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HomeMy WebLinkAboutLT-2019-021-EDA-Brewfest Comedy KickoffLT-2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION FOR BREWFEST COMEDY KICKOFF 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 ELLENSBURG DOWNTOWN ASSOCIATION FOR BREWFEST COMEDY KICKOFF ("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. 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 three thousand, and five hundred dollars ($3,500.00) (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 three thousand, and five hundred dollars ($3,500.00) (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: 2019 County Lodging Tax Funding Agreement Page 1 2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 auditorsaccounti_ng@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: • Social media advertising • Online advertising • Print advertising • Radio advertising • Entertainment • Venue costs 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): specific to the comedy kickoff h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. 1. 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 bV 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 2019 County Lodging Tax Funding Agreement Page 2 2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, 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, 2019 County Lodging Tax Funding Agreement Page 3 2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF 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. Comvliance 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 2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF 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. 5 1 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. 2019 County Lodging Tax Funding Agreement Page 5 2019-021-ELLENSBURG DOWNTOWN ASSOCIATION-BREWFEST COMEDY KICKOFF f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no 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 CLTAC: Application for Lodging Tax Grant Funding EXHIBIT"A" Grant Application Did you attend the Grant Application Workshop - 2018 hosted by the Kftfas County Chanter of Cbra erce? Workshop - 2018 * f• Yes r No Submittal Instructions r Yes, & General I have read and understand Suhrrittal hstructions and General hfornation 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 Wil 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* Ellensburg Downtown Association Organization Address* Street Address Website Federal Tax ID #* UBI #* Organization is a: 10191 Naneurn Road Address Line 2 Suite 102 aty Ellensburg Postal / Zip Code 98926 20-1395402 602-336-662 f Government Entity * 501(c)3 * 501(c)4 * 501(c)6 r Other State / Province/ legion Washington Country United States (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of 501c-3 State letter.pdf Organization Status* Acceptable file for -rats include: JP3,FDFor]IFF. Contact Information First Name* Molly 51.89KB J Last Name * Jones Phone Number* 509-962-6246 Email* Director@ellensburgdovvntown.org Project or Event Information Project/Event Name* Girls Night Out Buses/Entertainment, Bre%fest Comedy Kickoff 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 5/9/2019 5/9/2019 12/5/2019 12/5/2019 1/18/2019 1/18/2019 Project/Event Downtown Ellensburg Location * New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * G New Project/Event (Four or fewer years in existence) Amount of Funding $ 10000.00 Requested * If you selected "Ongoing Ftoject/Event' above this arrount may not exceed 10% of the total expense budget of this project. Funding Request Max 19,050 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply. rJ Year-round (January - December) r— Off Season (November - February) rJ 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: Please find my project/event description attached in the Additional Information Project/Event section as a PDF. I felt as if 2500 characters was not enough to accurately supply Description* the required information. 2500 character linit List of Intended Use of Funds* Social Media Advertising Online Advertising Print Advertising Radio Advertising Buses for Girls Night Out Entertainment Venue Costs Necessary additional rentals pertaining to the function of the event (i.e. tables, chairs, etc.) 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 acconTrodations; Projection * We predict 560 people will visit from outside their place of residence or business for these events combined. 2500 character lint Response 2.1: According to a 2015 downtown zip code survey, 28% of those surveyed were Evidence * visiting from outside their place of residence or business (we predict an uptick in attendance for Girls Night Out at 1,800 + 200 people for Brewfest Comedy Kickoff= 2,000 people. 2,000 x 28% = 560). 2500 character lint Response 2.2; 2.To a place fifty riles or rrore away fromtheir place of residence or business for the day or staying overnight; Projection * We predict 480 people will visit from outside their place of residence or business for these events combined. 2500 character lint Response 2.2: According to a 2015 downtown zip code survey, 24% of those surveyed were Evidence * visiting from 50 miles away or more. (1,800 people for Girls Night Out + 200 people for Brewfest Comedy Kickoff = 2,000 people. 2,000 x 24% =480) 2500 character lint Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * We predict 220 people will visit from outside their place of residence or business for these events combined. 2500 character lirrit Response 2.3: According to a 2015 downtown zip code survey, 11 % of those surveyed were Evidence* visiting from outside the state or country. (1,800 people for Girls Night Out +200 people for Brewfest Comedy Kickoff = 2,000 people. 2,000 people x 11 % = 220) 2500 character lint 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 vuill 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 events impact on tourisn-P Rease be specific and provide exanples. Measuring Results * As people check into Brewfest Comedy Kickoff, a zip code survey will be done that asks where they came from and if they are staying overnight in paid accommodations. We will collaborate with Central students through Central Communication Agency to do surveys during Girls Night Out. These will help us to better understand where our attendees are coming from and if they are staying the night in paid overnight accommodations. 2500 character limit Response 3 A: A. Is your proect/event year-round or is it seasonal or date -specific? Measuring Results* r Year Round r Seasonal G Date Specific Your selection here should be supported by the dates you provided above, in the Froject or Event InfornEtlen section. Response 3 B: B. \Meat strategies will you employ to assure you are attracting tourists from at least 5o rriles away? Measuring Results * We will target our ads to reach the communities we hope to pull people from such as Seattle, Tacoma, Wenatchee, Tri -Cities, and Yakima. We will use Google analytics to better understand the traffic on our website where these events will be listed. With Brewfest Comedy Kickoff, we advertise closely with Winterhop Brevvfest that sees roughly 43% of their attendees coming from out of town. 2500 character lirrrt Response 3 C: a Mat strategies will you use to assist in rrarketing all of IGttitas County as a tourist destination wide your Measuring Results* event/project funding request? Brewfest Comedy Kickoff and Girls Night Out are advertised on our website that lists more than just EDA events, covering the entire year including countywide holiday events. We also have links on our website to the county tourism website. 2500 character linit 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 * Brewfest Comedy Kickoff collaborates Wth the Kittitas County Chamber of Commerce, various comedians, various volunteers, and dovvntown businesses who donate items for our raffle. Girls Night Out regularly collaborates Wth groups from CWU, 29-35 downtown businesses, entertainers, various vendors, Ellensburg Community Radio, and sponsors. 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* Brewfest Comedy Kickoff uses ticket sales and bar sales to help us cover costs, as well as the little bit of money we- get from selling raffle tickets. Girls Night Out has two sponsors for the event, and we have added sponsorship opportunities as the event has grown. Most recently, there was an opportunity added for a business to sponsor the bus from Yakima. 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 Please find my response for Part 1, Response 1 attached as a PDF, 2500 character limit Supporting Documents You rray upload any supporting docurrents such as graphs, images, diagrarrs, rrarketing materials, etc. Content for Part 1 Response 1 GNO.Brewtest Comedy.pdf 149.17KB You are allowed to subnit up to 3 single page (US Letter) docurrents in JPG, FDF or TIFF format 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* 1,660 2,000 How many days did/will your event occur? Prior Year* Projected* 3 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year * Projected 1,047 1,260 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 regularly use zip code surveys, registration forms, and waivers to get estimates Overnight's Stay on our event attendance. Since not all of our events require registration or waivers, Response* we use to 2015 zip code survey for estimates based on attendance. 2500 character lirrit. Prior Year Paid In addition to field above, you nTBy upload the evidence to support the pria' years' roonlnight inforrration. Overnight Stay Data You rray upload up to three single pages (US Letter), of information. If you a single Frult-page docurrent, only the first three pages will be considered. The following forrrets, will be accepted: JFG, FOF 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 yourorganiz4on have, or haveyou applied for funding from other sources? r Yes r No Funding for which you have applied but not yet secured Funding Source Sponsorship Participation fees Funding Shortfalls * Mat changes would occur if the project couldn't befunded? Amount $ 850.00 $ 1,500.00 If this event were not funded, we would struggle to hire adequate entertainment for Brewfest Comedy Kickoff. We would like to be able to hire bigger, more well-known names to boost attendance of this already successful event. We also hope to increase the amount of tickets we can sell, as we heard from many people they wish they could have attended or that we could do a second show considering the tickets sold out so quickly. The bus from Yakima has proven to be a great addition to our Girls Night Out events. Without lodging tax funding we would struggle to be able to afford the larger sized bus taking 55 women to our downtown. Promotion of Girls Night Out would likely have a shorter reach and entertainment would be less prevalent. 2500 character lirnt. Matching Funds 89.50 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 fle)dbility 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 rrare and related to narketingladvertising, you nusl subrrit Contributions verifying docurrentation which assures the contribution will be provided. I 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 $ 1,514.00 $ 4,543.00 $ 3,235.00 $ 10,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Sponsorship - Girls $ 1200.00 $ 1150.00 $ 1400.00 $ 1500.00 Night Out Participation fees - $ 1850.00 $ 1700.00 $ 1700.00 $ 1700.00 Girls Night Out General EDA $ 1401.00 $ 1181.00 $ 3500.00 $ 3500.00 Budget Bar/Ticket Sales - $ 0.00 $ 0.00 $ 1400.00 $ 2000.00 Comedy Kickoff Raffle - Comedy $ 0.00 $ 0.00 $ 150.00 $ 250.00 Kickoff In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 0 0 0 198 Evidence of Volunteer Rease upload a singlefile which offers evidence in support of the projected volunteer hours. Contributions* Girls Night Out Volunteer.pdf 1.02MB Calculated Value of $ 4,664.88 Projected Volunteer Time Profit & Loss Past Actual 3 Past Actual 3 Past Actual 2 Past Actual 1 Projected i Revenue Totals $ 5965.00 $ 8574.00 $ 11385.00 $ 23614.88 i Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Advertising - Girls $ 2783.00 $ 3385.00 $ 3525.00 $ 6000.00 Night Out Entertainment - Girls $ 0.00 $ 1000.00 $ 1000.00 $ 2000.00 Night Out Bus - Girls Night Out $ 0.00 $ 1000.00 $ 1000.00 $ 2000.00 Other - Girls Night $ 182.00 $ 189.00 $ 175.00 $ 150.00 Out Administrative $ 3000.00 $ 3000.00 $ 3000.00 $ 3000.00 Venue - Comedy $ 0.00 $ 0.00 $ 309.00 $ 400.00 Kickoff Advertising - $ 0.00 $ 0.00 $ 200.00 $ 1000.00 Comedy Kickoff Entertainment - $ 0.00 $ 0.00 $ 1000.00 $ 2500.00 Comedy Kickoff Supplies/Activities - $ 0.00 $ 0.00 $ 414.00 $ 500.00 Comedy Kickoff Administrative Costs $ 0.00 $ 0.00 $ 1000.00 $ 1500.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 5965.00 $ 8574.00 $ 11623.00 $ 19050.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ -238.00 $ 4564.88 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: * 63r, d Name* Molly Jones Applicant's Title* Director STATE OF WASHINGTON ELLENSBURG DOWNTOWN ASSOCIATION JAMES ARMSTRONG 221 E 4TH AVE ELLENSBURG WA 98926 AMENDMENT SECRETARY OF STATE I, Sam Reed, Secretary of State of the State of Washington and custodian of its seal, hereby certify that documents meeting Washington statutory requirements have been filed and processed with the Secretary of State on behalf of: ELLENSBURG DOWNTOWN ASSOCIATION A Washington Non -Profit Corporation UBI: 602 336 662 Filing Date: May 16, 2005 Effective Date: May 17, 2005 Changing registered office address to: 221 E 4TH AVE ELLENSBURG WA 98926 Given under my hand and the seal of the State of Washington at Olympia, the State Capital.. Sam Reed, Secretary of State INTERNAL REVENUE SERVICE P. 0. BOK 2508 CINCINNATI, OH 45201 Date. J U L 1 1 2005 ELLENSBURG DOWNTOWN ASSOCIATION PO SOX 966 ELLENSBURG, WA 96926 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Dumber: 20-1395402 DLN: 17053315006034 Contact Person: SHERRY 0 WAN ID# 31052 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: June 30 public.Charity Status: 170 (b) (x) (A) (vi) Form 990 Required - Yes Effective Date of Exemption: October 13, 2003 Contribution Deductibility: Yes Advance Ruling Ending Date: June 30, 2008 We are pleased to inform you that upon review of your application for tax exefftpt status we have determined that you are exempt from Federal income tax under section 501(0) (3) of the Internal Revenue Code. Contributions to you are deduatible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep'it in your permanent records. Organizations exempt under section 501(0)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends wAth advance ruling ending date shown in the heading of the letter. Shortly before the end of your acivance ruling period, we will send you Voxm 8734, Support schedule for Advance auling Period. You will have 90 days after the end of your advance ruling perica to return the completed form. We will then notify you, in writing, about your public charity statue. Please see enclosed Information for Exempt organizations Under Section 501(0) (3) for some helpful information about your responsibilities as an exempt organization. Fetter 1045 (DO/CG) Content for Part 1, Response 1 The Ellensburg Downtown Association is a 501(c)(3) non-profit that leads with a historic preservation focus to revitalize and support the historic downtown district. We do this by following the National Main Street Center's 4 Point Approach to Downtown Revitalization that includes design, economic vitality, organization, and promotion including events. The EDA hosts upwards of 16 events each year, with this application pertaining to two events in particular, Brewfest Comedy Kick off (in its second year) and the Girls Night Out buses/ entertainment additions (in its third year). Brewfest Comedy Kickoffs first year was in January 2018 and took place the night before Winterhop Brewfest. We sold 70 tickets and those tickets sold out in less than two weeks. This year, due to popular demand, we plan to host the event in a location where we can sell upwards of 150-200 tickets. The event featured three comedians, a cash bar, raffles, and giveaways. We cross promoted the event with Winterhop Brewfest using Facebook events and our individual websites. We saw about 14% of our attendees come from 50 miles away or more by zip code surveying as people checked in. We hope to increase that percentage now in our second year, and look forward to selling more tickets. Our main target audience is those coming in from out of town to attend Winterhop Brewfest, encouraging them to come the night before the event. We will also be targeting empty nesters and young adults looking for weekend travel. Lodging Tax monies would be used to afford quality talent, venue costs including the rentals of necessary event items such as chairs, tables, and sound equipment, as well as promotion of the event via social media, radio, online advertising, and print advertising. Girls Night Out, held twice a year in the spring and winter, brings about 1,600 attendees to our small businesses. The EDA added new additions in winter of 2017 that have proven to bring more people in from out of town and boost sales for our business center. One addition was live entertainment in participating businesses. Not every business participating can afford to hire entertainment for their location, which adds value to the evening and increases interest in the event. We help fund the hiring of musicians, card readers, hypnotists, and more to place in businesses who are interested in that feature for Girls Night Out. Another addition was a 55 person bus from Yakima to Ellensburg bringing ladies to our downtown to shop and dine. This proved to boost sales, pushing us almost $10,000 above our last Holiday Girls Night Out's sales, bringing in $45,000+ in just four hours to our downtown core. With each event, we look forward to growing attendance by continuing to thoroughly promote these additions. Our target audience for Girls Night Out, Spring and Winter, includes women between the ages of 18-65, empty nesters looking for weekend travel, those interested in heritage tourism, parents of CWU students, and those looking for a unique holiday gift from outside their specific community. Lodging Tax money would be used to help afford the bus from Yakima, entertainment, and promotion of the event via social media, online advertising, radio, and print advertising. D LU rA. . L 0 0 Eol 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 Advertisine: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. 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 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: 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.