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2017 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK ("WSHP")
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 Washington State Horse Park
("WSHP")("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 twenty-five thousand dollars ($25,000.00).($17,080.00
County funding,and $7,920.00 City of Cle Elum funding.)$20,000.00 shall be for ongoing
projects/events and $5,000.00 shall be for new projects/events.
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 twenty-five thousand
dollars ($25,000.00).($17,080.00 County funding and $7,920.00 City of Cle Elum funding.)
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
2017 County Lodging Tax Funding Agreement Page 1
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
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-print,radio,TV,Facebook
•Website,Facebook,e-newsletter
•Event flyer-production &distribution
•Event development planning
•Event branding
*Reimbursement requests must specify if the request is for an ongoing event/project or a
new event/project.
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
2017 County Lodging Tax Funding Agreement Page 2
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,
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;
2017 County Lodging Tax Funding Agreement Page 3
•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 5.Compliance with Public Records Law.
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.
2017 County Lodging Tax Funding Agreement Page 4
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.
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
2017 County Lodging Tax Funding Agreement Page 5
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
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOA TY COMMISSIONERS CONT CTOR
[Print Name]
sioner [Address]
[Telephone]
AS TO FOR
lerk of the Board
Deputy Prosecuting Attorney
2017 County Lodging Tax Funding Agreement Page 6
EXHIBIT "A"
Submission Checklist
For office use only
Please mark "yes"or "no"to each criteria below:
Applicant filled out the proper application version for this
grant cycle.
e Applicant answered each question.
e A budget is attached which includes revenues,expenses
and anticipated profit or loss (plus previous 3 years
actuals for ongoing projects/events).
og The applicant has signed and dated the certification
statement required in item 10 of the application.
p 9 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 ge |15
Request for Proposals
2017 Lodging Tax Fund
Submission Deadline:Friday,September 30,2016
Kittitas County Commissioners
205 W 5'"Avenue,Suite 108,Ellensburg,WA 98926
509-962-7508
2017 Lodging Tax Funds -General Information
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 According to Law:
According to State Statute and the interlocal agreement between the Kittitas County and the
Cities of Cle 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.C 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 applicatîon requestinR
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:
Cle Elum,Roslyn,EIIensburg,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 ge |1
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 ge |2
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 ge |3
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
EIIensburg,WA 98926
Applications must be received no later than 5:00 p.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@co.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,Cle 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 MyEIIensburg.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 31and ending December 31of 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.AII requests for reimbursement shall be made to the Kittitas County Auditor's
office at the following address:
County-wide Lodging Tax Application P a ge |4
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 ge |5
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.cityofcleelum.com
•www.ci.rosivo.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.
Guldelines and Requirements for Advertising Expenditures of Lodging 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 ½
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 ½inch 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 ½
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 ge |6
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 Advertising:
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.
2.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.
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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.
E.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 ge |8
APPUCATIONFOR 2017 LODGING TAX GRANT FUNDING
Name of Organization:
Organization mailing address:
Organization contact person &title:
Organization/contact phone:
Email:
Organization Website:
Federal Tax ID Number:UBI Number:
Organization is a (select one):Government Entity
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:
Project/Event Date:
Project/Event Location:
Amount of Funding Requested:$
For which funding category do you qualify (check one)(see instructions for definitions):
New Project/Event
Ongoing Project/Event Support
Estimated #of overnight stays:
Tourism Seasons:From the list below,what season will your project enhance tourism?Please
indicate the appropriate season.
Season:Months:
Year-round January -December
Off season November -February
Shoulder season October or March -May
High season June -September
County-wide Lodging Tax Application P a ge |9
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.
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:
l.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.
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?
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?
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 ge |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 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.if appiving
for funding for both "New Pro ect|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
marketingfadvertising,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 ge |11
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,unlawfullydiscriminate
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 l 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 ge |12
Kittitas County and city of Cle Elum
Application for 2017 Lodging Tax Grant Funding
Name of Organization:Washington State Horse Park ("WSHP")
Mailing address:P.O.Box 278,Cle Elum,WA 98922
Physical address:1202 Douglas Munro Blvd.,Cle Elum,WA 98922
Contact Person and title:Leslie Thurston,E×ecutive Director
Organization/contact phone:877-635-4111 Email:director@wahorsepark.org
Organization website:www.wahorsep_ark.9Œ
Federal Tax ID #:33-1197391 UBI #:601-844-4777
Organization is a 501(c)3 (see approval letter attached)Formally established 1996;Park opened
2010.
The Horse Park's mission is to build,promote,operate and sustain the premier destination
for horse activities in the Pacific Northwest.
Project Name:
2017 Marketing and Promotions Campaign for Ongoing and New Events and User Groups
Amount of Funding Requested:
Ongoing Events $20,000 New Events $10,000 Total $30,000
Estimated #of Overnight Stays:
Ongoing Events:#24,280 New Events #2,682 Total #26,962
Tourism Season:Shoulder and High Seasons
1.We have two primary business development goals for 2017:
•Maintain and further expand established events and user groups that enjoy and support
the Park,with particular emphasis on the hunter/jumper,eventing,reined cow horse and
rodeo disciplines.Marketing to these constituents primarily will be by word-of-mouth,social
media,the annual Progress Report,and through event organizers and other group leaders.
The most important factor in retaining and growing this support base is to continue
promoting and providing a high quality facility with added amenities and to ensure visitors
enjoy their stay in the local area.
•Develop more new events organized by outside groups,as well as those produced and
managed by the Horse Park staff.We continuously work with organizers to stimulate new
ideas and formats for shows that will attract under-served market niches.And we promote
the availability of new amenities such as bleachers,more permanent stalls,improved
competitive trail obstacles and cross country courses,a PA system,expanded electricity
services,etc.These efforts resulted in two new activities managed by outside groups:Trinity
trail competitions series,the hunter/jumper Pacific Crest Outreach show designed to attract
new constituents.In addition,the Park's staff offered two new events ourselves:the
Cowabunga cow practice weekend and the upcoming Hops 'n Brats benefit ride.All of these
offerings have been popular and we hope to leverage them next season.The challenges to
1
nurturing new events are:building a strong base of participants,finding acceptable dates on
the Park's filling calendar and getting enough helpers.We know we have to devote
significant time and resources -including excellent promotions -to make them successful.
Marketing plans for new events vary depending on the audiences we're trying to attract,but may
include all of the methods noted below for new and ongoing events:
Ongoing New
Events Events
o Website,Facebook,e-newsletter content and production
o Advertising -print,radio,TV,Facebook
o Event flyer/registration pkg design,production,distribution
o Event development planning with constituents (labor and mileage exp.)
o Event branding-signage,banners,merchandise
$20,000 $10,000
2.How will Lodge Tax Funds received result in increased tourism?
Our target market includes Washington,Oregon,Idaho,Montana,California,and British Columbia
and is comprised of very diverse English and western horse-related interests and disciplines.This
year we again obtained residence information from the vast majority of Park visitors and 95%
reside further than 50 miles away.We drew over 260 people from out of state (Arkansas,Arizona,
California,Colorado,Florida,Idaho,Kentucky,Montana,Nebraska,Nevada,New Mexico,New York,
North Carolina,Minnesota,Oregon,Pennsylvania,Tennessee,Texas,Virginia,Wyoming and another
7 from Canada).
A major goal for the Park is to book large shows of 100+horses that run 2-4+days thereby causing
more visitors to stay overnight.Overnight stays increase Park revenues from arena rentals,stall fees,
RV camper hook-up and day use fees,and increase opportunities for larger numbers of visitors to
patronize local businesses.We're pleased that our larger competitions return annually and include
two hunter/jumper shows,two eventing horse trials,the rodeo and reined cow horse competitions.
In fact,all but one of these events are at capacity with the Park's current facilities and need more
arena space.Surrounding this stable core we have a variety of smaller and medium size events,a
portion of which change each year for a variety of reasons,many beyond our control.(For example,
organizers need to rotate to other geographic areas to serve their,leadership changes,or an inability
to scale up to make the event financially viable.)The addition of the permanent bleachers last year
(thanks to a Lodge Tax Capital Fund grant of $41,500)and other amenities are helping attract new
users.It is vital that we keep developing a pipeline of new events while we strive to maintain our
major core events.We believe the best measure for evaluating the Park's success and contribution
to economic impact is by looking at the seasonal total of all activities over time.
Still,our short term growth potential is limited by the pace of on-going facilities build-out.Most
significantly,we need a fifth competition arena that is covered in order to grow our large core
events and to add many new events throughout the high and shoulder seasons.
2
The following exhibit reflects total visitor trends and includes new events and user groups illustrated
in a difference exhibit in this application:
Metric 2014 2015 2016 2017
(1)RECREATIONAL RIDERS
Total #visitor days 733 1,470 1,140
%non-local and #70%=513 67%=985 66%=753
Overnight stays hotel @ $175/day 75 =$13,125 150 =$26,250 85 =$14,875
Overnight stays "other"@ $50/day 75 =$3,750 150 =$7,500 85 =$4,250
Other non-local day visitors @ $86/day 363 =$31,218 685 =$58,910 583 =$50,138
Estimated economic impact:$48,093 $92,660 $69,263
(2)EVENTS
1-2-dayEvents-total#visitordays (27)2,903 (17)1,830 (22)1,195
3-6 day Events -total #visitor days (12)14,343 (21)22,997 (17)28,968
Total #visitor days 17,246 24,827 30,163
-non-local %,#93%=15,495 88%=20,228 95%=27,246
overnightstays hotel 6,102 7,889 8,257 Our goal for
o @ $175/day $1,067,850 $1,380,575 $1,444,997 2017 is to
-overnight stays "other"4,192 5,462 14,210 achieve at least
o @ $50/$111/day*$328,843 $482,655 $1,010,437 a 20%increase
-other non-local day visitors 5,201 6,877 7,277 in economic
o @$86/day $447,286 $591,422 $625,822 impact from
Estimated economic impact:$1,843,979 $2,454,652 $3,081,256 events.
+33%+26%
Methodology:
•All economic impact dollar assumptions used above are from the 2011 Dean Runyan Report
provided by Washington Tourism Alliance,courtesy of the Kittitas County Director of
Tourism.
•Recreational Rider visitor days and %non-local is based on information from each rider
completing a Day User registration form and those who purchase a Season Pass for
recreational use of the Park.We calculated the number of visitor overnights based on the
number of stalls rented,and then applied a reasonable estimate to the number of people
camping versus staying in a hotel.Because we don't have staff onsite 24/7 to ensure all
paperwork is completed and submitted,these numbers are conservative.
•The base visitor data for Events was supplied by each event organizer who provided the zip
code of each rider participating in their event.We then multiplied that base data by 1.5 to 3
depending on the group to project total attendees.[Central Washington University
conducted an economic study of over 40 horse parks across the country that was updated in
2006.The CWU findings estimate 3 people (including trainers,grooms,family,spectators,
staff,volunteers,vendors,etc.)attend an event per horse/participant,and that assumption
seems reasonable for many groups based on our experience managing the Park to-date.]
3
•Special Note:we host two very large hunter/jumper shows that combined run for 14 days
and attract a very well-healed clientele.Based on information we've gathered from
surveying this population,about 40%of those who stay overnight rent expensive vacation
homes in Suncadia,Roslyn Ridge and elsewhere locally.We determined from a local vacation
rental agent the average house rental price and #bedrooms;we assume 2 people per
bedroom which results in $61.50/night/person for accommodations plus other daily
expenses we estimate at $50,for a combined assumption of $111.50/person.This
assumption was applied to 40%of this unique segment of overnight show attendees (versus
the $50/day assumption for "other"overnight provided by the Dean Runyan Report.
•The number and type of overnight accommodation was based on interviews with the event
organizers,surveys (see exhibit 2 for an example)of some users groups,and knowledge we
have about how each group uses the Park.
As the exhibit above demonstrates,we are succeeding in increasing the number of participants in
multi-day events;unfortunately for recreational riders this is happening at their expense since they
find it problematic to visit during our busy competition schedule when the Park is quite full.Below is
an overview of the larger new events we held last year and this year,and an overall projection of
what we plan to achieve in 2017 with sufficient marketing efforts and support.
New_Events
2015 2016 2017
Experience Eventing N/A
#visitors,92%non-local 480
$100/day economic impact $44,100
Kick It Up Expo N/A
#visitors,56%non-local 1230
$100/day economic impact $68,880
Cowabunga N/A
#visitors,90%non-local 270
Economic impact $30,521
Trinity Trail Series N/A
#visitors,95%non-local 440
Economic impact $38,399
Pacific Crest Outreach Show N/A
#visitors,96%non-local 1,838
Economic impact $255,500
Hops 'n Brats Benefit Ride (forecast)N/A
#visitors,65%non-local 400
Economic impact $64,400
TOTAL ECONOMIC IMPACT $112,980 $388,820 $466,600
Annual Growth in Economic Benefit +41%+20%
Estimated #Overnight stays 2,235 2,682
Methodology:the number of visitors and percent non-local is based on actual zip code data gathered
at the new events held this season and last,and an estimate for the one remaining event this season.
4
Please refer to a later chart for more specific methodologies we apply to calculate the economic
impacts of our activities.
3.What tools will we use to measure the Park's impact on tourism,and attracting visitors from
more than 50 miles away?
i.Throughout the Park's season we will continue gathering zip codes from all Park users directly or
from the event organizers about their participants.We feel confident about the data we're gathering
and expect our metrics to become even more complete and accurate as our calendar of activities
expands and we have staff on the property more consistently to monitor use and ensure proper
completion of registration paperwork.
We had been told that there would be automated survey "stations"provided by the Chamber this
season to gather visitor information,but those did not materialize.We have developed a set of
questions on Survey Monkey to help us solicit input from participants of some of our large shows
including where they are staying overnight,where they purchase food/drinks or dine out,where they
shop and other information that will inform us about their experience while visiting the Park and the
local area,as well as any suggestions or comments they have.(We don't have access to most event
participants'personal information,so that limits the accuracy and completeness of information we
can gather.)We also intend to continue to sample Park visitors to gather this information directly,
but our ability to do so on a broad and/or consistent basis with forms or interviews on site will
require volunteer assistance since the Park's small staff is very busy during events.Sample pages
from both of these surveys are attached to this application.
ii.As long as we continue marketing to and attracting large and diverse events,we will be drawing
heavily from people over 50 miles away since that is where the majority of competitive riders live.As
we further penetrate the western disciplines we may bring in more local residents,but they will
remain a small portion of our overall attendance.
iii.This season we installed two literature kiosks provided by the Chamber of Commerce at our
visitors registration booth and inside the office.These racks contain the "This Is How We Do"Cle
Elum town guide,the Central Washington Visitors Guide,the Explore Central Cascades guide and the
northern Kittitas County visitors'Map,and a variety of other pamphlets such as the Barn Quilt Trail
Map,Kittitas Valley vintners,etc.We also have a link on our website and Facebook to the Central
Washington Color.com website and actively direct people to the information available there as well
as the Chamber of Commerce and Cle Elum websites.We intend to continue trying to develop closer
partnerships with local businesses and attractions.
4.Has the Park applied for grant funding from other sources?
We are thrilled that last year the County awarded $60,000 from distressed sales tax funds for the
purpose of designing,engineering and permitting a covered arena.The design phase was completed
this year and various public and private funding options are currently being evaluated and/or
pursued.We have a strong sense of urgency to get the covered arena built since it is needed by our
largest on-going events and will open many new doors for us among potential user groups.
5
The Park is sustained by significant volunteerism from many audiences:
•Board members are all volunteers and invest significant time in governance issues as well as
special areas where their expertise is needed.
•There are dozens of people who generously provide their skills and labor to develop and
maintain our facilities,equipment,trails system,etc.and to communicate bout and promote
the Park.This season we had two construction companies donate labor and materials to
build a large judges stand and a maintenance shed valued at a total of over $20,000.
•Approximately 25 people are involved in fundraising efforts of various kinds including small
gatherings,grant writing,sponsorship solicitations and our first-ever auction dinner gala
event this November 12th at Sahalee Country Club in Sammamish.
•Last but not least,the vast majority of events we host are organized by non-profit groups
that are staffed by volunteers.
Not counting this last category,we estimate that volunteerism accounts for a minimum of 4,000
hours per year which equates to a value of $115,960 based on a multiplier of $28.99 per hour
(Washington state rate from Independentsector.org).
We are continually reviewing grant criteria and applying where consideration seems hopeful.We've
found that since the Park doesn't neatly fit the definition of a "youth",conservation","social
services"or "education"organization,it's been very difficult to obtain grant support.In 2017 we
intend to apply to Puget Sound Energy,Suncadia and the United States Equestrian Federation-1
must be noted,however,that the vast majority of grants and private contributions are restricted to
site improvement projects and can't be used for operating needs such as promotions and marketing.
We intend to explore opportunities to work with Destination Marketing Organizations for media buys
and Association Development Organization for additional grant possibilities.
If this project can't be funded,we would be forced to cut back significantly on our marketing
activities and materials,and to rely almost exclusively on digital media to communicate with our
target audiences for ongoing and new events.That would severely weaken our ability to engage
them.That in turn would slow down our progress in filling the calendar and funding needed
improvements,which would adversely affect the related economic benefits the Park could generate.
5.How does the Park collaborate and form partnerships with other organizations,groups or other
events to encourage county-wide tourism?
We distribute information about the local community and activities at the new literature racks
installed at the Park's visitors'registration booth and office.Our website links to the Live Life in
Color county website,Cle Elum's "This Is How We Do","MyEllensburg",Suncadia,which in turn like
to the Chamber's digital Visitors'Guide and to the county's accomodation's link.
We work with others as follows:
Cle Elum Roundup Board The Park's Executive Director frequently attends the
Roundup Board meetings and works on the Marketing
Committee to promote and produce this 3-year-old keystone
event.
6
Chamber of Commerce We utilize the Chamber's channels to promote the Park and
our calendar of events and have Park materials at the visitors
center and place ads in their publications.We collaborate on
mutual goals and strategies for success,such as pportunities
to develop partnerships with local businesses.
Partnering with Businesses This year we approached a number of local businesses to
seek promotional incentives to drive business to them from
Park visitors.This included inviting them to have a booth
during large events or to offer discount coupons.Only the
Cottage Café participated by offering a $5 discount coupon
for Park patrons,and this proved very positive for both the
Cottage and the Park's visitors.The Cottage Café and the
Parlour Car each catered events at the Park this season -a
first!
During the upcoming Hops 'n Brats benefit ride the Park will
be serving and promoting 4 local micro breweries from
around Kittitas county as well as Glondo's Sausages under
the catering guidance of the Parlour Car.
The Executive Director and others from Park leadership attend and participate in:
Cle Elum Tourism Committee
Kittitas County Parks and Recreation Committee
Cle Elum Downtown Association
Cle Elum Kiwanis and Rotary Club presentations
Roselyn Riders meetings
Flag bearers in Pioneer Days parade
Meetings with Suncadia residents and senior management.
Finally,Park management is constantly meeting with horse group leaders and clubs around the state
and region to promote the Park and work together to better the health of their sport and activities.
6.What are the plans to allow this project to become self-sustaining?
We continue to generate increasing revenues from operations at the Park,both through hosting
events with the facilities we already have and by continuing to improve the Park's amenities to
attract more users groups.This season we added 60 more stalls (total now is 160)thanks to a loan
from Umpqua Bank,and this is allowing us to retain the stall fee income rather than pay it to an
outside stall rental vendor.We extended electricity to another stabling area needed by our largest
shows.We have designed and engineered a covered arena thanks to funding from the County,and
that improvement will allow us to host larger events,extend the season into at least March and
November as well as attract certain activities and groups throughout the season that require a
covered competition space.We added spectator seating and open panels at our western arena in
2015 which has been attracting more activities that want spectators.We are also continuing to
expand our very popular cross country jumping courses.
7
We have an annual business sponsorship campaign and ongoing donor solicitation.We are holding
our first major auction dinner gala this fall to raise awareness and funding,and are working with user
groups to further generate engagement and volunteerism to ensure their activities remain affordable
and manageable.As noted earlier,we have significant volunteer and in-kind support which will
remain a keystone of our sustainability.But communication about what we are doing and new event
descriptions is absolutely critical to building broader interest and support.The Lodging Ta×funds
continue to be a significant help to us in promoting the Park,the new events we're offering and also
communicating the broader messages about how to help sustain the Park.We engage marketing
professionals as needed to develop good quality promotional messaging and materials.
7.Additional Information about the benefits of this project and its impact on tourism.
We use other methods to evaluate the effectiveness of our reach in attracting people to the local
area and the Park.First and foremost are testimonials from local restaurants and hotels;increasingly
we are hearing that they are busy during our events and often at capacity.
Website visitors -over the past 12 months we've had 15,524 visits with 55,316 page views.The
average pages viewed per visit were 3.56.
Facebook Useage -in 2016 our highest post reached 26,300 people with 2,000 post clicks,with an
average reach of 3,293 for the year-to-date.There were 4,133 page "likes".This data is also up
strongly from last year.
Visitor Surveys -in addition to finding out where people stay when visiting the Park,we're also
interested in what goods and services they purchase,what else they do while in Cle Elum and what
else would make their visit more enjoyable (see Exhibit #3).
Onilne inquiries -we have an automated process for sending in questions and requests for
information,and part of that format asks how the person heard about the Park.Most often people
who have never been to the Park use this form and we plan to better analyze and utilize the "how did
you hear about us"section to help us better understand our reach.
8.Park Budget
Following are the major categories of income and expense for the Park since 2013,projected for full
year 2016 and planned for 2017.This presentation does not include capitalized projects.
8
RespondentsareHeavyUsersForthisevent,howmanynightsdidHowmanypeoplewereintheyouandyourpartystayovernightinpersonalgroupyoustayedwith?thearea?sioio.1%1%25%74%120%15%10%l5%0%1Night2Nights3Nights4Nights5Nights6Nights7Nights7÷Nights43%reportedstayingsixormorenights25%stayedingroupsof1-291%stayed3nightsormore30%stayedingroupsof3-613%stayedingroupsof7+--4reportedstayingwithmorethan10WASHINGTONSTATE-..__.-_.--_-----HORSEPARK-900/2010•&
HeavyUsersBookLodging83%reportedstayingHowmanylodgingunits(numberofovernightinlodginghotelormotelrooms,ornumberofbedroomsinrentalhomesor52%bookedmorethanone---condomimums)didyouandyourroompersonalgroupuseeachnight?None17%Morethan4°/o6481WASHINGTONSTATEHORSEPARK
27%StayatSuncadia0%5%10%15%20%25%30%35%27%saidtheystayedatSuncadiaSuncadiaLodge,Trailheador56%stayedatotherlocallodgingotherSuncadiacondominium27%reportedtheystayedinSuncadiarentalhomepersonalRVortent-campedOtherhomeatSuncadiaorTumbleCreek*RespondentscouldselectmorethanoneHotelormotelinRoslyn,CieElum,orothernearbylocationVacationrentalhomeinRoslyn,CleElum,orothernearbylocation"Mytrainerstayedatasharedrentalhomewithothertrainers.IStayedovernightinpersonalRVstayedonsiteinmyhorsetrailer"Other(pleasespecify)WASHINGTONSTATEHORSEPARK
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Lodging Tax
Grant Application Rating Form
Criteria Points Possible Application Questions Points Awarded
Supports County 15
as Tourism yes =up to 15 Question 2,3,5,7
Destination No =0
15
Length of Impact Date specific =5
Seasonal =10 Question 3
Year Round =15
15
Attracts Tourists yes =up to 15
from at least 50 miles No =0 Question 3
away
20
Less than 5%=0
Applicant's 5%-25%=5
Matching Funds 25%-49%=10 Question 4,8
50%-99%=15
100%or more =20
5
Partnerships Yes =5
No =0 Question 5
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 ge |13
Applicant Checklist
For applicant use prior to submission
My application title page states:Request for Proposals,2017 Lodging Tax Fund.
My application is for a new project/event and/or for an ongoing project/event as
defined on page 2 of the application packet.
I 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 1in the application of how any grant
funds awarded will be utilized.
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.
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.
The application certification in item 10 is signed and dated by the proper authority.
I 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.
My application is being delivered to:
Kittitas County Commissioners
Attn:Lodging Tax Grant Application
205 W 5th Avenue,Suite 108
EIIensburg,WA 98926
Or,is being emailed to:bocc(inco.kittitas.wa.us
Or,is being faxed to:509-962-7679
County-wide Lodging Tax Application P a ge 14
Washington State Horse Park
Income Statement excluding capital Projects
2013 2014 2015 2016 2017
Actual Actual Actual Est.Actual Budget
Income:
Volunteerism n/a n/a $58,785 $136,000 $150,000
Contributions $105,890 $98,780 $104,542 $158,000 $175,000
Grants $20,000 $20,000 $20,000 $20,000 $30,000
Operating Revenue $190,192 $254,688 $283,300 $316,000 $345,000
Total Income $316,082 $373,468 $466,627 $630,000 $700,000
Expenses:
Inkind Services n/a n/a $58,785 $136,000 $150,000
Staffing Expenses $126,592 $152,730 $153,000 $168,000 $185,000
Facilities and Equipment $127,224 $181,103 $203,118 $225,000 $245,000
Administration**$6,968 $8,324 $9,000 $10,000
Marketing $21,805 $23,267 $23,168 $25,000 $35,000
Business Exp -taxes,lic.$6,963 $8,739 $12,840 $14,000 $17,500
Professional Fees $5,135 $1,945 $11,058 $15,000 $17,500
Travel,Meetings,Other $6,343 $6,811 $7,455 $5,000 $10,000
Total Expenses $294,062 $381,563 $477,748 $597,000 $670,000
Net Income $22,020 $(8,095)$(11,121)$33,000 $30,000
*marketing and administrative expenses combined in 2013
As a non-profit our goal is to break even on the bottom line while at the same time providing
an affordable experience and value to our customers.We constantly invest in providing Park
users and other visitors with a first-class experience in keeping with our mission.We are very
aware that at this early stage of the Park's development we will not be able to generate
sufficient operating revenues to cover all our expenses until we are able to fill out our
calendar,especially with more activities of a large size.We remain disciplined about
controlling expenses and focused on continuing to raise supplemental funds from private
individuals,business sponsors and the public sector.Our plans for 2017 are to stay the
course of progressive growth,and to hope that a significant portion of our Marketing
activities that fuel our growth again will be funded by the Lodge Tax grant we're requesting
of $20,000.
9.Previous Lodging Tax funding for Marketing and Promotions:
Yes.
Lodging Tax Funds for marketing and promotional activities have been received as follows:
2011 2012 2013 2014 2015 2016
Kittitas County $42,200 $20,000 $17,500
City of Cle Elum $10,000
Total Lodging Funds $42,000 $20,000 $27,500 $20,000 $20,000 $20,000
9
The following projections for 2017 reflect the events that have been booked so far,and
additional event bookings anticipated as a result of our marketing efforts for ongoing and
new events.
2016 2017
#participants/spectators days 31,303 35,000
#days event occurred:
Event days 81 85
Day use days 240 240
#room nights booked 11,622 13,940
To-date the number of room nights booked has been based on reasonable assumptions
(explained earlier in this application)and applied to the number of attendees traveling more
than 50 miles for multi-day events.We have tried to work with local hotels and rental
property managers to establish a process for tracking overnight customers from the Horse
Park,and to more systematically survey Park users,but no reliable methods have been
identified.Given our increasing volume of users and the Park's skeletal staff,being able to
do so will be a big challenge.
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 page s d 2 and understan and will comply with all provisions thereof.
Certified by:
Leslie M.Thurston
Executive Director
9-30-16
Attachment:IRS Determination Letter 501c3
Examples of two surveys conducted with Park visitors
2016 Events Calendar
10
WASHINGTON STATE
HORSE PARK
2016 EVENTS CALENDAR
We have plenty of space for multiple activities,so please ask for more information if the date you are considering
already has an event.Our normal opening date is April 1",but if weather allows we may open for day use earlier;
watch our Facebook page and website for updates.
DATES EVENT
April 1 Park Open for Day Use
April 2 Holbrook XC
April 2 Shapiro XC
April 3 Lee XC
April 9-10 Area VII Young Riders Clinic
April 14 Tukey XC
April 15-17 Karen O'Neal Clinic
April 23 Registered Paint Horse Ride and Feed
April 24 Devoille XC
May 3-5 Search and Rescue Training
May 6-8 Karen O'Neal Eventing Clinic
May 21-22 Trinity Trail Events Buckle Series Challenge 1-2
May 27-29*Equestrians Institute Horse Trial
June 10-12 Combined Driving Weekend
June 11-12 Buddy Brown Jumper Clinic
June 14-19*Swiftwater Invitational Hunter Jumper Show
June 21-26*Alpine Preview Hunter Jumper Show
June 29 -July 2 Peninsula Pony Club Camp
July 13-17*Pacific Crest Hunter Jumper Show
July 27 Carriage Driving
July 29-31 3rd Annual Cle Elum Roundup
Aug 20-21 Cow Horse Practice Weekend
Aug 20-21 Trinity Trail Events Buckle Series Challenge 3-4
Aug 26-28 NW Reined Cow Horse Show
Aug 31 Carriage Driving
Sept 9-11 Arabian Region 5 Trails Group
Sept 10-11 Trinity Trail Events Buckle Series Challenge 5-6
Sept 24-25*Equestrians Institute Horse Trials
Oct 1-2 Trinity Trail Events Buckle Series Challenge 7 and Finals
Oct 8 Old Mill Fun Day
Oct 15 Hops n'Brauts Prize Ride
Oct 22 Season End Work Party
*Large events -e×pect Park to be at capacity and closed to other horse activities during these dates.
For more information or to book an event,emaildirectorÇalwahorsepark.orqor call 877-635-4111
Visit us at wahorsepark.org or on Facebook for the latest Park happenings.Our
online calendar will have links to events and entry forms,if available.
8-18-16
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P.O.BOX 2508
CINCINNATI,OH 45201 $1Í j
Employer IÌentification Number:
Date:33-1197391
DLN:
17053090318011
WASHINGTON STATE HORSE PARK Contact Person:
AUTHORITY FAITH E CUMMINS ID#31534
C/O LESLIE THURSTON Contact Telephone Number:
PO BOX 2078 (877)829-5500
WOODINVILLE,WA 98072
Accounting Period Ending:
June 30
Public Charity Status:
170 Ib)(l)(A)(vi)
Faria 990 Required:
Yes
Effective Date of Exemption-
January 9,1998
Contribution Deductibility:
Yes
Addendum Applies:
No
Dear Applicant:
We are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c)(3)of the Internal Revenue Code.Contributions to you are
deductible under section 170 of the Code.You are also qualified to receive
tax deductible bequests,devises,transfers or gifts under section 2055,2106
or 2522 of the Code.Because this letter could help resolve any questions
regarding your exempt status,you should keep it in your permanent records.
Organizations exempt under section 501(c)(3)of the code are further classified
as either public charities or private foundations.We determined that you are
a public charity under the Code section(s)listed in the heading of this
letter.
Please see enclosed Publication 4221-PC,Compliance Guide for 501(c)(3)Public
Charities,for some helpful information about your responsibilities as an
exempt organization,
Letter 947 (DO CG)
EXHIBIT "B"
Exhibit "B"
Guidelines and Requirements for
Advertising Expenditures of Lodging Tax
Section 1.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 ½inch 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.
8.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 ½inch 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 sized no smaller than ½inch 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.
Section 2.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 Advertising:
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 to 10 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 meçiia 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.
2.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.
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.
E.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,a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer 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.