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HomeMy WebLinkAboutLT-2019-024-KRON-Veritas Medieval FaireLT-2019-024-KRON-VERITAS MEDIEVAL FAIRE 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KRON FOR THE VERITAS MEDIEVAL FAIRE 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 KRON, FOR THE VERITAS MEDIEVAL FAIRE ("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, seven hundred dollars ($7,700.00) (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, seven hundred dollars ($7,700.00) (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-2019-024-KRON-VERITAS MEDIEVAL FAIRE Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 audita rsaccou nti 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: • Newspaper ads • Radio ads • Facebook/social media ads • Porta Potties • Bouncy castle • Facepainting • Art, graphics, web service • Entertainers (acts and amenities) 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): removed $100 for banner and $200 for posters (no funding for banner or posters) 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. 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-024-KRON-VERITAS MEDIEVAL FAIRE c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, 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; 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-024-KRON-VERITAS MEDIEVAL FAIRE • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section S. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County 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. 2019 County Lodging Tax Funding Agreement Page 4 LT-2019-024-KRON-VERITAS MEDIEVAL FAIRE d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County 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. 2019 County Lodging Tax Funding Agreement Page 5 LT-2019-024-KRON-VERITAS MEDIEVAL FAIRE 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 Kdtitas County Chamber of Corrrrerce? Workshop - 2018 * r Yes r No Submittal Instructions C Yes, & General I have read and understand Submittal Instructions and General Information for the 2018 Lodging Tax Grant Funding Information * Recess 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* Kron Organization Address* Street Address PO Box 75 Address Line 2 City State / Province / Region Ellensburg WA Postal / Zip Code Country 98926 US Website Federal Tax ID #* 20-3938340 UBI # * 602-565-165 Organization is a:* r Government Entity F 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 Kron -501 c3.pdf 320.58KB Organization Status * Acceptable file formats include: JPG, FDF or 11FF. Contact Information First Name* William Last Name* Slyter Phone Number* Email* 509-855-1500 info@kroninc.org Project or Event Information Project/Event Name* Veritas Medieval Faire 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 9/28/2019 9/29/2019 Project/Event Palmiero Park, Kittitas Location * New or Ongoing f Ongoing Project/Event (More than four years in existence) Project/Event? * G New Project/Event (Four or fewer years in existence) Amount of Funding $ 8000.00 Requested * If you selected "Ongoing R-oject/Event" above this amount rray not exceed 10% of the total expense budget of this project. Funding Request Max 11,800 Tourism Seasons * From the list below, what season will your project enhance tourism? Select any which apply. r" Year-round (January - December) r- Off Season (November - February) F- Shoulder Season (October or March - May) rJ 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 Pacific Northwest has a highly active population which takes an active interest Project/Event in the reenactment, recreation and celebration of the middle ages and renaissance Description* time periods. This interest culminates in numerous medieval and renaissance festivals throughout the region, featuring arts and crafts of the period, vendors, demonstrations and presentations, swordfighting and combat programs. Veritas Medieval Faire will provide a family -friendly event featuring entertainment such as swordfighting, magicians and jugglers; shopping opportunities and activities for all ages; and inspiring and bringing out the heroic knight or royal princess in everyone. Veritas Medieval Faire brings together the wide scope of experience of Kron, a non-profit educational organization founded in 2004, having moved to Ellensburg in 2012. Focusing primarily on educational programs about the middle ages for schools, libraries and museums, Kron's programs have also extended to medieval and renaissance faires since 2008. Programming for Wenatchee Renaissance Faire, Ye Merrie Greenwood Faire (Richland), Two Rivers Medieval Faire (Cashmere) and Ye Olde County Faire (Ellensburg) has provided Kron with a strong network of entertainers, vendors and programming, and prepared the organization with the necessary knowledge and experience to bring an event of this scope to our area for the first time since Ye Olde County Faire ceased operation (2014). A faire which will be a popular regional draw, featuring many of the acts and amenities expected by the public and regular fairegoers alike, is a very costly endeavor. While we can devote significant volunteer forces and have a lot of programming which we can provide in-house, establishing the faire as an annual destination at the outset is cost -prohibitive without the support of grants like the LTAC. Never before has the celebration of the middle ages and renaissance been so popular in our culture; one need only look to television, movies, games and other forms of media to see a continual stream of entertainment which draws from the history and lore of the period. Long-running events like Ye Merrie Greenwood Faire (2018 was their 32nd consecutive year) are a testament to the enduring popularity of knights and princesses, fairies and dragons, and the chivalry and wonder which inspires children of all ages. 2500 character lirrit List of Intended Use of Funds* Master Payne the Magician: $1000 Adria the Juggler: $600 Ye Greenbough (armouring and archery crafts): $600 Goode's Foote pike group: $1000 Falstaff the Minstrel: $500 Clay Martin puppeteering: $1000 Facepainting: $500 Minstrels of the Sage: $500 Bouncy Castle: $400 Art, graphics, web service: $1500 11x17 posters (200): $200 Vinyl banner: $100 List of Intended Use of Funds* Newspaper ads: $400 Radio ads: $2000 Facebook/social media ads: $500 PortaPotties: $300 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 accommodations. Projection * For our inaugural event, we anticipate at least 30 overnight stays in paid accommodations; more is possible if the event is adequately provided for in entertainment, performers, amenities and promotion. 2500 character limit Response 2.1: In the 2013 LTAC grant application for the 2014 "Ye Olde County Faire" event at Evidence * the Kittitas Valley Event Center, it was indicated that the 2013 event (the faire's 2nd year) had approximately 1800 in gate attendance, of which about 80 spent the night either in a hotel or camping away from home. 2500 character limit Response 2.2: 2.To a place fifty roles cr mnre away from their place of residence or business forthe day or staying overnight; Projection* We anticipate that approximately 500 attendees will travel from at least 50 miles away; more is possible if the event is adequately provided for in entertainment, performers, amenities and promotion. 2500 character lirrit Response 2.2: In the 2013 LTAC grant application for the 2014 "Ye Olde County Faire" event at Evidence* the Kittitas Valley Event Center, it was indicated that the 2012 event (the faire's inaugural single -day event) had 60% of the 800 guests attending from outside of the 509 area code, and that most of 2013's 2nd year 1800 attendance were either local or traveling from between 50 to 200 miles, coming primarily for just one day. 2500 character limit Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection* There is no reliable data available to anticipate out-of-state or out -of -country attendance, but with the popularity of medieval and renaissance faires, and if the event is adequately provided for in entertainment, performers, amenities and promotion, this is well within the realm of possibility. 2500 character limit Response 2.3: The 2013 LTAC grant application for the 2014 "Ye Olde County Faire" event at the Evidence* Kittitas Valley Event Center, which is the most reliable local source of data for our event, doesn't account specifically for out-of-state or out -of -country attendance. 2500 character limit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies Wll you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* Vbhat tools will you use to rreasure your event's irrpact on tourisrrf? Rease be specific and provide examples. Gate polling, home addresses of vendors/entertainers/programming providers, zip codes of online ticket purchases. 2500 character limit A. Is your project/event year-round or is it seasonal or date -specific? f Year Round r Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or Event Information section. B. What strategies will you errploy to assure you are attracting tourists from at least 50 miles away? Targeted Facebook and other social media advertisements and promotions; in- person networking during our other programs throughout the region; encouragement of vendors/entertainers/programming providers to advertise the event through their social connections and outreach channels; radio and print ads; posters in targeted population centers; all components emphasizing a marketing presence outside of the immediate area. We also have active social media presence through our more established programs, such as "Veritas Swordplay Academy" and "Knights of Veritas," which each have followings of over 1000 people. We also produce the "Horrific History Podcast," which launched in 2017, has had 13,000 downloads as of this date, reaches every US State and 69 countries worldwide, and we regularly promote partnerships and upcoming events on the podcast when appropriate. 2500 character limit C What strategies will you use to assist in rrarketing all of Kttitas County as a tourist destination with your event/project funding request? We will incentivize artisans from Roslyn, Cie Elum and Ellensburg to obtain a vendor booth to feature local talent, with an emphasis on traditional forms such as pottery, woodworking, glassware and other arts and skills which would have been seen in the medieval or renaissance period. We will have space at both our admissions booth and information booth for brochures, flyers, posters and other promotional materials which feature upcoming local events and activities. Further, we will include content relevant to upcoming events, on a county -wide basis, on our website and social media outlets so that visitors may make the most of their trip, or come back again for more events or activities. 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* In addition to the robust programming and experience Kron has from contracting out for other medieval and renaissance faires, Kron can also leverage volunteers locally through participants of "Veritas Swordplay Academy" (ongoing historical swordplay classes offered in partnership with Ellensburg Community Schools), as well as its volunteer base of acting and costume enthusiasts which participate in "Haunting Ellensburg" (annual haunted event at Kittitas Valley Event Center, started in 2014). We have an established relationship with the CWU Cosplay Club, who have consistently provided costumed volunteers and actors for our "Haunting Ellensburg" event since 2016, and has expressed unilateral interest in working on Veritas Medieval Faire. We also have an established relationship with the Kittitas County Historical Museum, which provides cross -promotional opportunities, in addition to meeting space and other joint projects, such as the Museum's "Haunted Legends" walking tour, which is staffed by our volunteers. We will be seeking out support from the CWU Recreation and Tourism Department, which has provided support in the past for the now -defunct "Ye Olde County Faire." We wall contact the Kittitas County Farmers Market for booth space in order to do local outreach. We have similarly partnered with them previously for our "Haunting Ellensburg" event. We have established professional relationships with Two Rivers Medieval Faire (Cashmere) and Ye Merrie Greenwood Faire (Richland) which we hope to leverage into cross -promotional opportunities. We'll also be reaching out to members of the Society for Creative Anachronism (SCA) to organize partnered programming for the Faire; their organization has large numbers of members throughout the region, and their presence in an official capacity has the potential to result in strong word-of-mouth and attendance from their members. Lastly, through the Kittitas County Chamber of Commerce, larger radio & print ad purchase, cross promotions, info booth, link w/other Chambers, hotel room + ticket packages. 2500 character limt 51 Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost -recovery models. Future Plans* We have multiple ways that we are anticipating cost recovery. For year 1, we'll have ticket sales, vendor booth rent, and operating our own concessions, at a minimum. We wall explore the possibility of a Special Occasion Liquor License through the State, the proceeds of which are donated to the event. Going forward, we anticipate being able to raffle off donated prizes; developing more local sponsorships; and merchandise. A successful first-year event would provide current partners with incentive to continue their support, and give potential sponsors confidence in their potential support, allowing the event to grow and expand while offering a unique advertising avenue to our sponsors. Within a few years' time, we anticipate that a successful, well -funded event early on would be able to develop into a self-sustaining event, requiring significantly less hotel/motel tourism grant support to succeed. 2500 character li" 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 One of the most exciting components planned for the event is freshly prepared period -inspired food, made to order by our volunteers, throughout both days. Nearly every comparable event opts to bring in food trucks with decidedly modern options; this is something we believe can be improved upon, and in doing so, provide a unique experience for even seasoned faire -goers. A limited -seating Saturday evening banquet of delicious, authentic period cuisine, paired with exclusive performances from favorite entertainers, will encourage more overnight stays and fewer day trips. Being centrally located and with so few of these events in Eastern Washington, Veritas Medieval Faire will be in a prime position as a destination across the region. Faire enthusiasts regularly visit event after event throughout the year in the Pacific Northwest to meet up with friends, show off their newest costumes, shop with their favorite vendors, interact with their favorite performers, and experience the feeling of being transported back in time in a way which can only be found at medieval and renaissance faires. Many of them are members of organized reenactment or role playing clubs, such as the Society for Creative Anachronism (SCA) and Amtgard, which have members in Yakima, Wenatchee, TriCities, Spokane, Walla Walla, the Puget Sound region and southern British Columbia. We can encourage more overnight stays by partnering with local hotels for package deals; we anticipate being able to provide on-site camping access as well. The choice in dates for the event ensures that there will be no competition from comparable events in the region, making our event more attractive for guests to travel to us. This will also help ensure the availability of entertainers, vendors and other programming. Further, the late September weather is cool enough to make long days of programming in period clothing and/or armour, and outdoor activities in general, more tolerable, but not too cool for the comfort of guests. The sunny skies, minimal chance of rain, and a break from the windiest times of year make late September an excellent choice. 2500 character lirrit Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagrarrs, rrarketing materials, etc. You are allow ed to subrrit up to 3 single page (US Letter) docurrents in JFG, FDF or 11FF forrrat 71 Previous Lodging Tax Grant Information Previous Years Fps 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* f Yes, 1 year previous f 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 * 1,000 11, How many days did/will your event occur? Prior Year* N Projected * 2 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected 0 30 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 Our best available information comes from the 2013 LTAC application for the 2014 Overnight's Stay "Ye Olde County Faire" event, which was a renaissance/medieval faire comparable Response * to our own format. It was indicated that the 2013 event (the faire's 2nd year) had approximately 1800 in gate attendance, of which about 80 spent the night either in a hotel or camping away from home. Out-of-town vendors, performers and other programming may be reasonably expected to stay overnight, frequently in paid accommodations; a conservative estimate of the total, plus out-of-town guests traveling to the event, allows us to predict approximately 30 paid accommodations; more is possible if the event is adequately provided for in entertainment, performers, amenities and promotion. 2500 character limit. Prior Year Paid In addition to field above, you rrey upload the evidence to support the prior years' roorrnight inforrration. Overnight Stay Data You rray upload up to three single pages (t)S Letter), of information. If you a single rrulti-page document, only the first three pages will be considered The following forrrats, will be accepted: JFG, FCForTFF 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 F No Explanation * If not, why not? We will be able to allocate a small amount of our operating budget to support the event, and are exploring the possibility of additional funding through the Washington State Arts Commission and Humanities Washington. The Ellensburg Arts Commission does not serve the area of the county in which we're looking at running our event (Kittitas). It does not appear that the City of Kittitas has any relevant grant opportunities, though the City Council is currently expressing broad support of our proposed use of Palmiero Park with no currently projected cost on our part. Arts and humanities funding is extremely difficult to both find and secure, particularly for small organizations like ours; being headquartered in central Washington and providing services throughout the Pacific Northwest does allow us to positively impact a lot of communities region -wide, but only in a limited basis as we do not have any satellite offices in other places with which we could make a stronger case for larger arts and humanities grants. While we will be actively fundraising for the next year to help make up any differences in our budget, the LTAC grant is our best hope of being able to make a great impression with a well -organized, well -funded first-year event which can continue and grow year-to-year. 2500 character lirrit Funding Shortfalls* What changes would occur if the project couldn't be funded? Funding shortfalls would result in significantly scaling back the entertainers, performers and programming which are so vital to an event being able to draw significant crowds and travelers, up to (and including) possibly scaling the event back to a single day. Doing the event as a single day would further reduce vendors' and entertainers' willingness to make the trip for the event, as well as impact how many travelers could be expected to make a significant drive. This would set the wrong tone for going forward with an annual event, and naturally result in the loss of anticipated overnight stays and county revenue. 2500 character limit. Matching Funds 45.00 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 lr-Idnd contributions valued at $500 or rrore and related to rrerketing/advertising, you crust subrrit Contributions verifying docurrentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 2019 i Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected I` LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 8,000.00 Y Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Operating budget $ 0.00 $ 0.00 $ 0.00 $ 2000.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 n -Kind Contributions (except volunteerism) kccount Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Yluseum meeting $ 0.00 $ 0.00 $ 0.00 $ 1000.00 ;pace $ 0.00 $ 0.00 $ 0.00 $ 1000.00 ;ross promotion $ 0.00 $ 0.00 $ 0.00 $ 300.00 Ah other faires $ 0.00 $ 0.00 $ 0.00 $ 600.00 ;ross promotion $ 0.00 $ 0.00 $ 0.00 $ 300.00 vith partner orgs $ 0.00 $ 0.00 $ 0.00 $ 0.00 -,ontributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Jumber of Hours 400 vidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. ;ontributions* volunteer_hours.pdf 166.26KB ;alculated Value of $ 9,424.00 'rojected Volunteer 'ime Past Actual 3 Past Actual 2 Past Actual 1 Projected tevenue Totals $ 0.00 $ 0.00 $ 0.00 $ 21024.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Magician $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Juggler $ 0.00 $ 0.00 $ 0.00 $ 600.00 Armouring and $ 0.00 $ 0.00 $ 0.00 $ 600.00 archery Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Food ingredients $ 0.00 $ 0.00 $ 0.00 $ 500.00 Pike group $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Music acts $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Puppets $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Art, graphics, web $ 0.00 $ 0.00 $ 0.00 $ 1500.00 service Bouncy castle $ 0.00 $ 0.00 $ 0.00 $ 400.00 Posters $ 0.00 $ 0.00 $ 0.00 $ 200.00 Banner $ 0.00 $ 0.00 $ 0.00 $ 100.00 Newspaper ads $ 0.00 $ 0.00 $ 0.00 $ 400.00 Radio ads $ 0.00 $ 0.00 $ 0.00 $ 2000.00 Social media ads $ 0.00 $ 0.00 $ 0.00 $ 500.00 Porta potties $ 0.00 $ 0.00 $ 0.00 $ 300.00 Misc. buildling $ 0.00 $ 0.00 $ 0.00 $ 300.00 materials Misc. permitslgov't $ 0.00 $ 0.00 $ 0.00 $ 400.00 fees Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 0.00 $ 0.00 $ 0.00 $ 11800.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 9224.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by:* J RAh' r/i•47F rt Name* William Slyter Applicant's Title* Executive Director INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 DatA'PR in 4 Fa KRON C/O WILLIAM ERIC SLYTER PO BOX 2055 MOSES LAKE, WA 98837 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-3938340 DLN: 17053042389041 Contact Person: RONALD D BELL ID# 31185 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170_ (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: December 15, 2005 Contribution Deductibility: Yes Addendum Applies: No We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible 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(c)(3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 947 (DO/CG) _2- y • O) We have sent a copy of this letter to your representative as indicated in your power of attorney. Enclosure: Publication 4221 -PC Sincerely, l A LoiirG. Lerner Director, Exempt Organizations Letter 947 (DO/CG) Based on volunteer hours for our "Haunting Ellensburg" event from 2014-2018, and the pledged support of our volunteers with an interest in Veritas Medieval Faire, we anticipate either a large number of volunteers putting in small increments of time, a small number putting in large increments of time, or somewhere in between (example, 10 volunteers at 40 hours of time volunteering.) Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1. Brandin EXHIBIT "B" Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page; it must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. 13. Print Advertising and Online Display Advertisin of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e -newsletters, third -party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 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. 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 Advertisi Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. FlVers/Rosters: 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.