HomeMy WebLinkAboutAmended LT-2020-008LT-2020-008-JAZZ lN THE VALLEY- Amended Ep
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND LAUGHING HORSE ARTS FOUNDATION D.B.A. JAZZ IN
THE VALLEY
This Contract, effective january 1,,2O2O is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION D.B.A. JAZZ lN THE VALLEY ("Contracto/')for the 2020 Jazzinthe Valley ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit ,,A,,
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. 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 eight thousand dollars (SS,OOO) (City of Ellensburg lodging
tax funding).
b' Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of eight thousand dollars
(58,000) (City of Ellensburg lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is january 15,2O2I after this date funds lapse.
d. Requests for reimbursements must be submitted to:
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LT-2020-008-JAZZ lN THE VALLEY- Amended EP
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@co.kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
o Rent canvas tents to cover seating areas at the Rotary Pavilion.
r Rent portapotties and wash stations for the Rotatory Pavilion.
o Hire security to police the rotary pavilion.
. Help defray rental costs of the sound equipment.
r Rent cooling devices/ fans for venues if the temps require them.
o On-line and print advertising.
o Social media advertising.
r Use an on-line exit survey to get feedback from attendees.
o Collaborate with other festivals in the state, sponsorship/ advertising
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
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
fo I lowing add ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
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LT-2020-008-JAZZ lN THE VALLEY- Amended EP
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractbr shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release- |and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs,
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
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LT-2020-008-JAZZ lN THE VALLEY- Amended EP
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
a 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 Any breach of or default under this Agreement by Contractor
Section 5. Comoliance 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 or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 6- lndust rial Insurance Waiver
With respect to performance of this Agreement and as to any claims against the County or City, their
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 Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
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
a
a
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LT-2020-008-JAZZ lN THE VALLEY- Amended EP
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
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.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to allor 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 Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
c
e
c
County Lodging Tox Funding Agreement Poge 5
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Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
e. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
f. This Agreement may be executed in one or more counterparts and by facsimile, each of which
will be deemed an original, but all of which together will constitute one and the same
instrument.
g. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or may
materially affect Contractor's ability to perform its obligations under this Agreement.
h. 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.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
The following provision is entered into effective upon adoption by the parties pursuant to
section "9c" , as reflected by the signature of the authorized representative(s) of each party.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil disorder,
or curtailment of transportation facilities-to the extent that such circumstance makes it
illegal , impossible or economically impracticable for the parties to complete the duties and
mutual obligations agreed upon and imposed upon them herein. The ability to terminate this
Agreement without liability pursuant to this paragraph is conditioned upon delivery of written
notice from one party to the other within 10 days of such occurrence or upon delivery of
written notice from one party to the other within 24 hours of the receipt of notice of the
prediction of any of the above occurrences. To the extent feasible within the constraints
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imposed by any event of the type described above, the parties agree that if the triggering
event is of apparently or likely transitory effect, the parties may negotiate such amendments
to the agreement that are mutually satisfactory and not otherwise contrary to law, including
but not limited to a change in the dates for completion of any portion or the entirety of this
agreement.
KITTITAS COUNTY
BOARD OF tsstoNERs NTRACTOR
+ l2I l7b?D [Print Name]
A.oG .,c - R.{!r ?8""G
\*,
IAddress]
<A1 -%-t-32\{ /
[Telephone]
Clerk of the Board
FORM:
i.il I
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Page 7
EXHIBIT ''A''
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019 *
Submittal lnstructions
& General
lnformation *
Dd you aitend the Gant Apdicatior \ ,brkshop - 2019 hmled by the lfttitas o3unty oranter of &nnerce?
G Yes
l.:No
G, Yes,
I have read and understand S,rbnittal hstruclions and General lnfornBtion for the 2019 Lodgiry Tax Gant funding
Flocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a password. After completing the save drafi, 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 * Laughing Horse Arts Foundation d.b.a Jaz.in the Valley
Organization Address * $reet Address
P.O. Box 214
Address Line 2
otv
Ellensburg
bstal / Zip Oode
98926
Website Ja2ntheValley.com
91-1211173
600-6s4-787
Federal Tax lD #*
UBI #*
Organization is a:*C Government Entity
tn 501(c)3
C 501(c)4
C 501(c)6
C Other
(Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
UploadProofof SOt_c3_2019.pdf
Organization Status *
Accepta5e file fornuts include; Jffi, FS or TFF
Contact lnformation
State/Flovince/fugim
WA
Oarniry
USA
Last Name*Solberg
638.26KB
First Mme*Joy
Phone Number*509-925-3241
_ ..*Emarl jadn'f o @jadnth eva I I ey. co m
Project or Event lnformation {},
ProjecVEvent Mme* Jaz in the Valley
Event Dates
Please provide any specific dates, or range of dates, on wirich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
7t2412020
ProjecVEvent
Location *
End Dates
712612020
Downtorm Ellensburg
G Ongoing ProjecVEvent (More ihan four years in existence)
C New Project/Event (Four or fewer years in existence)
$ 10000.00
lf you selected "Ogclng FlojecUgient" above this anDunl nay not exceed 10% of the total expense budget of this
project.
1A,718
Fromihe lrst bdow, what season willyour project enhance tourisn? Select any which ap$y.
fl Year-round (January - December)
F Off Season (Mvember - February)
l- Shoulder Season (October or March - May)
17 High Season (June - September)
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Application Questions: Part 1 ,3
Please answer each question completely, in the order listed, Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your project/event and identify the specific tourism audience/market that your
organizaiion 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 *
Jaz.in the Valley is a three day music festival originally created to celebrate ihe
Jaz. genre in all of its various forms and entice visitors to spend time in
Ellensburg's dor,rintovun area during the Summer. Over the pasI22 years of our
existence we have epanded our horizons to include not just straight ahead Jaz.
and swing but Blues, Soul, R&B, Latin, Funk, Ragae, Zidago, Gospel and even
some Rock'n Roll. Because our numbers have decreased in the past fewyears,
vre are considering re-branding the festival to reflect our diversity.
Our core audience members are music lovers of wlro are looking for a weekend
geta\ ay at an affordable price. The primary attendees will come from the Pacific
I\orthraest but the festival drarars from across the United States and Canada.
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!List of lntended Use of Funds*
'1. Rent canvas tents to cover the seating areas at
the Rotary Pavilion, out main venue
2. Rent Portapotties and wash stations for the
Rotary Pavilion to accommodate our attendees.
3. Hire security to police the Rotary Pavilion (main
Venue) Friday and Saturday nights from 8pm unti
4. Help defray the rentals costs of the sound
equipment used at the Rotary Pavilion.
5. Rent cooling devices/fans for the venues if the
temperatures during the festival require them. 6.
7. On-line and print advertising focused on our
target audience.
8. Social media advertising
9. Use an on-line exit survey to get feedback from
festival attendees
10. Collaborate with other music festivals in our
State - Sponsorships/advertisin g
2l Projections 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 staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections,
Response 2.'1..*Hrojeclron
1. Away fromth€ir place of residence or business and staying overnight in paid acconnodations;
1. We underrnnite radio programs ihat promote Jaz throughout the year and
purchasing ads in the months prior to the festival, targeting our core audience and
blanketing most of the state.
2. We hope to refine our on-line ner,reletier (which is focused on past attendees)
3. We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail informaiion packets lo Chambers of Commerces throughout in the
State.
4. We distribute at least 75 of our posters to locations throughout the state, 30 of
which go to wineries in Washington (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival vrreekend).
5. We developed an on-line neursletter targeted to past attendees, to keep our
patrons engaged in wtrat this year's festival will be offering as \ /ell as other events
in our area.
6. Through many of the on-line and social media ads ule placed lasi year, rae
received valuable demographic information. Combining this with the email
addresses from past ticket sales, \ € hope to direct market to this audience and
request feedback on their festival eperiences. (Currently the list numbers 865
email addresses)
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Response 2.1*tsvtdence
Response 2.2..*ProJectron
-- We have a mailing list of over 1750 members, 36% (634) of which have
addresses outside of our county and which span across the United states and
British Columbia. The out of county addresses are all from past attendees of the
Festival wtro requested to be on the list.
-- We are a three-day festival with Friday and Saturday nights events going until
midnight. Most attendees from more than 50 miles auay choose to stay
overnight; be it in local lodging establishments or with friends that live in the area.
- Based on knoun zip codes associated with our ticket sales, at least 53% or our
tickeis sold vlere to out of county residents.(See Efiibit 41)
- Of those wtro completed our survey at the festival:
- 57o/owere from people listed residences outside of our county
- 77o/o reporled staying at least one night
- 59% reported tr,rc or more nights (See E)fiibit A2)
- This year we ran ticket discount promotionals on social media. Out of county
residents accounted for 65% of these ticket sales.
Of those thai completed the Survey sent after the festival:
- 38% had Kiititas County 2p codes
- 62% of respondent's lp codes ra,ere from outside of Kittitas County
Of that number:
- 2%o stayed in an RV Park in Kittitas County
- 6% stayed 1 nights in paid accommodations
- 24% slayed 2 nights in paid accommodations
- 6% with friends or relatives in Kittitas County
- 62% didn't report
-- ln summary, our data strongly suggest that 55-60% of our atiendees live outside
Kittitas County
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2.To a gace fifty niles or nore away fromtheir $ace of residence or business fo the day or staying overnight;
- ln the past fewyears, our operating margin has been thin enough that partnering
with the Lodging establishments for a packaged event wasn't feasible.We had
hoped to revisit the idea of offering lodging packages in 2019. Unfortunately rae
goi behind schedule for the festival that it ues too late to approach the lodging
establishments with a proposal. This year with the new board having another year
under our beli rrr,e hope to be more timely with our requests.lnitial contacis with
several lodging establishments shovw that this is viable approach.
- As rirlre did this year, ue Wll use our ner,wletter and social-media to promote the
discount packages to the festival.
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Response 2.2:*EVtdence
Response 2.3:
Projection *
Response 2.3*EVrOence
1. We underurrite radio programs that promote Jaz throughout the year and
purchasing ads in the months prior to the festival, targeting our core audience and
blanketing most of the state.
2. We hope to reflne our on-line nerneletter (which is focused on past attendees)
3. We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail information packets to Chambers of Commerces throughout in the
State.
4. We disiribute at least 75 of our posters to locaiions throughout the state, 30 of
which go to wineries in Washingion (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival rareekend).
5. We developed an on-line ner,rsletter targeted to past attendees, to keep our
patrons engaged in what this year's festival Wll be offering as \r,ell as other events
in our area.
6. Through many of the on-line and social media ads r,re placed last year, r,r,e
received valuable demographic information. Combining this with the email
addresses from past ticket sales, we hope to direct market to this audience and
request feedback on their festival erperiences. (Currently the list numbers 865
email addresses)
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3. tr fromanother country or state outside of their $ace of residence or business.
-- As our surveys have shown, past attendees to our festival have come from all
over the country and some from other parts of the lr,rcrld. We have established a
database of email contacts for these people. By developing an on-line neursletter
targeting these past atiendees, v1,e hope to keep our patrons engaged in what this
year's festival as vrell e4cose them other events happening in our area.
-- As mentioned above, r,le have a mailing list of over '1750 members, 36% (634) of
wtrich have addresses outside of our county and which span across the United
states and British Columbia. The out of county addresses are all from past
attendees of the Festival wtro requested to be on the list.
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-- Combining tickets sold through ShorirClix,plus those sold through ihe KC
Chamber of Commerce and at the Festival (...those that reported where they rrvere
visiting from) the average was 7o/o of sales rrrirere to persons from out of State.
- 17ok of our current mailing list also resides out of WA State
-- ln addition to a potential interactive component in our nevrnletter, ue should be
able to mine information about those i,riho accessed the email and wtrere those
people reside. This should help us refine our focus.
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Application Questions: Parl 2
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide e>ramples. lnclude the
following information:
A. ls your projecVevent year-round or is it seasonal or date-specific? Go to definitions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Wtrai tods will you use to nmsure ycxrr event's rnFct on tcurjsr* F{ease be specific and pnovide exanples.
-- We track demographic information of ticket sales through the Chamber, on-line
sales through ShouClif mail-order sales and our unrestricted personal./business
contributions. During the 2019 Festival rrve asked ticket buyers to tell us their lp
codes and their email addresses. When vr,re combined all of the available iicket
information: 53% of tickets \ /ere in Kittitas County and 47o/o were out of the
county (See Ef ibit A1 ).
-- The respondents to the survey taken during ihe festival that reported addresses
shou,red: 43% r,r,ere from Kittitas County and 57o/otNere out of the county. (See
E dlibit 42) Our on-line survey at the end of the festival shotttgd similar results.
-- Facebook kept track of interactions with all the ads Mile purchased with them this
year. See (Eftibit B)
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A. b yalr pc{ecVevent year-round or is it seasoral or dalespecific?
C Year Round C Seasonal G Date Specific
Your sdection here shald be supported by the dates ycu provided above, in the Roiect or 6/ent lnfdnaiion section.
B. \Ahat strategies will you en$cy to assure you are attracting tourists f romat lmst 50 niles away?
-- Social media marketing, radio ads, brochure leafleting around Washington State,
tourism ads, neuspaper ads, and online advertising and discount ticket promotions.
- By developing our on-line nensletter targeting past attendees, ue hope to keep
our patrons engaged in wtrat this year's festival will be offering as tivell as
connecting them with other events in our area. The attendee list is derived from our
point of sales during the festival as truell as what the Chamber sells, ShowClix sales
and our mailing list that includes Email addresses.
-- We sent 851 donation letters, of r,rrhich 536 (65%) \ /ere out of Kiititas County and
of those (35%) u,ere out of Washington State.
- We will be contacting a number of lodging establishments to discuss the
possibility of creating value packages for those who attend the fesiival, At least four
have indicated potential interest in a partnership for 2020.
- We will also talk to them about what is involved is setting aside a block of rooms
- One possibility is to provide lodging establishments with questionnaires prior to
the festival weekend that u,ould ask their patrons if they are staying in town to
attend a local event and list the things that are happening in our area the weekend
-- For ihe past 18 years, JIV has provided a survey for festival attendees to fill out
that asked wtrere they are from, how many nights they stayed and how they heard
about the festival. This will also be included in our exit survey. {E*tibit A2).
2500 character linit
Response 3 C:
Measuring Results*
Application Questions: Part 3
C. WIat strategies will ydl use to assist in rmrketing all of ldttitas hrnty as a tourist destination with your
evenUproject f unding request?
-- We are increasing our on-line promotions, discounts, and plan to implement our
strategy of package marketing with partner hotellmotels.
-- We know ihere a lot of out-of-towners vriho attend our festival bui spend their
overnights with members of our community rather than in ihe hotels. This year with
our online exit survey ue finally have a vehicle to measure this. We are also looking
to revamp the survey rrve provide at the festival to include this.
-- Our nerlsletter to pasi attendees will also provide an opportunity to share other
events happening in our area.
-- For the 2020 Fesiival vre will send a festival brochure to our mailing list, for which
65% is out of Kittitas County. The brochures also advertise other events happening
that ueekend in Ellensburg.
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4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *1. CHAMBER OF COMMERCE; Serves as our sales outlet prior to the festival and
helped staff the box office during the festival
2. CITYOF ELLENSBURG:
- Waves noise ordinance for ineekend
- Allorae our use of the Rotary Pavilion for our main venue and the on-sight building
as our Box Office with the Chamber of Commerce also providing staff support
during the Festival.
- Provides: fencing for the Rotary Pavilion (main venue); no parking signs;
handicap signs; hangs our banner across 4th betvreen Main and Pearl streets.
3. CWU:
- Through a contract arrangement provides: Pianos, Music stands, Platforms, and
Cooling fans for the Rotary Pavilion. - We partner to provide music clinics {or the
County high school students.
- We offer yearly scholarships for Jaz students attending CWU.
- We offered scholarships to High school s{udents to attend JIV-CWU's summer
Jaz camp. Their camp T-shirts alloraed them to attend the festival for free and their
families vrrere also allovwd to purchase festival tickets a half price.
- The camp students performed tvuc a free concerts: Friday late afternoon before
the festival officially opened and Saturday morning prior to the festival's afternoon
event.
4. RODEO BOARD: Provides usage of approximately 750 chairs for the festival
5. 509 Facilities donated $1000 in-kind services to clean and maintain the Rotary
Pavilion during the festival.
6, GALLERY ONE & CLYMER MUSEUM:
- They serve as music venues during the festival
- Provides a iasting of premium Washington State wines on the Sai. afternoon of
the festival. This is a major fundraising event for them.
7. FARMER'S MARKET: runs exlended hours that'vueekend
8. COMMIT A PAGE OF OUR BROCHURE to other events happening in Ellensburg
that r,r,reekend.
9. PUBLIC LIBRARY: decorates their lobby with Festival memorabilia. They also
have an archive of all our past festivals.
10. DOMTED: 24 Festival Passes to non-profit organizations to aid in their
fundraising efforts.
1 1 . KVH: - Displays all 22 years of posters in their lobby throughout July. - Was a
Major Festival Sponsor that provided a free Sunday concert for the community. We
handed out 468 wristbands to anyone that didn't have a festival badge.
12. We did promotional concerts at trlto local establishments: The Gard and
ttlodding Donkey.
13. Outside of the Rotary Pavilion, all of our music venues have been in
businesses around the downtown area
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*Most years r,lre have been financially in the black and vlere able to accumulate
reserves. Unfortunately, because of increasing e)qcenses and our declining
attendance, ue have had to dip inio those reserves. As a result, becoming self-
sustaining has been a major focus for our board.
- For example: ln 2016 ure eperimenied with e4canding the types of music to
attract a bigger audience. ln 2017, uire erperimented with a change in ticket pricing,
vr,hich assisted us in partially overcoming some addiiional costs such as the new
City admissions tax ln 2018, with a major change in board members, \€ embarked
of developing a five-year business plan. A major focus was to attract more major
festival sponsors by reassessing wtrat that might look like for them. This r,rc
accomplished, moving from two sponsors in 2017 to five in 2018 including KVH
wtrich sponsored Sunday's pedormances as a free concert to fesiival goers and
our community. We also reduced our costs by reducing the number of venues to
eight from ten. Subsequently, in 201 8 ue covered all e43enses and ended with a
small surplus for the next year. For 2019, vre increased our corporate sponsorships
to seven and again KVH subsidized the free concert on Sunday.
- Our newsletter is still in it's infancy, but we already see the potential of eryanding
our message.
- CWU has committed to having a Jaz.Camp the week prior to the 2020 festival,
They changed the name to JIV-CWU Jaz.Camp, and 87o/o of those attendees live
outside of Kittitas County.
- Our new Hotel Windrow has epressed interest In a collaboration.
- Although u,e still have enough reserves to put on a festival next year, our
attendance was dovu-r slightly and urre did not make our 2019 budget. The
Ellensburg Arts Commission helped us defray some of the cosls and u,e will be
looking to them again to help us out for specific needs.
- The Festivals biggest contribution comes from our board members and the
approx 150-200 community volunteers that uacrk to set up and put on the festival.
Keeping them involved and attracting new people to help is a focus for us.
- The board is uorking with a facilitator to help us develop a cohesive, \ €ll-
functioning board and committees, vr,hile developing a lraell-defined long-term plan
for Jaz.in the Valley. A key element for our longevity is attracting more community
members to help our varlous committees throughout the year.
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 - This will be our 23rd year offering the festival and every year festival board
members have done informal surveys of the restaurants and motels, The
feedback we have received indicates this is one of their busiest and best u€ekends
during the year. We knowrrre are not the only reason but certainly
help.
- The only paid staff is during the festival: ticket booth staffing, security officers,
and the musicians along with the sound techs.
- Volunteers are our lifeblood. This festival is truly a community effort.
Attached is a brief history of our journey: See Exhibit E.
- We are \4orking to re-create our image. We have established a recognizable
entity/festival; hou,rever, \ /e are more than the traditional/straighl up jaz- Changing
the name and promoting the variety of music ue offer is seriously being looked at.
Although, when r,rc asked our patrons on Survey Monkey their opinion, the majority
\mnted it to stay Jazz in the Valley.
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Supporting Documents YoL nay u$oad any supporting docunents such as graphs, inages, diagrans, nlrl€ting naterials, etc.
E*ribit_A-2019.pdf 218.62K8
Exfribit_B_2019.pdf 607.72K8
btribit_E.pdf 1'1411K8
You are allored io subnit up to 3 single page (L€ Letter) docunents in JE ffs lFFforngt
7l Previous Lodging Tax Grant lnformation
Previous Years
Auarded Lodging Tax
Grants*
Fbs yor evert received Lodging Tax funds in pevia.s years?
O No, this evenVproject has not previously received Lodging Tax Funding.
C Yes, 1 year previous
C Yes, 2 lears previous
G Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Projected *
2,300
How many days did/willyour event occur?
Prior Year*
2,241
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*
440
Paid Overnights' Data Support
Explain how the room nights data above from the prior year raras collected and how the projection for the nefr year is
derived. (For example, if there vras 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*
500
Prior Year Paid
Overnight's Stay
Response *
Prior Year Paid
Overnight Stay Data
Application Questions: Part 5
Nine motels plus three campgrounds &RV parks vr,rere contacled. Six motels plus
the campgrounds reported estimated rooms/accommodations for attendees of our
Festival. Three other motels and One RV park reporied being full that vr,eekend but
couldn't discriminate how many riwre festival attendees. Our Online exit survey
shovued: four attendees stayed a Air B&B/vacation home ai least twr nights. Traelve
reported staying with friends or relatives.
Last year: ADR (Average daily rate)= $122.26 for overnight stays {STAR report
wtrich is produced by Smith Travel Report)
440 X$122.26 = $53794
46214 I 10000 = 5.4 .,. the return on in the investment of over 5 to 1
lf next year's projections are reached (assuming the same daily rate):
500 X$122.26 = $61130
61130 I 10000 = 6 ... the return on in the investment is slightly over 6 to 1
According to Dean Runyan Associates report, the average expenditures (this
includes avg e&enses for gas, food, entertainment, & accommodation) for
overnight visitors, 2017 lor Kittitas County specifically are:
- Hotel, Motel, Short Term Vacation Rental (STVR) (per person) Day Trip 9187
- CampgroundsA/acation Homes,etc (per person) Day Trip g 52
- Private Home (friends and family) (per person) Day Tdp $ 27
Hotel, Motel, STVR 366 x $187 = $68442
Campgrounds 62 x $52 = $3224
Private Home (friends and family) 12 x$27 = $324
By Dean Runyan estimation, the return on investment is $71990/10000 or over 7 to
1
2500 character linit.
h addition io field above, you nay u$oad the evidence to suppo-l the pior years' root/night inforn€tion.
Lodging_counts_2019.pdf 13.S3KB
Ycru ney upload up to three single pages (LE Letter). of infornstion. lf you a single mrlti-page docunent, cxrly the first
three pages will be considered. The fdlo\iving fornrts, will be accepted: JFq FFor TIFF
SlFunding
Does your organiation have, or have you applied for, grant funding from other sources? lf not, why not? tf yes, please
list the funding you have for the project, including any volunieer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wtrich have not yet been secured will be listed separately, in the field(s) directly below.
Finally, vr,hat changes \ ,ould occur if the project couldn't be funded?
Other Funding *bes your organization have, or have you apCied for funding fronother sor-rrces?
G, Yes C No
Funding for which you have applied but not yet secured
Funding Source
Arts and/or Community grants
Amount
$ 5,000.00
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
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
projectievent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projects/evenls which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For anyclaimed in.kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemilng ihe matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
\Ahat changes would occur rf th€ prcject couldn\ be {unded?
- increased dependence on outside corporate festival sponsors: This uas a focus
for us lasttvro years. Not only did r,ra attract more sponsors and at levels above
anything rrre have had in the past, but vte continue our dialog with them, about
continuing support.
- We reduced the number of venues in 2O1B; therefore, ihe associated musician
exrenses were reduced. That uas probably a major factor in meeting budget
epectations that year. lf crunched \ ie may have to do it again.
- Our survey resulis have suggested attendees are looking for "bigger name"
performers; unfortunately, big names come wiih big costs. We will be unable to
afford this attraction without your supporl.
- Facility redesign is at this point an unknown, and this complicates planning and
projections.
- The City admissions tax has had a significant impact on our profitability over the
Iast 3 years. ln 2019, vre paid $3839, vr,trich is subtracted from our income (event
sales) but, as a tax, it is not reported as an expense.
2500 characler linit.
975.35
ot/o
This field will auto fill with the corect percentage based on your input to budget section bdo,v
For any clained in-knd contrihrtions valued at $500 or nore and related to narketingladvertising, you nrst subn'it
verifying docunentation which assures the contribution will be provided.
NKC_Trib_contract.pdf 1.13M8
2020
LTAC Grant
Funding
Past Actual 3
$ 9,000.00
Past Actual 2
$ 10,000.00
Past Actual 1
$ 10,000.00
Projected
$ 10,000.00
All Other Revenues
Account Name
Contributions
Ticket Sales
interest Received
Misc. lncome
Sale of Goods
Vendors
Fundraising Event
NKC Tribune
Past Actual 3
$ 1 1352.00
$ 65701.00
$ 944.00
$ -47.00
$ 13679.00
$ 1e0.00
$ o.oo
$ 0.00
Past Actual 2
$ 1't262.00
$ 72242.00
$ 278.00
$ 147.00
$ 1 191 8.00
$ 1e0.00
$ 1600.00
$ 0.00
Past Actual 1
$ 14783.00
$ 58071.00
$ 94.00
$ 15.00
$ 12s71 .00
$ 0.oo
$ 1735.00
$ 510.00
Projected
$ 14000.00
$ 62000.00
$ 90.00
$ o.oo
$ 12000.00
$ o.oo
$ 1700.00
$ 510.00
I n-Kind Contributions (except volunteerism)
Account Name
City
CWU - Music Dept
CWU - Facilites
Ellensburg Rodeo
Dumpsters
Portapotties
Rental spaces
EquipmenVSupplies
Services
Contract labor
NKC Tribune
Past Actual 3
$ 1000.00
$ 1000.00
$ 300.00
$ 1200.00
$ 400.00
$ 220.50
$ 450.00
$ 317.00
$ 200.00
$ 0.00
$ o.oo
Past Actual 2
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 360.00
$ 629.00
$ 275.00
$ 714.00
$ 730.00
$ o.oo
$ o.oo
Past Actual 1
$'1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 700.00
$ 1 125.00
$ 500.00
$ 1625.00
$ 104s.00
$ 510.00
Projected
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 700.00
$ 500.00
$ 500.00
$ 1125.00
$ 500.00
$ 510.00
Contributions of Volunteer Time
Evidence of Volunteer Flease upload a single file which offers widence in support of lhe pro.jected vdunteer hcurs.
Contributions *
E*ribit_D_2019.pdf
Number of Hours
'15.92K8
Revenue Totals
Expenses
$ 58,900.00
Past Actual 3
3,809
Past Actual 2
2,786
Past Actual 1
2,472
Projected
2,500
Calculated Value of
Projected Volunteer
Time
Past Actual 3
$ 105906.50
Past Actual 2
$ 113045.00
Past Actual 1
$'106484.00
Projected
$ 166435.00
Account Name
Cost of Goods Sold
Concessions
Education
Facilities - Repairs
-- Contract labor
- Equipment Rental
-- lnsurance/License
- Site Storage/Rent
Supplies/Equipment
Fundraising
General Epenses
Music - musicians
- Lodging
-- Sound
Enhancement
-- lnstrument
repair/rental
Promotions -
Brochure
Past Actual 3
$ 3410.00
$ 5023.00
$ 1500.00
$ 1389.00
$ 1625.00
$ 94'10.00
$ 2190.00
$ 1250.00
$ 836.00
Past Actual 2
$ 2645.00
$ 5058.00
$ 3950.00
$ 66.00
$ 3185.00
$ 9327.00
$ 2671.00
$ 625.00
$ 657.00
Past Actual '1
$ 4063.00
$ 4852.00
$ 5040.00
$ 1780.00
$ 1780.00
$ 8867.00
$ 2316.00
$ 625.00
$ 1576.00
Projected
$ 4000.00
$ 5000.00
$ 5000.00
$ 200.00
$ 1800.00
$ 9000.00
$ 2400.00
$ 625.00
$ 1000.00
$ 4s82.00
$ 4957.00
$ 49227.00
$ 9135.00
$ 5409.00
$ 6133.00
$ 5254.00
$ 37966.00
$ 6006.00
$ 7s88.00
$ 4999.00
$ 8160.00
$ 38448.00
$ 7749.00
$ 69e3.00
$ 5000.00
$ 5300.00
$ 38000.00
$ 7800.00
$ 7000.00
$ 1200.00 $ 1250.00 $ 1250.00 $ 1250.00
$ 1867.00 $ 1552.00 $ 1448.00 $ 1500.00
$ 252.00 $ 187.00 $ 244.00 $ 200.00
Handbills/Survey/Mis
c
- Print Advertising
- Electronic/Social
Media
- Web-page
Redesign
Tickets/Sales
Volunteer
Committee
$ 5988.00
$ 6140.00
$ 1874.00
$ 494.00
$ 6634.00
$ 6662.00
$ 1903.00
$ 310.00
Past Actual 2
$ 109429.00
Past Actual 2
$ 3616.00
$ 7285.00
$ 4297.OO
$ o.oo
$ 1632.00
$ 356.00
Past Actual 1
$ 113760.00
Past Actual 1
$ -7276.00
$ 6000.00
$ 4300.00
$ 0.00
$ 1500.00
$ 300.00
Projected
$ 107175.00
Projected
$ 59260.00
$ 2600.00 $ 0.00
Expense Totals
Profit & Loss
Past Actual 3
$ 120158.00
Past Actual 3
$ -14251.50
Application Certification
The applicant here certifies and affirms: 1. That it does not now nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal lau,s and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
e&,Sra"g
Name*Joy Solberg
Asst. TreasurerApplicant's Title*
Form
{Rsr. Decemb€r2011)
Department of the Treasuy
ht€mal Revenuo Servico
Name (as shown on your income
Laughing Horse Arts Foundation
Business name/disregarded entity nam€,
D.B.A. Jazz in the
Certifi cation instructions.
because you have failed to
interest paid, acquisition or
other
4.
Sign
Here
General lnstructions
Section references are to the lntemal Revenue Code unless
noted.
Purpose of Form
A person who is required to file an information return with the IRS must
obtain your correct taxpayer identification number fIlN) to report, for
example, income paid to you, real estate transactions, mortgage interest
you paid, acquisition or abandonment of secured property. cancellation
of debt, or contributions you made to an lRA.
Use Form W-9 only if you are a U.$. person {including a resident
alien), to provide your conect TIN to the person requesting it (the
requester) and, when applicable, to:
1. Certify that the TIN you are giving is conect (or you are waiting for a
numberto be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt
payee. lf applioable, you are also certiffng that as a U.S. person, your
allocable share of any partnershlp income from a U,S. trade or business
is not subject to the withholding tax on foreign partnete' shar€ of
effectlvely connected income.
Request for Taxpayer
ldentification Number and Gertification
w-g Give Form to t|te
requester. Do not
send to the lRS.
Ai
Ct(')l!oco
ahoccLo.a'j::ooi?6
Io
'6
oILo
c)og)
I Exempt payee
name
You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
For real estate transactions, item 2 does not apply. For mortgage
debt, contdbutions to an individual retirement anangement {lFA), and
all int€rest and dividends on your tax retum.
of secured property, cancellation of
and dividends, you are not required to sign the certification, but you must provide your correct TlN. See the
Kittitas Coung Auditor
205 West Sth Ave - Suite105
Ellensburg, WA 98926
Ent€r your TIN in the appropriate box. The TIN provided must match the name given on the "Name" line
to avold backup withholding- For individuals, this is your social security number {SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identiflcation number (ElN). lf you do not have a number, see How to geta
IIAI on page 3.
Note- lf the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter-
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identiflcation number {or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lntemal Revenue
Service (lBS) that I am subject to backup withholding as a result of a failure to report all interest or dMdends, or (c) the IRS has notified m€ that I am
no longer subject to backup withholding, and
3. lam a U.S. citizen or other U.S. person (defined below)-
Date>4 -2s-t
Note. ll a requesler gives you a form other than Form W-9 to request
your TlN, you must use the requester's form if it is substantially similar
to this Form W-9.
Defnition of a U.S, person- For federal tax purposes, you are
considered a U.S. person if you are:
o An individual who is a U.S. citizen or U.S. resident alien,
. A partnership, corporation, company, or association created or
organized in the United States or under the laws of the United States,
. An estate (other than a foreign estate), or
r A domestic irust (as defined in Regulations section 301.7701-7).
Speclal rules for partnerships. Partnerships that conduct a trade or
business in the United States are generally required to pay a withholding
tax on any foreign partners' share of income from such business.
Further, in oertain cases whero a Form W-9 has not been received, a
partnership is required to presume that a partner is a foreign person,
and pay the withholding tax. Therefore, if you are a U.S. person that is a
partner ln a partnership conducting a trade or business in th6 Unit€d
States, provide Form W-9 to the partnership to establlsh your U.S.
status and avoid withholding on your share of partnershlp lncome.
Check appropriate box for foderal tax classification:
! lndividual/sole prcprieior EI C Gorporation f] s corporation I earrnerstrip f] trusVestate
I UmiteU liability company, Enter the tax classification (C=C corporation, S=S corporation, P=partnership] >
f! otnerlsee
Address (number, sv€ot, and apt. or
P.O. Box 214
stato, and
wA 98926
cod6
Number
Social number
Part I
Employer id€ntification number
I 1 1 2 1 1 1 7 3
Part ll
Signaturc ot
u.s.
Cat. No.10231X ronn W-9 1nev. 12-201'l)
Tickets 2OL9
Total tickets 2018 Festival
Exhibit A1
2241
Ticket Sales with recorded zipcodes Kittias
Countv
Out of
Countv Totals Unknown
Unrestricted Contribution Tickets 142 142
Chamber Ticket Sales 43 43 5
ShowClix 284 383 667 23
Recorded during the Festival 48 42 90 374
Totals 517 425 942 402
55%45%100%
Gomp Tickets
Band Member Tickets 74 1 8 1 255
Jazz Camp Friday Night 14 94 108
Donated Tickets to non-profits 8 16 24
Sunday - Free Sponsored Concert 468
Volunteers 10+ hrs
Totals 130
34
299
8
429
42
30%70%100%
Total Tickets 647 724 1371 870
47%53%100o/o
Jazzin the Valley Festival Survey Results
Of the surveys that reported resident locations:
Kittitas County 43Yo
Out of County 57%
Exhibit Az
77o/o reported staying at least one night
59% reported two or more nights
Jazzin the Valley On-Line Survey Results
Of the surveys that reported resident locations:
Kittitas County 38%
Out of County 62%
Exhibit A3
Exhibit BFacebook Ads 2019m Untitled ReportNameto3/06/20191 Promoting http://www.jazzinthsalley.comOngoing Conversions Promotion http://ww.jazinthwalley.colO3/L9/2OT9lPromoting Local Busine$ Jazz in the ValleyEvent: 2019 Jaz in the Valley: Ellensburg's Music FstivalEvent: Rusty Cage at Ellensburg's Music Festival: Jaz in theVallEvent: Boss PDX at Ellensburg's Music Festival: Jaz in the ValleEvent: 2019 Jazz in theValley: Ellensburg's Music Festivallnstagram Post: lt's May! Just a few months until...Event: Jacqueline Tabor at El lensburg's Music Fst: Jazz in the ValleyEvent: DoctorfunK at Ellensburg's Music Fstival: lazz in theValleyEvent: Mark DuFresne at El lensburg's Music Festival: Jazz in the ValleyEvent: Jr. Cadillac at Ellensburg's Music Festival -Jazz in the ValleyEvent: Nick Mardon at Ellensburg's Music Festival: Jaz in the ValleyPost: 'THIS Friday, check out our FREE spring kick off..."Post: "http://bit.lyl2wbBR07"IOUO6 l2,19l Ptomoting Ellensburg Live MusicPost: "Check out http:// lVMap.com while you're at our...,'Post: '! lV kicked offthe 2019 season with a sel I out..."Post: 'THIS Friday, check out our FREE spring kick off...,'Post: "Make sure to than k these com pan i es who graciously...lmage used in ads:2019-01-012019-01{12019{1-0120L9-01-012019{1-012019-01{12019{1-012019-01-O12019{1-012019-01-012019-01-012019{1412019-01-012019-01{120L9-01-012019{1-012019-01-012019-01-012019{1{12019-01-012079-07-2820r9-o7-282019{7-2820r9-o7-2a2019-o7-2A2079-07-282079-07-2A20t947-28207947-2A20t947-28207947-28207947-2A20r9-o7-2820L9-O7-252019-07-2A2079-O7-2820!9-07-2820r9-o7-2a20L9-07-2A20L9-O7-2AResultWebsite PurchasesWebsite PurchasesReachLink ClicksWebsite PurchasesWebsite PurchassEvent ResponsesLink ClicksWebsite PurchasesWebsite PurchasesUnk ClicksWebsite PurchasesWebsite PurchasesThruPlayLink ClicksPage LikesLink ClicksPost EngagementThruPlayPost EngagementResult261.00ReachAmount1.03.03.0083.0012.001_02239717332159031016555474915483642TL405336083443337732803155277220261780t52L37LT233354426847462922446a9553907486275676948990585269756549244785368139653500198840972270.62543.89442.L3164.30100.00100.00100.0035.00100.00100.0050.00100.0099.9935.0035.0019.9925.0015.O02.88.13Reporting Ends20L947-2899_OO410.00106.00132.0054.00176.OO49.009L754378382278.932019{1{1
Additional lnformation - Brief History of 22 years
Jazzin the Valley was the brainchild of Larry Sharpe after attending a reunion of graduates of
CWU's Jazz program who produced a free concert at the fairgrounds during the summer of 1997.
Larry had been involved with Laughing Horse Summer Theatre, which, in collaboration with CWU,
had provided repertory theatre during summers in Ellensburg for the prior 15 years. He foresaw that
with our connection to these artists, now professionals throughout the Pacific Norlhwest, producing a
local Jazz Festival was possible. He brought together past board members of Laughing Horse
Theatre and other community minded people for a meeting to discuss the viability of this idea in April
of 1998. The group approached the Summer Theater board and requested transfer of their 501(c)3
status. Out of this discussion came the formation of the Laughing Horse Arts Foundation, which
serves as an umbrella organization for a number of organizations throughout the county that are
involved in the performing arts. The first Jazz Festival happened at the end of July that year.
From the very beginning, our goal was to entice visitors to visit our downtown during the summer,
historically a "down" time for businesses. We fostered integration by using local businesses as music
venues for the event. We made money that year and the community loved it. Over the years, we
grew, and expanded our offerings from Friday and Saturday to include Sunday and increased our
venues from five to ten, now eight.
After several years, we expanded our mission in cooperation with CWU's jazz program, adopting a
dedication to jazz education. We also initiated a "Paint to Jazz" program for the Ellensburg School
district, promoting artistic expression of jazz through creative paintings. We conducted educational
presentations on the history of Jazz and its evolution. We sponsored a variety of music clinics for
college and high school students with professional Jazz musicians involving the following: clinics at
CWU, Ellensburg High School and Cle Elum High School; Masterclasses at CWU; performances at
EHS; and providing free community concerts in the CWU Recital Hall.
ln 2012, we started offering scholarships to students wanting to major in Jazzstudies at CWU. We
currently provide a $1000 scholarship to an incoming students and a $500 scholarship to a returning
student.
Over our 22 years, Jazzin the Valley contributed $42,000 in support of local music educational
programs. A number of years ago CWU offered a Jazz camp for high school students the week prior
to our festival. lt was so successful that even though the timing conflicts with other camps across the
State, staring in 2017 they have committed to offering the camp every year.
This has opened a number of collaborative possibilities:
- Last year we applied for and received an Ellensburg Arts Commission grant, funding used to
support partial student scholarships to attend the CWU -JlV Jazz Camp and production. Five
students received a $200 scholarship ($t OOO EAC funds) which covered approximalely 27% of the
cost of tuition, room and board ($ZOO1.
- ln addition, the camp was able to present a free student concert (10 ensembles of
approximately 8 students each) on the JIV Main Stage on Friday afternoon and Saturday
morning prior to the Festival.
- jazz camp parent and student surveys suggest that having the concert at the JIV venue
was a great performing experience and contributed to a very positive overall camp experience.
The audience showed great enthusiasm upon hearing the students and expressed strongly
positive comments following the event to camp staff and faculty as well as JIV board members.
- The Band Camp Members distinctive T-shirts serves as a pass to the entire weekend
event. Their families were encouraged to stay with discounted tickets. (Note: 87% of band
members live outside of Kittitas County.)
925-7037933-1 500925-9844933-1600925-9800962-6888925-9319925-4734933-1 500925-4244962-9400962-5585EllensbuKOALodging Worksheet - 2019313162Totals104507764580362Saturday52253933040Total H/MFriday52253831540LodgingComfort lnn - Amanda "Days lnnEconolodgeHampton lnn - ChristineRed Lion lnnSuper 842,l422Stayed - Friends / RelativesOnlineAir B&B / Vacation homesTotal - Short Term Vacation Rentals (STVR)440062267266110274013013full both daysfull both daysfull both daysTotal Camp/RVTotal LodgingNo DiscriminationYakima River RV ParkE&JRV ParkMotel 6Holidav lnn ExpressLincoln Suites
Volunteer Hours - 2018Total271509811887701971103816119026106024310'1415Festival2750103515371023201B353124lndividualReponsibilites54605552170631091001050CommitteeMeetings302A1281041041330812Board Meetings1681612231314142125813Board MembersDanMicahChrisAmyRobMarieJoyDonOnaLauraTonyNormLindaKoriDebbieLarryJoeBeckBrunnerBruyaBurkeFraserSmithSolbergSolbergSolbergStanlevSwartzWallenWarrenWineqarBrunnerSharpeFrancePast BoardMembersCommittee volunteers2472TotalVolunteer Hours201201057442475MusicFacitlitiesVolunteersPromotions
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than/z 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 Advertisine and Online Displav Advertisine 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/e 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 Advertisine of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller lhan% 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:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at LOO% 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 IOOo/o of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisine
t. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at I0O% 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 IOO% 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 Advertising:
t. 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 I0Oo/o 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.F
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln orderto 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 al IOO% of the cost,
including any production costs. ln orderto receive reimbursement, the bannercannot 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 L0O% 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 Advertisine
1,. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atIOOo/o 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 atIOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed tOO% 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 100% 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