HomeMy WebLinkAbout005-KVECLT-2020-005-KVEC
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY EVENT CENTER
This Contract,effective January 1,2020 is made and entered into by and between KITTITAS
COUNTY ("County"),a subdivision of the State of Washington,and KITTITAS COUNTY EVENT
CENTER ("Contractor"),for the 2020 ChillAxle ("Event").
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 nine thousand four hundred dollars ($9,400)(Kittitas
Co.lodging tax funding).
b.Additional payment terms:The County will make payment to the Contractor only on a
reimbursement basis,as receipts/invoices for any items including marketing and/or
advertising are submitted to the County,not to exceed the sum of nine thousand four
hundred dollars ($9,400)(Kittitas Co.lodging tax funding).
c.Services/Expensesthat are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021after this date funds lapse.
d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
EIIensburg,WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-005-KVEC
auditorsaccountinR@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:
•Printing,design fees,labor,and postage for direct mailings and/or sponsorship search
•Supplies and labor to mail or promote event:copy paper,envelopes,postage
•Radio,print,online,digital,&TV promotional advertising,poster printing
•Dirt,safety materials/supplies:fencing,cones,ribbon,gravel,plywood,equipment
•Purchase of scaffolding to create divers platform and a wireless PA system for race
announcements
•Equipment rental to install create,maintain,and create the RC race track inside the Bloom
Pavilion
•Materials to create signs and marketing materials for the event
•Location beautification,promotion.Time and materials +contingency
•design and printing services for banners,posters,programs,marketing items
•Professional services to reset the indoor pavilion to original state.
•Time,labor,and materials for venue facility preparation,beautification,and clean-up.
•Equipment rental for event cohesiveness,safety,and thoroughness.
g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):N/A
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
O Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
2020 County Lodging Tax Funding Agreement Page 2
LT-2020-005-KVEC
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference.Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
sex,marital status,or the presence of a physical,sensory,or mental handicap.
e.The Services shall at all times be subject to inspection by and approval of the County,but
the County's making (or failure or delay in making)such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's knowledge of defective or non-complying
performance,or the substantiality or ease of discovering the same.Contractor shall provide
the County with sufficient,safe,and proper facilities and equipment for such inspection and
free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or its designee,or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine,audit and copy,with or without notice)all of Contractor's books,documents,
papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,indemnity,and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-005-KVEC
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
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 for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
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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 as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5th Ave.Ste.108,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
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LT-2020-005-KVEC
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severa ble.
h.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 6
EXHIB\T "A"
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Application Workshop -2019 hosted by the KRtitas C'ounty Olanter of Comierce?
Workshop -2019 O Yes
G No
Submittal Instructions G Yes,
&General I have read and understand Subtrittal hstructions and General Infortmtion for the 2019 Lodging Tax Grant Funding
Information *Fracess
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Organization Information
Name of Organization*Kittitas Valley Event Center
Organization Address*StreetAddress
901 E.7th.Ave.Suite 1
Address Line 2
Oly State /Frovince /Fëgion
Ellensbu rg WA
Fbstal /Zip Cbde Country
98926 United States
Website https://www.co.kittitas.wa.us/kvec/default.asp
x
Federal Tax ID
#*91-6001349
UBI #*192-002-673
Organization is
a:*G Government Entity
C 501(c)3
501(c)4
C 501(c)6
C Other
(Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of license.JPG 83.41KB
Organization Status Acceptablefileforrratsinclude:JFG,FU orilFF,
Contact Information
First Name*Karey
Last Name *Connor
Phone Number*509-962-7639
Email*karey.connor@co.kittitas.wa.us
Project or Event Information
Project/Event Name*2020 ChillAxle
Event Dates
Please provide any specific dates,or range of dates,on which your event or project will be held.You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*End Dates
6/27/2020 6/27/20Ž0
Project/Event Kittitas Valley Event Center
Location
Newor Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?E New Project/Event (Four or fewer years in existence)
Amount of Funding $10000.00
Requested *
If you selected "Ongoing FYoject/Event"above this arrount rray not exceed 10%of thetotal expense budget of this
project
Funding Request Max 25,200
Tourism Seasons *Frornthe list below,what season will your pro|ect enhance tourisrrf?Select any which apply.
Year-round (January -December)
O Off Season (November -February)
Shoulder Season (October or March -May)
V High Season (June -September)
Application Questions:Part 1
Please answer each question completely,in the order listed.Please include anysupporting data within the
response narrative.
1|Project/Event Description
Please provide a description of your projectlevent 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:More than 100 brilliantly restored classic &custom vehicles arrive,to our 22 acre
Project/Event parklike setting,in droves to pick the perfect spot for a beautiful day at the KittitasDescription*Valley Event Center.Classic,custom,and 4x4 vehicles are welcomed at the crack
of dawn to pick up their goody bag and register to participate in our car show.
Judges peruse the array of vehicles scoring each vehicle to specific criteria to
determine who wins awards for our car show categories that are thoughtfully
created to allowfor anyone to win!
Motorcycles are a sight to behold in our new cycle circle that will feature bikes of all
makes &models.All types of motorcycles are invited to participate in our 2020
ChillAxle.
Let's not forget our indoor RC Track that we will create inside Bloom Pavilion with
the help of a professional RC track installer.Our 2020 RC Car race will invite
people to race,zoom,and zigzag 'round our track in several heats,divisions,and
races throughout the day.Spectators will ooh and awe as the little cars careen
around corners and race to the finish line.Bleachers that line our track will invite
spectators to watch the races all day long.
As you stroll around the grounds you will see our classic car parts swap meet which
features a variety of vintage car parts &pieces for spectators &car owners to
hopefully find the one thing they need to complete their project.
Our concession courtyard welcomes all to come grab some grub that is perfectly
situated for everyone to enjoy a burger,hot dog,cotton candy,popcorn,or many
other delightful options available to choose from.
This wonderful family friendly event welcomes people of all ages to check out
classic,custom,4x4,and RC Cars as well as our new motorcycle corral,and swap
meet while enjoying great food,and good music all in one place!We hope our
audience participates in our raffle and kids coloring contest to maybe win
something great.
We will also continue to offer a food courtyard that people can enjoy while they are
here.We hope to have at least 5 food vendors join us again in 2020.
2500 character linit
List of Intended Use of Funds*
Printing,design fees,labor,and postage for direct
mailings and/or sponsor search
Supplies,and labor to mail or promote event:copy
paper,envelopes,postage
Radio,print,online,digital,&TV Promotional
advertising.Poster printing.
Dirt,safety materials/supplies:fencing,cones,
ribobn,gravel,plywood,equipment
purchase of scaffolding to create drivers platform,
and a wireless PA system for race announcements
equipment rental to install,create,maintain,and
create the RC track inside bloom Pavilion
materials to create signs and marketing materials for
event
location beautification,promotion.Time &materials +
contingency
design &printing services for banners,posters,
programs,marketing items
professional Services to reset our indoor pavilion to
original state
List of Intended Use of Funds
time,labor,materials for venue facility preperation,
beautification,&cleanup.
Equipment rental for event cohesiveness,safety,
and thoroughness.
2|Projections of Increased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a trip:
1.Away from their place of residence or business and staying overnight in paid accommodations;
2.To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3.or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1:1.Away fromtheir place of residence or business and staying overnight in paid accorruodations;
Projection Lodging taxfunds will be spent on promotional advertising/marketing sentices &
materials ($6,000),design and printing expenses for promotionallmarketing
materials to include labor,paper,postage,staff time,and envelopes ($2,500),
Operating expenses including dirt,gravel,labor,plywood,safety fencing,nails,
spray paint,cones,etc.,($2,500),staff time to promote event,search for sponsors,
and prepare for event ($1,500),professional service to reset our bloom pavilion
footing to its original state ($1,000),professional service to set up our indoor RC
track ($1,000),Contingency ($1500)
We project that ChillAxle will bring 3500 people into Kittitas County with
approximately 180 staying in overnight accommodations.
We hope that people will continue to come from as far away as Canada,Yorba
Linda California,Maple Valley,Ephrata,Tacoma,Toppenish,and Monroe.
In 2019 our estimated attendance exceeded 2,500 people,and we project that this
event will continue to grow next year (2020)
We conducted a survey during our 2019 event that was completed by 130 people
which was appro×imately 1/20th of the audience and registrants.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach.We will
also be print,radio,print,and direct mailing promotional materials as well as
registrations to invite previous registered attendees.
We are thoughtfully considering a moonlight run the evening before our Saturday
car show.
2500 character lirrit
Response 2.1 The survey was given to 1/20th of the attendees so we will present our evidenceEvidence*using that formula.
Of the 130 people surveyed:
18 indicated that they traveled more than 50 miles away so approximately 360
people.
27 people skipped the question,so approximately 540 people.
55 said that they did not travel more than 50 miles away,so 1100 people.
Stayed in paid overnight accommodations survey results
4%sa¡d they stayed in paid overnight accommodations,so approximately 80
people.
32%said no
60 %indicated they are a resident.
65%of the people surveyed indicated they were a resident,
22%indicated they had been to Kittitas county more than 10 times.
12%said they had been to Kittitas County anywhere from 2-9 times.
1%of our attendees indicated that it was their first time to Kittitas County.I would
like to increase this percentage by bringing in more newcomers.
Our survey provides evidence of how our attendees heard about ChillA×\e.
40 %of people surveyed stated they sawthe event on posters,flyers,car clubs
registrations,Cruzin Magazine.Which means that the majority of the people
surveyed saw our print advertising.I will use this data to expand on our print
advertising for our 2020 ChillAxle.
40%was from Family
20%was from Facebook,website,or radio
75%of the people surveyed indicated they would be enjoying other activities in
Kittitas County while they were there.Some of the things they said they were going
to do are:dinner,road trip,farmer's market,campus U-totem,disk golf,and garage
sales.
2500 character lirrit
Response 2.2:2.To a place fifty triles or rmre away fromtheir place of residence or business for the day or staying ovemight,
Projection Lodging tax funds w¡ll be spent on promotional advertising/marketing services &
materials ($6,000),design and printing expenses for promotionallmarketing
materials to include labor,paper,postage,staff time,and envelopes ($2,500)
Operating expenses including dirt,gravel,labor,plywood,safety fencing,nails,
spray paint,cones,etc.,($2,500),staff time to promote event,search for sponsors,
and prepare for event ($1,500),professional service to reset our bloom pavilion
footing to its original state ($1,000),professionai service to set up our indoor RC
track ($1,000),Contingency ($500)
We project that ChillAxle will bring 3500 people into Kittitas County with
approximately 360 staying in overnight accommodations.
We hope that people will continue to come from as far away as Canada,Yorba
Linda California,Maple Valley,Ephrata,Tacoma,Toppenish,and Monroe.
In 2019 our estimated attendance exceeded 2,500 people,and we project that this
event will continue to grow next year (2020)
We conducted a survey during our 2019 event that was completed by 130 people
which was approximately 1/20th of the audience and registrants.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach.We will
also be print,radio,print,and direct mailing promotional materials as well as
registrations to invite previous registered attendees.
The survey was given to 1/20th of the attendees so we will present our evidence
using that formula.
Of the 130 people surveyed:
18 indicated that they traveled more than SO miles away so approximately 360
people.
27 people skipped the question,so appro×imately 540 people.
55 said that they did not travel more than 50 miles away,so 1100 people.
2500 character lirrit
Response 2.2:The survey was given to 1/20th of the attendees so we will present our evidenceEvidence*using that formula.
Of the 130 people surveyed:
18 indicated that they traveled more than 50 miles away so approximately 360
people.
27 people skipped the question,so approximately 540 people.
55 said that they did not travel more than 50 miles away,so 1100 people.
Stayed in paid overnight accommodations survey results
4%said they stayed in paid overnight accommodations,so approximately 80
people.
32%said no
60 %indicated they are a resident.
65%of the people surveyed indicated they were a resident,
22%indicated they had been to Kittitas county more than 10 times.
12%said they had been to Kittitas County anywhere from 2-9 times.
1%of our attendees indicated that it was their first time to Kittitas County.I would
like to increase this percentage by bringing in more newcomers.
Our survey provides evidence of how our attendees heard about ChillAxle.
40 %of people surveyed stated they sawthe event on posters,flyers,car clubs
registrations,Cruzin Magazine.Which means that the majority of the people
surveyed saw our print advertising.I will use this data to expand on our print
advertising for our 2020 ChillAxle.
40%was from Family
20%was from Facebook,website,or radio
75%of the people surveyed indicated they would be enjoying other activities in
Kittitas County while they were there.Some of the things they said they were going
to do are:dinner,road trip,farmer's market,campus U-totem,disk golf,and garage
sales.
2500 character lirrit
Response 2.3:3.or fromanother country or state outside of ther place of residence or business.
Projection Lodging ta×funds will be spent on promotional advertising/marketing services &
materials ($6,000),design and printing expenses for promotionallmarketing
materials to include labor,paper,postage,staff time,and envelopes ($2,500),
Operating expenses including dirt,gravel,labor,plywood,safety fencing,nails,
spray paint,cones,etc.,($2,500),staff time to promote event,search for sponsors,
and prepare for event ($1,500),professional service to reset our bloom pavilion
footing to its original state ($1,000),professional service to set up our indoor RC
track ($1,000),Contingency ($500)
We project that ChillAxle will bring 3500 people into Kittitas County with
approximately 180 staying in overnight accommodations.
We hope that people will continue to come from as far away as Canada,Yorba
Linda California,Maple Valley,Ephrata,Tacoma,Toppenish,and Monroe.
In 2019 our estimated attendance exceeded 2,500 people,and we project that this
event will continue to grow next year (2020)
We conducted a survey during our 2019 event that was completed by 130 people
which was approximately 1/20th of the audience and registrants.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach.We will
also be print,radio,print,and direct mailing promotional materials as well as
registrations to invite previous registered attendees.
The survey was given to 1/20th of the attendees so we will present our evidence
using that formula.
2500 character linit
Response 2.3:The survey was given to 1/20th of the attendees so we will present our evidence
Evidence *using that formula.
Of the 130 people surveyed:
18 indicated that they traveled more than 50 miles away so approximately 360
people.
27 people skipped the question,so approximately 540 people.
55 said that they did not travel more than 50 miles away,so 1100 people
Stayed in paid overnight accommodations survey results
4%said they stayed in paid overnight accommodations,so approximately 80
people.
32%said no
60 %indicated they are a resident.
We hope that people will continue to come from as far away as Canada,Yorba
Linda California,Maple Valley,Ephrata,Tacoma,Toppenish,and Monroe.
We were able to survey attendees that visited our event from as far away as
Canada,and Yorba Linda California,in addition to a number of other place.Of the
approximately 360 people from more than 50 miles away there are likely others that
have traveled from distances from just as far.
There was a group of 4 cars that arrived from Canada specifically to attend
ChillAxle.
2500 character lirrit
Application Questions:Part 2
3|Measuring Results
What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the
following information:
A.Is your projectlevent year-round or is it seasonal or date-specific?Go to definitions of terms.
B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:What tools will you use to ræasure your evenfs iripact on tourisrn?Rease be specific and provide exartples.
Measuring Results Our project is date-specific.We have chosen the weekend before 4th of July as
our standard weekend for the event.
We will continue to use a survey to capture data from our attendees to determine
where they are coming from,and howthey are hearing about the event.
We will continue to maximize our efforts in our promotional marketing of the event
by trying to reach far and wide to key areas.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach while
focusing our efforts outside of Kittitas County.We will also be print,radio,print,and
direct mailing promotional materials as well as registrations to invite previous
registered attendees.
We will continue to develop our relationships with local organizations,clubs,
businesses,and include marketing materials on the different activities to enjoy
while in Kittitas County.
We will use our custom survey with Survey Monkey using specific questions about
attendees plans while in Kittitas County.See below
1.)Will you be enjoying any other activities while in Kittitas County?
2.)Will you return to Kittitas County to attend another event within the next year?
3.)How did you hear about ChillAxle?
4.)Was it your first time you attended an event in Kittitas County?
5.)Did you travel more than 50 miles away?or are you a resident?Zip code?
6.)Did you enjoy this event?
7.)Will you attend this event in the future?
8.)Will you be staying overnight?
9.)Did you pay for accommodations?
10.)Howmany people are in your party?
We will offer incentives to people that complete the survey by entering them into a
drawing for swag.
2500 character lirrit
Response 3 A:A.Is your projectievent year-round or is à seasonal or date-specWic?
Measuring Results C Year Round C Seasonal G Date Specific
Your selection here should be supported by the dates you provided above,in the Fioject or Event Inforrration section.
Response 3 B:B.what strategies will you errploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results Our project is date-specific.We have chosen the weekend before 4th of July as
our standard weekend for the event.
We will continue to use a survey to capture data from our ettendees to determine
where they are coming from,and how they are hearing about the event.
We will continue to maximize our efforts in our promotional marketing of the event
by trying to reach far and wide to key areas.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach while
focusing our efforts outside of Kittitas County.We will also be print,radio,print,and
direct mailing promotional materials as well as registrations to invite previous
registered attendees.
We will continue to develop our relationships with local organizations,clubs,
businesses,and include marketing materials on the different activities to enjoy
while in Kittitas County.
We will use our custom survey with Survey Monkey using specific questions about
attendees plans while in Kittitas County.See below
1.)Will you be enjoying any other activities while in Kittitas County?
2.)Will you return to Kittitas County to attend another event within the next year?
3.)How did you hear about ChillAxle?
4.)Was it your first time you attended an event in Kittitas County?
5.)Did you travel more than 50 miles away?or are you a resident?Zip code?
6.)Did you enjoy this event?
7.)Will you attend this event in the future?
8.)Will you be staying overnight?
9.)Did you pay for accommodations?
10.)How many people are in your party?
We will offer incentives to people that complete the survey by entering them into a
drawing for swag.
2500 character linit
Response 3 C:C ½hat strategies wiÑ you useto assist in rmrketing all of Kittkas County as a tourist destinaton with your
Measuring Results *event/project funding request?
Our project is date-specific.We have chosen the weekend before 4th of July as
our standard weekend for the event.
We will continue to use a survey to capture data from our attendees to determine
where they are coming from,and how they are hearing about the event.
We will continue to maximize our efforts in our promotional marketing of the event
by trying to reach far and wide to key areas.
We will market/promote this event in stages by working with a digital marketing
company in order to customize our target audience and expand our reach while
focusing our efforts outside of Kittitas County.We will also be print,radio,print,and
direct mailing promotional materials as well as registrations to invite previous
registered attendees.
We will continue to develop our relationships with local organizations,clubs,
businesses,and include marketing materials on the different activities to enjoy
while in Kittitas County.
We will use our custom survey with Survey Monkey using specific questions about
attendees plans while in Kittitas County.See belovt
1.)Will you be enjoying any other activities while in Kittitas County?
2.)Will you return to Kittitas County to attend another event within the next year?
3.)How did you hear about ChillA×\e?
4.)Was it your first time you attended an event in Kittitas County?
5.)Did you travel more than 50 miles away?or are you a resident?Zip code?
6.)Did you enjoy this event?
7.)Will you attend this event in the future?
8.)Will you be staying overnight?
9.)Did you pay for accommodations?
10.)How many people are in your party?
We will offer incentives to people that complete the survey by entering them into a
drawing for swag.
2500 character lirrit
Application Questions:Part 3
4j Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboration*We will maintain our close working relationships with our volunteers,clubs,and
CWU Rec.&Tourism program.We hope to also strengthen our relationship with
the Kittitas County Fair Board,in addition to collaborating with other car show
enthn
We WII continue to develop our relationships with local organizations,clubs,
businesses,and include marketing materials on the different activities to enjoy
while in Kittitas County by connecting with them to request information about their
business,organization or event.We will offer sponsorship opportunities to
businesses to see if they are interested in participating in the event in a different
capacity.They will have advertising opportunities and are able to donate swrag that
can be distributed,and or won at our raffle.
We will use our custom survey with Survey Monkey using specific questions about
attendees plans while in Kittitas County.See below
1.)Will you be enjoying any other activities while in Kittitas County?
2.)Will you return to Kittitas County to attend another event within the next year?
3.)How did you hear about ChillAxle?
4.)Was it your first time you attended an event in Kittitas County?
5.)Did you travel more than 50 miles away?or are you a resident?Zip code?
6.)Did you enjoy this event?
7.)Will you attend this event in the future?
8.)Will you be staying overnight?
9.)Did you pay for accommodations?
10.)Howmany people are in your party?
We will offer incentives to people that complete the survey by entering them into a
drawing for swag.
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5|Future Plans
Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket
sales,event sponsors,and other cost-recovery models.
Future Plans*We will continue to seek sponsorships from local businesses to offer them the
opportunity to participate in this event.Each opportunity has specific components
that they receive depending on the level that they choose.
Our best in show sponsor receives naming rights to the event,and is a great
opportunity to expand a local businesses reach and audience.
We will continue to market and promote the event in order to bring in more interest
from classic car and/or RC Car owners to participate in our event.There has been
discussion about the RC Car races becoming a regional event with the RC race
circuit which would require races to be ran over the course of several days.
In addition to car registrations,and sponsorships we will offer an opportunity for
individuals to rent a table/booth at our swap meet so they can sell their stuff while
at our show.In addition to rental revenue from our food booths.
We also may connect with the local cub scout pack 489 to run their pine wood
derby race again,which was an exciting addition to our event.
As we continue to offer ChillAxle as a free family friendly event it is my belief that we
will continue to have a delightful day spent at the Kittitas Valley Event Center.
This is a very versatile event with opportunities to add many different things such
as a comedy night,food truck expo,BMX racing,cheese &wine festival,
clothing/food drive,swap meet,and/or a carnival.You name it and we can add it.
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Application Questions:Part 4
6|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 We are thoughtfully considering a moonlight run the evening before our Saturday
show,and are hopeful that a committee or club will oversee this portion of the
event.
As we try to launch a vintage parts swap meet we are also hopeful that we can
have a committee or club oversee this part of the event.
Our goal is to work closely with a car club,committee,or organization to help make
this event happen and promote the event which will enable the event to be more
flexible so we can focus on specific roles,goals and outcomes.
Our first year we had 70 cars register to attend,and in 2020 we had 106 vehicles
register to attend.I believe with the additions of the motorcycle circle,and swap
meet that we will see that number grow even more.For a second year car show this
event has received a very positive response,and encouragement from all
attendees of the RC Race.Everyone is hopeful that it will continue,and with the
possibility or extending the Racing into a regional event ran over several days
there is a lot of potential for this event to get even bigger.
With your help we would like to increase our advertising efforts in order to see this
event become a destination for families to enjoy,at no cost,and with literally
something for everyone.
Car shows and RC cars are growing,and I believe they will only continue to grow.
2500 character lirrit
Supporting Documents You rmy upload any supporting docurænts such as graphs,images,diagrant,marketing rraterials,etc.
Survey results report.pdf 522.3KB
You are allowed to subryit up to 3 single page (lJS Letter)docurmnts in JR3,FDF or TFFfornet
¯¡|Previous Lodging Tax Grant information
Previous Years Eas your event received Lodging Tax funds in previous years?
Awarded Lodging Tax C No,this event/project has not previously received Lodging Tax Funding.
Grants O Yes,1 year previous
G Yes,2 years previous
C Yes,3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year Projected*
2,500 3,500
How many days did/will your event occur?
Prior Year*Projected*
1 2
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year*Projected *
360 500
Paid Overnights'Data Support
Explain howthe room nights data above from the prior year was collected and howthe projection for the ne×t 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 The survey was given to 1/20th of the attendees so we WII present our evidence
Overnight's Stay using that formula.Response*
Of the 130 people surveyed:
18 indicated that they traveled more than 50 miles away so approximately 360
people.
27 people skipped the question,so approximately 540 people.
55 said that they did not travel more than 50 miles away,so 1100 people
Stayed in paid overnight accommodations survey results
4%said they stayed in paid overnight accommodations,so approximately 80
people.
32%said no
60 %indicated they are a resident.
We hope that people will continue to come from as far away as Canada,Yorba
Linda California,Maple Valley,Ephrata,Tacoma,Toppenish,and Monroe.
We were able to survey attendees that visited our event from as far away as
Canada,and Yorba Linda California,In addition to a number of other place.Of the
approximately 360 people from more than 50 miles away there are likely others that
have traveled from distances from just as far.
There was a group of 4 cars that arrived from Canada specifically to attend
ChillAxle.
2500 character lirnt
Prior Year Paid b addition to field above,you rmy upload the evidence to support the prior years'roorvinight inforrmtion.
Overnight Stay Data Survey results report.pdf 522.3KB
Ycu tray upload up to Ilvesirx¢œ pages [LS Lelter),d a fmmiiart u you asingle runligege docurrent,only the first
livee p-,ges will be considered.ibe fdlo.ving formais,will be accepted JI G FU or (FF
Application Questions:Part 5
8|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 9|Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have,or have you applied for funding from other sources?
O Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
Level Cash Sponsors $10,000.00
In Kind Sponsors $10,000.00
Volunteer hours $23,560.00
Funding Shortfalls *what changes would occur W the pra|ect couldn't be funded?
We will try to establish another organization beside our Kittitas County department
to take over a lot of the planning for this event by determining specific tasks that
they can oversee.By delegating tasks,and outsourcing design of our poster,
registration,and program we should be able to reduce our time committed to this
event.
We did see a significant increase in our volunteer support,and being a second
year with already established procedures we were able to reduce some of the time
required to organize the event.
Our relationship with our partner that oversee the RC race has been instrumental
in helping to make this event successful and attainable.A RC Car racing committee
has been established to help produce this event in 2020.
We will continue to reach out to and network with other businesses to invite them to
participate in our 2020 ChillMe.
With your support and the increased effort,in promotional advertising I believe that
this event will continue to bring tourism to Kittitas County.
2500 character linit.
Matching Funds 267.50
Percentage %
Tliis field will auto fill with the correct percentage based on your input to budget section below.
9|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
projectlevent 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 projectslevents 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 marketingladvertising,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 valLied at $500 or rrore and rdated to narketing/advertising,you nust subnit
Contributions verfying docurrentation which assures the contribution will be provided.
CHillAxle 2019 sponsor and inkind data tracking.pdf 115.49KB
day of schedule.pdf 81.34KB
budget -qb.pdf 92.88KB
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $$10,000.00 $10,000.00 $10,000.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Sponsorships $0.00 $3700.00 $3700.00 $5000.00
Car Registrations &$0.00 $1736.00 $3000.00 $3500.00
shirt sales &raffle
ticket sales
Commercial booth $0.00 $0.00 $350.00 $500.00
rent (2020 swap
meet)
concession space $0.00 $105.00 $250.00 $250.00
rent
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
In kind contributions $0.00 $7660.00 $8140.00 $17500.00
-All
$0.00 $0.00 $0.00 $0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 300 510 1,000
Evidence of Volunteer Rease upload a single file which offers evidence in suppon of the projected volunteer hours.
Contributions CHillAxle 2019 sponsor and inkind data tracking.pdf 115.49KB
Calculated Value of $23,560.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $0.00 $23201.00 $25440.00 $60310.00
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Staff Salary $0.00 $6416.58 $2811.00 $3000.00
Office &Operating $0.00 $1988.25 $1164.56 $5000.00
Supplies
Professional $0.00 $6295.34 $5897.15 $10000.00
Services (includes
advertising)
Postage $0.00 $0.00 $88.20 $2500.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Operating Rentals $0.00 $0.00 $292.41 $3500.00
Printing &Binding $0.00 $480.25 $385.15 $1200.00
$0.00 $0.00 $0.00 $0.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $0.00 $15180.42 $10638.47 $25200.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $8020.58 $14801.53 $35110.00
Application Certification
The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising
from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other
person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion,military status,sexual
orientation,creed,place of birth,or disability;2.That it will abide by all relevant local,state and federal laws and
regulations and;3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Name *Karey Connor
Applicant's Title*Office Manager (KVEC)
Licenseinfomlation:NewsearchBacktoresultsEntityname:KITTITASCOUNTYAUDFTORBusinessname:KITTITASVALLEYEVENTCENTEREntitytype:MunicipalityUBI#:192-002-673BusinessID:001LocationID:0001Location:ActiveLocationaddress:901ETTHAVESTE1ELLENSBURGWA9892&3350Mailingaddress:901E7THAVESTE1ELLENSBURGWA98926-3350Excisetaxandresellerpermitstatus:CricknereEndorsementsEndorsementsheldatthislocationLicense#CountDetailsStatusExpirahondateFirstissuanciCatering428416ActiveApr-30-2020Jul-0&2019Ellenst>urgGeneralBusinessAcnveApr-30-2020Apr-)&2019SportsEntertammentFacility428416Active*30-2020JuMIS2019GovemingPeopitMiyhechagovemálgpeo¢œaottogsteedumSecretaryofStideGovemmgpeopleTitleJUDYMPLESSOfficer
2019 Survey Results ~ChillAxle
Page l
Q1 :Comomhe :Save aar
Are you a Kittitas County Resident?
Answered:100 Skipped:O
Yes
No
0½10½20%30%40%50¼60%70%80%90%100%
ANSWER CHOICES -RESPONSES ?
-Yes 63.00%63
•No 37.00%37
TOTAL 100
Q2 :Cumamles :-Rassant
Are you staying overnight?If so how many nights?
Answered:100 Skipped:O
Yes
No
Resident
0%10%20%30%40%50%60%70%80%SO½100%
ANSWER CHOICES RESPONSES
v Yes 9.00%9
•No 30.00%30
m Resident 61.00%61
TOTAL 100
Comments(5)
2019 Survey Results ~ChillAxle
Q3 #CustemWe save as-
Will you be staying in paid accommodations?How many people are in your
party?
Answered:100 Skipped:0
Yes
No
Resident
0%10%20%30%40%50%60%70%80%90%100%
AѾWERCHoltES •RESPONSES
-ves 4.00%4
•M 32.00%32
w Roc½er:60.00%60
focal Respondentet 100
RESPONSFS(44)WORDCLOUD TAGS(0)SendmentsiOFF
Ao a '""'Search responses Q O
Showing 44 responses
1
7/1/201911:38 AM View respondent's answers
6
6/29/2019 11:33 AM View respondent's answers ^m
6/29/2019 11:01 AM Vlew respondent's answers n a
2
6/29/2019 10:59 AM view respondent's answers Ao
2019 Survey Results ~ChillAxle
e4
.9
swam.
Did you travel more than 50 miles to attend this event?What is your
Zipcode?
Answered:100 Sk1pped:0
RESPONSES (100)WORD CLOUD TAGS (0)$Sentiments:OFF
Search resportses Q Ó
Showing100 responses
No,98926
7/17/2019 3:55 PM View respondents answere Acc tags *
Yes,98823
7/17/2019 3:55 PM View respondent s answers Ace mys
Yes
7/17/2019 3:55 PM View respondent a ansWers AOC Ngs
No,98926
7/17/2019 3:54 PM View respondents answers Ano up
QB g Custelike Enva as
Will you be enjoying other activities in Ellensburg or Kittitas County?
Answered:100 Skipped:O
Yes
No
0%10¾20%30%40%50%60%70%80%90%100%
ANSWER CHOICES RESPORBES *
•Yes 75.00%75
-No 25.00%25
TOTAL 100
Comments (38)
2019 Survey Results ~ChillAxle
How many times have you visited Kittitas County?
Answered:100 Skipped:O
IÖ-
0%10 iM.30%40%(Ms OcW 70%¾¾90%loo%
ANEWER CHOICES -RESPONSES •
-First fln¾1.00%
•'·a 10.00%!Ô
$D 2.00%
'0•22.00%
IN-akient 65.00%
TOTAL 000
07 9 .cùatanha aave use
How did you hear about this event?
Answered:99 Skipped:1
fa¢thcok
Stad>
Wouum
Friends
N/A
Other (ppl e
O%10%20%30%40%50%60%70%80%90%100%
ANSWER CHD1CES *$(
-Facebook 20.f¾a 20
w Radio 1.0195 1
w Website 5.08½a
w Frlends 3939¾39
w N/A
Q
w Other(pleasespeelfy)Responses 4$4 a 40
TotatRespondents:09
2019 Survey Results ~ChillAxle
Q8 Customise i Sam-Y
Do you participate in other car related events?
Answered;99 Skipped:1
Vee
No
0%10%20%30%40%50%60%70%60%90%100%
ANSWER CHOICES *RESPONSES
w Yes 86.87%86
w No 13.13%13
TOTAL 99
Q9 #cuscolidae:.dkas?
Will you return to Kittitas County for other events?
Answered:99 Skipped:1
Yea
No
0%10%20%30%40%50%60%70%60%90%100%
ANSWER CHOICES *RESPONSES
w Yes 94.95%94
•No 4.04%4
Total Respotdents:99
Comments (23)
2019 Survey Results ~ChillAxle
Q10 g custoteke Swen
Will you attend the ChillAxle car Show and RC Race in the future?
Answered:93 Skipped:7
Yes
No
0%10%20%30%40%50%60%70%80%90%100%
ANSWER CHOICES *RESPONSES
w Yes 98.92%92
•No 1.08%l
TOTAL 93
Comments(10)
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1.Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum,Ellensburg,or Roslyn tourism
information as follows:
A.Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s).The logo must be displayed on the
contractor's home page,it must be sized no smaller than ½inch in height,and must be
surrounded by appropriate white space to allow easy recognition and legibility.Contractors
shall not change the logo(s)in color or appearance.
B.Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party
websites,streaming displays,etc.)must include the County's and appropriate City's tourism
website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded
by appropriate white space to allow easy recognition and legibility.Contractors shall not change
the logo(s)in color or appearance.
C.Video Advertising of all types (including but not limited to television,online,electronic kiosks,
motion billboards,etc.)must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate
white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism,Kittitas
County Chamber of Commerce.
Section 2.Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A.Print Advertising:
1.Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 100%of the cost,including any production costs.To
operate exclusively outside of Kittitas County,the provider must not be physically located in
the County and/or not distribute any media within the County.
2.Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County.Reimbursements will be allowed for the amount distributed
outside of Kittitas County,including any production costs.
B.Television Advertising:
1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100%of the cost,including any production cost.
2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of
the total cost,including any production costs.
C.Online Advertising:
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.
2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost,
including any production costs.In order to receive reimbursement,the banner cannot list a
specified date or location.Request can only be made one time.
3.Signage (site layout use only)which are placed inside of the venue/facility of the event may
be reimbursed at 100%of the cost,including any production costs.In order to receive
reimbursement,the signage cannot list specified date or location.Request can only be
made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and
Stage locations)
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.
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.
G.Operation Reimbursement:
1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list.Invoice provided must include notation of payment with proof
of payment.
2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 100%of cost.In order to receive reimbursement,a signed statement from the receiver
along with other required documentation.Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3.Items not eligible for reimbursement:
a.Salaries of employees
b.Capitol purchases-any item with 3+years life and over $5,000.
c.Licenses,permits,insurance,or credit card fees