HomeMy WebLinkAboutLT-2020-020LT-2020-020-CHAM BER -G ERMAN FEST
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE
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 KITTITAS COUNTY
CHAMBER OF COMMERCE ("Contractor") for the 2020 Germanfest ("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 eight thousand seven hundred dollars ($8,700) (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 seven
hundred dollars ($8,700) (City of Ellensburg lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15, 2021 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2020 County Lodging Tax Funding Agreement
Page 1
LT-2020-020-CHAM BE R -G ERMAN FEST
205 West 5th Ave — Suite 105
Ellensburg, WA 98926
auditorsaccountin 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:
Sound
0 Event supplies and operations
Entertainment
Marketing and promotions
Brewer product
Tenting
o Restrooms
0 Merchandise
Website
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): No Licenses, insurance, or credit card fees.
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the
conclusion of the event.
I. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or
City's prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County or City with regard to performing the Services. Contractor shall not
represent that it is, or hold itself out as, an agent or representative of the County or City. In
no event shall Contractor be authorized to enter into any Agreement or undertaking for or
on behalf of the County or City. It is understood that the Contractor and the Contractor's
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.
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LT-2020-020-CHAM BER -G ERMAN FEST
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-
complying performance, or the substantiality or ease of discovering the same. Contractor
shall provide the County or City with sufficient, safe, and proper facilities and equipment for
such inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City
shall have the right to examine, audit and copy, with or without notice) all of Contractor's
books, documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release Indemnity, and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement.
Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their
officers and employees, agents, representatives, attorneys and/or volunteers, from and against all
claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney
fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement
including:
■ Any fault, negligence, strict liability or product liability of Contractor in connection with the
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LT-2020-020-CHAM BER -G ERMAN FEST
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 S. Comoliance 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.
on 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity
under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to
Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless
provided in this Agreement extend to any claim brought by or on behalf of any employee of the
Contractor. This waiver is mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
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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.
The City is not a party to this Agreement but is an intended third -party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by
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the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th
Ave. Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County
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.
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.
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 CONTRACT R
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LT-2020-020-CHAM BER -G ERMAN FEST
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application Did you attend the Gant Application Workshop - 2019 hosted by the K iRitas County Chan-ber of Cowrerce?
Workshop - 2019 * M Yes
r No
Submittal Instructions r? Yes,
& General I have read and understand 6ubrrittal bristructions and General Inforrration for the 2019 Lodging Tax Gant Funding
Information * Process
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order
to save a draft you will need to provide an email address and a password. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization Information
Name of Organization* kittitas County Chamber of Commerce
Organization Address* Street Address
609 N Main
Address Line 2
Website
Federal Tax ID #*
UBI # *
Organization is a:
City
Ellensburg
Postal/ Zip Code
98926
91-0210430
601-133-921
r Government Entity
r 501(c)3
r 501(c)4
r 501(c)6
r Other
State / Province / Region
WA
Country
USA
(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 Kittitas County Chamber of Commerce W-9 Form.pdf
Organization Status* Acceptable fileforrrets include: JPG, FDF or IFF.
Contact Information
First Name* Madison
Last Name * Ford
122.32KB
Phone Number* 509-925-2002
Email * madison@kittitascountychamber.com
Project or Event Information
Project/Event Name* Germanfest
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
6/20/2020 6/20/2020
Project/Event Rotary Pavilion- Downtown Ellensburg
Location *
New or Ongoing rr Ongoing Project/Event (More than four years in existence)
Project/Event? * r; New Project/Event (Four or fewer years in existence)
Amount of Funding $ 11366.56
Requested * It you selected "Ongoing F roject/Event" above this arrount Trey not exceed 10% of the total expense budget of this
project.
Funding Request Max 11,367
Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply.
C Year-round (January - December)
r Off Season (November - February)
r 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.
11 Project/Event Description
Please provide a description of your project/event and identify the specific tourism audience/market that your
organization will target with these funds. You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1: The Dachshunds German Fest will be a celebration of culture in Rotary Pavilion in
Project/Event Downtown Ellensburg to coincide with the annual Dachshunds on Parade with a
Description * focus on driving tourism and re -visitation to Kittitas County. To follow with a
German theme, German beer producer's, food eateries, food trucks, and German
style performers will be invited to take part in this fun summer celebration of
culture, heritage, and of course Dachshunds. This event will occur during the
Dachshunds on Parade and after to help keep attendees downtown, walking
through the Farmers Market and supporting our community through heads in beds,
and shopping local. Many cultural events like these occur in Upper Kittitas County
with very few occurring in Ellensburg's Downtown Core. We believe that continuing
a German Fest with Dachshunds on Parade will help draw a larger number of
people to enjoy Dachshunds as well as the historic Downtown and encourage them
to come back year after year.
The target audience of the Dachshunds German Fest is..,
Tourists that are attracted to Dachshunds on Parade
Attendees and participants of Dachshunds on Parade
German Beer and Food Enthusiasts
Central Washington Area (outside of Kittitas County)
Seattle — Tacoma area.
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List of Intended Use of Funds*
Insurance and Licenses
Fencing
Sound
Event Supplies and Operations
Entertainment
Marketing and Promotions
Brewer Product
Tenting
Restrooms
Merchandise
Website
Credit Card Fees
21 Projections of Increased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a trip:
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1: 1. Away fromtheir place of residence or business and staying overnight in paid accorrttndations;
Projection * Based on data collected from past Dachshunds on Parade events, the annual
event drew 600 attendees with approximately 50% coming from outside of the
county. With the addition of a German Fest held in conjunction with the event, we
project that it xA411 attract the normal if not more Dachshunds on Parade Participants
and an additional 200 attendees to Downtown Ellensburg,
We project that based on our 2020 goal for 200 attendees, approximately 168
attendees will nowtravel from outside of the county to the event making for 134
attendees (80% of attendees from outside the county) staying in paid
accommodations with paid room night stays, especially considering that serving
beer might encourage overnight stays. We conclude that each hotel room hosts
around 2.5 guests, giving Ellensburg an increase of 54 night stays at local
accommodations.
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Response 2.1: These figures were calculated based on data figures received from registration
Evidence* from past Dachshunds on parade events. In 2019, 127 tickets were bought with
106 guests being from out of the county. (84%). Out of the attendees from out of
the county, 85 attendees paid for overnight accommodations. (80% of out of
county attendees). In addition., we conservatively project that attendees, that the
German Fest alone will draw an additional 200 attendees to the overall event. This
is a 45% increase YOY.
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Response 2.2: 2.To a place fifty rriles or nrore away from their place of residence or business for the day or staying overnight;
Projection * Based on data from 2019, 84% of the event attendees travel from outside of
Kittitas County. In 2020, this would make for approximately 4168 attendees from 50
miles or more 175 coming for the German festival alone. We also sell day tickets
for guests that will be in town for Dachshunds on Parade.
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Response 2.2: The data for attendees traveling from outside of Kittitas County was derived from
Evidence* attendee registration for the 2019 event. This data showed that roughly 84% of
attendees signing up to participate in Germanfest were from outside of Kittitas
County.
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Response 2.3: 3. or fromanother country or state outside of their place of residence or business.
Projection * The majority of attendees for the German Festival Wll be primarily from within
Washington State with a very insignificant drawfrom outside of the state, but we
beat our 2019 goal of 50% of out of town attendees, getting over 50% higher than
our projection (84%).
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Response 2.3: It is expected that our draw for attendees for the German Festival will be
Evidence * insignificant, based off of data collected from past events.
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Application Questions: Part 2
31 Measuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the
following information:
A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms.
B. What strategies 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 rreasure your event's irrpact on tourisrrf? Please be specific and provide exarrples,
Measuring Results* The majority of the marketing will be targeted to audiences 50 miles or more from
Kittitas County. To ensure that we are attracting a large audience from outside of
the county, as opposed to local attendance, we will track attendees with the official
surveys at the event to gain data on where they are traveling from, their plans on
lodging, and how they heard about the event, to better pinpoint what avenue of
marketing is best to reaching these audiences. We will also use data gained from
ticket purchases, social media clicks, and website clicks and navigation to gain data
about attendees and where they are traveling from.
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Response 3 A: A. Is your project/event year-round or is it seasonal or date -specific?
Measuring Results* Cr Year Round rr Seasonal rF Date Specific
Your selection here should be supported by the dates you provided above, in the Projector Event Inforrration section.
Response 3 B: B. What strategies w ill you errploy to assure you are attracting tourists from at least 50 rriles away?
Measuring Results* Our strategies will be to use Marketing such as the following channels:
Website Marketing
Radio Advertising
Search Engine Optimization
Pay -Per -Click Advertising
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
We also plan on selling a greater number of tickets online than in Kittitas County to
allow for those 50 miles or more away to purchase tickets easier. Through our
online marketing outlet we will target geographical areas such as Wenatchee,
Yakima, Tri -Cities, Puyallup, Tacoma, Auburn, Kent, Snoqualmie, and South Bend.
In addition, we will promote the event via radio on KXLE 10 days prior to the event.
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Response 3 C: C, What strategies will you use to assist in rrarketing all of 14ttitas County as a tourist destination with your
Measuring Results* event/project funding request?
To assist in the marketing efforts of Kittitas County and Ellensburg, we will link all
our marketing to the Central Washington Color and MyEllensburg websites. All
print, radio, and digital advertising will include the MyEllensburg tourism logo and
name.
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Application Questions: Part 3
41 Collaboration
If your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration * Collaborations for the Dachshunds German Fest will occur with
The Ellensburg Downtown Association
The City of Ellensburg
Dachshunds on Parade event
CWU Arts and Humanities Department
German Beer Outlets and German Food Outlets
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51 Future Plans
Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket
sales, event sponsors, and other cost -recovery models.
Future Plans* The goals to making the Dachshunds German Fest self-sustaining
Continue a partnership with the Ellensburg Downtown Association
Solicit Sponsors for the event (Goal of $2,500)
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Application Questions: Part 4
60 Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional Information 2500 character limit
Supporting Documents You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
You are allowed to submit up to 3 single page (LS Letter) documents in JfICA FDF or TIFFformat
71 Previous Lodging Tax Grant Information
Previous Years Fbs your event received Lodging Tax funds in previous years?
Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding.
Grants* r Yes, 1 year previous
r Yes, 2 years previous
r Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year Projected
127 200
How many days did/will your event occur?
Prior Year* Projected *
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year* Projected
85 134
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 The projection for 2019 event room night stays was conservatively calculated by
Overnight's Stay using the data that was collected from the 2019 event. Last year, we sold 127
Response * tickets, with 106 (84%) reporting that they traveled from outside of the county. 85
(80% of out of county visitors) stayed the night in paid accommodations. We
carried over each data percentage to strategize our projections for 2020, although
we know that attendance will organically grow year over year as we grow this event
and promote the event to annual attendees.
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Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roordnight inforrretion.
Overnight Stay Data You may upload up to three single pages (US Letter), of inforrration. V you a single multi -page docurrent, only the first
three pages will be considered. The following fornats, will be accepted: JIG, Ff]F or 11FF
Application Questions: Part 5
A
81 Funding
Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding * Does your organization have, or have you applied for funding fromother sources?
G Yes
f' No
Funding for which you have applied but not yet secured
Funding Source Amount
Sponsorships $ 2,500.00
Funding Shortfalls* Vvtrat changes would occur if the project couldn't be funded?
If this event did not receive funding it would make it very difficult to put any sort of
planning in motion to make this event a success. With such a large upfront cost of
the event in the second year, it would be nearly impossible to hold this event in
conjunction with Dachshunds on Parade. If the event was not funded it would
create hardships and the event would not be held.
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Matching Funds 83.29
Percentage %
This field will auto fill with the correct percentage based on your input to budget section below.
91 Project Budget Overview
Please complete budget for this project/proposal. If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-Wnd contributions valued at $500 or more and related to marketing/advertising, you rrust submt
Contributions verifying docunentation which assures the contribution will be provided.
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 $ 0.00 $ 0.00 $ 11,728.00 $ 11,366.56
Funding
%Il Other Revenues
kccount Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
'ickets
$ 0.00
$ 0.00
$ 4825.00
$ 7598.42
icrip
$ 0.00
$ 0.00
$ 45.00
$ 65.25
Merchandise
$ 0.00
$ 0.00
$ 611.27
$ 962.62
/endor Fees
$ 0.00
$ 0.00
$ 95.00
$ 95.00
n -Kind Contributions (except volunteerism)
account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
'akima Craft $ 0.00 $ 0.00 $ 296.00 $ 296.00
irewing Donations
.aneum Creek $ 0.00 $ 0.00 $ 150.00 $ 150.00
Irewing
P Ultimate $ 0.00 $ 0.00 $ 300.00 $ 300.00
ntertainment DJ
etvices
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 0 0 0 0
Calculated Value of $ 0.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $ 0.00 $ 0.00 $ 18050.27 $ 20833.85
Expenses
Account Name
Past Actual 3
Insurance and
$ 0.00
Licenses
Fencing
$ 0.00
Sound
$ 0.00
Entertainment
$ 0.00
Marketing and
$ 0.00
Promotions
$ 0.00
Brewer Product
$ 0.00
Operational
$ 0.00
Supplies
Tenting
$ 0.00
Restrooms
$ 0.00
Merchandise
$ 0.00
Website
$ 0.00
Credit Card Fees
$ 0.00
Past Actual 3
Expense Totals $ 0.00
Profit & Loss
Past Actual 3
$ 0.00
Past Actual 2
Past Actual 1
Projected
$ 0.00
$ 85.00 <Ze4D
$0.00
$216.60
$216.60
$ 0.00
$ 450.00
$ 450.00
$ 0.00
$ 1500.00
$ 1500.00
$ 0.00
$ 4159.73
$ 4159.73
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 1819.75 $ 1819.75
$ 265.89 $ 265.89
$ 1332.09
$ 1332.09
$ 375.00
$ 375.00
$ 954.39
$ 954.39
$ 162.34
$ 162.34
$ 31.51
$ 45.77
Past Actual 1
Projected
$ 11352.30
$ 11366.56
i
Past Actual 1
Projected
$ 6697.97
$ 9467.29
r�0 Y�
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 * Madison Ford
Applicant's Title* Director of Tourism and Events
IRS
u gaparieueni of [tie Treasury
lAtrrnal Rcvcnue tiavIcc
P.O. Box 2508, Room 4010
Cincinnati OH 45201
021928
KITTITAS COUNTY CHAMBER OF COMMERCE
609 N MAIN ST
ELLENSBURG WA 98926-3109
In reply refer to: 4077550279
Mar. 29, 2012 LTR 4168C 0
91-0210430 000000 00
00039116
BODC: TE
Employer Identification Number: 91-0210430
Person to Contact: Sophia Brown
Toll Free Telephone Number: 1-877-829-5500
Dear Taxpayer:
This is in response to your Feb. 20, 2012, request for information
regarding your tax-exempt status.
Our records indicate that you were recognized as exempt under
section 5O1(c)(6) of the Internal Revenue Code in a determination
letter issued in July 1942.
Because you are not an organization described in section 170(c) of the
Code, onors may not deduct contributions made to you. You should
advise your contributors to that effect.
Please refer to our website www.irs.gov/eo for information regarding
filing requirements. Specifically, section 6033(j) of the Code
provides that failure to file an annual information return for three
consecutive years results in revocation of tax-exempt status as of
the filing due date of the third return for organizations required to
file. We will publish a list of organizations whose tax-exempt
status was revoked under section 6033(j) of the Code on our website
beginning in early 2011.
If you have any questions, please call us at the telephone number
shown in the heading of this letter.
Sincerely yours,
Cindy Thomas
Manager, EO Determinations
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandi
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than %: inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
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 %2 inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 7. 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 Advertisin :
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.
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 Advertisins:
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 Advertisin :
Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. 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:
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.
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.
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