it here. Okay, so let's go back. We could see the PowerPoint before.

29:30 - Conference Room (FL Sports Studio) - Speaker 2
We just, someone just came in and said that it wasn't being seen.

29:34 - Unidentified Speaker
I think you would raise hands as well. Mr. Peterson.

29:37 - Conference Room (FL Sports Studio) - Speaker 1
Yes, Caleb.

29:40 - Peterson, Caleb
Yeah, just as an example, right? So let's host a Super Bowl. The Super Bowl is not have room nights for everybody that attends that event. So in that scenario, would a like place your AI report that shows visitation overall to the destination and then a like a destination international calculator based on that visitation suffice for lack of room night contracts for your guys' post-event report?

30:11 - Conference Room (FL Sports Studio) - Speaker 1
So as long as it's based on actuals and not projections, I mean, and I will say here, because I'm still trying to ramp up on a few things, I'm not exactly sure what all is out there as far as the reporting that's available through third-party services that can report back to you on actuals. Is that something that they gather?

30:42 - Peterson, Caleb
Yeah, I think that what you'll find is across the membership that you have here, we all report differently and we all use different mechanisms to track visitation. And then we plug it into a calculator. Some communities, it's easier to get hard contracts with room pickup reports. Some other destinations, it's a little bit harder. I mean, some of the bigger communities have thousands and thousands and thousands of hotels. Not to mention the Airbnbs and VRBOs that it's impossible to get a contract for. So there's ways to get post-event reports. I was just kind of confirming if there's some flexibility in the methodology of how we get that information.

31:23 - Conference Room (FL Sports Studio) - Speaker 1
As long as it's an actual and not an estimate, the auditor will be happy. So, you know, I was just giving you examples of what I was aware of

31:39 - Unidentified Speaker
we would circle back to that.

31:40 - Conference Room (FL Sports Studio) - Speaker 1
Yep. So resume. Okay.

31:47 - Unidentified Speaker
I think we were seeing it yet.

31:54 - Conference Room (FL Sports Studio) - Speaker 1
Okay, so why isn't it showing now?

32:00 - Unidentified Speaker
Let's see.

32:09 - Conference Room (FL Sports Studio) - Speaker 1
Okay, well I'm just gonna try and do this again. Present teams present There we go All right Is everybody seeing it? Can everybody see the screen now? Okay, perfect. Okay, so, and again, this is just kind of talking about what we just discussed. As long as they're actual numbers, and they fit, you know, now if you look at it and your actual number doesn't look right, it doesn't look like it's in the right proportion or something, call us and we'll be glad to help you with it, you know, because. The application takes an average nights per day. The post-event report takes the total. So you're reporting it in two different ways, but so if there's any confusion, just reach out and we can help you through that. Also, booking agreements, again, are more of an estimate. They're not an actual. So, and then one thing, which again, this will be easier as we move along with some of the modifications and flux, but don't enter a different event type than what you originally projected on. So if you project it on a championship and then it becomes youth amateur, there are rates in flux. That are different in those two, and you could accidentally reduce the amount of funds that you receive back. So, I just want to make sure that you know event types are the same across the board. So, we're comparing apples to apples and nobody gets reduced. So, the required promotion components. Again, it's it's not a quantity thing, it's a quality thing. You just want to make sure that it clearly connects your event to Florida, the foundation, or the license plate program. And that is exactly what we're looking for. So what we need is we need that proof of, like the FSF banner. And I believe everybody has those. That were displayed or inserted into the program advertising, sending PDFs of the program, that's great. If you take a photo of the banner, then we just need to be able to kind of say where this photo was. So, again, for the auditor, the auditor needs to know where it was. So, URLs and screenshots. Are great. Just make sure that we know where they came from So, digital photos of the banner placement, digital copies, program advertising, any recordings, links to those recordings are fine. Regarding the digital media, the date and location has to be included. We've learned this the hard way. We have to put together our quarterly report and submit it in order for us to receive payment for that quarter from Department of Commerce. So this is a lesson we learned when we were going through that process. The date and location have to be included for each photo, video, whatever. And the easiest way that we can do this that they find acceptable is a post on social media. So, because the photos or the videos that you submit, they have to contain a reasonable reference to the location. Again, just trying to place this at the event. And if you're submitting a screen print, just make printed as you expected it to print and doesn't have like broken images and things like that, because if we get it and it doesn't, that image that you wanted to show us didn't print, then we're going to come back to you. So, this right here is kind of a little bit of a collage of some of the banner photos that have been presented. And, you know, and they're great. My problem is that I look at these and I'm like, oh, okay, is that where my nephew plays little league? You I'm like, which one? You I don't see the name of the park or a location or anything. So, which is where all you would have to do with this is kind of upload it to social media. Of course, you're not going to want to just upload, you know, some random banner photo to social media because it's not make sense to the rest of the world. But, you know, if the banner placement could somehow contain a reference to the event or where the event is being held, then that would be great. Um so screen prints um if you do want to do a screen print um I think the what we have here is a screen print will have the date and time that it was printed so that will um basically memorialize the what you're submitting. Then it also at the bottom will give the URL address of the page. So that is that's your location in this case is your source. And then again verifying the print, making sure that everything's displaying that you want for us to see. So again, what you're submitting, make sure that it's relevant to the grant requirements. You know, it's, we love going through all of these things. It does take us time, but you want to make sure that, if we're going through and we're reviewing it, that it's going to be meeting one of the requirements. And, you know, because I'll sit for an hour going through a PDF. You know, looking for ways that I can match this to your requirement. So, you know, again, just make sure that it's relevant to the requirement. Submitting dozens of articles and none of them reference Florida, the foundation or the license plate program. Again, I'm going through all of these. I'm reading them and, you know, I learn a lot when I read, but it just slows down the review of your report. Because, again, I'm trying to match it to something in the post-event report into one of those requirements. I'm always going to, with the way that I'm wired, I always look at me as being the source, you know, of any potential error. So I'm try and make sure that it's not because of I've done or something that is set up in the system wrong or something. I'm going to go through all of that before I reach out to you. So again, I just want to make sure that, you know, as long as everything's clear, then, you know, things move along a little bit faster. So for social media links, they can be curated. And I'm going to show you an example of how we have had to curate for Department of Commerce. You need a screenshot of the post, a link of the post, the date, location, and contacts. So basically, making it easy to identify that it supports either the foundation Florida or the license plate program or all three of them. So tag Florida Sports Foundation in your event post. I know I've seen a lot of play in Florida, which is great. But if your event can tag Florida Sports Foundation, that's even better. So. Okay.

40:52 - Unidentified Speaker
Pamela.

40:53 - Sean Walter
So yes.

40:55 - Sean Walter
We always try to negotiate live stream broadcasting our own B-roll commercials when we do sponsorships with clients. So a perfect backup would be your b-roll that you have showing showing florida showing your license plate whatever um will you guys ever provide something like that to us we've been asking for a while I didn't know that would be considered backup in my mind okay be considered backup in in this if it was included in the scope as far as the production of it I'm gonna say I'm gonna have to get back to you on that that because I think myself said yes.

41:32 - Conference Room (FL Sports Studio) - Speaker 1
Okay. Myself said yes.

41:36 - Sean Walter
Okay. Fantastic. Because, yeah, we would just insert it like we insert our 15-second or 30-second B-roll and it would showcase how good Florida is. And this is the spot to bring your, you know, your events, so on and so forth. So that would be great backup compared to just a little banner hanging on a fence.

41:54 - Unidentified Speaker
Absolutely.

41:55 - Conference Room (FL Sports Studio) - Speaker 1
I agree. Of course. Okay, so regarding the, again, the digital media and what you're sending us, you know, we're try and match it to the requirement. So make sure that it does support a requirement. And, you know, because the more you send, the longer it's going to take. You need to send, you know, what's required. And like I said, we really do enjoy looking through all of this. However, it does make the review process longer. So just make sure that it's applicable. So this is where we learned our lesson because we submitted a beautiful collage of photos of everything that had happened in the quarter to the Department of Commerce. And they're like, well, you know the that's great photo with the three people standing up on the on the podiums but um that could be that could be a stock photo um where was it taken it doesn't have a date on it doesn't really show where um you know they are um when they are nothing none of that so um it got kicked back to us so and when it got kicked back to us that means that we had to wait longer for our money So, in these cases, you're seeing that. Let me see, just move on to here. This one shows the logo, but nobody, you know, it doesn't show the date, time, location. And the same for this one. This one over here shows the logo, but the location is unknown. Even though it's promoting the Sunshine State Games, the it's a multiple venue event, so and it happens on different days. So they're wanting to know the exact date. So when we come over here, you know, we have we do have this photo, but then when we post that photo on Facebook, we get it's posted to social media, so automatically time stamped. It is identifying the content and the location and it's also including a link to the date of the post that it's featuring. So, and in this one we said not only was it promoted on Facebook, also promoted on the Sunshine State Games site. So again, I'm just showing this as an example of what we've had to go through so I can provide an example of what will make an auditor happy.

44:49 - Unidentified Speaker
And myself said that they can be pictured in the photo with them at the event. And I also think that Mr. Peterson had another question.

44:57 - Conference Room (FL Sports Studio) - Speaker 1
Oh, I'm sorry.

44:59 - Unidentified Speaker
Question?

45:00 - Peterson, Caleb1
my comment was just be if you have any kind of brand guidelines for how you would like the banners or your logo positioned around the event, that kind of makes it easier for us when we're looking to place these things or working with organizers on where that stuff would go. So brand guidelines would be appreciated.

45:16 - Conference Room (FL Sports Studio) - Speaker 1
Okay. What is my cell say?

45:20 - Unidentified Speaker
And then we can talk further about that at the summit. I think we'll have some space to talk more about that.

45:30 - Conference Room (FL Sports Studio) - Speaker 1
Our goal is to give you what you need to be successful. So, you know, I'm sure it's definitely something that we can talk about more. So, on the horizon, we are looking to continue to make updates to Flux to make it more transparent and easier to use. We did go through the first grant cycle. Where we received 10 grant applications on the new application. And with that, you know, I'm wanting to hear feedback for folks who have, you know, I have reached out to a few just to ask them, you know, how did it go? And because I want to make it easier for you guys. And it may seem longer, but it aligns directly with the rubric. And how it's going to be scored. So it is again trying to make things as clear as possible so that you guys can provide the right information and be as successful as possible. And even though the new grants are going to be reviewed by the board on the 18th, I will say that I have seen a major uptick in the total scores. Everybody seems to really be kind of, you getting in the information that's needed. So we're also going to be sending you monthly program updates. Basically, just a quick email, a grants, game plan email, to let you know if there's anything that we're seeing that could be of help. To you if there are any minor changes or anything like that. We have been in a position now where everything is kind of fluid until the grant, excuse me, until the board votes on the grant policies and solidifies them. So, but once that happens, we will, you know, that's going to be the first game plan email that you receive. You know, is letting you know exactly what the board has agreed upon and is wanting as far as the grant program. So, we are also working on a partner portal separate from Flux, and it is not be anything fancy, but it is going to be the one place that you can go and you can see the minutes from these meetings. You can see the different announcements and communications that we've sent out, all of the resources that we have for, definitely for the grants program, and ways for you to also communicate better with us, just giving you direct links to things. So, your feedback is always welcome. It helps us grow. So, you know, the more that we can learn of what you need, the more that we can, you know, make adjustments or develop tools that will help everyone be more successful.

48:54 - Conference Room (FL Sports Studio) - Speaker 1
So are you done?

48:58 - Conference Room (FL Sports Studio) - Speaker 1
Yes.

48:59 - Conference Room (FL Sports Studio) - Speaker 1
So I just wanted something.

49:01 - Conference Room (FL Sports Studio) - Speaker 1
Okay. So before, yeah, I'm done with my presentation, but finance would like to say something. Hi, everybody.

49:11 - Conference Room (FL Sports Studio) - Speaker 2
First, let me introduce myself. My name Karen Peterson, and I'm part of the finance team. Very good job, Sam. Very good job. That's derived because we've received unfavorable audits for the past few years. And part of it, a big part of it is being out of compliant with what the fundamentals of the grant process. So hence, audit, audit, audit. It's just in a nutshell, it's imperative that we dot our I's and cross our T's. Mostly in order to be able to better serve you all, to be able to get more funding to serve more of the community. And in order to do that, we need to prove through auditing that A, we're staying compliant. By staying compliant, it's really, really simple. When you apply for your grant, you're applying for your grant for XYZ. When you are providing your post event report, it's really simple. We need to make sure that you're reporting on XYZ. And unfortunately, we have all these guidelines. So, the biggest take out of all of this is every dollar you spend that you're wanting reimbursement for, we need proof that you did indeed spend it. And it's just that simple. It's so that we could provide more for the state of Florida. So, that's the whole reason, and that's why you heard the word audit, audit, audit. Is the buffer. She gets the brunt of it. So she, we in the finance team, we make sure that all of this is in compliance. So that's where she's the stickler and it seems like we're making things difficult and we aren't. We're trying to, again, just stay compliant so that we could better service the state of Florida. So, hopefully, this session helped. I thought it was very informative. Good job. And as always, there's be questions or concerns or whatever, please feel free to reach out to myself, myself, or Sam so that we could get all your questions answered. I do want to say on the proof, a receipt proof, I want to point out that a lot of you all pay via ACH or EFT. Again, what a receipt can be for that is I know that we do the same thing. We pay out a lot of ACH payments, but a memo area that could say what invoice it was paid and or who it was paid for or the purpose of the payment. And I print that out along attached with. The invoice that it's paying. That's proof of receipt. So you could streamline your processes. It's just a matter of getting used to it and understanding that now we're under strict guidelines in receive funding to help you all in your events. So that's where the audit stuff came from I just wanted to clarify all that in case y'all had any questions about that.

52:53 - Conference Room (FL Sports Studio) - Speaker 1
So do we have any questions? Anybody need any further clarification? Caleb?

52:59 - Peterson, Caleb1
Yep, sorry. It's me again.

53:01 - Conference Room (FL Sports Studio) - Speaker 1
No worries.

53:02 - Peterson, Caleb1
Do you guys have application windows? So like if I've got an event in like May of next year, when would they apply?

53:10 - Conference Room (FL Sports Studio) - Speaker 1
Yes, we have quarterly windows and we are actually currently attempting to make Flux available. Pretty much 24-7 to take in an application, you would just indicate the deadline that you're shooting for. So our deadlines are all the quarter before the event. So the ones that we're looking at right now, the applications were for events June or excuse me, July through September 30. So, you know, so it's always the quarter prior.

53:52 - Peterson, Caleb
Okay, but we can submit early, just knowing that it's not going to be reviewed until yes. Okay. And then, second question I have for you guys: is there an in-person requirement that we attend like X number of Florida Sports Foundation events to be eligible to apply for these funds?

54:12 - Conference Room (FL Sports Studio) - Speaker 1
That is going to be discussed at the board meeting because it all falls into the policy. So unfortunately, I can't give you an answer on that right now, but I can tell you that there will be one soon.

54:26 - Peterson, Caleb
Got it. Yeah, I just need to know sooner rather than later. So that if I need a plan to be in attendance, that's in our budget and it's in our travel plans for the year. So thank you.

54:38 - Conference Room (FL Sports Studio) - Speaker 1
Great question. Any other questions?

54:42 - Sean Walter
Can you clarify something, Pamela, please? When it comes to a sponsorship in our county, I pay post-event because proof needs to be in the pudding, like you're saying. And when doing so, I can get receipts from my own county show and venue rental. I can get receipts from them because they rented tents, tables, chairs, maybe a hotel pickup from the officials. But if they're paying, like, if they're using some of that money for paid social, are you saying they need to turn to their marketing company and get the receipt when they placed it and show that to match it up? How intricate is this going to be? Because our sponsorship is the same as yours. I mirrored it as the Florida Sports Foundation did, that you can only use it for this stuff. But I didn't know that they now need to provide us a lot more invoice copies. Of all they did to add up to the total sponsorship I provided them because there's some we're providing 50,000 sponsorship dollars. Is you're gonna add all those invoices, they must equal 50,000. Can you clarify that?

55:47 - Unidentified Speaker
Sure.

55:48 - Conference Room (FL Sports Studio) - Speaker 1
Whatever you have indicated on the application as your projective expense, we just need supporting documentation, you know. Up to the amount that you're awarded, essentially. So, does that make more sense?

56:07 - Sean Walter
It does. We've never done that, or at least I have never. Obviously, it's something new that I have to educate my clients because I got events right around the corner I want to apply for, and I need to tell them: start collecting all this data. And it sounds like some event rights holders say, Man, I ain't got time for that. I'm a one-man band running 20 tournaments throughout the state of Florida. Don't worry, I don't want a grant. But yet, I would like to grant because it stretches my budget longer. So it's just something I guess we're going to have to deal with one-on-one with each of our clients.

56:42 - Conference Room (FL Sports Studio) - Speaker 1
Well, I know what a lot of what I've seen is that there are. When it comes to listing the expenses on the application they're usually generally for larger things like venue fees or ben fees or any anything of that nature and honestly I will tell you right now I'm not looking for a shoebox of receipts you know I don't think you know if they can it's just kind of like in the invoice if they can invoice you know and it's a line item that their social media marketing was at you know, then that's perfect.

57:14 - Sean Walter
That's that's kind of what I was trying to clarify.

57:16 - Sean Walter
If you need the actual receipt or an invoice, they're sending me and saying, here's a list what we spent it on. Okay, that's that's perfect. Definitely different.

57:26 - Unidentified Speaker
Mr. Walter, myself did say that she would reach out to you later and she can help to answer that question more thoroughly. Too.

57:34 - Sean Walter
No, that's fine. That's you guys just gave me the clarification I was looking for. I will, I always do list it. But I didn't know now I'm listing it now. They need to provide that actual receipt on the date, show pay to that, that kind of thing. So that's perfect. Thank you.

57:51 - Conference Room (FL Sports Studio) - Speaker 1
Any other questions? Nidi want to add about the metal line?

58:01 - Conference Room (FL Sports Studio) - Speaker 2
I did.

58:01 - Unidentified Speaker
Okay. Yeah.

58:03 - Conference Room (FL Sports Studio) - Speaker 1
So, okay, so I'm not seeing any more questions. But just let me state again that I will be sending out the link to this because of all of the graphics, it's a little heavy. So I don't want to clog your email boxes. But I'll be sending you a link to this, a link to the documentation handout that I earlier. If there is a tool that would help you. To help your rights holders that you think that we might be able to put together, let me know. To make this easier for everybody. So just shoot me an email. My email address is up there and we'll get it taken care of All right. Well, thank you all for joining us and hope to see you at Summit.

59:03 - Sean Walter
Thank you. Have a good day.

59:05 - Conference Room (FL Sports Studio) - Speaker 1
You too.

59:05 - Conference Room (FL Sports Studio) - Speaker 1
Bye-bye.

1:46:20 - Pamela Manley
That's what I was thinking like 'cause when I was looking out I saw some people that were still like they weren't