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HomeMy WebLinkAboutLT-2019-003 Jazz in the ValleyLT-2019-003-JAZZ IN THE VALLEY 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND LAUGHING HORSE ARTS FOUNDATION D.B.Z. JAZZ IN THE VALLEY This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and Laughing Horse Arts Foundation D.B.Z. Jazz in the Valley ("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 ten thousand dollars ($10,000.00) (City of Ellensburg 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 ten thousand dollars ($10,000.00)(City of Ellensburg 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 LT-2019-003-JAZZ IN THE VALLEY Kittitas County Auditor Attn: Judy Pless 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 Judy.pless@co .kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Rent canvas tents to cover seating areas at Rotary Pavilion • Rent cooling devices/fans for venues if temperatures during festival require them • Cost of radio ads • On-line and print advertising • Social media advertising • E-newsletter • Online survey • Sponsorships/ Advertising • Cost of sending festival brochures to all the Chambers of Commerce in the State. 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 l(a): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option . b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County or City. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. It is understood that the Contractor and the Contractor's 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-003-JAZZ IN THE VALLEY staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term ofthis Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or City, or their designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six {6) years after contract termination. For such duration after the County or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, Indemnity, and Hold Harmless . The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-003-JAZZ IN THE VALLEY • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreem,ent; • Any lien asserted upon any property of the County or City in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County or City for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County or City shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County or City, their Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from 2019 County Lodging Tax Funding Agreement Page 4 LT-2019-003-JAZZ IN THE VALLEY performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County and City as Additional Insureds and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance or self-insurance maintained by the County or City. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 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. The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. c. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. d. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave. Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County 2019 County Lodging Tax Funding Agreement Page 5 LT-2019-003-JAZZ IN THE VALLEY to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. e. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. f. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. g. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. h. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. ·i. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS/ / LC-~-.-A ~ /'I /"j Chair ABSENT llR.M.s6orvJ _, t,l2& q<t;q v> [Address] Seq --vf ~s--3 .)4 ( [Telephone] 2019 County Lodging Tax Funding Agreement Page 6 LT-2019-003-JAZZ IN THE VALLEY Deputy Prosecuting Attorney 2019 County Lodging Tax Funding Agreement Page 7 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -2018 Dd you attend the G-ant Application V\brkshop -2018 hosted by the Kittitas County Charrber of Comrerce? r-Yes (' No Submittal Instructions r. Yes, & General I have read and understand SUbnittal Instructions and General lnforrmtion for the 2018 Lodging Tax G-ant Funding Information * Ftocess EXHIBIT "A" 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 ¼ill be logged out and must log back in to continue. In order to save a draft you ¼ill need to provide an email address and a passlMlrd. After completing the save draft, you ¼ill 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 ¼ill also be sent to you in an email. Organization Information Name of Organization * Laughing Horse Arts Foundation D.B.A. Jazz in the Valley Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* 106 W 9Th Ave Address Une 2 Oty Ellensburg RJStal / Zip QxJe 98926-2908 JazzintheValley.com 91-1211173 600-634-787 (' Government Entity r-501(c)3 (' 501 (c)4 (' 501 (c)6 (' Other State/ Ftovince / Aggion WA Country United States (Note: you must submit 501 (c)3, 501 (c)4, or 501 (c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of 501 c3 . pdf Organization Status * Acceptable file forrrats include: JR3, FCF or TIFF. Contact Information First Name * Last Name * Joy Solberg A 1.41MB ,... ,_, Phone Number* Email* 509-925-3241 djsolberg@charter.net Project or Event Information Project/Event Name* Jazz in the Valley Event Dates Please provide any specific dates, or range of dates, on \Nhich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 7/26/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 7/28/2019 Downtown Ellensburg (,' Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 10000.00 If you selected "Olgoing A-oject/Blent" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 17 ,847 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) r Shoulder Season (October or March -May) ~ High Season (June -September) Application Questions: Part 1 A 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 organ ization will target wi t h these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: Project/Event Description* Jazz in the Valley is a three day festival featuring variations of Jazz music including blues, salsa, swing, reggae and more. There will be eight venues (all in the downtown historic district) hosting a diverse group of northwest and national acts. Our core audience members are lovers of this genre of music \Nho are looking for a weekend getaway at an affordable price . The primary attendees will be from the Pacific Northwest but the festival draws from all across the United States and Canada. 2500 character linit List of Intended Use of Funds* Rent canvas tents to cover the seating areas at the Rotary Pavilion, our main venue. Rent cooling devices/fans for the venues if the temperatures during the festival require them. Purchase radio ads with NPR & KNKXwhich targets our core audience and blankets most of the State. On-line and print advertising focused on our targeted audience, Social Media Advertising Send E-newsletter to attendees with info on next yrs. festival + other events happening in our area Use an online exit-survey to get feedback from festival attendees Collaborate with other music festivals in our State - Sponsorships/advertising Send packets of festival brochures to all the Chambers of Commerce in the State. 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 : Projection* Response 2.1 : Evidence* 1. Away from their place of residence or business and staying overnight in paid acconmx:Jations; --We produce 10000 brochures and 450 posters that distribute throughout the State and mail information packets to all of the Chambers of Commerce in the State. --We distribute at least 75 of our posters to locations throughout the state, 30 of INhich go to wneries in Washington (many participate in the Wine tastings at Gallery One and the Clymer Museum during the festival weekend). ---Underw-iting radio programs that promote Jazz throughout the year and purchasing ads in the months prior to the festival; specifically KNKXand NPR, INhich targets our core audience and blankets most of the state. --By developing an on-line ne\i\/Sletters targeted to past attendees, we hope to keep our patrons engaged in INhat this year's festival IA-ill be offering as well as other events in our area. --Through many of the on-line and social media ads we placed last year, we received valuable demographic information. Combining this wth the email addresses from past ticket sales, we hope to direct market to this audience and request feedback on their festival experiences. --Last year we help sponsor Lake Chelan's Jazz Festival INhich gave us the opportunity to advertise outside the County to our core audience. We IA-ill be looking at other partnering opportunities. 2500 character lirrit --We have a mailing list of over 1700 members INho we send brochures to, 35% (599) of INhich have addresses outside of our county and INhich span across the United states and British Columbia. The out of county addresses are all from past attendees of the Festival. --We are a three-day festival wth Friday and Saturday nights events going until midnight. Most attendees from more than 50 miles away choose to stay overnight; be it in local lodging establishments or IA-ith friends that live in the area. --From our best estimates, 53% or our tickets sold were to out of county residents . (See Exhibit A1) --Of those INho completed our survey at the festival: (See Exhibit A2) -71 % were from people listed residences outside of our county. -82% reported staying at least one night -68% reported tv.o or more nights --Of those that completed the Survey sent after the festival: -32% had Kittitas County zip codes -68% of respondent's zip codes were from outside of Kittitas County. Of that -9% stayed in an RV Park in Kittitas County -6% stayed 1 nights in paid accommodations -31 % stayed 2 nights in paid accommodations -15% stayed wth friends or relatives in Kittitas County -7% didn't report --This year we ran a ticket promotional on social media, the IA-inners of INhich were all out of county residents. 2500 character lirrit Response 2.2: Projection* Response 2.2 : Evidence* Response 2.3 : Projection* Response 2.3 : Evidence* 2.To a place fifty mies or ITilre away from their place of residence or business for the day or staying overnight; --In the past few years, our operating margin has been thin enough that partnering \l\<ith the Lodging establishments for a packaged event wasn't feasible . This year we increased ticket prices and reduced the number venues we offered, which meant fewer bands and reducing the associated costs.This is the first year in awhile that be broke even and then some \l\<ith our budget. Therefore, we are revisiting the idea of offering lodging packages. --Initial contacts \l\<ith several lodging establishments shows that this is viable approach. -Using our newsletter and social-media to promote the packages. 2500 character lirrit --Another suggestions was to provide the Lodging establishments prior to the event \l\<ith a sheet asking the question: Are you here for an event in our community, then offer a list of local events, including the Gorge. This should help measure the number of rooms associated \l\<ith our event. --We are also looking at setting aside blocks of rooms prior to the festival as another way of getting a handle of our impact on lodging over the the weekend our event takes place. --Last year we offered promotional contests for tickets over social media , the \l\<inners of which all resided outside of Kittitas County. 2500 character lirrit 3. or from another country or state outside of their place of residence or business. --As our surveys have shown, past attendees to our festival have come from all over the country and some from other parts of the 1MJrld. We have established a database of email contacts for these people. By developing an on-line newsletter targeting these past attendees, we hope to keep our patrons engaged in what this year's festival as well expose them other events happening in our area. 2500 character lirrit --Combining tickets sold through ShowClix,plus those sold through the KC Chamber of Commerce and at the Festival( ... those that reported where they were visiting from) the average was 5.2% of sales were to persons from out of State. --5% of our current mailing list also resides out of WA State --In addition to a potential interactive component in our newsletter, we should be able to mine information about those who accessed the email and where those people reside. This should help us refine our focus. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools \l\<ill you use to measure your event's impact on tourism? Please be specific and provide examples. Include the follo\l\<ing information : A. Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies \l\<ill you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies \l\<ill you use to assist in marketing all of Kittitas County as a tourist destination \l\<ith your event/project funding request? Response 3: Measuring Results * Response 3 A: Measuring Results * Response 3 B: Measuring Results * 1/vhat tools will you use to rmasure your event's irrpact on tourism? Rease be specffic and provide exarrples . --Our web-page has a lodging page that links to most of the accommodations in Kittitas County. Google Analytics showed that there were 494 contacts to this web- page, 220 of INhich exited our web-page to access one of the listings. --We track demographic information of ticket sales through the Chamber, on-line sales through ShovvClix, mail-order sales and our unrestricted personal /business contributions. This year during the Festival we asked ticket buyers \Nhere they were from. When we combined all of the available ticket information: 53% of tickets were in Kittitas County and 4 7% were out of the county (See Exhibit A 1 ). --The respondents to the survey taken during the festival that reported addresses showed: 29% were from Kittitas County and 71 % were out of the county. (See Exhibit A2) Our online survey at the end of the festival showed similar results. --Kept track of internet hits on our website via Google analytics -Oct 1, 2017 - September 28, 2018 (see Exhibit B) 2500 character linit A. Is your projecVevent year-round or is it seasonal or date-specific? r Year Round r Seasonal r-Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or Bien! lnforrmtion section. B. 1/vhat strategies will you errploy to assure you are attracting tourists from at least 50 mies away? --Social media marketing, music genre marketing for specific targeted areas, brochure leafleting around Washington State, tourism ads, ne1NSpaper ads, and online advertising. --By developing our on-line ne1NSletter targeting past attendees, we hope to keep our patrons engaged in INhat this year's festival Vvill be offering as well as connecting them Vvith other events in our area. The attendee list is derived from our POS sales during the festival as well as INhat the Chamber sales and ShovvClix provides us. We sent a letter Vvith an enclosed brochure to a mailing list of 1733 subscribers, of INhich 609 (35%) were out of Kittitas County and 89 (5%) were out of Washington State. --We Vvill be contacting a number of lodging establishments to discuss the possibility of creating value packages for those \Nho attend the festival. At least four of them indicated potential interest in a partnership for next year. --We Vvill also talk to them about INhat is involved is setting aside a block of rooms. --One possibility is to provide the lodging establishments Vvith questionnaire prior to the festival weekend to ask are they staying in town to attend a local event and list the things that are happening in our area the weekend. --For the past 16 years, JIV has provided a survey for festival attendees to fill out and asked INhere they are from, how many nights they were staying and how they heard about us. This Vvill also included in our exit survey. (Exhibit A2). 2500 character lirrit Response 3 C: Measuring Results* C Wiat strategies will you use to assist in IT8rketing all of Kittitas Qiunty as a tourist destination with your event/project funding request? --Our website currently links to the Kittitas County Chamber of Commerce, the MyEllensburg.com web page, the local art galleries, CWU, the Historic Museum, and the Farmers Market. As we recreate our site we Vvill be looking for other ways to expand our internet linkage into the community and its many events. --We know there a lot of out-of-towners who attend our festival but spend their overnights Vvith members of our community rather than in the hotels. This year Vvith our exit survey we finally have a vehicle to measure this. We are also looking to revamp the survey we provide at the festival to include this. --Our newsletter to past attendees v,ill also provide an opportunity to share other events happening in our area. 2500 character lirrit Application Questions: Part 3 ------ 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? A __ 1 Collaboration* SI Future Plans 1. CHAMBER OF COMMERCE: Serves as our sales outlet prior to the festival and helped staff the box office during the festival 2. CITY OF ELLENSBURG -Waves noise ordinance for weekend -Allo'NS our use of the Rotary Pavilion for our main venue and the on site building as our Box Office Vllith the Chamber of Commerce also providing staff support during the Festival. . -Provides : fencing for the Rotary Pavilion (main venue); no parking signs; handicap signs ; Hangs or banner across 4th between Main and Pearl streets . 3. CWU -Through a contract arrangement provides: Pianos, Music stands, Platforms , and Cooling fans for the Rotary Pavilion. -We partner to provide music clinics for the County high school students. -We offer yearly scholarsh ips for Jazz students attend ing CWU . -We offered scholarships to High school students to attend CWVs summer Jazz music camp. We also provide Friday night tickets to camp members and have the camp students perform a free concert Saturday morning prior to the festival starting. 4 . RODEO BOARD: Provides usage of approximately 750 chairs for the festival 5 . We hire LOCAL COMMUNITY GROUPS (Boy Scouts, FBLA) to unload & load rodeo cha irs and to clean up the Rotary Pavilion Saturday & Sunday mornings 6. GALLERY ONE & CLYMER MUSEUM: -They serve as music venues during the festival -Provides a tasting of premium Washington State \l\lines on the Sat. afternoon of the festival. This is a major fundraising event for them. 7. FARMER'S MARKET : runs extended hours that 'weekend 8. COMMIT A PAGE OF OUR BROCHURE to other events happening in Ellensburg that weekend. 9. PUBLIC LIBRARY: decorates their lobby \l\lith Festival memorabilia . They also have an archive of all our past festivals . 10 DONATED: 30 Festival Passes to non-profit organizations to aid in their fundraising efforts. 11. KVH displays all 21 years of posters in their lobby throughout July. They also donated money to pay for the wash stations used during the festival and posted literature on the importance of hand washing . 12 Over the years many downtown businesses have served a festival venues . including:Rodeo City BBQ; Dakota Cafe; Filterer's Furniture; The Moose Lodge; Grand Central; Valley Cafe; The Palace ; Gard Vintner's Tasting Room; Kelleher's; and the Methodist Church; among others. 2500 character lirrit 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* For majority of past 21 years, we have been financially in the black and were able to accumulate reserves. Unfortunately in the past several years because of expenses going up and our attendance diminishing, we have had to dip into those reserves. As a result, become self-sustaining has been a major focus for our board. For example: -In 2016 we experimented v.ith expanding the types of music to attract a bigger audience .... 'Mlich IAflrked. -In 2017, we experimented v.ith a change in ticket pricing, 1M1ich assisted us in partially overcoming some additional costs such as the new City admissions tax. - -Last year,v.ith a major change in board members , we embarked of developing a five year business plan. A major focus was to attract more major festival sponsors by reassessing 'Mlat that might look like for them. This we accomplished, moving from tlAfl sponsors in 2017 to five in 2018 including KVH 'Mlich sponsored Sunday's performances as a free concert to festival goers and our community. We also reduced our costs by reducing the number of venues to eight from ten. Subsequently, this is the first year since 2013 that we covered all expenses, and ended v.ith a small surplus for the next year. We also changed some of our advertising strategies and v.ill be assessing 'Mlat was most cost effective. Our newsletter is still in it's infancy,but we already see the potential of expanding our message. CWU is committed to having a Jazz Camp the week prior to the festival. We v.ill be IAflrking v.ith them to see 1M1at other mutually advantageous opportunities exist. One of our biggest concerns is 'Mlether we v.ill still have access tho the Rotary Pavilion after this year and if not, figuring out 'Mlat other option there are for us. The Festivals biggest contribution comes from our board members and the approx 150-200 community volunteers that \Aflrk to set up and put on the festival . Keeping them involved and attracting new people to help is also a focus for us . 2500 character linit 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 -This v.ill be our 21st year offering the festival and every year festival board members have done informal surveys of the restaurants and motels. The feedback we have received indicates this is one of their busiest and best weekends during the year. We know we are not the only reason but certainly help. -The festival has no paid staff other than limited ticket booth staffing during the festival, security officers, and the musicians along with the sound techs. Volunteers are our lifeblood. This festival is truly a community effort. Attached is a brief history of our journey: See Exhibit E. 2500 character linit Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagrarrs, rrarketing rraterials, etc. Exhibit_E-Additional_lnfo.pdf Exhibit_B_Analytics.pdf You are allowed to subnit upto 3 single page (US Letter) docurrents in JR3, RJ= or 1lFFforrmt 71 Previous Lodging Tax Grant Information 139 .95KB 669 .85KB Previous Years H3s your event received Lodging Tax funds in previous years? Av.1arded Lodging Tax i No, this even t/p ro ject has not previously received Lodging Tax Funding. Grants* r Yes, 1 year prevlo us i Yes, 2 years previous r-Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 2,326 Projected* 2,500 How many days did/will your event occur? Prior Year* 3 Projected* 3 How many paid overnight stays were and/or will be booked as a result of your project/ event? Prior Year* 566 Paid Overnights' Data Support Projected* 575 Explain how the room nights data above from the prior year v.1as collected and how the projection for the next year is derived. (For example, if there v.1as 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 Overnight's Stay Response* Prior Year Paid Overnight Stay Data Ten motels and three campgrounds were contacted. Nine motels plus the campgrounds reported estimated rooms/accommodations for attendees of our Festival. The other motel reported being full that weekend but couldn't discriminate how many were festival attendees. Our online exit survey showed: nine attendees stayed a Air B&B/vacation home at least t'MJ nights with another staying for just one night. Twelve reported staying with friends or relatives. Last year: ADR (Average daily rate)= $121.84 for overnight stays (ST AR report which is produced by Smith Travel Report) 566 X 121.84 = 68961.44 67133.84 / 10000 = 6.9% ... the return on in the investment of almost 7 to 1 If next year's projections are reached (assuming the same daily rate): 575 X 121.84 = 70058 70058 / 10000 = 7% ... the return on in the investment is 7 to 1 According to Dean Runyan Associates report, the average expenditures (this includes avg expenses for gas, food, entertainment, & accommodation) for overnight visitors, 2017 for Kittitas County specifically are: -Hotel, Motel, Short Term Vacation Rental (STVR) (per person) Day Trip $187 -CampgroundsNacation Homes.etc (per person) Day Trip $ 52 -Private Home (friends and family) (per person) Day Trip$ 27 STVR reported 365 nights. 380 x $187 = $71060 Campgrounds reported 186 nights 186 x $52 = $9672 By this count the return on investment is 8 to 1 2500 character lirrit. In addition to field above, you rray upload the evidence to support the prior years' room'night inforrration . Exhibit_D_Lodging_Worksheet.pdf Exhibit_A_ Ticket_Accounting_2018.pdf 193.06KB 439.42KB You rray upload up to three single pages (US Letter), of inforrration If you a single trulti-page docurrent, only the first three pages will be considered. The following forrmts, will be accepted: JR3, RF or llFF 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 'MJuld occur if the project couldn't be funded? Other Funding* D:Jes your organization have, or have you applied for funding from other sources? r-Yes r No Funding for which you have applied but not yet secured Funding Source Amount Arts and/or Community grants $ 5,000.00 Funding Shortfalls * Matching Funds Percentage Wiat changes would occur if the project couldn't be funded? - A lack of repeat festival sponsors: This was a focus for us last year. Not only did we attract more sponsors and at levels above anything we have had in the past, but we continue our dialog with them, about continuing support. -Tenting needs: We spent $2000 for an engineering assessment of the feasibility of using a shade-cloth to cover the entire Rotary Pavilion during the festival. ... structural integrity, liability, etc. Because the Rotary Pavilion is in lease limbo, we decided to proceed with last year's tents, with some modifications to provide more coverage. -Last year we did not account for the need of cooling equipment when the temperatures soared during the time of the festival. ... our biggest feedback complaint. Even with some of the venues having air conditioning, it was insufficient to be comfortable for our patrons. -We reduced the number of venues this year; therefore, the associated musician expenses were reduced. That was probably a major factor in meeting budget expectations this year. --We are v\Orking to re-create our image. We have established a recognizable entity/festival; however, we are more than the traditional/straight up jazz. The question is how to market it....do we modify our identity? ... or try something different? 2500 character lirrit. % 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 clairmd in-kind contributions valued at $500 or tmre and related to rrnrketing/advertising, you rrust subrrit Contributions verifying docurrentation which assures the contribution will be provided . Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected L TAC Grant $ 10,000.00 $9,000.00 $ 10,000 .00 $ 10,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Contributions $ 18063.00 $ 11352.00 $ 11262 .00 $ 11500.00 Ticket Sales $ 64440.00 $ 65701.00 $ 72242 .00 $ 72500.00 Interest Recieved $ 943.00 $ 944.00 $ 278.00 $ 300 .00 Misc . Income $ 304.00 $ -47.00 $ 647.00 $ 250 .00 Sale of Goods $ 14938.00 $ 13679.00 $ 11918 .00 $ 12000.00 Vendors $ 125.00 $ 190.00 $ 190.00 $ 190 .00 Fundraising Events $ 0.00 $ 0.00 $ 1600 .0 0 $ 1500.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected City $ 1000.00 $ 1000.00 $ 1000.00 $ 1000.00 CWU -Music Dept $ 1000.00 $ 1000.00 $ 1000.00 $ 1000 .00 CWU -Facilites $ 300.00 $ 300.00 $ 300.00 $ 300 .00 Ellensburg Rodeo $ 1200.00 $ 1200.00 $ 400.00 $ 400.00 Dumpsters $ 460.00 $ 400.00 $ 360.00 $ 360.00 Porta potties $ 476.50 $ 220.50 $ 629.00 $ 500 .00 Webpage $ 415 .00 $ 0.00 $ 0.00 $ 0.00 Rental spaces $ 610.00 $ 450 .00 $ 275.00 $ 275 .00 Equipment/Supplies $ 337.00 $ 317.00 $ 714.00 $ 325 .00 Services $ 716.75 $ 200.00 $ 730.00 $ 730.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 4,649 3,809 2,786 2,800 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions * Exhibit_C_Board-VolunteerHrs_2018.pdf 17.33KB Calculated Value of $ 65,968.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 115328.25 $ 105906.50 $ 113545.00 $ 179098.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Cost of Goods Sold $ 2898.00 $ 3466.00 $ 2723.00 $ 2800.00 Concessions $ 5820.00 $ 5023.00 $ 5058 .00 $ 5100.00 Education $ 2800.00 $ 1500.00 $ 3950.00 $ 4000.00 Facilities -Repairs $ 2155.00 $ 1389.00 $ 66.00 $ 500 .00 --Contract labor $ 1275.00 $ 1625.00 $ 3185 .00 $ 1625.00 --Equipment Rental $ 7402.00 $ 9410 .00 $ 9327.00 $ 9500.00 --Insurance/License $ 2495.00 $ 2190.00 $ 2671.00 $ 2700.00 -Site Storage/Rent $ 1250.00 $ 1250.00 $ 625.00 $ 625.00 --Supplies $ 403.00 $ 885.00 $ 712.00 $ 750 .00 Fund raising $ 4882.00 $ 4382.00 $ 6132.00 $ 6000 .00 General Expenses $ 4223.00 $ 2816.00 $ 5254.00 $ 5000.00 Music -musicians $ 43782.00 $ 49227.00 $ 37966 .00 $ 40000.00 --Lodging $ 8080.00 $ 9135.00 $ 6006.00 $ 6500.00 --Sound Tech $ 4800.00 $ 5409.00 $ 7388 .00 $ 7000.00 --Instrument Rental $ 1300.00 $ 1200.00 $ 1250.00 $ 1250.00 Promotions -$ 3354.00 $ 2884.00 $ 2575.00 $ 2600.00 Brochure/Posters $ 746.00 $ 1166.00 $ 554.00 $ 600 .00 Handbills/Survey/Mis C --Print Advertising $ 8152.00 $ 5988.00 $ 6627.00 $ 6600.00 --Electronic/Social $ 13469.00 $ 6140.00 $ 6625.00 $ 7000.00 Media --Web-page $ 0.00 $ 2600.00 $ 0.00 $ 0.00 Redesign Tickets/Sales $ 3798.00 $ 1874.00 $ 1903.00 $ 2000.00 Volunteer $ 459.00 $ 194 .00 $ 310 .00 $ 350 .00 Committee Volunteer Labor $ 0.00 $ 0.00 $ 0.00 $ 65968.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 123543.00 $ 119753.00 $ 110907.00 $ 178468.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ -8214.75 $ -13846.50 $ 2638.00 $ 630.00 Application Certification I "' ,_./ 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 ooo 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 lav.s 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:* Name* Joy Solberg Applicant's Title* Asst. Treasurer Internal Revenue Service Date: April 12, 2003 Laughing Horse Arts Foundation P.O. Box214 Ellensburg, WA 98926-0214 Dear Sir: Department of the Treasury P. 0. Box 2508 Cincinnati, OH 45~01 Person to Contact: Ronnie Clemons Customer Service Representative Toll Free Telephone Number: 8:00 a.m. to 8:30 p.m. EST 877-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 91-1211173 This is in response to your Certificate Of Amendment, filed July 6 1 1999, in the State of Washington, changing the organization's name from Ellensburg Summer Theater Foundation, to the above as listed. Our records Indicate that a determination letter issued in July 1984, granted your organization exemption from federal income tax under section 501 (c)(3) of the Internal Revenue Code. That letter Is still In effect. Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because it ils an organizat.ion described in sections 509(a)(1) and, 170(b)(1)(A)(vi). This classification was based on the assumption that your organization's operations would continue as stated in the application. If your organization's sources of support, or its character, method of operations, or purposes have changed, please let us know so we can consider the effect of the change on the exempt status and foundation status of your organization. Your organization is required to file Form 990 1 Retum of Organization Exempt from Income Tax, only if its gross receipts each year are nonnally more than $25,900. If a retum is required, it must be filed by the 15th day of the fifth month after the -end of the organization's ann!,Jal accounting period. T-he law imposes a penalty of $20 a day, up to a maximum of $10,000, when a return is filed late, unless t here Is reasonable cause for the delay. All exempt organizations (unless speclflcally excluded) are llable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a calendar year. Your organization Is not liable for the tax Imposed under the Federal Unemployment Ta>< Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Laughing Horse Arts Foundation 91-1211173 -2- Your organization is not required to file federal income tax returns unless It Is subject to the tax on unrelated b1,Jsiness income under.section 511 of the Code. If your organization is subject to this tax, It must file an income tax return on the Form 990-T, Exempt-0rganization Business Income Tax Return. In this letter, we are not determining whether any of your organization's present or proposed activities are unrelated trade or business as defined in section 513 of the Code. The law requires yQu to make your organization's annual return available for public inspection without charge for three years after the due date of the return. If your organization had a copy of its application for recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of the exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public Inspection documents that are widely available, such as by posting them on the Internet (Wortd Wide Web). You may be liable for a penalty of $20 a day for each day you do not make these documents available for public --inspectiGA-{up--to.a--m~imum-of-$~00-if.1..the case of an ar:mual-ratum), ------- Because this letter could help resolve any questions about your organization's exempt status and foundation status, you should keep it with the organization's pennanent records. If you have any questions, please call us at the telephone number shown in the heading of this letter. This letter affirms your organization's exempt status. · Sincerely; ~g~ John E. Ricketts, Director, TE/GE Customer Account Services I Tickets 2018 Ticket Sales with recorded zipcodes Kittias County Out of County Totals Unknown Unrestricted Contribution Tickets 161 19 180 Chamber Ticket Sales 261 109 370 2 ShowClix 174 397 571 Recorded during the Festival 138 128 266 190 Totals 734 653 1387 53% 47% 100% Comp Tickets Band Member Tickets 66 199 265 II Jazz Camp Friday Night 7 90 97 - Donated Tickets to non-profits 30 Sunday Complimentary 310 Volunteers 10+ hrs 37 8 45 Totals 110 297 407 27% 73% 100% Total Tickets 844 950 1794 532 47% 53% 100% Total tickets 2018 Festival = 2326 Jazz in the Valley Festival Suvey Results Of the surveys that reported resident locations: Kittitas County: Out of County 29% 71% 81 % reported staying at least one night 68% reported two or more nights I City Seattle 2. Ellensburg 3. Yakin1a 4. Spokane 5. Bellevue 6. Wenatchee VI QJ 7. Tacoma ·p u 8. Kent 0 N 9 Everett a. 0 10. Olympia f- 11. F ederal V'lay 12. Kirkland 13. Vancouver 14. Kennewick 15 Richland 16. Renton 17 Moses Lake 18. Belhngham 19. Redmond 20. Lacey Overwiew Google Analytics Oct 1, 2017-Sept 28, 2018 I Exhibit BI u,~ -vs ~ ~c1 ,. mr.ra c Hourly 0.,. Wffk Mon~ • Users 1 000 "' ~ January:?018 ::"=Ii e~ ----&, ...., USfi'S 9,496 Pa~s I Ses sion 1 .90 1 ... , ,J ,,. o.mogr.1~hles Language, l'.PfTI 2018'. New Users Sessions Number of Sessions PE'f" Us;er Pagev1ews 9,459 12,695 1 .34 24,104 ___.L_ Av9 Session Ovn1t 1on Bouni:e Rate 00:01 :27 62.73% bt1J,1J I l. ....... ..... ,.,._ -....,,,.,, ~'I< Acquisition Behavior Users ..L,, NewU:sen;. 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Session Duranon 00:01:47 ~-9 t a!" V i ,,,.,·~ 'JC ~1 2.7 .;23 7'3"',, 00:01 :20 00:02:l 8 00:01 :41 00:01:23 00:02:25 00:01:37 00:01:27 00:01:03 00:01 :19 00:02:58 00:02:38 00:01:28 00:00:47 00:02:06 00:01:08 00:01:37 00:02:08 00:01 :50 00:02:50 00:01 :36 users 'Ir.Users 8,693 Convet"Sions Goal Conversion Rate 0 .00% ~vo ro• ·be~·, ·) 00"'" 10 ~CS:-=' O .OO"Yc 0.00% 0 .00% 0 .00% o 00% 0 .00% 0 .00% 0 .00% 0 00% O .OO9-0 0 001¾. o 00% o.oo,,,, 0 00% 0 oos. 0 .00% 0 .00"'c 0 .00% 0 .00% 0 .00% 91 67'11, Goal Completions 0 "-c-04 --:"-:;>T .:,' o coa..c .-c: Goal Value $0.00 "'•. r,· -:-,.::,~~I C ;::a:.., t$V OC: 0 ·C :•C"-cc $0 00 1D ,JO¾: 0 :J J[y·::.=; S0.00 :J -'J C-~: i 0 C, QC-"·. $Q QQ i~ 'J C,~,, I 0 f o or~:.= S0.00 , ,:: 'JC··=, 0 ; ,:,cc.: $0.00 ~ JC"" 0 8 'JC" S0.00 •Cl a:::._, O -:; r·,c~ S0.00 ·.c ~~.:::~: 0 'j c:G=-S0 .00 ,.::; SC'-.:; 0 ,G :Jc··= SO 00 i!) C:C,.:! 0 8:Jr·'-a S0.00 :O OC~: 0 , ,:, JO-,._• SO 00 1 'J ~J,::-:., 0 :, JD~,:-S0.00 : ~J Jo ~~ 0 ·o cC",, S0,00 O llC.,', 0 :J ::;:..:~ S0.00 0 o::-=-: 0 ::,::-S000 G'JC=>,: 0 Cl J: so 00 : J :;,:;:..,. , a . ~ ::::c-··, so,oo o a c·->:: · 0 CC'· $0.00 ;C OG">., o D :::1 ::-:"'-= so oo ro 'JO"', O . ::-: 1:i:J"\-, SO .OD , s-ar.:""-:-. Board Members Beck Dan Brotherton John Brunner Micah Bruya Chris Burke Amy Fraser Rob Korte Virqinia Smith Joel Smith Marie Solberg Joy Solberg Don Solberq Ona Stanley Laura Swartz Tony Wallen Norm Wineqar Kori Brunner Debbie Moe Sydney Sharpe Larrv . Committees . Music 203 Facitlities 121 Volunteers 200 Promotions 95 619 Volunteer Hours -2018 Board Meetings Committee Individual Festival Meetings Reponsibilites 6 2 27 16 8 51 60 16 30 54 50 8 20 60 10 16 12 70 12 12 15 52 15 16 30 160 10 16 110 36 10 8 100 10 12 6 240 10 20 30 110 20 18 12 25 32 18 28 37 19 25 30 100 35 10 8 10 16 30 100 28 50 20 12 Total Volunteer Hours Total 35 135 150 98 110 94 206 172 128 268 180 87 102 190 28 146 28 50 32 2129 2748 Past Board Members Exhibit D Lodging Worksheet -2018 Lodging Friday Saturday Monday Total Comfort Inn 15 10 25 Econolodge 37 26 63 Hampton Inn 11 Holiday Inn Express 80 Motel Six 20 20 40 Rainbow Inn 2 2 4 Days Inn 2 2 4 Red Lion Inn 12 12 24 Super 8 50 50 100 Total H/M 351 Air B&B / Vacation homes 10 9 19 Online survey Total -Short Term Vacation Rentals (STVR) 370 Stayed -Friends/ Relatives 12 Online survey Ellensburg KOA I 108 I 48 156 Yakima River RV Park I 15 I 15 30 Total Camp/RV 186 I I Total Lodging 568 I no discrimination Lincoln Suites I full both day_s E & J RV Park I I Jazz in the Valley Additional Information Exhibit E Jazz in the Valley was the brainchild of Larry Sharpe after a reunion of graduates of CWU's Jazz program who performed a free concert at the fairgrounds during the summer of 1997. Larry had been involved with the formation and development Laughing Horse Summer Theatre, which, in collaboration with CWU, provided repertory theatre during summers in Ellensburg for 15 years. When it went dark in 1997, Larry bemoaned the fact that there was nothing happening during summers in Ellensburg except the Rodeo at the end of August each year. After the jazz concert, the idea started percolating that with our connection to these artists who were now professionals throughout the Pacific Northwest we could put on a jazz festival. He contacted past board members of Laughing Horse Theatre and other community minded people for a meeting to discuss the viability of this idea in April of 1998. One of the major discussions is how we were going to raise money to put it on. The group decided to approach the Laughing Horse board to see what would be involved in using their 501-C3 status. This sparked a community wide discussion that eventually led to the formation of the Laughing Horse Arts Foundation, which serves as an umbrella organization for a number of organizations throughout the county that are involved in the performing arts. We put on our first Jazz Festival at the end of July that year. From the very beginning , our goal was to entice visitors to visit our downtown community during the summer. This was a "down" time for businesses because most CWU students were not in residence. We fostered this emersion by using several local businesses as music venues for the event. We actually made money that year and realized we were on to something good for the community. Over the years, we expanded our offerings from Friday and Saturday including Sunday and increased our venues from five to ten, which stayed that way until last year. Through the course of our development, we have expanded our mission to include a close cooperation with CWU's jazz program and a dedication to the promotion and development of jazz education. During the first four years of the festival , we developed a "Paint to Jazz" program for the Ellensburg School district. This program conducted educational presentations on the history of Jazz and its evolution and promoted artistic expression of jazz through creative paintings. We exhibited these paintings for many years during the Festival along the perimeter fencing at the Rotary Pavilion Main Stage. From 2006-2016 our educational outreach program has also worked with Central Washington Jazz Studies to sponsor a variety of music clinics for college and high school students with professional Jazz musicians. Most of these encounters have involved the following: • Clinics at CWU, Ellensburg High School and CleElum High School • Masterclasses at CWU • Performances at EHS • Provided free concerts in the Central Washington University Music Department Recital Hall In 2012, we started offering scholarships to students wanting to major in Jazz studies at CWU . We currently provide a $1000 scholarship to an incoming students and a $500 scholarship to a returning student. Over our 21 years, Jazz in the Valley contributed $35,600 in support of local music educational programs . A number of years ago CWU offered a Jazz camp for high school students the week prior to our festival. It was so successful that even though the timing conflicts with other camps across the State, staring in 2017 they have committed to offering the camp every year. This opened a number of collaborative possibilities: -In the past, we offered the campers and their instructors complimentary Friday night passes to experience the fabulous musicians plying their trade. -This year, their distinctive T-shirts served as a pass to the entire weekend event. -For the past two years, the band campers have performed a free concert for our community and supporters prior to the Saturday's start of that day's event. -This year the families of the Band-campers could purchase festival tickets at half price. Note: 99% of band members live outside of Kittitas County. Section 1. Branding Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax 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 than½ 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 Advettising of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-new_sletters, 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 than½ 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. Videa Advertis i ng 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 than½ 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 ofthe 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 I 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 : 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail : 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. EXHIBIT "B" 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any prod~ction 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.