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HomeMy WebLinkAboutAmended LT-2020-009Amended LT-2020-009-KEEN-Bl RD FEST 2O2O LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY ENVIROMENTAL EDUCATION NETWORK This Contract, effective January t,2O2O is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and KITTITAS ENVIROMENTAL EDUCATION NETWORK ("Contractor"), for the 2020 Yakima River Canyon Bird Fest ("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 "8" 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 fifteen thousand dollars (S15,000) (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 fifteen thousand dollars (S15,000) (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 15,2O2I 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 7 Amended LT-2020-009-KEEN-BIRD FEST 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 4 uditorsaccounting@co. kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. t Contractor is eligible to claim reimbursement for the following items and amounts only: Advertising and promotion (Cornell Bird Lab, Facebook/Social Media, Bird Watchers Digest, NPR, AllAbout Bird). Design Fees (for posters and other promotional materials). Printing (for posters, flyers, and event program). a a a 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 Mailing fees. h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. 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 fol lowi ng add ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx Section 3. Performance by Contractor. 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. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt 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. 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 a c _2020 County Lodging Tax Funding Agreement Page 2 Amended LT-2020-009-KEEN-Bl RD FEST Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, lndemnitv, 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 a a a a Any breach of or default under this Agreement by Contractor _2020 County Lodging Tax Funding Agreement Page 3 Amended LT-2020-009-KEEN-Bl RD FEST Section 5. Compliance with Public Records Law. ln 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. ln 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. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees and agrees that the obligations to indemnifiT, 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. lnsurance 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 lnsured 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 Amended LT-2020-009-KEEN-Bl RD FEST 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. ln the event the County terminates the Contracto/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. 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. 1"08, 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 Amended LT-2020-009-KEEN-BIRD FEST 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. lf 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 oner MMI NERS Clerk of the Board CONTRACTOR \r\ Ubfr/ 4l Tl>o>p rPfu/i; \\lllllli////i MIS [Telephone] AS TO FORM Deputy Prosecuting Attorney tn County Lodging Tox Funding Agreement Page 6 EXHIBIT ''A'' CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2019 * Dd you attend the Oant Appiication V\brtahop ' 2019 hosled by the lfttitas Ocunty Oranter of Oonmerce? C Yes GNo G Yes, I have read and undersland SuLrrrittal krslructiom and General lnfornation for the 2019 Lodging Tax Gant Funding Flocess Submittal lnstructions & General lnformation * 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 butlon at the bottom of this page. When you do this you Wll be logged out and must log back in to continue. ln order to save a draft you will need to provide an email address and a passr,vcrd. Afier 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 I nformation Name of Organization * Kittitas Environmental Education Netrarrcrk Organization Address * SYeet Address 414 South WillowSt. ' Address Line 2 otv Ellensburg tostal/ Zip Oode 98926 State/Flovincelkgion WA Ccuntry United States Website Federal Tax lD #* UBI #* wmru.ycic.org 22-3489021 602-1 98-36s Organization is a: *C Government Entity G 501(c)3 C 501(c)4 C 501(c)O f Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of lnS Cbnf of Exempt Status under 501(c)3.pdf Organ ization Status * Acceptabte fite fornEts irrclude: JFG, FDF or T1FF. Contact lnformation Last Name *Schefler 46.61K8 First Name *JiI Phone Number* 509-551-8807 - ..ttEmail ^ kiii.iiasee@gmail.com Project or Eveni lnformation Project/Event Name* Yakima River Canyon Bird Fest Event Dates Please provide any specific dates, or range of dates, on wtrich your event or projeci will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 51812020 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Fundlng Request Max Tourlsm Seasons* Application Questions: Part 'l End Dates 5110t2020 Helen McCabe Park, Umtanum Creek Recreation Area, and Canyon River Ranch Lodge a Ongoing ProjecVEvent (More than four years in existence) G New Project/Event (Four or fewer years in existence) $ 18700.00 lf you selected "G.tgoing RojecV&enf' above this anDunt nay not exceed 10% of the total experse budget of this project. 30,350 Fromthe list belon, what season willyour prQect enhance tourisnP Select any which apply. ll Year-round (January - December) [-l Off Season {November - February) 17 Shoulder Season (October or March - May) fl Hign Season (June - September) Please answer each question completely, in the order listed, Please include anysupporting data within the response narrative. 1 | ProjecUEve nt Description Please provide a description of your project/event and identify the specific tourism audience/market that your organization will target wiih these funds. You must include an iternized list of exactly how any grant funds awarded will be utilized. Response 1: ProjecVEvent*uescnptron Come bird with KEEN for 3-days during the second vr,eekend of May and discover the naiural beauty of Central Washington State! The Yakima River Canyon is an Audubon lmportant Bird Area (lBA) with some of the highest densities of passerines and birds of prey in the State. The Yakima River Canyon Bird Fest will ofler e4cert-led field trips, vendors, eXended field trips, lectures and keynote speakers, social events and music, and a plethora of bird uatching during early springl Yakima River Canyon Bird Fest will be a family-friendly event targeting birders throughout the Pacific Northuest and from around the wcrld. Birders iravel thousands of miles to add to iheir 'life lisis' and our festival will fall right in betvreen turn complimentary festivals - the Grays Harbor Shorebifl Festival in late April and the Leavenirycrth Bird Festival in late May. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best time to see colorful, diverse and rare bird species in the Canyon. Yakima River Canyon Bird Fest will feature Friday afternoon registration at festival headquarters based in Helen McCabe Park. Most attendees will stay overnight in hotel rooms, camp in the Canyon, or stay at the Yakima River RV Camp. ln addition, we will secure partnerships with Canyon River Ranch Lodge and other local hotels to provide reduced and/or group rates for festival attendees. Friday evening activities will include ovi,l hooting and bat field trips as well as music and drinks at a local venue to be determined. Saturday morning will begin with very early field trips, and activities will continue throughout the day capping off the evening with our keynote speaker. Complementary Get lntimate with the Shrub- Steppe (another KEEN event) activities occur on Saturday as well. Sunday morning will have more early morning field trips and the festival will wrap up at noon on Sunday. Itemized List of Grant Fund Lltilization: Advertising and Promotion (Cornell Bird Lab, Facebook/Social Media, Bird Digest, NPR, All About Birds, Cherry Creek) Design Fees (for posters and other promotional materials) Printing (for posters,flyers and event program) Mailing Costs (to send posters and flyers to remote locations) 2500 character linit List of lntended Use of Funds * Advertising and Promotion (Cornell Bird Lab, Facebook/Social Media, Bird Digest, NPR, All About Bird Design Fees (for posters and other promotional materials) Printing (for posters,flyers and event program) Mailing Costs (to send posters and flyers to remote locations) 2l Prolections of lncreased 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. Auay from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more a\ /ay from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections, Response 2.1 Projection * Response 2.1 EVtdence Response 2.2 Projection * L Away fromtheir place of residence or business and staying overnight in paid accorrnpdaiicns; with over 1.1 million annual drivers and thousands of birders visiting the canyon annually, the Yakima River Canyon Bird Fest is sure to be a very r,r,ell attended event. KEEiI anticipaies 500 at'ienciees in our ihird year. Basecj on 20.i8 attendance, we estimate that 60% of event attendees will be considered iourists (*300 people) and B0% of ihem will be staying in paid overnight accommodations (-240 people). 2500 character linit we estimated attendance numbers based on similar bird r,latching festivals in the state that regularly attract many hundreds of attendees, a survey we conducted in 2014, Kittitas county Tourism and Recrealion Plan that identifies wildlife viewing as ihe ihird mcsi popular aciiviiy and among the highesi ciay-trip erpenciiiure category, and WA State SCORP with nearly 60% of tourists engaging in wildlife viewing activities. We also based our 3rd year numbers on aitendance results from last year - our second year ofthe event. Because of this information, \iue knowihat birders visiting the yakima River canyon Scenic Byvuay are split equally betireen males and females with an average age of 61 years old and over. The majority of respondents lived in Western Washington {King, Pierce, Skagit, and Snohomish Counties) with an income betrueen $.100,000 and $149,000. Birders that participated in the survey said that they typically travel about 100 miles, but will iravel between 100 miles and 500 miles to seek out great birding opportunities ihat have a wide variety and rare bird species. Several survey respondents take yearly trips out of state or country for birding e4reriences. when traveling for birding excursions away from home, mosi stay overnight for approimately 2 nights in a motel/hotel. The majority of birders wtro took this survey said that they have been to the Yakima River Canyon Scenic Byuray for birding excursions. What they like best about the Yakima River Canyon Scenic Byiuay is the variety and number of birds thai show up due to the diversity of habitat. we also base our projections on use statistics that \ /e receive from the Bureau of Land Management about their recreation sites in ihe yakima River canyon scenic Byuay. Recently released use survey numbers show a steady and significant use pattern in the Canyon that shor,ro nearly 400,000 overnight stays in the Canyon during 6 months (May-Oct) in 2017. 2500 character linit 2.To a place fifty rriles w nore away fromtheir dace of residence or business for the day or staying overnight; wiih over 1 .1 million annual drivers and thousands of birders visiting the canyon annually, the Yakima River Canyon Bird Fest is sure io be a very uaell aitended event. KEEN anticipates 500 attendees in our third year. Based on 2018 attendance, rive estimate that 60% of event attendees will be considered tourists (-300 people) and 20o/' ol them will be staying for the day or staying overnight in non-paid accommodations (-60 people). 2500 character linit Response 2.2*trvloence Response 2.3:..*Hrolecuon we estimated attendance numbers based on similar bird rruatching festivals in the staie that regularly attract many hundreds of attendees, a survey lve conducted in 2014, Kittitas county Tourism and Recreation Plan that identifies wldlife viewing as ihe third most popular activity and among the highest day-trip ependiture category, and WA State SCORP with nearly 60% of tourisis engaging in wildlife viewing activiiies. We also based our 3rd year numbers on attendance results from last year - our second year of the event. We further base our estimates on a survey of birders visiting the yakima River Canyon Scenic Byuay we conducted in2014. Because of ihat survey, r,r,e know that birders visiting the yakima River Canyon Scenic Byuay are split equally betvrrreen males and females with an average age of 61 years old and over. The majority of respondents lived in Western Washington (King, Pierce, Skagit, and Snohomish Counties) with an income betr,rcen $100,000 and $'149,000. Birders that pafticipated in the survey said that they typically travel about 100 miles, but will travel between 100 miles and 500 miles to seek out greai birding opportunities that have a wide variety and rare bird species. Several survey respondents take yearly trips out of state or country for birding e4ceriences. when traveling for birding excursions away from home, most stay overnight for approximately 2 nights in a motel/hotel. The majority of birders wiro took this survey said that they have been to the Yakima River Canyon Scenic Byvray for birding excursions. What they like best about the Yakima River Canyon Scenic Byvray is the variety and number of birds ihat show up due to the diversily of habitat. we also base our projections on use statistics that we receive from ihe Bureau of Land Management about their recreation sites in the yakima River canyon scenic Bpray. Recently released use survey numbers show a steady and significant use pattern in the Canyon that shorne nearly 400,000 overnight stays in the Canyon during 6 months (May-Oct) in 2017 2500 character linit 3. or fromanother counlry or state outside of their place of residence or business. with over 1.1 million annual drivers and thousands of birders visiting the canyon annually, the Yakima River Canyon Bird Fest is sure to be a very uell attended eveni. KEEN anticipates befuveen 500 attendees in our 3rd year. Based on last years attendance, raae estimate that 60% of event attendees will be considered tourists (-300 people) and that 30% of them will be from another state or out of Country (-90 people). 2500 character linit Response 2.3:*hvioence we estimated aitendance numbers based on similar bird uratching festivals in the state that regularly attract many hundreds of attendees, a survey rive conducted in 2014, Kittitas county Tourism and Recreation plan ihat identifies wildlife viewing as the third most popular activity and among the highest day-trip e4cenditure category, and WA. State SCORP v;ith nearly 60% of tour-ists engaging in #ldlife viewing activities. We further base our estimates on a survey o{ birders visiting the yakima River Canyon Scenic Bymay we conducted in 2014. Because of that survey, ue know that birders visiting the yakima River Canyon Scenic Byrmy are split equally between males and females with an average age of 61 years old and over. The majority of respondents lived in Western Washington (King, Pierce, Skagit, and Snohomish Counties) with an income between $100,000 anu Q r4Y,uuu. Birders that participated in the survey said that they typically travel about 100 miles, but wiii iravel beiween '100 miles and 500 miies to seek out great birding opportunities that have a wide variety and rare bird species. Several survey respondents take yearly trips out of state or country for birding eryeriences. when traveling for birding excursions away from home, most stay overnight for approximately 2 nights in a motel/hotel. The majority of birders who took this survey said that they have been to the Yakima River Canyon Scenic Byway for birding excursions. What they like best about the Yakima River Canyon Scenic Byway is the variety and number of birds that show up due to the diversity of habitat. we also base our projeciions on use statistics that rae receive from the Bureau of Land Management about their recreation sites in the yakima River canyon scenic Byuay. Recently released use survey numbers showa steady and significant use paltern in the Canyon that shows nearly 400,000 overnight stays in the Canyon during 6 months (May-Oct) in 2017. 2500 character linit Application Questions: Part 2 3lMeasuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide ercmples. lnclude the following informaiion: A. ls your projeci/event year-round or is it seasonal or date-specific? Go to definilions of terms. B. What strategies will you employ to assure you are attracting tourists from at least S0 miles araay? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your evenVproject funding request? Response 3: Measuring Results* \ /hat tods will you use to nEasure your event's irpact m tourisrr? Hease be specific and provide exanples. A. The Yakima River Canyon Bird Fest is a date specific event. B. Pre-registration will be required for events, lectures, and field trips. we can track attendee information this way through our online tickei sales. ln addition, Yakima River canyon Bird Fest headquarters will be locaied at Helen McCabe Park and everyone attending the event will be required to check in, receive their event materials, and in this v\ay, \,e will be able to track attendees' destinations and overnight stay statistics. we will conduct an in-person survey in 2020 in order to increase survey responses and get direct overnight stay data. we have found that our online surveys are not well-responded to (rne believe that this is due to the older age of our event attendees). We are consiantly refining our advertising methods. Our partnership with Living Bird Magalne will begin earlier, and add print to their digital presence. They will, at the conclusion of the publishing/financial cycle, provide the data wtrich will demonstrate their effectiveness. C. We have a link to the Chamber uirebsite, provide Chamber materials in the 'go bags' for every pafticipant, and provide the hotel registration widget on our festival page. ln 2O20 rue will strive to improve the event and increase attendance through appropriate adjustments to the information gathered. Survey questions may include: -Zp code of residence? -Staying the night? -With a friend or in paid accommodations? -Best part ofthe event? -What wculd you change? -What uould you like to add? -Did you think the event riras vrell organized? -Will you attend next year? -Will you invite friends to attend with you? -ls there a band you recommend that you would travel to see? -Howdid you hear about this eveni? -What is the best way for you to hear about events like this? -Will you spend any extra leisure time exploring Ellensburg and Kittiias County? We will have a supply of helpful publications, maps, and event schedules provided by the ChamberA,/isitor Center that are included in our registration packets for attendees. 2500 character linit A. b your projecVevent year-round or is it seasorpl or datespecific? C Year Round C Seasonal G Date Specific Ya;r selection here should be supported by the dates you provided above, in the Rqiect or 6rent hrfoffralion section. Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* Application Questions: Part 3 B. \ hat strategies will you endoy to assure you are aftracting tourists frornat least 50 niles away? Yakima River Canyon Bird Fest is a date specific shoulder-season event. We will advertise on national birding rrvebsites and through Facebook ads with a targeted audience identifled as birders and bird enthusiasts from around the Pacific I\UI U IWSL. Our 20'18 final report shows our online targeied audience locations for all ads on Facebook, Living Bird Maga2ne, and Bird Watcher's Digest (they focus on Seattle area, Spokane area, Portland area, and Vancouver BC area). All our advertising will followthe required guidelines for branding as specified in the grant. KEEIlls website and FB pages and social media will identify funders and sponsors with appropriate recognition. Further ue will identify affinity events happening during the same time of year in Kittitas County as a rdiay to identify opportunities to extend stays before and after the event. 2500 character linit C \Aftat strategies will you use to assist in narketing all of Kittitas Oounty as a tourist destination with yarr evenVproject f unding request? Traveling to Kittitas County in the spring is one of the best times to visit our area. We will follow the rules of the contract on our marketing items with appropriate logos, and wiil also work to increase attendance by encouraging other activities while here. KEEN will use our social media accounts to share and cross-post recreation, farmers markets, wineries and local breraieries to the same audience Birders travel thousands of miles to add to their 'life lists' and our festival will fall right in betvr,een iunr complimentary festivals - the Grays Harbor shorebird Festival in late April and the Leavenraorth Bird Festival in late May. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best time to see color{ul, diverse and rare bird species in the Canyon. To the etent possible, we will cross post to these other festivals and gain audience and ad reach that \Ey. Each attendee receives the Chamber handout packet in their event go bags, we link to the Chamber uebsite on our rnaebsite, and ue put the hotel registration widget on our u,ebsite for ease of iravel arrangements. 2500 character lirit 4lCollaboration lf your organization collaborates or has cr.eated partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration *Yes, KEEN panners wiih several groups in Kitiitas County and across the state to promote and encourage tourism. For Bird Fest rare specifically partner with Seattle, Kittitas and yakima County Audubon groups and the Kittitas County Field and Stream Club. These organizations provide epertise, field trip leaders, event volunteers, and planning committee members. We also work with CWU interns and professors, epert field trip leaders from around the state, and WA State Parks for ihe location of the event. This event v\ould not be successful without these partnershipsl We also partner with Canyon River Ranch Lodge for the dinner, auction, and social gathering for the event. 2500 character linit 5lFuture Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*KEEN increased sponsorship levels, vendor's fees, and other cost-covering fees for participation in 2018. As the event grolris we believe that our sponsorship levels will increase and ine will attract more vendors over time causing this to continue io be a revenue positive event for KEEN and eventually to become self-sustaining. As happens in the bird-uatching world, once an event is established, birders start to look for event details earlier and earlier (ue have in fact, as of this writing, already heard from several birders looking lor 202O details). 2500 character linit Application Questions: Parl. 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism, Additional lnformation Unfortunately KEEN vras not be able to undertake the Yakima River Canyon Bird Fest in 20'19 and raas forced to decline the lodging taxfunding v\r-d \,ere avrarded. The washington orniihological Society planned their annual meeting and field trips (essentially the exact same model as our event) for the same weekend in Moses Lake. Many of our field trip leaders are members with that organization and could not attend both. We could not move our vr,eekend due to other conflicting dates within our organization and other nearby bird festivals. WOS moves their conference location every year, but this year it happened to conflict with ours. We rnere intensely disappointed, and epressed our concerns to WOS clearly, but ultimately decided thal we couldn't compete with something so similar so close by. Please eryress our deep appreciation to the members of the combined Lodging Tax Advisory Commiitee. We are thankful for their support and look fonaard to applying again for 202A and having another successful Bird Fest! 2500 character linit Supporting Documents Ycu nay upload any supporting docunents suDh as graphs, inages, diagrans, rrBrketing naterjals, etc. Save the Date.jpg B7.02KB Yo-i are alloured to subrdt up to 3 single page (L.S Lefter) docunents in JFQ FFor TlFFfoffrat TlPrevious Lodging Tax Grant Information Previous Years Fhs your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this evenVproject has not previously received Lodging Tax Funding.Grants* c yes, 1 year previous C Yes,2 years previous C Yes, 3 or more years previous How many participants and spectators attended last year's activrty and/or will attend this year? Prior Year* 300 Projected * How many days didiwillyour eveni occur? Prior Year* 3 Projected * 3 How many paid overnight stays were and/or will be booked as a result of your projectlevent? Prior Year* 120 Paid Overnights' Data Support Explain how the room nights data above from the prior year vras collected and how the projection for the next year is derived. (For example, if there i,ras a survey conducted for the prior year, explain the methodology. For the projections, what are they based upon and how is that basis justified?) Projected * 325 2417 and 2018 Bird Fest overnight data was collected through an online survey sent to all attendees and strategically extrapolated based on ticket sales address data. We had a low response to our online survey after the event in 2018. We believe this is due to the fact that our event attendees are over 65 for the most part and are not accustomed to completing online surveys. Far 2020, we will ask the question about overnight stays on the regisiration form so that ulre don't have to rely only on a survey after ihe fact. We will also conduct in-person surveys during registration pick up (every event attendee is required to come to the registration tent at Helen McCabe State park to pick up their registration packets). Registration data is attached from 20'1 8. This reflects registration of just the ticket buyer - most buyers purchased at least 2 or more ueekend passes and other ticket types so it does not reflect the total number of attendees, but does reflect the distance traveled to attend the event. 2500 character linit. Prior Year Paid Overnight's Stay Response* Prior Year Paid Overnight Stay Data Application Questions: Part 5 h addition to field above, you nay ufload the evidence to support the trior years' roorrinight irftrnation. Yakima River Canyon Bird Fest 2018 Registration (Responses) - Final pre-registrant lisi.pdf 55'39K8 You nay upload up to three single pages {LS Letter), of infryration. lf you a single mtlti-page docunent, only the first three pages willbe considered. Thefdlowingfornats, willbe accepted: JFe ffor TIFF ,i} SlFunding Does your organization have, or have you applied for, grant funding from other sources? tf not, wtry not? lf yes, please list the funding you have for ihe project, including any volunteer and in-kind sources in euestion 9l 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 apdied for funding fromother sources? /i Yes C No Funding for which you have applied but not yet secured Funding Source National Environmental Education Foundation Mountaineers Foundation Kittitas Audubon Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions V\,hal changes would occur if the prcject couldn'i be funded? lf advertising funds are noi supported through this process u,e will likely reduce the number of ads ire place in print format - as that is the most epensive format. specifically the Living Bird Magalne print format is quite e>pensive. ln addition, uire'd limit the number of NPR ads purchased as that is another e4censive option. 2500 character linii. 113.64 % This fidd w ill auto fill w ith the conect percentage based on your input to budget section below Amount $ 5,000.00 $ 2,500.00 $ 5,000.00 9l Project Budget Overview Please complete budget for this project/proposal. lf 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 musi include anticipated revenues, expendiiures, and any potential profit or loss. For projects/events wlich are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemidng the matching value and obligating each party must be provided. AfiENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget porlion are required to be filled before this form is submitted. Froviding all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. For any clained i+kind contributions valued at $500 or npre and rdated to narketinladvertising, you rrust subrit verifying docunentaion whiclr assures the contribution will be provided. Revenues From Consolidated Lodging Tax Grant Budget Year tn4 a n tnanEdii if necessary 2417 All Other Revenues Past Actual 3 $ 10,000.00 Past Actual 2 $ 7,000.00 Past Actual 1 $ 0.00 Projected $ 18,700.00LTAC Grant Funding Account Name Sponsorships Collateral Sales Vendor Fees Ticket Sales Past Actual 3 $ 1000.00 $ 250.00 $ 0.00 $ 3000.00 Past Actual 2 $ 2645.00 $ 500.00 $ 0.00 $ 6565.00 Past Actual I $ 0.00 $ 0.00 $ 0.00 $ 0.00 Projected $ 5500.00 $ 750.00 $ 2500.00 $ 12500.00 I n-Kind Contributions (except volunteerism) Past Actual 3 Past Actual 2 past Actual 1 projected Number of Hours 1,000 1,012 1,022 Evidence of Volunteer Hease u$oad a single file which offers evidence in support of the projected volunteer hours. Contributions* yRCBirdFestVolunteerJustification.pdf Account Name Contributions of Volunteer Time 121.98K8 Revenue Totals Expenses $ 24,078.32 Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ 0.00 Projected $ o.oo Calculated Value of Projected Volunteer Time Past Actual 3 $ 14250.00 Past Actual 2 $ 16710.00 Past Actual 1 $ o.oo Projected $ 64028.32 Account Name Advertisino Collateral Purchases lnsurance Bus Rental Past Actual 3 $ 10000.00 $ 3500.00 $ 1500.00 $ 2000.00 Past Actual 2 $ 7000.00 $ 0.00 $ 1500.00 $ 400.00 PastActual 1 $ 0.00 $ 0,00 $ o.oo $ o.oo Projected $ 14500.00 $ 1000.00 $ 1500.00 $ 600.00 Account Name Speaker Fees Entertainment Program Printing Supplies Ticket Selling Fees Catering and Venue Rental Hospitality Mailing Costs Design Past Actual 3 $ 1000.00 $ 0.00 $'r500.00 $ 675.00 $ 300.00 $ 0.00 $ 5oo.oo $ o.oo $ 0.00 Past Actual 2 $ 1000.00 $ o.oo $ 1847.00 $ 430.00 $ 300.00 $ 4000.00 $ 500.00 $ 0.00 $ o.oo Past Actual 2 $ 16977.00 Past Actual 2 $ -267.00 PastActual 1 $ 0.00 $ o.oo $ o.oo $ o.oo $ o.oo $ o.oo Projected $ 1500.00 $ 500.00 $ 2500.00 $ 750.00 $ 300.00 $ 5000.00 $ 500.00 $ 200.00 $ 1500.00 Projected $ 30350.00 Projected $ 33678.32 Expense Totals Profit & Loss Past Actual 3 $ 20975.00 Past Actual 3 $ -6725.00 $ o.oo $ 0.00 $ o.oo Past Actual 'l $ 0.00 Past Actual 1 $ o.oo 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, eihnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. Thal it will abide by all relevant local, siate and federal larnrs and regulations and; 3. That it has read the information contained in the lnsiructions on pages 1 and2 and understands and will comply with all provisions thereof. Certified by: Sign Name*Jill Scheffer Applicant's Title*President lfi'l'r(BNAL ttBVrNUE SBRVICA P. O. EO:C 2508 CIt{CIlUnTr, OE i[52O]. Datse;A000tm KXrmtAg EDnr[RO$GtSeAL EDnCArrOn NSFflORK PQ BOX 58? EI.T.E{SBURG, }rA 96926 DEPANII{ENT OF CB 1nEAST'RY &pl.oyer Idemtif lcatie !ftrnber : 22-384902L DIN: 1705306780r.0ri CO[teeU EerFoqr:L. 9tAYrgB BgrEE tO* 3t462 e@eact felepboic lft.mber:(877' 8e9-5sOO Irublib rih4rity SiaEug : 1?0(b, trl (Al (vtl bear ApplieaaE: Our letter datcd iVI'Y 2OO2, etsated yrru rquld be exeqrt from Federal iacome tax ulrter secli@ 501{cl (3} of tbe fubexral RevEEue Code, and you eoulil be treabod as a prrhl.lc obartty dluringr as advarice nr'f{rg perLod. Based orr outr rec{rrclg a*d on Elre i,sfornacl,on lltru eub[dtted, st a.Ite pleased to cosfira that ferr arc excqrt llnder ae€Eior sof. (c) (31 of gbc code, and you are Glasgificd ee a public cbarley nrder Fh€ cod. fecclolr llatsed 5s tba boadlng ot ' Lhis leEter- hrblicaElon 55?, Tax-Bce4tt statsus for Your orgrsntaaclon' provides dcbailed {aformegl.on a-fout your ri}hte and res;rod"si.bllti'tes a9 ar exenpF otganizatisa. -You may regueet " 6opy'ty catltqg tJre eaU-lree nuober for forms. . - (€OOt aZi-ggfg. fnt6zmalfon [e al'so aval1eti]e ql crrrr rnterrret rteb Slce at www. ire "gov. If you have gegeral. gucatlolo about e$eqtt organlzaElone, pleaee call sul Loti-fsee number pfrown in tbc headlog betsreen 8:oo a-rn- - 6130 p-n. Eartera t,lme. Please keep tb.ia lebter :io pur pefuab{iog recotds. gll€ere1Y Ystrr3, Vt Q.6rt^^,t-',--'1 rn/6 G. l.errrsr Dlrectof , Bcerpt Organi.zatlqss x,uli.Dga aEal Ag'reeEarta letter rO50 (DOIC6, rl e'na LooklngFomard toSe€lnt Yq^r lnEllenrburg, WAIffrlf0, lUOwww"ycic.orgurkry First NameWendyTiffanyCaillynEricAaronLonaGeraldCindyJimStephanieMarlysChrisMattieDickTerryJeanSusanAndrewMary DeeJamesPamelaJanRobertSteveMarthaMilesAgustinNancyJiILandonwilliamJeanWilliamFranesLauraJeanKimJaelleJudyTacomaSeattleP0rt TownsendCle ElumDuvallDuvallEllensburgEllensburgEllensburgBrierBrierVancouverLangleyOlympiaCle ElumEllensburgMaple ValleyOlympiaQuincyVancouverEllensburgEllensburgBellinghamBellinghamMaple ValleyLangleyEllensburgEllensburgCle ElumEllensburgCle ElumStateWashingtonWashingtonWashingtonwaORWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWaWashingtonMeetup.comMeetup.comAudubonPaperFriendFRIENDlnternetspouseon lineon lineon planning committeefriendKEENAll About BirdsMy wifeFriendAudubonAudubonposters in townMailing Address City8050 35th Ave NE Seattte621 South King StreetApt4l6 Seattte3109 Dorchester Dr SW Tumwater'13705 51st Ave NW Gig Harbor3109DorchesterDrSW Tumwater2410 N AlderSt, Unit2 Ellensburg1405 N. Brick Road Ellensburg307 E Countryside Ave Ellensburg10583 State HIGHWAY 97A WENATCHEE2505 309th ave se fall city527 SE 72nd Ave. Portland5903 W Whatcom Ave Yakima5903 W Whatcom Ave Yakima4763 No.6 Road Ellensburg4763 No. 6 Road Ellen's urg2402 N Puget Sound Ave9225 17TH AVE NE'121 Raven Rd.4101 Beftas Road. 1 1 215 284th Ave NE1 1215 284th Ave NE712E2nd Ave1021 4th Parallel Road1021 4th Parallel Road22508 Brier Rd22508 Brier Rd1802 NW 751h StP.O. Box 1 2542705 Gull Harbor Road4101 Bettas Road'1601 Hay Drive23725 SE 1 70th Street2705 Gull Harbor Road'1020 Alder Street SW1005nw132StA414 South Willow St.207 S Pearl St919 Coronado Ave9'19 Coronado Ave23725 SE 170th StreetP.O. Box '1254921 N. Ferguson Rd.1408 N Cora3942 Hidden Valley RoadPO Box 1 771POB 102ZIP Code Country98115 United States98104 United States98512 USA98332 USA98512 United States98926 USA98926 USA98926 USA98801 United States98024 united states97215 USA98903 USA98903 United States98926 USA98926 USA98406 United States981 15 United States98368 USA98922 United States98019 USA98019 USA98926 USA98926 USA98926 USA98036 USA98036 USA98665 USA98260 USA98506 United States98922 United States98926 United States98038 USA98506 United States98848 United States98685 USA98926 United States98926 Kittitas98229 USA98229 USA98038 USA98260 USA98926 USA98926 United States98922 United States98926 United States98922 USAHow did you hear about Bird Fest?Audubon SocietyworkWebsiteFacebookYesYesI attended college in Ellensburg, so I heard about it through an ad on Facebook funnily enough. yesBird Watching Magazine yesFrom partner yesKEEN yesUnknownEmailWeekend Pass ($35)l'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesYesYesYesYesYesYesYesYesYesI'm aYesYesYesYesYesYesYesYesYesYesYesYesYesvolunteerKittitas Audubon Society Saturday bird walkfriendsAudubononlineFriendwebsiteBoard Memberfrom KEENhusbandftiendsAudubonMeel Ups? on-lineAUDUBONChamber of CommercevolunteerKASI'm a volunteerI'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesI'm a volunteer (l'd like to go to the dinner)YesI'm a volunteerI'm a volunteer ZellaMargaretPhitGregSarahThatcherKathrynBrandonJeanLessieJerryMarthaGavinBruceKathleenstevenLisaStaceyCathyHaroldShirleeSusanMattChrisMichaelGoodwinAndrewHannahJoanJulieGlennYarowMarnieDougStephaniemariesarahjasonFieldWayneThuyAdamPaulaJackSusanSallyTedWASHINGTONOregonOregonWashingtonwaEnglandWashingtonWashingtonwaOregonORWashingtonOregonWashington98926 United States98837 USA98926 USA98926 USA98926 usa98926 WA98406 USA98926 US98406 USA98388 United States98'102 US98922 US98926 ljnited States97115 USA97fi5 USA98926 usa98059 USA90859 USA98177 U,S.99362 USA99362 U.S.England98004 United States98249 United States98253 USA98405 U.S.A.98926 United States98059 USA98607 USA98031 United States98031 United States98107 USA97202 USA97202 USA98107 United States98683 USA99338 USA99338 USA98422 US97233 USA98422 US98001 United States98026 United States98026 United States981ls USA98125 USA98125 USA207 W Greenfield Ave15241 Baseline.s Rd SE1321 E. 17th Ave. unit A481 Buckboard Lane481 Buckboard LanePO Box 17712420 N Stevens St'1217 N Delphine St2402 N Puget Sound AvePO Box 8861 5591 Ballard Hill Rd591 Ballard Hill Rd1405 N Brick Rd18035 NE Fiarview Dr18035 NE Fairview Dr571 Morrison Rd874 ILWACO Pla€ NE874 ILWACO Plae NE'10008 richwood ave nw6096 Mill Creek Road6096 Mill Creek RoadOak Heights, Tewin WaterEllensburgMoses LakeEllensburgEllensburgEllensburgEllensburgTammaEllensburgTacomaSteilacoomCle Elumcle ElumEllensburgDundeeDundeeEllensburgRentonRentonseattleWalla WallaWalla WallaWelwyn'1019106th Ave SE Bellevue5457 Shore Meadow Rd Freeland4309 garden grove lane Greenbank3401 South 11th Street Tarcma1902 N. Walnut St. 4F Ellensburg874 ILWACO Place NE Renton'1548 NE 5th Ave Camas12232 SE 204th St Kent12232 SE 204th St Kent5524 2nd Avenue NW Seattle1845 SE Exeter Dr. . Portland1845 SE Exeter Drive Portland5524 2nd Avenue NW Seattle1605 Southeast 175th Avenue vancouver2754 Katie Rd Kennewick2754 Katie Rd Kennewick8409 Eastside Drive NE Dash Point64 SE 171stAve Portland8409 Eastside Drive NE Dash Point49'17 S.315th Place Auburn7520 176th StSW EDMONDS7520 176th StSW EDMONDS9225 17th Ave NE Seattle135 NE 135th St Seattle135 NE 135th St SeatrleCWU Event Management ProgramFacebookLocalread it on a piza boxaround the organizing tableFriendKEENFriendFacebookftiendsfriendsFacebookkittitas audubonAftended last yearWebGooglefriendOn the webMyselfBirding magazineAttended last yearVancouver Audubon Columbia FlywaywebwebSiblingAudubon MagazineSister-in-lawKEEN's Facebook PagePilchuck AudubonPilchuck AudubonFRIENDfirends who love itfriendsl'm a volunteer (l'd like to go to the dinner)Yesl'm a volunteerI'm a volunteer (l'd like to go to the dinner)I'm a volunteer (l'd like to go to the dinne4YesYesI'm a volunteerYesYesYesYesl'm a volunteerYesYesYesYesYesYesYesYesYesYesI'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYes BarbaraKathrineKrisCathlametPorllandSeattle182 N Welcome Slough Rd.737 NE 99th Ave., #184658 Eastern Ave NYesYesYesOR98612 United States97220 USA98'103 USATwitter Kittitas County Lodging Tax Volunteer Match YRC Bird Fest 2020 Tasks Rate* HoursVolunteer Name Jill Scheffer Stefanie Wickstrom Thatcher Montgomery Gary Cox, Jerry Scoville, Sarah Maes, Landon Shaffer Deb Essman Laura Busby Wendy Mee Martha Kurtz Emily Jacobs Subject Area Experts * lndependent Sector Non. profit Volunteer Rate Board President and Main Project Manager, Event Planning, Design, Marketing, Promotions, Budgeting, Tracki ng, Pu rchasing, Ticket, and All Event Tracking and Reporting KEEN Board Treasurer - project financial oversight and management Event ticket sales management, coordination and reporting S 2s.43 396 s 2s.43 S 2s.43 132 22 10 84 120 84 84 84 KEEN Board Members at large - project oversight and financial oversight YRC Bird Fest Planning committee, field trip leader, coordination with Kit Co Field and Stream KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation Field trip leaders and speakers Total s 2s.43 S 2s.43 S 2s.43 5 2s.43 s 2s.43 s 2s.43 s 2s.43 6 s s $ s s Total s 70,070.28 3,356.76 559.45 254.30 2,736.L2 3,051,60 2,L36.r2 2,136.72 2,736.I2 152.58 25,989.46 44 hours committee meetings; 32 additional hours per month on project man 22hours board meetings; L0 additional hours per month on financialmanage 22 hours board meetings L0 hours of project oversight in LL months 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple s s s s s Exhibit "8" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than% 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 Advertisins and Online Displav Advertisins 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% 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 Advertisins of alltypes (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 I0O% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to L0 days prior to the event may be reimbursed at IO0% 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 specifuing 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 Advertisine: L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at L00% 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 IO0% 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 8,2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertisins 1,. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1'. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. ln 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. Flvers/Posters: 1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed at L}O% of the cost, including any production cost. ln 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 7OO% of the cost, including any production costs. ln 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. ln 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 L. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at lOO% 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 7OO% 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 2F,2(al above, advertising may be reimbursed at the rate of 30%of the total cost, including any production costs. G. Operation Reimbursement: L. Operation costs may be reimbursed IOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice 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 70O% of cost. ln 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. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees EXHIBIT ''A'' CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2019 *Dd you attend the Gant Applicaiion Wcrkhop - 2019 hosted by the ldttitas County Oranter of Oonnerce? C Yes 6No G Yes, I have read and understand Srbrittal hstructions and General lnfornation for the 2019 Lodging Tax Gant Funding Flocess Submittal lnstructions & General lnformation * 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 coniinue. ln order to save a draft you will need to provide an email address and a passvucrd. 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 I nformation Name of Organization* Kittitas Environmental Education Netraork Organization Address * $reet Address 414 South WillowSt. . Address Line2 otv Ellensburg tustal/ Zip Code 98926 \^/vW'ycrc.org 22-3489021 602-'198-36s StatelFlovince/fugion WA Cruntry United States Website Federal Tax lD #* UBI #* Organization is a:*C Government Entity G 501(c)3 C 501(c)4 c 501(c)6 i Oiher (Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). upload Proof of IRS cbnf of Exempt status under 501(c)3.pdf OrganiZatiOn StatUS * Acceptade f ile fornsts irrclude: JpG, FDF or TIFF. Contact lnformation Last Name *Scheffer 46.61K8 First Mme*Jiil Phone Number*509-551-8807 - ,.*Emarl kittilasee@gmail.com Project or Event lnformation ProjecVEvent Mme* Yakima River Canyon Bird Fest Event Dates Please provide any specific dates, or range of dates, on wtrich your event or projeci will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 51812020 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * End Dates 5t10t2020 Helen McCabe Park, Umtanum Creek Recreation Area, and Canyon River Ranch Lodge C Ongoing ProjecVEvent (More than four years in existence) (i New ProjeciiEvent (Four or felver years in existence) $ 18700.00 lf you selected "&rgcing FlQect/&ent" above this anount nay not exceed 1 0% of the lotal expense budget of this poject. Funding Request Max 30,350 Tourism Seasons*Fromthe list bdor,v, what seasm willycur proiect enhance tourisn? Seleci any which apply. l- Year-round (January - December) lI Off Season (November - February) 17 Shoulder Season (October or March - May) ll High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed, Please include anysupporting data within the response narrative. 1 I ProiecUEve nt 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: ProjecVEvent Description * Come bird with KEEN for 3-days during the second r,leekend of May and discover the natural beauty of Central Washington Siate! The Yakima River Canyon is an Audubon lmportant Bird Area (lBA) with some of the highest densities of passerines and birds of prey in the State. The Yakima River Canyon Bird Fest will offer e&ert-led field trips, vendors, extended field irips, lectures and keynote speakers, social events and music, and a plethora of bird watching during early springl Yakima River Canyon Bird Fest will be a family-friendly event targeting birders throughout the Pacific Northrniest and from around the vucrld. Birders travel thousands of miles to add to their 'life lists' and our festival will fall right in between twr complimentary fesiivals - the Grays Harbor Shorebir.6 Festival in late April and the Leavenr,r,orlh Bird Festival in late May. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best tlme to see colorful, diverse and rare bird species in the Canyon. Yakima River Canyon Bird Fest will feature Friday afternoon registration ai festival headquarters based in Helen McCabe Park. Most attendees will stay overnight in hotel rooms, camp in the Canyon, or stay at the Yakima River RV Camp. ln addition, ue will secure partnerships with Canyon River Ranch Lodge and other local hotels to provide reduced and/or group rates for festival attendees. Friday evening activities will include or,r,l hooting and bat field trips as well as music and drinks at a local venue to be determined. Saturday morning will begin with very early field trips, and activities will continue throughout the day capping off the evening with our keynote speaker. Complementary Get lntimate with the Shrub- Steppe (another KEEN event) activities occur on Saturday as uell. Sunday morning will have more early morning field trips and the festival will w'ap up at noon on Sunday. Itemized List of Grant Fund Ljtilization: Advertising and Promotion (Cornell Bird Lab, Facebooklsocial Media, Bird Digest, NPR, All About Birds, Cherry Creek) Design Fees (for posiers and other promotional materials) Printing (for posters,flyers and eveni program) Mailing Costs (to send posters and flyers to remote locations) 2500 character linit List of lntended Use of Funds * Advertising and Promotion (Cornell Bird Lab, Facebook/Social Media, Bird Digest, NPR, All About Bird Design Fees (for posters and other promotional materials) Printing (for posters,flyers and event program) Mailing Costs (to send posters and flyers to remote locations) 2l Prolections of lncreased 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 slaying overnight in paid accommodations; 2. To a place fifty miles or more a\ ay from their place of residence or business for the day or staying overnight; 3. or fiom 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..*ProJectron Response 2.1*Evrdence Response 2.2 Projection * 1. Away fromtheir $ace of residence or h.tsiness and staying overnight in paid acconrrpdatims; With over 1.1 million annual drivers and thousands of birders visiting the Canyon annually, the Yakima River Canyon Bird Fest is sure to be a very \ /ell attended eveni. KEEN anticipates 500 attendees in our third year. Based on 2018 attendance, rlre estimate thai 60% of event attendees will be considered tourists (-300 people) and 80% of them will be staying in paid overnight accommodations (-240 people). 2500 character linit We estimated attendance numbers based on similar bird watching festivals in ihe state that regularly attraci many hundreds of attendees, a survey !\€ conducted in 2014, Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as the third most popular activity and among the highest day-tip ependiture category, and WA State SCORP with nearly 60% of tourists engaging in wildlife viewing activities. We also based our 3rd year numbers on attendance results from last year - our second year of the event. Because of this information, we know that birders visiting the Yakima River Canyon Scenic Byway are spllt equally between males and females with an average age of 61 years old and over. The majoriiy of respondents lived in Western Washington (King, Pierce, Skagit, and Snohomish Counties) with an income betvreen $100,000 and $149,000. Birders that participated in the survey said that they iypically travel about 100 miles, but will travel between 100 miles and 500 miles to seek out great birding opportunities that have a wide variety and rare bird species. Several survey respondents take yearly trips out of siate or country for birding eperiences. When traveling for birding excursions auay from home, most stay overnight for approximately 2 nights in a motel/hotel. The majority of birders wtro took this survey said that they have been to lhe Yakima River Canyon Scenic Bymy for birding excursions. What they like best about the Yakima River Canyon Scenic Bymy is the variety and number of birds that show up due to ihe diversity of habitat. We also base our projections on use siatistics that ue receive from the Bureau of Land Management about their recreation sites in the Yakima River Canyon Scenic Byvray. Recently released use survey numbers showa steady and significant use pattern in the Canyon that shous nearly 400,000 overnight stays in the Canyon during 6 months (May-Oct) in 2017. 2500 character linit 2.To a place fifty niles u none away fromtheir $ace of residence or business for the day or staying overnight; With over 1.1 million annual drivers and thousands of birders visiting the Canyon annually, the Yakima River Canyon Bird Fest is sure to be a very urell attended event. KEEN anticipates 500 attendees in our third year. Based on 2018 attendance, ue estimate that 60% of event attendees will be considered tourists (-300 people) and 20% of them will be staying for the day or staying overnight in non-paid accommodations (-60 people). 2500 character linit Response 2.2:*trvloence Response 2.3: Projection * We estimated attendance numbers based on similar bird u€tching festivals in the state that regularly attract many hundreds of attendees, a survey we conducted in 20'14, Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as the third most popular activity and among the highest day-trip e&endiiure category, and WA Siate SCORP with nearly 60% of tourisis engaging in wildlife viewing activities. We also based our 3rd year numbers on attendance resulls from last year - our second year of the event. We further base our estimates on a survey of birders visiting the Yakima River Canyon Scenic Byway r,r,e conducted in 2014. Because of that survey, w-. know that birders visiting the Yakima River Canyon Scenic Byway are split equally betureen males and females with an average age of 61 years old and over. The majority of respondents lived in Western Washingion (King, Pierce, Skagit, and Snohomish Counties) with an income between $100,000 and $149,000. Birders that participated in the survey said that they typically travel about 100 miles, but will travel between 100 miles and 500 miles to seek out great birding opportunities that have a lvide variety and rare bird species. Several survey respondents take yearly irips out of state or country for birding erperiences. When traveling for birding excursions avray from home, most stay overnight for approximately 2 nights in a molel/hotel. The majority of birders Wro took this survey said that they have been to the Yakima River Canyon Scenic Byraay for birding excursions. What they like best about the Yakima River Canyon Scenic Byrnay is the variety and number of birds that show up due to the diversity of habitat. We also base our projections on use statistics that we receive from the Bureau o{ Land Management about their recreation sites in the Yakima River Canyon Scenic Byvrcy. Recenily released use survey numbers show a steady and significant use pattern in the Canyon that shornrs nearly 400,000 overnight stays in the Canyon during 6 months (May-Oct) in 2017 2500 character linit 3. or fromanother country or state cx-rtside of lheir $ace of residence or business. With over 1.1 million annual drivers and thousands of birders visiting the Canyon annually, the Yakima River Canyon Bird Fesi is sure to be a very i,trell attended eveni. KEEN anticipates betriwen 500 attendees in our 3rd year. Based on last years altendance, vrle esiimate that 60% of event attendees will be considered tourists (-300 people) and that 30% of them will be from another state or out of Country (-90 people). 2500 characler linii Response 2.3:*Evtdence We estimated aitendance numbers based on similar bird uriatching festivals in the state that regularly attract many hundreds of attendees, a survey we conducied in 2014, Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as the third mosi popular activity and among ihe highest day-trip erpenditure category, and WA State SCORP with nearly 60% of tourists engaging in wildlife viewing activiiies. We further base our estimates on a survey of birders visiting the Yakima River Canyon Scenic B;ntay ue conducted in 2014. Because of that survey, r,rie know that birders visiting the Yakima River Canyon Scenic Byrnay are split equally between males and females with an average age of 61 years old and over. The majority of respondents lived in Western Washington (King, Pierce, Skagit, and Snohomish Counties) with an income betvleen $100,000 and $149,000. Birders that participated in the survey said that they typically travel about 100 miles, but will travel betueen 100 miles and 500 miles to seek out great birding opportunities that have a wide variety and rare bird species. Several survey respondents take yearly trips out of staie or country for birding eperiences. When traveling for birding excursions away from home, most stay overnight for approximately 2 nights in a motel/hotel. The majority of birders wtro took this survey said thai they have been to the Yakima River Canyon Scenic Bymy for birding excursions. What they like best about the Yakima River Canyon Scenic Byway is lhe variety and number o{ birds that show up due to the diversity of habitat. We also base our projections on use statistics that we receive from the Bureau of Land Management aboui their recreation sites in the Yakima River Canyon Scenic Byuay- Recently released use survey numbers show a steady and significant use pattern in the Canyon that shows nearly 400,000 overnight stays in lhe Canyon during 6 months (May-Oct) in 2017. 2500 character linit Application Questions: Parl 2 3lMeasuring Results What tools will you use to measure your event's impact on tourism? Please be specific and proVide examples. lnclude the following information: A. ls your projecUevent year-round or is it seasonal or date-specific? Go to definitions of terms. B. What straiegies will you employ to assure you are attracting tourists from at least 50 miles auay? C. Whai 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* !\hat tods will you use to treasure yoirr event's inpact tltr tarrjsnf.) Hease be specific and provide exanples. A. The Yakima River Canyon Bird Fest is a date specific event. B. Pre-registration will be required for events, lectures, and fleld trips. We can track attendee information this way through our online ticket sales. ln addition, Yakima River Canyon Bird Fest headquarters will be located at Helen McCabe Park and everyone aitending the event will be required to check in, receive their event materials, and in this \ ay, v\re will be able to track attendees' destinations and overnight stay statlstics. We will conduct an in-person survey in 2020 in order to increase survey responses and get dlrect overnight stay data. We have found that our online surveys are not vrell-responded to (rrve believe that this is due to the older age of our event attendees). We are constantly refining our advertising methods. Our partnership with Living Bird Maga2ne will begin earlier, and add print to their digital presence. They will, at the conclusion of the publishinglfinancial cycle, provide the data wtrich will demonstrate their effectiveness. C. We have a link to the Chamber website, provide Chamber materials in the 'go bags' for every participant, and provide the hotel regisiration widget on our fesfival page. ln 2020 we will strive to improve the eveni and Increase attendance through appropriate adjustments to the information gathered. Survey questions may include: -Zip code of residence? -Staying the night? -With a friend or in paid accommodations? -Best part of the eveni? -What uould you change? -What wruld you like to add? -Did you think the eveni was irr,ell organized? 'Will you attend next year? -Will you invite friends to attend with you? -ls there a band you recommend that you r,rlrculd travel to see? -Howdid you hear about this event? -What is the best way for you to hear about events like this? -Will you spend any extra leisure time exploring Ellensburg and Kittitas County? We will have a supply of helpful publications, maps, and event schedules provided by the ChamberA/isitor Center that are included in our registration packets for attendees. 2500 character linit A. b your projecUevent year-round or is it seascxral or datespecific? C Year Round f, Seasonal G Date Specific Your selection here should be supported by the dates yo.r prwided above, in the Flcject or Fvent lnfornation section. Response 3 B: Measuring Results* Response 3 C: Measuring Results* Application Questions: Part 3 B. Wrat strategies will you enpoy to assure you are attracting tourists f rornat least 50 niles away? Yakima River Canyon Bird Fest is a date specific shoulder-season event. We will advertise on national birding websites and through Facebook ads with a targeted audience identified as birders and bird enthusiasts from around the Pacific Northvwst. Our 2018 final report shoriw our online targeted audience locations for all ads on Facebook, Living Bird Magalne, and Bird Watcher's Digest (ihey focus on Seattle area, Spokane area, Portland area, and Vancouver BC area). All our advertising will followlhe required guidelines for branding as specified in the grant. KEEIG r,rebsite and FB pages and social media will identify funders and sponsors with appropriate recognition. Further rne will identify affinity events happening during the same time of year in Kittitas County as a \ Ery to identify opportunities to extend stays before and after the event. 2500 character linit C \ hat strategies will you use to assist in narketing all of Kittitas Ocunty as a tourist destination with yol evenVprojecl f undirq request? Traveling to Kittitas Counly in the spring is one of the best times to visit our area. We will follow the rules of the contract on our marketing items with appropriate logos, and will also uprk to increase attendance by encouraging other activities while here. KEEN will use our social media accounts to share and cross-post recreation, farmers markeis, wineries and local brer,rcries to the same audience. Birders travel ihousands of miles to add to their'life lists' and our festival will fall right in betvrreen tuo complimentary festivals - the Grays Harbor Shorebird Festival in late April and the Leavenraorth Bird Festival in late May. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best time to see colorful, diverse and rare bird species in the Canyon. To ihe extent possible, we will cross post to these other festivals and gain audience and ad reach that uay. Each attendee receives the Chamber handout packet in their event go bags, u,e link to the Chamber r,riebsite on our wrebsite, and ue put the hotel registration widget on our uebsite for ease of travel arrangements. 2500 character linit 4lCollaboration lf your organization collaborates or has cr.eated partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration *Yes, KEEN partners with several groups in Kittitas Couniy and across the staie to promote and encourage tourism. For Bird Fest we specifically partner with Seattle, Kittitas and Yakima County Audubon groups and the Kittitas County Field and Stream Club. These organizations provide e4oertise, field trip leaders, event volunteers, and planning commiitee members. We also r,vcrk with CWU interns and professors, e&ert field trip leaders from around the state, and WA State Parks for the location of the event, This event titould not be successful without these partnerships! We also partner with Canyon River Ranch Lodge for the dinner, auction, and social gathering for the event. 2500 characier linit 5lFuture Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models, Future Plans*KEEN increased sponsorship levels, vendor's fees, and other cost-covering fees for participation in 2018. As the event gro\ /s we belleve that our sponsorship levels will increase and r,rae Wll atlract more vendors over time causing this to continue to be a revenue positive event for KEEN and eventually to become self-sustaining. As happens in the bird-uatching raorld, once an event is established, birders start to look for event details earlier and earlier (ue have in faci, as of this writing, already heard from several birders looking for 2020 details). 2500 character linit Application Questions: Part 4 6l Additional lnformation Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your proiect and its benefit to tourism, Additional lnformation Unforiunately KEEN r,ras not be able to undertake the Yakima River Canyon Bird Fest in 2019 and was forced to decline the lodging tax funding v\,re \^€re awarded. The Washington Ornithological Society planned their annual meeting and field trips (essentially the exact same model as our event) for ihe same weekend in Moses Lake. Many of our field trip leaders are members with that organization and could not attend both. We could not move our \ /eekend due to other conflicting dates within our organization and other nearby bird festivals. WOS moves their conference location every year, bui this year it happened to conflict with ours. We uere intensely disappointed, and epressed our concerns to WOS clearly, but ultimately decided that r,rae couldn't compete with something so similar so close by. Please e4cress our deep appreciation to the members of the combined Lodging Tax Advisory Committee. We are thankful for their support and look forrrrard to applying again for 2A20 and having another successful Bird Fest! 2500 character linit Supporting Documents You nay uptoad any supporting docunents such as graphs, itrBges, diagranE, rErketing naterials, etc. Save ihe Date.jpg 87.O2KB You are allovved to subnit up lo 3 single page (t.S Letter) docunents in JFq FF or TIFF fornat TlPrevious Lodging Tax Grant lnformation Previous Years Fbs your event received Lodging Tax funds in previot-s years? Awarded Lodging Tax .1 No, this event/project has not previously received Lodging Tax Funding Grants* C yes, 1 year previous C Yes,2 years previous C Yes, 3 or more years previous How many participants and spectators attended last year's actiMty and/or will attend this year? Prior Year* 300 Projected * 750 How many days did/will your event occur? Prior Year* 3 Projected * 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 120 Paid Overnights' Data Support Prior Year Paid Overnight's Stay Response * Explain howthe room nights data above lrom the prior year was collected and howthe projection for the next year is derived. (For example, if there vras a survey conducted for the prior year, elplain the methodology. For the projections, what are they based upon and how is that basis justified?) Projected * 325 2017 and 2018 Bird Fest overnight data r,ras collected through an online survey sent to all attendees and strategically extrapolated based on ticket sales address data. We had a low response to our online survey after the eveni in 2018. We believe this is due to the fact that our event attendees are over 65 for the most part and are not accustomed to completing online surveys. For 2A20, r,ve will ask the question about overnight stays on the registration form so that rae don't have to rely only on a survey after the fact. We will also conduct in-person surveys during registration pick up (every event attendee is required to come to the registration tent at Helen McCabe State Park to pick up their registralion packets). Registration data is attached from 2018. This reflects registration of just the ticket buyer - most buyers purchased at least 2 or more weekend passes and other ticket types so it does not refleci ihe total number of attendees, but does reflect the distance traveled to attend the event. 2500 character linil. Prior Year Paid Overnight Stay Data Application Questions: Part 5 h addition 1o field above, you nuy upload the evidence to support the $or years' roor/niglrt lrforn€tion. Yakima River Canyon Bird Fest 2018 Registration (Responses) - Final 55.39K8pre-registrant list.pdf Yol nay upload up to lhree sing'e pages (LF Letter), of inforration. lf you a single fiulti-page docunent, only the first three pages w ill be considered. The fdlo\ / ing fornnts, w ill be accepted: JFG, Ff,F or 11FF SlFunding Does your organization have, or have you applied for, grant funding from oiher sources? lf not, wlry not? lf yes, please Iist the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources and amounts lryhich have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes rlould occur if the project couldn't be funded? Other Funding *Does your organization have, or have ycxr ap$ied for funding from olher sources? t? Yes C No Funding for which you have applied but not yet secured Funding Source National Environmental Education Foundation Mountaineers Foundation Kittitas Audubon Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions Amount $ 5,ooo.oo $ 2,500.00 $ 5,ooo.oo \Mrat changes would occur if the proiect couldn't be iunded? If advertising funds are noi supported through this process r,t,e will likely reduce ihe number of ads rire place in print format - as that is the most epensive format. Specifically the Living Bird Maga2ne print format is quite e>pensive. ln addition, we'd limit the number of NPR ads purchased as that is another epensive option. 2500 character linit. 113.64 a//o This fidd w jll autofillwith the corect percentage based on ytxlr input to budget smtion bdoro For any clained in-kjnd cmtributions valued ai $500 or nore and related to narkeling/advertising, you nust suLrrit verifying docunentaticn which assures the cryrlributim will be provided. 9l Project Budget Overview Please complete budget for this project/proposal. lf 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 levenues, ependitures, and any potential profit or loss. For projects/events rrrf,rich 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 {orm of advertising match, a binding contract itemi2ng the matching value and obligating each party must be provided. AfiENTION: ln an effort to allow an adequale level of flexibility for all applicanls, 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. Budget Year Edit if necessary 20'17 0 Revenues From Consolidated Lodging Tax Grant Past Actual 3 $ 10,000.00 2018 Past Actual 2 $ 7,000.00 Past Actual 2 $ 2645.00 $ 500.00 $ 0.00 $ 6565.00 Past Actual 1 $ 0.00 2020 Projected $ 18,700.00 Projected $ 5500.00 $ 750.00 $ 2500.00 $ 12500.00 LTAC Grant Funding All Other Revenues Account Name Sponsorships Collateral Sales Vendor Fees Ticket Sales Past Actual 3 $ 1000.00 $ 25o.oo $ o.oo $ 3000.00 Past Actual 1 $ o.oo $ o.oo $ o.oo $ o.oo In-Kind Contribtrtions (except volunteerism) Account Name Past Actual 3 $ o.oo Contributions of Volunteer Time Past Actual 2 $ o.oo Past Actual 1 $ 0.00 Projected $ o.oo Past Actual 3 Past Actual 2 Number of Hours 1,000 1,012 Past Actual 1 Projected 1,022 Evidence of Volunteer Eease ugoad a single lile which offers evidence in suppol of the projecied vdunteer hdrrs. Contributions * yRC Bird Fest Volunteer Justification.pdf Calculated Value of Projected Volunteer Time $ 24,078.32 121.98K8 Revenue Totals Expenses Account Name Advertising Collateral Purchases lnsurance Bus Rental Past Actual 3 $ 14250.00 Past Actual 3 $ 10000.00 $ 3500.00 $ 1500.00 $ 2000.00 Past Actual 2 $ 16710.00 Past Actual 2 $ 7000.00 $ o.oo $ 1500.00 $ 400.00 Past Actual 1 $ o.oo Past Actual 1 $ o.oo $ 0.00 $ o.oo $ o.oo Projected $ 64028.32 Projected $ 14500.00 $ 1000.00 $ 1500.00 $ 600.00 Account Name Speaker Fees Entertainment Program Printing Supplies Ticket Selling Fees Catering and Venue Rental Hospitality Mailing Costs Design Past Actual 3 $ 1000.00 $ o.oo $ 1500.00 $ 675.00 $ 300.00 $ o.oo $ 500.00 $ 0.00 $ o.oo Past Actual 2 $ 1000.00 $ 0.00 $ 1847.00 $ 4s0.00 $ 300.00 $ 4000.00 $ 500.00 $ o.oo $ 0.00 Past Actual 2 $ 16977.00 Past Actual 2 $ -267.00 Past Actual 1 $ 0.00 $ o.oo $ o.oo $ 0.00 $ o.oo $ 0.00 $ o.oo $ o.oo $ o.oo Projected $ 1500.00 $ 500.00 $ 2500.00 $ 750.00 $ 300.00 $ s000.00 $ 500.00 $ 200.00 $ 1500.00 Projected $ 30350.00 Projected $ 33678.32 Expense Totals Profit & Loss Past Actual 3 $ 20975.00 Past Actual 3 $ -6725.00 Past Actual 1 $ 0.00 Past Actual 1 $ 0.00 Application Certification The applicant here certifies and affirms: 1. That it does not noq nor will ii 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, serual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laurs and regulations and; 3. That ii has read the information contained in the lnstructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: Name*Jill Scheffer Sign Applicant's Title*President tn.fi(Rllalr t€vsNuE $ERvrcEP. O. 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EdnceecelY Ysrxna, bear 4$plieaats: Our letter datcd ittl/,,Y 2OO2, stsated *rn sqrr.fd !s gf,eqrt frqm Federal. i-acome uax ur.der sel:liqr 501 (c) (31 of tbe fnternal Eevemue code, ard you would be tr€Ebsd as a publlc cbs.lty druriDgt aa advanica ruIfrg perLod. Based ou our recordg a$d on Ehe i.nfornacl,on 1lou gubsdtted, !,e are pleased to confira that forr arc excqrt, trniler sectsior sof (cl (31 of th€ code, and lou are claegified ee a preblie cbarley under i$e cod. geccloll Liatsed tn tht beadlng of Lhis leEter- orgarizatlglls nulirgs ald AEfieeBeEtg l€ttser rO50 (DOIC6) i aa€'t€ LooklngForward toSeelnt You lnElletsburg, WAltbul$,fm0www.ycic.orgurlay First NameWendyTiffanyCaitlynEricAaronLonaGeraldCindyJimStephanieMarlysChrisMattieDickTerryJeanSusanAndrewMary DeeJamesPamelaJanKathySharonDarcyRobertBarbaraBiilAmiRobertSteveMarthaMilesAgustinNancyJiILandonwilliamJeanWilliamFrancesLauraJeanKimJaelleJudyTumwalerGig HarborTumwaterEllensburgEllensburgEllensburgWENATCHEEfall cityPortlandYakimaYakimaEllensburgEllen's urgTacomaSeattlePort TownsendCle ElumDuvallDuvallEllensburgEllensburgEllensburgBrierBrierVancouverLangleyOlympiaCle ElumEllensburgMaple ValleyOlympiaQuincyVancouverEllensburgEllensburgBellinghamBellinghamMaple ValleyLangleyEllensburgEllensburgCle ElumEllensburgCle ElumStateWashingtonWashingtonWashingtonwaORWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWashingtonWaWashingtonMeetup.comMeetup.comAudubonPaperFriendFRIENDlntemetspouseon lineon lineon planning committeefriendKEENAll About BirdsMy wifeFriendAudubonAudubonposters in townMailing Address8050 35th Ave NESeattle621 South King StreetApt416 Seaftte3109 Dorchester Dr SW13705 51st Ave NW31 09 Dorchester Dr SW2410 N Alder St, Unit 21405 N. Brick Road307 E Countryside Ave'10583 State HIGHWAY 97A2505 309th ave se527 SE 72nd Ave.5903 W Whatcom Ave5903 W Whatcom Ave4763 No. 6 Road4763 No. 6 Road2402 N Puget Sound Ave9225 17TH AVE NE121 Raven Rd.4101 Beftas Road'11215 284th Ave NE'1 1 2'1 5 284th Ave N E712E2nd Ave1021 4th Parallel Road1021 4th Parallel Road22508 Brier Rd22508 Brier Rd1 802 NW 75ih StP.O. Box'12542705 Gull Harbor Road4101 Bettas Road1601 Hay Drive23725 SE 1 70th Street2705 Gull Harbor Road'1020 Alder Street SW'l005nw132StA414 Soulh Willow St.207 S Pearl St919 Coronado Ave919 Coronado Ave23725 SE 170th StreetP.O. Box 1254921 N. Ferguson Rd.1408 N Cora3942 Hidden Valley RoadPO Box 1771POB '102ZIP Code Country981 15 United States98104 United Srates98512 USA98332 USA98512 United States98926 USA98926 USA98926 USA98801 United States98024 united states97215 USA98903 USA98903 United States98926 USA98926 USA98406 United States98115 United States98368 USA98922 United States98019 USA98019 USA98926 USA98926 USA98926 USA98036 USA98036 USA98665 USA98260 USA98506 United States98922 United States98926 United States98038 USA98506 United States98848 United States98685 USA98926 United States98926 Kittitas98229 USA98229 USA98038 USA98260 USA98926 USA98926 United States98922 United States98926 United States98922 USAKittitas Audubon Society Saturday bird walkfriendsAudubononlineFriendwebsiteBoard Memberfrom KEENhusbandfriendsAudubonMeet Ups? on-lineAUDUBONChamber of CommercevolunleerKASYesYesYesI'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesYesYesYesYesYesYesYesYesYesI'm a volunteerYesYesYesYesYesYesYesYesYesYesYesYesYesI'm a volunteerI'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesl'm a volunteer (l'd like to go to the dinner)YesI'm a volunteerI'm a volunteerCityHow did you hearabout Bird Fest? Weekend pass ($35)Website yesFacebook yesI attended college in Ellensburg, so I heard about it through an ad on Facebook funnily enough. yesBird Watching MagazineFrom partnerKEENUnknownEmailAudubon Societywork ZellaMargaretPhitGregSarahThatcherKathrynBrandonJeanLessieJerryMarthaGavinBruceKathleenstevenLisaStaceyCathyHaroldShirleeSusanMattChrisMichaelGoodwinAndrewHannahJoanJulieGlennYanowMamieDougStephaniemariesarahjasonFieldWayneThuyAdamPaulaJackSusanSallyTedEllensburgMoses LakeEllensburgEllensburgEllensburgEllensburgTacomaEllensburgTacomaSteilacoomCle ElumCle ElumEllensburgDundeeDundeeEllensburgRentonRentonseattleWalla WallaWalla WallaWelwynBellevueFreelandGreenbankTacomaEllensburgRentonCamasKentKentSeattlePortlandPortlandSeattlevancouverKennewickKennewickDash PointPortlandDash PointAuburnEDMONDSEDMONDSSeattleSeattleSeattleWASHINGTONOregonOregonWashingtonWAEnglandWashingtonWashingtonwaOregonORWashingtonOregonWashingtonFriendKEENFriendFacebookfriendsfriendsFacebook207 W Greenfield Ave15241 Baseline.s Rd SE'132'l E. 17th Ave. unit A481 Buckboard Lane481 Buckboard LanePO Box 17712420 N Stevens St1217 N Delphine St2402 N Puget Sound AvePO Box 88615591 Ballard Hill Rd591 Ballard Hill Rd1405 N Brick Rd'18035 NE Fiarview Dr18035 NE Fairuiew Dr571 lVorison Rd874 ILWACO Place NE874 ILWACO Place NE1 0008 richwood ave nw6096 Mill Creek Road6096 Mill Creek RoadOak Heights, Tewin Water1019 106th Ave SE5457 Shore Meadow Rd4309 garden grove lane3401 Soulh 1'lth Street'1902 N. Walnut St. 4F874 ILWACO Place NE1548 NE sth Ave12232 SE 204th St1 2232 SE 204th Sr5524 2nd Avenue NW1 845 SE Exeter Dr.1 845 SE Exeter Drive5524 2nd Avenue NW1605 Southeast 175th Avenue2754 Katie Rd2754 Katie Rd8409 Eastside Drive NE64 SE 1 71 st Ave8409 Eastside Drive NE4917 S. 315th Place7520 176th St SW7520 176th St SW9225 17th Ave NE135 NE'135th StI 35 NE 1 35th Sr98926 United States98837 USA98926 USA98926 USA98926 usa98926 WA98406 USA98926 US98406 USA98388 United States98102 US98922 US98926 United States97115 USA971'15 USA98926 usa98059 USA90859 USA98177 U.S.99362 USA99362 U.S.England98004 United States98249 United States98253 USA98405 U.S.A.98926 United States98059 USA98607 USA98031 United States98031 United States98107 USA97202 USA97202 USA98'107 United States98683 USA99338 USA99338 USA98422 US97233 USA98422 US98001 united States98026 United States98026 United States9811s USA98125 USA98125 USACWU Event Management ProgramFacebookLocalread it on a pizzaboxaround the organizing tablel'm a volunteer (l'd like to go to the dinner)YesI'm a volunteerI'm a volunteer (l'd like to go to the dinner)l'm a volunteer (l'd like to go to the dinner)YesYesI'm a volunteerYesYesYesYesI'm a volunteerYesYesYesYesYesYesYesYesYesYesI'm a volunteer (l'd like to go to the dinner)YesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYesYeskittitas audubonAttended last yearWebGooglefriendOn the webMyselfBirding magazineAttended last yearVancouver Audubon Columbia FlywaywebwebSiblingAudubon MagazineSister-in-lawKEEN's Facebook PagePilchuck AudubonPilchuck AudubonFRIENDfirends who love itfriends BarbaraKathrineKrisCathlametPortlandSeattle182 N Welcome Slough Rd.737 NE 99th Ave., #184658 Eastern Ave NYesYesYesOR98612 United States97220 USA98103 USATwitter Kittitas County Lodging Tax Volunteer Match YRC Bird Fest 2020 Tasks Rate* HoursVolunteer Name JillScheffer Stefanie Wickstrom Thatcher Montgomery Gary Cox, Jerry Scoville, Sarah Maes, Landon Shaffer Deb Essman Laura Busby Wendy Mee Martha Kurtz Emily Jacobs Subject Area Experts * I ndependent Sector Non. profit Volunteer Rate Board President and Main Project Manager, Event Planning, Design, Marketing, Promotions, Budgeting, Tracking, Pu rchasing, Ticket, and All Event Tracking and Reporting KEEN Board Treasurer - project financial oversight and management Event ticket sales management, coordination and reporting S 2s.43 396 s 2s.43 t32 S 2s.43 KEEN Board Members at large - project oversight and financial oversight YRC Bird Fest Planning committee, field trip leader, coordination with Kit Co Field and Stream KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation Field trip leaders and speakers Total s 2s.43 S 2s.43 S 2s.43 S 2s.43 5 2s.43 S 2s.43 s 2s.43 6 22 10 84 r20 84 84 84 $ s s s Total S ro,oto.2g 3,356.76 559.46 254.30 2,L36.!2 3,051.60 2,L36.L2 2,t36.72 2,736.L2 152.58 25,989.46 44 hours committee meetings; 32 additional hdurs per month on project man 22 hours board meetings; 10 additional hours per month on financial manage 22hours board meetings L0 hours of project oversight in lL months 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple 44 hours committee meetings; 8 hours per month for 5 months project imple $ s s s s s