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2017 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND SPIRIT OF THE WEST COWBOY GATHERING
This Contract, effective January 1, 2017 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the 2017 Spirit of the West
Cowboy Gathering ("Contractor").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Payment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of six thousand, five hundred dollars ($6,500.00) for
marketing and advertising.
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of six thousand, five
hundred dollars ($6,500.00) for marketing and advertising.
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave — Suite 105
2017 County Lodging Tax Funding Agreement Page 1
Ellensburg, WA 98926
auditorsaccounting@co.kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items only:
Marketing and advertising -including social media, website, print, radio, and TV
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I. ** Contractors must complete the Lodging Tax Reimbursement online training course
provided by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
**new
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
2017 County Lodging Tax Funding Agreement Page 2
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non -complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. indemnity, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
■ Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
• Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
• Any breach of or default under this Agreement by Contractor.
Section S. Compliance with Public Records Law.
2017 County Lodging Tax Funding Agreement Page 3
a. In compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
2017 County Lodging Tax Funding Agreement Page 4
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. In the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
2017 County Lodging Tax Funding Agreement Page 5
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
[Print Name]
[Address]
[Telephone]
2017 County lodging Tax Funding Agreement Page 6
Submission Checklist
For office use only
Please mark "yes" or "no" to each criteria below:
EXHIBIT "All
Applicant filled out the proper application version for this
grant cycle.
Applicant answered each question.
i ie r A budget is attached which includes revenues, expenses
and anticipated profit or loss (plus previous 3 years
actuals for ongoing projects/events).
The applicant has signed and dated the certification
statement required in item 10 of the application.
The application was submitted on time_
Proof of non-profit status is included (if applicable).
Please date stamp the application and initial.
County -wide Lodging Tax Application For Office Use Only P a g e 115
Request for Proposals
2017 Lodging Tax Fund
Submission Deadline: Friday, September 30, 2016
Kittitas County Commissioners
205 W 5th Avenue, Suite 108, Ellensburg, WA 98926
509-962-7508
— - ...- .. ..... ....--........ ..................
2017 Lodging Tax Funds — General Information
1. _ . ._ _ . - .... _ _ - ----- ----------- ............
Various municipalities within Kittitas County impose a lodging tax assessed on the sale or
charge made for furnishings of lodging according to RCW 67.28.180 and RCW 67.28.181. In
accordance with the tax and Washington State Law, Lodging Tax Advisory Committees may also
be established by various jurisdictions. The committees' purpose is to advise and recommend
to the legislative authority of the city or county how excise taxes on lodging should be allocated
to support tourism which in turn generates revenue.
Uses Accord in g to Law:
According to State Statute and the interlocal agreement between the Kittitas County and the
Cities of Cie Elum, Ellensburg, and Roslyn, funds awarded under this process may be used for
the following:
1. Tourism marketing;
2. The marketing and operations of special events and festivals designed to attract
tourists;
3. Supporting the operations of tourism -related facilities owned or operated by
nonprofit organizations described under 26 U.S.0 Sec. 501(c) (3) and 26 U.S.C.
Sec. 501 (c) (6) of the internal revenue code of 1986, as amended.
Definitions included in state law which should be considered in any _application requesting
funding include:
(1) Tourism means economic activity resulting from tourists, which may include
sales of overnight lodging, meals, tours, gifts, or souvenirs.
(2) Tourism promotion means activities, operations, and expenditures designed to
increase tourism, including but not limited to advertising, publicizing, or
otherwise distributing information for the purpose of attracting and welcoming
tourists; developing strategies to expand tourism; operating tourism promotion
agencies; and funding marketing or the operation of special events and festivals
designated to attract tourists.
(3) Tourism -related facility means real or tangible personal property with a usable
life of three or more years, or constructed with volunteer labor that is: (a) (i)
Owned by a public entity; (ii) owned by a nonprofit organization described under
section 501(c) (3) of the federal internal revenue code of 1986, as amended; or
(iii) owned by a nonprofit organization described under section 501(c) (6) of the
federal internal revenue code of 1986, as amended, a business organization,
destination marketing organization, main street organization, lodging
association, or chamber of commerce and (b) used to support tourism,
performing arts, or to accommodate tourist activities.
Review Process:
Cie Elum, Roslyn, Ellensburg, and Kittitas County have all agreed to collaborate in review of
grant applications and awarding lodging tax funds for special events and festivals. Each
municipality's committee or designees will review all complete applications, score them based
on the information provided by the application, rank the applications, recommend any funding
County -wide Lodging Tax Application P a g e 11
awards, and forward the score sheets, ranking, and funding recommendations to Kittitas
County.
County staff will compile the score sheets, rankings, and funding recommendations for further
consideration by a county -wide Lodging Tax Advisory Committee (LTAC). The county -wide LTAC
will be comprised of an equal number of members from each participating jurisdiction. The
county -wide LTAC will receive the scoring, ranking, and recommendations list and will conduct
a public meeting where each applicant which received a funding recommendation will have the
opportunity to present their application and answer questions. The county -wide LTAC will
publicly deliberate on the applications and the list to produce a final recommendation which
will be forwarded to each participating jurisdiction's legislative authority for final action.
Scoring sheets which determine the overall ranking of applications are included in this packet
for your reference and information. Applications which do not receive an average minimum
score of at least 50 points or who do not follow the submission instructions will not be
eligible for funding.
Local Policy on Disallowed Uses:
The Lodging Tax Advisory Committees have determined that certain types of activities are not
eligible for funding awards even if they may be tourism related. These include anything
affiliated with the following: prizes for contestants, resale items, food and drink, beautification,
fundraising, and membership drives. This list should not be considered comprehensive and all
funding recommendation decisions are at the discretion of the committees and subject to
change by majority opinion.
Application Definitions:
Below is a list of terms and phrases which have specific meaning within this application. It may
be helpful for you to review these as you prepare responses so that you have a better
understanding of the reviewers' expectations.
Date -specific is an event or project which occurs over less than one month.
Matching Funds is the amount of funding your organization is contributing to the
project or event. This includes both direct and indirect fund support. Direct funds can
be in the form of cash funding from your organization or funding secured from
elsewhere but dedicated to the project or event such as other grants, loans, donations,
etc. Indirect funding support includes in-kind support like labor, volunteer support,
supplies, and services which directly relate to the project or event, including those
provided by your organization and others.
New Projects/Events are projects/events which are in the first four years of existence.
For example, a proposal for a barbeque competition which is in its third year would be
defined as a new project/event. Likewise, a project by an existing museum which
expands its current offerings, or a specific new strategy for appealing to a different
target market that is in its first year, would be considered a new project. Ongoing
general marketing and advertising campaigns or general operational support requests
for organizations/event which have existed for longer than four years are not defined as
a new project/event.
County -wide Lodging Tax Application P a g e 12
Ongoing Projects/Events are defined as projects/events that have been established for
more than four years. Applications that qualify under this definition may be awarded up
to 10% of the project's/event's expense budget.
Partnerships are agreements between events/organizations/groups which enhance the
overall project/event by providing additional value-added benefits or opportunities for
attendees as well as the participating partners. For instance, as part of your event, you
may have partnered with a local hotel or campground for a special group rate for
overnight attendees. You may have also partnered with a local restaurant to provide a
special meal discount or drink offer. You may have also agreed to refer your attendees
to another event simultaneously occurring in another part of the county.
Project Budget is a written description of the complete budget for your project or event.
It must include anticipated revenues, expenses, and any potential profit or loss.
Seasonal means a project or event which operates at least 1 month and up to 6 months,
and during at least 2 seasons (Spring, Summer, Fall, Winter).
Self -Sustaining is being able to provide for your own needs without the assistance of
grant funds.
Supports County as a Tourism Destination means including strategies within your
proposal which will assist in attracting tourists to our County during times of the year
other than for your project/event alone. This may include cross -promotion agreements
with other projects/events, it may include active marketing of other projects/events at
your project/event, it may include referring attendees directly to other tourist
opportunities in the County, etc.
Year-round means a project or event is ongoing and actively working to attract tourists
for at least 6 months, and at least 3 seasons (Spring, Summer, Fall, Winter).
County -wide Lodging Tax Application P a g e 13
SUBMITTAL INSTRUCTIONS
Please return ONE COPY of the entire original application (including the cover sheet and
instructions sheets) and answers to narrative questions to:
Kittitas County Commissioners
Attn: Lodging Tax Grant Application
205 West 5thAve, Suite 108
Ellensburg, WA 98926
Applications must be received no later than 5:00 .m. Friday September 30 2016 or
postmarked no later than September 30 2016.
Incomplete and/or late applications will not be considered. Applications may not be changed
or amended by the applicant after the deadline for submission.
Electronic Submissions:
Applications may be submitted to the following email address: bocc@c kittitas.wa.us
Applications may be faxed to: 509-962-7679
Schedule:
Applicant Workshops (attendance at one workshop is strongly encouraged)
Ellensburg City Hall Council Chambers 8/18/2016, 5:30 PM & 8/25/2016, 5:30 PM
Upper Kittitas District Court, Cie Elum 8/16/2016, 5:30 PM & 8/23/2016, 5:30 PM
Application deadline 9/30/2016
• Oral presentations of proposals to county -wide LTAC 11/18/2016
• Applicant Award Notification and fund availability 1/1/2017
Project Management:
Successful applicants shall be required, as a condition of the funding award, to enter into a
contract. The agreement may include, but not be limited to, the specific amount of the award
and what it may be used for, all reporting requirements associated with this funding, payment
terms, and any and all other appropriate terms of the funding. Kittitas County will be the
contracting agent for all approved projects. A condition of the grant award which includes
funding from the City of Ellensburg may be that the MyEllensburg.com website be named on
any organizational website.
All funds awarded under this program will be available in the form of reimbursable grants. The
funds will be available for reimbursement beginning January 31 and ending December 31 of the
calendar year immediately following award notification. Any unexpended funds will be
returned to the Lodging Tax accounts from where they came and made available for re -
appropriation. All requests for reimbursement shall be made to the Kittitas County Auditor's
office at the following address:
County -wide Lodging Tax Application P a g e 14
Kittitas County Auditor
Attn: Lodging Tax Grant Funds Reimbursement
205 W 5th Ave, Suite 105
Ellensburg, WA 98926
auditorsaccounting@co.kittitas.wa.us
For specific information and requirements regarding the reimbursement process, please
contact the Auditor's office at 509-962-7502.
Project Reporting Requirements:
State law requires that all recipients of Lodging Tax revenues must submit a report to the
municipality describing the actual number of people traveling for business or pleasure on a trip:
A. Away from their place of residence or business and staying overnight in paid
accommodations;
B. To a place fifty miles or more one way from their place of residence or business for the
day or staying overnight; or
C. From another country or state outside of their place of residence or their business.
A report form will be provided as part of the contract for receiving funds. We ask that you
provide this information within 60 days after your event is complete once you have critiqued
your event.
In addition, any reports which are produced as a result of a grant award must be submitted
within 60 days of completion as part of your project reporting requirements. This will provide
evidence that the work paid for by the grant has been completed.
Applicant Categories and Eligibility:
Grants from lodging tax funds are provided for two types of applicants, New Projects/Events
and Ongoing Event Support. An organization may apply for funding from one or both
categories. If applying for funding from both categories, the application must clearly identify
the different funding categories requests. The categories are defined as follows:
The New Project/Events category is for applications from events/projects which are
within the first four years of existence. Applications may be considered in this category
from established events (older than four years) which are proposing a new or expanded
project designed to increase tourism as part of an ongoing event.
The Ongoing Project/Event Support category is for applications from established events
(ongoing for more than four years) which may request continuing support. Grant
awards are limited in this category to no greater than 10% of the event's expense
budget. This category includes project/events which may be operating under a new
board or organization, moving venues, changing dates, or implementing other non -
substantial changes to a project/event which is ongoing for more than four years.
Other Information:
Insurance: As part of its contract for performance, a municipality may require contractors to
maintain liability insurance in the amount of $1,000,000 or more and name the municipality as
an additional insured on its liability insurance policy.
County -wide Lodging Tax Application P a g e 15
Application Form: This packet will be available on the website of each participating
municipality as a word document and as a pdf. It can also be obtained directly as a hard copy or
in digital format by contacting the Kittitas County Board of Commissioners office at 509-962-
7508. Website addresses where the application may be found are as follows:
• www.ci.ellensburg.wa.us
■ www.citvofcleelum.com
• www.ci.rosly_n.wa.us
■ www.co.kittitas.wa.us
Grant Preferences:
In the review of applications, the Lodging Tax Advisory Committee or designees will grant
preference to those proposals which (1) increase tourism, and (2) demonstrate ability toward
eventual self -sustainability. Applications from not-for-profit organizations will be given
preference over those from for-profit entities.
Guidelines and Requirements for Advertisinig Expenditures of Lodeinrg Tax:
Branding
Contractors who have been approved to utilize grant awards for advertising
expenditures must incorporate Kittitas County and the appropriate City of Cle Elum,
Ellensburg, or Roslyn tourism information as follows:
A. Websites and Social Media Sites must include the County's and appropriate
City's tourism website logo with an operational link to the site(s). The logo must
be displayed on the contractor's home page, it must be sized no smaller than %:
inch in height, and must be surrounded by appropriate white space to allow easy
recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types ( including but not
limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e -
newsletters, third -party websites, streaming displays, etc.) must include the
County's and appropriate City's tourism website logo. The logo must be sized no
smaller than %: inch in height, and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the
logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online,
electronic kiosks, motion billboards, etc.) must include the County's and
appropriate City's tourism website logo. The logo must be size no smaller than Y2
inch in height, and must be surrounded by appropriate white space to allow easy
recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
All logos and website information may be obtained by contacting the Director of
Tourism, Kittitas County Chamber of Commerce.
County -wide Lodging Tax Application P a g e 16
Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising
expenditures must adhere to the following guidelines and requirements for each type of
advertising media utilized:
A. Print Advertisi
1. Print advertising placed with any media provider which operates exclusively outside
of Kittitas County may be reimbursed at 100% of the cost, including any production
costs. To operate exclusively outside of Kittitas County, the provider must not be
physically located in the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas
County may be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to10 days
prior to the event may be reimbursed at 100% of the cost, including any
production costs.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 A, (2)(a) above, advertising reimbursement requests
must include a statement from the media provider specifying the percentage
distribution to areas outside of Kittitas County. Reimbursements will be allowed
for the amount distributed outside of Kittitas County, including any production
costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas
DMA will be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas
DMA will be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days
prior to the event may be reimbursed at 100% of the cost, including any
production costs.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate
of 70% of the total cost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including
any production cost.
Streamed media (radio, television, other) requests for reimbursement must include
a statement from the media provider specifying the percentage of recipients which
are outside of Kittitas County. Reimbursements will be allowed for the percentage
distributed outside of Kittitas County, including any production costs.
County -wide Lodging Tax Application P a g e 17
D. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any
production cost, for each item mailed or shipped to a destination outside of Kittitas
County. In order to receive reimbursement, a list of the addresses and a signed
statement from the contractor that the list is accurate, or other proof of delivery,
must be provided along with other required documentation.
F. Flyers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at
100% of the cost, including any production cost. In order to receive reimbursement,
a list of the locations where flyers or posters were posted outside of Kittitas County
and a signed statement from the contractor that the list is accurate must be
provided along with other required documentation.
F. Radio Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County
may be reimbursed at 100% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County
may be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days
prior to the event may be reimbursed at 100% of the cost, including any
production cost.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate
of 30% of the total cost, including any production costs.
Order of Documents Requirements:
Complete applications must be submitted with documents in the following order to receive
consideration for funding:
1. Submission Checklist;
2. Application form;
3. Answers to application form questions;
4. Grant application rating form;
5. Applicant checklist;
6. Budget documents;
7. Additional information (limited to 3 pages);
8. Proof of non-profit status (if any).
County -wide Lodging Tax Application P a g e 18
APPLICATION QUESTIONS
Please answer each question com I�ete_l in the order listed, on a separate sheet attached to
this application. Please include any supporting data within the response narrative.
1. Please provide a description of your project/event and identify the specific tourism
audience/market that your organization will target with these funds. You must include
an itemized list of exactly how any grant funds awarded will be utilized.
2. Please provide the following estimates of how any money received will result in
increases in the number of people traveling for business or pleasure on a trip:
I. Away from their place of residence or business and staying overnight in
paid accommodations;
II. To a place fifty miles or more away from their place of residence or
business for the day or staying overnight; or
III. From another country or state outside of their place of residence or
business.
You must provide the evidence utilized in determining your projections.
What tools will you use to measure your event's impact on tourism? Please be specific
and provide examples. Include the following information:
I. Is your project/event year-round or is it seasonal or date -specific?
II. What strategies will you employ to assure you are attracting tourists from
at least 50 miles away?
III. What strategies will you use to assist in marketing all of Kittitas County as
a tourist destination with your event/project funding request?
4. Does your organization have, or have you applied for, grant funding from other sources?
If not, why not? If yes, please list the available funding you have for the project,
including any volunteer and in-kind sources, and/or the sources and amounts for which
you have applied. Please note which funding sources are secured and in hand so a true
matching fund determination maybe determined. What changes would occur if the
project couldn't be funded?
5. If your organization collaborates or has created partnerships with other organizations,
groups, or other events to cross -promote in an effort to encourage county -wide
tourism, how is this accomplished?
6. Please explain what plans exist to allow this project to become self-sustaining. Include
any plans for ticket sales, event sponsors, and other cost -recovery models.
7. Additional information: Provide any additional information which will assist the Lodging
Tax Advisory Committee in evaluating your project and its benefit to tourism. Please
limit any additional written information to one page and any other additional
attachments to 3 pages. Regardless of how much additional information is included,
only the first 3 pages will be provided to reviewers.
8. Project Budget: Please attach a copy of the complete budget for this project/proposal.
If your agency operates independently of this project application it may not be
County -wide Lodging Tax Application P a g e 1 10
necessary to submit the entire agency budget. You must submit_a budget which
specifically pertains to the project/event for which you are requesting funding anti
adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or
loss. For projects/events which are ongoing for more than one (1) year, please also
submit actuals from the previous three (3) years of operations for the project/proposal
if applicable. Also, please supply any narratives necessary to understand the budget
being submitted and list separately any in-kind or volunteer contributions. If applying
for funding for both "New Project/Event" and "Ongoing Project/Event Support" you
must clearly identify the different requests. This _may be most easily accomplished by
submitting separate budgets for each request category.
For any claimed in-kind contributions valued at 500 or more and related to
marketing/advertising, you must submit verifying documentation which assures the
contribution will be provided. For instance, if you are claiming in-kind contributions in
the form of advertising match, a binding contract itemizing the matching value and
obligating each party must be provided.
Please assure your budget, and actuals from previous years (if applicable), are in the
following basic format:
Revenues:
Cash
Donations/Sponsorships
Sales
Vendor Fees
Grants
Etc.
Total Revenues
In -Kind Contributions:
Volunteer Labor
Donated Services
Donated Materials
Etc.
Total In-kind
Expenses:
Venue
Insurance
Services
Advertising
Security
Etc.
Total Expenses
Profit/Loss (Revenue less Expenses)
County -wide Lodging Tax Application P a g e 111
9 Has your event received Lodging Tax funds in previous years?
Yes _ No
If yes, please list each year and the amount received for that year.
All applicants must also provide the following information regarding the event/project:
Prior Year Projected
A. How many participants and spectators
attended last year's activity and/or will
attend this year?
B. How many days did/will your event occur?
C. How many room nights were and /or will be
booked as a result of your project/event?
(You must provide a verifiable source of information as
evidence for your response to item C. Failure to do so
will disqualify your application. )
10. Application Certification:
The applicant here certifies and affirms: 1. That it does not now, nor will it during the
performance of any contract arising from this application, unlawfully discriminate
against any employee, applicant for employment, client, customer, or other person who
might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion,
military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide
by all relevant local, state and federal laws and regulations and; 3. That it has read the
information contained in the Instructions on pages 1 and 2 and understands and will
comply with all provisions thereof.
Certified by: (signature)
(print name)
Title:
Date:
County -wide Lodging Tax Application P a g e 1 12
Request for Proposals
2017 Lodging Tax Fund
COWBOY GA BRING
A celebration of musk. ooetrr. and art is Sllembary WA
Submission Deadline: Friday, September 30, 2016
Kittitas County Commissioners
205 W 5th Avenue, Suite 108, Ellensburg, WA 98926
509-962-7508
APPLICATION FOR 2017 LODGING TAX GRANT FUNDING
Name of Organization: SPIRIT OF THE WEST COWBOY GATHERING
Organization mailing address: P.O. Box 553
Ellensburg, WA. 98926
Organization contact person & title: Amy McGuffin
President
Organization/contact phone: 509-607-1081
Email: amy@kittitascountychamber.com
Organization Website: EllensburgCowboyGathering.com
Federal Tax ID Number: 26 3426669 UBI Number: 602 464080
Organization is a (select one):
Government Entity
X 501(c)3
501(c)6
Other
(Note: you must submit 501(c)3, 501(c)4, or 501(c]6 approval documentation -see sample document)
Project/Event Name: 2017 Spirit of the West Cowboy Gathering
Project/Event Date: Thursday, February 18th - Sunday, February 21st, 2017
Project/Event Location: Various Downtown Ellensburg businesses, Kittitas Valley Event Center, Cavalry Baptist at Liberty
Theatre
Amount of Funding Requested: $ 7,600.00
For which funding category do you qualify (check one) (see instructions for definitions):
_ New Project/Event
X Ongoing Project/Event
Estimated # of overnight stays: 177
Tourism Seasons: From the list below, what season will your project enhance tourism?
Please indicate the appropriate season.
Season:
Year-round
Offseason
Shoulder season
High season
Months:
January - December
November - February
October or March - May
June - September
APPLICATION QUESTIONS
Please answer each question completely, in the order listed on a separate sheet attached to this application.
Please include any supporting data within the response narrative.
1. Please provide a description of your project/event and identify the specific tourism
audience/market that your organization will target with these funds. You must include an
itemized list of exactly how any grant funds awarded will be utilized.
The Spirit of the West Cowboy Gathering is a celebration of America's Western Heritage and features
some of the nation's best in Western poetry, music, cowboy cuisine, and art, as well as the latest in
quality western gear, clothing and decor. The Spirit of the West Cowboy Gathering runs every
President's Day weekend and provides a setting during the off season where locals, tourists and old
west aficionados from across the country can come enjoy the culture of the American west and relive
the magic of the cowboy life while listening to stories and ballads of the west.
This year's Spirit of the West will once again include numerous events designed with the goal of
increasing attendance and tourism to Kittitas County. These events include various free concerts, family
friendly events and ticketed concerts with well-known headline entertainment. Free entertainment will
once again be offered for 5 hours on Friday and Saturday in the old downtown Ellensburg business
district and has been increased to eight different business locations around town, each location offering
5 different performers for a total of 80 free performances over two days. Other free events include a
Cowboy Church Concert, all day Fiddlers Contest, Educational Workshops, Presentations, Exhibits and
Demonstrations, Open Mic sessions and our Western Gear and Art Show. We are offering another
"new" and expanded children's activity event to bring more families into the festival. Again we will be
presenting a Sunday afternoon concert and new for this year we have expanded the festival by adding
one more day that will be comprised of a western clothing fashion show on Thursday evening that
includes appetizers and drinks. Both the new Thursday evening event and Sunday afternoon concert are
designed to keep festival -goers in the Kittitas area longer, staying over at hotel/motels an extra night or
two, and therefore not only staying to enjoy more sights in the area, but purchase more food at
restaurants and merchandise at local businesses.
Our key demographic target is cowboy poetry, music and art fans who along with their families and
friends represent a diverse, up -scale audience with a large discretionary spending capability. Our goal is
to draw in a new and varied age group that includes those who have never experienced cowboy poetry
and western music. Lodging Tax funds obtained will be used toward increased marketing and advertising
of the Spirit of the West festival event. Our integrated marketing campaign will target not only
Washington state residents, but also residents of Idaho, Oregon and Utah. This will be accomplished by
the use of social media inclusive of our website and Facebook, print media such as mailers, brochures,
magazine and newspaper ads, plus radio and television ads.
2. Please provide the following estimates of how any money received will result in increases in
the number of people traveling for business or pleasure on a trip:
I. Away from their place of residence or business and staying overnight in paid
accommodations.
II. To a place fifty miles or more away from their place of residence or business for the
day or staying overnight; or
III. From another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projection.
This year the Spirit of the West is offering a weekend pass which allows festival—goers to attend all
concerts and the dance at an early bird special rate. Spirit of the West is also presenting the "new"
Western fashion show event on Thursday evening. Out of area visitors will be more justified and likely to
spend one to four nights at a local hotel/motel and therefore purchase more fuel, meals and
merchandise in Kittitas County and the surrounding area along with enjoying other opportunities
provided in the area. With
Through concert ticket sales we can confirm that there were at least 581 attendees at the Spirit of the
West in 2016 over the 3 days. That number does not include all those attendees (participants and
spectators) who did not purchase a concert ticket but rather only attended the many free events that
took place over the 3 day festival. We estimate at least another 1500 people attended the festival's
cowboy gospel concert, fiddler's contest, 5 free downtown concerts over two days, cowboy church
concert, gear/art show, open mic event, educational workshops and children's events. Ticket sales also
does not include all the entertainers and their families, fiddle contest contestants and their families, and
many volunteer who spent several days in the area.
Hotel information was received from Hampton Inn with 2 room night stays and Quality Inn with 16 room
night stays for a total of 18 confirmed room night stays. The Kittitas Valley Event Center confirmed 15
overnight camping stays. Due to our limited information regarding room night stays from hotels/motels
in the area during the weekend of the Spirit of the West, our true total number of overnight stays is
unavailable and limited to only 33 confirmed. From the zip code information we obtained from our
ticket sales we estimate that about 27.5% of the attendees were from within Kittitas County, 72.5%
were from out of county with 57% of that total attending from more than 50 miles away.
With Spirit of the West taking place over a 3 day weekend and occurring during an off season time of the
year with no other event of this kind during this time of year in the area, we are confident that we can
continue to increase our attendance. Even with inclement weather, event locations are all indoors and
within easy walking distance or driving distance of one another.
Downtown Ellensburg businesses have been quick to partner with Spirit of the West as they have found
that during the Spirit of the West weekend they have increased revenues and sales as was shown
through past surveys.
3. What tools will you use to measure your event's impact on tourism? Please be specific and provide
examples. Include the following information:
I. Is your project/event year-round or is it seasonal or date -specific?
II. What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
III. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination
with your event/project funding request?
The Spirit of the West Cowboy Gathering is an annual, date specific event that takes place every
Presidents Day weekend. Being a festival that takes place during the off season of tourism and over a
three day weekend, we offer tourists something a little different that takes place indoors no matter
what the weather and can be either an all-inclusive weekend or a single day side trip/activity after
skiing, snowmobiling or any other winter activity. For people from the west side of the mountains, it is a
great way to get away from the rainy winter weather to enjoy a weekend of fun.
The tools we use to measure the impact of the Spirit of the West Cowboy Gathering on tourism include:
Gathering zip code information from concert ticket sales and merchandise sales.
Providing an online survey via SurveyMonkey that will help us gather data regarding where the attendee
was visiting from (zip code), where they stayed (hotel/motel or other) and how long they stayed in the
area.
Partnering with local hotels/motels by saving blocks of rooms specifically for Spirit of the West
attendees/entertainers, so that we can follow up after the event to get actual numbers of rooms booked
that weekend.
Calling hotels/motels one week before the event to try to get more specific numbers of room nights
booked by Spirit of the West attendees for that specific weekend.
Google Analytics to get an overview of visitors both old and new to the Spirit of the West website.
Facebook campaigns and ads.
In 2015 we presented a survey to local downtown businesses to get feedback regarding the impact on
Sales and customer visits. We will be distributing surveys to local downtown businesses after the 2017
event to see if changes have made any difference in increasing attendance in the downtown area and
what changes are still needed.
A marketing campaign partnership will be handled through the Kittitas County Chamber of Commerce
and Genesis Marketing. This marketing and advertising campaign will be geared towards reaching
customers in Washington Oregon, Idaho and Utah. But also reaches nationally with True West magazine.
The following strategies are used by Spirit of the West to assist in marketing all of Kittitas County as a
tourist destination:
The Spirit of the West Website offers The CentralWashington.com "Live Life in Color" branding logo on
our main page with a clickable link and the MyEllensburg.com branding logo with a clickable link also, all
locate on the contact page. The website also includes a page listing all lodging and food available in the
Kittitas County area with links to those businesses.
Both the CentralWashington.com Live Life in Color and My.Ellensburg.com branding logos are on
informational posters and mailers for Spirit of the West and newspaper ads.
Spirit of the West Cowboy Gathering is listed in the Official Central Washington Visitors Guide, the
Washington Festivals and Events catalog and the Explore Kittitas County Guide.
Spirit of the West event is listed on the Ellensburg Downtown Association website and
MyEllensburg.com website.
4. Does your organization have, or have you applied for, grant funding from other sources? If
not, why not? If yes, please list the available funding you have for the project, including any volunteer
and in-kind sources, and/or the sources and amounts for which you have applied. Please note which
funding sources are secured and in hand so a true matching fund determination may be determined.
What changes would occur if the project couldn't be funded?
Grant Applied
Ellensburg Arts
unknown
Grant Applied
Law and Justice Council
unknown
Volunteer Hours
2855 Hours x $26.72 =
$76,285.60
In -Kind Secured
Genesis Marketing
$5,320.00
In -Kind Unsecured The Spirit of the West has approached over 100 businesses and
organizations for both sponsorships and in-kind donations, but as of this time, being that it is still so
early in preparations for the event, we as of yet have not secured any donations or sponsorships. Follow
up will continue with all business approaches previously.
The Spirit of the West marketing and advertising plan, along with a growing interest in all things "old
west" has added to its continued success. We have learned from our customer surveys that increasing
ticket prices, downsizing events and programs and charging for what are now free events, all have a
negative impact on this festival and its attendance. We also continued to hear from vendors that booth
fees need to stay at a reasonable and affordable price for them to continue to be able to travel and set
up for this event. If the Spirit of the West budget was unable to fund the continued expansion of our
marketing and advertising plan through our budgeted amount, it would be necessary to reevaluate our
free programs and concerts that we offer and either downsize the festival or completely eliminate those
free events that are available to the public.
Spirit of the West Cowboy Gathering
February 17-19, 2017
o>f4nrR
Online Marketing(Pacebook lnmagrem)
■
3,000.ou
Ad Production
$
450.00
Ilse Stieaming
$
'go..
T4
NWCN
6
3,000.00
Comcast
$
3,000.00
IQMA/XPRR
$
1,500.00
TV Ploduetian
S
5o.00
panda.
$
5,—.00
RXLR
it
500.00
ChenyCreek
i
Soo. -
Raw
Daily Record
$
5m.00
True West
$
M75.00
Competitor News
$
9+4.00
RntetalnerTrl CRim
$
40oo.00
Ad Design Fees
$
t—un
Poster Design Fee
$
60.00
Brochures
$
42500
TOTAL $
24674•oo
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Ilve Stm,mingwill be at the event for 1-2 hooreatI rete of$95/hr
NWCN will con from I/1-2/17 and will target Seatfl pbeoma Metro ere& and LheTd-
atiea
Comcast will con from I/45+2/17 target Seattle/Peeoma Metro area
XRPR/IQMA W91 con from 1/15-2/t7 and targetYekims and 'Id Otles areas
"(14a,
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added as bonus to audio ads. See added value call—taihelow.
KXl.e Redlo ads w91 mn 7dayw prior to event
Moir
I" Rdson! I ed lra 4' -Ilse wp$ brlsre the event Need on publication
a[Aiklhd'dy Wre prvp*nl wApppMd O buy.
Ttue West:,/3 page vertical - price from 216 rete kit
Competlmr Nevve: 2- Full pags- FLIT Color Ade- $457/ad Wlth 2 ed pumhaae per
2og6 Media XR
Entertainer: t Full Page- Full Color+Article
Addiiiii MATR
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Added Value:
NWCN u1 spot marching ($1950 value,est)
KEPR 1:1 spot matching on IOMA ($1050 value, est)
TV Production: $47o value mAngs
Pandora: Mile Ada during Audio Spot ($45oovalus, est)
KXLR: 2:1 non-pmflt spot marching ($175 value, eat)
Cheny Creek:2:t spot matching ($175 value, est)
Partnership Budget Approval
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produced provided that the scripts mach the produced spot &pmnuncl&tion Is
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CHAN113EKof
E
I
COMMERC
609 North Main Street, Ellensburg, WA 98926
P: 509.925.2002 i TF: 888.925.2204 i E: amy@kittitascountychamber.com
Spirit of the West
agrees that they will work with the Kittitas County Chamber and
its marketing partner, Genesis Marketing, to fulfill the marketing proposal approved in our 2017 grant.
Spirit of the West
agrees that they will authorize with signature a specific
media placement plan to be done by the Kittitas County Chamber and its marketing partner, Genesis
Marketing. This plan will facilitate the proposed plan presented and approved in the 2017 grant, and
will establish a timeline of execution of the marketing and advertising plan.
The following in-kind advertising and marketing pieces amounting to $500 or more are itemized below
per the proposed 2017 marketing plan for Spirit of the West
NWCN
KEPR
TV Production
Pandora
KXLE/Cherry Creek
J=
Signature of Partner Contact
130 1 L,
Date
50'�-?63-3(o3�
Partner Contact Phone
in the amount of: $1950.00
in the amount of: $1050.00
in the amount of: $ 470.00
in the amount of: $1500.00
in the amount of: $ 350.00
In-Kind/Trade amount total: $ 5320.00
Cr ah0 V'Yjw YnWLOQ
Partner Contact Email
'4wy "u iw
Amy McGuffin, Kittitas County Chamber of Commerce
9/30/2016
Date
S. If your organization collaborates or has created partnerships with other organizations, other
groups, or other events to cross -promote in an effort to encourage county -wide tourism, how is this
accomplished?
The Spirit of the West has partnered with the following organizations, businesses and individuals to
encourage and increase tourism through cross promotion via social media, local advertising, print
media, website links and reverse links. Downtown Ellensburg businesses have been quick to partner
with Spirit of the West as they have found that during the Spirit of the West weekend they have shown
increased revenues and sales as was demonstrated through past surveys. New for 2017, the Spirit of the
West has joined the Western Music Association and was presented in their Summer 2016 Western Way
magazine with a full page article. The Western Way magazine is a leading publication in the nation for
Western Music fans and performers. Spirit of the West has also partnered with The Rodeo Royalty
Roundup in assisting with selection of the Miss Spirit of the West.
Bares and Broncs
Blue Rock Saloon
Calvary Baptist Church at Liberty Theatre
Central Washington University
City of Ellensburg Arts Commission
Cie Elum Roundup
Clymer Museum
Cowboy Traditions Ranch Roping
Daily Record
Downtown Ellensburg businesses
Ellensburg Downtown Association
Ellensburg Rodeo
Entertainer's websites
Fitterer's Fine Furniture
Gard Vintner
Idaho Cowboy Poets Association
Kittitas County Cattlewomen's Association
Kittitas County Chamber of Commerce
Kittitas Valley Event Center
Kittitas County Historical Museum
MyEllensburg.com
Pine Street Mall
Rodeo City BBQ
Royalty Roundup
The Porch Steakhouse
Vendor's websites
Western Music Association
Washington Old Time Fiddlers Association
Western Art Association
Mailers and information booths at other events
6. Please explain what plans exist to allow this project to become self-sustaining. Include any
plans for ticket sales, event sponsors, and other cost -recovery models.
As a non-profit we are always searching out local event sponsors. This can be difficult in a small
community that is tapped out with sponsorship requests and sponsors outside the area tend to want to
sponsor only events within their own community. Therefore the 2017 Sponsorship packet has been
updated to not only continue to include our higher priced all-inclusive sponsorships but we have now
added smaller priced sponsorships that will allow a larger number of businesses to sponsor the event at
a more affordable fee. Our comprehensive sponsorship program continues to offer businesses and
individuals the opportunity to choose among 11 different sponsorship packages so that they can find
one that will best suit their needs. We also offer the opportunity for businesses to promote themselves
on our event program with different page sized business ads. New for 2017 we will be offering
businesses a rip card partnership. These are rack cards that will be distributed year-round where a
business can include a special coupon discount. We continue to listen to our event attendees survey
results and improve on entertainment choices, ticket prices and concert venues with the goal of
increasing ticket sales. In order to cut costs and not have to eliminate free events, we will not be
holding a concert in 2017 at the larger, more expensive Central Washington University Concert Hall. Our
goal is to not only save money on venue costs, but to sell out at a slightly smaller concert venue and
therefore not have to raise ticket prices. We have also increased our local partnerships in order to
obtain decreased fees for venue locations. With the lowering of vendor fees from last year and reaching
out to past and new vendors earlier in the year, we are hoping to continue to increase the number of
vendors who are able to participate. We also listened again to vendor feedback and will not be using
pipe and drape which is an added expense. For 2016 we partnered with Daniel Beard of Bares and
Broncs and offered a pre -event party as a fundraiser that included dinner, drinks, western poetry and
music along with the crowning of Miss Spirit of the West and a Live Cowboy Auction. New for 2017 will
be the Spirit of the West Showcase event that will offer new performers an opportunity to present their
music and poetry for a chance to actually participate as a performer at the 2018 Spirit of the West
Cowboy Gathering. The final performers will present their poetry and music at a ticketed event where
attendees will have the opportunity to vote on the performers. This event is planned to occur twice
during the year.
9. Has your event received Lodging Tax funds in previous years? Yes _X_ No
If yes, please list each year and the amount received for that year.
CITY
COUNTY LODGING
2004
$30,000
$0
2005
$14,000
$0
2006
$ 5,500
$0
2007
$15,020
$0
2008
$ 5,200
$0
2009
$10,000
$0
2010
$ 3,000
$4,000
2011
$10,000
$5,000
2012
$ 5,000
$5,000
2013
$0
$10,000
2014
$0
$0
2015
$ 6,855
2016
$ 6,000
All applicants must also provide the following information regarding the event/project:
Prior Year Projected
A. How many participants and spectators attended 2331 2494
last year's activity and/or will attend this year?
Through ticket sales for 3 concerts, and the dance, we know that there were at least 581 attendees at
the 2016 Spirit of the West. That number does not include all those attendees (participants and
spectators) who did not purchase a concert ticket but rather only attended the many free events that
took place over the 3 day festival. With six free downtown concert venues that had 5 different
entertainers for five hours over two days, along with the free cowboy gospel concert, free fiddler's
contest, free cowboy church concert, free gear/art show, free open mic event, free educational
workshops and free children's events we estimate at least another 1500 people attended those free
events. Ticket sales also does not include all the entertainers and their families, fiddle contest
contestants and their families, and many out of county volunteers who spent several days in the area.
B. How many days did/will your event occur?
4
C. How many room nights were and /or will be booked 165* 177
as a result of your project/event?
(You must provide a verifiable source of information as
evidence for your response to item C. Failure to do so will disqualify your application. J
* Hotel information was received from Hampton Inn with 2 room night stays and Quality Inn with 16
room night stays for a total of 18 confirmed room night stays. The Kittitas Valley Event Center confirmed
15 overnight camping stays. Due to our limited information regarding confirmed room night stays from
hotels/motels in the area during the weekend of the Spirit of the West, our true total number of room
nights is unavailable and limited to only 33 confirmed overnight stays. From the zip code information we
obtained from our ticket sales we estimate that about 27.5% of the attendees who purchased
concert/dance tickets were from within Kittitas County, 72.5% were from out of county with 57% of that
total attending from more than 50 miles away. If we take those ticketed attendees from greater than 50
miles away which is 57% of 581 with 2 people per room we get about 165 overnight stays for 2016. This
would include the 15 confirmed overnight camping stays. We are looking for an increase in overnight
stays in 2017 due to the added Thursday evening western clothing fashion show and from changing and
improved marketing targeted areas.
10. Application Certification:
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of
any contract arising from this application, unlawfully discriminate against any employee, applicant for
employment, client, customer, or other person who might benefit from said contract, by reason of
age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or
disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That
it has read the information contained in the Instructions on pages land 2 and understands and will
comply with all provisions *ereof.
Certified by: (signaturey 1 / LA/
(print name)
Title: 4f } eo L C12Y1�
Date:
Criteria
Supports County
as Tourism
Destination
Lodging Tax
Grant Application Rating Form
Points Possible Application Questions Points Awarded
15
yes= up to 15 Question 2, 3, 5, 7
No=O
15
Length of Impact Date specific = 5
Seasonal = 10 Question 3
Year Round = 15
15
Attracts Tourists
from at least 50 miles
away
yes= up to 15
No = 0
........................................................................
20
Question 3
---
Sustainable Future
yes = 10
Less than 5% = 0
Funding Identified
Applicant's
5%-25%=5
Matching Funds
25% - 49% = 10
Question 4, 8
50% - 99% = 15
0=0
100% or more = 20
1-30 = 5
5
31-100 = 10
Partnerships
Yes = 5
101-250 =15
No = 0
Question 5
Total Points:
/100
County -wide Lodging Tax Application P a g e 113
10
Sustainable Future
yes = 10
Funding Identified
No = 0
Question 6
20
0=0
Attributable
1-30 = 5
Lodging Stays
31-100 = 10
Question 9
101-250 =15
More than 250 = 20
Total Points:
/100
County -wide Lodging Tax Application P a g e 113
Applicant Checklist
For applicant use prior to submission
'�/ My application title page states: Request for Proposals, 2017 Lodging Tax Fund.
My application is for anew project/event and/or for an ongoing project/event as
defined on page 2 of the application packet.
_1ZI have attached proof of non-profit status if applicable which matches the
sample document provided.
I have included an itemized list in response to item 1 in the application of how any grant
funds awarded will be utilized.
J
K I have attached additional information in response to item 7 in the application, if
needed, which includes written information limited to one page and other attachments
limited to three pages.
�. I have attached a project budget, properly formatted according to item 8 in the
application.
It/ If this event is ongoing for more than one year, I have also submitted actual financial
data from the previous three years if applicable, formatted properly according to item 8
/in the application.
V The application certification in item 10 is signed and dated by the proper authority.
ZI have included one copy of the entire original application according the submittal
/instructions on page 4.
My application is being sent on or prior to September 30, 2016 and will be delivered by
5:00 PM either in person or electronically (email or fax) or postmarked on that date.
i'
V My application is being delivered to:
Kittitas County Commissioners
Attn: Lodging Tax Grant Application
205 W 5th Avenue, Suite 108
Ellensburg, WA 98926
Or, is being emailed to: bocc@co.kittitas.wa.us
Or, is being faxed to: 509-962-7679
County -wide Lodging Tax Application P a g e 1 14
8. Project Budget: Please attach a copy of the complete budget for this project/proposal. If your
agency operates independently of this project application it may not be necessary to submit the entire
agency budget. You must submit a budget which specifically pertains to the project/event for which
you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For
projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous
three (3) years of operations for the project/proposal
if applicable. Also, please supply any narratives necessary to understand the budget being submitted and list
separately any in-kind or volunteer contributions.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value
and obligating each party must be provided.
Please assure your budget, and actuals from previous years (if applicable), are in the following basic format:
Revenues:
Cash
Donations/Sponsorships
Sales
Vendor Fees
Grants
Misc.
Total Revenues
Expenses:
Venue
Insurance
Services
Advertising
Security
Entertainment.
Total Expenses
Profit/Loss
(Revenue less Expenses)
In -Kind Contributions:
Volunteer Labor
Donated Services &
Materials
Total -In -Kind
2016 2015
2014
$0
$0
$0
$10,750.00
$11,650.00
$16,600.00
$19,483.49
$30,133.00
$16,984.63
$ 5,949.00
$ 4,525.00
$ 9,467.50
$ 7,000.00
$ 7,200.00
$0
$ 6,114.56
$0
$0
$49,297.05
$53,508.00
$43,052.13
$ 6,837.08
.................. ....
$ 3,292.00
$ 5,429.75
W...._ ..
$ 1,970.68
$ 1,790.00
$ 1,790.00
$16,641.97
$ 6,650.60
$16,781.64
$13,259.04
$ 7,021.33
$ 14,310.36
$ 400.00
$0
$ 1290.00
$21,250.00
$18,500.00
$18,200.00
$60,358.77
$37,253.93
$57,801.75
-$11,061.72 1 $16,254.07 1 -$14,749.62
$76,285.60 $40,347.20 $36,499.52
$10,000.00 $11,514.00 $10,000.00
$86,285.60 1 $51,861.20 1 $46,499.52
2017 Spirit of the West Budget
Revenues:
Cash
Donations/Sponsorships
Sales
Vendor Fees
Grants
Total Revenues
Expenses:
Venue
Insurance
Services
Advertising
Security
Entertainment.
Etc.
Total Expenses
$0
$20,500.00
$37,375.00
$ 11,100.00
$ 9,000.00
$77,975.00
$ 6,850.00
$ 1,970.68
$ 5,110.00
$21,674.00
$ 1,200.00
$29,000.00
$10,565.00
$76,369.68
Profit/Loss � $ 1,605.68
(Revenue less Expenses)
In -Kind Contributions:
Volunteer Labor $72,437.92
Donated Services & $11,747.00
Materials
Total -In -Kind $84,184.92
There are many pieces to the Spirit of the West budget which includes not only all the entertainment
offered, but also the free children's events, The workshops, demonstrations, presentations and
exhibits, the fiddle contest, and our Stampede program which includes school assemblies and our
ambassador, Miss Spirit of the West. With increasing fees and charges we are attempting to save
money by leaving the CWU concert hall as a venue, but have added an extra day to the festival with
our "new" western fashion show on Thursday evening which we would hope to receive 100% of that
expense from the Lodging Tax. Our goal is to meet our annual budget by keeping costs down yet still
retain customer satisfaction, keep attendees returning to the event each year and have those
attendees sharing the event with others via word of mouth and social media. The Spirit of the West
remains a work in progress to find the right combination of venues, ticketed and free events,
entertainers and ticket pricing that will please our customers and keep them coming all within budget.
7. Additional information: Provide any additional information which will assist the Lodging Tax
Advisory Committee in evaluating your project and its benefit to tourism. Please limit any additional
written information to one page and any other additional attachments to 3 pages. Regardless of how
much additional information is included, only the first 3 pages will be provided to reviewers.
See attached 3 pages.
Sample of postcard mailers
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Informational Poster
Informational bookmark
COWBOY GATHRIRG
A cx1vbrg6ua of ImtLsicC pgCts}' & art
Nsidentse Day Weekend
.February 12 -14, 7016
bu�ssa rar�ivrt a ralit�uel�
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0agkmaricllYWaa Paris Gnphcsa Media
Our Events — Cowboy Traditions Ranch Roping
Cowboy Traditions Manch Roping
`PI'W Of flit 031- 11U 12 13 SUMMER SO1811CI. JONk 2; 21,
OUR EVENTS JOIN CTRR EVENT REGISTRATION OURSPONSORS CONTACT
Spirit of the West Ranch
Roping
FEBRUARY I2-13. 2016
PJlensbrug, WA Bloom Pavilion
CongrattdatiouS to our 2016
Champions!
Open Division: Ryan Stewart, Ben
Kershner, and Taylor White
Intermediate Division: Kyle Jones, Doc
Walker, and Blaine Wheeler
Novice Division: Liam Shaw and Chad
Crites, with pro roper Scott Gress
Our February Ranch Roping event is
part of the annual Spirit of the West
Cowboy Gathering, which brings some
of the best traditional cowboy
musicians, poets, and artists together
along with a geu show, workshops,
kid's activities, dances and concerts all
incorporating the entire Historic
Downtown of Ellensburg
Our event is held in the Bloom Pavilion,
out of the wind and weather Arena- _
oL .
http://www.cowboytraditionsranehroping.com/events/
Page 1 of 2
9/30/2016
INTIREM11i KH WIMMM SERVICE 1
F. O. BOX 2508
CMW-DRPJ'I, OH 45201
Date;
SPIRIT OF THE WMT COIiBOV (•'wvI u Et 1.wz,,
416 N PRARL ST
1: 3C-.I,LZ(rT;iKIRG, VA 98926
Dear Applicant:
DWARTlUil9 T OF THE TREASURY
Employer Identification Number -
26 -34-26669
MW=
17053029377039
Contact Person:
ZSNIA LDH 1D# 31522
Contact Telepbone NuMber=
(877) 829-5500
Accounting Period Ending:
February 28
Public Charity Status:
•- 170 (b) -(l) (A) (vi) - - -
Form 990 Required:
Yes
Effective Date of Rxewpt Son:
January 1s, 2005
Contribution Deductibility:
Yes
Addendum Applies:
No
We are pleased to inform yon that upon review of your application for tax
exempt status we have determined that you are exempt .from Pedelral income- tax - -
uO,der section 5{!1(c) (3) of the Tntexnal. Revenue Code. Contributions to you are
deductible under section70 of the Code. You are also qualified to receive
tax deductible bequests, =see, transfers or gifts under section 2055, 210,6
or 2522 of the Code_ Sera�se this letter could help resolve any questions
reg&r ing your eXMpt status, you should keep it :Lu your pexma=ent records.
Organizations exempt under. section 501(C) (3) of the Code are further classified
as either public charities)or private fowitdations_ We determined that you are
a public charity under the; code section(s) listed in the headimg of this
letter.
Please see enclosed euhliation 4221 -PC, (O-Pliau .e Guide for 501(c) (3) Public
Charities, for some helpf4 iinformation about your responsibilities as an
exeMt olvjanizatlou.
Letter 947 (DO/CG)
w