HomeMy WebLinkAbout008-Jazz in the ValleyLT-2019-008-JAZZ IN THE VALLEY
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND LAUGHINGHORSE ARTS FOUNDATION D.B.A.JAZZ IN
THE VALLEY
This Contract,effective January 1,2020 is made and entered into by and between KITTITAS
COUNTY ("County"),acting as agent for and on behalf of the City of Ellensburg,a Washington
municipal corporation ("City"),a subdivision of the State of Washington,and LAUGHING HORSE
ARTS FOUNDATION D.B.A.JAZZ IN THE VALLEY ("Contractor")for the 2020 Jazz in the Valley
("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.AII 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 eight thousand dollars ($8,000)(City of Ellensburg
lodging tax funding).
b.Additional payment terms:The County will make payment to the Contractor only on a
reimbursement basis,as receipts/invoices for any items including marketing and/or
advertising are submitted to the County,not to exceed the sum of eight thousand dollars
($8,000)(City of Ellensburg lodging tax funding).
c.Services/Expensesthat are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021 after this date funds lapse.
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d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
Ellensburg,WA 98926
auditorsaccounting@co.kittitas.wa.us
e.Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f.Contractor is eligible to claim reimbursement for the following items and amounts only:
•Rent canvas tents to cover seating areas at the Rotary Pavilion.
•Rent portapotties and wash stations for the Rotatory Pavilion.
•Hire security to police the rotary pavilion.
•Help defray rental costs of the sound equipment.
•Rent cooling devices/fans for venues if the temps require them.
•On-line and print advertising.
•Social media advertising.
•Use an on-line exit survey to get feedback from attendees.
•Collaborate with other festivals in the state,sponsorship/advertising
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 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
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on behalf of the County or City.It is understood that the Contractor and the Contractor's
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.AII compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,Indemnity,and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement.
Contractor releases and shall defend,indemnify,and hold harmless the County and the City,their
officers and employees,agents,representatives,attorneys and/or volunteers,from and against all
claims,costs,liabilities,damages,and expenses,(including,but not limited to,reasonable attorney
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fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement
including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County 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.
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b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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
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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 Commissionersand the Kittitas County Auditor,205 W 5th
Ave.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.
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 CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
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Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
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EXHIBIT "A"
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Ap¢ication ½brkshop -2019 hosted by the Kittilas County Olanter of Cormerce?
Workshop -2019 O Yes
C No
Submittal Instructions O Yes,
&General I have read and understand Subnittal Instructions and General Inforrration for the 2019 Lodging Tax G-ant Funding
Information *Rocess
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Organization Information
Name of Organi2ation *Laughing Horse Arts Foundation d.b.a Jazz in the Valley
Organization Address *Street Address
P.O.Box 214
Address Line 2
Oty State /R ovince /Fogion
Ellensburg WA
Fbstal/Zip Cbde Country
98926 USA
Website JazzintheValley.com
Federal Tax ID
#*91-1211173
UBI #*600-634-787
Organization is
a:*C Government Entity
G 501(c)3
C 501(c)4
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 501_c3_2019.pdf 638.26KB
Organization Status*Acceptablefileformts include:JFO FDFor 71FF.
Contact Information
First Name *Joy
Last Name *Solberg
Phone Number*509-925-3241
Email*jazzinfo@jazzinthevalley.com
Project or Event information
Project/Event Name*Jazzin the Valley
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
7/24/2020 7/26/2020
Project/Event Downtown EIIensburg
Location
Newor Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?C New Project/Event (Four or fewer years in existence)
Amount of Funding $10000.00
Requested *
W you selected "Ongoing Fioject/Event"above this arrount may not exceed 10%of the total e×pense budget of this
project.
Funding Request Max 10,718
Tourism Seasons *Fromthe list below,what season will your prgect enhance tourisnf Select any which apply.
Year-round (January -December)
Off Season (November -February)
Shoulder Season (October or March -May)
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.
1|Project/Event Description
Please provide a description of your projectlevent and identify the specific tourism audiencelmarket that your
organization all target with these funds.You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:Jazz in the Valley is a three day music festival originally created to celebrate the
Project/Event Jazz genre in all of its various forms and entice visitors to spend time in
Description*EIIensburg's downtown area during the Summer.Over the past 22 ýears of our
existence we have expanded our horizons to include not just straight ahead Jazz
and swing but Blues,Soul,R&B,Latin,Funk,Ragae,Zidago,Gospel and even
some Rock 'n Roll.Because our numbers have decreased in the past few years,
we are considering re-branding the festivai to reflect our diversity.
Our core audience members are music lovers of who are looking for a weekend
getaway at an affordable price.The primary attendees will come from the Pacific
Northwest but the festival draws from across the United States and Canada.
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List of Intended Use of Funds*
1.Rent canvas tents to cover the seating areas at
the Rotary Pavilion,out main venue
2.Rent Portapotties and wash stations for the
Rotary Pavilion to accommodate our attendees.
3.Hire security to police the Rotary Pavilion (main
Venue)Friday and Saturday nights from 8pm unti
4.Help defray the rentals costs of the sound
equipment used at the Rotary Pavilion.
5.Rent cooling devices/fans for the venues if the
temperatures during the festival require them.6.
7.On-line and print advertising focused on our
target audience.
8.Social media advertising
9.Use an on-line exit survey to get feedback from
festival attendees
10.Collaborate with other music festivals in our
State -Sponsorshipsladvertising
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 frarntheir place of residence or business and staying overnight in paid accommdations;
Projection 1.We underwrite radio programs that promote Jazz throughout the year and
purchasing ads in the months prior to the festival,targeting our core audience and
blanketing most of the state.
2.We hope to refine our on-line newsletter (which is focused on past attendees)
3.We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail information packets to Chambers of Commerces throughout in the
State.
4.We distribute at least 75 of our posters to locations throughout the state,30 of
which go to wineries in Washington (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival weekend).
5.We developed an on-line newsletter targeted to past attendees,to keep our
patrons engaged in what this year's festival will be offering as well as other events
in our area.
6.Through many of the on-line and social media ads we placed last year,we
received valuable demographic information.Combining this with the email
addresses from past ticket sales,we hope to direct market to this audience and
request feedback on their festival experiences.(Currently the list numbers 865
email addresses)
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Response 2.1:--We have a mailing list of over 1750 members,36%(634)of which have
Evidence*addresses outside of our county and which span across the United states and
British Columbia.The out of county addresses are all from past attendees of the
Festival who requested to be on the list.
--We are a three-day festival with Friday and Saturday nights events going until
midnight.Most attendees from more than 50 miles away choose to stay
overnight;be it in local lodging establishments or with friends that live in the area.
--Based on known zip codes associated with our ticket sales,at least 53%or our
tickets sold were to out of county residents.(See Exhibit A1)
-Of those who completed our survey at the festival:
-57%were from people listed residences outside of our county.
-77%reported staying at least one night
-59%reported two or more nights (See E×hibit A2)
--This year we ran ticket discount promotionals on social media.Out of county
residents accounted for 65%of these ticket sales.
Of those that completed the Survey sent after the festival:
-38%had Kittitas County zip codes
-62%of respondent's zip codes were from outside of Kittitas County
Of that number:
-2%stayed in an RV Park in Kittitas County
-6%stayed 1 nights in paid accommodations
-24%stayed 2 nights in paid accommodations
-6%with friends or relatives in Kittitas County
-62%didn't report
--In summary,our data strongly suggest that 55-60%of our attendees live outside
Kittitas County
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Response 2.2:2.To a place fifty niles or rmre away fromtheir place of residence or business for the day or staying overnight;
Projection --In the past few years,our operating margin has been thin enough that partnering
with the Lodging establishments for a packaged event wasn't feasible.We had
hoped to revisit the idea of offering lodging packages in 2019.Unfortunately we
got behind schedule for the festival that it was too late to approach the lodging
establishments with a proposal.This year with the new board having another year
under our belt vm hope to be more timely with our requests.Initial contacts with
several lodging establishments shows that this is viable approach.
--As we did this year,vm will use our newsletter and social-media to promote the
discount packages to the festival.
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Response 2.2:1.We underwrite radio programs that promote Jazz throughout the year andEvidence*purchasing ads in the months prior to the festival,targeting our core audience and
blanketing most of the state.
2.We hope to refine our on-line newsletter (which is focused on past attendees)
3.We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail information packets to Chambers of Commerces throughout in the
State.
4.We distribute at least 75 of our posters to locations throughout the state,30 of
which go to wineries in Washington (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival weekend).
5.We developed an on-line newsletter targeted to past attendees,to keep our
patrons engaged in what this year's festival will be offering as well as other events
in our area.
6.Through many of the on-line and social media ads we placed last year,we
received valuable demographic information.Combirling this with the email
addresses from past ticket sales,we hope to direct market to this audience and
request feedback on their festival experiences.(Currently the list numbers 865
email addresses)
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Response 2.3:3.or fromanother country or state outside of their place of residence or business.
Projection --As our surveys have shown,past attendees to our festival have come from all
over the country and some from other parts of the world.We have established a
database of email contacts for these people.By developing an on-line newsletter
targeting these past attendees,we hope to keep our patrons engaged in what this
year's festival as well expose them other events happening in our area.
--As mentioned above,we have a mailing list of over 1750 members,36%(634)of
which have addresses outside of our county and which span across the United
states and British Columbia.The out of county addresses are all from past
attendees of the Festival who requested to be on the list.
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Response 2.3:-Combining tickets sold through ShowClix,plus those sold through the KC
Evidence*Chamber of Commerce and at the Festival (...those that reported where they were
visiting from)the average was 7%of sales were to persons from out of State.
--17%of our current mailing list also resides out of WA State
--In addition to a potential interactive component in our newsletter,we should be
able to mine information about those who accessed the email and where those
people reside.This should help us refine our focus.
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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:Wiattools wi!\you use to rreasureyour event's lupact on tourisrrP Rease be specific and provide exarges.
Measuring Results --We track demographic information of ticket sales through the Chamber,on-line
sales through ShowClix,mail-order sales and our unrestricted personal /business
contributions.During the 2019 Festivai we asked ticket buyers to tell us their zip
codes and their email addresses.When we combined all of the available ticket
information:53%of tickets were in Kittitas County and 47%were out of the
county (See Exhibit A1 ).
--The respondents to the survey taken during the festival that reported addresses
showed:43%were from Kittitas County and 57%were out of the county.(See
Exhibit A2)Our on-line survey at the end of the festival showed similar results.
--Facebook kept track of interactions with all the ads we purchased with them this
year.See (Exhibit B)
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Response 3 A:A.8 your projectievent year-round or is it seasonal or date-specific?
Measuring Results C Year Round C Seasonal R Date Specific
Your seJection here should be supported by the dates you provided above,in the Fioject or Event inforrmtion section.
Response 3 B:B.Wiat strategies will you ersploy to assure you are attracting tourists fromat least 50 rTiles away?
Measuring Results --Social media marketing,radio ads,brochure leafleting around Washington State,
tourism ads,newspaper ads,and online advertising and discount ticket promotions.
--By developing our on-line newsletter targeting past attendees,we hope to keep
our patrons engaged in what this year's festival will be offering as well as
connecting them with other events in our area.The attendee list is derived from our
point of sales during the festival as well as what the Chamber sells,ShowClixsales
and our mailing list that includes Email addresses.
--We sent 851 donation letters,of which 536 (65%)were out of Kittitas County and
of those (35%)were out of Washington State.
--We will be contacting a number of lodging establishments to discuss the
possibility of creating value packages for those who attend the festival.At least four
have indicated potential interest in a partnership for 2020.
--We will also talk to them about what is involved is setting aside a block of rooms.
--One possibility is to provide lodging establishments with questionnaires prior to
the festival weekend that would ask their patrons if they are staying in town to
attend a local event and list the things that are happening in our area the weekend.
--For the past 18 years,JIV has provided a survey for festival attendees to fill out
that asked where they are from,how many nights they stayed and how they heard
about the festival.This will also be included in our e×it survey.(Exhibit A2).
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Response 3 C:C.vmat strategies will you use to assist iramrketing all of Kittitas (bunty as a tourist destination with your
Measuring Results *event/project funding request?
--We are increasing our on-line promotions,discounts,and plan to implement our
strategy of package marketing with partner hotellmotels.
-We know there a lot of out-of-towners who attend our festival but spend their
overnights with members of our community rather than in the hotels.This year with
our online exit survey we finally have a vehicle to measure this.We are also looking
to revamp the survey we provide at the festival to include this.
-Our newsletter to past attendees will also provide an opportunity to share other
events happening in our area.
-For the 2020 Festival we will send a festival brochure to our mailing list,for which
65%is out of Kittitas County.The brochures also advertise other events happening
that weekend in Ellensburg.
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Application Questions:Part 3
4|Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboratior 1.CHAMBER OF COMMERCE:Serves as our sales outiet prior to the festival and
helped staff the box office during the festival
2.CITY OF ELLENSBURG:
-Waves noise ordinance for weekend
-Allows our use of the Rotary Pavilion for our main venue and the on-sight building
as our Box Office with the Chamber of Commerce also providing staff support
during the Festival.
-Provides:fencing for the Rotary Pavilion (main venue);no parking signs;
handicap signs;hangs our banner across 4th between Main and Pearl streets.
3.CWU:
-Through a contract arrangement provides:Pianos,Music stands,Platforms,and
Cooling fans for the Rotary Pavilion.-We partner to provide music clinics for the
County high school students.
-We offer yearly scholarships for Jazz students attending CWU.
-We offered scholarships to High school students to attend JlV-CWU's summer
Jazz camp.Their camp T-shirts allowed them to attend the festivai for free and their
families were also allowed to purchase festival tickets a half price.
-The camp students performed two a free concerts:Friday late afternoon before
the festival officially opened and Saturday morning prior to the festival's afternoon
event.
4.RODEO BOARD:Provides usage of approximately 750 chairs for the festival
5.509 Facilities donated $1000 in-kind services to clean and maintain the Rotary
Pavilion during the festival.
6.GALLERY ONE &CLYMER MUSEUM:
-They serve as music venues during the festival
-Provides a tasting of premium Washington State wines on the Sat.afternoon of
the festival.This is a major fundraising event for them.
7.FARMER'S MARKET:runs extended hours that 'weekend
8.COMMIT A PAGE OF OUR BROCHURE to other events happening in EIIensburg
that weekend.
9.PUBLIC LIBRARY:decorates their lobby with Festival memorabilia.They also
have an archive of all our past festivals.
10.DONATED:24 Festival Passes to non-profit organizations to aid in their
fundraising efforts.
11.KVH:-Displays all 22 years of posters in their lobby throughout July.-Was a
Major Festival Sponsor that provided a free Sunday concert for the community.We
handed out 468 wristbands to anyone that didn't have a festival badge.
12.We did promotional concerts at two local establishments:The Gard and
Nodding Donkey.
13.Outside of the Rotary Pavilion,all of our music venues have been in
businesses around the downtown area
2500 character linit
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*Most years we have been financially in the black and were able to accumulate
reserves.Unfortunately,because of increasing expenses and our declining
attendance,we have had to dip into those reserves.As a result,becoming self-
sustaining has been a major focus for our board.
-For example:In 2016 we experimented with e×panding the types of music to
attract a bigger audience.In 2017,we experimented with a change in ticket pricing,
which assisted us in partially overcoming some additional costs such as the new
City admissions tax.In 2018,with a major change in board members,we embarked
of developing a five-year business plan.A major focus was to attract more major
festival sponsors by reassessing what that might look like for them.This we
accomplished,moving from two sponsors in 2017 to five in 2018 including KVH
which sponsored Sunday's performances as a free concert to festival goers and
our community.We also reduced our costs by reducing the number of venues to
eight from ten.Subsequently,in 2018 we covered all e×penses and ended with a
small surplus for the next year.For 2019,we increased our corporate sponsorships
to seven and again KVH subsidized the free concert on Sunday.
-Our newsletter is still in it's infancy,but we already see the potential of expanding
our message.
-CWU has committed to having a Jazz Camp the week prior to the 2020 festival.
They changed the name to JlV-CWU Jazz Camp,and 87%of those attendees live
outside of Kittitas County.
-Our new Hotel Windrow has expressed interest in a collaboration.
-Although we still have enough reserves to put on a festival next year,our
attendance was down slightly and we did not make our 2019 budget.The
Ellensburg Arts Commission helped us defray some of the costs and we will be
looking to them again to help us out for specific needs.
-The Festivals biggest contribution comes from our board members and the
approx.150-200 community volunteers that work to set up and put on the festival.
Keeping them involved and attracting new people to help is a focus for us.
-The board is working with a facilitator to help us develop a cohesive,well-
functioning board and committees,while developing a well-defined long-term plan
for Jazz in the Valley.A key element for our longevity is attracting more community
members to help our various committees throughout the year.
2500 character lirrit
Application Cluestions: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 -This will be our 23rd year offering the festival and every year festival board
members have done informal surveys of the restaurants and motels.The
feedback we have received indicates this is one of their busiest and best weekends
during the year.We knowwe are not the only reason but certainly
help.
-The only paid staff is during the festival:ticket booth staffing,security officers,
and the musicians along with the sound techs.
-Volunteers are our lifeblood.This festival is truly a community effort
Attached is a brief history of our journey:See Exhibit E.
-We are working to re-create our image.We have established a recognizable
entity/festival;however,we are more than the traditional/straight up jazz.Changing
the name and promoting the variety of music we offer is seriously being looked at.
Although,when we asked our patrons on Survey Monkey their opinion,the majority
wanted it to stay Jazz in the Valley.
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Supporting Documents You rmy upload any supporting docurrents such as graphs,irrages,diagram,narketing roterials,etc.
Exhibit_A-2019.pdf 218.62KB
Exhibit_B_2019.pdf 607.72KB
Exhibit E.pdf 114.11KB
You are allowed to subnit up to 3 single page (US Letter)docurrents in JFG FDF or llFFforrmt
7|Previous Lodging Tax Grant Information
Previous Years Eks your event received Lodging Tax funds in previous years?
Awarded Lodging Tax C No,this event/project has not previously received Lodging Ta× Funding.
Grants O Yes,1 year previous
C Yes,2 years previous
€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
2,241 2,300
How many days did/will your event occur?
Prior Year *Projected *
3 3
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year Projected *
440 500
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 Nine motels plus three campgrounds &RV parks were contacted.Six motels plus
Overnight's Stay the campgrounds reported estimated roomslaccommodations for attendees of ourResponse*Festival.Three other motels and One RV park reported being full that weekend but
couldn't discriminate howmany were festival attendees.Our Online exit survey
showed:four attendees stayed a Air B&B/vacation home at least two nights.Twelve
reported staying with friends or relatives.
Last year:ADR (Average daily rate)=$122.26 for overnight stays (STAR report
which is produced by Smith Travel Report)
440 X $122.26 =$53794
46214 /10000 =5.4 ...the return on in the investment of over 5 to 1
If next year's projections are reached (assuming the same daily rate):
500 X $122.26 =$61130
61130 /10000 =6 ...the return on in the investment is slightly over 6 to 1
According to Dean Runyan Associates report,the average expenditures (this
includes avg expenses for gas,food,entertainment,&accommodation)for
overnight visitors,2017 for Kittitas County specifically are:
-Hotel,Motel,Short Term Vacation Rental (STVR)(per person)Day Trip $187
-Campgrounds/Vacation Homes,etc (per person)Day Trip $52
-Private Home (friends and family)(per person)Day Trip $27
Hotel,Motel,STVR 366 x $187 =$68442
Campgrounds 62 x $52 =$3224
Private Home (friends and family)12 x $27 =$324
By Dean Runyan estimation,the return on investment is $71990/10000 or over 7 to
1
2500 character limt.
Prior Year Paid in addkion to field above,you rmy upload the evidence to support the prior years'rooninight infarrmtion.
Overnight Stay Data Lodging_counts 2019.pdf 13.53KB
G.I ffEy uplœd up to three sintje pages (US twer).of infortmiion.If you a single m.ilu-page docurænt,only the first
three pages wÐ be consideral Dwíokoing fornuts,u ill Macceped.JFG,FDFer TlŒ
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 fromother sources?
E Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
Arts and/or Community grants $5,000.00
Funding Shortfalls *Wlat changes would occur if the project couldni be funded?
-increased dependence on outside corporate festival sponsors:This was a focus
for us last two years.Not only did we attract more sponsors and at levels above
anything we have had in the past,but we continue our dialog with them,about
continuing support.
-We reduced the number of venues in 2018,therefore,the associated musician
expenses were reduced.That was probably a major factor in meeting budget
expectations that year.If crunched we may have to do it again.
-Our survey results have suggested attendees are looking for "bigger name"
performers;unfortunately,big names come with big costs.We will be unable to
afford this attraction without your support.
-Facility redesign is at this point an unknown,and this complicates planning and
projections.
-The City admissions tax has had a significant impact on our profitability over the
last 3 years.In 2019,we paid $3839,which is subtracted from our income (event
sales)but,as a tax,it is not reported as an expense.
2500 character lirnt.
Matching Funds 975.35
Percentage %
This 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 fle>dbility for all applicants,not all fields in the budget portion are
required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-kind contributions valued at $500 or rrore and related to rrarketingladvertising,you rrust subnit
Contributions verifying docurrentation which assures the contribution will be provided.
NKC_Trib_contract.pdf 1.13MB
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues Frorn Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $9,000.00 $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
Contributions $11352.00 $11262.00 $14783.00 $14000.00
Ticket Sales $65701.00 $72242.00 $58071.00 $62000.00
interest Received $944.00 $278.00 $94.00 $90.00
Misc.Income $-47.00 $147.00 $15.00 $0.00
Sale of Goods $13679.00 $11918.00 $12371.00 $12000.00
Vendors $190.00 $190.00 $0.00 $0.00
Fundraising Event $0.00 $1600.00 $1735.00 $1700.00
NKC Tribune $0.00 $0.00 $510.00 $510.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
City $1000.00 $1000.00 $1000.00 $1000.00
CWU -Music Dept $1000.00 $1000.00 $1000.00 $1000.00
CWU -Facilites $300.00 $300.00 $300.00 $300.00
Ellensburg Rodeo $1200.00 $400.00 $400.00 $400.00
Dumpsters $400.00 $360.00 $700.00 $700.00
Portapotties $220.50 $629.00 $700.00 $700.00
Rental spaces $450.00 $275.00 $1125.00 $500.00
Equipment/Supplies $317.00 $714.00 $500.00 $500.00
Services $200.00 $730.00 $1625.00 $1125.00
Contract labor $0.00 $0.00 $1045.00 $500.00
NKC Tribune $0.00 $0.00 $510.00 $510.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 3,809 2,786 2,472 2,500
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions E×hibit_D_2019.pdf 15.92KB
Calculated Value of $58,900.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $105906.50 $113045.00 $106484.00 $166435.00
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Cost of Goods Sold $3410.00 $2645.00 $4063.00 $4000.00
Concessions $5023.00 $5058.00 $4852.00 $5000.00
Education $1500.00 $3950.00 $504û.00 $5000.00
Facilities -Repairs $1389.00 $66.00 $1780.00 $200.00
-Contract labor $1625.00 $3185.00 $1780.00 $1800.00
--Equipment Rental $9410.00 $9327.00 $8867.00 $9000.00
-Insurance/License $2190.00 $2671.00 $2316.00 $2400.00
-Site Storage/Rent $1250.00 $625.00 $625.00 $625.00
-$836.00 $657.00 $1576.00 $1000.00
Supplies/Equipment
Fundraising $4382.00 $6133.00 $4999.00 $5000.00
General Expenses $4957.00 $5254.00 $8160.00 $5300.00
Music -musicians $49227.00 $37966.00 $38448.00 $38000.00
-Lodging $9135.00 $6006.00 $7749.00 $7800.00
-Sound $5409.00 $7388.00 $6993.00 $7000.00
Enhancement
-Instrument $1200.00 $1250.00 $1250.00 $1250.00
repair/rental
Promotions -$1867.00 $1552.00 $1448.00 $1500.00
Brochure
-$252.00 $187.00 $244.00 $200.00
Handbills/Survey/Mis
c
-Print Advertising $5988.00 $6634.00 $7285.00 $6000.00
-Electronic/Social $6140.00 $6662.00 $4297.00 $4300.00
Media
-Web-page $2600.00 $0.00 $0.00 $0.00
Redesign
Tickets/Sales $1874.00 $1903.00 $1632.00 $1500.00
Volunteer $494.00 $310.00 $356.00 $300.00
Committee
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $120158.00 $109429.00 $113760.00 $107175.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$-14251.50 $3616.00 $-7276.00 $59260.00
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:
Name*Joy Solberg
Applicant's Title*Asst.Treasurer
Form ROQUOSÌ IOr Taxpayer Give Form to the
oRem men re Identification Number and Certification re udeste
e
not
intemal Revenue Service
Name (as silown on your Inconie tax retum)
Laughing Horse Arts Foundation
Business naine/disregarded entity name,li ditterent frorn at>ove
D.B.A.Jazz in the Valley
c Check appropriate box for federal tax classification:
°O Individual/sole pmprietor C Corporation S Corporation Partnership Trust/estateoc
Limited liability company.Enter the tax classification (C=C corporatlon,S=S corporation,P=partnership)O Exempt payee
O Other (see inskuana)W
Address (number,street,and apt,or suite no.)Requester's name and addræs (optional)
P.O.Box 214 Kittitas County Auditor
City,state,and ZIP code 205 West 5th Ave -Suite105
EIIensburg,WA 98926 Ellensburg,WA 98926
List account number(s)here (optional)
Enter your TIN in the appropriate box.The TIN provided must match the name given on the "Name"line Social securfty number
to avold backup withholding.For individuals,this is your social security number (SSN).However,for a
resident alien,sole proprietor,or disregarded entity,see the Part I instructions on page 3.For other -
entities,it Is your employer identification number (EIN).If you do not have a number,see How to get a .
TIN on page 3.
Note.If the account is in more than one name,see the chart on page 4 for guidelines on whose Employer identificahon number
number to enter.
91 -1211173
Certification
Under penalties of perjury,l certify that:
1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me),and
2.I am not subject to backup withholding because:(a)I am exempt from backup withholding,or (b)I have not been notified by the Internal Revenue
Service (IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or (c)the IRS has notified me that I am
no longer subject to backup withholding,and
3.I am a U.S.citizen or other U.S.person (defined below).
Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax retum.For real estate transactions,item 2 does not apply.For mortgage
interest paid,acquisition or a nment of secured property,cancellation of debt,contributions to an individual retirement arrangement (IRA),and
generally,payments other th rest and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the
ctions on pa
Date>¯OO Í
General Instructions Note.If a requester gives you a form other than Form W-9 to request
your TIN,you must use the requester's form If it is substantially similar
Section references are to the Intemal Revenue Code unless herwise to this Form W-9.
noted Definition of a U.S.person.For federal tax purposes,you arePurposeofFormconsideredaU.S.person if you are:
A person who is required to file an information return with the IRS must •An individual who is a U.S.citizen or U.S.resident alien,
obtain your correct taxpayer identification number (TIN)to report,for •A partnership,corporation,company,or association created or
example,income paid to you,real estate transactions,mortgage interest organized in the United States or under the laws of the United States,
you paid,acquisition or abandonment of secured property,cancellation •An estate (other than a foreign estate),or
of debt,or contributions you made to an IRA.•A domestic trust (as defined in Regulations section 301.7701-7).
Use Form W-9 only if you are a U.S.person (including a resident
alien),to provide your correct TIN to the person requesting it (the Special mies for partnerships.Partnerships that conduct a trade or
requester)and,when applicable,to:business in the United States are generally required to pay a withholding
tax on any foreign partners'share of income from such business.
1.Certify that the TIN you are giving is correct (or you are waiting for a Further,in certain cases where a Form W-9 has not been received,anumbertobeissued),partnership is required to presume that a partner is a foreign person,
2.Certify that you are not subject to backup withholding,or and pay the withholding tax.Therefore,if you are a U.S.person that is a
3.Claim exemption from backup withholding if you are a U.S.exempt partner in a partnership conducting a trade or business in the United
payee.If applicable,you are also certifying that as a U.S.person,your States,provide Form W-9 to the partnership to establish your U.S.
allocable share of any partnership income from a U.S.trade or business status and avoid withholding on your share of partnership Income.
is not subject to the withholding tax on foreign partners'share of
effectively connected income.
Cat.No.10231X Form W-9 (Rev.12-2011)
Exhibit A1
Tickets 2019
Kittias Out ofTicketSaleswithrecordedzipcodes Totais unknownCountyCounty
Unrestricted Contribution Tickets 142 142
Chamber Ticket Sales 43 43 5
ShowClix 284 383 667 23
Recorded during the Festival 48 42 90 374
Totals 517 425 942 402
55%45%100%
Comp Tickets
Band Member Tickets 74 181 255
Jazz Camp Friday Night 14 94 108
Donated Tickets to non-profits 8 16 24
Sunday -Free Sponsored Concert 468
Volunteers 10+hrs 34 8 42
Totals 130 299 429
30%70%100%
Total Tickets 647 724 1371 870
47%53%100%
Total tickets 2018 Festival 2241
Jazz in the Valley Festival Survey Results Exhibit A2
Of the surveys that reported resident locations:
Kittitas County:43%
Out of County 57%
77%reported staying at least one night
59%reported two or more nights
Jazz in the Valley On-Line Survey Results
Exhibit A3
Of the surveys that reported resident locations:
Kittitas County:38%
Out of County 62%
ExhibitBFacebookAds2019UntitledReportCampaignNameResultTypeResultReachimpressionsAmountSpent(USD)ReportingstartsReportingEnds(03/06/2019]Promotinghttp://www.Jazzinthevalley.comWebsitePurchases1.02239733354210.622019-01-012019-07-28OngoingConversionsPromotionhttp://www.Jazzinthevalley.coWebsitePurchases3.01733242684543892019-01-012019-07-28[03/19/2019]PromotingLocalBusinessJazzintheValleyReach15903186292442.132019-01-012019-07-28Event:2019JazzintheValley:Ellensburg'sMusicFestivalLinkClicks261.001016624468164.302019-01-012019-07-28Event:RustyCageatEllensburg'sMusicFestival:JazzintheVallWebsitePurchases55479553100002019-01-012019-07-28Event:BossaPDXatEllensburg'sMusicFestival:JazzintheValleWebsitePurchases3.0049159074100.00201941412019-07-28Event:2019JazzintheValley:EIIensburg'sMusicFestivalEventResponses83.0048368627100.002019-01-01201947-28InstagramPost:It'sMay!Justafewmonthsuntil...LinkClicks12.004211567635.002019-01-012019-07-28Event:JacquelineTaboratEllensburg'sMusicFest:JazzintheValleyWebsitePurchases1.040539489100.002019-01-012019-07-28Event:DoctorfunKatEllensburg'sMusicFestival:JazzintheValleyWebsitePurchases36089068100002019-01-012019-07-28Event:MarkDuFresneatEllensburg'sMusicFestival:JazzintheValleyLinkClicks99.003443526950.002019-01-012019-07-28Event:Jr.CadillacatEllensburg'sMusicFestival-JazzintheValleyWebsitePurchases33777565100.002019-01-0120194)7-28Event:NickMardonatEIIensburg'sMusicFestival:JazzintheValleyWebsitePurchases3280892499992019-01-012019-07-28Post:'"fHISFriday,checkoutourFREEspringkickoff..."ThruPlay410.003155478535.002019-01-012019-07-28Post:"http://bit.ly/2wbBRO7"LinkClicks106.002772368135.002019-01-012019-07-28[01/06/2019]PromotingEllensburgLiveMusicPageLikes132.002026396519.992019-01-012019-07-28Post:"Checkouthttp://JIVMap.comwhileyou'reatour..."LinkClicks54.001780350025.002019-01-012019-07-28Post:"JIVkickedoffthe2019seasonwithasellout.."PostEngagement176.001521198815002019-01-012019-07-28Post:"THISFriday,checkoutourFREEspringkickoff..."ThruPlay49.003714092.882019-01-012019-07-28Post:"Makesuretothankthesecompanieswhograciously...PostEngagement1212.132019-01-012019-07-2891754378382278.932019-01-012019-07-28Imageusedinads:
Additional Information -Brief History of 22 years
Jazz in the Valley was the brainchild of Larry Sharpe after attending a reunion of graduates of
CWU's Jazz program who produced a free concert at the fairgrounds during the summer of 1997.
Larry had been involved with Laughing Horse Summer Theatre,which,in collaboration with CWU,
had provided repertory theatre during summers in Ellensburg for the prior 15 years.He foresaw that
with our connection to these artists,now professionals throughout the Pacific Northwest,producing a
local Jazz Festival was possible.He brought together past board members of Laughing Horse
Theatre and other community minded people for a meeting to discuss the viability of this idea in April
of 1998.The group approached the Summer Theater board and requested transfer of their 501(c)3
status.Out of this discussion came the formation of the Laughing Horse Arts Foundation,which
serves as an umbrella organization for a number of organizationsthroughout the county that are
involved in the performing arts.The first Jazz Festival happened at the end of July that year.
From the very beginning,our goal was to entice visitors to visit our downtown during the summer,
historically a "down"time for businesses.We fostered integration by using local businesses as music
venues for the event.We made money that year and the community loved it.Over the years,we
grew,and expanded our offerings from Friday and Saturday to include Sunday and increased our
venues from five to ten,now eight.
After several years,we expanded our mission in cooperation with CWU's jazz program,adopting a
dedication to jazz education.We also initiated a "Paint to Jazz"program for the Ellensburg School
district,promoting artistic expression of jazz through creative paintings.We conducted educational
presentations on the history of Jazz and its evolution.We sponsored a variety of music clinics for
college and high school students with professional Jazz musicians involving the following:clinics at
CWU,Ellensburg High School and Cle Elum High School;Masterclasses at CWU;performances at
EHS;and providing free community concerts in the CWU Recital Hall.
In 2012,we started offering scholarships to students wanting to major in Jazz studies at CWU.We
currently provide a $1000 scholarship to an incoming students and a $500 scholarship to a returning
student.
Over our 22 years,Jazz in the Valley contributed $42,000 in support of local music educational
programs.A number of years ago CWU offered a Jazz camp for high school students the week prior
to our festival.It was so successful that even though the timing conflicts with other camps across the
State,staring in 2017 they have committed to offering the camp every year.
This has opened a number of collaborative possibilities:
-Last year we applied for and received an Ellensburg Arts Commission grant,funding used to
support partial student scholarships to attend the CWU-JIV Jazz Camp and production.Five
students received a $200 scholarship ($1000 EAC funds)which covered approximately27%of the
cost of tuition,room and board ($700).
-In addition,the camp was able to present a free student concert (10 ensembles of
approximately8 students each)on the JlV Main Stage on Friday afternoon and Saturday
morning prior to the Festival.
-jazz camp parent and student surveys suggest that having the concert at the JIV venue
was a great performing experience and contributed to a very positive overall camp experience.
The audience showed great enthusiasm upon hearing the students and expressed strongly
positive comments following the event to camp staff and faculty as well as JIV board members.
-The Band Camp Members distinctive T-shirts serves as a pass to the entire weekend
event.Their families were encouraged to stay with discounted tickets.(Note:87%of band
members live outside of Kittitas County.)
LodgingWorksheet-2019LodgingFridaySaturdayTotals925-7037ComfortInn-Amanda*5252104933-1500DaysInn252550925-9844Econolodge383977933-1600HamptonInn-Christine336925-9800RedLionInn153045962-6888Super8404080TotalHIM362OnlinesurveyAirB&B/Vacationhomes224Total-ShortTermVacationRentals(STVR)4Stayed-Friends/Relatives12925-9319EIIensburgKOA313162925-4734YakimaRiverRVPark000TotalCamp/RV62TotalLodging440NoDiscrimination933-1500E&JRVPark13|1326925-4244Motel6fullbothdays72962-9400HolidayInnExpressfullbothdays66962-5585LincolnSuitesfullbothdays110274
VolunteerHours-2018CommitteeIndividualBoardMembersBoardMeetings.FestivalTotalMeetingsReponsibilitesBeckDan2727BrunnerMicah16305450150BruyaChris820601098BurkeAmy16125535118FraserRob128521587SmithMarie23103770SolbergJoy13417010197SolbergDon14106323110SolbergOna1442038StanleyLaura211310918161SwartzTony253010035190WallenNorm881026WarrenLinda13125031106WinegarKori0BrunnerDebbie2424PastBoardSharpeLarry3MembersFranceJoe101415CommitteevolunteersMusic20Facitlities120Volunteers442Promotions4751057TotalVolunteerHours2472
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.
AII 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.
8.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