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HomeMy WebLinkAboutLT-2019-006 Dachshunds German FestLT-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE FOR DACHSHUNDS GERMAN FEST 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 Kittitas County Chamber of Commerce for Dachshunds German Fest. ("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 eleven thousand, seven hundred, and twenty-eight dollars ($11,728.00) (City of Ellensburg 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 eleven thousand, seven hundred, and twenty-eight dollars ($11,728.00) (City of Ellensburg 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. 2019 County Lodging Tax Funding Agreement Page 1 LT-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST d. Requests for reimbursements must be submitted to : Kittitas County Auditor Attn: Judy Pless 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 Judy.pless@co .k ittitas.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: • Promotions and marketing • Tenting • Entertainment • Fencing • Website • Operational supplies •· Staging • Sound • Porto potties/hand-washing stations 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): no funding for insurance or licensing 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-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST 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 of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or City, or their designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations . Section 4. Release, Indemn ity, 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-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County or City in connection with the Services for this Agreement; • 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 Page4 LT-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST 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 ofthis 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-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST 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 I ~ /' , 4 //q ii"/ ~/4 :::> -- Chair CONTRACTOR K.i,vm1 , l.ll W,,,,,AfJ<: d J :J___ [Print Name] ~o<;i (At &\CUN 5t [Address] SVC, -C, .l.i;-,,. ~ [Telephone] 2019 County Lodging Tax Funding Agreement Page 6 LT-2019-006-CHAMBER-DACHSHUNDS GERMAN FEST 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 \Af:Jrkshop -2018 hosted by the Kitrnas County Oiarrber of OJrrrrerce? r-Yes (" No Submittal Instructions r-Yes, & General I have read and understand SUbrrittal Instructions and General lnforrmtion for the 2018 Lodging Tax G-ant Funding Information * R-ocess /7.sY r 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 Vvill be logged out and must log back in to continue. In order to save a draft you Vvill need to provide an email address and a password. After completing the save draft, you Vvill 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 Vvill also be sent to you in an email. Organization Information Name of Organization * Kittitas County Chamber Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* 609 N Main St Address Line 2 Qty ELLENSBURG R:Jstal / Zip Qx:Je 98926 www.kittitascountychamber.com 91-0210430 601-133-921 (" Government Entity r 501(c)3 (" 501(c)4 r-501(c)6 (" Other State/ R-ovince / Region WA Oiuntry 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 c6 Status.pdf Organization Status * Acceptable file forrmts include: JR3, F[F or TIFF Contact Information First Name * Last Name * Jarred Fudacz 282.73KB Phone Number* 509-925-2002 Email* ja rred@kittitascou ntycha mber. com Project or Event Information Project/Event Name* Dachshunds German Fest Event Dates Please provide any specific dates, or range of dates, on wtiich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 6/15/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 6/15/2019 Rotary Pavilion -Do1M1to1M1 Ellensburg r Ongoing Project/Event (More than four years in existence) r. New Project/Event (Four or fel/Ver years in existence) $ 16000.00 If you selected "Oigoing A'oject/Blent" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 16,000 Tourism Seasons* From the list below, what season will your project enhance tourism? Select any which appy r Year-round (January -December) r Off Season (November -February) r Shoulder Season (October or March -May) 17 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: Project/Event Description* The Dachshunds German Fest will be a celebration of culture in Rotary Pavilion in Downtown Ellensburg to coincide with the annual Dachshunds on Parade. To follow with a German theme, German beer producer's, food eateries, food trucks, and German style performers will be invited to take part in this fun summer celebration of culture, heritage, and of course Dachshunds. This event will occur during the Dachshunds on Parade and after to help keep attendees downtown, walking through the Farmers Market and supporting our community through heads in beds, and shopping local. Many cultural events like these occur in Upper Kittitas County with very few occurring in Ellensburg's Downtown Core. We believe that adding a German Fest with Dachshunds on Parade will help draw a larger number of people to enjoy Dachshunds as well as the historic Downtown. The target audience of the Dachshunds German Fest is ... 1) Tourists that are attracted to Dachshunds on Parade 2) Attendees and participants of Dachshunds on Parade 3) German Beer and Food Enthusiasts 4) Central Washington Area (outside of Kittitas County) 5) Seattle -Tacoma area. 2500 character lirrit List of Intended Use of Funds* Promotions and Marketing Tenting Entertainment Fencing Website Operational Supplies Insurance & Licensing Staging Sound Port o Potties/Hand-washing Stations 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* Response 2.2 : Projection* Response 2.2: Evidence* Response 2.3: Projection* Response 2 .3 : Evidence* 1. Away fromtheir place of resid811ce or business and staying overnight in paid accommdations; I. Based on data collected from past Dachshunds on Parade events, the annual event drew 600 attendees with approximately 50 percent coming from outside of the county. With the addition of a German Fest held in conjunction with the event , we project that it will attract the normal if not more Dachshunds on Parade Participants and an additional 300-400 attendees to Downtown Ellensburg. Also, with the data collected from previous years we found that around 30 percent of event attendees traveling from outside of the county stayed in paid overnight accommodations. With the 300 attendees coming for Dachshunds from outside of the county and the additional attendees of 350 for the German fest we project that approximately 4 75 attendees will now travel from outside of the county to the event making for 143 attendees staying in paid accommodations with 60 paid room night stays. This 1MJuld make an increase of 53 more attendees staying in paid accommodations for the combined events or 22 more room night stays. 2500 character linit II. These figures were calculated based on data figures received from registration from past Dachshunds on parade events. In addition, we conservatively project, based on experience with beer festivals, such as the Roslyn Mountain Ale Festival, that the German Fest alone will draw an additional 350 attendees to the overall event. We also contacted similar events on their event attendance . After contacting Spokane Oktoberfest and Dayton Oktoberfest we found that the Spokane Oktoberfest is a very large event, however, it IMlUld be the closest of comparable size, we feel strongly we could easily attract 10 or more percent of what their attendance is for a tlMl day event with the similar theme, projecting our attendance to be at about 350 for this new event. 2500 character linit 2 To a place fifty niles or rmre away from their place of residence or business for the day or staying overnight; Ill. The same data collected showed that 50 percent of the event attendees travel from outside of Kittitas County. That \Mluld make for approximately 475 attendees from 50 miles or more from Kittitas County for the combined events with 175 of those coming just for the German Festival. 2500 character linit IV. The data for attendees traveling from outside of Kittitas County was derived from attendee registration for the Dachshund on Parade event. This data showed that roughly 50 percent of their attendees signing up to participate in the Dachshund events were from outside of Kittitas County. We feel that this is a strong projection for attendees coming for the German Festival. The number of attendees coming for the German Festival 50 miles or more away could potentially be higher. 2500 character linit 3. or from another country or state outside of their place of residence or business. V. Though Dachshunds on Parade has had a fairly strong draw for attendees outside of the State , the majority of attendees for the German Festival will be primarily from within Washington State with a very insignificant draw from outside of the state. 2500 character linit VI. It is expected that our draw for attendees for the German Festival will be insignificant, based off of data collected from other beer and cultural festivals . 2500 character linit Application Questions: Part 2 31 Measuring Results A What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information : A Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms . B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results * Response 3 C: Measuring Results* V\,hat tools will you use to rreasure your event's irrpact on tourism' Rease be specific and provide exarrples. I. The majority of the marketing will be targeted to audiences 50 miles or more from Kittitas County. To ensure that we are attracting a large audience from outside of the county, as opposed to local attendance, we will track attendees with the official surveys at the event to gain data on where they are traveling from, their plans on lodging, and how they heard about the event, to better pin point what avenue of marketing is best to reaching these audiences. We will also use data gained from ticket purchases, social media clicks, and website clicks and navigation to gain data about attendees and where they are traveling from. 2500 character linit A. Is your project/event year-round or is it seasonal or date-specific? r Year Round r Seasonal r-Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or EYent lnforrmtion section. B V\,hat strategies will you errploy to assure you are attracting tourists from at least 50 mies away? II. Our strategies will be to use Online Marketing to include the following channels: · Website Marketing · Search Engine Optimization · Pay-Per-Click Advertising · Content Marketing · Email Marketing · Social Media Marketing · Mobile Marketing · Video Marketing We also plan on selling a greater number of tickets online than in Kittitas County to allow for those 50 miles or more away to purchase tickets easier. Through our online marketing outlet we will target geographical areas such as Wenatchee, Yakima, Tri-Cities, Puyallup, Tacoma, Auburn, Kent, Snoqualmie, and South Bend. In addition, we will promote the event via radio on KXLE 10 days prior to the event. 2500 character linit C IMlat strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination with your event/project funding request? Ill. To assist in the marketing efforts of Kittitas County and Ellensburg, we will link all our marketing to the Central Washington Color and MyEllensburg websites. If funding is secured, we will create a website for the German Fest. We will include MyEllensburg tourism logos on all webpages and link our page to the MyEllensburg website. In addition, all print, radio, and digital advertising will include the MyEllensburg tourism logo and name. 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? Collaboration* Collaborations for the Dachshunds German Fest will occur with -The Ellensburg DoVvT1toVvT1 Association (already secured relationship) -The City of Ellensburg (remains a strong partner in Chamber of Commerce DoVvT1toVvT1 Events) -The Dachshunds on Parade event (already secured relationship) -CWU Arts and Humanities Department -German Beer Outlets and German Food Outlets 2500 character linit 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* The goals to making the Dachshunds German Fest self-sustaining -Continue a partnership with the Ellensburg DoVvT1toVvT1 Association -Solicit Sponsors for the event (Goal of $3000) -Charge a price to enter the German Fest. ($7 admission to 21 and over area plus general area, $5 for general area, no beer garden, kids 5 and under FREE in general area) -Sell German fest Merchandise. 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 2500 character linit Supporting Documents You rmy upload any supporting docurmnts such as graphs, irmges, diagram,, rmrketing rmterials, etc. Daschunds Beer Garden2019~Event0verview.pdf 91.84KB You are allowed to subrrit up to 3 single page (US Letter) docurmnts in JR3, R:F or TIFF forrmt 71 Previous Lodging Tax Grant Information Previous Years H3s 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* i Yes, 1 year previous r Yes, 2 years previous i Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 0 Projected* 350 How many days did/will your event occur? Prior Year* Projected* 0 ,.,,, How many paid overnight stays were and/or will be booked as a result of your project/ event? Prior Year* 0 Projected* 22 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 Overnight's Stay * Response Prior Year Paid Overnight Stay Data The projection for 2019 event room night stays was conservatively calculated by using the data that was collected from previous Dachshunds on Parade events and adding 350 more attendees to the event for the German Fest. 350 additional attendees are within a reasonable limit of additional attendees with adding this new component. This number came from experience with other beer festival style events such as the Roslyn Mountain Ale Festival which attracts 300-350 attendees including brewery representatives to the event with a margin of 70 percent attending from outside of Kittitas County. Of the 350 additional attendees we feel comfortable with saying that 50 percent of those will attend from 50 miles or more with 30 percent of that half staying in paid accommodations. This IMJUld increase the overall attendees staying in paid accommodations from 90 to 143 attendees or 59 room night stays, an increase of 22 room night stays. 2500 character lirrit, In addition to field above, you rmy upload the evidence to support the prior years' room'night inforrmtion, You rmy upload up to three single pages (US Letter), of inforrmtion. If you a single rrult~page docurrent, only the first three pages will be considered.. The following forrrats, will be accepted: JFG, R:F or 1lFF Application Questions: Part 5 Bl 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 1MJuld occur if the project couldn't be funded? Other Funding* Explanation* Funding Shortfalls* D:les your organization have, or have you applied for funding from other sources? r Yes r-No If not, why not? We are in the preliminary stages of planning this event and without knowing if Lodging Tax funding will be provided to help fund this new event, funding sources such as sponsorships and other funding has not been secured or applied for. If Lodging Tax funding is secured we plan on applying and securing sponsorships for this event. Our goal for the event is to successfully solicit 3000 in sponsorships. 2500 character lirrit Wiat changes would occur if the project couldn't be funded? If this event did not receive funding it 1MJuld make it very difficult to put any sort of planning in motion to make this event a success. With such a large upfront cost of the event in the first year, it IMJUld be nearly impossible to hold this event in conjunction with Dachshunds on Parade. If the event was not funded it 1MJuld create hardships and the event 1MJuld not be held. 2500 character linit. Matching Funds Percentage 19.38 % This field will auto fill with the correct percentage based on your input to budget section below 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred in-kind contributions valued at $500 or rmre and related to rrarketing/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 $ 0.00 $ 0.00 $ 0.00 $ 16,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Ticket Sales $ 0.00 $ 0.00 $ 0.00 $ 2200.00 Scrip Sales $ 0.00 $ 0.00 $ 0.00 $ 300.00 Merchandise Sales $ 0.00 $ 0.00 $ 0.00 $ 300.00 In-Kind Contributions ( except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Brewery Donation $ 0.00 $ 0.00 $ 0.00 $ 300.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 100 Evidence of Volunteer Rease u~oad a single file w hi ch offers evidence in support of the projected volunteer hours. Contributions * Dachshunds German Festival_ VolunteerNeeds .pdf Calculated Value of Projected Volunteer Time Revenue Totals Expenses $ 2 ,356.00 Past Actual 3 $ 0.00 Account Name Past Actual 3 Insurance/Licenses $ 0.00 Fencing $ 0.00 Staging $ 0.00 Sound $ 0.00 Entertainment $ 0 .00 Marketing & $ 0.00 Promotions Beer Reimbursement Operational Supplies Tenting $ 0.00 $ 0.00 $ 0.00 Restrooms/Handwas $ 0 .00 hing Permits Merchandise Website Expense Totals Profit & Loss $ 0.00 $ 0.00 $ 0.00 Past Actual 3 $ 0 .00 Past Actual 3 $ 0.00 Application Certification Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0 .00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 1 $ 0 .00 Past Actual 1 $ 0.00 $ 0 .00 $ 0.00 $ 0.00 $ 0.00 $ 0 .00 $ 0.00 $ 0.00 $ 0 .00 $ 0 .00 $ 0.00 $ 0 .00 $ 0.00 Past Actual 1 $ 0 .00 Past Actual 1 $ 0.00 Projected $ 21456.00 Projected $ 500.50 $ 2000.00 $ 400.00 $ 1000.00 $ 2100.00 $ 4997.50 $ 800.00 $ 700.00 $ 1300 .00 $ 582.00 $ 120.00 $ 1000.00 $ 500.00 Projected $ 16000.00 Projected $ 5456.00 27 .13KB . " ' '_,/ The applicant here certifies and affirms: 1 . That it does not now, nor \Nill 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 \Nill 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 \Nill comply \Nith all provisions thereof. Certified by:* Name* Applicant's Title* Ja11ed Fadac2 Jarred Fudacz Director of Events f-:i,ffi\f .IRS D1.1p ~1Hncnl of lhe Tr,·u~or •'ltlzlJ/J , lnT rnal l{c,n,nuc Sci· I.t r 021928 P.O. Box 2508, Room 4010 Cincinnati OH 45201 In reply refer to: 4077550279 Mar. 29, 2012 LTR 4168C 0 91-0210430 000000 00 00039116 BODC: TE KITTITAS COUNTY CHAMBER OF COMMERCE 609 N MAIN ST ELLENSBURG WA 98926-3109 Employer Identification Number: Person to Contact: Toll Free Telephone Number: Dear Taxpayer: 91-0210430 Sophia Brown 1-877-829-5500 This is in response to your Feb. 20, 2012, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 501Cc)C6) of the Internal Revenue Code in a determination letter issued in July 1942. Because you are not an organization described in section 170Cc) of the Code, d~nors may not deduct contributions made to you. You should advis~ your contributors to that effect. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033Cj) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033Cj) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely yours, Cindy Thomas Manager, ED Determinations l · . Dachshunds Germanfest 2019 ONLINE Facebook/Instagram YouTube Video Production Ad Production RADIO KXLE Total budget Campaign Overview Radio :30 ads KXLE - 7 days prior Online: Facebook / Instagram/ YouTube $ 3,150.00 $ 500.00 $ 300.00 $ 547,50 $ 500.00 $ 4,997.50 Campaign will promote attendence to the event and will target Wenatchee, Yakima, Tri-Cities, Puyallup, Tacoma, Auburn, Kent, Snoqualmie & South Bend Added Value: Exposure on CentralWashingtonColor.com & DiscoverCleElum .com Partnership Budget Approval All added value estimates are not confirmed until the buy is placed and varies on availabilty,final budget, and station discretion. This partnership will be handled by Genesis Marketing. Upon Signature below, initial 50% of budget will be invoiced and due within 30 days. All invoices will be submitted to you by Genesis Markering and will be due within 30 days of invoice. A bulleted list of topics for scripts and online ads, as well as any logos and photos desired must be provided a minimum of 1 month prior to each buy's "air" date. Any proofs must be approved within 48 hours or they will run as is . In addition, there will be a fee to any additional radio or TV ad revisions after the spots are already produced provided that the scripts match the produced spot & pronunciation is correct. If aooroved. olease si!m and date below Partnership Committee: -----------------~Date: ____ _ Genesis Marketing: __________________ Da te : _____ _ Campaign may be modified Initial ____ _ Dachshunds German Festival Volunteer Spreadsheet & Volunteer Position Needs Position Shift Total Hours Scrip Taker (Brewery 1) 9AM-4PM 8 Scrip Taker (Brewery 2) 9AM-4PM 8 1, Scrip Taker (Brewery 3) 9AM-4PM 8 Scrip Taker (Brewery 4) 9AM-4PM 8 Scrip Taker (Brewery 5) 9AM-4PM 8 Ticket Taker 9AM-4PM 8 Ticket Taker 9AM-4PM 8 Event Set Up/Tear Down 9AM -4PM Previous Day 8 Event Set Up/Tear Down 9AM -4PM Previous Day 8 Event Set Up/Tear Down 9AM -4PM Previous Day 8 Day of Event Set Up 7AM-10AM / 4PM-6PM 5 Day of Event Set Up 7AM -10AM/4Pm -GPM 5 TOTAL 90 Sect ion l LB ran ding 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 Si t es 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 ½ 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. Pr int Ad v ertising and Online Display Adv erti sing 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 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. Video Ad v ertising 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. Sect ion 2. Advertisin g Reimbursem ents 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 Advertisi ng : 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 Advert isi ng: 1. Television advertising placed with any media provider outside the Yakima/Kittitas OMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas OMA will be reimbursed as follows: a. For date-specific events, advertis ing 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. On line Advertis ing : 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 dest i nation 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 Ad vertisi ng: 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.