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HomeMy WebLinkAboutLT-2019-007-KEEN-Windfall Cider FestLT -2019 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KEEN -WINDFALL CIDER FEST & BLUEGRASS 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 KEEN -Windfall Cider Fest & Bluegrass("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 seven thousand, one hundred, and eighty dollars ($7,180.00) ($1,092 City of Ellensburg funding, and $6,088 Kittitas County 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 seven thousand, one hundred, and eighty dollars ($7,180.00) ($1,092 City of Ellensburg funding, and $6,088 Kittitas County 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: 2019 County Lodging Tax Funding Agreement Page 1 LT -2019 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS Kittitas County Auditor Attn: Judy Pless 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 Judy-pless@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: • Advertising out of area • Chef/teacher/presenter fees • Rental equipment (tent, tables etc.) for brunch g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a): N/A h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation 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 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 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS 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: • 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 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS • 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 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 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS 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. 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. 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. 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 -007 -KEEN -WINDFALL CIDER FEST & BLUEGRASS 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 CLTAC: Application for Lodging Tax Grant Funding EXHIBIT "A" Grant Application Dd you attend the Gant Application Workshop- 2018 hosted by the Kittitas County Chamber of Corm-arce? Workshop - 2018* r Yes G No Submittal Instructions r Yes, & General I have read and understand Submittal Instructions and General Information for the 2018 Lodging Tax Gant Funding Information * Process 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 wall 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 Environmental Education Network Organization Address* Street Address 414 S. Willow Address Line 2 City Ellensburg Postal / Zip Code 98926 Website www.Wndfallciderfest.org; vvwwv.ycic.org Federal Tax ID #* 22-3849021 UBI #* 602-198-363 Organization is a:* r Government Entity r 501(c)3 r 501(c)4 r 501(c)6 r Other State / Rovince / Flegion WA Country USA (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 KEEN 501(c)3 designation.jpg Organization Status* Acceptable file fomats include: JPS, FDF or TIFF. Contact Information First Name* Sarah Last Name* Maes 868.53KB Phone Number* 509-607-3944 Email * skmaes481 @gmail.com Project or Event Information Project/Event Name* WindFall Cider Fest and Bluegrass 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 10/4/2019 10/6/2019 Project/Event K\/EC and one other TBD Location * New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * F New Project/Event (Four or fewer years in existence) Amount of Funding $ 18700.00 Requested * 9 you selected "Ongoing Project/Event" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 30,630 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which appy. r Year-round (January - December) r Off Season (November - February) Pr 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: Question 1: Describe the event Project/Event KEEN is refining and expanding WindFall Ciderfest and Bluegrass. Description * Though our event for 2018 won't have happened by the grant due date, it is well planned and hitting the timeline. Ticket sales are brisk. Additional information can be made available shortly after Oct. 13. As the largest fundraiser for KEEN, this event will continue to showcase central Washington at the height of the fall season. Hard cider is the nation's fastest growing beverage and that industry continues to grow and gain fans around the region. Ciderhouses are now asking WindFall if they may attend. Musicians are asking WindFall howthey can get a chance on the stage. Community members are asking how they can get involved. Equal parts craft cider tasting and outdoor concert, WindFall appeals to a vide, adult audience. Travelers around the state have identified a new destination event Mere they can "meet in the middle" with friends who live on the opposite end of I- 90. The 2019 weekend will unfold as follows: We will offer a Cider Dinner on Friday, with food created to be paired with cider and/or cooked with cider. Hosted by a chef and a cidermaker, it will be entertaining and educational. One of our Tri -Cities ciderhouses has a chef that has already expressed interest in participating. Saturday morning will offer another educational opportunity, Cider School, with WSU's Master Cidermaker and educator Bri Ewing. This will include history, theory, practice and a guided tasting experience. Beginner home cidermakers will get their start or hone their skills with advice from the west coast's preeminent expert. Then the WindFall Cider Fest and Bluegrass portion of the weekend starts. Taps will open mid-afternoon, and the concert will start shortly thereafter. We plan six hours of bluegrass bands which will draw their fans from far away. Sponsors, volunteers, ciderhouse staff and VIPs will be invited to stay for the Golden Apple After party, to network, grow connections, build business, and inspire the team for the following year. KEEN will provide educational materials at a station focused on central Washington's environment, the Yakima River Scenic Byway, and our programs and events and promote our non-profit. WindFall Ciderfest and Bluegrass is a benefit event with funds raised targeted to the capital campaign to build and support the Yakima Canyon Interpretive Center, which will, in turn, attract and inform visitors to Kittitas County. 2500 character lirrit List of Intended Use of Funds* Advertising out of area: $6000 Chinook Entertainment : $11,700 (proposal attached) Chef/teacher/presenter fees: $1000 Rental equipment (tent, tables etc.) for brunch: $630.00 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 acconTrndations; Projection * Ticket sales to out of area visitors (50 miles or more) as of 9/25/18 for the 2018 event are at one third of the total. We have visitors registered from Portland, Missoula, South Dakota, Seattle, Tri -cities, Wenatchee, Coeur D'Alene, Spokane, Renton, Bonney Lake, Kirkland, Issaquah. About 20% are from outside Ellensburg but still within the 50 mile radius. Roughly 45% are local Ellensburg residents. We expect that percentage of travellers to hold steady for 2019, or maybe increase. This is our first "Big" Ciderfest and projections are difficult without history, As an aside, craft beverage events and tourism is a young and growing industry. You may want to check out these links below, or just do a simple google search for "hard cider events", and find a wealth of information. Marketing craft beverage tourism: http://W neandcraftbeveragenevvs.com/craft-beverage-tou rism-straight-up-or-with-a- twist/ Marketing craft beer and cider tours: https://vvmw.vvatkinsglenchamber.com/craft-beer-hard-cider-0 2500 character lirrit Response 2.1: Using Cognito Forms for on-line ticketing, we are collecting all emails and mailing Evidence * addresses of all tickets sold on line, and all sales of tickets, gift certificates and promotional give-aways are also added to that database. In addition, five of the twelve cider houses have requested hotel information, adding ten rooms for the weekend. The bands have reserved three rooms (six people) of which we are directly aware. Camping on site at the KVEC has been purchased by festival attendees. With a successful 2018 event, we will have returning attendees and increased new attendees. 2500 character lint Response 2.2; 2.To a place fifty miles or more away fromtheir place of residence or business for the day or staying overnight; Projection * We expect our attendance to grow in numbers, and people to stay longer. Adding the special Cidermaker Dinner will raise the potential overnighters for Friday night by 17. (34% of capacity) Ciderfest and Bluegrass is anticipating a higher attendance. We anticipate 700 tickets, 34% of which will be coming from 50+ miles away. And by adding a Cidermaker Brunch on Sunday, that will also potentially increase overnights by another 10. (34% of capacity) Sticking with 34% travelers (some overnighters, some overnighters in paid accommodations) that could be as many as 238 travelers from 50+ miles away, for the tasting and music portion of the 700 who buy Fest passes. The "added experience" tickets (Cidermaker's Dinner, Cider School, and Cidermaker Brunch) total capacity is 135. If 34% of those guests travel 50 miles or more, that would be 45 people who will be spending one or two nights. Collectively, we are projecting about 850 to 900 tickets. (Dinner, School, Fest, Brunch, and Weekend packages). 2500 character limit Response 2.2: Ticket sale report from Congnito at the time of grant due date, indicate roughly 34 Evidence* % of ticket buyers are from 50+ miles away. 2500 character lint Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection * Correspondence with ticket buyers has indicated that most of the out of state travelers are following the music. Some are already on their way for vacation elsewhere and learned about the event and are stopping in Ellensburg and staying the night. 2500 character limit Response 2.3: At the time this application is due, 10% of our ticket sales are from out of state, Evidence* according to our on line ticket sales program. We have tickets sold for 2018 to travelers from South Dakota, Montana, Oregon and Idaho. We expect that trend to increase. 2500 character limit 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 Wil 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 wth your event/project funding request? Response 3: Mat tools will you use to measure your event's impact on tourisrr9 Aease be specific and provide exargAes. Measuring Results* WindFall is date specific, and we will be promoting further in advance and further away from Ellensburg, with more intensity, than in 2018. Publication advertising will be refined. Our partnership with Sip NorthWest and CiderCraft Magazines will begin earlier, and add print to their digital presence. They will, at the conclusion of the publishing/financial cycle, provide the data which will demonstrate their effectiveness (not available at time of grant application). We will compile data from Cognito Forms and Square. At the event this year, we will survey attendees, and in 2019 strive to improve the event and increase attendance through appropriate adjustments to the information gathered. Survey questions may include: -Zip code of residence? -Staying the night? -With a friend or in paid accommodations? -Best part of the event? -What would you change? -What would you like to add? -Did you think the event was well organized? -Will you attend next year? -Will you invite friends to attend with you? -Is there a band you recommend that you would travel to see? -How did you hear about this event? -What is the best way for you to hear about events like this? -Will you spend any extra leisure time exploring Ellensburg and Kittitas County? We will have a supply of helpful publications, maps, and event schedules provided by the ChamberNisitor Center. 2500 character lirrit Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* 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 Project or Event Inforrration section, B. What strategies will you employ to assure you are attracting tourists from at least 50 niles away? We will again use diverse marketing businesses to achieve widespread print, digital, radio advertising targeted to our audience. We will work closely again with Chinook Entertainment to schedule entertainment that is coming from outside the immediate region AND has a following that will travel. Bands with good marketing and loyal audience will be given preference over others. (Assuming everything else- howthey sound and what they cost- being equal) We have two local Kittitas County cider houses. Cideries with established clientele and followers will have a higher priority than those with little or no marketing ability or fan base. Having cideries from out of state proved to be problematic due to the nature of WSLCB, but having vendors from Spokane, TriCities, the Olympic Peninsula, and around the state will happen again. Our partnership with Sip NorthWest and CiderCraft magazines targets a very wide area (entire west coast) but the publications are selective as to audience. Their subscribers are mostly in Washington, but are affluent tourists - craft beverage tourists. Their print magazines are widely distributed, heavily along the 1-5 corridor from Portland to Bellingham, in high end hotels, restaurants, winerys, breweries, etc. and their digital presence is far wider. Their goal is to sell the whole northwest as a craft beverage vacation destination. They will provide data to us regarding location of interested people (that click through to our website) at the conclusion of this year's advertising plan. Our radio buy with Northwest Public Broadcasting is successful. Again, more complete data will be available after the 2018 event, though that is the source of information which has led to several inquiries that turned to sales through our website email. 2500 character lirrit C What strategies will you use to assist in marketing all of Kttitas County as a tourist destination with your event/project funding request? On our website, we have links to booking our partner hotel, and booking lodging through MyEllensburg. We also sell RV and camping on-site at the KVEC. Those links are all framed with a "you should take extra time and take a look around Kittitas County" message. That message has been reiterated through facebook posts which lead to the website lodging page and thus bookings. The ultimate purpose of this fundraiser event is to benefit our capital campaign, and get the Yakima Canyon Interpretive Center built. That in itself is a big -picture, long-term tourist benefit. We want people to take to heart the Kittitas Environmental Education Network message, and become explorers of the Yakima Canyon, the Teanaway Community Forest, the windfarm, Ginkgo state park, and all the rest. Our mission is to "Connect Community to Nature", and create life-long learners. We support outdoor recreation and education as a worthwhile experience in Kittitas County. 2500 characterlinit 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* Our collaborations include working with Chinook Entertainment and Chinook Fest, and mutually beneficial relationships with twelve regional cider houses, a local winery and a local craft brewery. WSU's Master Cidermaker program has proven to be a great partner, and will increase their involvement for 2019. KEEN is a member of the KCChamber of Commerce and our all -volunteer board brings connections with CWU, conservation groups and downtown business owners. CWU Recreation and Tourism program will again be supportive, as will the Craft Brewing program. Expected and hoped for but not realized yet is a partnership with the North West Cider Association, the US regional organization promoting apples, growers, cidermakers and distributors from the Northwest throughout the nation. With them, Cidercraft, and WSU, we will be solidly set as a leader of cider events. Solarity Credit Union and Tree Top have verbally promised sponsorships for 2019, we missed their application deadline for 2018. That won't happen again. 2500 character limt 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* We will do more research and identify more sponsorship deadlines, to secure partnerships of that nature earlier. Ticket prices will increase incrimentally, and we will offer more facets that will attract more attendees. Keeping great musicians is critical, and balancing what's affordable with what's exciting and attractive to ticket buyers, Wil continue to be something that we monitor closely. CiderCraf /Sip and NW Cider Association have both indicated that they would support (sponsor) a juried/competitive program, which would attract the very highest quality products from around the State. NW Cider Assn may help us negotiate the pathways to being able to offer out of state products. Beverage competitions charge entry fees, and that would increase our income and boost our cachet. Which in turn would make us more attractive to sponsors. 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 For being only the second Ciderfest, it is extremely well planned and the feedback from ciderhouses, publications and others in the industry has been entirely positive. Many of them now have WindFall on their radar as having a capable team with good support from the Ellensburg/Kittitas County community. There are several connections which have been identified that we will strengthen in the next planning process, and be able to take advantage of with more time and organization. In 2017, we threwtogether a quick "test" event to see if there is interest. There is. In 2018, we are putting together one day of functions which are being very well received and we will be able to report back more thoroughly after October 13 about profitability and sustainability. But interest has been documented and the willingness of people to step out for such a memory -making getaway event is proven. Attached is Chinook Entertainment's proposal for 2019. This event is designed to highlight the agricultural environment that is not only Kittitas County but all of Central Washington. It draws attention to smaller family farms, and the increasingly diverse ways that our rural nature is sustained by producing orchard commodities in a newer ways (that are actually really old). Cider is indeed trending, with a growing audience who support the market because: they like the Flavor; they like the variety of flavors; they like that it's locally made; they like that small orchards are getting a new lease on life; they like a frosty adult beverage on a hot day (and they're maybe a little tired of beer); they are avoiding gluten; they are focused on buying organic/local; they want to try making it themselves; they want to share it Wth others. The music has also proven to be a great draw. Bluegrass across the region continues to have a loyal audience, and in fact, attendance at bluegrass festivals is increasing. Bluegrass is evolving as millennial musicians add their own rock/jazz/world flavor, and it's not just traditional, but experimental, rooted in homegrown, back porch get-togethers, with an added modern flair brought by world -travelled musicians. Our funding request is based on the total of Chinook Entertainment proposal (bands, stage, lights, sound, engineer) plus advertising $6K plus chef/teacher/presenter fees and additional rental equipment. 2500 character lirrft Supporting Documents You may uloload any supporting documents such as graphs, irrages, diagrams, r arketing neterials, etc. You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG, FDF or 11FF forrrat 71 Previous Lodging Tax Grant Information Previous Years Fbs 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 * 400 700 How many days did/will your event occur? Prior Year* 1 Projected * 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year Projected 20 80 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 There WILL BE a survey conducted for the "prior year" which has yet to happen. Overnight's Stay Our survey questions are detailed above. Response* We are reporting what we know, for sure, three weeks before the WindFall happens, and trying to be honest with the way we are extrapolating information to include for 2019. The projections come from using the information provided for ticket sales, and distance traveled. It is unfortunate timing, the grant due date and the event happening date coming in the wrong order. We expect to be able to report more fully at the personal presentations in November. We don't have any solid numbers to upload at this time. 2500 character linit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roorrnight infornation. Overnight Stay Data You nay upload up to three single pages (US Letter), of inforrration. If you a single rrtj ti -page document, only the first three pages will be considered. The following forrrats, will be accepted: JFG, FDF 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? r Yes 0No Explanation * If not, why not? We haven't applied for any funding from any of our proposed or promised 2019 sponsor partners simply because the 2018 event hasn't happened. However, Tree Top and Solarity Credit Union have both verbally promised to support next year, and their community giving season (time to apply) is in November. CiderCraft and Sip Magazines have told us definitely they want their names associated with this event, as has the NW Cider Association. I have estimated, based on our verbal conversations, the approximate amount of potential sponsorship from these known partners below. CiderCraft and Sip in particular are excited about this new event and have indicated "we want to help make this a landmark event", and they will bring their industry contacts with them. 2500 character lirrit Funding Shortfalls* What changes would occur if the project couldn't be funded? If WindFall was to not receive any lodging tax funding, we would need to analyze which parts of the event to pare back on. Since none of the lodging tax can be used for food or drink, (which is half the theme of the overall event), WindFall would probably have to choose smaller, less well-known bands, hire a cheaper stage and have a lower quality show. That would be a shame, since it appears that the initial interest from many people is the attraction of the known bands. For instance, since we booked Old Salt Union as a headliner (last January) they have been touring the west, and are now named as one of the rising stars in the bluegrass scene. Until this event has a few years and a performance record, funding will be critical to get quality entertainment, and to get the word out about it. 2500 character lirrit Matching Funds 194.68 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 clained in -And contributions valued at $500 or rrore and related to rrarketing/advertising, you rrust submit Contributions verifying docurrentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant 1 Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ $ 9,000.00 $ 18,700.00 Funding All Other Revenues Past Actual 3 Past Actual 2 Past Actual 1 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Fest onlyTickets $ 0.00 $ 0.00 $ 20400.00 $ 24325.00 camping $ 0.00 $ 0.00 $ 180.00 $ 360.00 other tickets $ 0.00 $ 0.00 $ 0.00 $ 5220.00 Merch sales $ 0.00 $ 0.00 $ 0.00 $ 200.00 In -Kind Contributions (except volunteerism) " Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Hotel for band $ 0.00 $ 0.00 $ 450.00 $ 500.00 Country Financial $ 0.00 $ 0.00 $ 300.00 $ 300.00 Sip and CiderCraft $ 0.00 $ 0.00 $ 800.00 $ 1000.00 Solarity Credit Union $ 0.00 $ 0.00 $ 0.00 $ 3000.00 Tree Top $ 0.00 $ 0.00 $ 0.00 $ 1000.00 ;i NW Cider Assoc $ 0.00 $ 0.00 $ 0.00 $ 500.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 570 570 Evidence of Volunteer Please upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Volunteers time for Itac grant.pdf 16.63KB Calculated Value of $ 13,429.20 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 0.00 $ 0.00 $ 31130.00 $ 68534.20 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Advertising $ 0.00 $ 0.00 $ 4382.00 $ 6000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Chinook $ 0.00 $ 0.00 $ 8260.00 $ 11700.00 Entertainment Glassware $ 0.00 $ 0.00 $ 1394.00 $ 1500.00 Tickets/bracelets $ 0.00 $ 0.00 $ 40.00 $ 100.00 posters/flyers/posta $ 0.00 $ 0.00 $ 525.00 $ 600.00 Food/hospitality for $ 0.00 $ 0.00 $ 300.00 $ 500.00 volunteers Venue Rental $ 0.00 $ 0.00 $ 1360.00 $ 1500.00 Camping fees paid $ 0.00 $ 0.00 $ 150.00 $ 300.00 to venue Cider $ 0.00 $ 0.00 $ 5000.00 $ 5000.00 Chef -teachers $ 0.00 $ 0.00 $ 0.00 $ 1000.00 groceries $ 0.00 $ 0.00 $ 0.00 $ 1800.00 rental brunch $ 0.00 $ 0.00 $ 0.00 $ 630.00 equipment Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 0.00 $ 0.00 $ 21411.00 $ 30630.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 9719.00 $ 37904.20 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: * ImAk AW Name* Sarah Maes Applicant's Title* KEEN Board member, event chair rt--rr+aI Rswnue Service )*to: APOI21.2007 TTT';TAS ENVIRONMENTAL EDUCATION _ RK E JILL A ARANGO 21 N PEARL ST STE 216 1LENSBURG WA 98926 year Sir or Madam: Department of the Treasury P. O. Box 2808 Cincinmiii, OH 46201 Parson to Contact.- T. ontactT. Wilson 29.85048 Customer Service Representative Toll Free Telephone Number: 877-828-5500 1 Fodoral identification Numbo 22-3849021 ,%s is In response to your request of April 20, 2007, regarding your organizatlon's tax- xempt status. y 2002 we issued a determination letter that recognized your organization as exampt s ; federal Income tax. Our recorder Indlcate that your organization Is currently exempt d e r a acbion 501(o)(3) of the Internal Revenue Cods, ar records Indicate that your organization Is 0180 clavalfied as a public charity under ---tcns 509(a)(1) and 170(b)(1)(A)(Vi) of the Internal Revenue Code, w records Indicate that contributions to your organization are deductible under section 70 of the Code, and that you are qualifled to receive tax deductible bequests, devises, arsfer--or-gifts•und-r-aection 2066, 2108 er2622 of -the Inlemal-ReventwCode.- - you -have any quee Ions, please call us at the telephone number shown In the heading of in letter. Sincerely, Michele M. Sullivan, aper. Mor. Accounts Management Operations 1 J WindFall Cider Fest and Bluegrass Volunteer tracking In 2018: Planning meetings — once a week through June, July, August, September and October, 20 meetings, 2 hours, 3 people (usually) = 120 hours Outside of meetings, additional time: Concession/security lead: 26 hrs Promotion/booth/outreach: 44 hrs Website/tickets, cider wrangler, facebook, graphics: 120 hrs Total prep volunteers: 410 hours Event volunteers: we have thirty, four hour shifts scheduled for students and community members, plus an estimated additional 40 hours over the three days (set up day, event day, clean up day) that will be handled by KEEN board members in supervisory capacity. This totals another 160 hours Total volunteer hours in 2018: 570 For the 2019 estimate we are going to hold to the same amount of time and expect more attention will be needed during the three day event itself, and fewer volunteers will be needed for planning and preparation. With the event expanding and adding elements we expect some parts of it to take longer. But a lot of research was done for 2018 so some aspects will go faster in 2019. Updates and re -contacting will not take as long as building from scratch. Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1. Branding 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 Displav 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 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 Advertisinp,: 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: 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. Flyers�Posters 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.