HomeMy WebLinkAboutLT-2021-008 Cle Elum RoundupLT-202l-OO8-CLE ELUM ROUNDUP ASSOCIATION
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTV AND CLE ELUM ROUNDUPASSOCIATION
This Contract, effective January'J,,zOZt is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and CLE ELUM ROUNDUP
ASSOCIATION ("Contractor"), for the 2021 Cle Elum Roundup ("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.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 ten thousand dollars (51-0,000.00) (Cle Elum 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 ten thousand dollars
(S10,000.00) (Cle Elum 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 15,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas Cou nty Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
2027 County Lodging Tax Funding Agreement Page 7
LT -2O27-OO8-CLE ELUM ROU N DU P ASSOCIATION
a ud itorsaccounting@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 Radiomarketing/advertising
o On-linemarketing/advertising
r Directmailmarketing/advertising
o Printmarketing/advertising
r Social media marketing/advertising
e ln-person marketing/advertising by Board & Royalty
o Facility rental
r lT Support
r Office supplies
r Board Member Travel & Training (CR circuit, PRCA, WPRA meetings & conferences)
. Equipment rental (drag, sound system, lighting, stage, jumbotron, bleachers, tents,
trailers, panels)
o Bus hires for ticket holder transport
r Talent Fees (clown, announcer, band, sound)
o Stock Fee
o Security
r Volunteer training & supplies
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.
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 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. 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
2027 County Lodging Tox Funding Agreement Page 2
LT-2021-OO8-CLE ELUM ROUNDUP ASSOCIATION
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.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
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. lndem nitv, 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:
e
2027 County Lodging Tax Funding Agreement Page 3
o
a
LT.2O21.-OO8-CLE ELUM ROU N DUP ASSOCIATION
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor.
a
a
Section 5. Compliance with Public Records Law.
a. 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 Insurance 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.
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
a
2027 County Lodging Tax Funding Agreement Page 4
LT -2O27-OO8-CLE ELU M ROU N DU P ASSOCIATION
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
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 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.
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. L08, 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.
a
2027 County Lodging Tox Funding Agreement Page 5
LT-2021-OO8-CLE ELUM ROUNDUP ASSOCIATION
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.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which togetherwillconstitute 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
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.
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 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.
2O27 County Lodging Tax Funding Agreement Poge 6
D,
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
LT-2021-OO8-CLE ELUM ROUNDUP ASSOCIATION
CONTRACTOR
IPrint Name]
lAddressl
2027 County Lodging Tox Funding Agreement Page 7
Exhrhtl t(nt\
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020 *Dd you attend the Qant ApSication \r\brkshop - 2020 hosted by the Kiilitas County Orarber of Conrrerce?
G Yes
aNo
F Yes,
I lrave read and understand fubnittal lrslnrctions and Gerleral lnfornalion for the 2021 Lodging Tax &ant Funding
Flmess
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 vrill 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,wrd. 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 bookrnark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Cle Elum Roundup Association
Organization Address* sreet Acldress
PO Box 953
Address Line 2
0ty
Cle Elum
krstal l Zip Code
98522
Upload Proof of
Organization Status*
StateIR'ovince/kgion
WA
&xrntry
United States
Organization is a:*f Business
{t Non-Profit
(Note: Please submit W-9 for business or IRS Designaiion Letter for non-profit.)
Click here to view sample documents (redacted).
IRS letter.pdf
Acceplable flle fornuts include: JR. FS or llFF.
442.05KB,
Project Contact I nformation
First Mme*
Last Name *
Phone Number*
- ..*hmarl
Stacy
Meyer
206-355-7396
secretary@cleelumroud up. com
Project or Event lnformation
ProjectiEvent Name * Cle Elum Roundup
Service Categories Check all catego-ies that apply to this applicatiGr
l- Tourism promotion/marketing
17 Operation of a special event designed to atlract tourists
l- Operation of a tourism related facility
f other
Event Dates
Please provide any specific dates, or range of dates, on wtrich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
713012021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
^*I OUflSm SeaSOnS
Application Questions: Part 1
End Dates
81112021
Washington State Horse Park, 1202 Douglas
Munro Blvd, Cle Elum, WA 98922
6 Ongoing Project/Event (More than four years in existence)
f New Project/Event (Four or feuer years in existence)
$ 10000.00
lf you sdected "Orgcirg FlojecUFrenf' above this anDunt nay not exceed '10% of the total expeme budget of this
project.
Fromthe list below, what season will your project enhance tourism? Select any which ap$y
[- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
17 High Season (June - September)
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/eveni.
Response 1:
ProjecVEvent*uescnptron
List of lntended Use of Funds*
Rad io marketing/advertising
on-line marketing/advertisin g
direct mail marketing/advertising
print marketing/advertisin g
social media marketin g/advertising
ln-person marketing/advertising by board & Royalty
Facility rental
ff Support
Office supplies
Board Member Travel & Training (CR circuit, PRCA,
WPRA meetings & conferences)
Equipment rental (drag, sound system, lighting,
stage, jumbotron, bleachers, tents, trailers, panels
Bus hires for ticket holder transport
Talent Fees (clown, announcer, band, sound)
Stock Fee
Security
volunteer training & supplies
The Cle Elum Roundup Association presents PRCA & WPRA Pro-rodeo and
vl,estern entertainment the last weekend in July at the Washington State Horse Park
in Cle Elum.
The ueekend kicks off with a Rascal Rodeo for individuals with special needs mid-
morning on Friday, tuo PRCA/WPRA (Profession Rodeo Coraboy
AssociationlWomen's Professional Rodeo Association) rodeo performances on
Friday and Saturday evenings, PRC//WPRA slack roping and barrel racing during
the day Saturday, and covrboy church & a communiiy/amateur/open event on
Sunday. ln addition, there are vendors, entertainers, kids & family activities all
weekend long before, during, and after the rodeo performances.
The professional rodeo performances are filled with traditional rodeo evenls, as
u€ll as, an entertaining clown and crowd-pleasing announcer, mutton busting, boot
races, Rodeo Royalty runs, cowhide races and a spectacular grand entry lrhere
sponsor flags fly high and the American flag is honored with the national anthem
performed live by local talent.
We offer family activities before the rodeo, and rodeo royalty and contestant meet
& greet, as r.vell as entertainment including music, dancing and refreshments after
each of the rodeo performances. We find that these added activities encourage
our out-of-torivn patrons to stay the night and enjoy a full rarcekend within our
community.
The Cle Elum Roundup Association is a non-profit organization comprised of
dedicated volunteers working to strengthen our community through the traditions of
Roundup and the a\i€some sport of rodeo!
2500 character lirrit
2l Suonortino Kittitas Countv as a tourism destination,
*r - -_t- t_ _ -'
1. Auey from their place of residence or business and staying overnight in paid accommodalions;
2. f o 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 *Wry world tourists lravel lo l(llitas (bLlrty lo attend your everrl/aclivityifacility?
The Cle Elum Roundup attracts tourists from across the state and beyond. The
high mountain setting with our arena nestled in the trees is unique for rodeo and
many fans come to enjoy the sport in a non-traditional backdrop.
The Central Washington location and nrultiple day/night event attract patrons from
around the Stale. Cle Elum is close er-rough to drive to for a fun everrt yei far
enough that people choose to spend the night so they can enjoy the after rodeo
entertainment and a full rveekend of events and activities in Kittitas County.
PRCfuWPRA are the highest level of sanctioning in the sport of rodeo. This means
that the best competitors and stock are featured at our event and along with that
comes fans and followers.
We utilize a stock contractor, PRCA photographer. clorln & announcer with national
notoriety, and follou,ers \/ho attend lo see their stock, acts, and art.
Rodeo Royalty not only travel from across the Pacific Northurest to participate in the
Roundup they bring a fan base and followers along with them. Little girls bring their
families to meet the real live princesses and ponies.
ln 2019 spectators in attendance r,vere tracked by clicker counts at the gate and 2p
codes r.rere recorded at the time of ticket sale (online and in-person sales). We had
702 fans thai came more than 50 nriles au.ay yet still from WA State, 75 from out of
WA State and we had 29 visitors from out of the USA. Additionally. u,e had 159
rodeo participants, vendors. & volunteers from distances greater than 50 miles
from Kittitas County.
It's clear to see thai rodeo fans don't mind traveling to join in the r.r,estern way of life
and get a chance to cheer on their favorite contestants and stock!
2500 character lirrl
Response 2.2 *De,scribe the pxirx sLrccess of your evenllactivityllacility in arttractiolr tourists.
Over the past 7 years, the Cle Elum Roundup has seen an increase in reputation
and attendance. The Roundup has grown from an amateur rodeo with a 100
spectators to a PRCA professronal rodeo weekend event that attracts thousands of
spectators, vendors, contestants, and volunteers.
In 2019 spectators in attendance u,ere tracked by clicker counts at lhe gate and 2p
codes lrere recorded at the time of ticket sale (online and in-person sales). We
found that almost half of our fans uere considered tourists coming fronr at least 50
miles auay, 702 were from oulside a SO-mile radius of Kittitas County yet within WA,
75 rrere from a Staie other than WA, and 29 came from outside the USA.
Plus tve had 159 contestants, officials, contractors, vendors, & volunteers from
distances greater than 50 miles from Kittitas County.
The Roundup brings western tourists to Cle Elum and the allure of the Kittitas
County outdoors keeps them coming back.
2500 character linrl
Application Questions: Part 2
3llmpact
Response 3:
Measuring Results*
Application Questions: Part 3
Describe horu you will promte your evenUactivityllaciliv to ath'act torrisls.
The Cle Elum Roundup will utilize markeiing strategies in multiple mediunrs to
promote our event and attract tourists to Kittitas County.
Our target audience will be individuals and families uho have an interest in rodeo,
\ €stern sports &lor lifesiyle and enjoy the great outdoors.
We will utilize branded marketing in social media such as Facebook targeted ads,
lnstagram, google advrords, and influencer campaigns. Driving traffic to our vr,ebsite
for connection with tickets, accommodations, tourism, sponsor promo, links and
sales. We will use digital markeling KPls to measure the efficacy of our tactics to
optimize and improve the results throughout the marketing campaign.
We use relational digital and prini marketing in partnership with our sanctioning
body, contractors, sponsors, and vendors. We have an agreement for social media
and u,eb promotion to drive their follor,r,ers and fans to our website, rredia, and
event,
We will take advantage of in-person marketing and promotion with the Roundup
Queen ambassador who travels throughout the Pacific Northuest promoiing the
Roundup and our community. Our royalty averages 4,000+ miles of travel each
year and hands out several hundred poster-photo cards that conlain city. county
and rodeo branding and eveni information.
Additionally, r€ will utilize radio advertising, direct mail, posters, and other print
publications that will contain discount codes to drive business to our website from
outside of 50 miles from Kittitas County.
We will adjust our campaign to utilize strategies with the greatest success in driving
ticket sales and tourism for our event.
2500 characler liml
4lGollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.'1 Collaboration *
4.2 Promoting Local*HUSIneSS
As a not for profit volunteer organization the Roundup relies heavily on its
partnership businesses and organizations to hold our event.
We have more than 45 sponsors ialro financially support the Roundup because
they believe in our mission and the benefit raie provide to the conrmunity. Several of
our donors have been with us since the Roundup's inception in 2014 and r,ve have
new sponsors each year. Two of our key longterm collaborators are the
Washingion Siate Horse Park riMrere our event is held and the Cle Elum Eagles
vvhere ll,e hold our business meetings.
We have partnered with several community organizations with the Roundup
contributing financially as well as with volunteers to Rotary scholarship, Youth
Services mentoring, Spirit Therapeutic Riding Cenier, Eagles scholarship, Cle Elum
Dountown Association, Rascal Rodeo, Ellensburg Rodeo Posse, and the senior
centers in both Cle Elum and Ellensburg.
Additional partnerships have been forged with events likes Bares & Bronc in
Ellensburg, Toppenish Rodeo, & Roslyn Riders Playday. Our organizations support
one another with volunteers and shared marketing & promotion.
Thanks to partnerships and collaboraiions uie give & receive shared social media
marketing, poster hangings, volunteers, and recognition/pronrotion at events and
organizations.
ln preparation tor 2021 we are raorking with local businesses to collaborate on how
to better expand our event for the benefit of the Cle Elum & Roslyn comnrunities.
2500 chatacter linrl
Describ€ holv you urill pronnie lodging establishnents, restaurants. and business krated ilr l(ttiias Counly
Our focused marketing and promotion will be web arrd social-media driven. The
Roundup iaebsite will continue to have a Visitor lnfo heading wth pictures, links, &
logos for local accommodations, our sponsors, the city of Cle Elum, and Kittitas
Courrty.
Lodging information will be provided during the ticket purchase process and a
coupon for a local restaurant will accompany our tickets.
Additionally, contestants, contraclors. vendors and volunteers will receive lodging
and sponsor information, as ra,rell as be driven to our v1€bsite for nrore information.
During the rodeo performances. sponsors will be shor,m on the jumbotron, grand
eniry flags will fly, arena banners will be hanging, day sheets and the program will
be printed. Additionally, our announcer takes dorrntime in the arena to promote our
sponsors throughoul the event.
There will also be neirsprini and radio ads with sponsor acknordedgment.
Our sponsors are the reason ra/e are able to accomplish our mission so we will do
as much as !!e can to promote them and drive our fans to their businesses.
2500 characier limt
4.3 Host Hotel*b there a host hotel for your event or grant projec'l? ll yes. list the hotel.
{" No
f Yes.
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*The Cle Elum Roundup Association is rebuilding its board of directors with leaders
and members who are focused on meeting the organizational mission of
strengthening our community through the traditions or rodeo. Additionally, the
board is utiliZng best business practices along with policies and procedures that
will allowfor strategic planning and long-term self-sustainability.
Some of the immediate plans are:
ln 2019 ra,e increased all ticket pricing to be in line with PRCA level rodeos.
Additionally, vre utilized prime pricing to encourage Friday night attendance. Ticket
sales r.rere almost double the income of the year prior and both performances M€re
sold out.
ln 2020 i,te identified the need for increased seating capacity. We continue to wrcrk
with the facility to develop a plan for a long-term seating solution. This is a
substantial challenge due to arena location, space availability and the cost for
bleachers, site prep and installatiorr. The longterm benefits allow for better self-
sustainabilily of not only our event but that of our venue. We will create greater
revenue from an increased number of seats and tiered ticket pricing based on seat
location and performance.
h 2A21 we will continue to evolve our ticket sales with tlvc performance and family
ticket packs, as rr,ell as rlorking in parlnership with a local hotel to put together
packages to guarantee overnight stays.
ln 2021 ine will utilize restructured sponsorship levels that better align our revenue
goals and offers consistent messaging to our donors. This will help to preserve
long-term donor relations, as \nell as attract new supporters. There has been a
positive supporter response thus far.
h 2021 ule will increase coniestant participation. We are adding in a newWPRA
Breakauay Roping event that is epected to draw large numbers of contestants.
Additionally, tre are tn:rking to increase payouts in all our events over the coming
years.
There is discussion to increase revenue and community support with annual
memberships, box seating, expanded event$ and much nrore in the near future-
2500 clra.acler litrit
Application Questions: Part 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,
2020 lnformation If you had a planned everrt in 2020, whether it was ade io take place or not, please describe any successes and
challenges you experienced.
202A Cle Elum Roundup planning started off strong. We had new board officers
and members wth renewed enthusiasm and passion to work tou,€rd our mission.
We set associations goals. budgets, developed best practices and revised policies
and procedures. We developed a new sponsorship program and materials and
began revisions of rnebsite. social media and marketing maierials including the
design of the 2020 Roundup poster. We booked our venue, pursued sponsor
commitnrents, hired contractors, applied for sanclioning approvals, and started
merchandise and award orders. The Roundup board was running full gallop ahead.
Then COVID happened and \,e slolled to a nice easy jog. We froze or-rr budget and
optimistically proceeded with our planning. We stayed in contact with our sponsors,
put our marketing material printing, awards, ticketing and contractors on hold. We
continued to slowto a walk-in our planning.
In early May we surveyed our past ticket holders asking aboul potential
attendance, ticketing, overnight accommodaiions. PPE & social distancing
willingness. We had a high response (everyone was stuck at home with nothing
else to do). lt raras positive to hear so many stating they lrculd do whatever it took to
get to come to the Roundup.
We waited until r,re just couldn't put the decision off any longer as we needed to get
the teanr galloping again if \ € \ €re going to pull off the Roundup. Hor,rrever, after
vlorking with our county health officer, our board of directors voted to postpone the
Roundup until the last vreekend in July 2021 , While it uras a hard decision \^€ knew
it was best choice we could make at the 1ime,
And just like that the Cle Elunr Roundup board of directors started to focus on vrJrat
\/e could do in our community nowto help build a stronger foundation for everyone
to recover in 2021 . We u,ere able to participate in painting the Cle Elum \ ielcome
sign, planning flowers, grounds clean up, 4th of July business packets, delivered
cookies and more. Together we are Kittiias County and Cle Elum strongl
2500 character li'iit
Additional lnformation The Cle Elum Roundup Association is a non-profit organization comprised of
dedicated volunteers vvcrking to strengthen our community through the traditions of
Roundup and the sport of rodeo.
ln the past 7 years the Roundup has become a \riell regarded summertime event
that brings thousands of people fronr near and far into the county for a weekend of
fun. Our local economy benefits from the addition revenue generated during
Roundup weekend. Such as restaurants, stores, hotels, campgrounds, shops, etc.
The Roundup Association is taking an active role in our community and is not only
ranrking to offer an event bLrt also strengthen our community by giving back of our
time and talent, as rrell as financial supporl. Plus, r.r'e have the added benefit of our
Queen ambassador has been supporting local heroes. seniors and business and
will be traveling throughout the I''lW promoting our community and rodeo in the year
ahead.
The Roundup will continue to focus on building strong sponsor, community and
partner relations and overcome limitations and challenges. In r,vorking with the
Washington State Horse Park we are sure to find a solution to our seating capacity
challenge in 2021 .
With a focused board of directors, the Roundup is ready, able and wlling to help
make 2021 a successful year for our comntut-rityi
2500 characler lirit
Supporting Documents You nay upload any suppoding docunents such as grapls, innges, diagrans, nurketing nuterials, etc.
Ycl.; are allorued to subn.it up to 3 single page (LE Letter) docunents in JFG, Fff or T1FF fornat
7l Previous Lodging Tax Grant lnformation
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
965 1,000
Number of people traveling from outside WA State for your event?
20'19 Actual* 2021 Projected *
134 150
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
201 9 Actual *
1,776
2019 Actual*
750
Prior Year Paid
Overnight Stay Data
2019 Methodology*
Fhs your event received Lodging Tax funds in previcus years?
f No, this eventlproject has not previously received Lodging Tax Furrding.
f Yes, 1 year previous
i Yes, 2 yearS previous
(? Yes, 3 or more years previous
2021 Projected*
2,000
2021 Projected*
750
h addition lo lield above, you nay u$oad the evidelrce to suppo{ the prior years' roonlnight infornution.
201 9 Log Tax Overnighl Stay Data.pdf 419.9K8
You nay upload up to three single pages (1.6 Letter). of infsnation. lf you a single ndtipage docunent, cnly the first
three pages will be considered. Tlre fdlor,ving fornuts, will be accepied: JE, FSor TIFF
Wrat nelhoddogy did ycil use to calatlate the 2019 actllal nun'bers?
l/ Direct Count (preferred)
l- lndirect Count
l- Representative Survey
[- lnformal Survey (preferred)
l- Structured Estimate
l- Other
Number of paid lodging room nights resulting from you event/actlvity/facility?
2019 Actual* 2021 Projected*
454 454
2021 Methodologyx
Methodology
Narrative *
W€t nethfllology will you Lse to calculate the upccfiing nurrbers?
l- Direct Count (preferred)
|- lndirect Count
l- Representative Survey
ly' lnformal Survey (preferred)
l- Structured Estimate
l- other
Flease expiairr.
ln 2019 spectators in attendance u,ere tracked by clicker counts at the gate and Zp
codes vtere recorded at the time of ticket sale, and during registration for
contestants, vendors, & volunteers.
ln the spring of 2020 and an informal email/online survey \^Es taken of 2019
atter-]dees asking for the projection of attendance and overnight accommodations.
There u,ere 325 responses and 243 said they rror:ld utilize overnight
accommodations. This isa74.77o/o overnight stay. lf r,re take74.77o/o of the 1000
projected out of area guests for 2020 the lolal is 747.7 .
2500 character linit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? ll not, lvtry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wtrrch have not yet been secured will be listed separately, in the field(s) directly below
Finally, what changes unuld occur if the project couldn't be funded?
Other Funding *Does ycl.rr organization have. oi have you applied for iunding fronrother so:rces'?
fYes (lNo
Eplanation *lf not, why not?
The Cle Elum Roundup Association has not applied for any other grant funding
sources at this time. We have not had success in finding grant opportunities that
match our mission or 501c4 status for the 2021 year. We will continue pursuing
private funding sources in the form of sponsorships/donations and seeking grants
that pertain to our mission.
2500 clraracter lirit
Funding Shortfalls*V1,hat changes will be nede if funding fo" your request is noi available or reconrrended?
Should there not be funding available for the Cle Elum Roundup project then
further reduction in expenditures will need io take place. This will mean even more
drastic changes to ihe event tharr already planned.
lf comparing our 20'19 and 2A21 br-rdget you will notice that ependitures and
incomes have already been reduced by nrore than $10,000 each. To further
reduce expenditutes will mean a change in the quality of event production. This will
not only have an effect on this year's event but may carry on to future years.
There are certain aspects of the rodeo u,e can rrot compromise on for the
protection of our sanctioning agreement and the safety of our coniestants, stock
and fans. We have already taken a close look at our budget and will not be able to
reduce admin expenses, verrue, stock, and contestant a\ryards. This means that we
will need to reduce in areas that will be highly reflective to our consumer with
reductions in entertainment, special kidlfamily activities, limited seating,
2500 character limt.
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independenily of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below,
The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projectslevents wlrich
are ongoing for more than one (1) year, please also submit actuals from the previor-ls three (3) years of operations
(need not be consecutive) for ihe 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 itemiZng the 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.
970.00
o/
This fidd will auto fill with the correct percentage based on your input lo budget section beiow
For any claiircd in-krrd contribdions valued at 9500 nr nore and rdated to n"rketinfladvertising. you n"ust subMl
verifying docureniaticB] which assures lhe contribldicHr will be providal.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
$ o.oo
Past Actual 3
$ 30000.00
$ 11141.00
Past Actual 2
$ o.oo
Past Actual 2
$ 43300.00
$ 17772.00
Past Actual 2
$ 4000.00
$ 0.00
Past Actual '1
$ 7,494.00
Past Actual 1
$ 42000.00
$ 43255.00
Past Actual 1
$ 5000.00
2021
Projected
$ 10,000.00
Projected
$ 40000.00
$ 40000.00
Projected
$ 5000.00
LTAC Grant
Funding
All Other Revenues
Account Name
Sponsorship
Sales (tickets,
merch, beverages)
Royalty $ 0.00 $ 0.00
ln-Kind Contributions (except volunteerism)
Account Name
$ 11161.00 $ 10000.00
Past Actual 3
$ 2250.00Rodeo supplies ln-
kind
Royalty supplies ln- $ 0.00
kind
Contributions of Volunteer Time
$ 4000.00 $ 2000.00
Number of Hours
Past Actual 3
1,275
Past Actual 2
3,543
Past Actual 1
3,700
Projected
5,867
Evidence of Volunteer Flease uploacl a single file which offers eviclerrce in sugrolt of the projected vdunteer hours.
Contributions* 2021 Volunteer Hour projection .pdf
Calculated Value of
Projected Volunteer
Time
$ 138,226.52
95.28KB
Revenue Totals
Expenses
Account Name
Admin
Hospitality -
contestantA/olu ntee
r
Venue
Marketing
Merch/beverage
product
Production
Royalty
Security/ EMT
Operations Supplies
Contestant Awards
Family/Kid activities
Rascal Rodeo
Post Rodeo AcVEnt
Pre Rodeo Act/Ent
Scholarship/Commu
nity
Past Actual 3
$ 43391.00
Past Actual 3
$ 2500.00
$ o.oo
$ 38000.00
$ 5067.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
Past Actual 2
$ 65072.00
Past Actual 2
$ 4637.00
$ 0.00
$ 51897.00
$ 9231.00
$ 0.00
Past Actual 1
$ 1 1291 0.00
Past Actual 'l
$ 18646.55
$ 1000.00
$ 18722.44
$ 14032.00
$ 7486.00
$ 37220.00
$ 9644.00
$ 1084.00
$ 3980.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 1
$ 11 18'14.99
Past Actual 1
$ 1095.01
Projected
$ 245226.52
Projected
$ 10500.00
$ 800.00
$ 12000.00
$ 10000.00
$ 6100.00
$ 23500.00
$ 6500.00
$ 2200.00
$ 4000.00
$ 18500.00
$ 300.00
$ 3000.00
$ 1000.00
$ 500.00
$ 1500.00
Projected
$ 100400.00
Projected
$ 144826.52
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ o"oo
$ o.oo
Expense Totals
Profit & Loss
Past Actual 3
$ 45567.00
Past Actual 3
$ -2176.00
Past Actual 2
$ 65765.00
Past Actual 2
$ -693.00
Application Certification
The applicant here certifies and affirms: 1. That it does not noq nor will it during the performance of any contract arising
from this application, unlawlully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contraci, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. Thal it will abide by all relevant local, siate and federal laua 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:
'Saqqil Wry"*
Name*
Applicant's Title*
Stacy W Meyer
Secretary, Cle Elum Roundup
ffi
fe$t ms P.iiflx'i-fi ::i,ilx ::::-ix?
06DEN UT 84e01_0058
CI-E ELUH ROUNDUP ASSOCIATION% BEVERTY I,IILLER
P0 Box 67r
cLE ELUH tlJA 98s22. 0671
In reply refer to: 04Sg0gl54gNov. 26, Z0t9 LTR 4t6gc 046-548533? 000000 00
00826449
BODCr TE
file a requined annual
Years r We | 11 nevOke3rd required return or
0297 81
Employer ID number IForm 990 required I
46-548533?
Yes
Dean Taxpaver:
We I re responding ts vourtax-exempt status.
You can
www.irs
If you
local
time).
reguest dated Nov. 15, 2019r about your
lde issued you a detenmination letter in Janua rv ?0L6, necognizingy;;r:s tax-exenpt under rntennal Revenue code (rRc) section 501(c)
Because vou r re not an {}rEanization described in rRC section 170 (c) rdonors cantt deduct contributisns they *"[* to you. you should adviseyour contributors that their contributions to you aren r t deductible.
rn the heading of this letter, we indicated whether you must fir.e anannual information neturn. If you'r.
"*qui""o to file a returnr youmust file one of the fo110win9 bv the 15th dav of the 5th month afterthe end of youn annuaL accounting peniod;
- Form 990 t Return of 0rganization Exempt From rncome Tax-
i:;r
99OEZ, Short Fonm Return of 0ngenization Exempt From Income
- Form 990-N, Erectnonic Notice (e*postcard) for Tax_Exempt0rganizations Not Required ta File-io"* gg0 0n Form 9go-Ez- Form 99tl-PFr Return of Private Foundation or section q94Tta) (l)Tnust Tneated as Fnivate Foundation
According to IRC Section 6BBS(j), if you don,tinformation return or notice for I csnsecutiveyoun tax*exempt status on the due date of thenotice.
set IRS forms or publications you need fnom our website atgov/forns-pubs or bv calling 800-TAX*F0RM (800- 8?g-3676)'.
have questionsr call- g77-SA9_F500timer Monday through Friday (AIaska
Thank you for your cotrpenation.
between 8 a . m, and 5 p. m. rand Hawaii follow pacific
CLE ELUM ROUNDUP ASSOCIATION
% BEVERLY HILLER
P0 BOX 571
cLE ELUH WA 98922-A67L
04580 8L5(r8
Nov. 26, ZAL? LTR 4168C 0
46-5485337 0000$0 00
CI002645t
SincerelY Yours t
Sffi'rrl}'LnAmtA)
Deborah
Pnogram
K AIlan
l,lanager r AM 0PS I
Positions Hours
President
VP
Secretary
Treasurer
Marketing Director
Sponsorship Director
Parking Director
Parking Attendants
Hospitality Director
Beer Garden/VlP Director
Setup Crew
Break-Down Crew
VIP Tent
Merchandise
Ticket Sales
Royalty Director
Royalty
Royalty Chaperones
Kids Corral
Parades & Fair
Arena help
Grand Entry Director
Flag Riders
Transportation service
Security Director
Volunteer Director
General Event Volunteer
400
300
400
400
300
400
70
84
250
75
50
50
30
20
56
400
800
800
20
30
150
87
440
20
75
100
60
5867
Total Volunteer Hours
Projected 2021
Prior Year Paid Overnisht Stav Data (as submitted 2019 Lodsins Tax applicationl
We were able to confirm overnight RV at the WSHP through Horse Park records. Using the
STR Report and information received from Amy McGuffin, CEO of the Kittitas Chamber of
Commerce, we understand that there are L,111 rooms in the County. 84% of the rooms
were booked in the cou nty for Friday, Ju ly 26, 2019 and 9794 were booked for Saturday, Ju ly
27th. As advised by McGuffin 7O%of the rooms booked could be considered out of county.
It would be reasonable to assume that the Roundup accounted for I/3 of the occupancy
based on 3 larger events (including the Roundup) happening in Kittitas County that
weekend.
Calculations:
Friday:
1,111 total rooms @ 84% occupancy = 933.24 rooms occupied
933.24 room occupied / 3 (events) = 311.08 rooms occupied
311.08 rooms occupied @ 70% out of county occupancy = 2L7 .76 out of county room
occupancy for Roundup
Satu rday:
1,111" total rooms @ 9I% occupancy = 1,011 rooms occupied
1,011 rooms occupied / 3 (events) = 337 rooms occupied
337 rooms occupied @ 7oo/o out of county occupancy = 235.90 out of county room
occupancy
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 Advertisine and Online Displav Advertisine of alltypes ( 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 Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at1-.O0% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed atIOO% 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)(al above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atTOO% 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(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. 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
req uired documentation.
E.F rs:
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 IOO% 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
bereimbursedatl00%ofthecost,includinganyproductioncosts. lnordertoreceive
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:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed ati,OO% 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(a) above, advertising may be reimbursed atthe rate of 30%of
the total cost, including any production costs.
G. Operation Reimbursement:
1,. 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 IOO% 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