HomeMy WebLinkAboutLT-2019-006-Chamber-Dachshunds German FestLT -2019 -006 -CHAMBER -DACHSHUNDS GERMAN FEST
2019 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE FOR
DACHSHUNDS GERMAN FEST
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
Chamber of Commerce for Dachshunds German Fest. ("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 eleven thousand, seven hundred, and twenty-eight
dollars ($11,728.00) (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 eleven thousand, seven
hundred, and twenty-eight dollars ($11,728.00) (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.
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d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Judy Pless
205 West 5th Ave —Suite 105
Ellensburg, WA 98926
Judy. ple5s@co. k ittitas. 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:
• Promotions and marketing
• Tenting
• Entertainment
• Fencing
• Website
• Operational supplies
• Staging
• Sound
• Port o potties/hand-washing stations
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 insurance or licensing
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.
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
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
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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
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, Indemnity. 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:
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• 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;
■ Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
■ Any breach of or default under this Agreement by Contractor.
Section S. Compliance with Public Records Law.
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
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performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County 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 B. 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,
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.
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
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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.
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:
[Print Name]
[Address]
[Telephone]
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Deputy Prosecuting Attorney
2019 County Lodging Tax Funding Agreement Page 7
/-7r:1 � �
CLTAC: Application for Lodging Tax Grant Funding
EXHIBIT "q"
Grant Application Cid you attend the Grant Application Workshop - 2018 hosted by the Kittitas County Chanter of Oom erce?
Workshop - 2018* F Yes
r No
Submittal Instructions C Yes,
& General I have read and understand Subnittal Instructions and General Infornation For the 2018 Lodging Tax Grant Funding
Information * Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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Organization Information
Name of Organization
* Kittitas County Chamber
Organization Address*
Street Address
First Name*
609 N Main St
Last Name*
Address Line 2
oty
ELLENSBURG
Postal / Zip Code
98926
Website
www.kittitascountychamber.com
Federal Tax ID #*
91-0210430
UBI #*
601-133-921
Organization is a:*
r Government Entity
f 501(c)3
r 501(c)4
F 501(c)6
r Other
State / Rovince / Region
WA
Country
United States
(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
501c6 Status.pdf
Organization Status*
Acceptable filefornats include: JFG, PCF or WE
Contact Information
First Name*
Jarred
Last Name*
Fudacz
282.73KB
h
Phone Number* 509-925-2002
Email* jarred@kittitascountychamber.com
Project or Event Information
Project/Event Name* Dachshunds German Fest
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* End Dates
6/15/2019 6/15/2019
Project/Event Rotary Pavilion - Downtown Ellensburg
Location *
New or Ongoing f Ongoing Project/Event (More than four years in existence)
Project/Event?* r New Project/Event (Four or fewer years in existence)
Amount of Funding $ 16000.00
Requested * It you selected "Ongoing R-oject/&ent" above this arrount rray not exceed 10% of the total expense budget of this
project.
Funding Request Max 16,000
Tourism Seasons * Fromthe list below, what season will your project enhance tourism.. SSelect any which apply,
r Year-round (January - December)
r Off Season (November - February)
r Shoulder Season (October or March - May)
W 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: The Dachshunds German Fest will be a celebration of culture in Rotary Pavilion in
Project/Event Downtown Ellensburg to coincide with the annual Dachshunds on Parade. To follow
Description* with a German theme, German beer producer's, food eateries, food trucks, and
German style performers will be invited to take part in this fun summer celebration
of culture, heritage, and of course Dachshunds. This event will occur during the
Dachshunds on Parade and after to help keep attendees downtown, walking
through the Farmers Market and supporting our community through heads in beds,
and shopping local. Many cultural events like these occur in Upper Kittitas County
with very few occurring in Ellensburg's Downtown Core. We believe that adding a
German Fest with Dachshunds on Parade will help draw a larger number of people
to enjoy Dachshunds as well as the historic Downtown.
The target audience of the Dachshunds German Fest is...
1) Tourists that are attracted to Dachshunds on Parade
2) Attendees and participants of Dachshunds on Parade
3) German Beer and Food Enthusiasts
4) Central Washington Area (outside of Kittitas County)
5) Seattle — Tacoma area.
2500 character lirrit
List of Intended Use of Funds*
Promotions and Marketing
Tenting
Entertainment
Fencing
Website
Operational Supplies
Insurance & Licensing
Staging
Sound
Port o Potties/Hand-washing Stations
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 fromtheir place of residence or business and staying overnight in paid accorrrrodations;
Projection*
I. Based on data collected from past Dachshunds on Parade events, the annual
event drew 600 attendees with approximately 50 percent coming from outside of
the county. With the addition of a German Fest held in conjunction with the event,
we project that it will attract the normal if not more Dachshunds on Parade
Participants and an additional 300-400 attendees to Downtown Ellensburg. Also,
with the data collected from previous years we found that around 30 percent of
event attendees traveling from outside of the county stayed in paid overnight
accommodations. With the 300 attendees coming for Dachshunds from outside of
the county and the additional attendees of 350 for the German fest we project that
approximately 475 attendees will now travel from outside of the county to the event
making for 143 attendees staying in paid accommodations with 60 paid room night
stays. This would make an increase of 53 more attendees staying in paid
accommodations for the combined events or 22 more room night stays.
2500 character limit
Response 2.1;
II. These figures were calculated based on data figures received from registration
Evidence*
from past Dachshunds on parade events. In addition, we conservatively project,
based on experience with beer festivals, such as the Roslyn Mountain Ale Festival,
that the German Fest alone will draw an additional 350 attendees to the overall
event. We also contacted similar events on their event attendance. After contacting
Spokane Oktoberfest and Dayton Oktoberfest we found that the Spokane
Oktoberfest is a very large event, however, it would be the closest of comparable
size, we feel strongly we could easily attract 10 or more percent of what their
attendance is for a two day event with the similar theme, projecting our attendance
to be at about 350 for this new event.
2500 character lirrit
Response 2.2:
2To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
Projection *
III. The same data collected showed that 50 percent of the event attendees travel
from outside of Kittitas County. That would make for approximately 475 attendees
from 50 miles or more from Kittitas County for the combined events with 175 of
those coming just for the German Festival.
2500 character limit
Response 2.2:
IV. The data for attendees traveling from outside of Kittitas County was derived
Evidence*
from attendee registration for the Dachshund on Parade event. This data showed
that roughly 50 percent of their attendees signing up to participate in the
Dachshund events were from outside of Kittitas County. We feel that this is a
strong projection for attendees coming for the German Festival. The number of
attendees coming for the German Festival 50 miles or more away could potentially
be higher.
2500 character lirrit
Response 2.3:
3. or from another country or state outside of their place of residence or business.
Projection*
V. Though Dachshunds on Parade has had a fairly strong draw for attendees
outside of the State, the majority of attendees for the German Festival will be
primarily from within Washington State with a very insignificant drawfrom outside of
the state.
2500 character limit
Response 2.3:
VI. It is expected that our draw for attendees for the German Festival will be
Evidence*
insignificant, based off of data collected from other beer and cultural festivals.
2500 character limit
Application Questions: Part 2
31 Measuring Results
N
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:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
What tools will you use to treasure your event's irrpact on tourism? Rease be specific and provide exarrples.
I. The majority of the marketing will be targeted to audiences 50 miles or more from
Kittitas County. To ensure that we are attracting a large audience from outside of
the county, as opposed to local attendance, we will track attendees with the official
surveys at the event to gain data on where they are traveling from, their plans on
lodging, and how they heard about the event, to better pin point what avenue of
marketing is best to reaching these audiences. We will also use data gained from
ticket purchases, social media clicks, and website clicks and navigation to gain data
about attendees and where they are traveling from.
2500 character limt
A. Is your project/event year-round or is it seasonal or date -specific?
r Year Round r Seasonal r Date Specific
Your selection here should be supported by the dates you provided above, in the Roject or Event Inforrretion section
R What strategies will you errploy to assure you are attracting tourists from at least 50 roles away?
II. Our strategies will be to use Online Marketing to include the following channels:
Website Marketing
Search Engine Optimization
Pay -Per -Click Advertising
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
We also plan on selling a greater number of tickets online than in Kittitas County to
allow for those 50 miles or more away to purchase tickets easier. Through our
online marketing outlet we will target geographical areas such as Wenatchee,
Yakima, Tri -Cities, Puyallup, Tacoma, Auburn, Kent, Snoqualmie, and South Bend.
In addition, we will promote the event via radio on KXLE 10 days prior to the event.
2500 character lirrit
G What strategies will you use to assist in rrarketing all of Kttitas County as a tourist destination with your
event/project funding request?
III. To assist in the marketing efforts of Kittitas County and Ellensburg, we will link all
our marketing to the Central Washington Color and MyEllensburg websites. If
funding is secured, we will create a website for the German Fest. We will include
MyEllensburg tourism logos on all webpages and link our page to the MyEllensburg
website. In addition, all print, radio, and digital advertising will include the
MyEllensburg tourism logo and name.
2500 character lirrit
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 * Collaborations for the Dachshunds German Fest will occur with
-The Ellensburg Downtown Association (already secured relationship)
-The City of Ellensburg (remains a strong partner in Chamber of Commerce
Downtown Events)
-The Dachshunds on Parade event (already secured relationship)
-CWU Arts and Humanities Department
-German Beer Outlets and German Food Outlets
2500 character limit
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 goals to making the Dachshunds German Fest self-sustaining
-Continue a partnership with the Ellensburg Downtown Association
-Solicit Sponsors for the event (Goal of $3000)
-Charge a price to enter the German Fest. ($7 admission to 21 and over area plus
general area, $5 for general area, no beer garden, kids 5 and under FREE in
general area)
-Sell German fest Merchandise.
2500 character limit
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 limit
Supporting Documents You rrey upload any supporting docurrents such as graphs, images, diagrams, marketing rraterials, etc.
Daschunds Beer Garden2019 EventOverview.pdf 91.84KB
You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG. FDF or 11FFforrrat
71 Previous Lodging Tax Grant Information
Previous Years I -hs 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
r 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 *
0 350
How many days did/will your event occur?
Prior Year * Projected *
0
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year Projected*
0 22
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,
Mat are they based upon and how is that basis justified?)
Prior Year Paid The projection for 2019 event room night stays was conservatively calculated by
Overnight's Stay using the data that was collected from previous Dachshunds on Parade events and
Response* adding 350 more attendees to the event for the German Fest. 350 additional
attendees are within a reasonable limit of additional attendees with adding this new
component. This number came from experience with other beer festival style
events such as the Roslyn Mountain Ale Festival which attracts 300-350 attendees
including brewery representatives to the event with a margin of 70 percent
attending from outside of Kittitas County. Of the 350 additional attendees we feel
comfortable with saying that 50 percent of those will attend from 50 miles or more
with 30 percent of that half staying in paid accommodations. This would increase
the overall attendees staying in paid accommodations from 90 to 143 attendees or
59 room night stays, an increase of 22 room night stays.
2500 character lint.
Prior Year Paid In addition to field above, you nay upload the evidence to support the prior years' roordnight information.
Overnight Stay Data You nuy upload up to three single pages (US Letter), of information. If you a single multi -page docurrent, only the first
three pages will be considered. The following formats, will be accepted: JPG, F0F or TIFF
Application Questions: Part 5
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 from other sources?
f Yes r No
Explanation * If not, why not?
We are in the preliminary stages of planning this event and without knowing if
Lodging Tax funding will be provided to help fund this new event, funding sources
such as sponsorships and other funding has not been secured or applied for. If
Lodging Tax funding is secured we plan on applying and securing sponsorships for
this event. Our goal for the event is to successfully solicit 3000 in sponsorships.
2500 character limit
Funding Shortfalls * Mat changes would occur if the project couldn't be funded?
If this event did not receive funding it would make it very difficult to put any sort of
planning in motion to make this event a success. With such a large upfront cost of
the event in the first year, it would be nearly impossible to hold this event in
conjunction with Dachshunds on Parade. If the event was not funded it would
create hardships and the event would not be held.
2500 character lirrit.
Matching Funds 19.38
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 market! ngladvertising, 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 fleiability 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 claimed ir�l nd contributions valued at $500 or more and related to marketing/advertising, you rrust subrrk
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 $ 0.00 $ 0.00 $ 0.00 $ 16,000.00
Funding
All Other Revenues
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Ticket Sales
$ 0.00
$ 0.00
$ 0.00
$ 2200.00
Scrip Sales
$ 0.00
$ 0.00
$ 0.00
$ 300.00
Merchandise Sales
$ 0.00
$ 0.00
$ 0.00
$ 300.00
In -Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Brewery Donation $ 0.00 $ 0.00 $ 0.00 $ 300.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 100
Evidence of Volunteer Please ulpload a single file which offers evidence in support of the projected volunteer hours.
Contributions* Dachshunds German Festival VolunteerNeeds.pdf 27.13KB
Calculated Value of $ 2,356.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $ 0.00 $ 0.00 $ 0.00 $ 21456.00
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Insurance/Licenses
$ 0.00
$ 0.00
$ 0.00
$ 500.50
Fencing
$ 0.00
$ 0.00
$ 0.00
$ 2000.00
Staging
$ 0.00
$ 0.00
$ 0.00
$ 400.00
Sound
$ 0.00
$ 0.00
$ 0.00
$ 1000.00
Entertainment
$ 0.00
$ 0.00
$ 0.00
$ 2100.00
Marketing &
$ 0.00
$ 0.00
$ 0.00
$ 4997.50
Promotions
Beer
$ 0.00
$ 0.00
$ 0.00
$ 800.00
Reimbursement
Operational
$ 0.00
$ 0.00
$ 0.00
$ 700.00
Supplies
Tenting
$ 0.00
$ 0.00
$ 0.00
$ 1300.00
Restrooms/Handwas
$ 0.00
$ 0.00
$ 0.00
$ 582.00
hing
Permits
$ 0.00
$ 0.00
$ 0.00
$ 120.00
Merchandise
$ 0.00
$ 0.00
$ 0.00
$ 1000.00
Website
$ 0.00
$ 0.00
$ 0.00
$ 500.00
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Expense Totals
$ 0.00
$ 0.00
$ 0.00
$ 16000.00
Profit & Loss
Past Actual 3
Past Actual 2
Past Actual 1
Projected
$ 0.00
$ 0.00
$ 0.00
$ 5456.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and
Wil comply with all provisions thereof.
Certified by:
,Tared fudacZ
Name* Jarred Fudacz
Applicant's Title* Director of Events
S�� pp'jj r De »ilmenl of the Trc,i •.
r�C117 r1 11S Internal Revenue Nei %itr
P.O. Box 2508, Room 4010
Cincinnati OH 45201
021926
KITTITAS COUNTY CHAMBER OF COMMERCE
609 N MAIN ST
ELLENSBURG WA 98926-3109
In reply refer to: 4077550279
Mar. 29, 2012 LTR 4168C 0
91-0210430 000000 00
00039116
BODC: TE
Employer Identification Number: 91-0210430
Person to Contact: Sophia Brown
Toll Free Telephone Number: 1-877-829-5500
Dear Taxpayer:
This is in response to your Feb. 20, 2012, request for information
regarding your tax-exempt status.
Our records indicate that you were recognized as exempt under
section 501(c)(6) of the Internal Revenue Code in a determination
letter issued in July 1942.
Because you are not an organization described in section 170(c) of the
Code, donors may not deduct contributions made to you. You should
advise your contributors to that effect.
Please refer to our website www.irs.gov/eo for information regarding
filing requirements. Specifically, section 6033(j) of the Code
provides that failure to file an annual information return for three
consecutive years results in revocation of tax-exempt status as of
the filing due date of the third return for organizations required to
Mile. We will publish a list of organizations whose tax-exempt
status was revoked under section 6033(j) of the Code on our website
beginning in early 2011.
If you have any questions, please call us at the telephone number
shown in the heading of this letter.
Sincerely yours,
Cindy Thomas
Manager, EO Determinations
Dachshunds Germanfest 2019
ONLINE
Facebook/Instagram
$
3,150.00
YouTube
$
500.00
Video Production
$
300.00
Ad Production
$
547.50
RADIO
KXLE
$
500.00
Total budget $
4,997.50
Campaign Overview
Radio :3o ads
KXLE - 7 days prior
Online :
Facebook / Instagram/ YouTube
Campaign will promote attendence to the event and will target Wenatchee
Yakima, Tri -Cities, Puyallup, Tacoma, Auburn, Kent, Snoqualmie & South
Bend
Added Value:
Exposure on CentralWashingtonColor.com & DiscoverCleElum.com
Partnership Budget Approval
All added value estimates are not confirmed until the buy is placed and
varies on availabilty, final budget, and station discretion. This partnership
will be handled by Genesis Marketing. Upon Signature below, initial 50% of
budget will be invoiced and due within 3o days. All invoices will be
submitted to you by Genesis Markering and will be due within 3o days of
invoice.
A bulleted list of topics for scripts and online ads, as well as any logos and
photos desired must be provided a minimum of 1 month prior to each buy's
"air" date. Any proofs must be approved within 48 hours or they will run as
is. In addition, there will be a fee to any additional radio or TV ad revisions
after the spots are already produced provided that the scripts match the
produced spot & pronunciation is correct.
If aDDroved. Dlease sien and date below
Partnership Committee:
Genesis Marketing:
Campaign may be modified Initial
9/25/2016 4:59 PM
Dachshunds German Festival
Volunteer Spreadsheet & Volunteer Position Needs
Position Shift Total Hours
_ ..........
Scrip Taker (Brewery 1) 9AM — 4PM 18
Scrip Taker (Brewery 2)
Scrip Taker (Brewery 3)
9AM — 4PM
9AM — 4PM
Scrip Taker (Brewery 4) 19AM — 4PM
Scrip Taker (Brewery 5)
i
Ticket Taker
..........
Ticket Taker
Event Set Up/Tear Down
Event Set Up/Tear Down
Event Set Up/Tear Down
..................
Day of Event Set Up
Day of Event Set Up
9AM — 4PM
8
—8
1.1
8
9AM — 4PM 8 _
9AM — 4PM 8
9AM — 4PM Previous Day 8
9AM — 4PM Previous Day 8
9AM — 4PM Previous Day 8
7AM —10AM / 4PM — 6PM 5
7AM—10AM/4Pm — 6PM 5
i
90
TOTAL
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 Advertisinp and Online DisplaV Advertisin 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 Z. 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 100% 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.
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. 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.
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.