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HomeMy WebLinkAboutLT-2019-005-Kittitas Co Historical SocietyLT-2019-005-KITTITAS CO HISTORICAL SOCIETY 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY HISTORICAL SOCIETY, INC. This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and Kittitas County Historical Society, INC. ("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 thirteen thousand, seven hundred -fifty dollars ($13,750.00) (City of Ellensburg funding). 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 thirteen thousand, seven hundred -fifty dollars ($13,750.00) (City of Ellensburg 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 2019 County Lodging Tax Funding Agreement Page 1 LT-2019-005-KITTITAS CO HISTORICAL SOCIETY Attn: Judy Pless 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 ILicly.l:)lc,ss@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 and amounts only: • Online advertising • Radio marketing • Press release writing and distribution fee ■ Website updates 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): no funding for flyers h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. !. 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 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 and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City 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 or City. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. 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 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-005-KITTITAS CO HISTORICAL SOCIETY 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, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City'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 or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City 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 City, or their 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 or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City 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. Indemnitv. and Hold Harmless. The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their 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 or City in connection with the Services for this Agreement; 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-005-KITTITAS CO HISTORICAL SOCIETY 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 or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure 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 or City, their 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. 2019 County Lodging Tax Funding Agreement Page 4 LT-2019-005-KITTITAS CO HISTORICAL SOCIETY 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 and City as Additional Insureds 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 or self-insurance maintained by the County or City. 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. The City is not a party to this Agreement but is an intended third -party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. 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. c. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representation, 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. d. 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. 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. 2019 County Lodging Tax Funding Agreement Page 5 LT-2019-005-KITTITAS CO HISTORICAL SOCIETY e. 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. f. 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. g. 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. h. 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. i. 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 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] 2019 County Lodging Tax Funding Agreement Page 6 I —/� 6 CLTAC: Application for Lodging Tax Grant Funding EXHIBIT "All Grant Application Dd you attend the Gant Application Workshop - 2018 hosted by the Kttitas County Cnanber of Corrrrerce? Workshop - 2018* r Yes r No Submittal Instructions r Yes, & General I have read and understand Submittal Instructions and General Inforrration for the 2018 Lodging Tax Gant Funding Information* f-ocess You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization Information Name of Organization* Kittitas County Historical Society, Inc. Organization Address* Street Address 114 E 3rd Ave Address Line 2 City State / Rovince / Region Ellensburg WA Fostal / Zip Code Country 98926 US Website Federal Tax ID #* UBI #* Organization is a:* http://wv\w.kchm.org 91-6037783 600-167-001 r Government Entity r 501(c)3 r 501(c)4 r 501(c)6 r Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of irs letter.pdf Organization Status* Acceptable filefon-rets include: JFG, FDF or -17117F. Contact Information First Name* Sadie Last Name* Thayer 44.31 KB A . Phone Number* 509-925-3778 Email * sadie.thayer@kchm.org Project or Event Information Project/Event Name* KCHS Special Event Advertising 2019 Event Dates Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 1/1/2019 Project/Event Location * New or Ongoing Project/Event? * End Dates 12/31/2019 Kittitas County r Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) Amount of Funding $ 14375.00 Requested * W you selected "ongoing R oject/Event" above this annunt may not exceed 10% of the total expense budget of this project. Funding Request Max 16,517 Tourism Seasons * Fromthe list below, what season will your project enhance tourisnf? Select any which apply. P Year-round (January - December) r Off Season (November - February) r Shoulder Season (October or March - May) r— High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description 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. Response 1: This project is designed to increase tourism, attendance, and historical awareness Project/Event by continuing to apply new and exciting promotions through social media marketing Description* and website development regarding Kittitas County history. These funds will be used wisely to continue a new successful marketing and advertising campaign that was unveiled in 2018 geared toward tourism and the primary mission of our Museum through its events and activities. As a result of previous support through the Lodging Tax Grant, we have been able to fulfill expectations, increase attendance, and continue community outreach through advertising and in-house activities. In 2018, we continued our marketing in the Seattle -Tacoma and Portland, Oregon, areas, where an increase in the demographics and frequency of advertising reached new audiences for our events and activities. We plan to continue advertising in these areas for 2019, as well as reach out throughout the Pacific Northwest for specific events. Some of the funds will be utilized to inform individuals about our walking tours along with advertising our lecture series. These tours, which were unveiled in 2017, have proven to be very successful with nearly full registration. Attendees have travelled 1-2 hours based on zip -code data from the registration form, and even museum guests have also taken the opportunity to go on these tours, including international visitors, to learn more about the community. Our lecture series has reached an all-time high with standing -room only crowds. In 2018, we expanded our series from 5 presentations to 8 and increased the variety of topics presented. The number of attendees increased by 25-30% depending on the topic, and we had new attendees at every lecture. We also connected with presenters to provide digital -only presentations, which will begin this coming winter. Some of the funds will be used to highlight special events and activities happening throughout the year. The Museum will continue promoting its exhibit schedule and general programming as well through the advertising, connecting to these new events and activities. The exhibits also tie to other area museums, historic sites, and events, which add experience and exploration of the community to a visit, and are rotated monthly. A small allotment of the funding would be used toward updating our website as events and programs are announced. 2500 character limit List of Intended Use of Funds* $12,500.00 Online Advertising $1,000.00 Radio marketing $500.00 Press release writing and distribution fee $250.00 Website Updates $125.00 Event flyer design and printing costs 21 Projections of Increased Tourism 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: 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: 1. Away from their place of residence or business and staying overnight in paid accorrrodations; Projection * By advertising in the Seattle/Tacoma, Portland, Oregon, and Eastern Washington areas, we will draw travelers to and through Ellensburg and Kittitas County. We know at present many of our guests are from outside of the Kittitas County area, especially more than 50 miles away, as all major cities in the Pacific Coast region are more than 50 miles away. In a recent assessment of our register book, we found that between January 1 and July 31 of 2018, 64% of our visitors who signed it were from areas more than 50 miles, totaling 456 visitors of an overall 742. Of these individuals, when inquired, half had indicated they were staying overnight due to comments such as "heard from the hotel' verbally or written. This is out of a current total of 4,397 people who have visited the museum; with 3,042 attending for exhibit or general purpose. Our Facebook page reflects primary visitation by individuals from 50+ miles, including Portland, Oregon and the major Washington cities of Seattle, Spokane, Tacoma, Spokane, Vancouver, Kennewick, and Puyallup all within the top 10 cities following our page. We anticipate based on current numbers that visitation and overnight stays will increase due to advertising in 2019. We have already had several individuals from out of the area stay overnight as part of a Haunted Legends walking tour or an evening lecture, or they came with the Museum intended as their destination for research purposes and stayed overnight as a result. We expect that as our activities increase, visitation and overnight stays will increase as well. We plan to roll out special deals with local hotels for upcoming events which then gives an option for visitors to stay overnight. Visitors have indicated to us that multiple venues on certain weekends justify them staying overnight. Many of these events will add to existing events or create an opportunity to extend their stay in the Ellensburg and Kittitas County area. In similar activities polled throughout Washington, most guests stayed overnight, attended other activities in and around their cities including food, shopping, and other museums and historical sites. Through this data, we can project that with targeted advertising to the Seattle - Tacoma market and the areas of Portland, Oregon and Eastern Washington, we can see an increase in overnight stays and longer visits to our community. 2500 character limit Response 2.1: In a recent assessment of our register book, we found that between January 1 and Evidence * July 31 of 2018, 64% of our visitors who signed it were from areas more than 50 miles, totaling 456 visitors of an overall 742. Of these individuals, when inquired, half had indicated they were staying overnight due to comments such as "heard from the hotel' verbally or written. This is out of a current total of 4,397 people who have visited the museum; with 3,042 attending for exhibit or general purpose. Most of these individuals inquired about other activities in and around Ellensburg and Kittitas County, such as food, shopping, educational offerings, other museums and historical sites. Of these, we are certain that at least 50% will purchase meals, gas, gifts, and more while passing through Kittitas County. Guests to the museum have identified they come from locations outside Kittitas County and the state of Washington. We also direct visitors to local attractions in and around Kittitas County and Ellensburg, such as museums, historic sites, recreational opportunities and more. Our Facebook page reflects primary visitation by individuals from 50+ miles, including Seattle, Spokane, Tacoma, Portland, Spokane, Vancouver, Kennewick, and Puyallup, all within the top 10 cities following our page. We have been collecting data from individuals who sign up for our tours through our website including zip codes and email addresses. These individuals also receive a questionnaire which asks about the event, their experience, and questions such as length of stay, place of stay, etc. This will continue as long as we have the Walking Tour program. We have received commitment from some of our organizations that meet at the museum that the attendees will be staying in the area overnight. We have commitment from 6 of our upcoming presenters for hotel stays (1 night each), and one Museum Association group (totaling 6 nights). We have also had an additional individuals stay in Ellensburg solely to visit the Museum and its events (16 stays). As we are an add-on to many experiences, we have found that while we do not directly generate a high number of stays, we add to the stay and most will stay an extra night to take part of an event. 2500 character lirrit Response 2.2: 2To a place fifty rriles or rrore away fromtheir place of residence or business for the day or staying overnight; Projection * By targeting our marketing to the Seattle/Tacoma, Portland, Oregon, and Eastern Washington areas, we will reach a market that is already predisposed to driving for more than 50 miles or staying overnight. 64% of our current visitors have identified themselves through our register book. These individuals are seeking either a day or overnight experience in and around Ellensburg and Kittitas County. Our evening lecture series and walking tours already draw many individuals from the 50+ miles demographic, visiting for the event and then returning home or staying overnight depending on specific interest. We currently have had a response of individuals attending from the Tri -Cities, Issaquah, Longview, Moses Lake, and Portland, OR beyond those from Kittitas County. In most cases, most had heard about the lectures from social media marketing and promotion. We anticipate with more lectures we will have more guests from the 50+ mile distance. Two of the 2019 presenters are known to draw attendees from the Tri - Cities, Northeast Oregon, and Spokane. The walking tours have had registered guests from Hillhurst, Oak Harbor, Tacoma, Federal Way, Kennewick, Seattle, Everett, East Wenatchee, Sammamish, and Gig Harbor in Washington; Madison, South Dakota; and Honolulu, Hawaii. We anticipate based on current numbers that visitation and overnight stays will increase due to advertising in 2018. We have already had several individuals from out of the area stay overnight as part of a Haunted Legends walking tour or an evening lecture, or they came with the Museum intended as their destination for research purposes and stayed overnight as a result. We expect that as our activities increase, visitation and overnight stays will increase as well. We plan to roll out a special deal with local hotels for our upcoming events and tours which then gives an option for visitors to stay overnight. Visitors have indicated to us that multiple venues on certain weekends justify them staying overnight. Many of these events will add to existing events or create an opportunity to extend their stay in the Ellensburg and Kittitas County area. Additional events and activities, including new exhibits, have always proven to be of interest to those looking to day -trip or overnight in Ellensburg and Kittitas County. We are looking to promote exhibits between historical sites and museums in and throughout Ellensburg and Kittitas County as well as Central Washington. 2500 character lirrit Response 2.2: By reviewing our guest register and through verbal interaction with guests, we have Evidence* found that 64% of our guests between January 1 and July 31, 2018 (456 of 742) were from the 50+ mile range. We have found Wth the 2018 offerings that more individuals will visit for a day -trip or overnight trip from the 50+ mile distance. Additionally, our reach has been predominately to those outside of the 50+ mile distance, with 49,279 of 56,041 total reached being from the 50+ mile demographic. We have ascertained the data from our register book that indicates lecture attendees came from as far as the Tri -Cities, Issaquah, Longview, Moses Lake, and Portland, OR beyond those from Kittitas County. In most cases, most had heard about the lectures from social media marketing and promotion. We anticipate with more lectures we will have more guests from the 50+ mile distance. Two of the 2019 presenters are known to draw attendees from the Tri - Cities, Northeast Oregon, and Spokane. With the planned promotions, we expect greater interest and visitation from the areas of Seattle -Tacoma, Portland, Oregon, and Eastern Washington. The walking tours have had registered guests from Hillhurst, Oak Harbor, Tacoma Federal Way, Kennewick, Seattle, Everett, East Wenatchee, Sammamish, and Gig Harbor in Washington; Madison, South Dakota; and Honolulu, Hawaii. We expect that by expanding the types of tours, including a 21 -and -over option, a living history cemetery tour, and event promotion with other local walking tours, the tour numbers will increase and draw folks from more than 50 miles away. Additional events and activities, including new exhibits, have always proven to be of interest to those looking to day -trip or overnight in Ellensburg and Kittitas County. We are looking to promote exhibits between historical sites and museums in and throughout Ellensburg and Kittitas County as well as Central Washington. Exhibit plans currently include a great partnership in 2019 with the other museums and historic sites throughout Kittitas County. 2500 character lirrit Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection * In 2018, we increased the frequency of our advertising to the Portland, Oregon area along with that of the Seattle -Tacoma and Eastern Washington areas. While we plan to continue our advertising to these demographics through social media, we have found that the current advertising has drawn visitors from other states throughout the United States and those who are visiting from another country. Visitors from other states in the US make up a high percentage of our visitation. Often a visitor is driving across the country and stopping through Ellensburg and Kittitas County, and they will spend time in the community before continuing on their way. However, a few are directly connected to business or family within the area. According to our guest register, we have found that 456 out of 742 guests signing the guest register were from outside of the 50+ mile basis. Of these, 239 listed another state or country as their origin. As this number aligns with the data from 2017, we anticipate that for 2019, it will remain the same or increase slightly as we plan to increase advertising to the Portland, Oregon area. We also anticipate that along with the expansion of our exhibits, events, and activities, more advertising will draw more individuals from outside of Washington State as well as internationally. 2500 character limit Response 2.3: By reviewing our guest register and through verbal interaction with guests, we know Evidence* that visitors come from outside of the state and internationally. Of these, 3% of our guests between January 1 and July 31, 2018 have been international visitors. We have had visitors from Austria, Australia, Brazil, Canada, China, Germany, Holland, Ireland, Italy, Mexico, the Netherlands, New Zealand, Scotland, the United Kingdom, and Zambia. Visitors from other US States have totaled 47% of those who signed the guestbook were from 50+ miles away. These states were Arkansas, California, Colorado, Connecticut, Florida, Georgia, Hawaii, Idaho, Indiana, Louisiana, Massachusetts, Maryland, Michigan, Minnesota, Montana, North Carolina, North Dakota, New Mexico, Nevada, New York, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, Vermont, Wisconsin, and Wyoming. While our advertising is directed toward the Seattle -Tacoma area market and Eastern Washington, along with Portland, Oregon, social media marketing is wider spread through organic posts and shares. By engaging those around the community, word of mouth is spread about the museum making us a destination instead of an add-on. Through also participating in local events and activities, including having exhibits, we add a value to ongoing efforts and activities which might draw people into the Museum or add to their experience. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: What tools will you use to rreasure your event's irrpact on tourism? Rease be specific and provide exarrples. Measuring Results* The Kittitas County Historical Museum's project is year-round. We expect advertising to draw individuals to Kittitas County from western Washington, with the targeted demographics of more than 50 miles, including those in the Seattle - Tacoma area, the Portland, Oregon region, and in Eastern Washington, the larger municipalities of Spokane and the Tri -Cities. We currently keep a daily count of visitors, and we compare the visitor count each year to previous years to help us measure the success of our campaigns and areas in need of improvement. The museum also has a register book that shows the extent of our geographical draw and method of hearing about us. See the attached two exhibit pages which show the daily count and register book. Our social media accounts and website also have options to track insights and demographic data. By comparing information from past years to the present campaign, it will give us an understanding of whether the campaign is working. In reviewing the 2018 campaign, advertising of lectures resulted in a 48% increase in attendance, and most had indicated they had learned about the lecture online (through social media or the website). Our website also collects information when individuals register for the walking tours. We collect zip codes and email addresses, and send a survey upon the completion of the event. The survey includes questions about their visit including where they are from, if they stayed overnight in Kittitas County and where they stayed. Most of our events and activities partner with organizations throughout Kittitas County. Each aspect will direct individuals to partner organizations, like the Roslyn Museum, Roslyn Cemetery, Olmstead Place State Park, the Carpenter House Museum, and the Washington State Ski and Snowboard Museum, or will tie to local events and anniversary dates. These events will help to draw visitors across Kittitas County making it more of a tourist destination instead of a stop along the way. 2500 character lirrit Response 3 A: A. Is your prgect/event year-round or is it seasonal or date -specific? Measuring Results* F Year Round !' Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the Plr ject or Event Information section Response 3 B: B. what strategies will you employ to assure you are attracting tourists fromat least 50 miles away? Measuring Results* We currently keep a daily count of visitors, and we compare the visitor count each year to previous years to help give us an understanding of the success of our campaigns and areas in need of improvement. The museum also has a register book that shows the extent of our geographical draw and method of hearing about us. We will contact those who leave their email addresses to complete a survey relating to their recent visit. Information will include whether they stayed overnight and if so, where they stayed. Our social media accounts and website also have options to track insights and demographic data. By comparing information from past years to the present campaign, it will give us an understanding of whether the campaign is working. In reviewing the 2018 campaign, advertising of a lecture resulted in a 48% increase in attendance, and most had indicated they had learned about the lecture online (through social media or the website). Of the increased numbers, 17% were from 50+ miles. Our website also collects information when individuals register for the walking tours. We collect zp codes and email addresses, and send a survey upon the completion of the event. The survey includes questions about their visit including where they are from, if they stayed overnight in Kittitas County, and where they stayed. By reviewing the data, we can ascertain that we are actively attracting tourists from at least 50 miles away through our advertising. 2500 character lirrit Response 3 C: C What strategies will you use to assist in marketing all of Kttitas County as a tourist destination with your Measuring Results* event/project funding request? The Museum seeks funding to support advertising for general awareness of its exhibit rotation, the lecture series, walking tours, and special events. The advertising links our projects to ongoing projects and events in the county in order to provide a wider audience. The exhibits connect with places, people, events and activities throughout the County. One event in 2019 is the 75 -year anniversary of the Women Airforce Service Pilots and the loss of Mary Webster and others from World War II. We will look to partner with the Roslyn Cemetery, the Ronald -Roslyn -Cie Elum Heritage Club, and the Northern Kittitas County Historical Society to tell a complete story of those lost during this major historical event. We are already discussing to have a presentation and other events. There are other events that are collaborated with throughout Ellensburg and Kittitas County. We will be partnering with the City of Roslyn, Roslyn Museum, and the Roslyn-Ronald-Cle Elum Heritage Club to further develop our living history cemetery event in order to provide a cross -county activity. We also try to include information in our exhibits about other displays in Kittitas County or other available information, including directing researchers and interested parties to other organizations. Our Lecture Series includes presentations on various aspects of Kittitas County history, such as geology, Native American history, and interesting tidbits of local lore and legend. Presenters encourage the participants to visit locations throughout the County, and brochures are provided to further encourage visitors and event attendees. The Walking Tours also highlight community history. Often the tour guides discuss the surrounding communities, and we provide copies of self -guided walking tour maps for Cie Elum and Roslyn Cemetery for those who participate. We also correlate information in Ellensburg to that of its neighboring communities, such as our Haunted Legends discuss Thorp and Roslyn. We also share posts on social media, highlighting and promoting local exhibits, events, and activities. Through these activities, we help to further interest in and around Kittitas County, especially as a tourist destination. 2500 character limit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration * Throughout the year, the KCHM hosts special exhibits, programs, and events to promote the topic of a particular exhibit. We work with local businesses and other non -profits to co -market these events which increase exposure for both parties. In the past and present, we have sought assistance with the Kittitas County Chamber of Commerce, which has been beneficial. Through co -sponsoring events, having a booth, etc., we have increased our presence at events throughout Kittitas County. We expect to continue expanding our community presence in 2019. We partner with organizations to provide exhibits, information, or provide involvement that helps to enhance community events. A few of those are: Spirit of the West Cowboy Gathering: An exhibit on cowboy culture; Jazz in the Valley: Exhibit on local music history plus a children's craft activity; Cruisin' for Hospice Car Show. Provide antique cars for display; Ellensburg Rodeo/Kittitas County Fair: Exhibit on event history and provide historical photos and information for display at the event; Moments to Remember: An annual exhibit that focuses on an aspect of local nostalgia; and Puget Sound Energy Wild Horse Wind Farm: Items loaned for annual display and partnership for the annual Ellensburg Rodeo Parade. Walking Tours: Partnership with Gallery One Visual Arts Center, Ellensburg Downtown Association, Haunting Ellensburg, and more, to provide themed walking tours in and around Ellensburg. We also serve as a resource for historical artifacts, photographs, and information for events such as the Haunting Ellensburg annual haunted house, new businesses, the Barn Quilts of Kittitas County group, and more. We also partner with other organizations through our exhibits and programming, such as the Roslyn Museum, the Northern Kittitas County Historical Society (Carpenter House Museum and Cie Elum Telephone Museum), Thorp Mill, the Cascade Association of Museums and History, and other local and regional events. Our annual Lecture Series is made possible through collaboration with the Humanities Washington Speakers Bureau and potential partnerships with a number of local and regional groups, such as Central Washington University, the Mountains to Sound Greenway, and more. 2500 character lirrit 51 Future Plans 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. Future Plans* The Kittitas County Historical Museum has plans to make this program self- sustaining. Due to the success of the advertising, the Museum's Board of Directors has become educated about the rate of return of the advertising investment and maintains a budget line of $2,500 to match any advertising or reach alternative markets. We have received an increased rate of donations to the museum as a result of increased visitation to the museum, which we attribute to the current advertising campaign. We have also increased our membership program in which the fees go towards funding events, activities, and programs. Walking Tours: With the success of the walking tour program, we are developing the tour program into some free tour opportunities while some would be at cost. Anticipated models forecast offer the following for planned income and expense: Tour projected gross income: 8 tours x 15 people per tour x $10 per person = $1,200 income. This may be adjusted depending on specific tour or event but reflects an average offering. Tour projected expense: 8 tours x 15 people per tour x $5 per person fee tour -guide fee = $600 expense. Depending on the specific tour, the expense may be adjusted. The Museum would also incur all processing fees for credit-card transactions. We are also planning a 21 -and -over walking tour that will be packaged through a local hotel and restaurant/bar. These would be $25 per person and would include a drink at the end of the tour. The cost model currently looks at approximately $1,250 in gross income. Expenses are being researched as we reach out to partner organizations and hotels. Additional tours are available at a cost of $10 per person with a minimum of 5 people, and would have reflective expenses as listed above. We anticipate at least 2 private tours in 2019. 2500 character linit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information 2500 character lirrit Supporting Documents You nay upload any supporting documents such as graphs, irreges, diagrarrs, rrarketing rreterials, etc, Grantl .pdf 105.71 KB You are allowed to subrrit up to 3 single page (US Letter) docurrants in JFG, FDF or 11FF forrrat 71 Previous Lodging Tax Grant Information Previous Years lbs your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding. Grants* r Yes, 1 year previous r Yes, 2 years previous f• Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* Projected * 7,990 9,000 How many days did/will your event occur? Prior Year* Projected * 365 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected * 38 55 Paid Overnights' Data Support Explain how the room nights data above from the prior year was collected and how the projection for the next year is derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections, what are they based upon and how is that basis justified?) Prior Year Paid While hard to quantify, we confirmed reservations and stays as a result of events Overnight's Stay hosted by the museum (lecture series), along with researchers and groups that use Response* the museum. These numbers have been confirmed via email and through hotel rooms reserved for the lecture series by the museum. We confirmed stays by four individuals (4 nights), 4 lecturers plus their guests (6 nights), and two groups of 14 individuals (2 nights per each = 28 nights). We anticipate a greater overnight hotel stay rate in 2019 due to the planned events and activities. It is our expectation with also as the Museum is an added benefit to someone's stay, it may not create the initial hotel room reservation but may add one or two nights stay on an existing one. 2500 character linit. Prior Year Paid In addition to field above, you nay upload the evidence to support the prior years' roorrYnight infornation Overnight Stay Data You nay upload up to three single pages (US Letter); of inforrration. If you a single nultkpage document, only the first three pages will to considered. The following formats, will bo accepted: JM, R F or TIFF Application Questions: Part 5 n 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding * Does your organization have, or have you applied for funding fromother sources? r Yes r^ No Funding for which you have applied but not yet secured Funding Source Amount KCHS Advertising Budget Line $ 2,500.00 Funding Shortfalls* What changes would occur if the project couldn't be funded? If not funded, we would adjust our plans to reflect the decreased budget. With the Museum's budgeted amount of $2,500, we would allocate funding toward social media advertising but would reduce the anticipated market or frequency of the advertising. 2500 character IirriL Matching Funds 8.35 Percentage % This field will auto fill with the correct percentage based on your input to budget section below, 91 Project Budget Overview Please 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 (need not be consecutive) for the project/proposal if applicable. 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. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred in-knd contributions valued at $500 or rnore and related to rrarketing/advertising, you crust subrrit Contributions verifying documentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 8,000.00 $ 10,000.00 $ 13,000.00 $ 14,375.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Tour Fees $ 0.00 $ 0.00 Museum Coffers $ 5809.01 $ 3750.03 $ 170.00 $ 1516.60 $ 1200.00 $ 0.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 40 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Grant2.pdf 69.74KB Calculated Value of $ 942.40 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 13809.01 $ 13750.03 $ 14686.60 $ 16517.40 Expenses Past Actual 2 Past Actual 1 Projected Expense Totals $ 13809.01 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Advertising $ 13809.01 $ 13750.03 $ 14686.60 $ 14375.00 Tour Guide Fees $ 0.00 $ 0.00 $ 0.00 $ 600.00 General advertising $ 0.00 $ 0.00 $ 0.00 $ 1542.40 costs beyond the LTAC Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 13809.01 $ 13750.03 $ 14686.60 $ 16517.40 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $0.00 $0.00 $0.00 $0.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor Wll 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: * ImIttJo Ala Name* Sadie Thayer Applicant's Title* Museum Director Internal Revenue Service Director, Exempt organizations Date: October 18, 2001 KITTITAS COUNTY HISTORICAL SOCIETY INC G J R & W PO BOX 460 ELLENSBURG WA 98926-0460 Dear Sir or Madam: Department of the Treasury P.O. Box 2508 Cincinnati, Ohio 45201 Person to Contact-ID#:31--07326 Agent William C Jarvi Contact Telephone Numbers: 877-829-5500 Phone 513--263-3756 FAX Federal Identification Number: 91-6037783 This is in reference to your letter of May 11, 2001, requesting a ruling regarding your qualification for status as an exempt operating foundation as defined in section 4940(d)(2) of the Internal Revenue Code. Our records indicate you were recognized,as exempt from federal income tax under section 501(c)(3) of the Code effective September of 1974. It was determined the organization was not a private foundation within the meaning of Section 509(a) of the Code because it is an organization described in Section 170(b)(1)(A)(vi) and 509(a). You have also been determined to be a private operating foundation within the meaning of section 4942(j)(3) of the Code as of January 1, 1996. The information submitted indicates your governing body is broadly representative of the general public as evidenced by the large number of area residents of various occupations making up the Board. No Board Members are disqualified persons. Section 4940(a) of the Code provides for the imposition on each exempt private foundation of an excise tax equal to 2 percent of the net investment income of such foundation for the taxable year. Section 4940(d)(1) of the Code provides no tax shall be imposed under section 4940 on any private foundation which is an exempt operating foundation for the taxable year. Section 4940(d) of the Code was enacted pursuant to the Tax Reform Act of 1984, 1984-3 C.B. (Vol. 1)1 (the "Act"). Section 4940(d)(2) of the Code provides the term "exempt operating foundation" means with respect to any taxable year, any private foundation if— a. such foundation is an operating foundation (as defined in section 4942(j)(3); b. such foundation has been publicly supported for at least 10 taxable years; The Kittitas County Historical Museum is a private, nonprofit charitable organization. With only two paid staff and 25 volunteers, we plan to continue building awareness of the museum, which will reflectively increase our further sustainability. In 2013, we embarked on a new advertising campaign after having been denied funding the previous year. Through the new program we saw a positive response from visitors. Overall, we saw a consistent 25-28% increase in attendance yearly, especially in our targeted market. Our museum attendance nearly doubled from 4,975 in 2013 to 8,697 in 2015, and while 2016 decreased in visitation to 7,359, it was a higher annual visitation rate than previous years. Our Museum Monthly Attendance numbers continue to show multi-year highs in our visitor attendance, and as of July 31, 2018, we have had 4,397 overall visitors compared to 4,399 in 2017; however with August and September's numbers, the 2018 year-end is expected to far exceed that of 2017. We have also had yearly increases in donations to the museum and gift shop sales as a result of the increased visitation. Our donations are at 406% of the anticipated amount for 2018, and we have already received 67% compared to last year's amount. Gift shop sales are already exceeded the expected annual income at a rate of 191%. We have invested more into the gift shop in 2018 which has in turn increased sales. We plan to increase our offerings again for 2019, tying to events and programming. The Museum also plans to publish a couple books on local history in early 2019. As another direct result of increased visitation, the museum has experimented with its hours to meet the needs of the community. For example, the Museum was open for 3 Sundays this year to coincide with major events (Spirit of the West, Jazz in the Valley, and the Kittitas County Fair/Ellensburg Rodeo). These openings have resulted in increased visitation to the museum as a whole, with an audience that often has never had the opportunity to visit previously due to timing. This is the third year we have done this, and we have had more visitors overall than the previous year: 116 versus 85. Most visitors had not been in our museum before and took the opportunity of the special hours to visit. We also provide an evening venue for events and meetings. Further hour changes are being discussed for 2019 to coincide with more events, including Girls Night Out, Buskers in the Burg, and more, in addition to taking a more visible presence in the community by hosting booths at events throughout the County. By continuing to build on a successful model, we plan to attract a new audience that has had an increased interest in the Kittitas County Historical Museum, Ellensburg, and Kittitas County. Through the months of June to August 2018, we have had a noticeable increase in visitors from the Seattle -Tacoma area and the Portland area. Whether it was indicated in print or verbally, we found that most of these visitors were day-trippers (-75%) with another destination, such as Spokane or British Columbia. Others (-25%) were staying overnight in Ellensburg while attending an event or activity and visiting the downtown. By advertising to these markets, we are targeting a demographic already predisposed to visit the museum. These individuals are already interested in history and are more apt to visit the museum and local attractions. By producing the advertising, we will be able to add more information and an overall access and view of the museum to the advertising which may attract more visitors. With a program building on the success of social media marketing, we can increase visits to the museum, Ellensburg, and Kittitas County. By the increased attendance and gift shop sales, along with possible museum memberships, this will provide further sustainability and allow for the museum to host a wider array of events, public programming, classes and educational opportunities, exhibits, and more, as well as draw many folks in from throughout the Pacific Northwest. At present, we have had success in drawing visitors to our events from the Tri - Cities, Renton, Spokane, northeastern Oregon (Umatilla area), and Wenatchee. 1 ALL CA TEGORI,s QF MUSEUM USE %2018 Total by 2 2017 2018 Month 3 January 223 336 5069 4 February 612 672 8688 5 March 388 551 7538 6 April 1266 598 11053 7 May 533 675 11150 8 June 594 751 11448 9 July 783 814 14041 10 August 720 824 11501 11 September 839 1,724 8924 12 October 1242 14257 13 November 389 7843 14 December 401 7255 15 Totals r 7990 5221 118767 Count 1 2 Ordinary Income/Expense 3 Income 4 50102 - Gift Shop Income 7 150105 - Donation box 8 50106 - Membership Dues 11 50113 - Contributions & S Donations Av 282- 483 419 614 587, 603 739 605 496 792 436 403 6251; Fig. 1 Snapshot of Museum Monthly Attendance Fig. 2 Snapshot of Museum Actual v. Budget for 2018 %2018 2018 Thru Thru $ % budget Budget 9115118 9115/17 Change Change spent S 2,000 3,827 1,897 1,930 102% 1,31% $ 3,500 2,894 2,730 165 6% 839 $ 5,500 4,179 4,543 -364 -8% 76% S 750 3,045 1,821 1,724 67% 406% Fig. 2 Snapshot of Museum Actual v. Budget for 2018 Kitdtas County Historical Museum 114 E Third Ave Ellensburg, WA 98926 509.925.3778 www.kchm.org KCHM Lodging Tax: Volunteers Linda Knudson Moriah Kauer Keith Eslinger Unnamed Intern Events agreed upon: 10 lectures at 3 hours per lecture (5:30pm-8:30pm) Special event support anticipated: 10 hours Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1. Brandin EXHIBIT "B" 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 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. 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. 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 1000 of the cost, including any production costs. EXHIBIT "B" 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 Advertisi 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: 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. FlyerslPosters: 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. EXHIBIT "B" 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.