HomeMy WebLinkAboutLT-2021-009-KVEC-Patriot NightLT-2O2I-OO9-PATRIOT NIGHT UNDER THE LIGHTS
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY EVENT CENTER
This Contract, effective January 'J,,202L is made and entered into by and between KITTITAS
COUNW ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and KITTITAS COUNTY
EVENT CENTER ("Contractor")for the 2021 Patriot Night Under the Lights ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. All such services, property and other items furnished or required to be furnished,
together with all other obligations performed, or required to be performed, by Contractor
under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of eighteen thousand five hundred dollars (518,500.00)
(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 eighteen thousand five
hundred dollars (S18,500.00) (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 '1,5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
'l County Lodging Tax Funding Agreement Page 7
LT-2O2L.OO9-PATRIOT NIGHT UNDER THE LIGHTS
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
e Print Advertising
o Online Advertising
o Operating Supplies
o Banners/Posters/Signage
o Operating Rentals
r Equipment Rentals
o Radio 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 a dd ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County 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
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
_2027 County Lodging Tax Funding Agreement Poge 2
LT-2021-OO9-PATRIOT NIGHT UNDER THE LIGHTS
Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, Indemnitv, and Hold Harmless.
TheCountyorCityassumesnoliabilityfortheContractor'sactionsunderthisAgreement. 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:
a Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
c
_2027 County Lodging Tax Funding Agreement Poge 3
a
LT-2021-OO9-PATRIOT NIGHT UNDER THE LIGHTS
Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
Any failure of Contractor,or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
a
o
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 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. lndustrial lnsurance 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
Agreementextendtoanyclaim broughtbyoron behalf of anyemployeeof theContractor.Thiswaiver
is mutually negotiated by the parties to this Agreement.
Section 7. Insurance 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
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
_2027 County Lodging Tax Funding Agreement Page 4
LT-202I-OOg.PATRIOT NIGHT UNDER THE LIGHTS
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.
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
portionoftheServicesnotyetperformed,whetherornotContractorisinbreachordefault. 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
a. 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
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W Sth 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
e
c
_2027 County Lodging Tax Funding Agreement Page 5
LT-202L-OO9-PATRIOT NIGHT UNDER THE LIGHTS
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.
j. 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.
_2027 County Lodging Tax Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
LT-2O2L-OO9-PATRIOT NIGHT UNDER THE LIGHTS
CONTRACTOR
IPrint Name]
lAddressl
[Telephone]
_2027 County Lodging Tax Funding Agreement Page 7
fyvttbil tr p,rr
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020*
Submittal lnstructions
& General
lnformation *
Dd you attend the Oant Apdicalio{r !\brkhop - 2020 hosied by the Kittitas (bunty Chanier of Conrrerce?
(; Yes
(.No
G Yes,
lhave read and understand Srbfiittai hstructions and General lnfsnation for the 202'1 Lodging Tax Gant funding
Fiocess
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
ihe button at the bottom of this page. When you do this you will be logged oul and must log back in to continue. ln order
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link will also be sent to you in an email.
Organization I nformation
Name of Organization * Kittitas Valley Event Center
Organization Address * $reet Address
901 E 7th Ave
Address Line 2
oty
Ellensburg
tostallZip &ie
98926
Last Name*
Stale/Fovince1Region
WA
Country
United States
Organization is a: *l? Business
f Non-Profit
(Note: Please submii W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proof of 20'19 signed current w9.pdf
OrganiZation Status* AccepiaHefilefornnts include: JFG. FDFor llFF.
Project Contact I nformation
First Mme*Kady
Porterfield
Phone Number*509-962-7675
- ..*tsmarl kady. porterfield@co. kittitas,ua.us
Project or Event lnformation
125.87K8
ProjecUEvent Name* Patriot Night Under the Lights
Service Categories Oreck all caiego|ies lhal apply to lhis aqiicatiol
[- Tourism pronrotion/marketing
17 Operation of a special event designed to attract tourists
[y' Operation of a tourism related facility
l- other
Event Dates
Please provide any specific daies, or range of dates, on wtrich your event or projecl will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates *
71412021
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
^*I OUnsm Seasons
Application Questions: Part 1
End Dates
71412021
Kittitas Valley Event Center
f Ongoing Project/Eveni (More than four years in existence)
6 New Project/Event (Four or fewer years in existence)
s 20000.00
lf you selected "&rgcing FtojecUEvent" above this anount nay not exceed 10% of the total expense budget of this
project.
Fromthe list below, what season wlll yotu project enhanc-- tourisn? Select any r,vhich apply
l- Year-round (January - December)
l- Off Season (November - February)
f- 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 | ProjectlEvent Description
Please provide a description of your project/event.
Response 1:
Project/Event*uescflptron
List of lntended Use of Funds*
Print Advertising
Online Advertising
Patriot Night Under the Lights is a patriotic 4th of July celebration firll of nrusic,
food, and family fun held in the Kiltitas Valley Event Center Rodeo Arena irr
Ellensburg, WA. The eventwill take place on July4, 2021 lo feature award-winning,
chart-topping Country music artist Joe Nichols as the concert headliner. We will
also look forward to hearing perlormances from Country-Rock barrd Huckleberry
Road as they open the concert and then come back to lead ihe After Party in lhe
famous Behind the Chutes. Food vendors and beverage gardens will also be open,
keeping the attendees refreshed throughout the event. The night will be capped off
with a professional firer,rcrk show ihat will ra,ow the crowd!
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List of lntended Use of Funds *
Operating Supplies
Ban ners/Posters/Signage
Operating Rentals
Equipment Rentals
Radio Advertising
2l Supporting Kittitas County as a tourism destination
1. Auay 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 *Wry worild tourisls travelio lctitas G)unty lo attend vour evenvaclivitytfacility?
Patriot Night Under the Lights is attractive to tourists because people across our
state and region love country music and attending concerts. People also love to
find a fun and exciting way to celebrate our independence on the 4th of July, and if
a huge firework showcomes along with it, than BONUS! This is a large-scale event
meant to cater to the tastes of both locals and tourists alike at a venue well-knor,tn
across the Pacific Northwest.
Ellensburg and the surrounding Kittitas County area have plenty of available
lodging offerings over the course of the 4th of July weekend. On top of that, u€ at
KVEC also offer on-site RV and tent canrping. This makes it easy for out-of-tora,n
visitors to find a place to stay overnight and be willing to iravel to our area.
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Response 2.2 *Describe the priol success of your evenUactiriitylfacility in atlraction tourists.
The first Patriot Night Under the Lights event was held on July 4, 2019 and r,vas
credited to be a great success in its pilot year. The entire behindthe-scenes
operation was smooth and made the event seamless. From kicking off the concert
with a stunning National Anthem lo getting down with Tracy Lavwence as he rocked
the stage with "Made of America", then rolling into the professional firevr,rcrk shoq
and wrapping up with a fun After Party featuring a Johnny Cash tribute band there
rn'ere smiles and laughs from start to finish!
This event catered to both families and people of all ages from kids to
grandparents. All event partners, service providers, sponsors, volunieers. and
event attendees shared the upmosi positive comments and their hope for having
the event again. We vrrent into this year's event with lots of momentum and
excitement to build off last year, but that story ended quickly wiih the pandemic
causing us to postpone this year's event to 2021.
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Application Questions: Part 2
3llmpact
Go to definitions of terms.
Response 3:
Measuring Results*
Application Questions: Part 3
lbscribe how you will pIol]I)te your evengactivity/facility to attract to{]rists.
The event will first be promoted through radio partners from the Colunrbia Basin,
up to Wenatchee, over to Seattle, dowr-r to Yakima and the Tri-Cities, and over to
Spokane. We will also use targeted Facebook ads in those areas to promote online
awareness and get direct-click traffic to our M,ebsite for tickets. lt'll be promoted to
country music fans, patriots, and families looking for holiday fun.
When rae are able to drive people to our rrebsite, \€ can then showcase other
tourism highlights and opportunities for them to enjoy during their stay. We feature
all our sponsors and partners with direct links to their rrrebsites from logo clicks.
This will be easily implemented for the marketing requirements of this grant
shourcasing both Cenlral Washington Outdoor and myEllensburg.com. From that,
we can drive online tralfic to those great raebsites for them to eplore more tourism
activities they can participate in during their stay, making Ellensburg and Kittitas
County that much more attractive to them.
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4lCollaboration
lfyour organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *Currently. u,e have valuable partnerships Wth both community groups, as well as
regional and corporate sponsors. Our major sponsors r,r,re look to have back for the
2021 event include Mike's Hard Lemonade and White Claw, Corona, and Coca-
Cola. Our community partners are valuable as a volunteer effort to help run our
event and set special displays. These groups include the Ellensburg Rodeo Posse,
Rodeo City Roller Girls, Ellensburg High School Volleyball Club, and Antique
Military Vehicles Club.
We are also thankful to all our first responder volunteer help that ensures we all
have a safe and fun time. This includes Kittitas Valley Fire and Rescue as ra,ell as
the Kittitas County Sheriffs Department Reserve Program.
We are already exploring new partnerships for this upcoming year and the biggest
one vve are looking forrarard to is with the City of Ellensburg. The City's Park and
Recreation Departnrent has shorirn interest and commitment to setting up additional
4th of July festivities jn Memorial Park next to the fairgrounds. These family fun
activities and entertainmeni would begin in the afternoon and lead up to the
opening of the concert area and evening schedule. We very much look forvrard to
ranrking on this event expansion and having a great parlner in the City of
Ellensburg!
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4.2 Promoting Local*
6USINCSS
*rscribe how you will gorote lodging estabiislnerrts, reslaurants. alrd business located in l(ttitas &unty
In 2019, ra,ne established a hotel partner, Holiday lnn Erpress, and also worked with
Blue Rock Saloon to promote the event on their country themed evenings. Blue
Rock also auarded pairs of tickets to their Trivia Night winners on a cotrple diflerent
nights. That raorked well and drove more people to purchase tickets, but we are
looking at bigger ideas for 2A21.
Our plan is to establish a larger local business partner program to, in turn, promote
one another on an even bigger scale this year. The event team is vr,orking on ideas
currently on which businesses u,ould make great partners in cross-promoiing
through social media and on-site visitors. KVEC has invested in a brand new
website in 2020 that is also going to allow us to feature businesses such as hotels,
restaurants, bars, and much more r,there we can help drive event attendee traffic to
their small businesses as well during their stay.
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4.3 Flost Hotel *b there a host holel for your event or qranl project? lF yes. lisi the hotel.
lNo
{r Yes. l-l.rf}frflct irl-,'i ycl er,lab!iilr:,rii^ ltul ,l;ii lravi-, 1;t'::;'t-'r;:l,rl ;,z;;;t:n.
5l Future 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*As Patriot Night Under the Lights grows as an established annual event, \€ epect
the event attendees lo increase. We have the capacity to more than double our
attendance as we proceed. so by making this a desired and menrorable event Mre
can become self-sustaining.just by increased ticket sales. Houever, as the event
grows it also becomes more marketable to ma.jor sponsors and ririe rircrk with a
Sponsorship Corrsultarrt that specializes in event sponsorships to assist in
generating that funding each year. Through lhe growth opportunity in each of
these areas, vr,e plan to be self-sustaining in the next 3 years.
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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 ll yot-i had a planned event in 2020. wlrether it was able lo lake plaoe or rrot, please describe any sucoesses and
challenges you expelienced.
ln early May 2A20 M€ were forced to make the event postponement decision with
the state's COVID plan that was esiablished. Luckily, our headlining artist agreed to
postpone and will come back in 2A21 as \.\ell, so that \ €s very good nerirs as there
lrras a lot of energy and excitenrent around his concert appearance. All our event
partners have stood beside us as rnell in full support and are anxious to get rolling
Ior 2021.
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Additional Information Tickets are sold at a very reasonable price to encourage event attendance at an
affordable cost. Having a newwebsiie and our olllrr ticketing platform integrated
in{o that assists in increased ticket sales through ease of finding all event info and
process of purchasing all in one place. We also provide ticket discounts for our
aciive military and veterans as we salute them for all they do and have done for our
country.
A small flat fee is charged to the local food vendors we invite to have a space at
our event. People iaru.re lining up to eat by the masses last year before the concert
began, so the businesses do very well there. This is another great vray Patriot
Nighl Under the Lights continues to support our local economy and businesses!
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Supporting Documents Yctr rray upload any supporting docunr:nts such as graplrs. inages. diagran's, n'arketing neterials. etc.
12 x4 banner PROOF.pdf 11.B3MB
night croud.jpg 2.08MB
new2long.jpg 291BKB
Ycru are allowed to subr-rit up lo 3 single page (LE Letler) docunents in JFQ FF or llFF fornet
7l Previous Lodging Tax Grant lnformation
Previous Years
Auarded Lodging Tax
Grants *
Overall Attendnace
201 9 Actual *
1,712
l-bs your everlt received Loclging Tax furds in prerrio.ts years?
G No, this event/project has not previously received Lodging Tax Funding.
f Yes, 1 year previous
f Yes, 2years previous
(. Yes, 3 or more years previous
2021 Projected*
2,250
Number of people travelling more than 50 miles for your event?
20'19 Actual* 2021 Projecled*
252 500
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
39 50
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual*
250
2021 Projected*
400
Number of paid lodging room nights resulting from you event/activity/facility?
201 9 Actual *
125
Prior Year Paid
Overnight Stay Data
2019 Methodology*
202'l Methodology*
Methodology
Narrative *
2021 Projected*
200
br addition lo field above, you n'By Lrpload the evidence to support the prior years' rooniniglrt infornation.
Yru nzy upload lrp to three single pages (LS Letter). ol infornatiorr. lf you a single m.;fti-page docurEnt. only the firsl
lhree pages r,r:ill be considered. lire foilowirrg fornals. will be accepted: JKl FSor TIFF
Wrat rrethodology did you use to calculate lhe 20'13 actual nurrbers?
17 Direct Count (preferred)
l- lndirect Count
l- Representative Survey
l- lnformal Sr-rrvey (preferred)
17 Siructured Estimate
l- Other
tA*nt neihotldogy will you irse to calculale the upconing nuni.prs?
l- Direct Count (preferred)
I- lndirect Count
l- Representative Survey
f- lnformal Survey (preferred)
17 Structured Estimate
l- other
Flease explain.
We u,ere able to gather quite a bit of direct data from our online licket sales in
2019. So, all numbers involving out of towl attendees and total number of
attendees is accurate. We u,ere not able to gather aciual data on lodging
accommodations, so estimates are conservatively based off our attendees that live
out of town over 50 miles or more. Our 2021 nunrbers are estimated on our
projected growth through attendee sharing and increased markeling.
2500 cilaracter lirit
Application Questions: Part 5
8lFunding
Does your organization have, or have you applied for, grant funding from other sources? 1l not, why 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 wtrich have not yet been secured will be listed separaiely, in the field(s) directly below.
Finally, what changes wrruld occur if the project couldn't be funded?
Other Funding *Drcs your organization have. or have yal apdied frx f unding lromother sources?
fYes GNo
Eplanation *ll not, why not?
Our funding is held in the Kittitas County General Fund. At this time, rr,e are not
avuare of any other grant opportunities for events except through the City of
Ellensburg Lodging Tax Fund. We have considered applying for the LTAC grant
funding from ihe City, but u,e can't find the grant available yelfor 2021 funding.
Once it's available, ra,e will e4rlore applying for that grant too.
2500 character linil
4
Funding Shortfalls *
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete br-rdget for this projectlproposal. lf your agency operates independently of this project application it may
not be necessary to subtlit the enlire 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, expendilures, and any potential profit or loss. For projectslevents 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 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 itenriZng 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 bLrdget portion are
required to be filled before this form is subnritted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
l,A,,hat chanctes will b€ n€de if f{rnding ior yoLrr request is not available or reconnended?
Advertising (on all platform types) and printing (posterslbannerslsignage) will be
the first items cut back, which will affect the marketing of our event. ln order to be
conrpetitive as a newevent and become self-sustaining, we need to market hard in
the first few years to build awareness of the event and tourism opportunities.
Also, if lrc can't account for some of our operating costs, \i1€ may have to cut back
entertainment costs next year. That cot'lsideration could include cutting out the
professiorral fireu,nrk show if the ticket sales can't account for the extra cost of that
portion of the event.
2500 character linit.
486 75
lhis f ield will aLrto fill with lhe coriect Dercentage based on your inpul to buclget seclion below
For any claitred in-knd cont,'ibltions valued at 55{)0 or rrnre and reialed lo rcrketinEadvertising. you BUst subtrii
veriiying docurrerrlation er hkJr asslres the conh iblrti.rn v,/ill in: proviCai.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
$ o.oo
$ 0.00
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
$ o.oo
$ 0.00
$ o.oo
Past Actual 1
$ 0.00
Past Actual 1
$ 39714.00
$ 12750.00
$ 500.00
$ 7500.00
2021
Projected
$ 20,000.00
Projected
$ 73000.00
$ 13500.00
$ 600.00
$ 10000.00
LTAC Grant
Funding
All Other Revenues
Account Name
Ticket Sales
Alcohol Sales
Concessions
Sponsors
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2
Runner Vehicle $ 0.00 $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Past Actual 1
$ 250.00
Past Actual 1
206
Past Actual 1
$ 60714.00
Past Actual 1
$ 2550.00
$ 958.00
$ 1787.00
$ 37500.00
$ e975.00
$ 1275.00
$ o.oo
$ 2650.00
$ 4s57.oo
$ 2900.00
$ o.oo
$ 560.00
Projected
$ 250.00
Projected
250
Projected
$ 123240.00
Projected
$ 4500.00
$ 958.00
$ 1788.00
$ 42500.00
$ 9975.00
$ 1500.00
$ 5000.00
$ 2500.00
$ 4357.00
$ 2900.00
$ 400.00
$ 560.00
91.58K8
Evidence of Volunteer Hease uploacl a single file which offers evidence in suppcxl of the prqiected volunteer hours.
Contributions* Volunteer Hours.pdf
Calculated Value of $ 5,890.00
Projected Volunteer
Time
Revenue Totals
Expenses
Account Name
Sponsorship
Commission
Advertising
Consultant
Print/Radio/Online
Advertising
Signage/Posters/Ba
nners
Music Licenses
lnsurance
Entertainment
Artists
Promoter Agent
Services
Lighting and Sound
Security Services
Ticketing Fees
Catering
Stage
Stagehands/Electrici
an
Fencing/Barricade
EMT Services
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ 0.00 $ o.oo
$ o.oo $ o.oo
$ 0.00 $ 0.00
$ 1200.00 $ 1200.00
$ 6060.00 $ 8800.00
$ 1628.00 $ 1000.00
$ 0.00
$ o.oo
$ o.oo
$ o"oo
$ o.oo
$ 0.00
$ 3500.00 $ 2000.00
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.oo
$ o.oo
Account Name
Operating Supplies
Operating Rentals
Beer Garden
Purchase for Resale
Fireworks
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
$ o.oo
$ 0.00
$ o.oo
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
Past Actual 2
$ o.oo
$ o.oo
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 1246.00
$ 3408.00
$ 3000.00
$ 15000.00
Past Actual 1
$ 99554.00
Past Actual 1
$ -38840.00
Projected
$ 1600.00
$ 5750.00
$ 3500.00
$ 15000.00
Projected
$ 1 15788.00
Projected
$ 7452.00
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, miliiary status, serual
orientation, creed, place of birth, or disabiliiy; 2. That it will abide by all relevant local, state and federal laurs and
regulations and; 3. That it has read the information contained in ihe lnstructions on pages 1 and2 arrd understands and
will comply with all provisions thereof.
Certified by:
4&ai7&#'U
Name *
Applicant's Title *
Kady Porterfield
Event Center Director
Fom w-g
(Rev. November 2017)
Dspartmflt of the Treasury
lnt€mBl Rsvenue Seruice
Request for Taxpayer
ldentificatlon Number and Gertification
) Go to wunrr.irs,govlFormWg lor instuctions and the latest intormation.
Give Form to the
requester. Do not
send to the lRS.
4 Exemptions (codes apply only to
certain entiti€s, not individuals; see
instructions on pag€ 3);
Exempl payeo code (if any)
Exsmptin lrom FATCA repoding
code (il any)
l,6Eplie. lo accounrc mdolainad oulsids ii€ U.S,)
namo and addross (optisral)
cunently subject to backup withholding because
not apply. For mongage intersst paid,
Ooodo"
co.o!,Eo.oFa)
otr2'6
[.o
oq,oo
0o
U)
1 Name (as shown on your tax relurn). Name is required on this llne; do not laavo this line
AS NTY
2 Busin€ss name, if dilfercnl trom above
EVENT CENTER
accounl
Enter your TIN in tho appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disragarded entity, see tho instructions for Part l, later. For other
enlities, it is your employer identification number (ElN). lf you do not have a number, see How to get a
I/N, later.
Note: lf the account is in mora than on6 name, sea the instructions for line 1. Also see What Name and
Number To Give the Fequesler for guidelines on whose number to enter.
or
Under penalties of perjury, I certify that:
1. The number shown on lhis form is my correct taxpayer identification 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 (lRS) that I am subject to backup withholding as a result of a failure to repod all inierest or dividsnds, or (c) the IRS has notified me that I am
no longer sublect to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4' The FATCA code(s) entered on this form {if any) indicating that I am sxempt lrom FATCA reporting is conoct,
Gerlification insbuctions. You must cross out item 2 abovs if you have been notified by the IBS that you ars
you have lailed to report all interest and
acquisition or abandonment of secured
dividends on your tax retum. For real estata transactions,ilem 2 doos
property, cancellation of debt, contributions to an individual retirement arrangement (lRA), and genorally, paymenls
must provide your correct TlN. See the instruclions for Part ll, later.other than interest and dividends, you are not required to sign the certification, but you
Sign
Here
General lnstructions
Section refersnces are to the lnternal Bevenue Code unless otherwise
noted,
Future developments. Forthe Iatest inlormation about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go lo www.irs.govlFormWg.
Purpose of Form
An individual or enlity (Form W-9 requestor) who is required to file an
infotmation return with the IRS must obtain your correct taxpayer
identification number fflN) which may be your social security number
(SSN), individual taxpayer identification number (lTlN), adoption
taxpay€r identification number (ATIN), or employer identification number
(ElN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
returns include, but are not limited to, the following.
. Form 1099-lNT (interest earned or paid)
I
. Form 1 099-DlV (dividends, including thoss from stocks or mutual
funds)
. Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
. Form 1 099-8 (stock or mutual fund sales and certain other
transactions by brokers)
. Form 1 099-5 (proceeds from real estate transactions)
. Form 1 099-K (merchant card and third party nelwork transactions)
. Form 1 098 (home mortgage interest), 1 098-E (student loan interest),
1098-T (tuition)
. Form 1099-C (canceled debt)
. Form 1 099-A (acquisition or abandonment of secured properly)
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TlN.
lf you do not retum Form W-9 to the requester with a TlN, you might
be subject to backup withholding. See What is backup withholding,
later.
3 Check appropriate box for federal tax classitlcation of the person whose name is enterod on line 1 . Check only one ol the
following seven boxes.
n tndividual/sote propriotor or E c corporatlon I S corporatlon n Parrnership ! Trusvestate
singlB-momber LLC
! t-imnea liability company, Enler the tax classilication (C=C corporation, S=S corporation, P=Parlnership) > _
Notor Check lhe approPriate box in the line above for the tax classilication of ths single-member owner. Do not chgck
LLC if lhe LLC ls classltled as a slngl€-membor LLC thal is disregarded from lhe ownir unless th€ owner of the LLC is
another LLC thal is not disregatded from the own6r foJ U.S. federal lax purposes. Otherwise, a singlo-member LLC
ls dlsregarded from lhe owner should check lhe appropriate box tor lhe tax classification ol lts owner,
Oth€r COUNTY
no.) Soo
AVE, SUITE 1
stre€t, and apt. or
6 City, slale, and zlP code
sscudty number
Part I
id6ntificalion number
I I 6 0 0 1 3 4 I
Part ll
1Slgnaturs ot
U.S. person ) I Date >zL
Cat. No. 10231X Fom W-9 (Rev. 1 1-2017)
2019 Volunteer Hours Log
Group and Duties Persons Hours
EHS - Ushers 1"4
Rodeo City Rollergirls 6
Antique Military Display 5
Fair Board Members 6
Community Volunteers 5
TOTAL Volunteer Hours
Total Hours
456
742
420
848
840
206
C.
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UNDER THE LIGHTS
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g
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* KITTITAS VALLEY #
EVENT CE TE49
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% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisins and line Disolav 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 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.
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 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. Adve 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.
Print Advertisi
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed attOO% 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 at70O% 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 specifliing 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:
t. 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 atI00% 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:
L. 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
L. 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. Flyers/Posters:
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 7O0% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
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 atL}O% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
L Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOO% 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 at100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2F,2(al above, advertising may be reimbursed at the rate of 30%of
the totalcost, including any production costs.
G. Operation Reimbursement:
L. 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 !OO% 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