The following costs are supportive of the trust fund program
goals and are generally allowable to the extent that such costs are
supported by the event support contract and not otherwise unallowable
in accordance with §184.45:
(1) planning for or conducting the event in accordance
with the event support contract;
(2) the cost of any structural improvement or fixture
for an event, as authorized by Texas Revised Civil Statutes, Article
5190.14, Sections 5A(k) or 5C(k).
(3) financing costs for event sites;
(4) fees charged by a site selection organization,
which must be paid as a condition to holding an event, including hosting
fees, sanction fees, participation fees, or bid fees, provided that
the amount of all such fees is clearly stated in the application for
participation in the trust fund program;
(5) performance bonds or insurance required for hosting
the event;
(6) temporary maintenance to property impacted by the
conduct of the event that is directly related to the preparation or
presentation of the event;
(7) costs that are necessary (or desirable, as authorized
by Texas Revised Civil Statutes, Article 5190.14, Section 5A(h) or
5B(h)) for the public health or safety of people or animals involved
in hosting, attending, or participating in the event, including:
(A) water;
(B) security;
(C) professional fire marshal or engineer requirements
for event facilities and other event related property or equipment;
(D) portable restrooms, trash receptacles, and other
types of sanitation necessities;
(E) shade;
(F) lighting and sound equipment required for security
or public safety;
(G) traffic planning and management;
(H) severe weather planning and mitigation;
(I) way-finding signage or staff;
(J) barriers;
(K) permits and professional or consulting services
necessary (or desirable, as authorized by Texas Revised Civil Statutes,
Article 5190.14, Section 5A(h) or 5B(h)) for acquiring permits;
(L) stand-by services, such as stand-by medical services;
(M) "Americans with Disabilities Act" (ADA) accommodations
and compliance;
(N) public health or safety command center expenses;
(O) credentials; and
(P) costs needed for police, fire, and other emergency
operations staff.
(8) event facility costs, including:
(A) cost to rent an event facility, including any internal
billing, if the terms of the event support contract require the Applicant
to either reimburse the site selection organization for the cost to
rent a facility, or to provide the facility at no cost to the site
selection organization; and
(B) the purchase or rental of seating or other furnishings,
supplies and equipment that are reasonable and necessary (or desirable,
as authorized by Texas Revised Civil Statutes, Article 5190.14, Section
5A(h) or 5B(h)) to conduct the event;
(9) an applicant's event staffing costs incurred for
services directly attributable to conducting the event that are performed
within a reasonable time prior to the event, during the event, and
within a reasonable time after the event, including:
(A) hourly pay or overtime for personnel attributable
to public health or safety for the event;
(B) compensation of non-health and safety staff hired
or contracted specifically to meet the objectives of an approved event;
or
(C) compensation for referees, score keepers, timers,
and other similar officials required to meet the objectives of an
approved event;
(10) an applicant's professional service costs for
fulfilling specific obligations of the event support contract, including
for:
(A) preparing event-related documents unless otherwise
unallowable under §184.45 (Unallowable Costs);
(B) fulfilling specific obligations of the event support
contract; or
(C) consulting on soliciting, preparing for, or hosting
the event;
(11) market-area transportation and/or parking services,
but excluding personal travel, within a reasonable time prior to the
event, during the event, or within a reasonable time after the event
that have not otherwise been compensated or recovered from event-related
revenue earned from providing the transportation and/or parking;
(12) temporary signs and banners;
(13) advertising for the event which:
(A) occurs prior to or during the event;
(B) includes the event name and date, or event name
and location; and
(C) are the Applicant's obligations in the event support
contract;
(14) promotional items that are created specifically
to promote the event to the extent that the per-unit costs of such
items are nominal in value;
(15) production costs directly associated with the
production of the main event, including staging, rigging, sound and
lighting systems;
(16) uniforms for event staff that are created specifically
for the event;
(17) costs directly attributable to inclement weather
occurring immediately before, during, or immediately after an event,
except costs of damages or lost revenue;
(18) any other direct costs resulting from requirements
of the event support contract that are not otherwise unallowable by
state law or regulations, including §184.45 (Unallowable Costs),
and which are determined by the Office to be directly attributable
to the preparation or presentation of the event;
(19) costs directly attributable to the performance
of the national anthem of the United States or a foreign nation at
the event;
(20) cost of a photographer or videographer that documents
the event;
(21) food, the provision of which is directly related
to the conduct of the event and that is provided on-site at the event
to event participants or other personnel necessary to the conduct
of the event (e.g. referees, judges, volunteers). The Office will
only reimburse food costs up to $36 per person/per day;
(22) the cost of a non-monetary prize or other form
of award for participation or competitive performance in an event
that is reasonable and customary for that event; and
(23) the cost of an event participant's, coach's, referee's,
judge's, or other similar person's lodging, automobile mileage, rental
car, and commercial airfare that is directly related to the conduct
of the event, provided that the participant, coach, referee, judge,
or other similar person does not reside in the event market area.
The Office will only reimburse:
(A) lodging and automobile mileage costs up to the
allowable rates for state employees, found at: https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php
(last visited on September 20, 2016);
(B) rental car costs up to the regular published rates
for a standard full-size vehicle; and
(C) airfare costs up to the regular published rates
for coach-class airfare on a commercial airline.
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