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HomeMy WebLinkAboutLT-2020-027LT -2020 -027 -SPIRIT OF THE WEST 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND SPIRIT OF THE WEST COWBOY GATHERING This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and SPIRIT OF THE WEST COWBOY GATHERING ("Contractor"), for the 2020 Spirit of the West Cowboy Gathering (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. Pavment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of two thousand eight hundred fifty six dollars ($2,856) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of two thousand eight hundred fifty six dollars ($2,856) (Kittitas Co. 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 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 2020 County Lodging Tax Funding Agreement Page 1 LT -2020 -027 -SPIRIT OF THE WEST 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: Entertainer Expenses • Facility rental • Marketing and Advertising • Website updates- creation and content • Development of marketing materials 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. 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. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, 2020 County Lodging Tax Funding Agreement Page 2 LT -2020 -027 -SPIRIT OF THE WEST and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non -complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Releases Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. 2020 County Lodging Tax Funding Agreement Page 3 LT -2020 -027 -SPIRIT OF THE WEST Section S. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured 2020 County Lodging Tax Funding Agreement Page 4 LT -2020 -027 -SPIRIT OF THE WEST retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 2020 County Lodging Tax Funding Agreement Page 5 LT -2020 -027 -SPIRIT OF THE WEST violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS v / J 21 /,�-O2-0 Vi ��,,„� t i:ar1t�17►r�s� o n e r Clerk ofAhe Board AS TO FORM: Deputy Prosecuting Attorney CONTRACTOR [Prit Name] r 5 1 �p [Address] ,� '- g,;7,9 [Telephone] 2020 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Did you attend the Grant Application Workshop - 2019 hosted by the Kttitas County Chan-ber of Corm-erce? Workshop - 2019 * r Yes r7 No Submittal Instructions Gr Yes, & General I have read and understand Subrrittal histructions and General Information for the 2019 Lodging Tax Grant 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* Spirit of the West Cowboy Gathering Organization Address* Street Address PO Box 553 Address Line 2 oty Ellensburg Postal /Zip Code 98926 Website EllensburgCowboyGathering. com Federal Tax ID #* 26-3426669 UBI#* - 602-464-080 Organization is a:* 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 Spirit Non Profit Letter.pdf Organization Status* Acceptable file forrratsinclude: JPG,PCF orTIFF. Contact Information First Name* Diana Last Name* Tasker 386.67KB Phone Number* 509-929-1216 Email * tasker@fairpoint.net Project or Event Information Project/Event Name* Spirit of the West Cowboy Gathering 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 2/14/2020 2/16/2020 Project/Event Various Locations in Downtown Ellensburg, Location* Kittitas Valley Event Center, Senior Facilities New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event?* r New Project/Event (Four or fewer years in existence) Amount of Funding $ 4120.00 Requested * If you selected "Ongoing Roject/Event" above this arrount nay not exceed 10% of the total expense budget of this project. Funding Request Max 4,120 Tourism Seasons* Fromthe list below, what season will your project enhance tourism.? Select any which apply. r Year-round (January - December) Pr, Off Season (November - February) r Shoulder Season (October or March - May) High Season (June - September) Application Questions: Part 1 �l 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 Spirit of the West Cowboy Gathering is a Celebration of Music, Poetry, and Art. Project/Event This celebration of the traditional western heritage features some of the Nations Description * best performers. The Spirit of the West Cowboy Gathering is President's Day weekend and provides an opportunity for tourist, locals and traditional western followers to enjoy the culture of the American West and relive the cowboy life while listening to stories, poems and ballads of the west. The event includes family friendly events and concerts. There will be ticketed concerts with headline entertainers. Free entertainment will be offered both Friday and Saturday throughout downtown Ellensburg which has been well attended and increases traffic flow to the Business District. Other events include story hour for kids, Educational workshops and presentations, exhibits and demonstrations Cowboy Church and Open Mic Sessions. In addition vendors, both local and northwest, set up for three days at the Kittitas Valley Event Center. The Sunday activities and afternoon concerts are planned to encourage festival attendees to stay longer in the Kittitas County area making use of hotels/motels camping. This results in the attendees increasing their spending in local businesses. Our goal is to attract new attendees, families, various aged groups who may never have experienced a Cowboy Gathering. Lodging tax funds will be used to reach out and increase the marketing and advertisement of the Spirit of the West Cowboy Gathering festival event. Our marketing campaign will target Washington State residents as well as Idaho, Oregon Montana and Utah. The marketing will include social media, our website and facebook. Also print media such as mailer, brochures, fliers, magazine and newspaper ads as well as radio and television. 250D character lirrit List of Intended Use of Funds* Entertainer Expenses Facility Rental Marketing and Advertising Website Updates - creation and content Development of Marketing Materials 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 accomrodations; Projection * The Spirit of the West is held on the President's Day holiday weekend. With offering 3 days of events on a holiday weekend we can entice festival attendees and families to come and experience the traditional cowboy music and poetry. Out of area visitors will be encouraged to spend the additional night in the local lodging facilities and take advantage of the other offerings from local businesses as well. The ticketed and free performances both at the Event Center and in the Downtown Business district we can keep the festival attendees in town. This provides local businesses the opportunity to be a part of the festival and visitors can experience the festival and the local businesses. 2500 character lirrit Response 2.1: We have purchased lodging for the entertainers and guest at the local hotel and Evidence * motels. Additionally, the festival attendees and vendors have reported that they are staying in the local lodging facilities. We have confirmed with the event center multiple overnight camping stays as well. With information obtained from ticket sales we estimate 28% attendees were from within Kittitas County and 72% outside of Kittitas County. Almost 60% of those attending were traveling from 50 miles or more. 2500 character limit Response 2.2: 2.To a place fifty n1les or n ore away fromtheir Pace of residence or business for the day or staying overnight; Projection * Spirit of the West Cowboy Gathering takes place in the off-season during the three day weekend in February. With no other event of this kind happening at this time in the area. Spirit of the West offers numerous events designed to increase the attendance and the length of their stay. Our goal is to increase the tourism in Kittitas County with ticketed concerts with well-known headliner entertainers, free concerts with Regional and local entertainers, kid and family friendly events and workshops and demonstrations and presentations. Visitors can enjoy affordable entertainment and stay multiple night in Kittitas County. 2500 character limit Response 2.2; Through ticketed concerts sales and attendees estimated at the free concerts and Evidence* events we have approximately 1800 visitors. Attendees at the free events such as the free concerts over two days, two and half days of vendors booths, educational workshops and presentations and demonstrations as well as the ranch roping competition draws attendees, families contestants and vendors over the weekend. 2500 character lirrit Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * We have entertainers from Canada and Oregon, Idaho and Montana as well as across Washington State performing at the Spirit of the West Cowboy Gathering. Each of them have a following and they permute the event in their regional areas and on their websites and social media.. Each of the entertainers provide contacts and suggestions of marketing opportunities in their region. We have a relationship with Tommy Tucker at KLRC in Lewiston Idaho. Tommy promotes the Spirit of the West Festival on his Radio show and reaching out to the Entertainers for interviews as well. As the entertainers travel to other festivals they promote Spirit of the West year round. Marketing efforts will be centered on Idaho, Oregon and Montana as well as across Washington State. Dr. Nels Nelson in Pendleton Oregon promotes our event in and around Pendleton. We are working with the Columbia Chapter of the International Wesern Music Association for partnering marketing efforts. As an off-season festival Spirit of the West promotes travel on the three day weekend so visitors can come and experience Ellensburg and the Kittitas county. 2500 character lirrit Response 2.3: With information obtained from ticket sales we estimate 28% attendees were from Evidence * within Kittitas County and 72% outside of Kittitas County. Almost 60% of those attending were traveling from 50 miles or more. 2500 character lirrit 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: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results Response 3 C: Measuring Results* What tools will you use to rreasure your event's irrpact on tourisrrP Reese be specific and provide exarrples. Spirit of the West Cowboy Gathering is an annual date specific event that is held Presidents Day Weekend. Being the festival takes place over the three day weekend in the off season, we offer tourist the opportunity to visit and experience something a little different that takes place indoors. Since it is an indoor event it is not as weather dependent and can be included as part of a all inclusive weekend or as part of a trip or other activity in the Valley. Folks from western Washington can travel over for and participate and enjoy the fun weekend and get out of the grey and rainy weather. Tools we use to measure the impact on tourism include: Gathering Zip codes from ticket sales and merchandise sales. Surveying of attendees in person or through online survey to gathering date and where they stayed, how long they stayed and where they traveled from. Discussions with local lodging facilities to gather information on their guests room nights used. IN the past we have presented a survey to local businesses as well to get feedback on their visitors and sales. 2500 character lirrit A. Is your project/event year-round or is it seasonal or date -specific? r Year Round r Seasonal to Date Specific Your selection here should be supported by the dates you provided above, in the Roject or Event Information section. B. What strategies will you errploy to assure you are attracting tourists fromat least 50 miles away? A marketing campaign will be geared towards reaching customers in Washington, Idaho, Oregon and Montana. We will use online tracking for website visits, ticket purchases, hotel bookings and other similiar items to see results of attracting them to our event. Radio ads will provide a call to action and bring awareness to our event. We will partner with the Chamber of Commerce on distribution of flyers and brochures to visitors requesting information on the community and the event. 2500 character linit C. What strategies will you use to assist in rrarketing all of Kittitas County as a tourist destination with your event/project funding request? The following strategics will be explored and used: County branding logo on our website and materials Link to other events in the county. Link to partner businesses. We are a member of the Chamber of Commerce and include a link to their tourism site. Cross promotion with other events in the county. 2500 character lirrit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration * The Spirit of the West Cowboy Gathering has partnered with the following organizations, businesses, and individuals to encourage and increase tourism through cross promotion by social media, local advertising, print media, website links and reverse links. Businesses have partnered with Spirit of the West as they have seen an increase in business during the festival weekend through past surveys. Blue Rock Saloon CWU CWU ROTC City of Ellensburg Arts Commission Clymer Museum of Art Cowboy Traditions Ranch Roping Daily Record Downtwon Ellensburg Businesses Ellensburg Down Association Ellensburg Rodeo Fitterer's Furniture Gard Vintners Idaho Cowboy Poets Association International Western Music Association - Columbia Chapter KLRC Radio - Lewiston Idaho Kittitas County Cattle Women's Association Kittitas County Chamber of Commerce Kittitas Valley Event Center Rodeo City BBQ Western Music Association Western Cultural Center 2500 character limit 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* We are constantly changing the entertainers we bring to the festival to make it attractive and yet affordable. We have changed locations of concerts trying to manage expenses while yet still having a top notch event. We have sponsorship opportunities for those individuals and businesses that want to support the event. We are mindful of the requests of guests and are continuing to try and improve and meet the needs of the visitors. 2500 character limit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information 25W character lirrtt Supporting Documents You rray upload any supporting docurrents such as graphs, irTages, diagrarrs, marketing materials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JFK FDF or TIFF forrrat 71 Previous Lodging Tax Grant Information Previous Years Has 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 C' Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year Projected 2,000 2,200 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 project/event? Prior Year* Projected * 70 70 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 We used the number of ticket sales and inquiries of attendees and to lodging Overnight's Stay facilities of their estimates as well as the rooms we booked for guests and Response* entertainers. Additionally the confirm Camping site stays at the Event Center were used by attendees, vendors and guests. 2500 character limit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roominight information. Overnight Stay Data You rray upload up to three single pages (LIS Letter), of information. If you a single multi -page docurrent, only the first three pages will be considered. The following for rats, will be accepted: JPG, FDF or 11FF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* Does your organization have, or have you applied for funding from other sources? r Yes E, No Explanation * If not, why not? Funding from Fred Meyer and Bi -Mart requests are in the works and will be submitted shortly. Sponsorships are being pursued at this time. 2500 character lirrft Funding Shortfalls * What changes would occur if the project couldn't be funded? If we were not funded we would have to re-evalute the number of concerts and entertainers as that is our largest expense. The free concerts used to entice visitors would have to be looked at. It is a popular part of the festival however it would have to be looked at to see if there was a way to recover some of the costs associated with that. The ticketed concerts are what are cost -recovery vehichle is at this time as well as the sponsorships and grants. 2500 character lirrit. Matching Funds 752.43 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 itemi2ing 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 potentiallyjeopardize your application's chance for review. Verification of In-kind For any claimed in-Idnd contributions valued at $500 or rrrne and related to rrarketing/advertising, you must submit Contributions verifying docurrentation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 LTAC Grant $ 7,000.00 $ 9,400.00 $ 7,400.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Donors and $ 11650.00 $ 10750.00 $ 4500.00 Sponsors 2020 Projected $ 4,120.00 Projected $ 7000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Sales $ 19483.00 $ 21000.00 $ 10000.00 $ 14000.00 Vendor Fees $ 4525.00 $ 5950.00 $ 5950.00 $ 4000.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Services & Materials $ 10000.00 $ 11747.00 $ 11500.00 $ 5000.00 Grants $ 1000.00 $ 1800.00 $ 2000.00 $ 1000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 3,237 3,074 1,850 1,780 Evidence of Volunteer Rease upload a singlefile which offers evidence in support of the projected volunteer hours. Contributions* Projected Volunteer Hours Spirit 2020.pdf 34.82KB Calculated Value of $ 41,936.80 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 53658.00 $ 60647.00 $ 41350.00 $ 77056.80 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Facility Rentals $ 3292.00 $ 6837.00 $ 6850.00 $ 6000.00 Insurance $ 1970.00 $ 1970.00 $ 1970.00 $ 2300.00 Services $ 6650.00 $ 16641.00 $ 5110.00 $ 5000.00 Marketing & $ 7021.00 $ 13259.00 $ 11000.00 $ 10000.00 Advertising Entertainment $ 18500.00 $ 21250.00 $ 17000.00 $ 15000.00 Accommodations $ 1566.00 $ 2352.00 $ 2344.00 $ 2500.00 Security $ 400.00 $ 1200.00 $ 250.00 $ 400.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 39399.00 $ 63509.00 $ 44524.00 $ 41200.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 14259.00 $ -2862.00 $ -3174.00 $ 35856.80 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: rYJ��I/� �f/.�Ft• Name * Diana Tasker Applicant's Title* Board Secretary rx, asv�rva a�vi.+ta � F. O. Sar 2500 UINV'IKKKA-x. OR 55701 • MR 19 225,13 BQmx7' OS "t owl cowayr d16 i (17mm " f awamIUBUw. a 10971 i ra ?VXUTNNM or isne r Roployer IdontifAcation *abars 26-3426669 oim s 21705.3029277019 Contact veram: 8'ESMk zu MDO 91517 Contact 2*10paoae Rum6ar a (677) 079-5500 hccOuating POW10d Madings 1sbanwry 70 Publia Charity ntataao ram 990 ]Raquixods Ism teltaative Sate of RmwFticsos .,%Xmmuy Sa. 2005 OOnts36etioe DeduatIbilltys rem Jkldendim itpplieas so 1 Dear Applicant i NO axv gsleaaad to !mora that 4xm x+ -Um of ]Pour ippliCation !or tae: exes4.t atatun re have dist _ that you are �t lxG+a_ eek. Lwxm �I_ Lmder t+es lati 241 i�1 W , � Dxte=a7• Pavmum Onde. Oontrlbsxt ma to yw ax. deductible under section 0 4L the Onde. You are also gnaLitied to receive Um deducCi.bla boWaasta, , t"Marere or gi..rCJI lnsdar *arctic%& 7053, 2106 Or 7572 of tha Co", go a this 1"tt x 0-14 bllp x"o'" M=y questions rogazdIA9 Ymw CM=Rti atROLS, you abm"'d keep it in YvU Pormssont xeoor+da. Orgari3ita, 4am a &Avb &O"A40 501(0) (3) or the Coda S%m rurxLer CI.Szoi.riod " 111W30x 0*11.a charJCW 4r ¢riraste 90UPextiotsA. No d6taxnj.++.� YKU arc a p�Lia ubarity u�odatx tLa� OrrSe ..6ct- .,,,(n) ]lotted Sas the hen4iug ogtUis PLaaea ae ms3Amvd. Pub"tioas 4271. -)PC, Oos>lirnWe Golds for Sox (o) (!) 3hWto claxtitias, ftr acss.e halpla in#axwatAAn about your zfespqn,,�ibi).xtiaa Y an Q--vt a�aisiaastLm. 1 Letter %7 (DO/Ce) Spirit of the West Cowboy Gathering Projected Volunteer Hours Board Members Meetings, planning'and prep - 6 at 5 hours a month —10 months 300 hours Meetings, planning and prep 6 at 10 hours a month — 2 months 120 hours Committee 6 at 4 hours a month 10 months - 240 hours 10 at 10 hours a month 2 months - 200 hours Festival Set up 20 people at 14 hours - 280 hours Festival 20 people at 10 hours - 600 hours Clean—up 10 people 8 hours —40 hours Total Volunteer hours : 1780 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Brandin 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 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. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising: Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 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: 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