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HomeMy WebLinkAboutLT-2019-010-Spirit of the WestLT -2019 -010 -SPIRIT OF THE WEST 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND SPIRIT OF THE WEST COWBOY GATHERING This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and SPIRIT OF THE WEST COWBOY GATHERING("Contractor"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of seven thousand, four hundred dollars ($7,400.00) (Kittitas Co. lodging tax 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, four hundred dollars ($7,400.00) (Kittitas Co lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15, after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor 2019 County Lodging Tax Funding Agreement Page 1 LT -2019 -010 -SPIRIT OF THE WEST Attn: Auditor's Accounting 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 auditorsaccountin 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: • Entertainer expenses • Facility rentals • Marketing and advertising • Development of collateral materials • Website updates -creation of pages, content, etc. • Administration g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a): N/A h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the 2019 County Lodging Tax Funding Agreement Page 2 LT -2019 -010 -SPIRIT OF THE WEST County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non -complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; ■ Any lien asserted upon any property of the County in connection with the Services for this Agreement; • 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 2019 County Lodging Tax Funding Agreement Page 3 LT -2019 -010 -SPIRIT OF THE WEST 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 for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. 2019 County Lodging Tax Funding Agreement Page 4 LT -2019 -010 -SPIRIT OF THE WEST e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under 2019 County Lodging Tax Funding Agreement Page 5 LT -2019 -010 -SPIRIT OF THE WEST this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms 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 1'75)LI CLTAC: Application for Lodging Tax Grant Funding EXHIBIT"A" Grant Application did you attend the Gant Application Workshop - 2018 hosted by the Kiittitas County Chamber of Commerce? Workshop - 2018* r Yes f No Submittal Instructions C Yes, & General I have read and understand Submittal Instructions and General Information for the 2018 Lodging Tax Grant 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 will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization Information Name of Organization* SPIRIT OF THE WEST COWBOY GATHERING Organization Address* Street Address PO BOX 553 Address Line 2 City State / Province / Region ELLENSBURG WA Postal / Zip Code Country 98926 USA Website WWW. ELLENSBURG COWBOYGAT HERING. COM Federal Tax ID #* 26-3426669 UBI #* 602-464-080 Organization is a:* r Government Entity r 501(c)3 r 501(c)4 r 501(c)6 r Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of 501c3 Letter.pdf 50.42KB Organization Status* Acceptable file formets include: JP3, FDF orl1FF. Contact Information First Name* AMY Last Name* MCGUFFIN Phone Number* 509-925-2002 Email * AMY@KITTITASCOUNTYCHAMBER.COM Project or Event Information Project/Event Name * SPIRIT OF THE WEST COWBOY GATHERING 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 2/15/2019 2/18/2019 Project/Event Various Downtown Locations,Kittitas Valley Location* Event Center, Senior Centers New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * r New Project/Event (Four or fewer years in existence) Amount of Funding $ 7400.00 Requested * V you selected "Ongoing Roject/Event" above this anount nay not exceed 10% of the total expense budget of this project. Funding Request Max 7,406 Tourism Seasons * Fromthe list below, what season will your project enhance tourisn? Select any which apply. i— Year-round (January- December) rJ Off Season (November - February) r Shoulder Season (October or March - May) F 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 Spirit of the West Cowboy Gathering is a Celebration of America's Western Project/Event Heritage and features some of the nation's best in Western poetry, music, cowboy Description * cuisine, and art, as well as the latest in quality western gear, clothing and decor. The Spirit of the West Cowboy Gathering runs every President Day weekend and provides a setting during the off season where locals, tourists and old west aficionados from across the country can come enjoy the culture of the American west and relive the magic of the cowboy life while listening to stories and ballads of the west. This year's Spirit of the West will include numerous events designed with the goal of increasing attendance and tourism to Kittitas County. These events include various fee concerts, family friendly events and ticketed concerts with well-known headline entertainment. Free entertainment will be offered for 5 hours on Friday and Saturday in the old downtown Ellensburg business district and has been increased to seven different business locations around town, each location offering 5 different performers. Other free events include a Cowboy Church Concert, all day Educational Workshops, Presentations, Exhibits and Demonstrations, Open Mic sessions and our Western Gear and Art Show. We are offering a children's activities event to bring more families into the festival. Sunday will be hosting concert both the kids activity event and Sunday afternoon concert are designed to keep festival -goers in the Kittitas area longer staying over at hotel/motels an extra night or two, resulting in local spending at shops and restaurants. Our key demographic target is cowboy poetry, music and art fans who along with their families and friends represent a diverse, up -scale audience with a large discretionary spending capability. Our goal is to draw in a new and varied age group that includes those who have never experienced cowboy poetry ad western music. Lodging Tax funds obtained will be used toward increase marketing and advertising of the Spirit of the West festival event. Our integrated marketing campaign will target Washington state residents, but also residents of Idaho, Oregon and Utah. This will be accomplished by the use of social media inclusive of our website and Facebook, print media such as mailers, brochures, magazine and newspaper ads, plus radio and TV ads. 2500 character lirrit List of Intended Use of Funds* Entertainer Expenses Facility Rentals Marketing and Advertising Development of Collateral Materials Website updates- Creation of pages, content, etc Administration 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 accon-nodations; Projection * The Spirit of the West offers a weekend pass which allows festival goers to attend all concerts and the dance at an early bird special rate. Being on President's weekend, we hope to entice not just festival -goers but also families that would like to come our and experience Cowboy Traditions and live music. Out of the area visitors will be more justified and likely to spend on to four nights at a local hotel/motel and therefore purchase more fuel, meals and merchandise in Kittitas County and the surround area along with enjoying other opportunities provided in the area. By also providing free performances around town we can also keep visitors downtown Ellensburg and contribute to local spending. This feature provides local businesses the opportunity to become a venue and contribute to the festivals success. Visitors can experience a unique festival experience and continue to return year after year. 2500 character lirrit Response 2.1; Hotel information that we received by calling the local hotels we had a total 18 Evidence* confirmed room night stays. The festival also provided 36 room nights paid. (we don't get donation of all rooms so we pay for the accommodations) The Kittitas Valley Event cent er confirmed 15 overnight camping stays. So total confirmed accommodations is 69 room nights. From the Zip code information we obtained from our ticket sales we estimate that about 27.5% of the attendees were from Kittitas County, 72.5% were form out of county with 57% of that total attending from more than 50 miles away. 2500 character linit Response 2.2: 2.To a place fifty rriles or rrore away fromtheir place of residence or business for the day or staying overnight; Projection * President's day provides the opportunity for the annual Spirit of the West event to be hosted on a three day weekend, in downtown Ellensburg. The event will take place during the off-season time of the year and with no other even of this kind, during this time of the year, in the area. Spirit of the West will have numerous events designed with the goal of increasing attendance and tourism to Kittitas County such as various free concerts, family friendly events, and ticketed concerts with well-known headline entertainment. On Friday and Saturday, in the old downtown Ellensburg business district, free entertainment will be offered for 4 hours. Visitors can enjoy the entertainment at an inexpensive price in exchange for a night or two in Kittitas County. 2500 character lirrit Response 2.2: Through concert ticket sales we can confirm that there were at least 581 attendees Evidence * at the Spirit of the West in 2018 over the 3 days. That number does not include all those attendees (participants and spectators) who did not purchase a concert ticket but rather only attended the many free events that took place over the 3 day festival. We estimate at least another 1500 people attended the festival's cowboy concert, free downtown concerts over two days, cowboy children's events, gear/art show, open mic event, educational workshops and ranch roping competition. Ticket sales also does not include all the entertainers and their families, contestants and their families, and many volunteers who spent several days in the area. 2500 character lirrit Response 2.3: a orfromanother country or state outside of their place of residence or business. Projection * A marketing campaign will be geared at reaching customers in Washington, Oregon, Idaho and Utah. Through the marketing campaign we hope to reach in 5 states. Spirit of the West is a unique event that also provides opportunities for vendors to come from all over the region. Idaho, Oregon, and Montana are some of the states that have been reached out to and invited several Vendors. Vendors will be at the festival all 3 days and some bring their families out as well. Marketing efforts via online channels will also be focused on attracting visitors from outside the states. With the Spirit of the West taking placing during the off= -season many spectators from the Northwest view it as an opportunity to get out and visit Ellensburg. 2500 character lirrit Response 2.3: included in answer for 2.1 Evidence Evidence * 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: What tools will you use to rreasure your event's irrpact on tourisrri? Rease be specific and provide exarrples. Measuring Results* The Spirit of the West Cowboy Gathering is an annual, date specific event that takes place every Presidents Day weekend. Being a festival that takes place during the off season of tourism and over a three day weekend, we offer tourists something a little different that takes place indoors no matter what the weather and can be either an all-inclusive weekend or a single day side trip/activity after skiing, snowmobiling or any other winter activity. For people from the west side of the mountains, it is a great way to get away from he rainy winter weather to enjoy a weekend of fun. The tools we use to measure the impact of the Spirit of the West Cowboy Gathering on tourism include: Gathering zip code information from concert ticket sales and merchandise sales. Providing an online survey via Survey Monkey that will help us gather date regarding where the attendee was visiting from, where they stayed, and how long the stayed in the area. Partnering with the local accommodations one week before the event to try to get more specific number of room nights booked for that specific weekend. Google Analytics to get an overview of visitors bot old and new to Spirit of the West website. Facebook Campaigns and ads. In 2017/2016 we presented a survey to local downtown businesses to get feedback regarding the impact on sales and customer visits. We distribute the surveys to local businessmen after the event to see if changes have made any difference in increasing attendance in the downtown area and what changes are still needed. 2500 character lirrit Response 3 A: A. Is your project/event year-round or is it seasonal or date -specific? Measuring Results* f Year Round r Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the R- ject or Event Inforrretion section. Response 3 B: i3. What strategies will you employ to assure you are attracting tourists fromat least 50 rriles away? Measuring Results* A marketing campaign will be geared towards reaching customers in Washington, Oregon, Idaho, and Utah. We will use the online tracking to see the comparison of website visitations, ticket purchases, hotel booking, and other items to see the results of attracting them to our event. Radio ads will help bring awareness to our event and provide a call to action to our website. At the time we will measure those results through website insights, online captured information and Google Analytics to review the results. We have partnered with the Chamber of Commerce to distribute save the date cards, brochures, to visitors requesting information about Ellensburg and are interested in coming to the area. This also contributes to the increased awareness of our event. They provide a report of how many are distributed and where they were sent, Wth the 50 miles or further highlighted. 2500 character limit Response 3 C: G What strategies will you use to assist in marketing all of l4ttitas County as a tourist destination with your Measuring Results* event/projectfunding request? The following strategies are used by Spirit of the West to assist in marketing all of Kittitas County as a tourist destination: County branding logo is listed on our main page with the clickable link and the my Ellensburg branding logo with the clickable link. Our website includes a page listing for all lodging and food available int he Kittitas County area with link to those businesses. Our event is back linked by myellensburg.com, centralwashingtoncolor.com, and Ellensburg Downtown association's website. 2500 character limit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration* The Spirit of the West has partnered with the following organization, businesses and individuals to encourage and increase tourism through cross promotion via social media, local advertising, print media, website links and reverse links. Downtown Ellensburg businesses have been quick to partner with Spirit of the West as they have found that during the festival they have show increased revenues and sales as was demonstrated through past surveys. Bares and Broncs Event Blue Rock Saloon CWU City of Ellensburg Arts commission Cie Elum Roundup Clymer Museum/Western Culture Center Cowboy Traditions Ranch Roping Daily Record Downtown Ellensburg businesses Ellensburg Downtown Association Ellensburg Rodeo Fitterer's Fine Furniture Gard Vintner Idaho Cowboy Poets Association Kittitas County Cattlewomen's Association Kittitas County Chamber of Commerce Kittitas Valley Event Center Rodeo City BBQ Western Music Association Washington old Time Fiddlers Association 2500 character lirrit 51 Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost -recovery models. Future Plans* As of 2018, we now have a rotating entertainer application. We have had the same entertainers for 10 years. We are providing an opportunity to revolve our entertainers so that the show is more exciting and attractive to consumers. We have also evaluated our vendors and what we can do differently to spice it up a bit for the weekend. We have tried different venues and determined which venues work best for the FREE concerts. We also have look at ticket pricing and taken those changes and compared to make a more informed decision. We are ever so changing on what changes to make to make the festival weekend more enjoyable and in the end clearing costs and leaving enough to put on another show. We have sponsorship opportunity for those that want to continue supporting the event and festival. This will help with the cost -recovery. We have started to review if we need to be 2 day or stay 3 days. It is always something that we have to be mindful of. 2500 character lirrit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information 2500 character lirrit A Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagrams, marketing rraterials, etc. save the date flyer 2019.JPG 87.91 KB SKM_C25818051010000.pdf 214.65KB You are allowed to subrrit up to 3 single page (US Letter) docurrents in JPG, PDF or T1FFforrmt 71 Previous Lodging Tax Grant Information Previous Years Has 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* 2,100 Projected * 2,500 How many days did/will your event occur? Prior Year* 4 Projected * 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected 48 69 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 We used ticket sales, we called accommodations directly to see what was booked Overnight's Stay for the event specifically, we had entertainment rooms which we had to pay the Response* fees for. 2500 character lirrit Prior Year Paid In addition to field above, you rmy upload the evidence to support the prior years' roorrnight information. Overnight Stay Data You rray upload up to three single pages (US Letter), of inforrration, If you a single rrufti-page docurrent, only the first three pages will be considered. The following forrrats, will be accepted: JPG, PDF 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 fromother sources? r Yes l- No Funding for which you have applied but not yet secured Funding Source Amount Ellensburg Arts Commission $ 1,500.00 Law and Justice Council $ 2,500.00 Fred Meyer $ 1,000.00 Funding Shortfalls * what changes would occur if the project couldnY be funded? The largest expense to our festival is the entertainers, if there was a shortfall that would be the first place we would have to evaluate. Primarily we would have to evaluate the expenses that are taken on for the FREE concerts. Although the survey feedback is that is what the public likes it doesn't help with the payment to the Entertainers. Ticketed concerts are where we are able to have cost -recovery. 2500 character lirrit. Matching Funds 862.16 Percentage % This field will auto fill with the correct percentage based on your input to budget section below. 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred in-kind contributions valued at $500 or rrnre and related to rrerketing/advertising, you rrust subrrit Contributions verifying docurmntation 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 $ 7,400.00 Funding All Other Revenues Account Name Past Actual 3 Donations/Sponsors $ 11650.00 hips Sales $ 30133.00 Vendor Fees $ 4525.00 Past Actual 2 Past Actual 1 Projected $ 10750.00 $ 10500.00 $ 10000.00 $ 19483.49 $ 37375.00 $ 28000.00 $ 5949.00 $ 5956.00 $ 7300.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Grants $ 7200.00 $ 7000.00 $ 7800.00 $ 7000.00 Services & Material $ 11514.00 $ 10000.00 $ 11747.00 $ 11500.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,712 3,237 3,074 1,712 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* PROJECTION OF VOLUNTEER HOURS-SOTW.pdf 203.65KB Calculated Value of $ 40,334.72 Projected Volunteer I Time Past Actual 3 Revenue Totals $ 65022.00 j Expenses Account Name Venue Rentals Insurance Services Advertising i Security Entertainment School Program Accommodations Past Actual 3 $ 3292.00 $ 1790.00 $ 6650.00 $ 7021.00 $ 0.00 $ 18500.00 $ 0.00 $ 1566.00 Past Actual 3 Expense Totals $ 38819.00 Profit & Loss Past Actual 2 $ 53182.49 Past Actual 2 $ 6837.00 $ 1970.00 $ 16641.00 $ 13259.00 $ 400.00 $ 21250.00 $ 0.00 $ 2352.00 Past Actual 2 $ 62709.00 Past Actual 1 $ 73378.00 Past Actual 1 $ 6850.00 $ 1970.00 $ 5110.00 $ 21674.00 $ 1200.00 $ 29000.00 $ 10565.00 $ 2344.08 Past Actual 1 $ 78713.08 Projected $ 111534.72 Projected $ 6900.00 $ 1970.00 $ 5500.00 $ 22300.00 $ 1200.00 $ 24000.00 $ 10000.00 $ 2191.32 Projected $ 74061.32 Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 26203.00 $ -9526.51 $ -5335.08 $ 37473.40 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: * -90� Name* AMY MCGUFFIN Applicant's Title* President INTBIMOLL RBVJSKM BPMWCa I F. O. MOK 2308 CMNCINWLTI. OS 45201 r Date19 1 sP3R= OF TIM 1flSS'P 00"DM 1 CATHER * 416 3) VnRL ST 98926 { nEPAYN'Nx OT :9= TRELCURY Sbployer Identification ]::abort 26-3436669 IRM2 17053029377039 Contact Pare=; 3ERM IX M# 31522 Omtact Telephone Ntvvhr�; (877) 829-5500 Accounting Period Endingt Fabwaary 20 Public Charity status: --- 170 (b, iJz-) (K) (vi) POM 990 Regpired: yes Effective Date of Rxmgtion: y 18, 2003 Onntributiop Dednctibilityt yes 1d33endum Appliesz. NO I I Dear Applicant: j We are plewaed to lnfo-rm you that upon review of ymr awlieatim for tax exempt status Mn ha" datirmined Mat ym are exaj It C t m 1"=al- umptax 10]diar RP.Cti0n 501 {c) (3} [t the Xxiternal y�e- Ooaatribttti td ycu errs deductible uDdler aection 40 of the Cade. You are alas qualified to rereitire it d,+� tAb3jn �� tes. isea, trn=rars or gi.ttb user Xectiaa 2053, 210-6 or 7522 of ttfe Cbdr. Dscama this let4A,.r could ]help resolve suy gtscst,oUz9 ragaxdixkg ymr apt stag, You ObCA"Id beep it in your p .meant raoordla. Organisatima e=e "Tt; MMdexi aecti.m 501(c) 431 of the 0Xg5 arae further rZaaaisled " ei.tber ,public CbaLritieW Or privata f0m1&rtkon2. We 4etarr3M$7that you arc a public nharity umlw tbi C"ft u ctian(„) Bated in the, t>"U g of tbie Please arg tmclosed Publi tion 4221 -FC, Complian0e Guide for 50310)(3) Public Charities, for some belpfu infortttation about your respocsibilitiss as an eft orga"Sation. 1 Letter 947 (DO/OG) PROJECTION OF VOLUNTEER HOURS -TOURISM ENTREPENUER PROGRAM IMPLEMENTATION BOARD 9 MEMBERS X 4 HOURS A MONTH X YEARLY (12) = 432 HOURS COMMITTEES 12 MEMBERS X 4 HOURS A MONTH X YEARLY (12) = 576 HOURS WEEKEND OF FESTIVAL SET- UP 21 PEOPLE X 12 HOURS = 252 HOURS WEEKEND 21 PEOPLE X 12 HOURS X 3 DAYS = 756 HOURS SECURITY 1 PERSON X 8 HOURS X 3 DAYS = 24 HOURS CLEAN UP 9 PEOPLE X 4 HOURS = 36 HOURS TOTAL VOLUNTEER HOURS: 2076 COWBOY GATHERING M1 rrlrbraIIim of mu%ir, porlr). and a r I in FllrmberLf H 4 -- ti`s , .r' SAVE THE DATE! FEBRUARY 15-17, 2019 TICKETS AVAILABLE MARCH IST 2019 ENTERTAINERS DAVE STAMEY, KRISTYN HARRIS, HIGH COUNTRY COWBOYS, LYNN ICCIPELKE, KATHY MOSS, AND DUANE NELSON Ir 2019Podin MHS: T M W [hurfgM �Fsr0—PlIR11 Of -1-11L COWBOY GATHERING cm, . FRIDAY February 15, 2019 A C'CIL-b) .4 11 i(.J I i rJl MUSM , PL W I i -J-- if JI I) -I 'Cls I) 1',t I,,, (o 1 Perforimuices By . . . . . KRISTYN HARRIS LYNN KOPELKE HIGH COUNT- RY COWBOYS hll �.Wk-\Aldcr Suo i `;hkoCkilic. - 30""111, 4"Pil-21) ,]i -pin 111 I,` xy��Jj'j' 1111! r, COWBOY GATHERING February 15. 2019 Perlormarices, By . . . . . XPJSI*YN HARRIS LYNN KOPELKE -HIGH COUNTRY COWBOyS 1. 'A 1 i Lill I Iv 01T111. COWBOY GATHERING SATURDAY February 16, 2010 A Cclebrall-oll of3fli.vic, Performances By DAVE STAMEY KATHY MOSS HIGH COUNTRY COWBOYS i "V1. , , ILI,)L I [Al t "wo N ml--cl Sht,,,% T., 1,1,: 1',. !1 1, rpvvj 1, 111 L,zn ;It (,I',, I I A. E11Mdjcsp�\1 Crm� &ttCroth en oo,-. , wi ..................................................... ti ill lift -COWBOY GATff ERING February 16, 2019 DAVE STANICY KATHY MOSS HIGH COUNTRY COWTOYS Half . 11_r tiucn s` IPOT 01- ]-fit 0 -v COWBOY GATHERING SUNDAY February 17, 2019 I - I I EY I 1.� b i I I . . . . . Periormances By KRISTYN HARRIS LYNN KOPELKE DAVE STAN= 4 COWBOY GATHERING February 17, 2019 Pcrf o m,ance.,; XRLSVEN HA i5 VIIN N-,- KOPEUiE DAVE STAMVZ' �D F 4i -11 i -4m; U2 0 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 Display Advertising of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e -newsletters, third -party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 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 Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertisi 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail - 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 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.